Fergusson Intermediate School
Board of Trustees Meeting
Held on Tuesday, 2nd December 2025
Present : Paula Glen, Simon Kenny, Rachael Browne, Whaea Ange, Saurabh Dhawan,
Suzanne Wright, Sandra Honey, James Romans
In attendance : Anne McPhie (Secretary), Ian Rattray (Ruruku Director), Tina Hogg, Amy
Perkins
Apologies : Declaration of Interest : As noted below
Speaking Rights Given to: Amy Perkins, Ian Rattray (Ruruku Director), Tina Hogg
Agenda Item
Discussion
Actioned
Approval and
Welcome to James Romans who will oversee
Welcome to new
the Finance portfolio. Board agreed to his
Board Member/
position of casual vacancy Parent Rep as per
Casual Vacancy
email thread.
Approval of
Tabled as read.
Motion : It was moved to
Previous Minutes
approve the minutes for
Tuesday, 21st November 2025
Moved : Whaea Ange
Second : Rachael Browne
The board agreed.
Conflict of Interest Sandra - working with the MOE CE as noted in
the 2025 Interest Register.
Property Update -
Discussion led by Ian Rattray - On top of
Motion : The Board approved
Cyclical
where we need to be. Next drop for 5 year
the Cyclical Maintenance and
Maintenance and
funding is 2028. Half way through the
5YP
5YP
current cycle.
Moved : Paula Glen
Second : Saurabh Dhawan
Repair of Water Pipes
The board agreed
While the buildings are currently in good
condition, the 60-year-old site infrastructure
presents significant challenges, notably the
aging boiler-fed central heating system. The
current plan is to replace the boiler in 2028.
This replacement will necessitate a move
away from natural gas, requiring decisions
regarding increased electrical capacity,
which will involve considerable updating.
Cost-limiting measures are being explored,
potentially eliminating the need to lay new
gas pipes. A separate immediate issue is the
60-year-old water pipe network, which is
shallow and prone to freezing during winter.
To address urgent leaks, funds originally
allocated for the bike track will be
reallocated, with the necessary pipe work
scheduled to be completed during the
Christmas break.
If the job is more than the allocated funds,
the ministry will fund it.
The new financial template now includes an
allowance for inflation. The accounts will be
submitted to the auditor for review.
Regarding property maintenance, the
necessary work for 2025 is scheduled to be
completed over the Christmas period. A total
of $15,000 has been formally reallocated
from the $75,000 bike track project budget
to cover the immediate costs associated with
the water pipe leak repairs.
Special needs unit Kimi Ora - well in plan,
consents will be lodged before christmas.
Looking for a start early in the new year.
Fully operational by term 3.
A small digger will be on site next week to
dig a hole to test the foundation.
Ruruku has won the contract to build the
buildings. There is a need in the Upper Hutt
area.
The Ministry of Education has committed to
fully fund the construction of the link
connecting Merton Street to the main
cycleway. Furthermore, there is potential to
develop additional cycleways in the future.
Unspent allocated funds will be retained for
future use.
There is an anticipated service life until
2028. Should the boiler require replacement
sooner, sufficient funds have been allocated
to cover the cost.
Shade Structures: The MOE prefers attached
sunshades to building, generally disinclined
toward freestanding shades. The school
porches are good here.
There has been no allocation of additional
external funding. However, the existing
$75,000 designated for the bike track project
remains available and can be reallocated
toward other priority capital projects as
deemed necessary.
Thank you to Ian and Tina for attending the
meeting.
Principal Report
Tabled as read.
Motion : It was moved to
approve the Principal’s Report
Principal Professional Growth Cycle: Simon for December 2025.
addressed his own goals, he has a
Moved : Paula Glen
professional learning group responsible for
Second : Sandra Honey
formally signing off his progression.
The board agreed
Attention was also given to defining staff
capability for terms 1-3, especially with Amy
being on maternity leave. The departure of
some staff members has proven this was a
valuable opportunity for their own growth
and development.
Consultation and Well-being Surveys:
The results of the Community Consultation
have been successfully distributed to the
community. Staff were provided with the
well-being survey earlier in the year along
with an opportunity to complete this survey,
The goal is to get a staff and student survey
out each term.
International Confederation of Principals
Resolution: It was moved that
Convention September 2026:
Simon is approved by the Board
Link provided. This opportunity involves an
to attend the Confederation of
international event where New Zealand is
Principals Convention 2026.
acting as the host country, with up to 52
Moved : Paula Glen
countries to attend. This forum provides a
Second : Sandra Honey
crucial platform for connecting with a wide
range of nations to discuss and understand
national and international developments in
education.
Curriculum:
Despite external pressures and shifting
government priorities, Fergusson
Intermediate remains steadfastly committed
to delivering a balanced curriculum. While
acknowledging the pros and cons of adapting
to these external urgencies, the school is
focused on leveraging the benefits to
enhance student outcomes. Our core
commitment is to maintain sustained
educational practices, a strong localised
curriculum, and the consistent integration of
Te Reo Māori. We are grounded and
committed to our existing curriculum
framework.
Tech Fee Structure:
Motion Carried: The Board
This was discussed with SLT.
unanimously agreed to
Discussion was made on moving to a high
implement the proposed price
trust model for Technology, including a
increase, setting the new cost at
significant take-home component. This shift
$50.00 per student per annum.
necessitates increasing the existing flat Tech
Moved : Paula Glen
fee over time to ensure high-quality
Second : Suzanne Wright
materials (estimated at $50 for the
take-home component). The Board
recognised the need to balance this with the
community's varying income availability along
with rising costs of expenses. Tech fee to be
aligned with tech budget. A formal review for
a fee increase will occur in Term 3, 2026.
