Notice of Meeting:

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


Date:                             Wednesday 24 May 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

24 May 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 - 19 April 2017                       8


5          Toitū Otago Settlers Museum Activity Report                                                  12



Toitu Otago Settlers Museum Board

24 May 2017




1     Apologies

An apology has been received from Cr Aaron Hawkins (on other Council business).


That the Committee:


Accepts the apology from Cr Aaron Hawkins.

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

24 May 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 Interests 17 May 2017



Toitu Otago Settlers Museum Board

24 May 2017



PDF Creator


PDF Creator


Toitu Otago Settlers Museum Board

24 May 2017



Confirmation of Minutes

Toitu Otago Settlers Museum Board meeting - 19 April 2017




That the Board:

Confirms the minutes of the Toitu Otago Settlers Museum Board meeting held on 19 April 2017 as a correct record.









Minutes of Toitu Otago Settlers Museum Board meeting  held on 19 April 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 19 April 2017, commencing at 9.00 am




Acting Chairperson

Susan Schweigman



Rachel Elder

Doug Hall


Dot Page





Bernie Hawke (Group Manager Arts and Culture) and Jennifer Evans (Otago Settlers Museum Director)


Governance Support Officer      Pam Jordan





1       Apologies

Apologies were received from Mr Phil Dowsett (Chairperson) and Cr Aaron Hawkins (absent on other Council business).


Moved (Mrs Susan Schweigman/Cr Doug Hall):


That the Board:


Accepts the apologies.


Motion carried



2       Confirmation of agenda



Moved (Mrs Susan Schweigman/Cr Rachel Elder):

That the Board:


Confirms the agenda without addition or alteration.


Motion carried (TOSM/2017/004)



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 (Mrs Susan Schweigman/Cr Doug Hall):

That the Board:


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/2017/005)


4       Confirmation of Minutes

4.1    Toitu Otago Settlers Museum Board meeting - 22 February 2017


Moved (Mrs Susan Schweigman/Cr Doug Hall):

That the Board:


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


Motion carried (TOSM/2017/006)



5       Toitu Otago Settlers Museum Activity Report


A report covered the activities of Toitū Otago Settlers Museum (TOSM) for the period 1 January – 28 February 2017.

The Director commented on each of the items in the report and responded to questions from Board members.  Matters discussed included visitor figures, increased visitors for the Chinese Garden and the different activities being held there, good Residents' Opinion Survey results, Anzac Day displays and participation, a Chinese trail developed for the Museum, student visitors both at school and tertiary levels, work carried out by interns from Germany working at the Museum, the need to discuss with the Fire Brigade Restoration Society what would happen to the collection if the Society ceased to exist, archives and storage, the retail mix in the Museum shop, and the "Slice of Life" booklet produced for the exhibition and which the Dunedin Study wished to provide to participants.


Moved (Mrs Susan Schweigman/Cr Doug Hall):

That the Board:


a)     Notes the Toitū Otago Settlers Museum Activity Report.

Motion carried (TOSM/2017/007)




The meeting concluded at 9.40 am.











Toitu Otago Settlers Museum Board

24 May 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 March 2017 – 31 March 2017.


That the Board:

a)     Notes the Toitu Otago Settlers Museum Activity Report.



2      Not Applicable.



3      Visitation at Toitū Otago Settlers Museum (TOSM) remains strong into the second half of the 2016-2017 financial year. Over 234,000 visitors have been received at the museum for the year to date. This has exceeded the annual plan target of 200,000.

4      Visitation to the Dunedin Chinese Garden (DCG) has continued to increase. With 5,035 visitors during the month of March 2017, the total number of visitors year to date is 43,222. This exceeds the annual plan target of 40,000. 

Financial Summary

5      The financial results are for the period ended 31 March 2017 and includes the operation of both TOSM and the DCG.


6      The net result for the nine months to March 2017 was $347K Favourable.

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

8      The DCG end result is $27K Favourable.



9      Following an energy audit and energy efficiency upgrades commencing in January 2014, electricity and LPG efficiency has improved significantly.  The greatest decrease in energy use follows the upgrade of the building management system (BMS) in the months of August and September 2016. The additional Seasonal Specific Commission completed in early March 2017 contributed to a 35% reduction in energy since 2013 and is reflected in the results.

10    In the first quarter of 2017 the following energy projects have been investigated or implemented.

·      Investigations into turning off the LPG heating during the summer months.

·      Commissioning of the BMS including using free cooling in the Josephine Foyer to reduce cooling requirements.

·      The Control Peak Demand avoidance system was commissioned to reduce electricity transmission costs.

·      Additional limited commissioning of the BMS to further improve room conditions following the 2016 upgrade.

11    January to March 2017 shows a 29% reduction in energy use compared to the same period in 2013. Savings are similar to the previous quarters with a 28% reduction in energy use compared with the 2013 base year.  The reduced energy consumption is expected to continue although with fewer savings over the cold winter months.

Summary of Activities

Visitor Experience


12    The Call to Arms exhibition swap out has been changed in time for ANZAC Day. This is part of the World War I five year commemorations. This year the display focuses on Ypres and Passchendaele campaigns.

