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 May 2020 via Zoom videoconferencing
AGENDA Agenda number Page number at top right bottom right
1 WELCOME
2 APOLOGIES Annette Harris
3 CONFLICTS OF INTEREST & UPDATES OF MEMBERS’ INTERESTS (Attached p 1)
4 CORRESPONDENCE 4.1 Letter of appointment from Te Rūnanga o Ngāi Tahu dated 14 April 2020 (Attached p 3) 4.2 Email regarding extension of appointment from Christchurch City Council dated 8 April 2020 (Attached p 5) 4.3 Email exchange with the Office of the Auditor General from 20 February – 1 (Attached p 7) April 2020 4.4 Proposal by Grant Thornton received 2 April 2020 (Attached p 11) 4.5 Reply by the Museum dated 17 April 2020 (Attached p 17) 4.6 Chair to provide verbal report
5 HEALTH & SAFETY 5.1 Report by Neil Phillips, Acting Public Engagement Manager dated 1 May (Attached p 19) 2020, on Health & Safety for March and April 2020
6 CONFIRMATION OF MINUTES OF PREVIOUS MEETING 6.1 Meeting held on Monday 9 March 2020 (Attached p 23) 6.2 Email/resolution closure of Museum to the public on Saturday 21 March 2020 6.3 Matters arising
7 COMMITTEE MEMBERSHIP 7.1 Report by David Ayers, Chairperson, dated 30 April 2020, on Canterbury (Attached p 29) Museum Trust Board Committee Membership
8 QUARTERLY REPORT 8.1 Quarterly Report for January – March 2020 (Attached p 41)
9 ANNUAL PLAN 9.1 Report by Nigel Tecofsky, Finance and Services Manager, dated 4 May 2020 (Attached p 51) on draft Annual Plan 2020-21 submissions
10 FINANCE 10.1 Accounts for Payment for February and March 2020 To be tabled
11 INVESTMENT COMMITTEE 11.1 Draft unconfirmed minutes of the investment committee meeting held on To be tabled Thursday 7 May 2020
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 of Reason for passing Ground(s) Item each matter to be this resolution in under section considered relation to each matter 48(1) for the passing of this resolution 12 Confirmation of In S7(2)(h) To enable the Committee Minutes Museum to carry out, of previous meeting without prejudice or disadvantage, 13 Risk commercial activities and s7(2)(i) To enable to 14 Investment Museum to carry on, Committee without prejudice or disadvantage, Section 48(1)(a) 15 The Museum Project negotiations (including – The public commercial and conduct of this 16 Quake City industrial negotiations) matter would be s7(2)(f) To enable the likely to result in 17 Board and Chief Museum to maintain the disclosure of Executive only effective conduct of information for public affairs through – which good (i) the free and frank reason to expression of opinions withhold exists by or between or to under section 7 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.
Recommended that in accordance with section 48(5) of the Local Government Official Information and Meetings Act 1987 that the Director, Acting Public Engagement Manager, Finance and Services Manager, Communications and Marketing Manager and Projects Office Manager remain in the public excluded session because of their knowledge of the issues involved.
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.
18 GENERAL BUSINESS
19 DATE OF NEXT MEETING 19.1 The next meeting is scheduled for Monday 8 June 2020
CIRCULATION David Ayers (Waimakariri/Hurunui District Councils) Michael McEvedy (Selwyn District Council) Beverley Bolland (Canterbury Pilgrims & Early Settlers Assn) Cr Pauline Cotter (Christchurch City Council) 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) Susan McCormack (University of Canterbury) Rob Cruickshank (Canterbury Branch, Royal Society of New Zealand) Tom Thomson (Christchurch City Council)
Agenda item 3 board members – register of potential conflicts of interest
Name Potential conflict of interest
David Ayers Member of Rangiora & Districts Early Records Society Rotary Club of Rangiora Charitable Trust - Secretary Heritage NZ - member Canterbury Historical Association - member Christ Church Reinstatement Review Panel Kaiapoi District Historical Society – member Waimakariri Landmarks Group – member Board of Administration Methodist Church of NZ – member Methodist Connexional Property Committee - member Beverley Bolland None declared Pauline Cotter Christchurch City Council – City Councillor Chair of The Christchurch Agency for Energy Robert Cruickshank Christchurch City Council – Employee New Zealand Journal of Zoology – Associate Editor Canterbury Branch of Royal Society of New Zealand – Council Member Entomological Society of New Zealand – Executive Committee Member David East Member of Institute of Directors Trustee of Christchurch Stadium Trust Trustee of Canterbury Sports Foundation Limited Life Member of Surf Life saving NZ Managing Director of Cavalier Business Services Anne Galloway Christchurch City Council – City Councillor Mayors Welfare Fund - Chair Annette Harris None declared Susan McCormack Kiwi Rail – Board member, and Deputy Chair Mortlock McCormack Law – Past Partner Institute of Directors Soddard Family Trust 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 Christchurch City Council Ethics Committee – Convenor St John South Island Trust Selwyn Arts Trust – Chair Selwyn Central St John St John Honours 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 Puamiria Parata-Goodall Christchurch Arts Centre – Trustee Lincoln University Council – Board Member Te Taumutu Runanga – Executive Member University of Canterbury – Ngai Tuahuriri Advisor to Campus Master Plan
1 Agenda item 3
Creative New Zealand – Funding Assessor Te Pakura Limited – Director Tom Thomson ONZM Elastomer Products Ltd - Managing Director and Shareholder Compounding Specialists Ltd (Trading as Comspec) – Director and Shareholder NZ Manufacturers and Exporters Association – Board Member Motunau Beach RFF – Rural Fire Officer and Deputy Controller Institute of Directors – Member United Fire Brigade Association NZ – Board Member Anthony Wright Antarctic Heritage Trust – Deputy Chair AHT Expedition Endurance Limited - Director CCC Public Art Advisory Group – Chair Clark Collection Scholarship- Selection panel member Council of Australasian Museum Directors – Executive Committee Cranleigh Barton Estate Trust – Advisory Trustee Friends of Canterbury Museum – Committee Government House Gardens Auckland Committee – Member Mason Foundation – Trustee New Zealand Botanical Society – President Robin S Allan Memorial Fund – Trustee
As declared in Member profiles and at subsequent meetings
Updated 10 March 2020
2
14 April 2020
Anthony Wright Director Canterbury Museum Trust Board Rolleston Avenue Christchurch 8013
Tēnā koe Anthony
Te Rūnanga o Ngāi Tahu Representative - Canterbury Museum Trust Board
Following completion of our internal appointment process, please be advised that, on behalf of Te Rūnanga o Ngāi Tahu, Te Kāhui Kahukura agreed unanimously, to re-appoint Puamiria Parata-Goodall as the Te Rūnanga o Ngāi Tahu representative to the Canterbury Museum Trust for a further three year term.
