Dream South D Trust board meeting on 21 November 2023, 6.30-8pm, 137 Victoria Rd

Karakia to open

Present: Denise Ives (left after item C.1), Bridget Schaumann (Secretary), Juliet Manning, Kathryn Harkin (left after item C.1), Sarah Jones (Chair), Warren Chambers, Nic Pye (staff), Nikita Choveaux (staff), Bob Bryant (Ōtākou Rūnaka), Hurihia Luafitu (DIA)

Apologies: Karen Attenborough (Treasurer), Carol Frost

One-word check in

Conflicts of interest - None noted

Minutes of the last meeting - Motion: That the minutes of the board meeting on 24 October are approved.
Seconded: Bridget Schaumann. All agreed.

Operations report - taken as read.

A. Strategic discussion - Project work plan - Nikita presented the list of projects proposed for the first half of 2024. The board agreed there was a good mix across our themes as well as between shorter term and longer term projects. The board discussed resourcing required to get the work plan implemented, as well as the significant amount of relationship management and communications work involved in the projects. 

Motion: That the board approves the high-level project work plan for the first half of 2024.
Seconded: Warren Chambers. All agreed.

B. Work programme

Community plan - Nic handed out copies of the community plan (some design finessing and text tweaks are to come) and options for the Dream South D logo. The board discussed the story behind the logo and their preference for logo colours - Nic and Nikita will take the options to the designer and make a final decision. The board discussed the statement in the plan about our commitment to Te Tiriti and supporting mana whenua aspirations. Bob noted that there is nothing in the community plan of interest to the rūnanga at this point.

Motion: That the board approves the community plan. 
Seconded: Denise Ives. All agreed.

Gasworks market proposal - Nikita introduced the project and how it will be structured into phases. She referred to a detailed work breakdown on the whiteboard.

Motion: That the board approves the Gasworks Market project proposal. 
Seconded: Bridget Schaumann. All agreed.

Play Streets project proposal - Nikita summarised the proposal and the board agreed that it would be good to apply to Sport New Zealand’s Tū Manawa fund. 

Motion: That the board approves the Play Streets project proposal.
Seconded: Juliet Manning. All agreed. 

Project collaboration guidelines - Sarah noted that the guidelines had been circulated and discussed over email before the meeting.

Motion: That the board approves the project collaboration guidelines.
Seconded: Juliet Manning. All agreed. 

C. Administration 

Staffing proposal - The board discussed the resourcing required to deliver the work plan and agreed with the staffing proposal. Sarah noted that the timeline for recruitment was one option only and the staff would finalise a timeline. 

Motion: That the board approves the recruitment of a Project Coordinator.
Seconded: Bridget Schaumann. All agreed.

Financial report - The board discussed the new format for the financial report. 

Motion: That the operations financial report for October is approved. 
Seconded: Warren Chambers. All agreed.

Governance training - The board agreed that governance training in the new year would be valuable. Hurihia’s colleague may be available to facilitate a session.

Whakataukī to close: He rau ringa e oti ai - Many hands make light work.

Meeting closed: 8.28pm