Management

=Term Three Agenda Items= Please add your agenda items to this page Thursday Sep 25, 3.30pm to 4.15pm Present: Margaret, Lynn, Andrew, Lorraine, Rochelle Apologies: Graeme, Craig. Facilitated by Rochelle Principal Day scheduled for Nov 20 is TBC in week one of term four after a decision at the Reporoa Principals Cluster mtg regarding the cluster athletics. Margaret will email Rochelle to confirm the suitability of the Nov 20 for the Principal Day. The third half day for unconference committee planning is to no longer take place, an afternoon meeting may replace this if it is required. Principal Day scheduled for Dec 18 will no longer take place. Margaret reported that Reporoa have started this process by reviewing SCS in reading. All present in the meeting have accessed the link to the ICTPD cluster process of gathering the data The end of project survey can be accessed at this link[| http://surveys.hotsource.co.nz/ictpd/endofproject2008] The survey was sent from CORE to Rochelle on Monday, Oct 22 and forwarded by email to schools. Due to email issues tied up with telecom and the REC, schools have recieved the survey late so Rochelle will organise an extension to have the survey completed from Oct 10 to Oct 18. This request has been action by email to CORE on Sep 26. The following staff have completed the survey: My apologies for the delays in gettting the financial stuff out - have just had a very good session with Ed Services they now also have all the contract exit requirements and will start the reports for that very soon. There will be a full report emailed to me today, Thursday, confirming the up to date state of affairs and the how much we will have left. We wil go ahead with our programme for Term 4 as planned and according to the calendar Rochelle has sent out. One adjustment could be to prune back the planning days for the unconference to give us a buffer of around 3000 which we probably need to have for any unforeseen expenses late accounts. If none - a suggestion could be to divide it up amongst the schools as a part reimbursement for Principal release days. The full report from Ed Services will clarify the state of the nation as we now have all expenses in for the teacher development and U Learn + a few others. This last month has been an expensive one. Predictions for Term 4 expenditure are: facilitator salary + holiday pay Car hire $3200 + Accom for ULearn $1440 Phone $300 Catering $500 (could possibly look at build a sandwich /bun for less than the $10 a head? ) Admin $200 2x Lead Teacher $2730 Int Curriculum + 2 days 1 prep and 1 presenting Unconf planning 2 half days/1day $1365 - if we need more we can be creative with our thinking. Services are incorporating into their report. Extra notes: 7000 approx left at end it was proposed to go toward schools for principal release. We have gone over budget in car hire. Where did all the interest go? **Marg will investigate where this goes and report back at the next management meeting. ** //From Tessa regarding the point above : "You are expected to have spent your contract funds on the tasks completed between 2006-2008. If you have some funds remaining, then you may designate these to presenting at Learning at School conference. From my experience, it is for presenting and not for attending purposes only."// A very significant number of clusters have sent teachers to Learning at School as attendees only in the past and have paid from the previous years money. Has this rule now changed to presenters only? (Lorraine) News Flash!!! MOE have updated their thinking....any school can go to Learning@School now. If we would like to put forward a group presentation for L@S we can and those presenters don't necessarily need to register to go to the conference. If you have people keen to share significant learning in a group format from a rural school perspective you will need to let me know please. Tessa feels that our cluster has however contributed widely beyond the cluster itself. =Term Two Agenda Items=
 * **Programme for Term 4 (Rochelle)**
 * **Milestone 10 : significant change story process, rubric data, end of project survey, financial requirements (Rochelle)**
 * 2 || **Chrys Graves** ||
 * 3 || **eLizabeth Argue** ||
 * 4 || **Erica O'Connor** ||
 * 5 || **Vicki Arnott** ||
 * 6 || **Lynn Burrell** ||
 * 7 || **Juliet Allan** ||
 * 8 || **Shelly Taylor** ||
 * 9 || **Craig Vidulich** ||
 * 10 || **Mary Wood** ||
 * 11 || **Julie Beard** ||
 * 12 || **Denise** ||
 * 13 || **Lorraine Taylor** ||
 * 14 || **Wendy Leong** ||
 * 15 || **Jasmine Inglis** ||
 * **Budget: cash flow summary as requested by Sue, budget for next term, will there be excess money? (Margaret)**
 * Professional Costs*
 * Operational Costs*
 * Teacher Development*
 * Ulearn: any further clarifications? ulearn payments have gone thru apart from accommodation.
 * 2009 Conference committee members: who? (Vicki has accepted, Juliet, Mel ? and Lynne will form the committee to date)supplies for the conference to be finalised before the end of the year
 * Curriculum Integration Workshop: who will be attending - Andrew has these details.
 * Learning at School 2009 - Oct 10th registrations, can this be booked through the cluster or not? ie paid for by the cluster (Lorraine)