Nāhaku noa, nā
Hana O’Regan General Manager – Oranga
Te Rūnanga o Ngāi Tahu 15 Show Place, Addington, Christchurch 8024 PO Box 13-046, Christchurch, New Zealand Phone + 64 3 366 4344, 0800 KAI TAHU Email: [email protected] Website: www.ngaitahu.iwi.nz
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4 Agenda item 4.2
From: Hall, Darel [mailto:[email protected]] Sent: Wednesday, 8 April 2020 9:43 a.m. To: East, David (Private) Subject: Museum Trust
Kia ora David
I hope is well in your bubble.
Given the Covid-19 situation and uncertainty, the Mayor has asked if you are willing to continue your service on the Museum Trust.
She hopes you will accept an appointment that will continue through to the end of the year, ending earlier if circumstances allow.
Ngā mihi,
Darel Hall | Senior Advisor | Office of Mayor & Chief Executive P: 941 6376 M: 027 229 0930 E: [email protected] W: www.ccc.govt.nz Civic Offices, 53 Hereford Street, Christchurch PO Box 73016, Christchurch 8154
From: David East [mailto:[email protected]] Sent: Wednesday, 8 April 2020 10:02 a.m. To: 'Hall, Darel' Subject: RE: Museum Trust
Yes happy to continue
Rgds David East
From: David East
FYI
David
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6 Agenda item 4.3
From: Murray Powell [mailto:[email protected]] Sent: Thursday, February 20, 2020 9:46 AM To: Anthony Wright
Good morning Anthony. You’ll probably be aware that the contract for Grant Thornton to complete the audit of your organisation on behalf of the Auditor-General expired with the completion of the audit for the financial year ended 30 June 2019. I apologise that I have not contacted your before now about that.
Normally at the completion of an audit contract, the Auditor-General (who is your organisation’s statutory auditor) would renew the auditor’s appointment for a further term unless there were compelling reasons not to. From a review of the recent history of your audit, and discussions with your Sector Manager, this office is not aware of any such reasons. If you have a different view of that, please contact me as soon as possible to discuss. Otherwise, the Auditor-General, intends to renew the appointment of Grant Thornton to undertake the audit on his behalf. The Auditor-General may require a change of appointed auditor within that firm, and Grant Thornton will discuss that with you if necessary. The contract renewal term would normally be 3 years. If it needs to be for a different period, they will discuss that with you.
Audit Proposal I have asked your appointed auditor to prepare a draft Audit Proposal (in due course) for discussion with you, and those discussions may have already commenced. The proposal will cover the statutory basis for the audit, key staff assigned to the audit, and the audit hours and fees for each year of the audit – together with explanations and justification for any changes from the previous contract. Importantly, it also contains the appointed auditors’ key expectations of your organisation in relation to the audit. You should take the opportunity to discuss those expectations with your appointed auditor, as well as jointly looking for other factors within your control where the audit can be made less time consuming and more efficient, and possibly reduce audit costs. Once you and the appointed auditor have agreed the terms of the audit, they will ask you to countersign the proposal as evidence of your organisations’ acceptance of the terms, and they will send it to me, leaving you a copy for your records. The proposal will eventually form part of the appointed auditor’s contract with the Auditor-General.
Below is a link to our report about how auditors are appointed and audit fees set in the public sector. You should find this information useful in preparing for discussions with Grant Thornton. http://www.oag.govt.nz/2011/appointing-auditors-and-setting-audit-fees
Auditor Independence The Auditor-General sets independence standards for auditors acting on his behalf, which include the standards set by the External Reporting Board. There are also limits set on the nature and amount of work (other than normal assurance work typically undertaken as an extension of the annual audit engagement) that can be undertaken for an entity by any audit service provider. Such additional work also includes anything done by other offices of the same auditing firm while that firm is engaged to audit your entity on behalf of the Auditor-General. If you have any concern that some work your organisation expects your auditor to undertake, or may ask your auditor to undertake, may breach these independence standards, you are welcome to seek a view from this office.
7 Agenda item 4.3
If you wish to discuss any aspect of the re-appointment process, or, after discussion with your auditor, require my analysis of the proposed audit fee, please contact me on 04 917 1522, or e-mail me
I’m conscious that I should also provide this information to the Board chairperson, but I don’t have their email address. Would you please forward it to them.
Thanks, Murray Powell Director Auditor Appointments Office of the Auditor-General Te Mana Arotake 100 Molesworth Street, Thorndon, Wellington 6011 PO Box 3928, Wellington 6140 Ph: 04 9171500 DDI: 04 9171522 Mob: 021 222 6274 Fax: 04 9171549 www.oag.govt.nz
From: Anthony Wright [mailto:[email protected]] Sent: Friday, 13 March 2020 2:44 PM To: Murray Powell
Tēnā koe Murray
I have now had an opportunity to speak with the newly elected Chair and Deputy Chair of the Board, and with the recently retired Audit and Risk Chair.
The upshot is that our Chair would appreciate the opportunity for a telephone conversation with you to talk through the position the Museum finds itself in. He is David Ayers (recently retired Mayor of Waimakariri), who has been on the Board for nine years, and Deputy Chair for the last term. He is happy for you to ring him directly:
[REMOVED]
Following that conversation, I will write to you with a formal response from the Museum.
