Notice of Meeting:

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


Date:                             Wednesday 19 April 2017

Time:                            9.00 am

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


Sue Bidrose

Chief Executive Officer


Toitū Otago Settlers Museum Board






Phil Dowsett



Rachel Elder

Doug Hall


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

19 April 2017




ITEM TABLE OF CONTENTS                                                                   PAGE


1        Apologies                                                                                                  4

2        Confirmation of Agenda                                                                              4

3        Declaration of Interest                                                                                5

4        Confirmation of Minutes                                                                              8

4.1   Toitū Otago Settlers Museum Board meeting - 22 February 2017                 8    


5          Toitū Otago Settlers Museum Activity Report                                                  11              



Toitu Otago Settlers Museum Board

19 April 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

19 April 2017



Toitu Otago Settlers Museum Board Declaration of Interest





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


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



That the Board:

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.








Toitu OSM Board Register of Interest 11 April 2017



Toitu Otago Settlers Museum Board

19 April 2017



PDF Creator


PDF Creator


Toitu Otago Settlers Museum Board

19 April 2017



Confirmation of Minutes

Toitu Otago Settlers Museum Board meeting - 22 February 2017




That the Committee:

Confirms the public part of the minutes of the Toitu Otago Settlers Museum Board meeting held on 22 February 2017 as a correct record.









Minutes of Toitu Otago Settlers Museum Board meeting  held on 22 February 2017





Toitū Otago Settlers Museum Board



Unconfirmed 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 Wednesday 22 February 2017, commencing at 9.00 am





Phil Dowsett



Rachel Elder

Doug Hall


Aaron Hawkins

Dot Page


Susan Schweigman





Cam McCracken (Dunedin Public Art Gallery Director) and Jennifer Evans (Otago Settlers Museum Director)


Governance Support Officer      Pam Jordan





1       Apologies

There were no apologies.


2       Confirmation of agenda



Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Committee:


Confirms the agenda without addition or alteration.


Motion carried (TOSM/2017/001)



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.



Moved (Cr Aaron Hawkins/Cr Rachel Elder):

That the Committee:


a)     Notes the Elected or Independent Members' Interest Register attached as Attachment A of the report; and

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

Motion carried (TOSM/2017/002)



4       Toitu Otago Settlers Museum Activity Report


A report covered the activities of Toitū Otago Settlers Museum (TOSM) for the period 1 November – 31 December 2016.


The Otago Settlers Museum Director commented on each of the items in the report and responded to questions from Committee members.  Matters discussed included increased attendance, budgets, the success of various events, interns being employed over the holiday period, and Trip Advisor reviews.  Arrangements would also be made for Board members to observe the accessioning process at the Museum.


Comment was made on the re-establishment of links with the Fire Brigade Restoration Society.  Cr Hall advised that he donated the use of a building free of charge to the group and they were also carrying out a restoration task for him on a commercial arrangement, but he did not consider that there was a conflict of interest.



Moved (Cr Aaron Hawkins/Cr Doug Hall):

That the Committee:


a)     Notes the Toitū Otago Settlers Museum Activity Report.

Motion carried (TOSM/2017/003)




The meeting concluded at 9.50 am.











Toitu Otago Settlers Museum Board

19 April 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 January – 28 February 2017.



That the Board:

a)     Notes the Toitu Otago Settlers Museum Activity Report.




2      Not Applicable.



3      Visitation at Toitū Otago Settlers Museum (TOSM) has remained strong moving into the second half of the 2016-2017 financial year. Over 207,000 visitors have been received at the museum which is an overall increase of 9.4 % year to date. The museum has exceeded its Annual Plan visitation target for the current financial year.

4      Visitation to the Dunedin Chinese Garden (DCG) has continued to increase. During the months of January and February 2017, a total of 20,641 visitors brought the total visitors for the year to date to 38,187. This is an increase of 15.6% for the year to date and just short of the annual plan target of 40,000.  This target that will be achieved by the end of March 2017. The high number of visitors in January 2017 was a result of the Chinese New Year event. The Chinese New Year was celebrated in the month of February last year. The Chinese New Year is the new moon occurring between 21 January and 20 February each year.

Financial Summary

5      The financial results below are for the period ended 28 February 2017 and include the operation of both TOSM and the DCG.







6      The net result for the eight months to February 2017 was $318K favourable.

7      The financial result for TOSM was overall in line with expectations.

8      The variance for the DCG for the period to February 2017 was $22K unfavourable due to increased seasonal staff costs.

Summary of Activities

Visitor Experience

Exhibitions and Displays

9      Work is underway on the military change out in the Call to Arms and Lost Generations exhibitions occurring in March 2017. The Material Culture swap-out is scheduled to change in late July and The Women’s War exhibition opens in October 2017 in the Special Exhibition Gallery (SPG).

10    SPG planning is in the final stages for the Sketched in Stone exhibition which opens in August 2017. Work continues on the schedule of case change-overs.

