Notice of Meeting:

I hereby give notice that an ordinary meeting of the Toitu Otago Settlers Museum Board will be held on:


Date:                             Wednesday 22 February 2017

Time:                            9.00 am

Venue:                          Toitu Otago Settlers Association Board Room, Toitu Otago Settlers Museum, 31 Queens Gardens, Dunedin


Sue Bidrose

Chief Executive Officer


Toitu Otago Settlers Museum Board






Phil Dowsett


Deputy Chairperson

Doug Hall



Rachel Elder

Aaron Hawkins


Dot Page

Susan Schweigman


Senior Officer                               Bernie Hawke, Group Manager Arts and Culture


Governance Support Officer      Pam Jordan




Pam Jordan

Governance Support Officer



Telephone: 03 477 4000








Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.


Toitu Otago Settlers Museum Board

22 February 2017




ITEM TABLE OF CONTENTS                                                                   PAGE


1        Apologies                                                                                                  4

2        Confirmation of Agenda                                                                              4

3        Declaration of Interest                                                                                5     


4          Toitu Otago Settlers Museum Activity Report                                                   9              



Toitu Otago Settlers Museum Board

22 February 2017




1     Apologies

At the close of the agenda no apologies had been received.

2     Confirmation of agenda

Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.

Toitu Otago Settlers Museum Board

22 February 2017



Declaration of Interests - Toitu Otago Settlers Museum Board





1.     Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.


2.     Members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.



That the Committee:

a)     Notes/Amends if necessary the Elected or Independent Members' Interest Register attached as Attachment A; and

b)     Confirms/Amends the proposed management plan for Elected or Independent Members' Interests.








Declaration of Interests - Toitu OSM Board



Toitu Otago Settlers Museum Board

22 February 2017



PDF Creator

Toitu Otago Settlers Museum Board

22 February 2017



PDF Creator


Toitu Otago Settlers Museum Board

22 February 2017





Toitu Otago Settlers Museum Activity Report

Department: Toitu Otago Settlers Museum






1      This report covers the activities of Toitu Otago Settlers Museum (TOSM) for the period 1 November – 31 December 2016.


That the Committee:

a)     Notes the Toitu Otago Settlers Museum Activity Report.




2      Not Applicable.



3      Visitor numbers remain strong during 2016/17, with over 148,327 visitors by the end of December 2016.  There was especially high visitation in December 2016 when Pixie Town was open. Visitation during this period was up by 6.6% compared with the previous two years.

4      Visitation to the Chinese Garden continues to increase. In December 2016, visitation to the Garden was 4,055, up by 845 visitors (+26%) on the visitation in December 2015. Visitation in November 2016 was up by 445 visitors (+15%) on the visitation in November 2015.


Financial Summary

5      The financial results below are for the period ended 31 December 2016 and include the operation of both Toitu Otago Settlers Museum and the Dunedin Chinese Garden (DCG).

6      The net result for the six months to December 2016 was $178k favourable.

7      The financial result for Toitū Otago Settlers Museum was in line with expectations.

8      The Dunedin Chinese Garden financial position was $1K favourable as at December 2016.

summary of activities


Research centre enquiries 




9      The Research centre continues to receive a high number of enquiries from the public. During November and December 2016 the research centre visitor hosts received a total of 4,444 enquiries. Archives also received a total of 236 enquiries for the period with 100 of these being new contact – reader enquiries. Enquiries include visitors, phone and email enquiries.

Visitor Experience

Exhibitions and Displays

10    Pixie Town was the key focus for the Visitor Experience team in December.  The interpretation information was updated, new lighting effects were added and a new brochure was created to explain the history of Pixie Town.  Santa photos and Christmas Craft activities were very popular and the help from the Otago Settlers Association volunteers and Otago Girl’s High School students was greatly appreciated. TOSM remains a very popular Christmas destination for both locals and visitors and a total of 22,000 people visited Pixie Town this year.

11    The Puketeraki pou in the Kai Tahu gallery has three fish hooks on display as the toki and kete in this case were changed out in December 2016.

12    The Visitor Experience team continues preparation for the next exhibition in the temporary gallery, Sketched in Stone which studies the history of Lithography in Dunedin and opens in later 2017.