With kindest regards Ngā mihi Anthony
Anthony Wright ● Director Canterbury Museum, Rolleston Avenue, Christchurch 8013, New Zealand P +64 3 366 5000 ● DDI +64 3 366 9429 ext 822 ● M +64 21 679 957 ● F +64 3 366 5622 [email protected] ● www.canterburymuseum.com
From: Murray Powell [mailto:[email protected]] Sent: Wednesday, 1 April 2020 9:10 a.m. To: Anthony Wright
Kia ora Anthony. I’ve just spoken to David Ayers. He will contact you.
8 Agenda item 4.3
In the absence of any significant or compelling need to change the audit firm for Canterbury Museum, I’ll get Michael Stewart of Grant Thornton to now contact you about the next audit period. Michael will need to stand down from the audit after 2021, and another Grant Thornton partner will be proposed for appointment for 2020.
Best regards, and stay safe in these unusual times. Nga mihi Murray Powell Director Auditor Appointments Office of the Auditor-General Te Mana Arotake 100 Molesworth Street, Thorndon, Wellington 6011 PO Box 3928, Wellington 6140 Ph: 04 9171500 DDI: 04 9171522 Mob: 021 222 6274 Fax: 04 9171549 www.oag.govt.nz
From: Anthony Wright
Kia ora Murray
I’ve now spoken with David Ayers after his further call to you and can confirm the Museum’s position.
As he informed you, the Museum is poised to enter into a large $195m capital project which is essential for the Museum’s long-term survival on its present site. While there is no reason the change auditors at this point in time, a change in, say, 3 years’ time is likely to be disruptive.
We ask that you take this into consideration in your decision making going forward.
With kind regards Nga mihi hui Anthony
Anthony Wright ● Director Canterbury Museum, Rolleston Avenue, Christchurch 8013, New Zealand P +64 3 366 5000 ● DDI +64 3 366 9429 ext 822 ● M +64 21 679 957 ● F +64 3 366 5622 [email protected] ● www.canterburymuseum.com
The contents of this email are confidential. If you have received this communication by mistake, please advise the sender immediately and delete the message and any attachments. The views expressed in this email are not necessarily the views of Canterbury Museum.
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10 11 12 13 14 15
16
17 April 2020
Michael Stewart Partner Grant Thornton New Zealand PO Box 2099 CHRISTCHURCH 8011
By email: [email protected]
Tēnā koe Michael
Proposal to conduct the audit of the Canterbury Museum Trust Board and subsidiaries on behalf of the Auditor-General for the 2020, 2021 and 2022 financial years
Thank you for your letter received 2 April 2020. We are happy to accept this proposal.
A signed version of the letter is attached to this email. Please let me know if you require a signed hard copy once we have returned to the Museum.
I hope you and your whanau are safe and well.
With kind regards Ngā mihi nui
Anthony Wright Director
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18 Agenda Item 5.1
REPORT ON HEALTH AND SAFETY
To: Canterbury Museum Trust Board
From: Neil Phillips, Acting Public Engagement Manager
Purpose
To update the Board on key Health and Safety matters for the period 1 March 2020 to 30 April 2020 and year-to-date accident reporting.
Accident Reporting – Nil accidents were reported during the months of March and April 2020
No. Accident Details Level* Actions to Ensure Accident Does Not Reoccur *How bad was it? – Minor/Not Notifiable, Minor/Notifiable, Serious/Not Notifiable or Serious /Notifiable
Risk Reporting
Nil risks reported for period
No. Risk Details Risk Eliminate Actions Taken to Eliminate Residual Rating* / or Minimise Risk Risk Minimise
*Risk Rating A – highest > D – Lowest
Key Health and Safety Developments / Lead & Lag Indicators
1. The Health & Safety Committee met in March but not April due to the COVID-19 Level 4 Lockdown 2. A Coronavirus COVID-19 Pandemic Response Plan was circulated to all staff on 24 April which also detailed the Level 3 Health and Safety Plan for staff volunteering to return to the Museum 3. All Health and Safety training was up to date at the end of March. A catch-up will be needed when it is approved by Government for training facilities to re-open 4. Stephen Bristowe was re-elected as the Health and Safety Representative for the Visitor Group and Donna Glass – Senior Visitor Host has been co-opted to the Committee 5. Opportunities for staff to have the Influenza Vaccination funded by the Museum has been approved 6. Supplies of COVID-19 PPE has been sourced and is available to all staff working on site at the Museum. 2019-2020 Accident Reporting Accident Data - Combined Museum and Quake 2019/2020 2018/2019 2017/2018 City stats Year-to-date Total Year Total Year Total accidents 14 40 27 Total serious harm (notifiable) accidents 0 0 0 Total accidents attributable to Museum negligence 0 0 0 Visitor Accidents per reporting year 9 28 12 Percentage visitor accidents / total visitors 0.002% 0.004% 0.001% Total staff accidents 5 10 10 Total contractor accidents 0 2 5 Total workdays lost 7 0 0
19
Agenda Item 5.1
Museum accidents per month 2019- There has been a total of 14 10 accidents for the year-to-date 2020 as follows: 8 Staff - 5 6 Visitors – 9 Contractors - 0 4
2
0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Visitors Staff Contractors
*Includes ergonomic, psychological, chemical and other non-physical Accidents
The types of the accidents for the year-to-date are: Trips / falls - 6 Collisions / bangs – 4 Cuts / scratches - 3 Other physical - 1 Other - 0
The locations of the accidents Locations of Museum accidents 2019- for the year-to-date are: 10 2020 Level 1 galleries - 1 Level 3 galleries - 3 8 Special Exhibitions – 0 6 Discovery - 5 Cafe - 0 4 Quake City - 1 2 Stores / Labs - 0 0 Workshops - 0 Offices – 2 Other - 2
Visitors Staff Contractors
*Includes staffroom, café, shop, Quake City and external Museum areas
20
Agenda Item 5.1
RECOMMENDATION
That the report be received.
