Agenda of Toitu Otago Settlers Museum Board

Toitū Otago Settlers Museum Board

UNCONFIRMED MINUTES

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 01 August 2018, commencing at 9.00 am

PRESENT

Chairperson	Phil Dowsett

Members	Cr Rachel Elder	Cr Doug Hall
	Susan Schweigman	Peter Smith

IN ATTENDANCE

Nick Dixon (Group Manager, Ara Toi), Cam McCracken (Director, Dunedin Public Art Gallery)

Governance Support Officer Rebecca Murray

1 Apologies

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

Accepts the apology from Cr Aaron Hawkins.

Motion carried (TOSM/2018/022)

2 Confirmation of agenda

Moved (Mr Phil Dowsett/Cr Rachel Elder):

That the Board:

Confirms the agenda with the following addition item, that the Board will to go into non-public to discuss general operations.

Motion carried (TOSM/2018/023)

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 Board:

a) Notes the Elected or Independent Members' Interest Register

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

Motion carried (TOSM/2018/024)

4 Confirmation of Minutes

4.1 Toitū Otago Settlers Museum Board meeting - 27 June 2018

Moved (Mr Phil Dowsett/Cr Rachel Elder):

That the Board:

Confirms the minutes of the Toitū Otago Settlers Museum Board meeting held on 27 June 2018 as a correct record.

Motion carried (TOSM/2018/025)

Reports

5 Toitū Otago Settlers Museum Activity Report

This report covered the activities of Toitū Otago Settlers Museum for the period of 1 May to 30 June 2018.

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

a) Notes the Toitū Otago Settlers Museum Report.

Motion carried (TOSM/2018/026)

Resolution to exclude the public

Moved (Mr Phil Dowsett/Mr Peter Smith):

That the Board:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

General subject of the matter to be considered

C1 General Operations

Reasons for passing this resolution in relation to each matter

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

Ground(s) under section 48(1) for the passing of this resolution

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

Reason for Confidentiality

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.

Motion carried (TOSM/2018/027)

The meeting moved into confidential at 9.15am and concluded at 10.00am.

..............................................

CHAIRPERSON

ToitŪ Otago Settlers Museum Board

19 September 2018

Reports

Toitū Otago Settlers Museum Activity Report

Department: Arts and Culture

EXECUTIVE SUMMARY

1 This report covers the activities of Toitū Otago Settlers Museum (TOSM) for the period of 1 July to 31 July 2018.

RECOMMENDATIONS

That the Board:

Notes the Toitū Otago Settlers Museum Activity Report.

DISCUSSION

Visitors

2 There were 26,260 visitors to the Museum from 1 July to 31 July 2018. This represents a 7.9% increase on visitation for the same period last year.

3 There were 2,487 visitors to the Dunedin Chinese Garden (DCG) from 1 July to 31 July 2018 which is an 8.84% increase, compared with 2,285 for the same period last year.

(Note: The high number of visitors in February 2018 was a result of the Chinese New Year event. The Chinese New Year is the moon occurring between 21 January and 20 February each year.)

Financial Summary

	Year to Date 31 July 2018
	Actual $000	Budget $000	Variance $000
Revenue	534	549	-15	U

Expenditure	529	538	9	F

Net Surplus/(Deficit)	5	11	-6	U

Toitū Otago Settlers Museum	7	8	-1	U

Dunedin Chinese Garden	-2	3	-5	F

Net Surplus/(Deficit)	5	11	-6	U

4 The financial performance for TOSM /DCG to July 2018 was $6K Unfavourable. This represents the first month of the new financial year and is in line with expectations.

Visitor Experience

Exhibitions

5 Field Punishment No.1 was an artistic interpretation through a series of paintings by Wellington-based artist Bob Kerr. The work focused on the punishment endured by some conscientious objectors – ‘Field Punishment No.1’ – where objectors were tied to a pole for hours at a time in all weather conditions. It is one of the last displays related to WW1 commemorations, and was displayed until 27 August 2018. Bob Kerr supported the audio-visual work with a public talk Opposition to Conscription in the Auditorium on 28 July.

6 What If? Otago’s Harbour Vision display of the architectural models for the proposed long-term Harbour development created by Dunedin Company Architecture Van Brandenburg continues in the NZR Bullnose until 28 August 2018.

7 Preparation is now underway for the Museum’s next major temporary exhibition – Suffrage & Beyond: 1893-2018 – which marks the 125^th anniversary of women’s suffrage in New Zealand. Suffrage & Beyond opens in the Special Exhibitions Gallery on 7 September 2018.

