Notice of Meeting:
I hereby give notice that an ordinary meeting of the Toitū Otago Settlers Museum Board will be held on:
Date: Wednesday 22 May 2019
Time: 9.00 am
Venue: The Otago Settlers Association Board Room, Toitū Otago Settlers Museum, 31 Queens Gardens, Dunedin
Sue Bidrose
Chief Executive Officer
Toitū Otago Settlers Museum Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Phil Dowsett |
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Members |
Cr Rachel Elder |
Cr Doug Hall |
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Cr Aaron Hawkins |
Susan Schweigman |
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Peter Smith |
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Senior Officer Cam McCracken, Acting Director Toitū Otago Settlers Museum
Governance Support Officer Rebecca Murray
Rebecca Murray
Governance Support Officer
Telephone: 03 477 4000
rebecca.murray@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Toitū Otago Settlers Museum Board 22 May 2019 |
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ITEM TABLE OF CONTENTS PAGE
1 Apologies 4
2 Confirmation of Agenda 4
3 Declaration of Interest 5
4 Confirmation of Minutes 11
4.1 Toitū Otago Settlers Museum Board meeting - 3 April 2019 12
Reports
5 Toitū Otago Settlers Museum Activity Report 14
Toitū Otago Settlers Museum Board 22 May 2019 |
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At the close of the agenda no apologies had been received.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
ToitŪ Otago Settlers Museum Board 22 May 2019 |
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EXECUTIVE SUMMARY
1. Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.
2. Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
That the Board: a) Notes/Amends if necessary the Elected or Independent Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected or Independent Members' Interests. |
Attachments
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Title |
Page |
⇩a |
Declaration of Interest |
7 |
Toitū Otago Settlers Museum Board 22 May 2019 |
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Toitū Otago Settlers Museum Board meeting - 3 April 2019
That the Board: Confirms the minutes of the Toitū Otago Settlers Museum Board meeting held on 3 April 2019 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Toitū Otago Settlers Museum Board meeting held on 3 April 2019 |
12 |
Toitū Otago Settlers Museum Board
MINUTES
Minutes of an ordinary meeting of the Toitu Otago Settlers Museum Board held in the Otago Settlers Association Board Room, Toitū Otago Settlers Museum, 31 Queens Gardens, Dunedin on Wednesday 03 April 2019, commencing at 9.10 am
PRESENT
Chairperson |
Phil Dowsett |
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Members |
Cr Rachel Elder |
Cr Doug Hall |
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Cr Aaron Hawkins |
Susan Schweigman |
IN ATTENDANCE |
Nick Dixon (Group Manager Ara Toi) and Cam McCracken (Acting Director Toitū Otago Settlers Museum) |
Governance Support Officer Rebecca Murray
1 Apologies |
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Moved (Mr Phil Dowsett/Cr Doug Hall): That the Board:
Accepts the apology from Peter Smith.
Motion carried (TOSM/2019/005) |
2 Confirmation of agenda |
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Moved (Mr Phil Dowsett/Cr Doug Hall): That the Board:
Confirms the agenda without addition or alteration
Motion carried (TOSM/2019/006) |
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 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/2019/007) |
4 Confirmation of Minutes
4.1 Toitū Otago Settlers Museum Board meeting - 20 February 2019 |
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Moved (Mr Phil Dowsett/Cr Rachel Elder): That the Board:
Confirms the Toitū Otago Settlers Museum Board meeting held on 20 February 2019 as a correct record.
Motion carried (TOSM/2019/008) |
Reports
5 Toitū Otago Settlers Museum Activity Report |
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A report covered the activities of Toitū Otago Settlers Museum for the period of January to February 2019. The Group Manager Ara Toi (Nick Dixon) and the Acting Director of Toitū Otago Settlers Museum (Cam McCracken) responded to members questions. |
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Moved (Mr Phil Dowsett/Cr Aaron Hawkins): That the Board:
a) Notes the Toitū Otago Settlers Museum Activity Report Motion carried (TOSM/2019/009) |
The meeting concluded at 9.25 am.
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CHAIRPERSON
ToitŪ Otago Settlers Museum Board 22 May 2019 |
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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 March– April 2019.
That the Board: a) Notes the Toitū Otago Settlers Museum Activity Report
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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
3 There were 53,798 visitors to the Museum from 1 March to 30 April 2019. This represents a 5,406 decrease on the same period last year. This shows an overall decrease of 9.1% on the same period last year and an overall decrease of 8.8% year-to-date. While at first glance these figures may appear disappointing, they represent more normal levels of visitation after record highs. The Museum will more than meet its visitation targets this year. Feedback from visitors and TOSM results in the Dunedin Resident Opinion Survey continue to be exceptional.
4 There were 9,184 visitors to Lan Yuan the Dunedin Chinese Garden (DCG) from 1 March to 30 April 2019 which is a decrease of 2,200 on the same period last year. The year-to-date visitation is 41,391 and is a decrease of 5,676 or 12% on the same time last year. Our free events have been slightly less popular, but we are achieving revenue targets with paying visitors and value-added merchandise and food/beverage sales.
Financial Summary
Year to Date 31 March 2019 |
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Revenue |
YTD Actual $000 |
YTD Budget $000 |
Variance $000 |
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Toitū Otago Settlers Museum |
4,396 |
4,340 |
56 |
F |
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Lan Yuan |
658 |
606 |
52 |
F |
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Total revenue |
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5,054 |
4,946 |
108 |
F |
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Expenditure |
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Toitū Otago Settlers Museum |
4,236 |
4,374 |
138 |
F |
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Lan Yuan |
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638 |
614 |
(24) |
U |
Total expenditure |
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4,874 |
4,988 |
114 |
F |
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Net Surplus/(Deficit) |
180 |
(42) |
222 |
F |
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April results pending |
Visitor Experience
Exhibitions
5 Suffrage & Beyond: 1893-2018 – continues to run in the Special Exhibitions Gallery. The exhibition, which was opened by Dame Silvia Cartwright, marks the 125th 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.