Neil Phillips Acting Public Engagement Manager 1 May 2020
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22 Agenda item 6.1
CANTERBURY MUSEUM TRUST BOARD, CHRISTCHURCH, NEW ZEALAND
Minutes of a meeting held on Monday 9 March 2020 commencing at 2.00 pm in the Board Room
Present: David Ayers (Chair) Michael McEvedy, Beverley Bolland, Pauline Cotter, David East, Anne Galloway, Annette Harris, Rob Cruickshank, Susan McCormack, Tom Thomson
In Attendance: Vicki Blyth, Carmen Marsh, Holly Benson (minutes), Neil Phillips, Nigel Tecofsky, Anthony Wright
1 WELCOME Under the terms of the Museum Act, the Director as Chair welcomed Board members to the meeting.
2 APOLOGIES An apology was received from Puamiria Parata-Goodall.
20/1 Resolved that the apologies be received. (Chair)
3 ELECTION OF CHAIR AND DEPUTY CHAIR Nominations were called fro for the position of Chair of the Board. Michel McEvedy nominated David Ayers as the Chair, seconded by Tom Thomson. There being no further nominations, David Ayers was declared elected.
David Ayers assumed the Chair and called for nominations for the position of Deputy Chair. He nominated Michael McEvedy, seconded by Pauline Cotter. There being no further nominations Michael McEvedy was declared elected.
David thanked Michael for heading up the Board for 12 years and through some challenging times, with great backing from Anthony and the staff. His contribution has been exemplary, and thanks were due on behalf of the wider Canterbury community.
4 CORRESPONDENCE 4.1 An email from Christchurch City Council dated 17 February 2020, advised that Crs Cotter and Galloway and Mr Tom Thomson had been reappointed to the Board and that Mr David East would remain a CCC representative to 30 April 2020.
4.2 A letter from Selwyn District Council confirming Michael McEvedy’s reappointment to the Board until December 2020 was tabled.
20/2 Resolved that the letters be received.
(P Cotter/B Bolland)
5 STATUTORY DECLARATIONS 5.1 Statutory declarations were signed by Pauline Cotter, David East, Anne Galloway, Susan McCormack, Michael McEvedy and Tom Thomson.
6 BOARD INDUCTION SEMINAR
23 Agenda item 6.1
6.1 It was requested that a board induction seminar be held in early May for the new appointees.
7 CONFLICTS OF INTEREST & UPDATES OF MEMBERS’ INTERESTS 7.1 The Chair asked that any alterations and additions be given to Holly Benson.
8 HEALTH AND SAFETY 8.1 The report by Neil Phillips, Acting Public Engagement Manager, dated 2 March 2020, on Health & Safety was received and it was noted that the longer list reflects the longer reporting period. The Covid-19 virus was being monitored and the process on how to deal with this and the need for a contingency plan was discussed. The Strategy Team were asked formulate a plan and circulate it to the Board.
20/3 Resolved that the Health and Safety report be received. (T Thomson/P Cotter)
9 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 9.1 The minutes of the meeting held on Monday 9 December 2019 were reviewed. One typo was identified in 8.3 with a change to be made from “eek” to “seek”.
20/4 Resolved that the minutes of the Canterbury Museum Trust Board meeting held on Monday 9 December 2019, as corrected, be adopted as a true and correct record. (T Thomson/M McEvedy)
9.2 Matters arising No matters were raised.
10 QUARTERLY REPORTS 10.1 The Quarterly Report for October to December 2019 was reviewed. The Director brought attention to the commentary on visitor number downturn in December in the lead up to Christmas and advised that there had been a substantial decrease in numbers in February due to Covid-19 which will show on the next quarterly report. The seasonality of local and tourist numbers was discussed. The popularity of the Squawkzilla and Slice of Life exhibitions was also discussed.
20/5 Resolved that the Director’s quarterly report be received. (D East/P Cotter)
11 FINANCE 11.1 The Accounts for Payment for November and December 2019, and January 2020 were reviewed by the Board. The Chair outlined the process for reviewing the creditors for the new board members.
20/6 Resolved that the Accounts for Payment for November, December 2019 and January 2020 be confirmed. (P Cotter/T Thomson)
11.2 The report by Nigel Tecofsky, Finance and Services Manager, on the financial statements for the six months ended 31 December 2019 was received. Nigel advised that there is a surplus at the end of the 6 months, mainly due to the income on the large sum of investments being held for the project, which had been expected to begin being drawn down if the project had commenced.
24 Agenda item 6.1
A question was asked whether there was a buffer in place to deal with any financial fall out from Covid-19. The Museum does not at this point see this as a large economic issue; the shop and café are leased. There will be costs from a health and safety perspective. It was noted that Quake City is an additional standalone “paid for” exhibition, but that the drop in numbers have not affected visitor numbers as yet. However, because it has been so successful, there is a buffer there.
20/7 That the financial statements for the six months ended 31 December 2019 be approved. (T Thomson/M McEvedy)
11.3 The Report by Nigel Tecofsky, Finance and Services Manager, on the draft Annual Pan was reviewed. Nigel provided background on the budget process being presented to the four Contributing Local Authorities in December 2019 to provide them with numbers for their own budgets. This is then included in the Annual Plan along with the KPIs. Nigel advised that all four CLAs have been spoken to directly regarding the draft budgets. An outcome of these meetings has been a request that a time be arranged for all four councils to visit the Museum over the next 2 months.
A ttention was brought to the additional funding and agreement from the districts on page 22 of the draft Annual Plan. It was asked why the explanation required was not on the same page, but Nigel advised there is a summary on page 56.
It was requested that there is an addition of written commentary in the text on page 20 of the draft Annual Plan to explain the three numbers that outline $3.7 million on page 22.