11    The Otago Access Radio community case closed this month and the community case has been removed from the floor.


12    In this period 43 collection offers were considered and of these 20 were received for accessioning. Highlights of new acquisitions include the family portrait album of W.H. and R.S. Reynolds and a ceremonial mallet presented to Rachel Reynolds at the laying of foundation stone for the kindergarten in 1913.

13    Talks have been presented on The Journey to Lan Yuan film project, one about the Slice of Life exhibition and one about The Journey of the Otagos film.

14    Two articles have been submitted for publication for the New Zealand Society of Genealogists (NZSC) conference.

Public Programmes

15    Gold Trail and the Relive the 1970s and 1980s activities that were inspired by the Slice of Life exhibition were the two public programmes offered during the holiday period including January and resulted in good uptake from local families.

16    Waitangi Day tours attracted 36 attendees and proved popular featuring information unique to the Otago region. This tour was one of nine public programme events during the month of February.

17    The “Robbie Rocks” music competition involved thirteen finalists who performed in the Josephine Foyer. Malcolm Gordon and Andrew Harray won the open section with their version of Open the Door to Me. The youth section was won by the duo Ryan Ruins Everything from Logan Park High School (LPHS) and Queen Abe of the Scots also of LPHS, won the audience favourite prize.

18    The annual Burns Dinner event attracted 110 people who enjoyed the celebrations for the Bard’s birthday. Highlights of the night included a translation of the Address to the Haggis, the performances by the Robbie Rocks winners and the speeches by Professor Peter Matheson and Lt-Colonel Amanda Brosnan.

Education LEOTC

19    Since the start of the school year in February, a total of 351 students have participated in the LEOTC programme with 210 students from the primary and 141 from the secondary sector.

20    The education team has been busy with primary groups exploring Dunedin ‘Signs and Symbols of our City’. This is a programme exploring our cultural identity, history and how these are expressed in the city today.

21    After a successful trip in term four 2016, Columba College began their year with a cohort of Year 9 visitors to the Chinese Garden. The period has seen steady numbers through DCG and TOSM from secondary schools focusing on a range of subjects including mathematics, history and geography.  

Life Long Learning

22    Students from Kaikorai Valley College international department visited Toitu and enjoyed dressing up as early settlers.  There are several forward bookings from the Otago Polytechnic and University of Otago especially for Slice of Life.

23    Pioneer home based care group bought 73 preschool children to educator led programmes at TOSM and the DCG in February 2017.

Partnerships and Collaborations

24    From 16-19 January 2017, museum curators hosted the Hands-on History programme at the Museum working with student leaders and the History Department at the University of Otago.

25    The LEOTC Educator has been invited to participate in the steering committee for the Department of Conservation initiative ‘Kids Green the Town Belt’. The committee will support and coordinate local schools to develop student led projects which enhance, enrich, and conserve the town belt environment.

26    The Otago Settlers Association History Prize intern Tom Rawcliffe researched and wrote for the Disappearing Dunedin exhibition.

27    Preparations are being made for the Otago Polytechnic Film and Television students visiting next month along with Art History students from the University of Otago.

28    The TOSM Kāi Tahu Liaison Group met on 27 February for the first time this year and funding proposals are being developed to complete the remaining elements of the Kāi Tahu exhibition.

29    TOSM are currently hosting three interns from Germany for ten weeks. Christine Schmid, Lisa Klausner and Annika Reichenbach are studying local government administration in Ludwigsburg. Their studies include completing three internships in different areas of local government. Annika and Lisa have been working with the collections team, mostly in the archives, but also in the costume and art stores. All three interns have contributed to the cataloguing of the photographic portraits in the collection system.

30    The collections team visited Maurice Hayward to develop a relationship enabling us to digitise the film collection.

31    The collections team continued giving professional advice to the Middlemarch Museum, advising them on collections care and helping them with museums studies papers.

Collections Management

32    Photography, conservation and records management for the lithographs need for the upcoming exhibition Sketched in Stone is almost complete.

33    The Art store has a set of new large collection shelves, racks and plan drawers. This increases the flat storage for materials by 30 square metres.

34    Digital storage needs are ongoing and discussed with various culture sector colleagues to analyse the best way forward. Discussions have also begun with the wider DCC libraries and BIS to see what can be done to store and deliver digital content in the best manner. Costs for this are still to be confirmed.

35    The Fire Brigade Restoration Society (FBRS) relationship has been re-established and this is progressing well. The current focus is the Waipori Land Rover and legacy issues.

36    Cataloguing, condition reporting and object support work for the large gallery changes to the Military area and Material culture is progressing well.


37    Thirty eight collection items have been conserved, 24 incoming loans and 14 donation condition reports have been processed for the period.

38    Standard Operating Procedures for hazardous materials in the collections and stores are under development.

39    Research into the conservation plan for large objects and working collections to assist with the loan application from the FBRS have been undertaken.


