NAENAE COLLEGE BOARD OF TRUSTEES
Minutes of the Board of Trustees Meeting
held (via Zoom online link) on Thursday 26 August 2021 at 6.30pm
Present:
Sarah-Jane McCosh (Chair), Andy Soper (Deputy Chair), Nic Richards (Principal), Karen
Shepherd (joined 6.41 pm), Tia Turahui, (Co-opted member), Tafaoimalo Loudeen Parsons,
Devon Turi (Staff Representative), Rome Vailini and Trudy Stead (Parent Representatives)
Apologies: Te Rina Isa’ako (Student Representative)
In attendance: Annette Dyer (Secretary)
S-J provided the karakia for opening and closing of meeting.
S-J welcomed everyone to this online meeting.
Focus topic: Covid-19 update
• Devon - Uptake in devices with students this week. We’ve done this before so the knowledge is being
applied again. We have to go with the flow. Students are being advised to look after themselves and
not to stress.
• Seniors are a bit worried about credits etc. – they are reminded that school is stil happening and to
keep engaging. Engagement is the important thing.
• Expectations of teaching hours: It is face to face with a class at least once a week. The work is set at
the start of the week. For example, Devon checks in with his LAR twice a week. With other classes he
checks in once a week and then the 2nd period he has them he is available if they need support. Devon
has been keeping in close contact with the parents of his students.
• Parents are contacted if the child doesn’t connect.
• There are a few students with incorrect contact details in our database, but in general most students
have been contacted. The sort of thing that happens, for example, is a family who had just moved and
they don’t have internet at the moment. They are using hotspot data and trying to engage.
• Nic advised that the team are being mindful of pressure on people. Being on screens al day is not
healthy for students or teachers. Email has become overwhelming. Every student wants a response
and it can be quite exhausting. This is the reason why today (26/08/21) was the last day SLT were
onsite.
• Nic is keen to make sure staff are supporting students.
• Wel being: some staff are coping better than others and we are trying to keep in touch with them.
o Staff are more stressed this time. Devon said this lockdown feels different and he too feels
stressed. He teaches only 1 senior class and they were well ahead. Staff are stressed out
about this lockdown.
o The pressure to provide resources is quite significant. Some documents had to be scanned in
to be able to then be shared with students.
o Potential y long hours with technology and we are quickly learning. We have pivoted much
more quickly with online learning this time.
o Wellbeing is fundamental with how we look after students and everyone. We are
experiencing this lockdown later in the year than previously and it does increase anxiety.
o There is definite pressure in our school community and a need to make sure everyone is ok.
o In the wider NZ community it seems that this time there is more disunity and also racism.
o Loudeen feels differently to the last lockdown as this was so sudden. Emotional y and
spirituality it feels different and there is the added racism to the Samoan community.
o Vaccination programme as well this time. Adds to the disunity.
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o Teachers are also dealing with the whanau as well as students. There have been complaints
to the principal; these seem to be out of frustration: for example, “My student hasn’t got
enough work to do”. Wel being is at the forefront this time.
o The vast amount of communications have been really positive. The bad tells you when
something may need to change.
• Devices:
o S-J noted that, for example, among her colleagues a lot of households have only one device
which everyone is trying to use. This is probably common in many households in NZ.
o There will be a mop-up of devices next week. There have been issues needing tidying such as
devices with the wrong power cord and there is always an element of human error.
o More chromebooks wil be provided next week.
• Updating Contact Details:
o People don’t notify the school when their contact details change. What can we do to
encourage school when vital communications change?
o Nic and Loudeen suggested we need an automated form on the website. People go onto the
website and add their contact details if these have changed.
o As Kamar and the parent portal can be seen, Nic wonders if it would be possible for people to
update their changes of details in Kamar.
o Suggestion to put a message on Facebook to get people to message their LAR teacher of any
changes.