20/8 That the Draft Annual Plan for the financial year 1 July 2020 to 30 June 2021 with the addition of commentary on the three district councils’ capital contribution be approved for referral to the Contributing Local Authorities under Section 15(3) of the Canterbury Museum Trust Board Act 1993. (D Ayers/T Thomson)
12 REPATRIATION REQUEST FROM THE OFFICE OF HAWAIIAN AFFAIRS 12.1 The report by Sarah Murray, Curatorial Manager, on the repatriation request received from the Office of Hawaiian Affairs (OHA) was reviewed. Anthony outlined that the OHA approached us in regards to the four tīpuna in the Museum’s collection. The Ōhākī have given support to the three verified skulls and recommend that the Board approve their return. It was asked how the cost of this repatriation would be managed and it was advised that Te Papa have been approached to help with a 50% split of the costs. It was further advised that this would not be on the same scale as the last repatriation and that the OHA have requested a much reduced process.
Discussion was had around New Zealand being a leaders in this field, and whilst funding was initially available for repatriating back into New Zealand, not much thought had been given to what New Zealand would need to repatriate overseas. However, this was beginning to be dealt with via the National Repatriation Network. It was advised that whilst the OHA delegation would pay for their own flights to Aotearoa, the Museum would be responsible for the
25 Agenda item 6.1
hostings of the delegation once here as a demonstration of manaakitanga. There has been strong representation made to government to assist with this mahi, not only with the financial burden of hosting but with staff and mana whenua time. Clarification was sought that the OHA were in agreement that the mandible with little provenance information was to remain in New Zealand, and this was agreed.
Other current repatriation requests were discussed, and it was advised that a Repatriation Researcher position is being advertised currently to assist the Museum on this kaupapa. It was also noted that iwi within New Zealand have reached out to the Museum requesting information what we hold, but not yet requesting repatriation. The thoroughness of the approach by the Ōhākī was commended by the Board, and confidence in the leadership of Puamiria Parata-Goodall was expressed.
20/9 That the Canterbury Museum Trust Board approve the deaccessioning and repatriation of tīpuna with reference numbers SK98, SK99 and SK100 to the Office of Hawaiian Affairs and note that the provenance of the mandible with reference number SK272 is unable to be confirmed and therefore support this tipuna remaining at Canterbury Museum at this time. (M McEvedy/B Bolland)
13 EXECUTIVE COMMITTEE 13.1 The report by Anthony Wright dated 18 February 2020, on the Executive Committee decision to accept a large natural history collection of mayflies was received. Anthony provided background on the imposed cap on Museum acquisitions for the new Board members and also on the use of the Executive Committee. From time to time, an extraordinary acquisition need to be approved urgently, or approval was needed for bidding on auction items above the Director’s delegated authority between meetings. It was further explained that the acquisitions cap is a deliberate Board and management led limit on the Museum’s collecting to ensure that the Museum is able to care for the objects perpetuity and process new acquisitions within the financial year.
20/10 Resolved that the Executive Committee decision be noted. (T Thomson/D East)
14 INVESTMENT COMMITTEE 14.1 The draft unconfirmed minutes of the meeting held Friday 14 February 2020 were reviewed.
20/11 Resolved that the draft unconfirmed minutes of the Investment Committee be noted. (D Ayers/T Thomson)
15 POLICY AND PROCEDURES 15.1 The report from Vicki Blyth, Communications and Marketing Manager, on the updated Filming and Photography policy and procedures was discussed. Vicki spoke to the new policy and procedures, the care the Museum needs to take for its collections around lighting equipment and tripods, and the fees that can be waived at the Director’s discretion.
20/12 That the report be noted; the Filming and Photography Policy be adopted and the Filming and Photography Procedures be noted.
26 Agenda item 6.1
(M McEvedy/R Cruickshank)
The Chair adjourned the meeting at 3.08 pm
The meeting resumed at 3.20 pm
PUBLIC EXCLUDED SECTION 20/13 Resolved to exclude the public 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 16 Confirmation of In S7(2)(h) To enable the Section 48(1)(a) Committee Museum to carry out, – The public Minutes of without prejudice or conduct of this previous meeting disadvantage, matter would be commercial activities and likely to result in 17 Risk s7(2)(i) To enable to the disclosure of Museum to carry on, information for 18 Bequest without prejudice or which good correspondence disadvantage, reason to from Mortlock negotiations (including withhold exists McCormack Law commercial and under section 7 industrial negotiations) 19 Investment s7(2)(f) To enable the committee Museum to maintain effective conduct of 20 The Museum public affairs through – Project (i) the free and frank expression of opinions 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
27 Agenda item 6.1
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.
Resolved that in accordance with section 48(5) of the Local Government Official Information and Meetings Act 1987 that the Director, Acting Public Engagement Manager, finance and Services Manager, Communications and Marketing Manager and Projects Office Manager remain in the public excluded session because of their knowledge of the issues involved. (D Ayers/M McEvedy)
20/19 Resolved that the In Committee business having been concluded, the public be readmitted, and the resolutions passed in committee be confirmed. (D Ayers/M McEvedy)
21 GENERAL BUSINESS
22 DATE OF NEXT MEETING 22.1 The next meeting was scheduled for Monday 6 April 2020.
The meeting closed at 3.53 pm.
Confirmed as a true and correct record.
…………………………………………….. Chairperson
…………………………………………….. Date
28 Agenda Item 7.1
REPORT ON CANTERBURY MUSEUM TRUST BOARD COMMITTEE MEMBERSHIP
To: Canterbury Museum Trust Board
From: David Ayers, Board Chair
Purpose To appoint Board members to sit on the various Board Committees.
Introduction The Board committee structure and terms of reference for each committee are attached for your information.
Proposed membership In the listing that follows I have attempted to balance continuity of experience with placement of new Board members. If any members have concerns you are welcome to discuss these with me prior to the meeting.
