Agenda of Toitū Otago Settlers Museum Board

Toitū Otago Settlers Museum Board

21 August 2019

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 03 July 2019, commencing at 9.00 am

PRESENT

Chairperson	Mr Phil Dowsett

Members	Cr Rachel Elder	Cr Doug Hall
	Mrs Susan Schweigman	Mr Peter Smith

IN ATTENDANCE

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

Governance Support Officer Lauren McDonald

1 Apologies

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Committee:

Accepts the apology from Cr Aaron Hawkins.

Motion carried (TOSM/2019/010)

2 Confirmation of agenda

Moved (Mr Phil Dowsett/Cr Rachel Elder):

That the Committee:

Confirms the agenda without addition or alteration

Motion carried (TOSM/2019/011)

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 if necessary the Elected or Independent Members' Interest Register

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

Motion carried (TOSM/2019/012)

4 Confirmation of Minutes

4.1 Toitū Otago Settlers Museum Board meeting - 3 April 2019

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Committee:

Confirms the Toitū Otago Settlers Museum Board meeting held on 03 April 2019 as a correct record.

Motion carried (TOSM/2019/013)

Reports

Items 5 and 6 were taken together.

5 Toitū Otago Settlers Museum Activity Report for March - April 2019

The Arts and Culture report covered the activities of Toitū Otago Settlers Museum for the period of March– April 2019.

The Acting Director of Toitū Otago Settlers Museum (Cam McCracken) spoke to the activity reports for March-April and May 2019 and responded to members questions.

Moved (Mr Phil Dowsett/Mr Peter Smith):

That the Committee:

a) Notes the Toitū Otago Settlers Museum Activity Reports for March-April and May 2019

Motion carried (TOSM/2019/014)

6 Toitū Otago Settlers Museum Activity Report for May 2019

The Arts and Culture report covered the activities of Toitū Otago Settlers Museum for the period 1 May to 31 May 2019.

The Acting Director of Toitū Otago Settlers Museum (Cam McCracken) spoke to the activity reports for March-April and May 2019 and responded to members questions.

Moved (Mr Phil Dowsett/Mr Peter Smith):

That the Committee:

a) Notes the Toitū Otago Settlers Museum Activity Reports for March-April and May 2019

Motion carried (TOSM/2019/015)

The meeting concluded at 9:21 am.

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

CHAIRPERSON

Toitū Otago Settlers Museum Board

21 August 2019

Reports

Toitū Otago Settlers Museum Activity Report - 1 June to 30 June 2019

Department: Arts and Culture

EXECUTIVE SUMMARY

1 This report covers the activities of Toitū Otago Settlers Museum for the period 1 June to 30 June 2019.

RECOMMENDATIONS

That the Committee:

a) Notes the Toitū Otago Settlers Museum Activity Report.

BACKGROUND

2 This report is written for the Toitū Otago Settlers Museum (TOSM) Board Meeting and details the latest activities and KPI performance at Toitū Otago Settlers Museum and Lan Yuan (DCG).

DISCUSSION

Visitors

From 1 July 2018 to 30 June 2019 there were 290,291 visitors to the Museum which more than met the visitation target of 250,000. It reflects an overall decrease of 26,545 or 8.38% on the previous twelve months, which is consistent with the levelling out predicted after unprecedented record numbers in the five years post redevelopment. There were 17,049 visitors to the Museum from 1 June to 30 June 2019.

3 From 1 July 2018 to 30 June 2019 there were 45,990 visitors to Lan Yuan which was an overall decrease of 5,024 or 10.2% on the previous twelve months. Visitors to Lan Yuan were 2,053 for 1 to 30 June 2019.

(Note: the high numbers of visitors in February 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 30 June 2019
Revenue	YTD Actual $000	YTD Budget $000	Variance $000
Toitū Otago Settlers Museum	5,829.9	5,786.9	43	F
Lan Yuan	861.6	807.6	54	F
Total revenue	6,691.5	6,594.5	97	F

Expenditure
Toitū Otago Settlers Museum	5,457.9	5,784.6	326.7	F
Lan Yuan	829.7	808.9	20.8	U
Total expenditure	6,287.6	6,593.5	305.9	F

Net Surplus/(Deficit)	403.9	1	402.9	F

4 The result for the Financial Year to June 2019 was $403K Favourable.

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 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.

