Summary of the board meeting on 9 April 2024

Dream South D Trust board meeting on 9 April 2024, 6.30-8pm, 137 Victoria Rd

Karakia to open

Present: Bridget Schaumann (Secretary), Denise Ives, Sarah Jones (Chair), Warren Chambers

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

One-word check in

Conflicts of interest: None raised

Minutes of the last meeting - Motion: That the minutes of the board meeting on 12 March are approved.
Seconded: Warren Chambers. All agreed.

Decisions by email were noted: changes to job titles on 27 March 2024; approval of Criminal Record Checking policy on 27 March 2024; and approval for three expenditure items on 13 March 2024

Operations report - taken as read.

A. Work programme

  1. COGS funding application - The meeting discussed COGS and whether we should put in an application for an art holiday programme for youth (in collaboration with the South Dunedin Street Art Trail). Trustees were hesitant to rush an application and would like more information to confirm we understand the complexities involved.
    Action: Sarah to talk to Nikita about the holiday programme suggestion.

  2. Secretary - No one put their name forward for the role. Trustees discussed paying a minute taker to take minutes at meetings. Bridget withdrew her resignation as Secretary.
    Action: Sarah to find a minute taker.

B. Administration

  1. Financial policy - Trustees discussed the changes proposed to the financial policy, including the requirements around competitive quotes for items over $2,000 (GST excl).
    Motion: That the amendments to the financial policy are approved.
    Seconded: Denise Ives. All agreed.

  2. Terms for funding projects - Trustees discussed and agreed to the financial processes that groups will need to follow if they receive financial support from the Trust. 

  3. Governance policy - Descriptions of the roles of office holders and advisors to the board have been added to the governance policy.
    Motion: That the amendments to the governance policy are approved.
    Seconded: Bridget Schaumann. All agreed.

  4. Financial report - balance sheet and operations budget variance.
    Motion: That the financial reports as at 5 April are approved.
    Seconded: Warren Chambers. All agreed.

  5. Next meeting: Tuesday 7 May, 6.30pm, at 183 King Edward St 

Bonus item: Warren provided his reflections on the national CLDP hui in Wellington. He enjoyed the energy of the conference and sense of community. He noted that sustainability of projects after groups exit the programme was a major talking point. 

Whakataukī to close

Meeting closed: 7.55pm