Notice of Meeting:

I hereby give notice that an ordinary meeting of the Toitū Otago Settlers Museum Board will be held on:

 

Date:                                                    Wednesday 23 August 2023

Time:                                                   9:00 am

Venue:                                                Otago Settlers Association Board Room, Toitū Otago Settlers Museum, 31 Queens Gardens, Dunedin

 

Sandy Graham

Chief Executive Officer

 

Toitū Otago Settlers Museum Board

PUBLIC AGENDA

 

MEMBERSHIP

 

Chairperson

Phil Dowsett

 

 

 

 

Members

Cr Bill Acklin

Cr Kevin Gilbert

 

Cr Cherry Lucas

Susan Schweigman

 

Peter Smith

 

 

Senior Officer                                               Cam McCracken, Director - Dpag, Toitū, Lan Yuan and Olveston

 

Governance Support Officer                  Lauren Riddle

 

 

 

Lauren Riddle

Governance Support Officer

 

 

Telephone: 03 477 4000

governance.support@dcc.govt.nz

www.dunedin.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

23 August 2023

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Apologies                                                                                                                                                                    4

2             Confirmation of Agenda                                                                                                                                        4

3             Declaration of Interest                                                                                                                                           5

4             Confirmation of Minutes                                                                                                                                       8

4.1       Toitū Otago Settlers Museum Board meeting - 17 May 2023                                                    9

Reports

5             Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report              11

 


Toitū Otago Settlers Museum Board

23 August 2023

 

 

1          Apologies

Apologies have been received from Cr Cherry Lucas and Cr Bill Acklin.

 

That the Board:

 

Accepts the apologies from Cr Cherry Lucas and Cr Bill Acklin.

2          Confirmation of agenda

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

23 August 2023

 

Declaration of Interests

 

 

 

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 or independent member and any private or other external interest they might have.

 

2.         Elected and Independent Members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.

 

 

RECOMMENDATIONS

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

 

Title

Page

a

Toitū Otago Settlers Museum Board Register of Interest - August 2023

6

 

 


Toitū Otago Settlers Museum Board

23 August 2023

 


 


Toitū Otago Settlers Museum Board

23 August 2023

 

Confirmation of Minutes

Toitū Otago Settlers Museum Board meeting - 17 May 2023

 

 

RECOMMENDATIONS

That the Board:

a)         Confirms the minutes of the Toitū Otago Settlers Museum Board meeting held on 17 May 2023 as a correct record.

 

 

Attachments

 

Title

Page

A

Minutes of Toitū Otago Settlers Museum Board meeting held on 17 May 2023

9

 

 


Toitū Otago Settlers Museum Board

23 August 2023

 

 

 

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 17 May 2023, commencing at 9:30 am.

 

PRESENT

 

Chairperson

Mr Phil Dowsett

 

Members

Mr Peter Smith

Cr Kevin Gilbert

 

Cr Cherry Lucas

Mrs Susan Schweigman

 

IN ATTENDANCE

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

 

Governance Support Officer                  Lauren Riddle

 

 

 

Mr Dowsett welcomed returning members and Councillors Gilbert and Lucas to the meeting.  He provided background to the establishment of the Board, its role as an advisory group, area of responsibility and the Board’s delegations.

 

1          APOLOGIES

 

             Moved (Mr Phil Dowsett/Mr Peter Smith):

             That the Board:

                         Accept the apology from Cr Bill Acklin.

             Motion carried

 

2          CONFIRMATION OF AGENDA

 

 

Moved (Mr Phil Dowsett/Cr Cherry Lucas):

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.

 

Peter Smith advised of two changes to the register of interest: 1) he is no longer Trustee and Secretary of the Dunedin East Rotary Charitable Trust 2) his change in role with the Otago Settlers Association from Chairperson to that of Past President.

 

 

Moved (Mr Phil Dowsett/Cr Kevin Gilbert):

That the Board:

 

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

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

Motion carried

Reports

4          Toitū Otago Settlers Museum Activity Report

 

Cam McCracken, Director – DPAG, Toitu, Lan Yuan and Olveston) spoke to the report and responded to questions.

 

 

Moved (Mr Phil Dowsett/Mrs Susan Schweigman):

That the Board:

 

Notes the Toitū Otago Settlers Museum Activity Report for the period 1 July 2022

to 31 March 2023. 

            

Motion carried

 

5          Meeting Schedule 2023

 

The meeting schedule for the 2023 year (17 May, 23 August and 22 November) was tabled for discussion. Members noted that the Board would normally meet quarterly but that appointments for the 2022-2025 triennium were not able to be finalised until April 2023.

