Canterbury Museum Trust Board, Christchurch, New Zealand

CANTERBURY MUSEUM TRUST BOARD, CHRISTCHURCH, NEW ZEALAND

Notice is given of a meeting of the Canterbury Museum Trust Board to be held at 2.00 pm on Monday 11 September 2017 in the Boardroom at Canterbury Museum

Please congregate in the foyer at 1.55 pm to be escorted up to the Boardroom

AGENDA Agenda number Page number at top right bottom right

1 WELCOME

2 APOLOGIES

3 CONFLICTS OF INTEREST & UPDATES OF MEMBERS’ INTERESTS 3.1 Register of potential conflicts of interest (for noting) (Attached p 1)

4 HEALTH & SAFETY 4.1 Report by Jennifer Storer, Public Engagement Manager, Deputy Director, (Attached p 3) dated 31 August 2017, on Health & Safety

5 CONFIRMATION OF MINUTES OF PREVIOUS MEETING 5.1 Meeting held on Monday 14 August 2017 (Attached p 7) 5.2 Matters arising

6 CORRESPONDENCE 6.1 Ministry of Justice, dated 29 August 2017 (for noting) (Attached p 11)

7 FINANCE 7.1 Accounts for Payment for July 2017 To be tabled 7.2 Report by Nigel Tecofsky, Finance & Services Manager, dated 1 September (Attached p 15) 2017, on the draft unaudited financial statements for the year ended 30 June 2017

8 EMPLOYMENT COMMITTEE 8.1 Unconfirmed draft minutes of the Employment Committee meeting held on (Attached p 17) 28 August 2017 (for noting)

PUBLIC EXCLUDED SECTION Resolution to exclude the public

I move that the public be excluded from the following parts of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of its resolution are as follows:

Agenda General subject Reason for passing Ground(s) Item of each matter to this resolution in under section be considered relation to each matter 48(1) for the passing of this resolution 9 Confirmation of In s7(2)(h) To enable the Committee Minutes Museum to carry out, of previous without prejudice or meeting disadvantage, 10 Risk commercial activities and 11 Report on Auditor s7(2)(i) To enable to appointment Museum to carry on, 12 Unconfirmed draft without prejudice or Section 48(1)(a) minutes of the disadvantage, – The public Employment negotiations (including conduct of this Committee meeting commercial and matter would be held on industrial negotiations) likely to result in 28 August 2017 s7(2)(f) To enable the the disclosure of Museum to maintain information for effective conduct of which good public affairs through – reason to (i) the free and frank withhold exists expression of opinions under section 7 by or between or to members or officers or employees of the Museum, or any persons to whom section 2 (5) of this Act applies, in the course of their duty; or (ii) the protection of such members, officers, employees, and persons from improper pressure or harassment

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by sections 6 or 7 of the Act or sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above with respect to each item.

Resolution to readmit the public

I move that the In Committee business having been concluded, the public be readmitted, and the resolutions passed in committee be confirmed.

13 Director’s Study Leave 13.1 Anthony Wright will make a PowerPoint presentation on highlights from his recent study leave.

14 GENERAL BUSINESS

15 DATE OF NEXT MEETING 15.1 The next meeting is scheduled for Monday 9 October 2017. This will be a seminar meeting comprising of visits for Collections, Building Operations and Security & Risk.

CIRCULATION Michael McEvedy (Selwyn District Council) Mayor David Ayers (Waimakariri/Hurunui District Councils) Beverley Bolland (Canterbury Pilgrims & Early Settlers Assn) Cr Pauline Cotter (Christchurch City Council) Cr David East (Christchurch City Council) Cr Anne Galloway (Christchurch City Council) Annette Harris (Friends of Canterbury Museum) Puamiria Parata-Goodall (Te Rūnanga o Ngāi Tahu) Warren Poh (University of Canterbury) Dr Rod Syme (Canterbury Branch, Royal Society of New Zealand) Tom Thomson (Christchurch City Council)

Agenda item 3.1 board members – register of potential conflicts of interest

Name Potential conflict of interest

David Ayers Member of Waimakariri District Council Member of Greater Christchurch Urban Development Strategy Implementation Committee Member of Rangiora & Districts Early Records Society Member of Waimakariri-Passchendaele Trust North Canterbury Radio Trust Rotary Club of Rangiora Charitable Trust Heritage NZ Canterbury Historical Association