40    Improvements have been made to the environmental conditions in Archives through remedial works including insulation and new lighting. The new de-humidifier is being monitored and so far the stability of the relative humidity and temperature are remarkably improved.

41    A funding request for $3,000 was submitted to the OSA for a collections intern and this has been approved. This work will be focussed on the portrait collection in archives.

42    The photographic portraits continue to be catalogued by volunteers and interns then records are 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.

Research Centre enquiries

43    The research information desk continues to receive a large volume of enquiries with the total of general enquiries at 3,491 for the January and February 2017 period. Research enquiries are increasingly popular, at 1,183 for the same period. Research enquiries include archive users.

Commercial Activity

Functions and Events

44    The summer period is traditionally a quieter period for venue hire. Four functions were held including a National Services conservation workshop, a Starship Foundation presentation and the OSTAS theatre awards.


45    January and February were both successful months in the museum shop. January was up $3,519 on the previous year.  February increased by a slightly smaller margin to $1,014. The annual shop sale provided good returns.

46    The cruise ship trade has made a noticeable difference in sales this financial year and products have been purchased with this target market in mind.

47    Other revenue for the café lease and car parking remain steady.

Archives services

48    Photo orders and reproduction fees collected revenue of $650 plus five agreements to receive copy publications.  Entry fee revenue is $156.

Promotion and Marketing

Venue Hire:

49    The print and online version of the Otago Daily Times (ODT) Weddings featured advertisements for TOSM venue hire. Another venue advertisement was booked for the bridal magazine With This Ring to be published throughout the South Island in March 2017.


50    The Slice of Life exhibition has been extended due to popular demand and all advertisements updated and rescheduled in print, online and radio.

51    One curatorial article was submitted to the ODT Cool and Collected series.

52    Advertisements and editorial were booked and featured in the Southern Holiday Destinations, published in Christchurch.

53    Promotional activities ran throughout February for the Museum Shop sale and included highlighting the up to 50 per cent off summer sale on the big screen of the TOSM website ad-boxes, event-finder loading and imagery. Additional advertising for this sale went to ODT print and online; as well as radio and Facebook boosts and posts.


54    The Breeze Radio Station interviewed Seán Brosnahan on the subject of The Journey to Lan Yuan film documentary.


55    Issue four of the TOSM online newsletter has been published with a range of museum related topics covered. There is a new conservation blog on the TOSM website.


56    Over the last 90 days there have been 1,344 profile page views of TOSM by visiting tourists to Dunedin using the GeoZone travel application.  Within the museum GeoZone recorded 20,117 users during this period. Over the last 30 days the language spoken by those tourists has been largely English (58.88%), followed by German (24.06%) and French (6.02%).

Lan Yuan Launch

57    In partnership with the Visitor Experience Manager, marketing organised a photographer and loaded images onto DCC media library.

iD Fashion

58    The Material Culture collection was highlighted in the ODT iD Fashion supplement with a ‘More than little black dresses’ advertisement to tie in with iD Fashion Week. TOSM had a very “fashionable” postcard inserted into the ‘goodie’ bags presented to guests at the iD Fashion Show. iD Fashion events were advertised in the regular ODT advertisements.


59    The marketing team ran a promotional campaign during January to grow the TOSM Facebook audience. This was highly effective and as at 1 March 2017 there were a total of 6,750 likes on the page (up 934 since 23 January 2017).  Popular posts during February included two summer shop clearance sale posts that reached 7,100 and 6,400 people respectively. The collection item, Miss Isabella Buchanan in the Smith Gallery reached 3,543 people. The Journey to Lan Yuan radio audio interview with Sean Brosnahan reached 5,815 people. The Fencing Club demonstrations by Salle Angello reached 1,100 people.

Trip Advisor (as at 1 March 2017)

60    Toitu Otago Settlers Museum remains at number one position of 104 things to do in Dunedin (previously 91 things to do).
There were a total of 1,317 reviews.
Excellent                   968 (up 58)
Very Good                 264 (up 14)
Average              19   (no change)
Poor                     7   (no change)
Terrible                2    (no change)

Dunedin Chinese Garden

61    The focus for January 2017 was Chinese New Year, which was a successful evening that exposed the Garden to an estimated 10,000 people. In February 2017 there were three events and venue hires which included an evening viewing to conclude Chinese New Year. One other of the events being a public lecture in the tower room by Dr James Beattie, and Natural History New Zealand filming portions of the ‘ZooMoo’ children’s television series. Dr Beattie is the visiting fellow at University of Otago.

Coming Up

62    Events in March will be based on the annual iD Fashion week and community launch of The Journey to Lan Yuan documentary.


63    Not applicable.


64    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 included in this report support the Arts and Culture, 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 legal or health & safety risks related to the matters in this report.

Conflict of Interest

There is no known conflict of interest.

Community Boards

There are no known implications for Community Boards.