Action: Amy to follow up on the
implementation and financial details.
Camp Experience:
Consideration will be given to increasing the
camp experience and looking at affordability
with possibly looking further afield. Taking
into consideration Y6 experiences, and costs
for families There is a two-year camp
rotation.
Presiding Member
Tabled as read.
Motion : It was moved to
Report
It has been a busy term. Great to have
approve the Presiding Member
James on the Board.
Report for December 2025
Had a walk around school with Tina and
Moved : Saurabh Dhawan
Second : Suzanne Wright
Saurabh.Will spend time with Suzanne &
James beginning in 2026 for onboarding.
Policy and
Risk management
Procedure Update
- Sun shade - unable to have it (refer to
above Property update). To promote
sunsmart practices at school.
- Sun block - promoting this
- Emergency Trial evacuation - fire
practice each term.
- Bullying and harassment online -
dealing with conflict and problems
through the year. We have filters,
things in place to stop accessing
inappropriate material online.
Teachers have oversight into accounts.
Expectation that all teachers are
promoting safe practice on devices.
We do it in a myriad of ways.
- Behavioral Management plan -
depending on behaviour there are
different procedures. Behaviour
approach is more in line - who do we
see. Needs to be revisited in 2026,
zero tolerance what does it look like?
A lot of communication, the best
result is that it is managed at the
time. Understanding behaviour, our
response, our expectations across the
school.
- No authorisation of non teaching staff
to search students bags - need to get
parents to come in.
- Searches - keeping a doc / it does get
documented on EDGE.
- To keep a written doc on searches, on
edge and specific doc. Good reminder
that we need to safeguard ourselves.
- Restraining Course - 2 TA’s to do.
-
Staff Leaving Gifts Policy: The
formula for purchasing gifts for
departing staff is set at $50 per full
year of service, with a maximum cap
of $500. Any gift purchased must align
with this required amount. It is
permissible to purchase a specific,
alternative gift provided its cost does
not exceed the calculated amount. It
was noted that this year's expenditure
will be unusually high due to the
departure of several staff members
with over ten years of service at FIS.
The Principal has assured the Board
regarding the financial management of
this expense, and the Board expressed
its satisfaction with the arrangement.
Health & Safety
Paula and Suzanne to get together and
Update
discuss.
Finance
Tabled as read.
Motion : The Board approved
The report is accurate. Term deposits to
the accounts for October 2025 &
cover the rest of the payments for 2025 and
Draft Budget review
over the holidays.
Moved : Paula Glen
Second : Sandra Honey
Amy to forward the Fergusson Fundraising
policy to Sandra to update to school docs.
Motion : Amy Perkins moved
that the fundraising policy be
Draft Budget Status: Portions of the draft
approved.
budget have been completed. Board agreed
Moved : Saurabh Dhawan
to delegating the draft budget approval to
Second : Suzanne Wright
the Presiding Member and Principal and
the final 2026 Budget will be presented and
approved at the full Board meeting in
February.
James to liaise with Tina.
EOTC - Masterton
Tabled as read.
Motion Carried: The Board
Paula liaised with Toby to tidy up a few areas approved the EOTC trips to
within the docs.
Masterton.
Safety Measure : having eyes on students
Moved : Suzanne Wright
Second : Paula Glen
around the lagoon.
Property Update
Security Camera:
Saurabh discussed the possibility of
installing additional security cameras around
the school, particularly in unsupervised
blocked off areas, to enhance staff & student
safety. Concerns were raised regarding
privacy and the necessity of a centralised
system. It was noted that cameras may lack
deterrent value. Cameras are located in the
corridor area in each block - the set up and
monitoring of these cameras need review.
Action : For safety reasons, the art board
that covers the art room door needs to be
removed. Simon to advise staff.
Cultural Advisor
- Maori awards and recognition to be
presented by Matua Mike and Whaea
Ange as arranged with SLT.
- 2 big performances this term which
were successful
- 50th anniversary at the marae next
year.
Board Dates for
Tabled. Approved.
2026
Board Work Plan - Carried forward to the next meeting.
Correspondence
Nil
Actioned
Review
A bit longer tonight.
Next Meeting
Tuesday, 24th February 2026
Meeting closed
9.15
Carried Forward/Raised
Action
AI Policy - carried forward, to be
Simon to talk to staff..
discussed with staff and present
On school docs that are being looked at.
needs to board..
Carried forward to the next meeting.
Board Roles - Descriptions partially Paula
complete
Edge App
Review Communication
Kimi Ora
Update community
Property
Saurabh to organise a 2nd hui with Tina.
Fundraising policy
Complete - Sandra to update
Bike track
Carried forward
Suspensions -
Paula - agenda done, checklist to be done.
Checklist/Process/Agenda
Community Consultation
Completed
Removal of Art on Art room door
Simon to arrange
Review security cameras
Simon
Draft Budget Review
Simon and Paula
H & S Role
Paula and Suzanne to meet
Finance Role
Paula, Tina to meet with James
Tech Fee Update
To be passed onto Tina and Tech team - Amy
Electronically Signed :
Presiding Member - Paula Glen
Date : 17/01/2026