Beverley Bolland None declared

Pauline Cotter Christchurch City Council – City Councillor Chair of The Christchurch Agency for Energy Board of the Canterbury Joint Waste Committee

David East Managing Director – Cavalier Business Services Christchurch City Council – City Councillor Director - Civic Building Limited Trustee – Christchurch Stadium Trust Treasurer – Canterbury Neighbourhood Support Inc. Chairman – North Beach Surf Life Saving Club Treasurer – New Brighton Pier & Foreshore Society Inc. Anne Galloway None declared

Annette Harris None declared

Michael McEvedy Christchurch Catholic Diocesan Foundation - Chair Red Cross Earthquake Fund Commissioner Community Care Lincoln & Districts Patron Lincoln Community Care Trust - Chair Robin Allan Memorial Trust - Chair Christchurch City Council Ethics Committee – Convenor St John South Island Trust Selwyn Arts Trust – Chair Selwyn Central St John St John Honours – Chair Mason Foundation – Trustee Canterbury DHB Clinical Board Institute of Directors Connamara Family Trust NZ First Capital Canterbury Agricultural & Pastoral Association – Past President Canterbury DHB Consumer Council – Chair

Puamiria Parata-Goodall Christchurch Arts Centre – Trustee Lincoln University Council – Board Member Te Matatini – Board Member Te Taumutu Runanga – Executive Member Waitaha Cultural Council – Executive Member University of Canterbury – Ngai Tuahuriri Advisor to Campus Master Plan

1 Agenda item 3.1

Name Potential conflict of interest

Matapopore Charitable Trust – Project Consultant Creative New Zealand – Funding Assessor Te Pakura Limited – Director

Warren Poh Managing Director, Olsson Fire and Risk Council Member UC Director of Canterbury Rugby League

Rod Syme Mason Foundation – Chair

Tom Thomson Elastomer Products Ltd - Managing Director and Shareholder Compounding Specialists Ltd (Trading as Comspec) – Director and Shareholder NZ Manufacturers and Exporters Association – Board Member and IPP Motunau Beach RFF – Rural Fire Officer and Leadership Team member Institute of Directors – Member

As declared in Member profiles and at subsequent meetings

Updated 1 September 2017

2 Agenda Item 4.1

REPORT ON HEALTH AND SAFETY

To: Canterbury Museum Trust Board

From: Jennifer Storer, Public Engagement Manager, Deputy Director

Purpose To update the Board on key Health and Safety matters for the period 1 August 2017 to 31 August 2017 and year-to-date accident reporting.

Accident Reporting

No. Accident Details Level* Actions to Ensure Accident Does Not Reoccur 1 A staff member was opening a glass Accident Programme is in place to replace vial with tweezers when the vial Minor/Not the older glass vials which are shattered resulting in a small cut to her Notifiable quite brittle finger 2 A staff member working in the Mammal Near Miss The protruding piece of timber Attic Store had a near miss event when was not required as part of the he nearly struck his head on a storage so was sawn off and protruding piece of timber removed 3 A Contractor working at the 299 Accident Site Manager instructed worker Durham Street Quake City site had a Minor/Not on most appropriate control to drill bit get stuck in metal and the drill Notifiable ensure it does not occur again. spun around and hit him in the side of Discussed at site tool-box talk the head next day 4 A Contractor working at the 299 Near Miss Reported to Company Manager. Durham Street Quake City site slipped Scaffolding immediately altered to on mobile scaffolding whilst doing hot prevent a reoccurrence. works in the ceiling void Discussed at site tool-box talk next day *How bad was it? – Minor/Not Notifiable, Minor/Notifiable, Serious/Not Notifiable or Serious /Notifiable

