Dream South D Trust board meeting, 1 August 2023, 6.30-8pm, 137 Victoria Rd

Karakia to open

Present: Sarah Jones, Bridget Schaumann, Juliet Manning, Nikita Choveaux (staff), Carol Frost (guest), Warren Chambers (guest), Karen Attenborough (guest)

Apologies: Kathryn Harkin, Denise Ives, Bob Bryant (Ōtākou Rūnaka), Hurihia Luafitu (DIA), Alec Clark (SDCN)

Introductions and one-word check in

Motion: That the minutes of the last meeting are approved.
Seconded: Juliet. All agreed.

Introductions with Karen Attenborough. Sarah confirmed that trust deed has been amended to allow a non trustee to hold the treasurer position.

Motion: That the Board accepts Juliet’s resignation as Treasurer.
Seconded: Bridget. All agreed.

Sarah nominated Karen Attenborough as treasurer.
Motion: That Karen Attenborough is appointed Treasurer.
Seconded: Juliet. All agreed.

Credit cards: The group discussed the number cards needed. It was agreed at this point with the current volume of transactions that one card would be sufficient. Pre-approvals for spending will apply to the credit card. The financial policy will be updated to include the credit card.

Sarah got approval over email to use Pro South IT to transfer our google drive workspace.

Operations budget: Budget proposal for 1 September 2023 to 31 August 2025 was discussed. A draft was reviewed by the board over email; the budget request has been submitted to the DIA.

Motion: That the operations budget for the next two years is approved by the board.
Seconded: Bridget. All agreed.

Action: Sarah, Nikita and Karen will meet to sort out budgets in Xero.

Motion: That the board offers the role of office administrator to Nicola Pye for 25 hours per week initially, with a move to 30 hours per week no later than December.
Seconded: Bridget. All agreed.

Actions:
Nikita to contact Nicola and make an offer.
Sarah to prepare a contract for Nicola.
Bridget to buy a laptop for Nicola.

Timeline: The board discussed a timeline for the community plan, the two quick-win projects and admin tasks. Garden project - It was agreed that the board’s approval of the project proposal (which included a budget) is approval for the spending. Polyfest - This potential quick-win project is a way to reach a different sector of the community. Sarah and Nikita have discussed sponsoring a volunteers’ lunch as a means to starting a drive for Dream South D volunteers. Feasibility of this has not yet been done.

Action: Bridget to talk to Pip Laufiso from Polyfest board about connecting with Nikita.

Whakataukī to close.

Meeting closed 8.23pm