Notice of Meeting:
I hereby give notice that an ordinary meeting of the Toitu
Otago Settlers Museum Board will be held on:
Date: Wednesday
20 September 2017
Time: 9.00
am
Venue: Toitu
Otago Settlers Association Board Room, Toitu Otago Settlers Museum, 31 Queens
Gardens, Dunedin
Sue Bidrose
Toitu 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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Rachel Elder
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Doug Hall
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Aaron Hawkins
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Dot Page
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Susan Schweigman
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Senior Officer Bernie
Hawke, Group Manager Arts and Culture
Governance Support Officer Rebecca
Murray
Rebecca Murray
Governance Support Officer
Telephone: 03 477 4000
Pam.Jordan@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.
Toitu Otago Settlers Museum Board
MINUTES
Minutes of an ordinary
meeting of the Toitu Otago Settlers Museum Board held in the Toitu Otago
Settlers Association Board Room, Toitu Otago Settlers Museum, 31 Queens
Gardens, Dunedin on Wednesday 02 August 2017, commencing at 9.00 am
PRESENT
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Chairperson
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Phil Dowsett
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Members
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Rachel Elder
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Doug Hall
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Dot Page
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Susan Schweigman
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IN ATTENDANCE
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Jennifer Evans ( Otago Settlers
Museum Director)
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Governance Support Officer Jennifer
Lapham
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1 Apologies
An apology was received from Cr
Aaron Hawkins.
Moved (Mr Phil Dowsett/Cr Rachel
Elder):
That the Committee:
Accepts the apology from
Cr Hawkins.
Motion carried
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2 Confirmation
of agenda
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Moved (Mr Phil Dowsett/Cr Doug Hall):
That the Committee:
Confirms the agenda
without addition or alteration
Motion
carried (TOSM/2017/012)
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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.
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Moved (Mr Phil Dowsett/Cr Rachel Elder):
That the Committee:
a) Notes if
necessary the Elected or Independent Members' Interest Register.
b) Confirm
the proposed management plan for Elected or Independent Members' Interests.
Motion
carried (TOSM/2017/013)
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4 Confirmation
of Minutes
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4.1 Toitu Otago
Settlers Museum Board meeting - 24 May 2017
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Moved (Mr Phil Dowsett/Cr Rachel Elder):
That the Committee:
Confirms
the public part of the minutes of the Toitu Otago Settlers Museum Board
meeting held on 24 May 2017 as a correct record.
Motion
carried (TOSM/2017/014)
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4.2 Toitu Otago
Settlers Museum Board meeting - 28 June 2017
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Moved (Cr Rachel Elder/Dr Dot Page):
That the Committee:
Confirms the public part
of the minutes of the Toitu Otago Settlers Museum Board meeting held on 28
June 2017 as a correct record.
Motion
carried (TOSM/2017/015)
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Reports
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5 Toitu
Otago Settlers Museum Activity Report
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A report covered the
activities of Toitū Otago Settlers Museum for the period 1 April –
30 April 2017.
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Moved (Mr Phil Dowsett/Mrs Susan Schweigman):
That the Committee:
a) Notes the Toitū Otago Settlers Museum Activity Report.
Motion
carried (TOSM/2017/016)
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The meeting concluded at
9.33 am.
..............................................
C H A I R P E R S O N
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Toitu Otago Settlers Museum
Board
20 September 2017
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Reports
Toitu Otago Settlers Museum Activity Report
Department: Toitu Otago Settlers Museum
EXECUTIVE SUMMARY
1 This
report covers the activities of Toitū Otago Settlers
Museum for the period 1-31 July 2017. This is the last complete month
within the six week Board reporting cycle.
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RECOMMENDATIONS
That the Committee:
a) Notes the Toitū Otago Settlers Museum Activity Report.
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BACKGROUND
2 Not
Applicable
DISCUSSION
Visitors
3 There
were 24,320 visitors to the Toitū Otago Settlers Museum
(TOSM) for the period 1-31 July 2017. This was lower than the same period in
2016/17 (33,670). The reduced number of Public Programmes offered may have
contributed to the decrease in overall visitor numbers to TOSM for July 2017.
4 There
were 2,285 visitors to the Dunedin Chinese Garden (DCG) for the period
1-31 July 2017. This was lower than the same period for 2016/17
(2,437).
(Note: The high number of visitors in January 2017 was a
result of the Chinese New Year event. The Chinese New Year event was held 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 year to 31 July 2017 and include the
operation of both TOSM and the DCG.
6 The
net favourable outcome for the first month of the new Financial Year to July
2017 was $85K.
7 The financial result for the TOSM was overall in line with expectations.
Visitor Experience
Exhibitions
8 Work
continued on the Sketched in Stone exhibition opening in August 2017 in
the Special Exhibitions Gallery.
