Agenda of Toitu Otago Settlers Museum Board

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

21 February 2018

Toitu Otago Settlers Museum Activity Report - period 1 August to 30 September 2017

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 10^th 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 - Library Services Manager

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.

Toitu Otago Settlers Museum Board

21 February 2018

Toitū Otago Settlers Museum Activity Report - period 1 October to 31 December 2017

Department: Toitu Otago Settlers Museum

EXECUTIVE SUMMARY

1 This report covers the activities of Toitū Otago Settlers Museum for the period 1 October to 31 December 2017.

RECOMMENDATIONS

That the Committee:

a) Notes the Toitū Otago Settlers Museum Activity Report.

BACKGROUND

2 Not applicable

DISCUSSION

Visitors

3 For the period 1 October to 31 December 2017 there were 93,364 visitors to Toitū Otago Settlers Museum (TOSM). This is an increase of 19,909 on the same period last year (73,455). The visitors for the financial year-to-date are 156,215 which is an increase of 7,888 (5.32%) on the same period last year.

4 December 2017 was the busiest December since opening (December 2012), with Pixie Town attracting around 15,000 visitors, as well as large numbers of passengers and visitors to the Harbour-side Vision display all contributing to this success.

5 There is a decrease in visitor numbers during the first quarter but an overall increase in visitor numbers for the financial year-to-date. The increase in numbers for the current reporting period may be attributed to the positive impact of an increase in overall cruise or holiday visitors to the city.

6 Visitors to the Dunedin Chinese Garden (DCG) for the financial year-to-date have increased by 2,361 (13.46%), compared to the same period last year. An increase in cruise ship visitors to the city may be a contributing factor.

(Note: The high number of visitors in January 2017 was a result of the Chinese New Year event. In 2017 the Chinese New Year event was held in the month of January. The Chinese New Year is the new moon occurring between 21 January and 20 February each year.)

Financial Summary

7 The financial results below are for the period ended 31 December 2017 and include the operation of both TOSM and the DCG.

8 The net favourable outcome for the first six months of the new Financial Year to December 2017 was $110K Favourable.

9 The financial result for the Otago Settlers Museum was overall in line with expectations.

Visitor Experience

Exhibitions

10 The Sketched in Stone Exhibition runs until 13 May 2018, in the Special Exhibitions Gallery, showcasing local lithographic artists of the Victorian and Edwardian era.

11 The Women’s War: Patriotism, Service & Dissent opened on 7 October in the Special Exhibitions Gallery, focussing on the World War I experiences of Otago women, ranging from patriotic activity, service as nurses and volunteers, to a minority who stood fast against the war. The exhibition runs until 24 June 2018.

12 The Belgians Have Not Forgotten travelling Exhibition created by the Memorial Museum Passchendaele, ran from 22 September to 19 November 2017. The exhibition was here with funding and support from the Federal Government of Belgium and served to commemorate relationships forged in World War I between the people of New Zealand and Belgium.

13 Toitū te Whare Taoka is a small photographic display which opened in the NZR Lounge (Bullnose) on 28 November 2017. The exhibition showcases Kai Tahu whanui’s ongoing relationship with the Museum and celebrates the fifth anniversary of the completion of the redevelopment project. The exhibition runs until 22 May 2018.

14 During the month of December the What If? Otago’s Harbour Vision pop-up display was installed in the NZR Lounge (Bullnose) area of the museum. This comprises architectural models for the proposed long-term harbour development created by Architecture Van Brandenburg. The newly-relocated feedback tree is being used to gather feedback on the concept from visitors, with a particular focus on the proposed pedestrian overbridge which features in the DCC’s current 10 Year Plan. Given the Museum’s close proximity to the proposed development (the bridge would begin just outside the Bullnose end of the museum and Chinese Garden entrance) this has proved a great opportunity for the museum to become a venue for discussions around the future of our city and in particular the Harbour and Heritage Precincts of which we are such an important component.

Public Programmes

15 A total of 25 public programmes were held during the reporting period with a total of 998 attendees.

16 Popular programmes during the period included the Back of House Tours, the Lawson Lecture and the wsell-attended Music Saturdays.

