Dream South D board meeting on 10 May 2023, 12-1.30pm, 278A King Edward St

Karakia to open

Present: Denise Ives, Sarah Jones, Kathryn Harkin, Bridget Schaumann, Nikita Choveaux (Community Facilitator), Bob Bryant (Ōtākou Rūnaka), Hurihia Luafitu (DIA), Alec Clark (SDCN)

Apologies: Juliet Manning

One-word check in

Motion: That the minutes from the last meeting are approved.
Seconded by Bridget. Everyone agreed. 

Charitable trust - The meeting discussed the set up process for the charitable trust.

Motion: That the Dream South D Trust deed and application to incorporate are approved.
Seconded by Denise. Everyone agreed. 

Motion: That the fundholder arrangement with the South Dunedin Community Network is ended by or before the end date of the interim Memorandum of Understanding.
Seconded by Bridget. Everyone agreed. 

Actions: 
Sarah to put a document together for trustees’ credentials for the DIA
Sarah to prepare policies for review by the Board and DIA. 
Sarah to confirm with DIA the proposed choice of payroll system. 
Kathryn and Sarah to look at the process for transferring employment to the Trust. 

Kathryn nominates Sarah for the position of Chair. Seconded by Bridget. 
Motion: That Sarah Jones is appointed Chair of the Dream South D Trust.
Everyone agreed. 

Sarah nominates Bridget for the position of Secretary. Seconded by Denise.
Motion: That Bridget Schaumann is appointed Secretary of the Dream South D Trust. 
Everyone agreed. 

Sarah nominates Juliet (Juliet accepted the nomination on 11 May). Seconded by Kathryn. 
Motion: That Juliet Manning is appointed Treasurer of the Dream South D Trust. 
Everyone agreed

Motion: That Sarah holds discussions with Malcolm Wong of North Cook & Wong about setting up and reviewing the finances for the Dream South D Trust. 
Seconded by Denise. All agreed. 

Engagement plan - Nikita presented her three-month plan for engagement. Nikita will run some general and targeted workshops with organisations and then fill the gaps depending on who has been reached and who has not. She reported back on her research into other CLDP groups - many groups have only consulted for two months and the derived projects from broad themes. The meeting reframed stage 2 of the engagement plan to focus more on sharing the results with the community and seeking advice from key stakeholders. Hurihia talked about collaboration becoming increasingly important to DIA, and that we need to think about sustainability of projects after the CLDP funding, and the life of the trust, is over. 

Action: Sarah to update stage 2 in the engagement plan.

Second employee and more steering group members - The meeting decided to put these two things on hold until the trust is fully set up.  

Accommodation - The meeting agreed with the terms offered (with a preference for a shorter lease) but put it on hold until the trust if fully set up. 

Motion: That the financial reports are approved, pending the journaling of Nikita’s salary from the operational grant. 
Seconded by Kathryn. Everyone agreed. 

Whakatauki to close