Minutes of the Papakaio Board of Trustees Meeting
Held at the School, 19th February 2024
.

Present:  E Finlay, C Henderson,  F Nelson, D Brown, S Butson, J Laming, H Easton, J Wright
In attendance: P Kranz (Minutes Secretary)
Apologies: None
Meeting opened at: 7.04 pm with a Karakia from Ed.

ADMINISTRATION MATTERS

	
                Action Required		
Board Chair appointment
Moved: That Ed Finlay be appointed chair.
F Nelson /J Wright
Agreed

Declaration of Interests 
None declared

Confirmation of Minutes.
Moved: That the minutes of the Board meeting held on the 18th of December 2023 be accepted as a true and correct record.
E Finlay / J Wright
Agreed

Matters Arising From the Minutes
None 

Correspondence.
In
None

Out
None

		
REPORTS			
			
Principal’s Report
In addition to the report he distributed Damian mentioned:

Attendance Analysis 
Damian will be doing this at the end of each term, and give the Board the report at the start of the next term.

ERO
Damian has prepared a full folder of documentation and worked with Danique to prepare for the presentation of the data, documentation, and supportive material at the meeting tomorrow. Damian said he was feeling confident the team was well prepared. 

Personel
Morgan’s practicing certificate has been approved, and all staff are up to date with their certification.

Sensory Playground
This has been finished.

Basketball Backing Board
Damian is going to make a temporary fix of the broken basketball backing board, but as they are very expensive he will leave it till later to look at a more permanent fix.

Health and Safety.
No incidents to note.

Risk Assessment Documentation. 
These documents were in several different formats, so Damian has now standardized the formatting.

School Docs
The docs reviewed (with no changes)  were: TeTriti and the Board Responsibilities. 

Camp Columba
First time there, and everyone was very happy with how it went. A full report will be presented at the next meeting. The four-day length, rather than the previous five, worked well. 

Writers’ Toolbox
Resources arriving this week, and goals (ambitious, but achievable)  have been set. 

Financial Report
In addition to the tabled report, there was 
a discussion about the costs of fixing the loo in the hall, and who is paying for that.

Property
After a brief discussion  it was moved that: The Board authorizes Damian to spend up to $8000 for a new pool cover.
E Finlay / F Nelson
Agreed.

Moved above reports be adopted.
E Finlay / F Nelson 
Agreed

	

		

GENERAL BUSINESS			
Strategic Plan
Enviro Schools
Damian has fleshed out the achievement indicators.

Moved: That the Strategic Plan and goals be adopted.
E Finlay / J Laming.
Agreed 
Board Assurance Self-Audit
This had been distributed before the meeting. Each question was discussed by the Board, and responses were agreed upon.

Papakaio 8 Hour
Fiona reported back.
This year there were 110 competitors on the adult track, which is slightly up from last year; and 28 on the kids track which is less than last year.

There was a discussion of how the lower number on the kid's track that might be tackled for next year, Suggestions included changing the start times of races, lending bikes to kids, and returning to having an online registration option. It was also suggested that there could be changes to the difficulty of the track. 

Fiona said the more open layout of the village worked well. 

It was mentioned that the operation is getting quite streamlined and works well, it could also be simplified and still work well.

Thanks were expressed by the Board to the organizers for their hard work.

		

MEETING DATES

Next Home & School meeting
Monday the 4th of March.
Next Board meeting 
Monday 18th March  7.00 pm, Staffroom.
Next meeting Karakia: Damian

Meeting closed: 9.25 pm

Signed: ………………………………………….     Date:………………………………