13    The Sketched in Stone exhibition which opens in August and The Women’s War exhibition which opens in October continue to be the focus for the collection and exhibition teams. Background work is in progress for the Kāi Tahu Migrations exhibition which is programmed for 2019-2020.

14    Smaller projects include work on the Material Culture change-out in June and the change of the exhibitions case and Disappearing Dunedin in the Twentieth Century gallery which is scheduled for October – November 2017.

Public Programmes

15    Twelve public programmes were held in March with a total of 254 visitors attending. The Taonga Puoro traditional Maori musical instrument workshop was a highlight.

16    Tuesday Club for this month focused on the March theming for iD Fashion, with Hilary Hunt author of A Passion for Fashion, talking about the life of Lindsay Kennett who was a master milliner in Dunedin.

17    The iD Fashion talk featured a conversation between designer Donna Tulloch from Mild-Red with Dr Jane Malthus.  This was well attended and Donna Tulloch currently has a contemporary piece in the Material Culture gallery.

18    Music Saturday was well attended with Cassandra Scott (contemporary country singer-songwriter), Bronwyn Halley (New Zealand singer-songwriter) and Abbey Wolfe.

19    As part of the China Film Festival special screenings of the Journey to Lan Yuan were shown as a pre-cursor to April’s screenings.

20    The Koru International Play Group visited the museum for Race Relations Day. Children from a diverse range of ethnicities celebrated while playing in the NZR foyer.

Education LEOTC

21    During the month of March 540 students attended programmes comprising 300 primary school and 240 secondary school students.

22    Drama New Zealand held their annual Drama Teachers conference at TOSM. Eighty five primary and secondary teachers from around New Zealand attended the conference which was held over Otago anniversary weekend. The conference was an opportunity for Toitu to show the innovative use of the museum by local secondary drama teachers and students and the creative and enriching use of process drama in the museums social science programmes.

23    Secondary school programmes included 70 students from Logan Park attending a Taonga Puoro workshop presented by visiting musicians Horomono Horo and Alistair Fraser.  Forty drama students from Kavanagh College made repeat visits to develop the theme of drama in museum spaces.

24    Members of the TOSM team gave talks to a number of educational groups this month including a Year 13 History class at Columba College (The Women’s War), a university class for History 401 (History in Museums), Cromwell U3A course (Journey to Lan Yuan), a Year 11 History class from St Hilda’s (The Women’s War), and a Year 13 Design class from Villa Maria College (Toitu’s Costume and Textile collections).

Life Long Learning

25    Seventy students from the University and Polytechnic attended programmes based on the Slice of Life exhibition.

26    A talk was held on Photos of Old Dunedin for a Port Chalmers Seniors Group.

Partnerships and Collaborations

27    TOSM staff members met with the Ngāi Tahu Cultural Mapping Team which resulted in plans to progress collaborative archival and curatorial collaborative projects. The Cultural Mapping Team is part of Te Rūnanga o Ngāi Tahu. They are the group in charge of the Ngāi Tahu Archives and the documents or images accumulated as part of the Ngāi Tahu claim. Since settlement of the claim in 1998 the Ngāi Tahu Cultural Mapping Team began collecting new archive material that relates to the whole of the Ngāi Tahu area.

28    Museum staff travelled to Gore to meet with Hokonui Runaka in late March 2017. This trip focused on information gathering for a future temporary exhibition in 2020.

29    A Chinese film delegation was hosted at the DCG and visited TOSM on 31 March 2017, as part of the wider Chinese film festival in Dunedin. The delegation was shown a portion of the Journey to Lan Yuan documentary during the visit. A brief talk was also given on the Chinese elements within TOSM displays.

30    The interns from Germany continued to work with the collections team in the archives, costume, and art stores. They contributed to the cataloguing of photographic portraits in the collection system with the creation of over 400 records and also completed the inventory of the larger portraits series.

31    Archives New Zealand visited TOSM archives for a tour and overview of the system. Sharing of collection knowledge and resources was achieved along with training archives staff from other institutions about the TOSM archival holdings.

32    ‘Depositing family histories in an archive’ was the subject of a talk at an event for Southland Heritage Month, in Invercargill. This was a joint Invercargill City Library and Archives and Records Association (ARANZ) event.

33    Middlemarch Museum staff visited TOSM for a workshop organised on collection management Service IQ modules. Although time and resources are limited, TOSM continue to support the professional development of regional museums within the DCC area.

34    The collections team have been in consultation with the University of Otago to discuss scientific testing options for parts of the collection.

35    The collaborative relationship with various University of Otago departments included a planning meeting with the collections team for the Clothing and Textile Sciences museum session later in the year. Expected liaison in the near future will include conducting risk assessment of hazardous items in the collections store.

36    Central Stories museum staff from Alexandra paid a visit to the TOSM textile store to discuss various aspects of textile care and storage.

37    The Collections Manager has been supporting the Ara Toi Project Co-ordinator on the art work bound for the Shanghai Exhibition in May 2017.