• Other Lockdown level issues (bearing in mind that this could be extended or that lockdown could
happen again):
o Some seniors ae being called into work at supermarkets with the shortage of workers.
o Kāpura had donated food, but other than that, NNC doesn’t have the facility to be an
intermediary to assist people who don’t have enough food at home.
o Karen – accessed Stokes Val ey foodbank and she delivered some food to families. There are
a number of food banks stil operating.
o Tia – Kokiri are delivering food packs. You ring them on the number. Suggested this could go
on our website.
o Jacqui and Kamaia may be assisting families via their networks.
o When we move to level 3, the children of essential workers will go to school. (Last time we
had 8 students onsite). There will be a similar system set up to last time.
o Re: essential workers – is there an expectation for parents to supply information to schools so
you know they are essential. NNC asked for names of students similarly to last time.
• NCEA credits:
o Rome queried whether there is flexibility around assessments and credits. Noted that last
year we had very good academic results for the year. Perhaps this was due to the flexibility
around the number of credits and additional programmes and students engaged with
additional programmes like the manaaki marae programme. There is a 9-week window so
there will be a sprint to the end.
o Nic - agencies are still expecting responses to matters – our resilience hasn’t bounced back to
100%.
o The plan hasn’t been advised many days in advance.
• Rome led the board in acknowledging Nic and the team with looking after staff and students’
wellbeing. Health and wellbeing are more important than anything at this time.
1. Student Representative report
Nil.
2. Staff Representative report
Devon’s update provided within the Covid-19 update.
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3. Principal’s report – 26 August 2021 (Screen shared)
• 2 new staff have joined NNC. Kel y Sheridan, HOD Careers (is currently still in Palmerston North) and
Nadia Ioane, Gagana Samoa. Kelly’s husband is one of four staff at Rongotai College who can’t start
their roles.
• Rose Ruzicka will be on maternity leave shortly and her position (Maths teacher) has been advertised.
We are advertising for an LSC , replacing Jo Bel who is moving to the South Island. Noted that there
are many positions advertised in the Gazette today.
• Subject selection is moving forward. More information will be available for the next board meeting.
• Due to lockdown, School formal is now rescheduled to the last
Friday of the holidays (15 October).
• Attendance from the start of this term – there has been a trend reversal for Y12 and Y13. Y9 and Y10
are similar. Y11 attendance has dropped off this term. Information is by ethnicity. There is a lower
trend across the years so far this term.
Questions –
• Progress with the attendance project - Nic has met with Jess several times and significant progress has
been made. We had issues getting back to core data, but the data may be able to be wrapped up by
the end of the term and then reporting back wil probably be at the start of next term. Jess has spoken
to all the principals in the Kāhui āko.
• Karen wondered if the lower attendance was related to the RSV virus? In some whanau sometimes
the whole whanau has stayed home.
• Query re: the 1% difference between girls and boys in the average attendance rate? Nic had checked
this and it is correct.
• Nic will include the ministry information in the next report which will show where NNC fits in the Kāhui
āko.
Motion that the Principal’s report be accepted.
A.Soper/R. Vailini
Carried
4. Sub-Committee Reports
Resource Committee
Additional staffing – Recommendation to offer our social worker a contract to the end of 2023
• Nic advised the process – job descriptions were provided together with information from Kamaia and
Jacqui. The Social Worker role is a vital part of supporting the pastoral arm of what we do and is seen
as ‘vital’.
• Loudeen had previously asked are we sure there is delivery on the position and suggested looking at
an alternative way of providing this role eg. Youth workers. (ie. younger, māori or pacific youth
workers, perhaps being contracted in), or a former student from several years ago who could come
into the school. Looking at the position holistical y and in a way more tailored to the student group
and culturally related to the student group, especially around attendance and around certain whanau.
• Nic outlined the range of social agencies currently involved at NNC: Josh is part of Chal enge NGO who
have worked in this area for the last 5 years (part of the Massus group. The model has been shared
with Taita school and there are māori and pacific people working in this space). Josh is with us
permanently and his role is not shared. He is invested in the school and ongoing. Youth workers come
into the school as wel , who are associated with a church. Also there is another group which covers
leadership and we also have Vibe. These groups provide a good mix with Jacqui and Josh – Jacqui has
experience and Josh is young. There are serious complexities for some students and also whanau
complexities. Khya Wilson (from Naenae) has recently been employed and is working as a teacher
aide. There is definitely a need for a mix. We have also been working more recently with MSD. The
ministry met with an intermediate and Josh from Chal enge recently where 14 new students were
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discussed and the complexity of the students. It is a difficult space and we don’t have access to
further resource. Principal Richards is concerned how we can progress in the future as long term this is
not sustainable if this level of complexity continues. Different models are being looked at, and noting
also that we employ teacher aides. This position is not for youth workers.
