Dream South D Trust board meeting on 15 August 2023, 6.30-8pm, 137 Victoria Rd

Karakia to open

Present: Sarah Jones, Bridget Schaumann, Juliet Manning, Nikita Choveaux (staff), Warren Chambers, Hurihia Luafitu (DIA)

Apologies: Kathryn Harkin, Carol Frost (guest), Denise Ives, Bob Bryant (Ōtākou Rūnaka), Karen Attenborough (treasurer)

The group noted thanks to Alec Clark for spending his time with us and contributing to our meetings.

One-word check in

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

Motion: That we welcome Warren Chambers on to the board.
Seconded: Bridget. All agreed.

Operations grant: Hurihia gave an update on our recent operations grant bid. The DIA panel sought clarification on the remaining operating budget and why we had applied for multi year funding. Our budget was accepted on the basis that our need was for two years of operating costs. The panel provided positive feedback that Dream South D had persevered in becoming a charitable trust in record time.

Finances: Sarah updated the board on the transfer of funds from the fundholder. The old and new operations grants will be merged into one. The Ahikā grant will close in October, and the remainder will be rolled into the operations budget. Karen is preparing an operations budget.

Action: Sarah will review the financial policy, draft amendments and run it by Nikita and Nicola before emailing to the board for approval.

Motion: That the board approves the direct debit being set up with Thankyou Payroll. The Chair will authorise the fortnightly transfer.
Second: Warren. All agreed.

Action: Sarah will add Juliet and Warren as authorisers to Thankyou Payroll as backup.

Te Tiriti policy: A number of edits were made to the draft.

Motion: That the board approves the Tiriti o Waitangi policy with discussed changes.
Second: Denise. All agreed.

Polyfest: Trustees discussed the quick-win project proposal.

Motion: That the board approves purchasing the lunches for the polyfest kaimahi and the Dream South D flyers.
Second: Warren. All agreed.

Action: Nikita to contact Hurihia and discuss how we will pay for the catering.

Accommodation: Accommodation has been delayed until late November or early December. The Board discussed temporary options for staff.

Meeting closed: 8.29pm