MINISTRY OF EDUCATION

LUBWE SECONDARY SCHOOL MINUTES FOR THE CLOSING STAFF

MEETING HELD 8TH FEBRUARY, 2024 IN THE STAFF ROOM.

ATTENDANCE

1. Mr. Chilekwa Roberm Headteacher

2. Mr. Njenene Hendrix D/Headteacher
3. Mr. Hachiswenya Justine HOD-Business Studies
4. Fr. Mwape Francisco Ag/HOD-S/Sciences
5. Mr. Banda Benny Bobo Ag/HOD-N/Sciences
6. Mr. Hachintu Howard Ag/HOD-Expressive Arts
7. Mr. Zulu Danny Ag/HOD- Practical Subject
8. Mr. Kazembe Sylvester HOD-Mathematics
9. Mrs. Chomba L.C. Sb/T-Practical Subjects
10. Mrs. Mwila M. Flaviour Sb/T-Practical Subjects
11. Ms. Musuku J. Sb/T-Languages & Literature
12. Ms. Chola S,K Sb/T- Mathematics
13. Ms. Chizema M. Sb/T- S/ Sciences
14. Mr. Chibwe Cleophas Mwelwa Sb/T- Maths & N/Sciences
15. Mr. Kanchebele F. Sb/T-Mathematics
16. Mr. Katotobwe Mathews Sb/T-Languages & Literature
17. Mr. Tonga Alick Sb/T-Business Studies
18. Mr. Malambo Mannix Sb/T-N/Sciences
19. Mr. Chifwesa Dennis Sb/T-Mathematics
20. Mr. Chilekwa Misheck Sb/T-Mathematics
21. Mr. Shabashaba Kapya Sb/T-Mathematics
22. Mr. Kasonde Kelvin Sb/T-Languages
23. Ms. Mulife M.Susan Sb/T-N/Sciences
24. Mr. Chibale Nicolas Sb/T-N/Sciences
25. Mr. Chibesa Francis Sb/T-N/Sciences
26. Mr. Kazomo Vincent Sb/T-N/Sciences
27. Mrs. Lwendo J.K Sb/T- N/Sciences
28. Ms. Mwaba B. Sb/T-N/Sciences
29. Mr.Sikapite Abel Chilufya Sb/T-Mathematics
30. Mr. Mulenga Dennis Sb/T-Mathematics
31. Mr. Chipulu E. Mwansa Sb/T-N/Sciences
32. Mr. Kabanga Delphine Sb/T-N/Sciences
33. Mr. Kabaso Sydney Sb/T-N/Sciences
34. Mr. Chimbule Justine Sb/T-S/Sciences
35. Ms. Lengwe Cynthia Sb/T-Languages & Literature
36. Mr. Ngosa Emmanuel Sb/T-Business Studies
37. Mr. Mulenga Kennedy Sb/T- Languages & Literature

OPENING PRAYER

The Headteacher promptly called on Mr. Banda Benny Bobo to open the meeting with a
word of prayer. In his contrition, he thanked the God of hosts for the life sustenance accorded
to both the teaching staff, auxiliary workers and more so the learners at large. He concluded
his deity by requesting the presence of the Holy Spirit to continue protecting the entire
school.

OPENING REMARKS

To mark the official beginning of the meeting, which began precisely at 07.30 hours, the
Headteacher thanked all the teachers who made it to the meeting. He adjured all the teachers
to be open and contribute earnestly towards the advancement and the general wellbeing of
the school.

ROLL CALL

During roll call, a piece of paper circulated where all the teachers who were present indicated
their names and their departments. Suffice to indicate here that a list of teachers who were
absent with permission and those who were absent without permission was not availed to the
secretary at the time of the meeting. Hence, the attendance recorded did not take into
account, ‘Absent with Permission and Absent without Permission.’

READING/CORECTION AND ADOPTION OF THE PREVIOUS MINUTES

The minutes of the previous closing staff meeting were fluently and audibly read by Mr.
Mulenga Kennedy Kapasa. It was corrected that the previous meeting was held on 29 th
November and not 9th Novenber, 2023. On page three (3) the word ready was replaced with
the word read. On page four (4) under school bus the word caring was replaced with the word
carrying. Having corrected the minutes, Mrs Mwila F and Mr. Banda Benny Bobo seconded
and adopted the proceedings of the minutes respectively.

MATTERS ARISING

In respect to matters that arose from the previous minutes, Mr. Hachiswenya Justine wanted
to know whether all the departments had entered the results for third term 2023 in the broad
mark sheets. In response, the D/Headteacher revealed that apart from failing to enter results
in the broad mark sheets, some teachers failed to enter learners results in the report books
thereby denying pupils and parents from accessing results.

In the same vein, the D/Headteacher expressed displeasure over the pupils who went with
unconsolidated results. He explained that some pupils had different marks on the answer
scripts while the report books had also different marks. Some teachers who reacted to the
sentiments of the D/Headteacher said that there were pupils who had a tendency of changing
the results especially on the answer scripts. Others revealed that there were an undisclosed
names of teachers who had the habit of giving the report books to the pupils to enter the
results who disclosed that that could be the loop hole where pupils could alter the results. In
summing up on this issue, the Headteacher ruled that going forward, entering of results
would be done by teachers only and in the staff room.

NEW BUSINESS

DEPARTMENTAL MEETINGS

The Headteacher emphasized that departments should hold timely departmental meetings
where they needed to discuss pertinent matters regarding difficult topics and how to address
them. He further urged all school departmental heads to ensure that minutes were recorded
for each meeting and ensure that they were submitted to the office of the head for scrutiny,
approval and onward transmission.

BUDGETING

Under budgeting for first term 2024, the Headteacher recommended the finance committee
which sat to budget for the first term 2024. He disclosed that in their budget, they listed the
things needed, costing, and the trusted suppliers. He also indicated that whenever the finance
committee meet, they should leave 20% for the Headteacher’s adjudication.

MONITORING INSTRUMENT

The Headteacher announced that monitoring instruments would be distributed to all the head
of departments. He further announced that the move was to ensure that all the teachers in
respective departments were monitored.

STFF WELFARE

Under staff welfare, the Headteacher disclosed that twenty kwacha (K20) was not sufficient
to solve issues to do with the social welfare. He therefore announced an upward increase
from twenty kwacha (K20) to fifty kwacha and that a total of one hundred fifty kwacha
(K150) was to be paid at once per term.

INDIVIDUAL WORKPLAN

The Headteacher in his pursuit to create orderliness said that all the teachers were required to
prepare the individual work plan and submit to their Head of department before Friday 9 th
February 2024.
GRADE 9 AND 12 RESULTS

According to the results analysis conducted for 2022, the school dropped by 10% for grade
12 and 4% for grade 9. The Headteacher highlighted that the stated that the general
performance was not good. However, he was pleased to announce that the school managed to
produce two (2) candidates with six (6) points. He further disclosed that the school was at
67%. The Headteacher proceeded to ask the teachers present why the school’s results had
dropped by 10%. Among the reasons teachers gave for the drop in results was having a lot of
day scholars who had the tendency of dodging especially at break time.

SAFETY OF PUPILS

The Headteacher appealed to the Transport Officer to ensure that pupils who come from
Lusaka and Copperbelt were supposed to be taken care of by ensuring to it that tickets were
bought for them.

ENROLMENT

The Headteacher stressed that pupil enrolment was the sole duty of the Headteacher and that
no teacher was allowed to enroll and collect money from any pupil.