Risk Reporting One new risk and two ongoing

No. Risk Details Risk Eliminate / Actions Taken to Residual Rating* Minimise Eliminate or Minimise Risk Hazard 1 Potential: Respiratory A Eliminate Ordered replacement, to Ongoing issues due to be installed Oct/Nov ineffectiveness of dust 2017 extraction system in Carpentry Workshop 2 A sample of A Mitigate Autunite was tested by C Autunite is on display. It National Radiation is a mineral that contains Laboratory and radiation uranium with associated is of very minor nature. health risks Slight increased risk if handled without precautions. Item to be taken off display and

Agenda Item 4.1

replaced with better sample in Dec 17. 3 Boxes of books are C Eliminate Looking at solutions i.e. Ongoing stacked five high in DRC place boxes on shelving waiting to be relocated to or look to have Documentary History assistance when moving Store. Access to the boxes contents particularly of lower boxes could result in back and muscle strains 4 Potential for contractors / C Mitigate Warning sign notifying of D others to be trapped workers in service duct behind Documentary to be placed out History Store if whenever access to compactor units closed service duct is required whilst they are in service (this physically stops the duct compactors from being able to be shut as long as people remember to use it). *Risk Rating A – highest > D – Lowest

Key Health and Safety Developments / Lead & Lag Indicators

1. Continuous Improvement a. Hazard Assessments and Task Analyses to be written for common tasks (as well as specific one-off tasks) b. Health and Safety Systems Audit, H&S Manual to be reviewed

2. Health & Safety Committee met in August 2017. 3. Museum staff training is up to date. 4. Evacuation chairs (to assist those who can’t use stairs down stairs in an emergency). 5. Emergency Policy and Procedures drafted. 6. Programme encouraging near misses to be reported underway.

2016-2017 Accident Reporting Accident Data 2017/2018 2016/2017 2015/2016 Year-to-date Total Year Total Year Total accidents 5 42 38 Total serious harm accidents 0 0 0 Total accidents attributable to Museum negligence 0 0 0 Visitor Accidents per reporting year 1 25 17 Percentage visitor accidents / total visitors 0.001% 0.003% 0.002% Total staff accidents 2 15 19 Total workdays lost 0 0 0

Agenda Item 4.1

There has been a total of 5 accidents for the year-to-date as follows:  Staff - 2  Visitors - 1  Contractors - 2

*Includes ergonomic, psychological, chemical and other non-physical accidents

The types of the accidents for the year-to-date are:  Trips / falls - 1  Collisions / bangs – 1  Cuts / scratches - 3  Other physical - 0  Other - 0

The locations of the accidents for the year-to-date are:  Level 1 galleries - 0  Level 3 galleries - 1  Special Exhibitions – 0  Discovery - 0  Cafe - 0  Quake City - 2  Stores / Labs - 1  Workshops - 0  Offices – 1  Other - 0

*Includes staffroom, shop, external Museum areas and Red Bus Tour

RECOMMENDATION

That the report be noted.

Jennifer Storer Public Engagement Manager, Deputy Director 31 August 2017

6 Agenda item 5.1

CANTERBURY MUSEUM TRUST BOARD, CHRISTCHURCH, NEW ZEALAND

Minutes of a meeting held on Monday 14 August 2017 commencing at 2.00 pm in the Board Room

Present: Michael McEvedy (Chair), David Ayers, Pauline Cotter, Anne Galloway, Annette Harris, Puamiria Parata-Goodall, Warren Poh (from 2.15 pm), Rod Syme, Tom Thomson

In Attendance: Vicki Blyth, Lesley Colsell, Carmen Marsh, Julie Robertson-Steel (minutes), Jennifer Storer, Nigel Tecofsky, Anthony Wright

1 WELCOME The Chair welcomed Board members to the meeting and Julie Robertson-Steel was introduced as Director Anthony Wright’s new EA.

2 APOLOGIES Apologies were received from Beverley Bolland and David East.

17/57 Resolved that the apologies be received. (R Syme/T Thomson)

3 CONFLICTS OF INTEREST & UPDATES OF MEMBERS’ INTERESTS 3.1 Pauline Cotter advised that David East is no longer a Director of Transwaste Limited, Burwood Resource Recovery Park and Tirimoana Station. Any other updates were requested to be forwarded by members to Julie Robertson-Steel.

4 HEALTH AND SAFETY 4.1 The report by Jennifer Storer, Public Engagement Manager, Deputy Director, dated 31 July 2017, on Health & Safety was reviewed. Board members were advised that there is very active participation by members of the Health and Safety Committee.

