Notice of Meeting:
I hereby give notice that an ordinary meeting of the Toitū Otago Settlers Museum Board will be held on:
Date: Monday 8 November 2021
Time: 9.30 am
Venue: Burnside Boardroom, Toitū Otago Settlers Museum, 31 Queens Gardens, Dunedin
Sandy Graham
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 Carmen Houlahan |
Susan Schweigman |
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Peter Smith |
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Senior Officer Cam McCracken, Director - Dpag, Toitū, Lan Yuan and Olveston
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 8 November 2021 |
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 - 27 September 2021 12
Reports
5 Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report 14
6 Meeting Schedule 20
Toitū Otago Settlers Museum Board 8 November 2021 |
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.
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Toitū Otago Settlers Museum Board 8 November 2021 |
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 or independent representative and any private or other external interest they might have.
2. Elected or independent 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 |
Toitū Otago Settlers Museum Board Register of Interest |
7 |
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Toitū Otago Settlers Museum Board 8 November 2021 |
Toitū Otago Settlers Museum Board meeting - 27 September 2021
That the Board: Confirms the minutes of the Toitū Otago Settlers Museum Board meeting held on 27 September 2021 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 27 September 2021 |
12 |
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Toitū Otago Settlers Museum Board 8 November 2021 |
Toitū Otago Settlers Museum Board
MINUTES
Minutes of an ordinary meeting of the Toitū Otago Settlers Museum Board held in the Auditorium, Toitū Otago Settlers Museum, 31 Queens Gardens, Dunedin on Monday 27 September 2021, commencing at 9.30 am
PRESENT
Chairperson |
Phil Dowsett |
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Members |
Cr Rachel Elder |
Cr Doug Hall |
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Cr Carmen Houlahan |
Peter Smith |
IN ATTENDANCE |
Cam McCracken (Director – DPAG, Toitū, Lan Yuan and Olveston) |
Governance Support Officer Rebecca Murray
1 Apologies |
An apology was received from Cr Rachel Elder.
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Moved (Phil Dowsett/Peter Smith): That the Board:
Accepts the apology from Cr Rachel Elder. Motion Carried |
2 Confirmation of agenda |
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Moved (Phil Dowsett/Cr Doug Hall): That the Board:
Confirms the agenda without addition or alteration.
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.
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Moved (Phil Dowsett/Cr Doug Hall): That the Board:
a) Notes 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 - 21 June 2021 |
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Moved (Phil Dowsett/Peter Smith): That the Board:
Confirms the minutes of the Toitū Otago Settlers Museum Board meeting held on 21 June 2021 as a correct record. Motion Carried |
Reports
5 Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report |
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The report covered the activities of Toitū Otago Settlers Museum (TOSM) and Lan Yuan Dunedin Chinese Garden (Lan Yuan DCG) from 1 April 2021 to 30 June 2021. The Director - Dpag, Toitū, Lan Yuan and Olveston (Cam McCracken) spoke to the report and responded to members’ questions. |
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Moved (Phil Dowsett/Cr Doug Hall): That the Board:
Notes the Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report for the period 1 April 2021 to 30 June 2021. Motion Carried |
The meeting concluded at 9.49 am.
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Toitū Otago Settlers Museum Board 8 November 2021 |
Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report
Department: Dunedin Public Art Gallery
EXECUTIVE SUMMARY
1 This report covers activities of Toitū Otago Settlers Museum (TOSM) and Lan Yuan Dunedin Chinese Garden (Lan Yuan DCG) from 1 July 2021 to 30 September 2021.
That the Board: Notes the Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report for the period 1 July 2021 to 30 September 2021. |
BACKGROUND
2 This report is prepared for the TOSM Board Meeting and details the latest activities and KPI performance at TOSM and Lan Yuan DCG.
DISCUSSION
Visitors
3 TOSM visitation is down 29.6% on the corresponding period last year. This is due to the impact of COVID-19 restrictions in Dunedin, as well as extended restrictions in the North Island which have affected inbound domestic tourism. Public programmes have not taken place at Alert Level 2 which has also had a negative impact on visitation.
4 Visitor numbers at Lan Yuan DCG were down 32% compared with the same period last year. As with TOSM, this is due to COVID-19 closures and travel restrictions.
Visitor Experience
Exhibitions
Wāhine
5 The exhibition Wāhine was installed in the Toitū Bullnose Gallery at the end of September. Wāhine is a multi-media exhibition that amplifies Māori women’s voices through personalised sound stories and portrait photography. A new portrait is added for each venue and we have worked with whānau from Kāti Huirapa Rūnaka ki Puketeraki to welcome a new portrait as well as a small opening ceremony for the exhibition.
Gallery Refreshes
6 Material Culture: This project is ongoing with an expected delivery date now of March 2022, following ongoing delays in preparation due to the COVID-19 lockdown. A display of wedding attire from the TOSM extensive collection is being planned.
7 Our Voices People Posts: These interactive film conversations feature various members of the Dunedin community and are interwoven through the permanent galleries and will be revamped over the next 12 months.