Meeting 2
Please add your agenda items to this page Monday June 23 Apologies: Andrew,Lorraine ? Time: 1.30 pm please note the change of time to better suit your lunch hours Facilitated by Graeme

> I am away on July 22nd so cannot attend Principals Day on 22nd July - Lorraine > Cannot also attend 6th or 7th Aug as we are away on our annual Year 7 and 8 ski trip - Lorraine
 * Any follow up required from the last meetings agenda.
 * Confirmation of these dates: July 22, Principals Day @REC from 9am to 3pm (Goals of the day - budget and data collection design), change August 6 to August 7 for Lead Teacher/Principal Hui with Mike Anderson, Craig will confirm ski camp dates other wise the hui will be on aug 7
 * Juniors visit to schools - which was postponed, is it worth it, is there a date that works? it is worth it - August 14, Otonga School has been suggested,
 * Any follow up or feedback required from Sherry Chrisp's visit to the cluster - Sherry visited Waikite and Horohoro, insert Rochelle's feedback here
 * Finance - statement of current financial position in the 4 reporting areas. Projected position for Dec 2008. Cost of REC $150 per day. - graeme feels that there is a significant jump, we will pay this for only the session we need the venue for which will be Mental beroccas days and lead teacher and principal days, we could use waikite valley reps or rere for mental beroccas, Outcome mental b at waikite valley in term 3. Margaret will email out cluster financial information during the school holidays.
 * Learning at School 2009 - if the group is interested we could explore saving money to save for this, we need to find out if this is an option - The question is are we allowed to send people if we are no longer in the contract (Rochelle will find out), if the money does not go to L@S then we need to decide what we will use it for to discuss on July 22.
 * Conference planning - how will our principal team participate (key notes/coffee sessions (virtual or face to face), three week blocks to release sharing, promotion of professional dialogue, alignment of staff meetings with the online conference, Monday afternoon audio conferences) - Graeme feels it could be a time consuming process it might be better to release our teachers to contribute prepare for the online conference, Craig likes the concept but not so sure about the practicalities - he suggests bringing some fun into term 3 to value staff, Rochelle to send directives out to the principals re their participation.
 * Facilitator appraisal 2008 - to be clarified as not all Principals need to be directly involved, consulted by email from Margaret for general feedback prior to the completion of appraisal by nominated principal personnel. Margaret will chair the appraisal committee and members will be nominated at the next management meeting.
 * Feedback from Milestone report from MoE/Core - we need to focus on quality student outcomes
 * Homegroup meeting feedback

