scanned signed Dec19 Board Minutes procedural 3.pdf

Te Kura Board of Trustees Meeting
Minutes of meeting held Wednesday 4 December 2019
Level 2 Pohutukawa/Rata rooms, Portland Crescent, Thorndon

Present
Stuart Middleton (Acting Chair), Barbara Ala’alatoa (by phone), Maxine Moana-Tuwhangai,
John Chemis, Ruma Karaitiana
In Attendance
Mike Hollings (Chief Executive), Regan Dooley (Chief Advisor, Strategy), Viv Rogers (Deputy Chief
Executive, Te Kura Systems and Support), John Nisbet (ex-officio), Te Rina Leonard (Deputy Chief
Executive, Learning, Design and Evaluation), Anne Coster (Chief Advisor, Curriculum).
Scribe
Sandra Rekatsinas (Board-Executive Administrator).
Apologies
Mele Wendt
PROCEDURAL

Section
Subject

APOLOGIES

Noted the Board Chair, Barbara Ala’alatoa was unable to be present in Wellington due to flight
disruptions and dialed in by teleconference. She delegated her authority to Board member, Stuart
Middleton to chair the Board meeting on her behalf.
The Board meeting was declared open at 1.30pm.
1
MEETING ADMINISTRATION
1.1
Conflict of Interest Register
Noted the Conflict of Interest Register.
1.2
Agenda Review
Noted the Agenda as tabled at the meeting.
1.3
Minutes of the Board meeting
The Board received the Minutes of the Meeting held on 6 November 2019 and approved them as a true
and accurate record.
Moved
John Chemis
Seconded:       Ruma Karaitiana
1.4
Action items
Noted progress on the action points.
1.5
Board Meeting Schedule 2019
Noted the Board Meeting Schedule 2019.
1.6
Board Meeting Schedule 2020
Noted and confirmed the Board Meeting Schedule 2020.

COMMITTEE REPORTING
1.9
Risk Assurance Committee Work Plan 2019
Noted the Risk Assurance Committee Work Plan.
Requested action
The Board requested the Terms of Reference for the Risk Assurance Committee to be presented at the
February Board meeting for confirmation
1.10
Employer Committee Work Plan
Noted the Employer Committee Work Plan as submitted.
Noted the topic of discussion considered by the Employer Committee was the Board External Review.
The Employer Committee:
•  Decided to have a substantial meeting to scope out the purpose, focus of the Board self-review.
•  Agreed a planning meeting of Employer Committee members to be held in January 2020 before a
meeting with members in Board only time at 10am on 5 February 2020.
•  Agreed a proposal will be presented to the Board at its February meeting for consideration.
Requested action
The Board requested a Terms of Reference for the Employer Committee meeting and a draft 2020
Employer Committee Work Plan to be presented at the February Board meeting for confirmation.

Section
Subject
1.11
Draft Minutes of the Risk Assurance Committee held on 21 November 2019
Received the draft Minutes of the Risk Assurance Committee.
Moved:  Maxine Moana-Tuwhangai
2.
CHAIR’S REPORT.
2.1
Chair’s report
The Board Chair, Barbara Ala’alatoa noted in her report that it was a pleasure to attend the team chat
discussions in Auckland and Christchurch in which she had given an overview of the Review of
Tomorrow’s Schools and next steps. In particular, she was impressed by the warmth of welcome by
staff. More specifically noting the Chief Executive’s engagement with staff, his focus and sincerity.  It
was appreciated by staff, and that overall it is believed that Te Kura is well served.
3.
CHIEF EXECUTIVE REPORTS
3.1
STRATEGIC
Noted this item.
3.2
Health and Safety Dashboard
a)
Noted the Health and Safety monthly dashboard for October 2019.
b)
Noted There has been a reduction in the number of reported accidents and incidents. Trips and

falls (22%), and reports of Gradual Process Injuries (18%) remain the most commonly reported

issues and incidents at Te Kura. Gradual Process injuries are significantly less than for the same

period in 2018 (52%). Cuts and burns have increased from 12% to 18% of total injuries this year.
c)
Noted Sick leave is tracking at marginally lower rates than for the same time in 2018. Less sick

leave was taken this October compared with October 2018. When comparing year to date sick

leave with the same period in 2018, 2.98% less sick leave has been taken in 2019.
d)
Noted There were no new bullying incidents reported in October. Three bullying cases have been

reported this year which is the same number as were reported for the whole of 2018.