• Loudeen suggested a one-year contract and to use the next 12 months to look at what would work
sustainably going forward. MSD etc. coming on board. However we also want to balance this against
Jacqui’s need for a stable role. Her work impacts our Counsel or too, so having a gap would put our
Counsel or under huge pressure. As an example Loudeen had suggested at a previous meeting having
some Kaumatua to do social work – generational wel being to support students. Kaumatua/ Younger
social workers, technical support etc. mental health, physical and emotional health.
• The board discussed opportunities to fund the social worker position as there are definite staffing
consequences.
o Andy contacted the Nikau trust and they have funding for education initiatives and would be
very keen to talk to us. Their next funding round is February next year. This al ows time for
some conversations. Andy and Nic to explore this further.
• In summary re Social Support at NNC:
o Something formalised needs to be in place around job descriptions and processes; and
o we need to make sure we are not closing ourselves off to other types of relevant help which
we could use in our school.
• S-J suggested we could still meet those two concerns and still move forward with
retaining Jacqui at the moment. In this way we wouldn’t see the school facing a gap in
much-needed capabilities. Therefore a robust well-planned solution is needed. A board
member should drive this as a project. We have the
current need and two years will go by
quickly. Therefore the suggestion is that we keep the 2-year recommendation in place for
the Social Worker position AND drive this project alongside it. If done properly, this work
will require time to do a comprehensive holistic approach anyway. In addition the
Principal noted that we need to advocate with the Ministry, and agencies, for support.
Board members feel Jacqui does a wonderful job but there is more we can do as well. Tia
has a contact who might be the sort of person we seek as part of broader avenues of
support, someone who is passionate about Naenae and the col ege. S-J recommended
that a project is worked on around pastoral support for students.
• Loudeen offered to add this project alongside the fale project if required. Karen has also
offered help with research and support.
• The board agreed on a smal working group to look into pastoral support for students,
and to offer a 2-year contract to Jacqui.
Motion: The board agrees to establish a small working group to investigate
and suggest a new Kaupapa for social support in our school.
S-J McCosh/K. Shepherd
Carried
Motion: That the board
offer another 2-year contract to Jacqui.
K. Shepherd/A. Soper
Carried
Admin Plan
• Karen - there are 2 stages - the structural aspect, walkway etc. Recommendation to accept the
structural part of the Admin Plan initially. The next stage concerns the colours, interiors wheelchair
access etc. This will be improved on from the plan. Stage 3 is the landscaping, fale etc.
• Nic - Loudeen and the board’s feedback was put in front of the designer, so in the interim the architect
had redesigned the frontage. The ministry doesn’t allow curved walls because of the cost. The normal
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process is for pricing, fol owed by tender and then the ministry will price it again because costs are
increasing so much.
Recommendation to accept the structural concept of the Admin Plan.
K. Shepherd/S-J McCosh
Carried
Technology Block Toilets
Recommendation: To approve $50k on the Technology block toilets.
• There are currently two toilets and they will be fully enclosed cubicles, non-gender. Cost is
approximately $50k.
• Costs are exploding – if we don’t do this, it won’t be done. The toilets won’t last another 10 years.
• Once the house money comes in, there can be a list of board priorities and a better overall picture of
where our funds are committed and where they are at.
• Karen said $50k can be afforded; also the floor and kitchen in the marae will require some remedial
work.
• Nic - We wish to commit funds to the toilet block. The old SNU area, now the Services Academy is
probably a luxury item; the marae renovation will fit in the same space as the toilet block funding.
Recommendation to spend $50k on the Technology Block toilets.