6 The next exhibition to be staged in the Special Exhibitions Gallery will showcase the work staff have been doing behind the scenes as part of the Collections Project which began in late October 2018. It will contain elements which explain the four prongs of the project – the donations, or Interim Receipt (IR) backlog, the re-organisation of the Downstairs Store, the re-organisation of the Costume and Textiles Store and the ongoing cataloguing of the Archives.

7 The exhibition will open at the beginning of November 2019 and will contain highlights from the almost 5000 objects processed as part of the backlog project as well as costume and photographs from other aspects of this comprehensive project.

8 The exhibitions team continues to work on several ongoing swap-outs and updates to displays throughout the Museum and to prepare for upcoming changes and displays.

Collections Legacy projects

9 Since the beginning of November 2018, the focus of our Collections and Visitor Experience teams have been focused on a number of collections legacy projects. These projects include processing the IR donations backlog, cataloguing and reorganising the Costume and Textiles Store, and the now-completed improvements and storage rationalisation in the large First Floor Collection Store. As previously reported, we have completed the First Floor Collection Store project and at July 2019 have just completed the IR backlog. Work continues in the Archives and Costume and Textiles collections with pleasing progress in these areas.

10 Three Archive Assistants continue work on Collections Legacy work, in the Archives processing donated items, completing cataloguing and the digitising of the photographic and portrait album collections.

Public Programmes

11 TOSM and DCG hosted twelve programmes for the June period with over 568 attendees. Highlights for the period included continuation of the ‘Great Scots’ series with guest speaker Associate Professor Colin Gavaghan and the ‘People and Places’ series with guest speaker Associate Professor Wayne Stephenson. The most popular programme for June held in the Josephine Foyer attracted an audience of 300, was the Matariki Hineraukatauri – Goddess of Music, musical concert in acknowledgement of Māori musicians both past and present.

Education

Learning Experience Outside the Classroom (LEOTC)

12 A total of 596 students visited the Museum as part of the LEOTC experience. Of those, 552 were primary and 44 were secondary school students. Education programmes presented in June revolved around social history pertaining to the Kāi Tahu, and Across the Ocean Waves Galleries; and visiting Lan Yuan the Dunedin Chinese Garden. Senior NCEA drama students from two secondary schools devised original drama inspired by Museum stories and performed these to their school communities, over two evenings.

Mana Whenua

13 A meeting of the TOSM and Kāi Tahu Liaison Group is scheduled for 6 August 2019.

Commercial Activity

14 There was an overall increase in TOSM retail revenue of $31,177 for the Financial Year ended 30 June 2019. Retail revenue was down for June 2019 compared to the same period last year due to transferring the retail sale from June to the July this year.

Lan Yuan

15 A successful Qu Yuan family fun day event was held at Lan Yuan on 8 June 2019.

16 The Lan Yuan Advisory Group met on 10 June 2019.

17 The old logo for the Garden has been replaced and the new logo is now featured on most of the affected collateral.

18 A Lan Yuan Planning meeting is scheduled to be held on 28 August 2019.

19 Professor James Beattie will be joining Lan Yuan as a part-time voluntary advisor on cultural matters from 1 July 2019. Professor Beattie will be located, in the Scholars Office of Lan Yuan.

20 Preparations are underway for the annual Moon Festival to be held at Lan Yuan on 15 September 2019.

Audience Engagement

21 For details on Audience Engagement 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 promotes the cultural well-being of communities in the present and for the future.

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 under pins 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.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no known specific implications for Community Boards.

Chairperson	Phil Dowsett

Members	Cr Rachel Elder	Cr Doug Hall
	Cr Aaron Hawkins	Susan Schweigman
	Peter Smith

	Title	Page
A ⇩	Minutes of Toitū Otago Settlers Museum Board meeting held on 3 July 2019	12