Agenda of Toitu Otago Settlers Museum Board

Toitū Otago Settlers Museum Board

MINUTES

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 07 November 2018, commencing at 9.00 am

PRESENT

Chairperson	Phil Dowsett
Members	Cr Rachel Elder	Cr Doug Hall
	Susan Schweigman

IN ATTENDANCE

Nick Dixon (Group Manager Ara Toi) and Cam McCracken (Acting Director of Toitū Otago Settlers Museum)

Governance Support Officer Rebecca Murray

1 Apologies

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

Accepts the apologies from Cr Aaron Hawkins and Peter Smith.

Motion carried (TOSM/2018/029)

2 Confirmation of agenda

Moved (Mr Phil Dowsett/Cr Rachel Elder):

That the Board:

Confirms the agenda with the following addition of adopting the Meeting Schedule for 2019.

Motion carried (TOSM/2018/030)

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/2018/031)

4 Confirmation of Minutes

4.1 Toitū Otago Settlers Museum Board meeting - 19 September 2018

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

Confirms the public part of the minutes of the Toitū Otago Settlers Museum Board meeting held on 19 September 2018 as a correct record.

Motion carried (TOSM/2018/032)

Reports

5 Toitū Otago Settlers Museum Activity Report

A report covered the activities of Toitū Otago Settlers Museum for the period 1 August to 30 September 2018.

The Acting Director of Toitū Otago Settlers Museum responded to members questions.

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

a) Notes the Toitū Otago Settlers Museum Activity Report.

Motion carried (TOSM/2018/033)

6 Meeting Schedule 2019

A report from Civic provided a copy of the proposed schedule of meetings for 2019.

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

a) Adopts the schedule of meetings for 2019.

Motion carried (TOSM/2018/034)

The meeting concluded at 9.24 am.

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

CHAIRPERSON

Toitu Otago Settlers Museum Board

20 February 2019

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 1 October to 31 December 2018.

RECOMMENDATIONS

That the Board:

a) Notes the Toitū Otago Settlers Museum Activity Report.

BACKGROUND

2 This report is written for the Toitū Otago Settlers Museum Board meeting and details the latest activities and KPI performance at the Toitū Otago Settlers Museum and Lan Yuan.

DISCUSSION

Visitors

3 There were 79,281 visitors to the Museum from 1 October to 31 December 2018. This represents a decrease on the same period last year. This shows an overall decrease of 7.65% for the year-to-date. The Museum is still tracking above projected expectation and is set to exceed the visitation target this year.

4 There were 10,708 visitors to Lan Yuan the Dunedin Chinese Garden (DCG) from 1 October to 31 December 2018 which is a decrease on the same period last year. This shows an overall decrease of 11.20% for the year-to-date.

Financial Summary

	Year to Date 31 December 2018
	Actual $000	Budget $000	Variance $000
Revenue	3,319	3,297	22	F

Expenditure	3,370	3,358	(12)	U

Net Surplus/(Deficit)	-51	-61	10	F

Toitū Otago Settlers Museum	-15	-52	-37	F

Lan Yuan (DCG)	-36	-9	27	U

Net Surplus/(Deficit)	-51	-61	10	F

5 The Financial performance for TOSM/DCG To December 2018 was 10 Favourable.

Visitor Experience

Exhibitions

6 The Museum’s latest major temporary exhibition – Suffrage & Beyond: 1893-2018 – continues to run in the Special Exhibitions Gallery. The exhibition, which was opened by Dame Silvia Cartwright, marks the 125^th anniversary of women’s suffrage in New Zealand and coincides with the national celebrations organised through the Suffrage 125 project. The exhibition also explores the progress and change in the lives of women over the ensuing 125 years. Suffrage & Beyond: 1893-2018 closes on 28 July 2019.

