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 Monday 21 June 2021, commencing at 9.30 am

PRESENT

Chairperson	Phil Dowsett
Members	Cr Rachel Elder	Cr Doug Hall
	Cr Carmen Houlahan	Susan Schweigman
	Peter Smith

IN ATTENDANCE

Cam McCracken (Director – DPAG, Toitū, Lan Yuan and Olveston)

Governance Support Officer                  Rebecca Murray

1          Apologies

There were no apologies.

Cr Carmen Houlahan entered the meeting at 9.33 am.

2          Confirmation of agenda
	Moved (Phil Dowsett/Cr Doug Hall): That the Board: Confirms the agenda with the following addition: Item 7 – Discussion on the Board delegations Motion carried

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.

Peter Smith clarified that Rotary Club of Dunedin Harbour is the new correct name for this entity.

Moved (Phil Dowsett/Peter Smith):

That the Board:

a)     Amends the Elected or Independent Members' Interest Register; and

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

Motion carried

4          Confirmation of Minutes

4.1       Toitū Otago Settlers Museum Board meeting - 22 February 2021
	Moved (Phil Dowsett/Cr Rachel Elder): That the Board: Confirms the Toitū Otago Settlers Museum Board meeting held on 22 February 2021 as a correct record. Motion carried

Reports

5          Toitū Otago Settlers Museum and Lan Yuan Activity Report
	The report covered activities of Toitū Otago Settlers Museum (TOSM) and Lan Yuan Dunedin Chinese Garden (DCG) from 1 January 2021 to 31 March 2021. The Director – DPAG, Toitū, Lan Yuan and Olveston (Cam McCracken) spoke to the report and responded to members’ questions. Cr Doug Hall left the room at 9.52 am.
	Moved (Phil Dowsett/Cr Carmen Houlahan): That the Board: Notes the Toitū Otago Settlers Museum and Lan Yuan Activity Report for the period 1 January 2021 to 31 March 2021. Motion carried (TOSM/2021/004)

6          Deaccession Report
	The report sought the Boards endorsement of the Director’s decision to deaccession a collection item (Land Rover 1956 Series, Accession no 1996/6/1) from the Toitū Otago Settlers Museum collection. The Land Rover (Accession no 1996/6/1) has been identified for deaccession following an assessment on its significance, condition, storage, and overall status within the Toitū collection in accordance with the Toitū Collections Policy section 11. The Director – DPAG, Toitū, Lan Yuan and Olveston (Cam McCracken) spoke to the report and responded to members’ questions.
	Moved (Phil Dowsett/Cr Rachel Elder): That the Board: Notes and endorses the Director’s decision to deaccession the Land Rover (Accession no 1996/6/1) from the Toitū collection and dispose of it in accordance with the Toitū Collections Policy. Motion carried (TOSM/2021/008)
	Cr Doug Hall entered the meeting at 10.06 am.
7           Discussion on the Board delegations
	The Board Chair (Phil Dowsett) discussed with staff and members of the Board on how best to fulfil the delegations of the Board as set out in the Committee Structure and Delegations Manual. During discussions it was noted that the Board was scheduled to meet in August and September. The Director - DPAG, Toitū, Lan Yuan and Olveston (Cam McCracken) responded to members’ questions.
	Moved (Phil Dowsett/Cr Rachel Elder): That the Board: a) Notes the discussion on the Board delegations. b) Requests the Board delegations be attached to future Board agendas. c) Cancels the Boards meeting due to be held in August as there was another Board meeting scheduled for the next month. Motion carried (TOSM/2021/009)

The meeting concluded at 10.24 am.

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CHAIRPERSON