Committee Meeting Minutes April 2018

GOVERNANCE COMMITTEE MEETING

Monday 16th April 2018

Meeting held at Moa Kids premises.

Present:

GOVERNANCE COMMITTEE: Carly Waddleton (CW), Steve Willcox (SW), Jude Coombs (JC), Rrita Xharra-Pope (RXP), Shelley Mitchell (SM) and Nicole Murphy (NM)

STAFF MEMBERS: Hayley Strachan (HS) and Letisha Derham (LD)

Apologies:       Abi Wills (AW), Geraldine Bovett (GB) and Zoe Fidler (ZF)

KARAKIA

Manaakitia tenei hui

Manaakitia tenei roopu

Manaakitia tenei kaupapa

Arahina nga korero

Arahina nga patai

Arahina nga tikanga

Ka puta ai te marama

 

Bless this gathering

Bless this group

Bless this family

In their reasons for this gathering

Guide this discussion

Guide the questions

Guide us towards a greater understanding

PREVIOUS MINUTES

From Committee Meeting February & March 2018

Moved: Carly Waddleton

Seconded: Jude Coombs

CHAIRS REPORT (CW)

Thank you to all the staff for their ERO preparation, the foyer and wall displays look great.  Everything should be nearly over by this time next week so thank you again.

MANAGERS REPORT (HS)  

We have all been busy preparing for ERO and making sure we are up to date. All our information was sent to ERO last Monday.

In this documentation was the:

Ø  Self report

Ø  Strategic plan

Ø  Planned review

Ø  Emergent review

Ø  Statistical Profile

Ø  Strategic Evaluation

Ø  Philosophy

Ø  Annual Plan

Ø  Assurance Statement and self audit checklist

They will be out on Monday 23rd at 10am. It reads in their email, that they will be here for the day. Then Tuesday Letisha and I will head to ERO offices on the 24th at 1.30pm. This will be to head their findings of the review.  I will send an email out to staff and Carly on the Tuesday night. Explaining their findings. The report then normally takes a month to come out.

We are closed on the Wednesday for Anzac day. Then I’ll be on annual leave until the 8th May.  Zoe is away until 2nd May.

The teachers are busy getting the room ready. It is looking great with all their work displayed.  

The children are excited about their holiday program, they created with the teachers. That will be running over the next two weeks.

The new cupboards have been installed and have made a huge difference in the foyer area

Play ball: Discuss whether this will continue term two

We purchased new resources from the murder mystery evening.  So thank you for all your hard work. I really do think this should be an annual event. It so much fun and we seem to get good support from the community

A few meetings ago the committee authorised the purchase of two new laptops. We only purchased one new laptop..

The AGM is coming up in May.  Zoe mentioned that Robin Arnold (who used to be a parent here) is co-ordinating the community preparedness and response plans for the Bays area.  We thought this maybe a great topic for the parents to hear more about, especially with where we live. I contacted her and she is happy to prepare something and come speak

Deb our new nursery teacher has started. She seems to be doing really well and finding her feet. Sharleen is now back to full time. This is working out really well.

FINANCIAL REPORT (SW)

Hours funded per day sitting at 191 hrs per day.  That’s 294 hrs per day this year!  Natural level around 290 average for the last 3 months.  Average 288 hrs per day next year for budget. 

Profit 60k is budgeted for next year.   

Loss $6k for month, profit 68k for year.

Audit and approved at AGM

Budgeting for 60k profit.  Income based on what we achieved now and staff costs based on staffing now. Relieving budget 30k.  Achievable but tight

Moved: Steve Willcox

Seconded: Hayley Strachan

Banks

It has been brought to our attention that Jordana Clarke and Jason White are still listed on our Westpac bank account and that Stephen Willcox and Carly Waddleton are not.  Forms need to be completed to make these changes.

Resolution to update the Westpac Bank Accounts removing two ex committee members and replacing them with Stephen Willcox (Treasurer) and Carly Waddleton (Chair).

Moved: Carly Waddleton

Seconded: Rrita Xharra-Pope

It has also been brought to our attention that Julia (Frances) Condon, Frances Williamson, Vanessa Wright and Danella Duff (CES) are all listed on our ASB Bank account.  We wish to remove these 4 people and replace them with the same people listed on our Westpac Bank account.

Resolution to update the ASB Bank Accounts removing ex committee members & CES personnel and replace them with Stephen Willcox (Treasurer), Carly Waddleton (Chair), Zoe Fidler (Secretary), Hayley Strachan (Centre Manager) and Letisha Derham (Assistant Centre Manager).

Moved: Carly Waddleton

Seconded: Shelley Mitchell

SUCCESSION PLANNING (AW)

We have started putting the profiles up in our newsletters for our committee members.

GRANTS (AW & ZF)

The Southern Trust

We received confirmation on Thursday 12th that we have been successful with this application so Hayley is going to purchase the outdoor soft fall mats with the $1,400.  Yay!

Bunnings

Sharleen and Tracy asked me to contact Bunnings regarding their communities programme.  We have asked Bunnings for either materials to make a planter box or a planter box kit.  Bunnings have replied very positively asking for measurements.

Strengthening Communities

This is now open and our grant is due to be submitted.  We need to pass a resolution that we will proceed with this application to cover the cost of our rent.

The Committee resolved that a request be made to Christchurch City Council Strengthening Communities Fund for funding for:

  1. the amount of $32,889.00 (GST exclusive)
  2. to be used for the purposes of covering the rent for the building from the Christchurch City Council.

And resolve to delegate authority to Zoe Fidler (as secretary) and Abigail Wills (as a member of the governance committee) to execute all documentation required in connection with this application.

Moved: Carly Waddleton

Seconded: Jude Coombs

HEALTH & SAFETY (LD)

Colin has fixed lots of bits and replaced the logs around the mound.

The safety mats should be here next week.

FUNDRAISING (JudeC)

Disco

We need to start looking at dates.  Maybe sometime in August.  The disco can be held at the Moa Kids premises.

POLICIES

April – Hazard Management Procedures

ANY OTHER BUSINESS

iPads:  They are currently not out.  When they are though, a child uses it and there is a timer set before another child gets their turn.  Teachers are doing a review around this.  Can we please review this process. 

Project board: It would be great to get some ideas for this.

NEXT MEETING - AGM

Monday 28th May 2018 at 7.00pm

MEETING CLOSED