Dream South D Trust board meeting on 12 March 2024, 6.30-8pm, 137 Victoria Rd

Karakia to open

Present: Juliet Manning, Kathryn Harkin, Sarah Jones (Chair), Warren Chambers, Karen Attenborough (Treasurer), Nikita Choveaux (staff), Bob Bryant (Ōtākou Rūnaka), Hurihia Luafitu (DIA)

Apologies: Bridget Schaumann (Secretary), Denise Ives

One-word check in

Conflicts of interest: In a professional capacity, Warren knows the person mentioned in the recruitment update as our preferred candidate for the Project Coordinator role. Warren’s office is adjacent to their current office. Trustees agreed there was no action required.

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

The motions passed by email on 15 February 2024 were noted. 

Operations report - taken as read.

A. Strategic discussion - work programme update. Trustees discussed progress against the six month work programme, including the prioritised King Edward St project and the timing of a funding bid to the DIA. Hurihia suggested following the process adopted by Ōtematatā, in terms of scoping and staging the project and preparing a comprehensive application. Trustees also discussed the communications plan to keep the community informed (email newsletters, social media etc). 

Action: Nikita to look into the scoping done by the Ōtematatā project.

B. Work programme

1. Project proposal: Nikita spoke to the proposal to support a revolving community mural, working in collaboration with the South Dunedin Street Art Trail. We discussed the role of DSD staff in the project. In terms of sustainability, it’s anticipated that the project will attract the involvement of community groups once it’s up and running. Tentative timeline is May for completion for the first iteration of the mural.

Motion: That the board approves the community mural project proposal.
Seconded: Kathryn Harkin. All agreed.

Action: Nikita to include in the budget a high-quality photo of each mural that can be printed (as a record of each mural and for promotion of the project). 

2. Recruitment update: The panel has identified a preferred candidate for the Project Coordinator role. A question was raised about the need for three staff positions, and there was discussion about project workload in response. All trustees present confirmed their support for the employment of a third staff member.  

Motion: That the board approves the offer of the role of Project Coordinator to the preferred candidate.
Seconded: Warren Chambers. All agreed.

3. Carol Frost’s resignation: Trustees regretfully accepted Carol’s resignation and thanked her for her work on the board and her support of the project. Trustees discussed recruiting another board member and what we would be looking for in that person, but concluded that six trustees is enough to do the work of governance at this time. It was noted that a wider group had been more necessary during the engagement phase of the project. 

Action: Sarah to arrange a card for Carol conveying the board’s thanks.

C. Administration 

1. Financial reports: balance sheet and operations budget variance. Karen noted that we are tracking well against the budget. She has set up a monthly meeting with Nic to review finances. 

Motion: That the financial reports as at 8 March 2024 are approved.
Seconded: Kathryn Harkin. All agreed.

Approval for expenditure items: held over for approval via email. 

2. Policy updates:

Professional development guideline: Clause 5.20 is added to the financial policy.

Motion: That the addition of clause 5.20 in the Financial Policy, a guideline for professional development, is approved.
Seconded: Warren Chambers. All agreed.

Criminal record checking policy: We do not meet the Police’s criteria for vetting staff. The alternative, a criminal record check policy, was discussed. Trustees concluded that this policy, along other policies such as Child Protection and the Code of Conduct, would provide a suitable level of protection for the community and the project. The policy will apply to employees and trustees, with the option to adopt the process also for volunteer workers once we start working with them and understand the context better.

Action: Sarah to revise the draft Criminal Record Check policy and circulate to trustees for approval. 

Vulnerable people policy: Trustees discussed extending our Child Protection Policy to include vulnerable people. The complexities of defining “vulnerable”, as well as identifying vulnerability, were discussed. Trustees concluded that the policy would be impracticable and that we have other measures in place (such as the Code of Conduct) to ensure people are respected and protected. No action required.

3. Governance jobs: held over to the next board meeting.

4. Next meeting: Tuesday 9 April, 6.30pm at 183 King Edward St (hopefully!).

Whakataukī to close: He kitenga kanohi, he hokianga mahara - A face seen, a memory returned. 

Meeting closed: 8.25pm