17 The inaugural Teddy Bears Sleepover held on 18 December 2017 was a new initiative which proved very successful and attracted positive media coverage.

18 Pixie Town captivated younger visitors in the museum during the month of December 2017.

Education

Learning Experiences Outside the Classroom (LEOTC)

19 A total of 1,799 students participated in LEOTC programmes during the reporting period comprising 224 secondary students and 1,575 primary students (408 adults accompanied these groups). For the year January to December 2017 a total of 4,357 students attended educational experiences at the museum.

Collections Management

20 Collections policy, legacy analysis and solutions continue to be high priority.

21 Hazard management continues to be a focus in consultation with the DCC Health and Safety team. Testing in the museum galleries and stores resulted in clearance for a number of hazardous substances. Air testing has provided favourable results.

22 Discussions are in progress with DCC Property regarding the level fire protection required in the Archives facility.

23 Registrar, conservation and collections work continued for the period, including professional advice regarding receiving, housing and displaying the What If? Otago’s Harbour Vision.

Mana Whenua Engagement

24 The Mana Whenua Engagement Strategy has been finalised following consultation with the Kāi Tahu Liaison Group at a meeting held at the museum on 20 November 2017.

25 A successful hui was held between Toitū Otago Settlers Museum and Te Rūnanga o Ōtākou in November to discuss stories and material for the Migration Exhibition to be held in the Special Exhibitions Gallery.

26 A High Tea was celebrated on 7 December 2017 alongside the opening of the Toitū te Whare Taoka exhibition. This marks the date of the 5th anniversary of the re-development of Toitū Otago Settlers Museum.

Partnerships and Collaboration

27 Education internships have been underway and include the summer University of Otago DCC intern as well as the annual History Prize intern, in residence under curatorial supervision. Preparations are underway for receiving a Masters (Heritage Studies) student intern from Victoria University commencing in January 2018 with the Collections team.

28 Meetings begin in 2018 in collaboration with TRENZ and DCC Marketing to further design and develop visitor experience marketable products to the leisure market.

29 Members of staff continue to work professionally and collegially with educational institutions, government departments, organisations in the community and members of the public.

Commercial Activity

Retail

30 Retail revenue for October to December 2017 is $64,152. Revenue for the month of December 2017 was $35,910, an increase of $4,531 (14.44%) on December 2016.

Venue Hire

31 Revenue from functions and events at the museum for the reporting period was $6,969 and from 1 July to 31 December the revenue was $10,961. Functions and events comprised public and private bookings including ‘Josephine’s Birthday’ on 23 October and the DCC staff Christmas function held in the Josephine Foyer on 1 December 2017.

Dunedin Chinese Garden

32 The Moon Festival was celebrated on 1 October 2017 and the DCG received 710 visitors to the Garden including performers. A poetry competition was a component of the 2017 Moon Festival.

33 Film makers utilized the garden to shoot footage for a short film during October.

34 A delegation from Shanghai visited the DCG in November and included the Deputy Mayor of Shanghai.

35 The NZ Gardens Trust visited the DCG to carry out an assessment of the Garden in November.

36 The Steering Committee met in November 2017 to discuss the 10^th Anniversary of the Garden. A variety of events are planned throughout the 2018 calendar year to mark the occasion. The Peony Pavilion a Kunqu opera and workshop event will be held as part of the anniversary and an opera performance will be open to the public for a small charge on 4 February 2018.

37 During November a talk was held by Duncan M Campbell followed by a garden tour with garden historian James Beattie which focussed on Chinese Gardens, practice, writing and culture.

38 The Delta gardening contractor with the DCG resigned from the position at DCG in December 2017 and has been replaced.

OPTIONS

39 There are no options as the report is for information only.

40 There are no next steps as the report is for information only.

Signatories

Author:

Jennifer Evans - Otago Settlers Museum Director

Authoriser:

Nick Dixon - Group Manager Ara Toi

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Additional Activity Information	34

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 Kāi 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 matters in this report.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no specific implications for Community Boards.

	Title	Page
A	Minutes of Toitu Otago Settlers Museum Board meeting held on 20 September 2017	12

	Title	Page
a	Declaration of Interests	7