Board members noted that stress reports and bullying cases may be under-reported.
3.3
Chief Executive Monthly Progress Report.
Received the Chief Executive’s Monthly Progress report for December 2019.  Noting:
•  The submission on the National Education and Learning Priorities has been submitted to the
Ministry. The final submission to be circulated to all Board members.
•  Announcing today the confirmed appointments to the Curriculum review new structure.  Noting, all
appointments made have been internal.
•  Summer School enrolments to date are up to 500. Also, additional places have been allocated to
Trades Academy including additional Gateway places.
•  The positive response to the consultation on the Charter and Annual Plan is pleasing.
•  Te Kura has been invited to attend the Equity Index sector working group. Briefings are being held
nationally.  More specifically the equity index will inform the Funding Review and what this will
mean for Te Kura.
•  The onboarding portal is an efficient automation tool for Ministry of Education student referrals for
allocation of akonga to kaimanaaki. The tool has also the potential to improve student engagement.
There is also interest from Regional Health Schools and Oranga Tamariki to use the portal.
•  The positivity amongst staff towards Big Picture implementation is heartening. A visual diagram of
Te Kōmata o Whaitake explaining Big Picture Pedagogy was tabled at the meeting.
•  Further work to be done on promotional material for Young Adults to develop knowledge on what is
available at Te Kura.  Finally noting:
The Learning Object Repository is in progress and that further work to be done on metadata.
Also, the Sales Force tool for collecting client information and capturing whanau feedback is
also in progress. It is expected the tool will be rolled out in 2020 to Human Resources, Finance,
Procurement, Enrolments and Creative Services.
•  Stocktake of Engagement on Maori communities is underway to identify current relationships with
Maori and Pacific key stakeholders and developing an Engagement Plan for 2020, Term 1.
Moved:    Maxine Moana-Tuwhangai
Seconded:  John Chemis

Management action
The final submission on the National Education and Learning Priorities to be circulated to Board
members.

Section
Subject
4.
FINANCE
4.1
Financial Report

Received the report and the main emphasis is the new graphs that give a better analysis of revenue by

category and those students who are eligible to generate EFTS for each segment.
Discussed that revenue is up, expenditure is down year-to-date against budget and that the forecast
results will show Te Kura in a good position by year end.
Received confirmation that the pre-payment matter on page 56, item 3 commentary on financial
position will finish at the end of the financial year and washed out next year.
Moved:    Maxine Moana-Tuwhangai
Seconded:  Ruma Karaitiana
4.2
Financial Reporting Schedule
a)  Approved the proposed reporting schedule.
b)  Noted the date of the external audit of the 2019 Annual Report financial statements
c)  Noted the date of the Ministry of Education audit of the 2019 Resourcing Notice
d)  Noted that Board members are invited to attend the exit meeting for the presentation of the
results of the audit of the 2019 Resourcing Notice.
Moved:       Maxine Moana-Tuwhangai
Seconded:  John Chemis
5.
APPROVALS
5.1
Governance policies
•  Approved the amendments to the below Governance Policies:
o  Accounting
Moved:   Maxine Moana-Tuwhangai
Seconded:  John Chemis

o  Sensitive Expenditure
Noted the Policy also applies to Contractors as well.
Moved:         Ruma Karaitiana
Seconded:    John Chemis
o  Travel
Moved:         Ruma Karaitiana
Seconded    John Chemis

o  Fraud and Corruption Prevention
Moved:         Maxine Moana-Tuwhangai
Seconded:    Ruma Karaitiana
o  Education outside the classroom
The Board discussed in general, matters like carrying out an evaluation of the trip, viability
of the event or if the event is of any value and results. More specifically considering the
equity and financial hardship of students and ensuring fundraising options so that no
student misses out.
Noted importance of timeframes and a longer lead in time for Board approval.
Moved:        Ruma Karaitiana
Seconded:    Barbara Ala’alatoa

o  Financial and Human Resources Delegations.
Moved:        Maxine Moana-Tuwhangai
Seconded:   Barbara Ala’alatoa

•  Approved the new Board Procedures on Purchasing Card (PCard).
Moved:         Stuart Middleton
Seconded:    Maxine Moana-Tuwhangai
•  Approved amended Code of Conduct for kaimahi which is for all employees, including contractors.

Section
Subject
Board members expressed an interest in having the staff procedures accompany its policies to give
some level of comfort on understanding how the policies are put into practice.

Board members noted the discussion to investigate SchoolDocs – Policies and Procedures online tool as
an alternative option to help with the development and management of policies.

Management action
Management to do a review of which high-level policies will have accompanying procedures that is
significant to the Board.
Moved:         John Chemis
Seconded:    Maxine Moana-Tuwhangai
5.3
2020 Overseas Travel Budget
Approved the 2020 overseas travel budget
Noted that should revenue increase, there may be an opportunity to reinstate what has been originally
removed from the budget as part of the consultation.
Moved:        Barbara Ala’alatoa
Seconded: Ruma Karaitiana
6
NOTING AND INFORMATION
6.1
Inwards Correspondence/Outwards Correspondence
Received email from the Director of Education in Waikato, Ministry of Education in Waikato
acknowledging the work of Te Kura’s team in supporting young people in the Waikato who access
Te Kura after being excluded from schools in Waikato.
6.2
Enrolment Statistics.