6 The Mount Felix Tapestry, an exhibition touring from the UK, but with very strong New Zealand connections, completed a very successful run in the NZR ‘Bullnose’ Gallery from March 15 to April 28. The display was a popular part of our Anzac commemorations, especially with many embroiderers and textile enthusiasts. During WWI 27,000 wounded NZ soldiers were treated at No.2 NZ General Hospital in Walton-on-Thames in Surrey, England. This community stitch project commemorates those soldiers and the hospital staff who cared for them, celebrating the links forged between Walton and New Zealand.
7 The Call To Arms military display underwent a change-out now that the five-year WWI00 Commemorations are over. The new long-term elements focus on the final days of WWI, as well as WWII and the Scottish Regiment.
8 Since the beginning of November 2018 many of the Visitor Experience Team have been assisting with work behind the scenes on the Collections Legacy Projects. These projects include processing the IR (Interim Receipt) Donations backlog, cataloguing and reorganising the Costume & Textiles Store, and improving and rationalising storage solutions in the large First Floor Collection Store. The Store Project was recently completed, while the remaining Legacy Projects are proceeding extremely well.
9 Work has begun on replacing the seats in the rear section of the Tiger Tea Trolleybus (which is open to the public), with high-quality facsimile seating elements. At the end of this project all the seating will be robust and uniform, and we will then be installing a new audio-visual component to enhance the experience of riding the Tiger tea bus.
Public Programmes
10 TOSM hosted over 25 public programmes which included guest speakers Russell Atkinson, Professor Liam McIlvanney, Professor Alex Miller, Cheryl Jenkins, Claire Orbell and Hayden Cawte on the subjects of: music, human sculpture, film, commemorative tea, play groups, stitching, drama, selkies and sea creatures.
11 Ever popular are the school holiday programmes the museum offers to families. This holiday it was Scottish themed arts, crafts and dress ups and a Scottish Trail that saw visitors searching the entire museum for Scottish Treasures. Highlights of the holiday programme included poppy making for Anzac Day, a children’s Anzac Drama Workshop and several Easter Egg painting workshops.
12 As per tradition TOSM supported the official Dunedin ANZAC Dawn Service at the Queen’s Garden Cenotaph by providing tea and biscuits. The public were invited to enjoy refreshments in the Josephine Foyer from 7.am where they were greeted and made welcome by Museum staff and volunteers from the Otago Settlers Association (OSA). Museum hosts were rostered on so that the galleries could be explored. There were 200 visitors of mixed ages, from babies to the very elderly. Refreshments and a warm space to socialise and reflect on the occasion were greatly appreciated.
Education
Learning Experiences Outside the Classroom (LEOTC)
13 Term One’s LEOTC programme was very popular with a total of 1,691 students visiting. Of those 1,126 were primary and 559 were secondary students. Accompanying the students were 296 adults.
14 Themes explored in the junior LEOTC Programmes included Whakapapa, Migration, Otago’s Anzacs, Treaty of Waitangi, Otago’s Chinese history, Chinese culture with visits to Lan Yuan the Dunedin Chinese Garden, Past and Present, Technology, Identity & Ancestry, Museum Treasures and their stories, Gold Rush, Parihaka and a Victorian Classroom drama.
15 Seniors were engaged with programmes exploring Women’s Suffrage, Migration and Settlement, Chinese History, Parihaka, NCEA History research and Senior Drama Devising.
Collections Management
16 Excellent progress is being made on the large Collections Legacy project which is now approximately half way through the time that has been allocated for this work.
17 The reorganisation, cataloguing and seismic protection of items in the Large Object Store has been completed. This was a huge job and a small team from TOSM and the Dunedin Public Art Gallery (DPAG) worked tirelessly for three months to complete.
18 Many thousands of donated items have now been processed in to the collection which are part of the six-year backlog which built up after the redevelopment of the Museum in 2013. Currently there is an estimated three more years of material to process meaning that the Museum is well on track to complete this task.
19 Archive staff members have been involved in the processing of backlogged donated archival material; the photographic digitization and cataloguing of the Rockliff archive collection; work on archival items for exhibitions and change-outs; and continued work with volunteers in the photographic portrait and photographic album collections.
Mana Whenua Engagement
20 TOSM continues to work with the Kāi Tahu Liaison Group with the next meeting scheduled for May 2019. Under discussion are Whakawātea and Taoka Māori guidelines; Whakapapa panels, Waharoa, Collections and Exhibitions projects.
Commercial Activity
21 Comparative increases in retail revenue continued in March and April. The significant areas of growth were in Accessories, Jewellery, Apparel and Homewares. Sales were buoyant through the cruise ship season.
Lan Yuan – Dunedin Chinese Garden
22 There were no public programmes at Lan Yuan in March and April.
23 The Dunedin Chinese Garden Advisory Board meeting was held at Toitū Otago Settlers Museum on 8 April 2019.
OPTIONS
24 There are no options as this report is for information only.
NEXT STEPS
25 There are no next steps as this report is for information only.
Signatories
Author: |
Cam McCracken - Dunedin Public Art Gallery Director |
Authoriser: |
Simon Pickford - General Manager Community Services Nick Dixon - Group Manager Ara Toi |
There are no attachments for this report.
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
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 the Kāi Tahu Advisory Group. |
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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. |
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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 matters in this report. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards There are no known specific implications for Community Boards. |