9 The
Belgians Have Not Forgotten is an exhibition touring Australian and
New Zealand venues created by the Memorial Museum Passchendaele, with funding
and support from the Federal Government of Belgium. The exhibition opens on
22 September 2017.
10 The Women’s
War: Patriotism, Service and Dissent is under preparation. This is an
exhibition inspired by the commemorations of the Dunedin women who were awarded
The Queen’s Medal by Queen Elizabeth of Belgium last century. This
exhibition opens on 6 October 2017.
11 Work is also
focussed on the Disappearing Dunedin area in the Twentieth Century
Gallery. Changes here will be made to the timeline display as well as to the
object boxes in November 2017. This is scheduled to change every five years.
12 A new display
featuring a range of costumes from the 1870’s through until recent times
has been installed into the runway cases in the Material Culture exhibition
area.
13 A new Information
Station has been installed into the New Zealand Rail Foyer with content which
traces the history of the Museum’s buildings. This resource has been
created in response to visitor requests for more information on the historic
buildings.
Public
Programmes
14 Seventeen Public
Programmes were held during July 2017 with a total of 2,202 attendees. The
Cadbury Magic Shows attracted 2,010 of these visitors. The Cadbury Magic Show
total was down by 945 attendees and Public Programmes experienced an overall
decrease in numbers by 1,272 or 36.61% compared to the same period last year.
This is most likely to be a result of fewer Public Programmes being offered due
to staff illness in this area.
Education
Learning Experiences
Outside the Classroom (LEOTC)
15 A total of 171 students
participated in LEOTC programmes during the reporting period comprising 116
secondary students and 55 primary students (with 91 adults accompanying these
groups).
16 The second quarterly
LEOTC report was submitted to the Ministry of Education with positive feedback
received from the Ministry on the TOSM LEOTC performance.
Life Long Learning
17 Two sessions of
Toddler Time were scheduled for the reporting period.
18 Other visitors to
the education area during the period included the Otago Polytechnic Tourism
students and Enterprise Dunedin students from Shanghai (refer to Attachment A
for more detail)
Collections
Management
19 Development of
Collections Policy and Procedure continues with new guidelines on acquisition
to the collection being drafted and the development of a new plan for
management of the Collection Legacy.
20 Progress continues
on the development of Health and Safety requirements in the areas of Disaster
Preparedness and Hazard Management.
21 Plans have been
approved by DCC Property to improve environmental and light control of the TOSM
Archives area. Work is to commence August 2017.
22 TOSM are working
with the DCC Communications and Marketing team to establish an online payment
option for Archival enquires and reproduction charges (see Attachment A for
more detail).
Mana
Whenua Engagement
23 A Hui scheduled for
July was cancelled due to inclement weather. The Mana Whenua Engagement
Strategy has been circulated to members of the TOSM Kai Tahu Liaison Group for
comments and to take to the Runanga for consultation. This Hui will be
rescheduled for October 2017.
Partnerships
and Collaborations
24 There has been a
recent increase in Otago Polytechnic students using the Archives for art work
projects and installations – utilising the photographic collection.
25 The Registrar
continues the work with two skilled embroiderers one afternoon per week on the
signature patriotic quilts for the upcoming The Women’s War
exhibition.
26 TOSM is currently
working through the process to loan an object to Olveston.
Commercial
Activity
Retail
27 Monthly retail
revenue for July 2017 was $8,921. This was slightly down for the same period
last year. TOSM is overall experiencing an increase in retail revenue and
expect a continued trend in to the 2017 -2018 Financial Year should visitor
numbers continue to rise.
Venue Hire
28 TOSM hosted the
annual Cadbury Carnival Magic Shows, along with four functions. Two
function postponements were due to snow events in Otago and Southland.
Dunedin
Chinese Garden
29 July was a quiet
month in the Garden with regard to visitors which allows essential maintenance
work to be done.
OPTIONS
30 There are no options
as the report is for information only.
NEXT STEPS
31 There are no next
steps as the report is for information only.
Signatories
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Author:
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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 Community Services
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Attachments
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Title
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Page
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a
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Additional Activity
Information
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21
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SUMMARY OF CONSIDERATIONS
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Fit with purpose
of Local Government
This report relates to providing a public service and it
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 activities in this report support the Arts and
Culture, Economic Development and Social Wellbeing Strategies.
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Māori Impact
Statement
There are no known impacts for tangata whenua. The Museum consults
with and works closely with its Kai Tahu Advisory Group.
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Sustainability
No implications although the principle of sustainability
underpins all of the activity of Toitū Otago Settlers
Museum and the Dunedin Chinese Garden.
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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 legal or health and safety risks related to the
matters in this report.
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Conflict of
Interest
There are no known conflicts of interests.
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Community Boards
There are no specific implications for Community Boards.
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