Noted the report as very positive and the fact that the 2019 year-end has tracked above prior year for
both Cumulative and Snapshot enrolments. In particular, Duals (Years 1-8), Full-time, and Young Adults,
tracking above year and all year. It was also noted there is a higher retention rate for duals (years 9-13)
and the same trends for Adult enrolments.
6.3
Monthly Progress Report against 2019 Charter and Annual Plan
Noted the November 2019 progress report against the 2019 Charter & Annual Plan and summary of
achievement of key performance measures and targets in Te Kura’s annual plan.  More specifically;
•  MTK Dropbox submissions for FT and YA have seen a positive variance thanks to a surge of
submissions for EN1000 and MX1000 linked to the work in increasing LIT/NUM achievement.

•  Kaupapa Maori enrolments in Years 7-10 have contributed to the negative variance for FT NCEA
achievement. As the course was not available in 2018, excluding enrolments in Kaupapa Maori
courses by FT students in Years 7-10 provides a positive FT variance of +0.1% for goals 3.1 and 3.2, a
reduction in the negative variance for goal 3.4 from -5% to -1.1% and a reduction in the negative
variance for goal 3.5 from -3.7% for FT LIT to -0.8% and -3.8% for FT NUM to -1.3%.
6.4
2020 Charter and Annual Plan update
Noted this draft Charter includes various updates since the last draft presented to Board in November.
Discussed a Charter consultation survey was sent to ākonga, whānau, kaimahi and partner organisations
in November and is open until 17 January 2020.  There has been a good response rate to date.
Provided comments on page 17, Learning Support priority ākonga.  Management will consider how to
address this as a Priority group including having oversight of a review of learning support systems and
databases, and gathering success stories and issues from across the regions.
Noted the final draft 2020 Charter and Annual Plan will be presented to the February Board meeting.
Management action
Management to consider providing an ethnicity table showing actual student numbers in the Student
Roll section pp 23-25.
6.5
Year-end audit 2019 planning report
a)  Noted the receipt of the attached Planning report for the year ending 31 December financial
statements, that proposes the change in Audit Partner.
6.6
Year-end audit 2019 & 2020 Audit Proposal Letter|Statutory Annual Audits:Terms  of Engagement
Letter.
Noted this report

Section
Subject
6.7
December 2019 Legislative Compliance report
Noted this report with one change since submitted to Board.
Moved: Barbara Ala’alatoa
6.8
Risk Register
a)  Noted the risk framework was presented to the November Risk Assurance Committee (RAC)
meeting and the meeting agreed that the framework be presented to the December Board for
information.
b)  Noted the framework has now been fully embedded in Te Kura.
c)  Noted that apart from the risks relating to the five strategic priorities, the risks associated with two
influential operational areas (Privacy and Cyber Security, and Health and Safety) will be assessed.
6.9
Update on action items – internal and external audit
a)  Noted that KPMG presented the audit reports on Privacy and GST/FBT reviews to the November
Risk Assurance Committee (RAC) meeting and the meeting agreed that these reports be provided to
the December Board meeting for information.
b)  Noted that there are no high rated action items.
Noted that special attention was drawn to the Office of the Auditor-General’s focus on Privacy and
information systems to understand key individuals who deal with personal information on a regular
basis, including staff who have responsibility for information systems. This was the main emphasis from
the Risk Assurance Committee meeting.

GENERAL BUSINESS

There were no items of general business discussed.
The meeting moved into the In Committee part of the meeting at 3.20pm
7
NEXT MEETING

February 2020

I move that the public be excluded from the In Committee section of the Board’s agenda. This motion is made in
reliance of Section 48 (1) of the Local Government Information and Meetings Act 1987.

The general subject matter to be considered while the public is excluded, the reason for passing this resolution
in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official
Information and Meetings Act 1987 for the passing of the resolution is:

General subject of each
Reason for passing this resolution in relation to each
Ground(s) under section 48(1)
matter to be considered
matter
for the reason for this resolution
CEO Matters and
Where the exclusion of public is necessary to protect the
s.48 (1) (a) (ii)
Personnel/Staffing Matters    privacy of natural persons [OIA 1982 s.9 (2) (a) refers, and

also where necessary to avoid prejudice to the School’s
commercial activities [OIA1982 s.9 (2) (i) refers].
Sub-committee Reports
Avoid prejudice to commercial activities (OIA s.9(2)(i) refers)
s.48(1)(a)(ii)
and
protect the privacy of a natural person (OIA s.9(2)(a) refers)
Stakeholder Matters and
Protect the privacy of a natural person (OIA s.9 (2)(a) refers)
s.48(1)(a)(ii)
Media Issues

I also move that, Mike Hollings, Viv Rogers, Te Rina Leonard, Regan Dooley, John Nisbet, and Sandra Rekatsinas
as be permitted to remain at this meeting after the public has been excluded because of their knowledge of
these matters.

Moved:  Stuart Middleton

Barbara Ala’alatoa
Date:  4 December 2019
Board Chair