 

It was advised that the meeting schedule for 2024 would be on a quarterly basis.

 

 

Moved (Mr Phil Dowsett/Cr Kevin Gilbert):

That the Board:

 

Agrees the Meeting Schedule for 2023.

 

Motion carried

 

The meeting concluded at 10:15 am.

 

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

CHAIRPERSON


Toitū Otago Settlers Museum Board

23 August 2023

 

Reports

 

Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report

Department: Arts and Culture

 

 

 

 

EXECUTIVE SUMMARY

1                This report covers activities of Toitū Otago Settlers Museum (Toitū) and Lan Yuan Dunedin Chinese Garden (Lan Yuan) from 1 April to 30 June 2023.

 

  RECOMMENDATIONS

That the Board:

a)     Notes the Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report for the period 1 April to 30 June 2023. 

 

BACKGROUND

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

DISCUSSION

Visitation

3          Toitū recorded just over 210,000 visitors in 2022/23.  The annual visitation target is 250,000.  Visitation levels have not yet returned to their pre-COVID levels.

COLLECTIONS AND EXHIBITIONS

Exhibitions

4          Updates and scheduled changeouts to permanent display and public areas are as follows:

·        Hallenstein Collaborative Project: The Dunedin Glam sector is working collaboratively to mark the 150th anniversary of the founding of Hallenstein Brothers. The success of the business afforded the extended Hallenstein family great wealth, and many were generous benefactors to the Dunedin Public Art Gallery, Toitū, Tūhura Otago Museum, Dunedin Public Libraries, Hocken Library, and the University of Otago Special Collections Library. In October a booklet will be launched which guides visitors on a walking tour to take in a series of small exhibitions which explore the Hallenstein legacy of cultural treasures gifted to the City of Dunedin.

·        First Great City: The refreshed component of this exhibition will take place in October to coincide with the Hallenstein collaborative project. 

·        NZR Garage: Following the completion of building remediation works, the Exhibitions team is now well underway with construction of new plinths for displays. Toitū plans to launch the new and improved version of this exhibition space at the end of November ready for summer visitors. 

Journey to New Edinburgh

5          Toitū continues to roll out the short films which focus on the stories of specific settler families. These are currently available on the Toitū YouTube channel but will eventually be rolled out into the permanent displays across New Edinburgh and First Great City.

Online Outputs and Public Talks

6          Two Talking Pictures episodes were released to the Toitū YouTube channel.

7          Two Cool and Collected articles were published in the Otago Daily Times.

8          Eight public talks were delivered.

Collections

Support of Exhibitions Projects

9          The Collections team have provided a significant amount of support in preparing objects for the NZR Garage project.

Collections Projects

Digitisation

10        Current projects include the digitisation of:

·        Toitū’s collection of Otago Witness Illustrated Weekly Newspaper volumes 1900-1919; 1921-1922; 1926. The illustrated volumes are an invaluable resource that is difficult to access due to the condition of the volumes. Digital access will ensure the long term safety of the collection as well as making it more accessible. The project is being carried out through The Preserving Local History and Education Trust.

·        A Burton Brothers photographic album. This early album contains images from around New Zealand in the Victorian era but is in poor condition due to deterioration of its spine and warping of some of the card.

Collection Management

11        Work on revising the Collections Policy and Collecting Plan continues as part of a wider project including the need to address hazards in the Toitū collection. In particular work continues on our approach to collections containing asbestos and chemical hazards.

Archive Statistics

12        Staff processed 98 written public enquiries and 20 telephone enquiries during the reporting period. 

AUDIENCE DEVELOPMENT

Enriching Local Curriculum (ELC) – Education

13        The education room was redecorated this reporting period with new paint, shelving and blinds making it a lighter, brighter, and more welcoming environment for our visiting ākoka. Some themes covered in the past few months include: 

·        Kāi Tahu migration, first contact (sealers and whalers), Across the Ocean Waves (what life was like in steerage and upon arrival in Dunedin), parehaka and connections with Dunedin, Otago Chinese History, early Otago settlement (covering Māori, European and Chinese migration and experiences), the impact of colonisation on mana whenua, the Early Scottish immigrants on the Philip Laing, local histories (Waikouaiti School), transport, forces, motions and machines, and general museum explorations and experiences.

·        Through the outreach programme, the Kaiako Māori has facilitated sessions at Lee Stream School, helping ākoka develop a design for their new school signage based on their rohe – the legend of Matamata. Also visits to Portobello school where the ākoka developed a mural depicting the story of Tarewai. Students first identified the local landmarks that should feature in the story, then discussed which tools and technologies from Toitū should feature in their 300-year-old landscape mural. At Tahuna Intermediate the Kaiako taught a leadership group the Matariki waiata-ā-ringa which they then taught their own class in preparation for their Matariki whānau evening. 