K. Shepherd/L. Parsons
Carried
• Ongoing one – Taylor will talk about maintenance requirements for the marae. Loudeen asked if the
Marae Committee wil look at the Lottery Commission’s Community funding which closes in March
next year. Suggested that It would be a good time to apply for eg. $80k for repairs to the marae and it
would allow funds to be held for ongoing work. Because the marae is available for the wider
community it fits into the criteria. Loudeen can email this information to the Marae Committee.
Action: Loudeen to forward the Lottery Commission funding application to Nic for the Marae Committee.
• Lotteries application - Karen is happy to help the Marae Committee with an application. Nic asked for
the application to be emailed to him as well and he will forward the papers to Alex for the Marae
Committee.
• Fale – Nic is having conversations around costings and thoughts from our property managers – the
ballpark figure is $500k.
Motion that the Resource Committee minutes be accepted.
K. Shepherd/L. Parsons
Carried
Resource Committee Minutes – 16 August
Approvals – agreement for the design scheme for the Administration upgrade and
Agreement of the NNC conceptual plan for grounds and roading.
Motion that the Resource Committee Minutes be approved.
K. Shepherd/ ?
Carried
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5. General Business
Nil
Correspondence
• NZSTA changes to Covid was passed on.
• The term update from Schooldocs can be emailed by Andy, as required.
• The OIA request re: information on decision making on a child who hasn’t been placed in our SNU.
The letter is due for a response shortly. Nic has 2 answers and needs one further response.
• Email to the board – a woman complained her son had been put down by a teacher/teacher aide. Nic
hasn’t received any further information on this.
6. Minutes of meeting held 29 July 2021 Tabled in pre-reading pack and taken as read, apart from
particular queries or corrections.
Previous Minutes
• One typo to be amended in the name Barnardos.
Outstanding actions:
• Have been addressed except for the Strategy document.
• Mental Health documents have been passed on - Andy
• Rainbow club – Devon fol owed up. Students didn’t like the third colour idea for a shirt. They were in
support of blue or white shirts and non-gendered as well.
• Te Rina –was to take the uniform discussion to the LAR Council. S-J will follow up on this.
• The Rainbow Club follow up and Te Rina’s LAR council follow up to be added to the actions list.
• Karen – drafted a letter for the Ministry around funding. (ongoing)
Motion that the Minutes of the previous meeting are accepted.
S-J McCosh/A. Soper
Carried
7. General Business
Nil
8. Items for next meeting:
• Additional Staffing – Nic will add this into his next board report.
Closing karakia/reflection by Karen.
Meeting closed: 8.48 pm
Signature:_________________________________ Date: _________________________________
MEETING ACTIONS REGISTER
Responsible/ Due Date/By
Actioned (√) Next Meeting
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AUG 26
Email the Lottery Commission funding application to Nic Loudeen
Asap
and the Marae Committee.
AUG 26
Email the Lottery Commission funding application papers Nic
Asap
onto Alex for the next Marae Committee meeting.
FEB 25
To draw up appealing strategy document for website.
Rome/SJ
Ongoing
Organised to meet in the holidays.
FEB 25
Schooldocs - Andy will send a message to members to
Andy
As required
flag documents which come up for review.
REFLECTION/KARAKIA ROSTER
28 Jan
25 Feb
25 Mar
15 Apr
27 May
24 Jun
Kai
Karen
Trudy
S-J
Loudeen
Trudy
Karen
Meeting opening & close
Tia
S-J
Rome
Andy
Devon
Tia
29 Jul
26 Aug
23 Sept
28 Oct
25 Nov
Kai
Te-Rina
Tia
Andy
S-J
Rome
Meeting opening and close Loudeen
Karen
Trudy
Devon
S-J
If you cannot do a session your name is down for, please just separately arrange a swap with someone
else.
MEETING SCHEDULES
Draft dates for Resource Meeting (Mondays) – 2021
21 Jan (Thurs)
15 Feb
15 March
12 April (no
meeting held)
17 May
14 June
12 July
16 August
13 September
18 October
15 November
Dates for BOT Meeting (Thursdays) – 2021
27 May
28 January
25 February
25 March
15 April
(Faculty Heads
presentation –
24 June
5pm)
29 July
26 August
23 September
28 October
25 November
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