17/58 Resolved that the Health and Safety report be noted. (R Syme/P Cotter)

5 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 5.1 The minutes of the meeting held on Monday 10 July 2017 were reviewed. It was noted that under item 7.3 the estimated cost of earthquake insurance for material damage to the buildings should read ‘approx. $750,000 to $1,000,000’ and this will be amended.

17/59 Resolved that, subject to the amendment to item 7.3, the minutes of the Canterbury Museum Trust Board meeting held on Monday 10 July 2017 be adopted as a true and correct record. (A Harris/T Thomson) 5.2 Matters arising There were no matters arising.

6 QUARTERLY REPORTS 6.1 The quarterly report for April to June 2017 was reviewed. Anthony Wright, Director, noted that 28,770 visits to the Air New Zealand cockpit had been omitted from the visitor numbers for the Air New Zealand 75 Years exhibition.

7 Agenda item 5.1

17/60 Resolved that the Director’s quarterly report be received. (P Parata-Goodall/T Thomson)

7 FINANCE 7.1 The Accounts for Payment for June 2017 were reviewed by the Board.

17/61 Resolved that the Accounts for Payment for June 2017 be confirmed. (R Syme/D Ayers)

8 POLICY AND PROCEDURES 8.1 The report by Carmen Marsh, Projects Office Manager, dated 27 July 2017 and the new Accessibility Policy and Accessibility Procedures were reviewed by the Board. The Board noted that elements of the Policy and Procedures already exist within other Canterbury Museum documents; however adopting the Policy and Procedures will encourage staff to think about all aspects of access and the Policy and Procedures will also be utilised for travelling exhibitions. They cover access to the Museum’s collections for people outside of Canterbury also. Consultation with non-visitors (those who do not visit the Museum at present) is intended to find out what the barriers to visiting are.

Thanks were extended to the Museum’s Strategy Team for their work in producing the Policy and Procedures.

17/62 Resolved that the report be noted, the Accessibility Policy be adopted and the Procedures noted. (T Thomson/D Ayers)

9 EXECUTIVE COMMITTEE 9.1 The Board noted the report by Jennifer Storer, Public Engagement Manager, Acting Director, dated 3 August 2017 of an Executive Committee decision to proceed with an application to the Lotteries Grant Board for $233,095 to catalogue 70,000 specimens from the Peter Johns invertebrate collection.

17/63 Resolved that the Executive Committee decision on the application to the Lotteries Grant Board be noted. (Chair/R Syme)

10 INVESTMENT COMMITTEE 10.1 The draft unconfirmed minutes of the meeting held on 31 July 2017 were reviewed.

17/64 Resolved that the draft unconfirmed minutes of the Investment Committee meeting held on 31 July 2017 be noted. (Chair/D Ayers)

PUBLIC EXCLUDED SECTION 17/65 Resolved to exclude the public from the following parts of the proceedings of this meeting.

8 Agenda item 5.1

Agenda General subject Reason for passing Ground(s) Item of each matter to this resolution in under section be considered relation to each matter 48(1) for the passing of this resolution 11 Confirmation of In S7(2)(h) To enable the Committee Museum to carry out, minutes of without prejudice or previous meeting disadvantage, 12 Risk commercial activities and 13 Investment s7(2)(i) To enable to Committee (in Museum to carry on, Committee) without prejudice or Section 48(1)(a) minutes of meeting disadvantage, – The public held 31 July 2017 negotiations (including conduct of this commercial and matter would be industrial negotiations) likely to result in s7(2)(f) To enable the the disclosure of Museum to maintain information for effective conduct of which good public affairs through – reason to (i) the free and frank withhold exists expression of opinions under section 7 by or between or to members or officers or employees of the Museum, or any persons to whom section 2 (5) of this Act applies, in the course of their duty; or (ii) the protection of such members, officers, employees, and persons from improper pressure or harassment

17/71 Resolved that the In Committee business having been concluded, the public be readmitted, and the resolutions passed in committee be confirmed. (P Cotter/D Ayers)

14 GENERAL BUSINESS 14.1 The Board noted that the opening of Quake City is scheduled for 14 September 2017. There will be a small event on 15 September to thank all those involved in the project, a famil for the tourism industry on 20 September and an ‘At

9 Agenda item 5.1

Home’ for staff on 21 September. Board members will be invited to the ‘At Home’. The opening weekend will be free to the public.