Visitor Programmes

14        It has been pleasing to see the strong uptake in visitation in public attendance at the suite of events developed and facilitated through the Visitor Programme team. A wide variety of self-guided gallery trails, public talks, workshops, demonstrations, and performances were offered during this reporting period including:

·        ANZAC Day commemorations. Toitū opened after the dawn service, serving refreshments to over 600 people, the largest number the museum has had for several years. There were a number of related performances and activities offered throughout the weekend.

·        Workshops continue to be popular and are routinely booked out with good demand from families, couples, and individuals of all ages. Examples include the newly introduced gold panning workshops, Easter cake decorating and Matariki themed biscuit and cake pop workshops with guest tutor Jessie Taylor, free workshops on creating your own environmentally friendly sanitary products lead by Sew on Care, and Junior Genealogists – children’s themed activities in the research centre, inspiring children to learn about their family history.

·        There were also several demonstrations including expert Brian Ellis showcasing the ancient art of Penjing, the Dunedin Spinners and Weavers Guild’s monthly meet up and spinning, knitting, and crocheting demonstration in the Josephine Foyer, World Knit in Public Day – a knitting project by a talented Otago Polytechnic School of Art student.

·        Toitū also presented a range of live performances with local and visiting artists including a children’s musical session by Suzy Cato and Mr Roberelli, International Dance Day with Michael Parmenter and Kate Grace who led participants on a journey through the history of partner folk dances, the monthly Josephine Mini-Bal dance sessions, musicians Jo Smith and Jared Little, the Dunedin Rock Choir, and the Waitai Warblers.

·        The regular public talks and Tuesday Club continue to have good attendance with speakers including Otago Art Society member Doug Hall, staff from the Dunedin Wildlife Hospital, and Daphne Lee who discussed her work at Foulden Maar, one of New Zealand’s pre-eminent fossil sites. A Toitū favourite, Toddler Time returned after a lengthy hiatus and incorporated a short museum engagement session for our youngest visitors with stories, exploration, songs and activities linking to a monthly theme.

Commercial Activity

15        During the reporting period Toitū retailing achieved an increase of 34% compared with the same period last year. The increased visitation had a positive effect on sales.

16        As end of June marked the conclusion of the financial year for the Toitū shop, retail highlights include selling more than 3066 homeware items, 2500 cards, 2244 toys and 692 books. 

17        The Toitū shop held a successful instore sale 6 – 16 April which coincided with the school holidays. 

18        Toitū held a number of paid hire functions between April – June 2023:

·        April 2023 – 11 bookings

·        May 2023 – 6 bookings

·        June 2023 – 5 bookings

19        This is a substantial increase in business compared with previous years.

20        The Commercial Manager attended MEETINGS 23 at Tākina in Wellington 20 – 22 June to promote venue spaces across Toitū, Lan Yuan and DPAG. MEETINGS is an annual New Zealand trade event focused on the promotion of Business Events. The Commercial Manager met with 26 groups of clients who are interested in bringing their event and function business to Dunedin in the future. Some of the buyers were from Australia but most were based in New Zealand. The attendees were very impressed with the Toitū and Lan Yuan venue spaces and especially liked that Toitū and Lan Yuan provided venues with a difference.  

21        The Functions and Commercial Events Coordinator at Toitū and Lan Yuan promoted venue hire spaces at The Dunedin Wedding Expo held in May 2023. The Dunedin Wedding Expo targets the bridal market and includes over 40 of the most prestigious wedding and bridal suppliers and vendors from the local area.

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 - Director DPAG, Toitū, Lan Yuan and Olveston

Authoriser:

Jeanette Wikaira - General Manager Community Services (Acting)

Attachments

 

Title

Page

a

Toitū Otago Settlers Museum Board Delegations 2022-2025

18

 

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision 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

The Museum consults with and works with the Ngāi Tahu Advisory Group as well as Rūnaka on a regular basis. 

Sustainability

The principles of sustainability underpin all the activity of Toitū and Lan Yuan.

LTP/Annual Plan / Financial Strategy / Infrastructure Strategy

This report is for noting purposes only.

Financial considerations

This report is for noting purposes only.

Significance

This decision is considered low in terms of the Council’s Significance and Engagement Policy.

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 implications for Community Boards.

 


Toitū Otago Settlers Museum Board

23 August 2023