Dream South D Trust board meeting on 24 October 2023, 6.30-8pm, 137 Victoria Rd

Karakia to open

Present: Denise Ives, Warren Chambers, Sarah Jones (Chair), Bridget Schaumann (Secretary), Carol Frost, Kathryn Harkin, Bob Bryant (Ōtākou Rūnaka)

Apologies: Karen Attenborough (Treasurer), Juliet Manning, Hurihia Luafitu (DIA)

One-word check in

Motion: That the minutes of the board meeting on 29 August are approved.
Seconded: Denise Ives. All agreed.

Several decisions approved by trustees over email were noted, including alterations to the Health & Safety, Police Vetting and Child Protection policies.

Memorandum of appointment of new trustees - The memorandum was signed, making Warren Chambers and Carol Frost’s appointments to the board official.

Community Feedback Report - Copies of the community feedback report were handed out to trustees. It will be published with the community plan in December.

Community Plan - Trustees discussed the timeline and distribution of the community plan.

Motion: The board approves contracting Alex Gilks for design of the community plan, logo development and office signage.
Seconded: Denise Ives. All agreed. 

Office timeline - The chair updated trustees on progress with the fitout of the office, which won’t be ready until the new year. Sarah will stay in touch with the landlord about the timeline. 

Collaboration - Nikita and Nic have been talking with Munisha Singh about possible collaborations, and this is supported by the board. Trustees discussed ways to support people and groups approaching us to understand our processes (a document with questions to think about, a project development flowchart and a memorandum of understanding defining roles when we are working with other groups). 

Board meetings - Trustees discussed the project’s progress, priorities for the rest of the year and what they want from board meetings. Nikita and Nic will prepare a written operations report for future board meetings.   

Financial reports - The board discussed the content of financial reports. In future, trustees would like to receive two reports before each board meeting: the Profit and Loss report (with columns year to date and by month) and also a report that includes full year budget, full year actual, percentage budget spent, and month by month against budget. 

Motion: That the financial reports are approved. 
Seconded: Kathryn Harkin. All agreed.

Motion: That the board approves setting up term deposit account/s. 
Seconded: Warren Chambers. All agreed. 

Whakataukī - Waiho i te toipoto, kaua i te toiroa - Let us keep close together, not wide apart.

Meeting closed: 8.14pm