Notice of Meeting:
I hereby give notice that an ordinary meeting of the Toitu
Otago Settlers Museum Board will be held on:
Date: Wednesday
8 November 2017
Time: 9.00
am
Venue: Otago
Settlers Association Board Room, Toitu Otago Settlers Museum, 31 Queens
Gardens, Dunedin
Sue Bidrose
Toitu Otago Settlers Museum Board
PUBLIC AGENDA
|
Chairperson
|
Phil Dowsett
|
|
|
Deputy Chairperson
|
|
|
|
Members
|
Cr Rachel Elder
|
Cr Doug Hall
|
|
|
Cr Aaron Hawkins
|
Susan Schweigman
|
|
|
Peter Smith
|
|
Senior Officer Bernie
Hawke, Group Manager Arts and Culture
Governance Support Officer Rebecca
Murray
Rebecca Murray
Governance Support Officer
Telephone: 03 477 4000
Rebecca.Murray@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
CONFIRMED MINUTES
Confirmed 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 20 September 2017, commencing at 9.00 am
PRESENT
|
Chairperson
|
Phil Dowsett
|
|
|
Deputy Chairperson
|
|
|
|
Members
|
Rachel Elder
|
Doug Hall
|
|
|
Aaron Hawkins
|
Dot Page
|
|
|
Susan Schweigman
|
|
|
IN ATTENDANCE
|
Bernie Hawke (Group Manager
Arts and Culture, Jennifer Evans (Toitu Otago Settlers Museum Director)
|
Governance Support Officer Rebecca
Murray
|
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/2017/017)
|
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 (Mr Phil Dowsett/Cr Doug Hall):
That the Committee:
a) Notes the Elected
Members' Interest Register attached as Attachment A; and
b) Confirms
the proposed management plan for Elected Members' Interests.
Motion
carried (TOSM/2017/018)
|
4 Confirmation
of Minutes
|
4.1 Toitu Otago
Settlers Museum Board meeting - 2 August 2017
|
|
|
Moved (Mr Phil Dowsett/Mrs Susan Schweigman):
That the Committee:
Confirms the public part
of the minutes of the Toitu Otago Settlers Museum Board meeting held on 2
August 2017 as a correct record.
Motion
carried (TOSM/2017/019)
|
Reports
|
5 Toitu
Otago Settlers Museum Activity Report
|
|
|
A report covered the
activities of Toitū Otago Settlers Museum for
the period 1-31 July 2017.
|
|
|
Moved (Cr Aaron Hawkins/Cr Doug Hall):
That the Committee:
a) Notes the Toitū Otago Settlers Museum Activity Report.
Motion
carried (TOSM/2017/020
|
|
6 Acknowledgement
of Service
|
|
|
It was noted that Dr Dorothy Page
was retiring from the Otago Settlers Association, the Toitu Otago Settlers
Museum Board acknowledged Dr Page’s contribution over the years.
A new representative will be appointed in due course.
|
|
|
Moved (Mr Phil Dowsett/Cr Aaron Hawkins):
That the Committee:
a) Express
its sincere gratitude to Dr Dorothy Page for her dedication and tireless
commitment to serving the community.
Motion
carried (TOSM/2017/021)
|
The meeting concluded at
9.45am.
..............................................
CHAIRPERSON
|
Toitu Otago Settlers Museum Board
8 November 2017
|
|
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 August to 30 September 2017. This is the last complete
month within the six week Board reporting cycle.
|
RECOMMENDATIONS
That the Committee:
a) Notes the Toitū Otago Settlers Museum Activity Report.
|
BACKGROUND
2 Not Applicable
DISCUSSION
Visitors
3 There
were 38,531 visitors to the Toitū Otago Settlers Museum
(TOSM) for the period 1 August to 30 September 2017. This was lower than for
the same period in 2016-2017 (41,202). This equates to a drop in total visitor
numbers for the first quarter of 16% which is indicative of the expected trend
for post re-development of the museum. The projected decrease in visitor
numbers was forecast for 2013 however the Museum has sustained an unpredicted
upward trend which peaked in 2014-2015 at 308,553 and again in 2016-2017 at
309,491.
4 There
were 4,234 visitors to the Dunedin Chinese Garden (DCG) for the period 1 August
to 30 September 2017 with a total of 6,519 visitors to the DCG year to date.
This was 335 visitors lower than for 2016-2017 year to date.
(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 date at 30 September 2017 and
include the operation of both TOSM and DCG.
6 The
net outcome for the first three months of the new Financial Year to September
2017 was $119K Favourable. The financial result for
TOSM was overall in line with expectations.
Visitor
Experience
Exhibitions
7 The Sketched
in Stone Exhibition opened in the Special Exhibitions Gallery on 17 August
2017. This exhibition showcases local lithographic artists of the Victorian and
Edwardian era. The exhibition runs until 13 May 2018.
