Notice of Meeting:
I hereby give notice that an ordinary meeting of the
Toitū Otago Settlers Museum Board will be held on:
Date: Wednesday
29 June 2016
Time: 9.00
am
Venue: Toitū
Otago Settlers Association Board Room, Toitū Otago Settlers Museum, 31
Queens Gardens, Dunedin
Sue Bidrose
Toitū Otago Settlers Museum Board
PUBLIC AGENDA
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Chairperson
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Phil Dowsett
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Deputy Chairperson
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Members
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Cr John Bezett
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Cr Aaron Hawkins
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Cr Kate Wilson
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Susan Schweigman
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Dot Page
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Jennifer Evans
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Bernie Hawke
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Governance Support Officer Monique
Elleboode
Monique Elleboode
Personal Assist. to The Mayor
Telephone: 03 477 4000
Monique.Elleboode@dcc.govt.nz
www.dunedin.govt.nz
Note: Reports
and recommendations contained in this agenda are not to be considered as
Council policy until adopted.
Toitū Otago Settlers Museum Board
MINUTES
Minutes of an ordinary
meeting of the Toitū Otago Settlers Museum Board held in the Otago
Settlers Association Board Room, Toitū Otago Settlers Museum, 31 Queens
Gardens, Dunedin on Monday 23 May 2016, commencing at 9.11 am
PRESENT
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Chairperson
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Phil Dowsett
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Members
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Cr Aaron Hawkins
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Dot Page
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Group Manager Arts and
Culture (Bernie Hawke)
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Director, Toitū
Otago Settlers Museum (Jennifer Evans)
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Governance Support Officer Monique
Elleboode
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1 Apologies
Apologies were received from Cr
Wilson, Cr Bezett and Susan Schweigman.
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Moved (Mr Phil Dowsett/Cr Aaron Hawkins):
That the Board:
a) Accepts the
apologies.
Motion
carried (TOSM/2016/001)
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2 Confirmation
of agenda
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Moved (Mr Phil Dowsett/Cr Aaron Hawkins):
That the Board:
Confirms the agenda
without addition or alteration.
Motion
carried (TOSM/2016/002)
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3 Declarations
of interest
Members were
reminded of the need to stand aside from decision-making when a conflict arose
between their role as an elected representative and any private or other
external interest they might have.
4 Confirmation
of Minutes
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4.1 ToitŪ
Otago Settlers Museum Board meeting - 13 April 2016
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The Board questioned the Constitution for this meeting (as
set out in the latest Committee Structure and Delegations). Kristy
Rusher, Manager Civic and Legal, confirmed after the meeting that the Group
Manager Arts and Culture and the Director Toitū Otago Settlers Museum
were members of this Committee, together with Phil Dowsett, Dot Page, Susan
Schweigman, Crs Bezett, Hawkins and Wilson.
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Moved (Cr Aaron Hawkins/Dr Dot Page):
That the Board:
Confirms
the public part of the minutes of the Toitū Otago Settlers Museum
Board meeting held on 13 April 2016 as a correct record.
Motion
carried (TOSM/2016/003)
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Reports
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5 Toitū
Otago Settlers Museum Activity Report
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Mrs Evans spoke to the
report for the period 1 to 31 March 2016.
The Board noted, under Visitor Experience – Exhibitions
and Displays two spelling mistakes:
1 - Item 8 – Correct Dr Phil Silver to Dr Phil Silva
2 - Item 9 – Correct Charmaine Revelry to Charmaine
Reveley
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Moved (Mr Phil Dowsett/Cr Aaron Hawkins):
That the Board:
a) Notes the
Toitū Otago Settlers Museum Activity Report with the above corrections.
Motion
carried (TOSM/2016/004)
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The meeting concluded at
9.31 am.
..............................................
CHAIRPERSON
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Toitu Otago Settlers Museum
Board
29 June 2016
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Reports
Toitū Otago Settlers Museum Activity
Report
Department: Library and Toitū Otago Settlers Museum
EXECUTIVE SUMMARY
1 This
report covers the activities of Toitū Otago Settlers Museum (TOSM) for the
period to 30 April 2016.
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RECOMMENDATIONS
That the Board:
a) Notes the
report from Toitū Otago Settlers Museum Activity Report.
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DISCUSSION
Visitation
2 Visitation
from 1 July 2015 to 30 April 2016 was 256,866 compared with 259,841 for the
same period last year. Total visitor numbers for the last financial year
were 308,553.
Financial
Summary
3 The
financial results below are for the period ended 30 April 2016 and include the
operation of both Toitū Otago Settlers Museum and the Dunedin Chinese
Garden (DCG).
1. 
4 The net
deficit for the eight months to February 2016 was $148k which is $51k
Favourable.
5 The
financial result for the Otago Settlers Museum was overall in line with
expectations.
6 The unfavourable variance against budget for the Dunedin Chinese
Garden was primarily due to additional costs to appropriately staff the
operation.
SUMMARY OF ACTIVITES
Enquiries
7 The
Curators and Collections team responded to 166 enquiries. There were 16
visitors to the Archives, 34 visitors from school and tour groups and 17
photographic orders were received.
Visitor
Experience
Exhibitions and Displays
8 The Slice
of Life: World Famous in Dunedin exhibition focussing on the Dunedin Study
opened on 18 March 2016 and continues to receive positive feedback. This
exhibition will be on display until 26 March 2017.