Collections Management

38    Forty collection objects were considered resulting in eight new acquisitions.

39    New shelving and plan drawers in the art store and archives and are now being utilized.

40    Work continues on the development of Collections Policy and Procedures.

41    Meetings with external bodies have taken place throughout the month advising on the legality and safety of objects; and disaster preparedness.


42    Conservation and dressing of approximately twenty Material Culture mannequins is well underway for the exhibition later in the year.

43    Conservation of the lithographs for the exhibition Sketched in Stone by an external conservator has been completed and collection items going into this show have now been conserved.


44    Photography and cataloguing for the upcoming lithograph exhibition Sketched in Stone continues.

45    The cataloguing of the original diary collection has been completed. Cataloguing and re-housing of the copy diary collection and sacred text collections continues.

46    Monitoring of environment conditions including pest management continues and new LED lights have been installed so as to allow a better thermal and pest seal between the archives and the ceiling cavity.

47    Archives had five visitors in March 2017 and 152 phone and email enquiries. Of these enquiries seventy eight were considered involved and took longer than 30 minutes. Forty five involved enquiries were new contacts. The other areas of collections received eight enquiries leading to seven offers of donations for consideration by the curators and wider team.

Commercial Activity

Functions and Events

48    Functions held included the Kavanagh College Academic Blues Awards in the Josephine Foyer, a wedding reception, and an Expedia - Enterprise Dunedin round table event. TOSM was also the venue for a successful Drama NZ conference held over a full weekend in mid-March.


49    Monthly retail revenue was up on last year at $17,258 and retaining a good margin of 46%. The month included a two week sale period. The sale resulted in a good turn-over of older stock.

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

Promotion and Marketing

Venue Hire

51    A stand has been confirmed at MEETINGS 2017 where the Functions and Events Coordinator will sell TOSM and DCG venue spaces to national and international conference and event organisers.


52    The current temporary exhibition Slice of Life was promoted across the month on NZME stations (Hits, Newstalk ZB, Coast) and MediaWorks stations (Breeze, Sound).

General Advertising

53    Advertising during the period included the weekly distribution of flyers and posters to cafés around the city. Generic brochures have been topped up and distributed to hotels throughout the city. Otago Daily Times (ODT) online advertisements included this month’s Summer Sale and the extended Slice of Life exhibition. Other advertising in The Mix and The Star featured TOSM events and exhibitions.


Media Mentions

54    Numerous articles have appeared across various media covering a range of events and exhibitions at both TOSM and DCG: 14 March, ODT - Selection thrills designer; 16 March, RNZ - A stitch in time: Tapestry to depict NZ history; 10 March, ODT - Dunedin Study receives research group reward.


55    Over the last 90 days there have been 2,222 profile page views of TOSM by visiting tourists to Dunedin using the GeoZone travel application. Within the museum GeoZone recorded 22,435 users during this period. Over the last 30 days the language spoken by those tourists has been largely English (63.73%), followed by German (17.01%) and French (7.86%).


56    As of 31 March 2017 there were 6,762 likes on the TOSM Facebook page (up 12 since last report). A post during March about the Slice of Life exhibition being extended until 7 May reached 6,108 people. The Screenagers event reached 3,975 people; The Dunedin Study being awarded the Prime Minister’s Science award reached 4,382 people and TOSM offering free #GigCityWiFi reached 3,225 people.

Trip Advisor

57    TOSM remains at number one position of 105 things to do in Dunedin.



No of reviews




á 74

Very Good





â 1



no change



â 1


From Trip Advisor:


“A Museum to be proud of Dunedin”


“I have been to the Toitu Museum two or three times now and every time I have enjoyed the experience immensely. The range of exhibits are highly interesting and most of all relevant to us as New Zealanders and highlights our cultural roots to a tee. I always like viewing the recent past and I think this is what makes...”


5 of 5 stars – submitted by a visitor from Invercargill

“Great to look around”


“Lovely place to look around and learn about the history of NZ and there is a great deal of things to view and read about. Had a great time walking around seeing so many different items on view. Bonus is the fact it is free as well. Get yourselves in there and enjoy it.”

5 of 5 stars – submitted by a visitor from London


“Amazing attraction new to Dunedin a must see”


“Went to Dunedin and stumbled across the most magnificent gardens ever, so well done and a must see just down from the Dunedin Railway Station, it is so close to two other attractions and easy to get to.”

5 of 5 stars – submitted by a visitor from Brisbane, Australia


Dunedin Chinese Garden

58    Otago Anniversary Day was the public launch of Journey to Lan Yuan. It was a popular event with an estimated 120 people viewing the documentary.

59    During iD Fashion week Shanghai models made their annual visit to the DCG for breakfast.

60    A large familiarisation dinner and tour was hosted successfully by the DCG for seventeen professional conference organisers.


61    Not Applicable.


62    An increased volume of visitors is expected at the museum and garden during April 2017. The month includes school holidays and three public holidays.




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.


Energy improvement as outlined in the report.

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 and safety risks related to the matters in this report.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no specific implications for Community Boards.