8 NZR Garage Transport and Technology displays: Work is underway to update and refresh this gallery in 2022.
Learning Experiences Outside the Classroom (LEOTC)
9 Over the school holidays Level 2 guidelines for visits were developed which enabled full classes to visit under strict rules. These included social distancing from museum staff and the general public, all students and adult supervisors wearing masks and cleaning of education spaces between groups.
10 Five hundred and twenty four students participated in LEOTC programmes at TOSM and Lan Yuan DCG supported by 159 adults. This period included the mid-year school holidays and the August COVID-19 lockdown. Once Level 2 was reached schools were permitted to bring small groups of 10 students however all booked groups opted to wait until term 3 in the hope that we would be in Level 1.
11 The Education team has sent programme information to Dunedin schools principals as well as an invitation to teaching staff to contact the Museum to discuss their local curriculum and New Zealand Histories curriculum development.
Public Programmes
12 As part of the citywide Matariki celebrations, the Visitor Programmes team delivered several child-friendly activities in the July school holidays. These included encouraging children to explore the museum through a Matariki-themed gallery trail, an opportunity to weave a paper star and create their own pepeha, or personal introduction.
13 Local master weaver, Amber Bridgeman, delivered several workshops for beginner and intermediate weavers during July and August.
14 This reporting period also included the national Level 3 and 4 COVID-19 lockdown period meaning Visitor Programmes had to be cancelled. Prior to lockdown, TOSM hosted Footnote Dance Company’s Dance, Danced, Dancing which 120 people attended over two nights and 30 at the free open rehearsal during the day.
15 Regular offerings such as the weekly Wednesday tapestry demonstrations and the monthly Tuesday club talks also took place, Victor Billot presented to Tuesday Club in July and Professor Tony Binns in August.
16 The July People and Places series highlighted the research work of Professor Hugh Campbell in Sierra Leone.
Collections and Exhibitions
17 Hazardous substances in collections: This project continues with a store audit, paused during COVID-19 lockdowns.
18 Firearms collections: Due to legislation changes the collections team are in the process of upgrading their licencing status and are now working on changes to storage of the collections to meet new requirements.
19 Interactive displays: Across the Ocean Waves and the New Edinburgh Cottage have received a deep clean and update during the Level 2 lockdown. These displays are accessible to visitors at Level 2 but the full interactive experience will only return at Level 1.
20 The Archivist processed 140 written archive-related public enquiries as well as 11 physical/telephone enquiries. The Research Centre will remain closed to physical visits until Level 1, as part of a project to update and refresh the space to make it more functional to both researchers and for the delivery of community programmes at the Museum. In the meantime, archive enquiries may still be made by telephone and email.
Commercial Activity
21 Commercial activity has been slower this quarter than in previous years, reflecting the drop in visitation over this time. TOSM is preparing for a busier pre-Christmas period in the retail operation and have good stock levels across all product ranges. The popular annual Christmas evening shopping event will be held in December.
22 The offering at the Museum online shop has been improved and will launch a promotional marketing campaign in November.
23 Lan Yuan DCG has also been quieter during the winter months. Shop sales have been slower than usual, and food and beverages are unable to be served due to COVID-19 restrictions. The team will be looking at ways to increase visitation and safe ways to serve food and beverages as the weather gets warmer.
24 Staff have been working with a contract tour company to provide paid, guided tours through TOSM and Lan Yuan DCG. These tours will be launched in time for summer with a selection of tours for visitors to choose from.
Lan Yuan DCG
25 Lan Yuan DCG traditionally celebrates the Moon Festival in September each year. In 2021, the physical event could not take place and was hosted online. Performances by the Dunedin Tai Chi Club, Dunedin Senior Citizens Chinese Association and the Dunedin Chinese Cultural Arts Association, arts and crafts, storytelling, a puppet show were all filmed and available on the Lan Yuan website. Chinese Consul General, Mr Wang Zijian and Dunedin Mayor Aaron Hawkins also contributed messages of welcome.
OPTIONS
26 There are no options as this report is for information only.
NEXT STEPS
27 There are no next steps as this report is for information only.
Signatories
Author: |
Chris Snow - Operations Manager |
Authoriser: |
Cam McCracken - Director DPAG, Toitū, Lan Yuan and Olveston Simon Pickford - General Manager Community Services |
There are no attachments for
this report.
SUMMARY OF CONSIDERATIONS |
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Fit with purpose of Local Government This decision promotes the cultural well-being of communities in the present and for the future. |
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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 Māori. The Museum consults with and works with the Ngāi Tahu Advisory Group. |
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Sustainability No implications although the principles of sustainability under pins all the activity of TOSM and Lan Yuan DCG. |
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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. |
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Toitū Otago Settlers Museum Board 8 November 2021 |
Meeting Schedule
Department: Civic
EXECUTIVE SUMMARY
1 A schedule of meetings for 2022 is attached for your consideration. As this is an administrative report, no summary of considerations is required.
That the Board: Approves the meeting schedule for 2022.
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Signatories
Author: |
Rebecca Murray - Governance Support Officer |
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Title |
Page |
⇩a |
Toitū Otago Settlers Museum Board Meeting Schedule for 2022 |
21 |