Meeting 1
Please add your agenda items to this page Tues 20th May 2008 Time: 1.30 pm In attendance: Margaret, Lorraine, Lynn, Sue, Craig Apologies: Andrew > **These schools have now been paid a koha and thank you letter.** > **There will be a record at Ed Services of professional costs, professional fees, teacher release days, operational costs > We need to have an up to date print off emailed to all schools, and the budget for this to all principals. > We will need to project out costs to the end of the contract. We need to decide on the money for people to Learning at School 09 or for a visiting speaker in late 2008. > Was there any money carried over from last year? Margaret to email cluster schools what and where the carry over from Dec 07 was. > Maureen needs the names office @rep.school.nz for reliever costs and will sort out the payments.** > **Anyone else with food poisoning? Rochelle has followed this up with the host school. > Remind lead teachers to return Tony Ryan feedback. Re-phrasing comments is happening in school instead of saying "don't.." > Keeping comments as positive as possible with our children. First 5 minutes of your day.....remember to keep these positive. > We are trying to use an authentic contexts with children. > Have been back over the notes, have used the pen in mouth ideas for smiling....could try this with the children.** > **Keep this simple ....the simplest ideas can be the most powerful!! Start when we have most people arrive - around 4 pm** > **The changes require more from each cluster school than previously**. **We need to find out what this conference is on 20th June in case people want to attend. The homegroup meeting is on 3rd June, Rochelle would like lead teachers to attend. Craig teaching, Lesley not able to be released, vaccinations for year 7's at Horohoro. Reporoa will have 2 there, Mihi possibly 1 to attend.** > > **Conference Theme****"We are life long learners - we care to share".** > **Life long learners take one step at a time to success and more challenges!** **What would one of your footprints of your ICT learning journey look like?****How can you step others through their journey? > > Do we have a date for this conference? What is the purpose? what do we need to start preparing? > > Do we need a cluster conference? Could it be an online conference? How do people feel about this? it would require PD in term 3 in uploading to and running an online conference. > Community based event - both kids and teachers sharing. > Would students also participate ? Parents? > Could we share a conference with the RELLCO cluster in term 4 and with the provisional Rotorua cluster? > Could this link to BEST? > Ideas/comments?** > **Received by all. With only 6 months of the contract left is this necessary? > We should check through it, sign it and Margaret will file them. This needs to be done asap. It was emailed out 16th April from Margaret.** Appraisal of Facilitator - how, what, who, why? Margaret to email this back out.** **The action plan are Rochelle's appraisal goals.** > **Margaret has forwarded information about this visit**. > **Sherry will need to see that we have spent $270 k well in our cluster and that this has made an impact on teaching and learning with ICT in schools. > The pressures on small schools both financially and in terms of time needs to be acknowledged. The workload splits between fewer people and some things you have to prioritise. > We probably haven't 'sold' our online site as well as we could have > The Reporoa cluster is an existing cluster and will exist beyond the cluster. > There are a large number of fist time principals in the cluster, there have been principal changes in the cluster over 3 years. > There have been 3 changes of facilitators over 3 years. 2 terms without a facilitator at all. > Our rural schools have benefited from being able to expose our teachers to things they otherwise wouldn't get to see. > The Point England website is worth visiting to look at examples to help first time principals.** > **Wed 30th July 1.30 pm** =**Term One Agenda Items**= Please add your agenda items to the discussion page above or email Margaret. The meeting agenda will be posted here one week before the meeting for you to revisit and review in preparation for the meeting Time: 1pm as planned
 * 1) Budget review (Margaret) please can we follow up on the kohas for SRP and TAKP schools with whom we have visited.
 * 1) Proposed money left at end of year - Learning at School 2009
 * 1) Tony Ryan - feedback please see discussion tab above
 * 1) Workshop content for 22nd meeting
 * 1) Milestone goals and reporting clarifying the new reporting expectations received and sent out in week 9, Term 1 - we need to consider MS 10 goals, including our cluster staff contributing to an audience wider than the cluster, Mel and Mary have been invited to present at another cluster conference June 20, how are their schools supporting them with this? Do we have other cluster members sharing at this conference?
 * 1) Identifying ongoing needs for terms 3 and 4 so that we can plan how to address these
 * 1) Memorandum of Understanding
 * Must be appraised against her job description which is in the variation.
 * Principals/Lead teachers will give feedback on Rochelle and her role as facilitator**
 * A PMI could work for this attached to Rochelle's job description.**
 * To be completed by the end of this term.**
 * 1) Any other business - visit from National Facilitator Sherry Chrisp on Friday June 6th
 * 1) Next management meeting date


 * 1) Tony Ryan - jobs etc (Rochelle)
 * 2) Budget review (Margaret)
 * 3) Term One action plans and Memorandum of Understanding(Rochelle)
 * 4) Milestone goals and collection of data (Rochelle)
 * 5) Workshop content and staff meetings for term 2 (Rochelle)
 * 6) RELLCO networking - Smartnet Training in term 2 (Rochelle)
 * 7) Rochelle's leave for Brisbane Kids Connect week of May 21 (Margaret)
 * 8) Feedback from the Lead teacher and Principal Hui day (Margaret)
 * 9) Facilitation of future management meetings (Margaret)

valuable, being with the lead teacher and listening and valuable, very good with two heads being represented, to enable action allowed for a shared vision, the more together the better, mid term two for that for a half day early morning. Mihi school visit needs to be swapped with Reporoa (done) Resource list for buying things Hear what others are doing or proposing for sustainability and continued growth. Identifying ongoing needs by term 3 so that we can plan how to address this Practical resourcing for upskilling - perhaps a data base? How are we going to be kept up to date.
 * Future agenda items**