14.2 Council representatives on the Board agreed to send to Vicki Blyth their respective Council’s contact details for the Museum’s media releases.

14.3 CLA ‘behind the scenes’ evening visits are scheduled for 11 and 25 October. Invitations will be sent to all Board members and Council representatives and they were asked to encourage their fellow councillors to attend.

14.4 Anthony Wright, Director will make a presentation to the Board on his recent overseas study tour. Thanks were extended to the Museum senior management team for their work whilst he was overseas.

15 DATE OF NEXT MEETING 15.1 The next meeting was scheduled for Monday 11 September 2017.

The meeting closed at 3.10 pm.

Confirmed as a true and correct record.

…………………………………………….. Chairperson

…………………………………………….. Date

10 11 12 Agenda item 7.1

FINANCE Accounts for Payment for July 2017

to be tabled

14 Agenda Item 7.2

REPORT ON DRAFT UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2017

To: Canterbury Museum Trust Board

From: Nigel Tecofsky, Finance & Services Manager

Purpose To report to the Board for their information on the draft financial statements for the year ended 30 June 2017.

Background Grant Thornton auditors will be performing their audit fieldwork in September and will communicate any necessary changes to the Finance & Services Manager by early October. The Audit & Risk Committee will meet on 21 October to discuss the draft financial statements before the final financial statements are presented to the Board for adoption on 13 November 2017.

Current Status At the end of the 2016/17 financial year, the draft financial statements show total income is 114.6% of the annual budget and the total operating expenses are 91.0%. The larger variances are noted as follows:

Grants have exceeded budget due to two large grants from the Lottery Grants Board for Rock Art digitisation and an Invertebrate project. Other Trading Income includes the Air NZ exhibition merchandise and the Rolleston Avenue carpark licence income from the CCC which were negotiated after the budgets had been set. The carpark income is on-paid to Ravenscar House of Art and Design who lease the property from the Museum until construction of Ravenscar House is completed. The Café income is less than budgeted as the Café structure was changed in January 2017 from a Management Agreement (where all turnover and expenditure was shown) to a Lease Agreement (where only the net lease payment is shown). There was also a $259,396 gain on the sale of shares which was not budgeted for. The budget for Interest and Dividends was decreased for 2016/17 due to the anticipated funding requirements of the Museum Project. As these funds have not been required as yet, the income is higher than budgeted.

The staffing expenses are 103.8% of budget due mainly to the grant-funded staff working on the Invertebrate project which had not been budgeted for, and the additional Air NZ exhibition staff which were partially funded by the merchandise income. Public Programmes is 111.1% of budget due to some significant exhibition costs incurred for the 2017/18 WWI exhibition and also the ‘make good’ of the Quake City exhibition at the end of its lease. The Board/SMT/Overheads expenses is under budget mainly due to lower collection acquisition expenditure and savings due to the Museum Project timing.

Overall the profit from operating activities is $2,451,126 compared to a budgeted profit for the year of $84,574.

The Capital donation is the $5m gift of the Rolleston Avenue carpark from the Christchurch City Council for the Ravenscar House project. The material damage earthquake insurance claim of $13.65m was received in September.

RECOMMENDATION That the report be noted.

Nigel Tecofsky Finance & Services Manager 1 September 2017

15 Agenda Item 7.2

Canterbury Museum Consolidated Statement of Financial Performance For the 12 months ended 30 June 2017 100%

FINANCIAL REPORT Actual Budget Variance % Var at Year to Annual at 100% of Actual v 100% of date Budget budget Budget budget