Canterbury Museum Trust Board Committees 2020-2022
Audit & Risk (meets 1-2 times per year) Names
Board Chairperson (ex officio) David Ayers Board member Pauline Cotter (Chair) Board member Rob Cruickshank Board member Susan McCormack Director to attend as requested Anthony Wright Financial Controller (or nominee) as Secretary Nigel Tecofsky External Auditor will attend as necessary Grant Thornton
Employment Committee (meets quarterly)
Board Chairperson (ex officio) (Chair) David Ayers Board Deputy Chairperson (ex officio) Michael McEvedy Board member (selected to ensure both genders represented) Beverley Bolland Director (who shall act as Secretary) except when Director’s Anthony Wright Employment is under consideration
Executive Committee (urgent approvals between meetings)
Board Chairperson (ex officio) (Chair) David Ayers Board Deputy Chairperson (ex officio) Michael McEvedy Director (ex officio) Anthony Wright
Investment Committee (meets quarterly)
Board Chairperson (ex officio) David Ayers Audit & Risk Committee Chairperson (ex officio) Pauline Cotter Board member one of whom David East (Chair) Board member shall be elected Chair Tom Thomson Director to attend as requested Anthony Wright
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Finance & Services Manager as Secretary Nigel Tecofsky Investment Adviser will attend as necessary Jarden
Ohaki o Nga Tipuna (generally bi-monthly)
Board Ngai Tahu appointee (ex officio) Puamiria Parata- Goodall (Kaiurungi) Board Chairperson (ex officio) David Ayers Board member Anne Galloway Representative of Ngai Tahu recommendation of Board Lynne-Harata Te Aika Representative of Ngai Tahu Ngai Tahu appointee Terry Ryan Representative of Nga Maata Waka Norm Dewes Representative of Nga Maata Waka Henare Edwards Representative of Nga Maata Waka Mike Kaui Director Anthony Wright Museum staff member Sarah Murray
RECOMMENDATION
That the Committee memberships be adopted by the Board.
David Ayers Chairperson 30 April 2020
30 Agenda Item 7.1
Committee Structure
Canterbury Museum Trust Board
Ohaki O Nga Project Control Audit & Risk Employment Executive Investment Tipuna Group
Meets 1-2 Meets quarterly Meets as Meets Meets 1-2 Inactive. times per year required quarterly times per year Established for (urgent former approvals Revitalisation between Project meetings)
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1.3 Participation in Board Committees
Purpose To allow Board participation in committee work, if desired, whilst maintaining the Board’s faith in its committees and avoiding the potential for doubling up on consideration of business at both committee and Board level.
Scope All Board members
Review Date March 2021
Policy Statement Notice of Board Committee meetings will be sent to members of the Committee and cc’d to all other Board members, who may request a copy of the agenda
Approximately one week before the meeting, an agenda and full supporting papers will be sent to committee members, and a copy of the agenda to any other Board members who have requested it
Board members may attend meetings of committees on which they do not sit, and will have speaking rights at the invitation of the committee Chair.
Adopted by the Canterbury Museum Trust Board on 13 July 2009 for immediate implementation Reviewed and confirmed by Canterbury Museum Trust Board on 10 November 2014 Reviewed and confirmed by Canterbury Museum Trust Board on 12 March 2018
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1.4 Audit & Risk Terms of Reference
Purpose The Audit and Risk Committee considers any matters within its terms of reference that the Committee determines to be desirable and reports its findings to the Board.
Scope The Committee shall have the authority to seek any information it requires from any officer or employee of the Museum. The Committee is authorised to take such relevant independent professional advice it considers necessary.
The Chair of the Committee shall report the findings and recommendations of the Committee to the Board after each Committee meeting.
Review Date November 2021
Policy Statement 1. The Audit function of the Committee is responsible to the Board for:
a. overseeing the Museum’s compliance with its statutory responsibilities relating to financial and related requirements b. considering the Museum’s financial statements and reporting its findings to the Board c. satisfying itself that effective systems of accounting and internal control are established and maintained to manage financial risk d. supervising special investigations at the request of the Board e. satisfying itself as regards the integrity and prudence of management control systems, including the review of policies and/or procedures f. examining any other matters referred to it by the Board.
2. The Risk function of the Committee is responsible to the Board for:
a. undertaking an annual review of the Museum’s management of non-financial risk as set out in the Board’s Risk Policy b. reviewing the Museum’s procedures for the management of all risks c. appointing the Museum’s insurance broker and annual review of insurance covers d. reviewing circumstances of insurance claims by the Museum in excess of $20,000 (which sum shall be annually reviewed by the Committee) e. investigating any risk brought to its attention, when directed by the Board.
3. The Audit and Risk Committee has delegated responsibility to:
33 Agenda Item 7.1
a. provide an open avenue of communication between the Auditors and the Board b. consider in consultation with the Auditors, the audit scope and plan c. consider and review with the Auditors: the adequacy of the Museum’s internal controls including computerised information system controls and security any related significant findings and recommendations of the Auditors together with management’s responses d. review with management and the Auditors: the Museum’s financial statements and related notes to consider whether the information contained in these statements fairly reflects its position and results, comply with current accounting standards and requirements of the Canterbury Museum Trust Board Act 1993 the Auditors’ audit of the annual financial statements of the Museum and their reports thereon any serious difficulties or disputes with management encountered during the course of the audit other matters related to the conduct of the audit. e. obtain from the Auditor satisfactory assurances that the audit has been competently and properly carried out f. to review the efficiency and effectiveness of the external Auditors in relation to their respective responsibilities g. to ensure there have been no unjustified restrictions or limitations placed on the Auditors h. to ensure that the scope of the audit is adequate, ensuring emphasis is placed on areas where the Committee, management or the Auditors believe special emphasis is necessary i. to review and assess the findings of the external Auditors and the action taken and timetable proposed by management in response to findings j. to obtain and consider any feedback or advice either as specifically requested or otherwise received from the Office of the Auditor General or appointed agents of that office relating to Museum operations.