7 The exhibition Object-Affection: Dialogues with Ancestors continues to run in the NZR Lounge. This exhibition is collaboration between renowned photographic historian King Tong Ho and members of the local Chinese community. King Tong Ho’s work reflects history through the interface between visuals (photographs) and the contextual (English and Chinese bilingual texts). The exhibition is presented as part of the commemorations of the 10-year anniversary of the establishment of Lan Yuan – the Dunedin Chinese Garden. Object-Affection: Dialogues with Ancestors closes on 10 February 2019.

8 During 2019 most of the Visitor Experience Team will be working behind the scenes on the Collections Legacy Projects. Prior to that the teams have been working on completing a number of swap-outs and updates to cases throughout the Museum. In October this included changes to the On-Air television cases and the Material Culture shop cases.

Public Programmes

9 Thirty-four public programmes were held for the period with a total of 1,402 attendees. KATE TALKS held in association with the Ministry for Women celebrated the last of the Suffrage 125 events and marked the day on which women in New Zealand first voted in the 1893 general election. This highlight event held on 28 November 2019 in the Josephine Foyer attracted an audience of 221 people. Music Saturday continues to be popular drawing over 300 people during the period; along with return visitors to the monthly Tuesday Club, Tapestry Project and Toddler Time programmes.

Education

Learning Experience Outside the Classroom (LEOTC)

10 A total of 1,253 students visited the Museum as part of the LEOTC experience for the period. Of those 1,028 were primary and 225 were secondary school students.

11 The programme for this quarter included Chinese History and visits to Lan Yuan the Dunedin Chinese Garden along with study of Suffrage making excellent use of resource of Suffrage and Beyond exhibition.

12 The contract monitoring visit on behalf of the Ministry of Education resulted in a favourable report back on the LEOTC programme.

Collections Management

13 Work on the Collections Legacy project has increased over the past few months and progress is pleasing. Backlog of all incoming donations has been dealt with. Strong progress has been made on reorganisation of the Large Collection Store with improved lay-out of this store creating more efficient use of space and increased object storage area. Notable progress has been made in cataloguing and reorganising of the Textiles Store.

14 Archive work included participation in the IR process concerning archival material; photographic digitization and cataloguing of the Rockliff collection; work on archival items for exhibitions and change-outs; and continued work with volunteers in the photographic portrait and photographic album collections.

15 Work continues in the Large Collection Store. Improved lay-out has created more efficient use of space and increased object storage area.

Mana Whenua Engagement

16 A meeting between of Kāi Tahu Liaison Group was held on 19 November at the Toitū Otago Settlers Museum. Carving work on the Waharoa gateway and Cultural Mapping Team interests were discussed at the meeting.

Commercial Activity

Retail

17 Retail revenue for the October to December quarter is $79,765. This is an increase of $15.6K (24.3%) on the same period last year.

Lan Yuan – Dunedin Chinese Garden

10 Year Anniversary

18 Scholars programme: The Scholars Programme at Lan Yuan – the Dunedin Chinese Garden continues with five programmes held during the period. Scholars for the period included: Mr Boyi Gan, Mr Brian Ellis, Professor Henry Johnson, Dr Maria Galiskowski, Director Jane Thomsen and Archivist Rachel Herd.

19 Lan Yuan Photographic Exhibition - Yu Yuan Garden, Shanghai: In early November a selection of photographs were exhibited in the Yu Yuan Garden, Shanghai, to mark the 10 year anniversary of the Dunedin Chinese Garden.

20 Two Planning Meetings were held during the period to discuss the maintenance of the Garden. The maintenance of the Garden will move from the responsibility of DCC Property and will be under the responsibility of the DCC Parks and Recreation department from 1 July 2019. Budget and maintenance requirements are being discussed.

21 The Garden Advisory Board met on 10 December at the Toitū Otago Settlers Museum. The meeting was attended by representatives of the DCC, Councillor Doug Hall and the DCG Trust.

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

OPTIONS

22 There are no options as this report is for information only.

NEXT STEPS

23 There are no next steps as this 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 principles of sustainability underpins all of the activity of Toitū Otago Settlers Museum and Lan Yuan 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.