Dream South D board meeting on 24 May 2023, 12-1.30pm, 278A King Edward St

Karakia to open

Present: Denise Ives, Sarah Jones, Kathryn Harkin, Bridget Schaumann, Hurihia Luafitu (DIA), Alec Clark (SDCN)

Apologies: Juliet Manning, Nikita Choveaux (Community Facilitator), Bob Bryant (Ōtākou Rūnaka),

One-word check in

Motion: That the minutes from the last meeting are approved.
Seconded by Denise. All agreed. 

Analysis of engagement to date - Sally talked about her analysis of the engagement we’ve done so far - mostly with residents of South D. She feels that getting out to talk with groups in South D is the obvious next step and the right approach. Without demographic data, it’s hard to tease out whether we are reaching our target groups. We also talked about the importance of being clear with the community that we are considering other recent, relevant instances of community-led engagement in our analysis as well as our own ie the Network’s community hui and South Dunedin Future. We discussed some ideas for first projects.

Mana whenua and tangata whenua engagement - We discussed the contents of the brief for a contractor to lead this piece of work. 

Motion: That the board approves the contracting out of a short engagement project to talk with Māori in South D. 
Seconded: Bridget Schaumann. All agreed. 

Actions:
Hurihia to review the engagement brief and provide feedback.
Sarah to contact a potential contractor to lead the engagement with Māori.

Motion: That the following policies are approved: Governance; Financial; Working from Home; EEO, Discrimination, Bullying & Harassment; Feedback and Complaints; Privacy; Code of Conduct; Health & Safety; Health & Safety for Events; Health & Safety Plan (template); Health & Safety Overview (for volunteers).
Seconded: Denise Ives. All agreed. 

Setting up the charitable trust - In progress: the accountant, policies (the remaining 4 will be discussed at the next meeting), accommodation, transfer of employment (contract is with Nikita for review) and liability insurance. No word yet from the bank about the bank account. 

Motion: That recruiting an admin contractor to support engagement activities over the next 5-6 weeks for a maximum of 50 hours is approved. 
Seconded: Denise Ives. All agreed. 

Action: Sarah to develop a statement of work document for signing up contractors. 

Meeting times - Wednesdays are getting tricky for Juliet - is another day possible? Monday and Tuesday works for Denise. Kathryn is flexible. 

Action: Sarah to find out if another day will work for our meeting.

Whakatauki to close