Summary of the board meeting on 3 December 2024

Dream South D Trust Extraordinary Board Meeting on 3 December 2024, 7.30-9.20 pm, 183 King Edward St

Meeting started: 7.35 pm

Karakia to open

Present: Bridget Schaumann (Chair), Denise Ives (secretary), Warren Chambers (Treasurer, on zoom), Kathryn Harkin (on zoom)

Apologies: N/A

Conflicts of interest: N/A

Minutes of the previous meeting accepted. 

Moved: Bridget, seconded Warren

A. Work programme

  1. Repair Cafe: DCC has given support, it is good to go. We could support with some tools to start them off. Partner with a supplier, eg Mitre 10, to match like for like what we provide. Max $3000 DSD spend.
    Moved Bridget, seconded Warren

Any other project items: 
John Wilson Drive markers:
Start marker picture is good as is.
Markers as per 100m sideways image, with the squiggles of colour as shown 

B. Confirm project/coms job

  1. Confirm reception/admin and Comms positions. Job descriptions agreed by all. 

  2. Recruitment process Seek; Timeline: responses by and advertising ends 13 January 2025.

  3. Weave together – starts 1 December 2024 to 30 June 2025. It was agreed that the two documents provided by Weave Together - Agreement for Provision of Services, Terms of Engagement for Payroll and Accounts Services - will be signed by our Treasurer Warren on behalf of DSD.  Moved Bridget, seconded Kathryn

C. Governance issues 

  1. Charity submissions - Bridget has tweaked Nikita’s report, and will share.  Matt at the accountants has a draft ready to go to the board in the coming days. Please read and ok it or offer suggestions as soon as you can. Nic has responded to Matt’s questions, there are still a couple of queries they are working on.    

  2. Donation to Pataka kai next to Able. Moved Bridget, second Denise. 

  3. Gift for Karen. She has offered her resignation as of 27th November.  Flowers and card to be purchased on behalf of DSD. Moved Bridget, seconded Kathryn

    Motion: The board accepts Karen Attenborough’s resignation and thanks her sincerely for her work as treasurer and on our accounts. 
    Moved Bridget, seconded Denise

D. Administration 

  1. Scheduled payments for regular payments, such as power, will be set up before Nic leaves at the end of December. 

D. Other

Hurihia - DSD car parks x 2 not marked but included in rent.
Hurihia - Ana Teofilo (Māori/Samoan artist) – include in DSD community/art projects (eg. like Wanka Windows project), or art workshops for the community. An idea was to perhaps book 5 workshops over a year for different age groups. 
Actions:

  • Rosie to scope a project to provide some finite item(s) that the Repair Café might need to get themselves started. Items to have our logo. Could be tools, industrial shelving, work lights, other storage, not consumables. Consider working with a supplier who would match our contribution. 

  • Bridget talk to Rosie to explain our choices for the John Wilson Drive posts. 

  • Kathryn will take variation of Rosie’s employment to Rosie this week. 

  • Kathyrn/Bridget write some words for the ad Reception/Admin role on Seek, applications by 13 January 2025.
    Ad closes on 13 January 2025. 

  • Warren to sign the Weave Together Agreement. 

  • Bridget will share the Charity Submission report to the rest of the board for review. 

  • Denise to set up a payment to Nic for expense reimbursement. 

  • Bridget to ask team to organise purchase and drop off of a few items at a time in the Pataka kai (next to Able), 

  • Bridget to ask team to buy flowers and a card for Karen on behalf of DSD.

  • Bridget will ask Nic to set up regular payments for items such as power, and Rosie to check direct debits on a regular basis to ensure still required. 

  • Warren to speak to Justin about the car parking spaces we pay for (2 spaces) and find out when these will be marked up. 

  • Bridget will organise a leaving gift and card for Nic (19 Dec).

Meeting closed: 9.20pm