13    Over 1,200 students took part in LEOTC programmes over November – December 2016.  Primary programmes included predominantly out of town ‘school camp’ groups. John McGlashan College brought four Year 10 classes for a full day to create TOSM promotional videos as part of their arts week. All Year 9 students from Otago Girls High visited to develop poems using the Poetick machine. Teachers gave very positive feedback about programmes run this year and were particularly interested in behind the scenes tours planned for 2017.  The first TOSM education online newsletter was sent out to teachers in December 2016.

Education Lifelong Learning

14    Eight pre-school groups visited Pixie Town followed by craft activities and a visit to Santa. Pixie Town tours were also held for five groups of senior citizens. These included a curator talk by Peter Read and optional craft activities. A new Gold Trail activity was developed for the school holidays.  The 1970-80s games and dress-ups, also part of the school holiday activities, were based on the ‘Slice of Life’ Exhibition.

Partnerships and collaborations

15    The documentary series “The Journey to Lan Yuan” is a work in collaboration with the Dunedin Chinese Gardens Trust in terms of fundraising and hosting events. In partnership with the Presbyterian Research, a temporary exhibition using a selection of their images from China is currently displayed in the Museum bullnose.

16    Each year the OSA fund the top second year History student from the University of Otago to work for six weeks at TOSM.  In 2017 Tom Rawcliffe is the intern working alongside Peter Read on the Twentieth Century timeline research.

17    Tuesday Club is a monthly collaboration between the OSA and TOSM. The OSA also contributes financially towards the Pixie Town and Toddler Time events.

18    The annual Burns Night Dinner is held in January in collaboration with the Dunedin Burns Club.

19    Robbie Rocks is an annual music competition where musicians are reinterpreting the works of Robbie Burns set to modern music. Robbie Rocks is funded by the Burns Club (audience prize of $250) plus Polson McMillan Lawyers and Royden Somerville for the winner of the Youth and Open sections to the value of $400 each.

20    Conservation work on Pixie Town has been undertaken in conjunction with Otago Museum.

21    In the Collections area, the Conservator has been working with Lincoln University on scanning the Ramshead Snuff Mull, and the New Zealand Defence Force in relation to the Scots Colours.

22    Museum staff are office bearers in the Archives and Records Association of New Zealand (ARANZ), the New Zealand Conservators of Cultural Materials (NZCCM) and the Emerging Professionals Museums Aotearoa.

Collections Management

23    The Pixie town conservation project was undertaken during this period. 

24    Digital storage needs are being reviewed and discussed with various cultural sector colleagues and within Council to explore options for a solution to our growing digital storage requirements. 

25    A significant leak in one of the galleries has required resource, time, assessment and planning work for the larger team. Lighting and insulation in the Archives and Reading Room is due to begin in January 2017. An update will be provided in the next Board Report.

26    The Fire Brigade Restoration Society relationship has been re-established and this is progressing well. The current focus is the potential loan of a vehicle to the FBRS and legacy issues.

27    The photographic portraits continue to be catalogued by volunteers, the records edited and photographs attached to the record by the Archivist. The diary and Bible collection cataloguing continues in between orders, visitors, exhibition and education support, donation and enquiries work.

28    Conservation activities for this period have concentrated on preparing for Sketched in Stone, Josephine, Pixie Town, some Smith Gallery and Material Culture gallery work, as well as regular monthly gallery cleaning, monitoring and reporting.

Commercial Activity

Functions and Events

29    The Museum and Garden hosted 14 functions including a 50th, a wedding and two receptions, the Fortune Theatre’s 2017 programme launch and the launch of the book, “A Passion for Fashion”.   In December 2016, events included the Otago Regional Council and DCC Christmas events, an ANZ Bank Client Function and a Medical Ball.