8 The
Belgians Have Not Forgotten travelling exhibition created by the Memorial
Museum Passchendaele, opened on 22 September 2017. The exhibition is here
with funding and support from the Federal Government of Belgium and is serving
to commemorate relationships forged in World War I between the people of New Zealand
and Belgium. This exhibition has a strong provincial connection to the
Women’s War Exhibition which opened at the Museum in early October.
Public Programmes
9 A total
of 18 public programmes were held for the reporting period with a total of 450
attendees.
10 A talk held in
September by Mr Freddy Declerck who is an expert on Passchendaele was a
highlight of the Public Programmes for the period. The talk by Mr Declerck
centred on five battles in Flanders during World War I revealing the toll of
war on soldiers and civilians alike.
Education
Learning Experiences
Outside the Classroom (LEOTC)
11 A total of 1,333
students participated in LEOTC programmes during the reporting period
comprising 451 secondary students and 882 primary students (with 87 adults
accompanying these groups).
Collections
Management
12 Collections policy,
legacy analysis and solutions, are an on-going focus for the Collections team.
13 Improved hazard
management continues to be a focus for the collections area.
14 Building maintenance
has been carried out in the archives to improve storage space and assist in the
control of environmental conditions.
15 Professional work
toward exhibitions due to open in September and October alongside assistance
with the travelling Belgian exhibition has kept the Collections Team working at
full capacity.
16 During September two
members of the Collections Team gave a Tuesday Club talk on what happens
‘Behind the Scenes’ of the Museum preparing material for display in
the Material Culture Gallery.
17 Planning is underway
for ‘Back of House’ tours for the museum archives and collection
which will be held as part of the Southern Heritage Trust – Heritage
Festival in October.
Mana
Whenua Engagement
18 The Mana Whenua
Engagement Strategy will be finalised following the Kai Tahu Group consultation
which has been delayed by the postponement of the Hui.
Partnerships
and Collaborations
19 A member of staff
presented a paper on Irish dissenters at the Stout Centre’s conference in
Wellington on ‘Dissent During World War I’.
20 Contributions have
been made to city-wide projects for the Southern Heritage Trust –
Heritage Festival and Vogel Street Party.
Commercial
Activity
Retail
21 Monthly retail
revenue for August to September 2017 was $14,232. This was down by 5.42 % on
the same period for 2017 however the retail revenue was higher per visitor than
last year.
Venue Hire
22 From the start of
the Financial Year 1 July 2017 income and expenditure for Venue Hire is
categorised separately for more effective analysis of this business unit.
Quantifying this data will assist the long term commercial plan and developing
strategy for TOSM.
23 During the reporting
period venue hire included a number of public and private meetings as well as
two exhibition openings. Attachment A includes more detail on TOSM Activities.
Dunedin Chinese Garden
24 Maintenance
including pruning, weeding and cleaning are a major focus for staff during this
reporting period at the Garden with the intention of achieving a Garden of
National Significance grading in November 2017.
25 The DCG has an
improved position on TripAdvisor and currently scores at number 16 of 110
‘Things to do’ in Dunedin as at 30 September 2017.
26 A publication has
been produced and distributed by DCC Marketing which will define and direct the
marketing of Dunedin Chinese Garden.
27 The Dunedin Chinese
Garden Advisory Board met during this reporting period and the focus is on the
planning of the 10th Anniversary of the Gardens next year. A
steering committee working in conjunction with the Dunedin Chinese Garden Trust
aim to strategically align the Anniversary with wider Dunedin city events and
maximise benefits within the city whilst further developing the Sister city
relationship with Shanghai.
OPTIONS
28 There are no options
as the report is for information only.
NEXT STEPS
29 There are no next
steps as the report is for information only.
Signatories
|
Author:
|
Jennifer Evans - Otago Settlers Museum Director
|
|
Authoriser:
|
Bernie Hawke - Group Manager Arts and Culture
Simon Pickford - General Manager Community Services
|
Attachments
|
|
Title
|
Page
|
|
a
|
Additional Activity
Information
|
24
|
|
SUMMARY OF CONSIDERATIONS
|
|
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
|
|
Contributes
|
Detracts
|
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 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 its Kai Tahu Advisory Group.
|
|
Sustainability
No implications although the principle of sustainability
underpins all of the activity of Toitū Otago Settlers
Museum and the Dunedin Chinese Garden.
|
|
LTP/Annual Plan /
Financial Strategy /Infrastructure Strategy
This report is for noting purposes only.
|
|
Financial
considerations
This report is for noting purposes only.
|
|
Significance
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 interests.
|
|
Community Boards
There are no specific implications for Community Boards.
|