Public Programmes

8 Highlights of public programmes for July included: Hāhakaranga Dance, inspired by the work of Dr Rangi Matamua, at which 450 attendees enjoyed a performance based on the Māori astronomy constellation Matariki; Steampunk 101 proved a popular programme attracting close to 400 attendees; and Hineraukatauri drew a crowd of over 200, who enjoyed a mix of contemporary and Māori music. July has been a successful month with 15 programmes resulting in a pleasing total of 1,790 attendees.

9 The Steampunk 101 public programme on 14 July was held in collaboration with the Taieri Gorge Railway Train Day who offered a 50% discount on every adult travelling on the train, with a free child.

Education

Learning Experiences Outside the Classroom (LEOTC)

10 A total of 92 primary school students participated in LEOTC programmes during the month. Twenty adults accompanied these groups. The school holidays fell during the month of July and overall lower student numbers reflected this.

11 Milestone reporting was sent to the Ministry of Education and New Zealand Council for Educational Research (NZCER). New resources and activities are being developed for the Toy programme with 20 junior classes booked to participate in this during term three.

Collections Management

12 The conservator and registrar are working toward the Suffrage and Beyond exhibition opening in early September.

13 Objects and lithographs from the Sketched in Stone and Women’s War: Patriotism, Service & Dissent exhibitions, continued to be processed and returned they were loaned to the Museum.

14 Cataloguing and legacy work continued in Archives with 291 new records built in Vernon for including work by the Otago Early Settlers Association (OESA) scholarship intern who is cataloguing the Rockliff collection.

15 Work continues toward assessing storage solutions alongside developing a project plan to address the legacy backlog.

Mana Whenua Engagement

16 A meeting of the Kāi Tahu Liaison Group was held on 4 July 2018. Discussion included: the Cultural Mapping Team from Te Rūnanga o Ngāi Tahu (TRoNT) regarding accession of the Bill Dacker collection; the Waharoa Project; Tai Timu Tai Pari Exhibition planning; protocol on return or storage of exhibition taoka and on whakawātea.

Commercial Activity

Retail

17 Retail revenue for July is $10,102. This is an increase of $2K on the same financial period last year.

Venue Hire

18 The Josephine Foyer was the setting for an Awards Evening, Formal Executive Dinner and a University of Otago Ball during July along with a two day workshop and some smaller meeting room hires.

Sustainability

19 Over the second quarter of 2018 there was a slight reduction in energy use compared to the same period last year. The July energy use reduction seen in the graph below in July is accurate and will be discussed in the next report.

20 While there is inherent variability due to weather the 2.8% reduction in energy, when compared to the same period last year is approximately what would be expected due to changes made since last year, given identical weather conditions. Tuning of the seasonal temperature and humidity controls and the replacement of over 30 conventional lights with LED lights has contributed to reduced energy use.

LPG use reduction

21 At the end of the second quarter an issue was identified in the concourse and military area where uneven air distribution and other contributing factors were causing one end of the space to be relatively cold. This issue meant relatively expensive LPG was used to top up the heating at one end of the space. A solution to this issue has been trialled and should result in reduced LPG use and even distribution of heating in the space. An adjustment was also made to another public area to favour cheaper electricity over LPG use. All going well this should reduce LPG use significantly in the third quarter with initial data showing promising results.

Water and humidification improvements

22 The NZR Garage and 20^th Century area have had an adjustment made to the plant to reduce waste of expensive treated water used for the humidification process. Results of these changes have shown good initial results, and details of the savings will be given in the next report.

Lan Yuan - Dunedin Chinese Garden

23 Although July is traditionally a quiet month for visitors, preparations are well underway for the 10 Year Anniversary of the Garden. With another Steering Committee in July the Gardens are looking forward to an exciting weekend 14-15 September 2018.

24 The Scholar programme which is part of the 10 Year Anniversary celebration commences on 25 August with Dr Xiongbo hosting his calligraphy talk and demonstration titled: How to Look at a Work of Chinese Calligraphy. Scholars will visit the Garden over the next few months sharing expertise in areas on Chinese culture.

25 The Garden continues to attract regular groups, such as the English-speaking class which continues to grow steadily. An eight-week Mandarin language class commenced on 22 July 2018.

26 For a full description of Activity undertaken during the reporting period please see Attachment A.

OPTIONS

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

NEXT STEPS

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

Signatories

Author:

Cam McCracken - Dunedin Public Art Gallery Director

Authoriser:

Nick Dixon - Group Manager Ara Toi

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Additional Activity Information	22

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 the 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 Toitū Otago Settlers Museum Board meeting held on 1 August 2018	12