4. The Audit and Risk Committee will consider and recommend to the Board:
a. the nature and scope of the external Auditors’ engagement letter b. the nature and scope of the management representation letter required by the external Auditors c. appointment and replacement of the External Auditors. Note, the Controller and the Auditor General is appointed Auditor under the Canterbury Museum Trust Board Act 1993. In practice, the Auditor General currently delegates the audit to an agreed provider. The Audit and Risk Committee will recommend an agreed provider to the Board
34 Agenda Item 7.1
d. the Museum’s annual financial statements. The Board may, following substantive approval, delegate the final authority to approve and sign the financial statements to the Audit and Risk Committee e. the terms of reference of the Audit and Risk Committee and any changes to them.
5. The Audit and Risk Committee:
a. will comprise of four members, one of whom shall be the Chairperson of the Trust Board b. shall elect its Chair from among the Trust Board members of the Committee other than the Board Chairperson c. the Director will attend as requested d. the Finance & Services Manager (or nominee) shall act as secretary e. the Public Engagement Manager, Deputy Director shall have line responsibility for Risk f. the External Auditor will attend meetings where necessary.
6. The Committee will meet at least once a year.
Adopted by the Canterbury Museum Trust Board on 07 November 2000 for immediate implementation amended by the Board on 11 February 2003 amended by the Board on 8 August 2005 amended by the Board on 13 December 2010 amended by the Board on 10 November 2014 Reviewed and confirmed by Canterbury Museum Trust Board on 12 November 2018
1.5 Employment Committee Terms of Reference
Purpose The Employment Committee considers and makes recommendations to the Trust Board on:
appointments to the position of Museum Director; initial employment agreement for Museum Director; annual performance plan for the Museum Director.
Scope The Employment Committee has delegated authority to:
negotiate any employment agreement amendments with the Museum Director; monitor and regularly (quarterly) review the performance of the Museum Director, undertake remuneration reviews and set the size of any performance rewards; approve strategy and bargaining positions for staff employment agreement negotiations when requested by the Director; provide advice to the Museum Director on other staffing matters as requested.
And report back to the Board on these matters.
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Review Date September 2021
Policy Statement The Director will discuss with the Employment Committee and report to the Board on:
changes to the management structure of the Museum appointments being made at the second tier, ie Senior Management level.
The Employment committee comprises:
the Chairman (ex officio); the Deputy Chairman (ex officio); one other Trust Board member selected to ensure the presence of a member of each gender on the committee; the Director (who shall act as Secretary) except when the Director’s employment is under consideration; the committee will be chaired by the Trust Board Chairman or in his or her absence the Deputy Chairman.
The Committee will meet as required.
Policy adopted by the Canterbury Museum Trust Board on 14 November 1996 for immediate implementation amended by the Board on 22 May 2000 amended by the Board on 8 August 2005 amended by the Board on 9 November 2009 amended by the Board on 10 November 2014 Reviewed and confirmed by Canterbury Museum Trust Board on 10 September 2018
1.6 Executive Committee Terms of Reference
Purpose The Executive Committee has delegated authority to:
make decisions as a matter of urgency between Board meetings undertake such other tasks as may be delegated to it by the Board
Scope In exercising this delegation, the committee will:
wherever possible canvass the opinion of Board members on potentially contentious issues by telephone or email before making a decision; report any exercise of this delegation to the next meeting of the Board.
Review Date March 2021
Policy Statement The Executive Committee will comprise:
36 Agenda Item 7.1
the Board Chairperson; the Board Deputy Chairperson; the Director.
The Committee will meet as required.
Adopted by the Canterbury Museum Trust Board amended by the Board on 8 August 2005 Reviewed and confirmed by Canterbury Museum Trust Board on 10 November 2014 Reviewed and confirmed by Canterbury Museum Trust Board on 12 March 2018
1.7 Investment Committee Terms of Reference
Purpose The Investment Committee is specifically responsible for:
three-monthly review of the investment portfolio; three-monthly review of the long-term and medium-term funds investment percentages (Asset Allocation) set out in the Investment Policy and any investment sales, redemptions or purchases; supervising special investigations at the request of the Board; the review of the investment policy and/or procedures as necessary; review of the investment adviser position after three years; appointment or reappointment of an investment adviser every three years; undertake continuing liaison with the Public Trust in their role as Trustee of the Adson Trust.
Scope The Investment Committee has delegated authority to:
undertake three-monthly reviews of the asset allocation and the performance of the investment portfolio authorise any investment sales, redemptions or purchases over $1.5m and as required by the discretionary management Investment Proposal; negotiate the investment adviser contract; appoint the investment adviser.
Review Date March 2021
Policy Statement The Chair of the Committee shall report the findings and recommendations of the Committee to the Board after each Committee meeting.
The Investment Committee will comprise:
the Chair of the Trust Board (ex officio); the Chair of the Audit & Risk Committee (ex officio); two Trust Board members, one of whom shall be elected Chair; the Director will attend meetings as requested; the Finance & Services Manager shall act as secretary;
37 Agenda Item 7.1
the Investment Adviser will attend meetings as requested.
Adopted by the Canterbury Museum Trust Board on 8 September 2008 for immediate implementation and amended by the Board on 10 November 2008; 10 December 2012 and 12 May 2014 Reviewed and updated by Canterbury Museum Trust Board on 12 March 2018
1.8 Ōhākī o Ngā Tīpuna Terms of Reference
Purpose Ōhākī o Ngā Tīpuna assists the Trust Board and staff by reviewing proposed policies and making recommendations to the Board in relation to:
collections policies and guardianship of all Māori taonga of whatever kind and iwi source; staffing policies, including taking affirmative action in recruitment and training programmes, which will lead Māori people into professional careers in New Zealand’s bicultural museums; exhibition policies, including presentation of Māori taonga to the public in a culturally appropriate and informative manner; development policies, including protection of both substance and status of Māori taonga in any Museum development plan.
Scope Ōhākī o Ngā Tīpuna will give advice on all matters of Māori protocol within the Museum and between the Museum and the Māori people at large.
Review Date March 2021
Policy Statement The Committee will meet as required, at least twice each year.