Action Plan
Margaret has emailed the MoU to all. This will need review at next team mtg. || Implementation of the cluster programme, Leadership and strategic planning, Development of a professional learning community Conference. (Rochelle) June 4 basics workshop is now being run on May 15 and is basics in Smart net use - no one will be attending this. Term 2 Booklet has been emailed. ||
 * Action Required || Expected Outcome || Who is responsible || When by || Follow up/comments ||
 * Tony Ryan Cluster Day
 * Hosting Tony on arrival April 18
 * MCing the event to begin to close
 * On the door to take names and give name tags
 * Setting up the venue from 8am
 * Numbers attending to Rochelle by April 10
 * Dinner with Tony April 19
 * Funding
 * Find out from Tony about prereading || * Tony welcomed
 * Smoothly run event
 * Approp set up
 * All catered for
 * Dinner to close and thank Tony
 * Funded within budget (Roch to email to figures to Tony) $500 || * Lorraine and Margaret and drink with Tony to welcome
 * Lynn and Andrew to set up from 7.45am
 * Margaret on key for opening ( perhaps to collect friday night) - Rochelle will inform you M.
 * Andrew and sue name tags (Rochelle will provide the resources)
 * Graeme and Craig on intro and close
 * Margaret to organise dinner for april 19, all management team welcome ||  || Well done team, Tony thoroughly enjoyed his time with us. ||
 * Budget Review ||  ||   ||   ||   ||
 * Term One Action Plans
 * Use of
 * MoU || * All management team are using them as a point of reference for attending to contract obligations
 * To have an MoU which addresses the sustainable practice of this cluster. || * All Principals and Lead Teachers
 * Management Team - Margaret to flick out the original one, we need to address this on the next management meeting ||  || Action Plans: evidence of Mihi, Broadlands, Horohoro, Waikite, Ngakuru using this.
 * Milestone Goals and Collection of Data
 * Liaise with the National Support Services Facilitator assigned to the cluster.
 * Provide a brief overview of progress in the following three areas:
 * Provide a brief report on progress from each school.
 * Report on the impact for cluster personnel of the ‘Learning at School’
 * Provide a statement of all financial expenditure of ICT PD contract funds as of 31 December of the preceding year
 * Collaborative learning for both students and teachers across the cluster is established and being hosted by the online cluster space.
 * In school systems and structures have allowed opportunities for staff and students to lead in the development and up skilling of colleagues in ICT skill and best practice.
 * Teachers/Leaders pedagogical understanding is evident in best practice teaching and leading of learning communities. || * when, with whom and why?
 * what, how, by whom?
 * what, how and by whom?
 * how, what and by whom?
 * all invoicing up to date
 * Documented evidence and reflections from staff involved, reference to cluster space
 * How are you doing this? When and who is facilitating this? How will you gauge the effectiveness of this?
 * this seed has been sown in term 4 and this term at the LT/P hui. What systems are in place and what evidence will you gather to determine the effectiveness?
 * Ask suzie about registration or next years learning at school conference || * Lead teachers and principals
 * L@S delegates will write reflections
 * Lorraine will facilitate the L@S sharing ICTPD workshop for all cluster staff at Horohoro on May 22, 4pm to 6pm || **All school reporting for the MIlestone emailed to Rochelle by May 23** || Ngakuru's has been recieved April 17. ||
 * Workshop Content and Staff Meetings T2
 * Workshop One - L@S Feedback
 * Workshop Two - Laptop basics **or** a sharing of best practice facilitated by the lead teachers
 * Two combined staff meetings || * Delegates share one or more reflections/learning from this event.
 * Three schools combine for a staff meeting facilitated by Rochelle.(interactive whiteboards?) || * Horohoro to host this workshop, Lorraine to facilitate and Rochelle to promote and organise for May 22
 * Rochelle to run basics workshop at Reporoa on June 4 - see comment
 * Combined staff meetings to be outlined in the the Term booklet to be emailed out by the end of the term. ||  || Rochelle has promoted L@S workshop at Lead Team mtg and via the Term 2 Overview.
 * Smartnet Training with RELLCO || depends on the content - high level, || Lead Teachers to attend with other invited staff on May 15 ||  ||   ||
 * Leave for Rochelle to attend Brisbane Kids Connect || roch to write to rep bot ||  ||   || done on may 5 ||
 * Future Management Meetings
 * Frequency
 * How
 * By whom
 * Agendas || * 23 June for the next Management Mtg
 * Graeme will facilitate the next mtg
 * By audio bridge and breeze ||  ||   ||   ||