INCOME Local authority operating levy and ex-gratia 8,293,083 8,293,084 (1) 100.0% (0.0)% Donations admission 168,825 175,000 (6,175) 96.5% (3.5)% Donations 22,005 11,000 11,005 200.0% 100.0% Grants 426,502 111,138 315,364 383.8% 283.8% Discovery Centre income 90,701 91,457 (756) 99.2% (0.8)% Lease income 123,776 75,000 48,776 165.0% 65.0% Café income 298,426 460,000 (161,574) 64.9% (35.1)% Image Service income 10,140 5,000 5,140 202.8% 102.8% Other trading income 907,318 506,915 400,403 179.0% 79.0% Gain/(loss) on shares 259,396 - 259,396 - - Interest and dividends on operating funds 1,244,622 610,000 634,622 204.0% 104.0% Other 523 - 523 - - Total income 11,845,317 10,338,594 1,506,723 114.6% 14.6%

EXPENSE Staffing expense 4,553,550 4,385,139 168,411 103.8% 3.8% Collections Registration & Curatorial 245,558 283,954 (38,396) 86.5% (13.5)% Public Programmes 1,880,475 1,692,140 188,335 111.1% 11.1% Communications 207,546 219,947 (12,401) 94.4% (5.6)% Board/SMT/Overheads 1,394,744 2,514,840 (1,120,096) 55.5% (44.5)% Total expense 8,281,874 9,096,020 (814,146) 91.0% (9.0)%

Surplus/(Deficit) before capital expenditure 3,563,443 1,242,574 2,320,869

Capital expenditure Fixed Asset purchases 5,354,836 700,000 4,654,836 765.0% 665.0% Asset replacement reserve (4,242,519) 458,000 (4,700,519) (926.3)% (1026.3)% 1,112,317 1,158,000 (45,683) 96.1% (3.9)%

Net profit/(loss) from operating activities 2,451,126 84,574 2,366,552

Capital donation 5,000,000 - 5,000,000 - - Earthquake insurance claims 13,650,000 900,000 12,750,000 1516.7% 1416.7% less earthquake remedial expenses (717,745) (900,000) 182,255 79.7% (20.3)% 12,932,255 - 12,932,255 - -

Net profit/(loss) 15,383,381 84,574 15,298,807

Other comprehensive income Capital Funds Received - - - - - Bequest donation 598,211 345,000 253,211 173.4% 73.4% Interest on trust and bequest funds 220,893 250,000 (29,107) 88.4% (11.6)% less bequest funded acquisitions (6,829) (900,000) 893,171 0.8% (99.2)% 812,276 (305,000) 1,117,276

Total comprehensive income 16,195,657 (220,426) 16,416,083

16 Agenda Item 8.1

CANTERBURY MUSEUM TRUST BOARD, CHRISTCHURCH, NEW ZEALAND

Minutes of a meeting of Employment Committee held in the Strategy Team Meeting Room on Monday 28 August 2017 at 2.00 pm

Present: Michael McEvedy (Chair), David Ayers, Beverley Bolland, Anthony Wright

1 APOLOGIES 1.1 There were no apologies.

2 MINUTES OF PREVIOUS MEETINGS 2.1 The minutes of the meeting held on 10 October 2016 were reviewed.

E17/1 Resolved that the minutes of the Employment Committee meeting held on 10 October 2016 be adopted as a true and correct record. (Chair/B Bolland)

PUBLIC EXCLUDED SECTION E17/2 Resolution to exclude the public I move that the public be excluded from the following parts of the proceedings of this meeting.

General subject of Reason for passing this Ground(s) under each matter to be resolution in relation to section 48(1) for considered each matter the passing of this resolution 3 Minutes of Good reason to withhold Section 48(1)(a) - previous meetings information exists under Protect the 4 Director’s section 7(2)(a) To protect privacy of natural Performance the privacy of natural persons, Review persons, including that of including that of 5 Director’s Draft deceased natural persons deceased natural Performance Plan and s7(2)(i) To enable the persons 6 Director’s Museum to carry on, Remuneration without prejudice or Review disadvantage, negotiations (including commercial and industrial negotiations)

17 Agenda Item 8.1

(D Ayers/B Bolland)

E17/7 Resolved that the In Committee business having been concluded, the public be readmitted, and the resolutions passed in committee be confirmed. (D Ayers/B Bolland)

The meeting closed at 3.55 pm

Confirmed as a true and correct record.

…………………………………………….. Chairperson

…………………………………………….. Date