ST. Michael’s International School

Council Meeting

Minutes 13th October 2006/10/28

Present: Paul Lynch, Harry Cheng, Father Clement Nobuoka, Dean John Haga, Kaj Forsell, Myles Macauley, Mark Benton, Roger Lenk, Pauline Hunter, Tazu Makino / Apologies: Andrew Nakamura, Komei Kure

Start Time: 18:30pm

Meeting started with a prayer

1. Minutes from the last meeting

Were agreed with a minor addition.

2. Head of School’s Report

The Report had been provided before the meeting to save time. From the detailed Report, the Head elaborated on the following points;

a) Parent Handbook established.

b) Catering Tender: the Head circulated information from two companies which had expressed an interest in running the cafeteria. It was agreed that detailed tenders should be received and the companies should present to parents, staff and the council. 

c) Head Boy/Girl: After the Christmas break, the head boy and head girl will be appointed.

d) Newsletter: The Head will issue a school newsletter each month.

e) Workshop for parents: The curriculum coordinators for this school year had been appointed and would hold workshops.

f) Questionnaires: To date only 40% response rate. Results to be disseminated after the midterm break.

g) School Accreditation: Accreditation team will be at SMIS from the 12th to 16th March 2007. Accommodation and meeting room secured Transport using school bus service.

h) Governance: Council training before Christmas with Mr. Wesson, and in January with the new members in place, with a CIS trainer.

1. New Staffing: All the positions filled.

1. Time Table: The earlier and longer lunch time will be introduced after the midterm break: 12pm-1pm. following comments received from parents.

3. Finance Committee Report

Surplus in line with target. The final account is to be reviewed. Agreed need to pay the close attention to the cash flow this year following the drawing down of reserves to pay for the building project. New budget to be presented before the next meeting.

4. Personnel Committee

1. Curriculum Coordinators/job descriptions: The curriculum coordinators have been appointed.
2. Policies: Need to clarify policy that teacher/ assistant should not be parent to a child in their own class.

5. Governance Committee

By-laws: Only two responses to circulation of draft by-laws for comment. New draft of bye-laws incorporating comments received to be circulated. Agreed that the Council should continue with the current system of selecting from nominees. This seemed to be the norm among international schools in the area. Agreed that teachers would be invited to nominate their representative.

Action agreed to draft a letter seeking new members and circulate it among the Council for final approval before issue. It was agreed that the letter should set out criteria for selection and that diversity should be encouraged.

Agreed that the Council should increase its transparency through publishing a record of its meetings, holding some open meetings and through use of the new community board.

6. Building Committee Report

Just a few minor items are left to be dealt with in the new building project. The new entrance arrangements provided enhanced security, but further audit of security of the agreed necessary.

7. ELS Report

Improving situation of the ELS program in both quality and number of students. Finance Committee will produce an analysis of ELS school costs and income for review, and report to the Council.

8. Accreditation updates

Handouts were provided on accreditation updates and governance and management. Agreed to ensure that a comprehensive list of policies is in place.

9. Council Communications

Notice Board: To be used by PTA and the Council with pictures, members names, reports etc. A suggestions box will be also made available for the parents and students to freely share their comments with the school side.

Open meeting of the council: Planning began for an open meeting, timed with completion of draft new School Development Plan.

10. Education Committee

Agree that Education Committee should be formed to look at academic standards. This was also helpful in the accreditation process. Initial members agreed to start the committee and seek other members later.

12. Other Business

1. Anniversary: For the 60th Anniversary Ball, Work in hand on the seating arrangement.
2. Parents inappropriate behaviour: Some instances of inappropriate behaviour in the school grounds had been brought to the Council’s attention. Parents should sign up to certain standards of behaviour as part of having children accepted into St. Michael’s. The Head would draw up a short note for circulation.