Public Programmes and Events
9 The
following programmes were held: ARANZ presented, Decoding a WWI Service
Record; Music Saturday; Craft Project and two interesting talks. One of
these was Ritchie Poulton talking about Slice of Life / The Dunedin
Study, which attracted a very large audience and the other, was Rua
McCallum talking about creating bicultural theatre.
Education
10 A tender has been
written and submitted for the next round of Social Sciences LEOTC funding from
the Ministry of Education.
11 Four local high
school drama departments have been visiting to devise pieces of drama throughout
the Museum. Senior Secondary History and Geography groups have undertaken NCEA
research in the Museum and students from Otago Boys High School have visited to
research the history of their school.
Collections
Management
12 The
Scottish Regimental Colours were laid up at the museum on 16 April 2016, in a
ceremony involving light armoured vehicles and a one hundred man guard.
The Colours were received on the Museum steps by the Director, Registrar and
Conservator. The laying up marks not only the significance of the Colours
themselves but also reflects the trust in the Museum and its Collections team
to care for and promote access to these treasures on a long-term loan basis.
13 Progress
has been made with the historic backlog of donations. In April 2016,
formal documentation, cataloguing and digital imaging of 141 items was
completed.
14 Archives
have been exceptionally busy this month with 177 enquiries, and 23 photo orders
received. Due to this increased demand in services, temporary criteria to
guide requests have been implemented while the scope and potential consultants
to review this area are investigated.
15 An
album compiled by John Buchanan (1819 – 1898) containing a wide range of
original drawings, watercolours, photographs, cuttings, prints and cards was
returned from Christchurch Art Gallery from the exhibition Te Rua o te Moko,
which ran from 19 December 2015 - 3 April 2016.
16 Tutorials
for second year University of Otago computer science students were conducted in
the Museum. The tutorials involved a demonstration of some of the
restored punched card equipment.
Conservation
17 Conservation work
has been carried out on the Scots Colours. A new blog entry on the Scots
Colours has been uploaded to the new Collections area of the Museum website.
Regular conservation maintenance and monitoring work has been undertaken.
Functions and Events
18 In 2016, the Museum
will have a presence at MEETINGS, which is an Australian and New Zealand
tradeshow of buyers, professional conference organisers and event managers.
Retail
19 Retail sales for
April 2016 were $16,696.80 compared to $11,616.33 in April 2015.
Promotion
and Marketing
Media
20 Favourable media
coverage continues for the range of activities carried out at the Museum both
in newspapers and on television. Articles featured in the Otago Daily
Times, The Star, Stuff and Scoop included: $20,000 grant for film about
Chinese migrants; ‘Thrilled’ to host Scottish Diaspora Tapestry
show; Pre-computer tech tutorial; Avowed and affirmed; MacKenzie scholarship
leader’s aim; Falling on the Western Front.
Marketing
21 The
Museum remains the number one attraction out of 87 attractions in Dunedin on
Trip Advisor.
Dunedin
Chinese Garden
22 The
Dunedin Chinese Garden received 3,201 visitors over the month of April 2016
with the year to date visitation being 40,406 visitors, above the annual target
of 40,000 visitors. Four Chinese Garden staff have been hosted by the Yu
Garden in Shanghai and are due back early May 2016.
Signatories
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Author:
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Emma Scott - Administration Assistant
Jennifer Evans - Otago Settlers Museum Director
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Authoriser:
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Bernie Hawke - Group Manager Arts and Culture
Simon Pickford - General Manager Services and
Development
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Attachments
There are no attachments for
this report.
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SUMMARY OF CONSIDERATIONS
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Fit with purpose
of Local Government
This report relates to providing public service that is
considered good quality and cost effective.
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Fit with strategic
framework
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Contributes
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Detracts
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Not applicable
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Social Wellbeing Strategy
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☒
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☐
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☐
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Economic Development Strategy
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☒
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☐
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☐
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Environment Strategy
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☐
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☐
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☒
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Arts and Culture Strategy
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☒
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☐
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☐
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3 Waters Strategy
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☐
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☐
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☒
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Spatial Plan
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☐
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☐
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☒
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Integrated Transport Strategy
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☐
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☐
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☒
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Parks and Recreation Strategy
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☐
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☐
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☒
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Other strategic projects/policies/plans
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☒
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☐
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☐
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The information provided in this report supports the
Social Wellbeing Strategy through the Museum in promoting ‘Connected
People’ and ‘Vibrant and Cohesive Communities’ as well as
providing exhibitions and public programmes that support the Arts and
Culture Strategy.
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Māori Impact
Statement
There are no known impacts for tangata whenua. The
Museum consults with and works closely with Kai Tahu through its Kai Tahu
Advisory Group.
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Sustainability
There are no implications for sustainability.
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LTP/Annual Plan /
Financial Strategy /Infrastructure Strategy
This report is for noting purposes only.
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Financial
considerations
This report is for noting purposes only.
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Significance
In terms of the Council’s Significance and
Engagement Policy, the matters in this report are deemed to be of low
significance.
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Engagement –
external
This report is for noting purposes only.
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Engagement -
internal
This report is for noting purposes only.
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Risks: Legal /
Health and Safety etc.
There are no known risks.
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Conflict of
Interest
There is no known conflict of interest.
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Community Boards
There are no implications for Community Boards.
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