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 23 August 2023, commencing at 9:00 am.

PRESENT

Chairperson	Phil Dowsett
Members	Cr Kevin Gilbert	Susan Schweigman
	Peter Smith

IN ATTENDANCE

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

Governance Support Officer                  Lauren Riddle

The Chairperson welcomed attendees to the meeting.

1          Apologies

Apologies were received from Cr Cherry Lucas and Cr Bill Acklin.

             Moved (Mr Phil Dowsett/Mr Peter Smith):

             That the Committee:

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

Motion carried

2          Confirmation of agenda
	Moved (Mr Phil Dowsett/Mrs Susan Schweigman): That the Committee: 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.

Mr Smith advised he was to be recorded as the Past President for the Otago Settles Association and to remove his name as Trustee and Secretary to the Dunedin East Rotary Charitable Trust as the Trust was no longer in existence.

Moved (Mr Phil Dowsett/Cr Kevin Gilbert):

That the Committee:

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

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

Motion carried

4          Confirmation of Minutes

4.1       Toitū Otago Settlers Museum Board meeting - 17 May 2023
	Moved (Mr Phil Dowsett/Mr Peter Smith): That the Committee: Confirms the minutes of the Toitū Otago Settlers Museum Board meeting held on 17 May 2023 as a correct record. Motion carried

Reports

5          Toitū Otago Settlers Museum and Lan Yuan Dunedin Chinese Garden Activity Report
		The report from Arts and Culture covered activities of Toitū Otago Settlers Museum (Toitū) and Lan Yuan Dunedin Chinese Garden (Lan Yuan) from 1 April to 30 June 2023.   Mr Dowsett (Chairperson) advised that while the information on the Lan Yuan Chinese Gardens was informative to the Committee it was not required to be provided as part of the report for the Committee to note. Cam McCracken spoke to the report and advised that museum visitor numbers were on target to reach 250,000 and that the numbers appeared to be returning to numbers from pre Covid with the help of the visitor number from cruise ships. Discussion was held, including on the following sections of the report: Journey to New Edinburgh Cam McCracken advised that the feature film has been a highlight to visitors and very successful over the past few months with the next chapter of the story set to be released. Digitisation Cam McCracken advised that the service has been in high demand by researchers and that the digitisation and searchable sets of the Otago Early Settlers meeting minutes had been completed, and seen as a useful resource. Hazardous materials protocols Cam McCracken advised he would circulate an updated plan with the hazardous material items highlighted for members. Collections Policy and Collecting Planning Cam McCracken advised it is intended to bring an update to the November 2023 meeting on the Collections Planning and Policy. Visitors programmes ANZAC Day commemorations – Phil Dowsett advised that it was hoped that the Board would be able to provide more support for the 2024 commemorations, such as use of the Board’s rooms at Toitū. Commercial Activity Theatrette - Cam McCracken provided a verbal update on the plans for establishing a small capacity theatre at Toitū to show short films highlighting early history and information featured at Toitū, the Public Art Gallery, etc.  A further update will be provided to the November meeting. Otago Anniversary Day dinner celebration – Members expressed their desire to see this event return to the Toitū Otago Settlers Museum site.
	Moved (Mr Phil Dowsett/Cr Kevin Gilbert): That the Committee: Notes the Toitū Otago Settlers Museum Report for the period 1 April to 30 June 2023.  Motion carried

The meeting concluded at 9:26 am.

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CHAIRPERSON