30    December 2016 was a record month for retail, and a record day for the Christmas Shop event on 14 December 2016.  Income increased by $6,029 from December 2015. Top categories were toys at $8,530, home-wares at $8,298 and books at $5,376. Sales from the retail evening were $3,328. It is planned to continue with the Christmas retail evening and a further increase in sales at this event in 2017 is expected. Stock purchase spending is higher in the first six months of the financial year to match demand

Promotion and Marketing


31    Media mentions for the period are from the Otago Daily Times with information sought on WW1 women, Capturing Day in City Life, Crowds carried away by the Pixies, Plan for Million Dollar Wine and Culture a Tourist Draw Card in the Opinion section. The Pixie Town media release was mentioned on Scoop.

32    Print media includes advertising on the Chinese map (going around motels and activities), retail advertising for Christmas, the Robbie Rocks event and advertising on the Campus map. Advertising also included NZ Weddings, and the Fringe Festival programme. The Burns Dinner was included in The Star St Andrews feature.

33    ‘Pixie Town’ was promoted on NZME stations (Hits, Newstalk ZB, ZM, Coast) and MediaWorks stations (More FM, Breeze) during the period 9 December – 24 December 2016.

34    As of 23 January there were a total of 5,816 likes on the Toitu Otago Settlers Museum Facebook page (up 115 since 1 November 2016).


35    Trip Advisor (as at 23 January 2017) Toitu Otago Settlers Museum sits at number one position of 91 things to do in Dunedin. From Trip Advisor:

 “A Regular Attraction”

 “A favourite rainy day activity to take the kids to. Our family love learning about our local heritage and it has been presented sympathetically in the well laid out venue.

Still enjoy showing the kids the bus station foyer that was still in use in our youth in much the same condition as it was the day it was built. Highly recommend a visit if coming to visit from out-of-town.”

5 of 5 stars – submitted by a visitor from (not stated)


 “Amazing Oasis in the City”   Dunedin Chinese Garden


“I found this breath-takingly beautiful. It's quite small but feels enormous because of the complexity of the garden design. There's a 'tea house' where I had tea and dumplings - the most peaceful meal I've ever had.”

5 of 5 stars – Edinburgh

 (Reviews from December 2016)


36    Issue #3 of the Toitu online newsletter was sent to 2,778 subscribers on 1 December 2016, of whom 46.5% opened and read the publication and 15.3% clicked on links within articles.  Issue #1 of the Toitu Educate online newsletter was sent to 293 subscribers on 8 December 2016, of whom 59.6% opened and read the publication and 5% clicked on links within articles.

37    Geo-Zone Travel App.  Over the last 90 days there have been 992 profile page views of Toitu OSM by visiting tourists to Dunedin using this app. 15,816 users were recorded within the museums Geo-Zone during this period. Over the last 30 days the language spoken by those tourists has been largely English (61.13%), followed by German (21.59%) and French (5.92%).

Dunedin Chinese Garden

38    Events on the Dunedin Chinese Garden in November 2016 included the conclusion of the Moon Festival Poetry competition, the wine auction to fundraise for The Journey to Lan Yuan and a delegation from China receiving a Haggis Ceremony in the Garden.  December 2016 was busy with cruise visitors, school holidays and the usual busy holiday visitors.


39    This is an information report only.


40    Not applicable.




Jennifer Evans - Otago Settlers Museum Director


Bernie Hawke - Group Manager Arts and Culture

Simon Pickford - General Manager Community Services


There are no attachments for this report.





Fit with purpose of Local Government

This report relates to providing a public service and it is considered good-quality and cost-effective.

Fit with strategic framework




Not applicable

Social Wellbeing Strategy

Economic Development Strategy

Environment Strategy

Arts and Culture Strategy

3 Waters Strategy

Spatial Plan

Integrated Transport Strategy

Parks and Recreation Strategy

Other strategic projects/policies/plans

The activities of the Toitu Otago Settlers Museum and Dunedin Chinese Garden support the Arts and Culture Strategy while contributing to the Economic Development and Social Wellbeing Strategies

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.


There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

This report is for noting purposes only.

Financial considerations

This report is for noting purposes only.


In terms of the Council’s Significance and Engagement Policy, the matters in this report are deemed to be of low significance.

Engagement – external

This report is for noting purposes only.

Engagement - internal

This report is for noting purposes only.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There is no known conflict of interest.

Community Boards

There are no implications for Community Boards.