Ōhākī o Ngā Tīpuna will comprise:
3 Trust Board members, one of whom shall be the Chairman (or nominee), and one of whom shall be the Board appointee of Te Runanga o Ngāi Tahu; 2 representatives of Ngāi Tahu on the recommendation of the Board appointee of Te Runanga o Ngāi Tahu; 2 representatives of Nga Maata Waka; 2 representatives of Museum staff, one of whom shall be the Director; such other persons as the committee may from time to time co- opt; the Director (or nominee) will act as Secretary.
Adopted by the Canterbury Museum Trust Board on 14 November 1996 for immediate implementation
38 Agenda Item 7.1
amended by the Board on 8 August 2005 Reviewed and confirmed by Canterbury Museum Trust Board on 12 March 2018
1.9 Project Control Group Terms of Reference
Purpose Terms of Reference under development Scope
Review Date As required
Policy Statement
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40 Agenda Item 8.1
QUARTERLY REPORT FROM THE DIRECTOR FOR JANUARY TO MARCH 2020
To: Canterbury Museum Trust Board
From: Anthony Wright, Director
STATISTICS
January 2020 2019 Visitor Numbers 94,624 79,420 Donations Income $20,724 $18,337 Discovery Attendance 5,823 4,887 Discovery Revenue $10,850 $9,386 Quake City Admissions 9,883 10,370 Admission Revenue $154,002 $165,740 Merchandise Revenue $9,575 $10,516
February 2020 2019 Visitor Numbers 69,933 77,684 Donations Income $17,603 $16,675 Discovery Attendance 2,968 3,162 Discovery Revenue $5,304 $5,814 Quake City Admissions 8,553 9,069 Admission Revenue $144,542 $155,224 Merchandise Revenue $9,090 $10,589
March 2020 2019 Visitor Numbers 35,915 66,962 Donations Income $9,621 $15,714 Discovery Attendance 1,620 2,745 Discovery Revenue $2,936 $4,916 Quake City Admissions 4,879 7,482 Admission Revenue $81,778 $126,867 Merchandise Revenue $5,990 $7,739
Year-to-date total 2020 2019 Visitor Numbers 536,301 560,925 Donations Income $113,862 $127,359 Discovery Attendance 35,094 34,432 Discovery Revenue $64,530 63,426 Quake City Admissions 50,888 56,267 Admission Revenue $779,096 $884,477 Merchandise Revenue $55,188 $62,440
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PRINCIPAL ACHIEVEMENTS – JANUARY TO MARCH 2020
Communications & Marketing Four media releases issued: Pacific Inspired Fashion Comes to Canterbury, for launch of Moana Currents, Mosques Attacks Tributes to be cared for by Canterbury Museum, Museum Remains Open and Museum Closed due to Covid 19. Q3 20 media hits total 156 compared to 281 in Q3 19. New website visitors 32,198 and returning visitors 5,905, compared to 30,104 and 6,048 in same period last year. 4,535 visitors to Squawkzilla page, 3-4 times more than average for an exhibition, driven by TV and online advertising in January and February and accounting for higher proportion of new visitors. Facebook likes increased to 17,024, up from 16,650 at the end of December. New visitors to Collections Online 3,760 and 563 returning visitors compared to 3,302 and 547 in the same period last year. Decline in page views from 30,473 to 24,986. Five e-newsletters produced in the quarter – the last two about the impact of Covid-19 on the Museum. Average open rate 42.31% (Q1 20: 37.71%) of first 3 (Target: 40%+) click rate 13.38, down from Q1 14.23%. Subscribers at 1,798 (Target 2,250). Five blog posts in quarter (Q2 20: 0), average open rate of 42.3% and average click rate of 13.38.
Collections Registration Peter Johns Project 90% complete, will reach 100% ahead of schedule early in quarter four. 13 (129 items) outward loans processed. One approved loan on hold until end of lockdown. 13,798 items added to Collections Online Completed conservation work for Book project Deinstalled, condition reported and returned loans for Breaking the Ice, Arctic Voices, The Water Project Condition reported and installed Moana Currents and Tributes. Welcomed and inducted new Associate Registrar, Erna Tidy
Curatorial Public programmes delivered to Stanford University Alumni, St Bede’s College, Christchurch Quilters Guild, Linwood College, Friends of the Canterbury Museum Provided assistance for a bioblitz at Otipua Wetland in Timaru Processed 1176 incoming objects through the Acquisitions Team, catalogued 66 objects for KPI 3.1 and 200 objects for KPI 3.2 for Natural History objects and 309 objects for KPI 3.1 and 11 objects for KPI 3.2 for Human History objects and managed the Lotteries funded Standish and Preece project including selecting 7028 images, digitising 5977 images for KPI 3.1 and 4023 for KPI 3.2, cataloguing 5654 images (KPI 3.1) and verifying 6542 images (KPI 3.1). Papers published in Diversity, Journal of Applied Ecology, New Zealand Journal of Zoology Refereed papers for Diversity (x2), Journal of Vertebrate Palaeontology (x3), Scientific Reports (x2), Invertebrate Systematics, BMC Zoology (x2), Zoosystematics & Evolution Developed and prepared entries for the Canterbury Museum book project and organised photography and design work
Public Programmes Moana Currents, an exhibition from the New Zealand Fashion Museum opened on Level 3 Over 4,000 Ancient New Zealand - Squawkzilla and the Giants trading card packs were distributed to those completing the activity
42 Agenda Item 8.1
Finance & Services 2020/21 draft Annual Plan was completed and approved by the Board for referral to the contributing local authorities Board Chair, Director and Finance & Services Manager presented the Museum Project and 2020/21 draft Annual Plan to Hurunui, Selwyn and Waimakariri District Councils as well as leading them on a behind the scenes tour. Board Chair, Director and Finance & Services Manager presented the Museum Project and 2020/21 draft Annual Plan to the Mayor and CEO of Christchurch City Council (full Council presentation delayed due to Covid19) Facilitated external IT review Achieved 491 hours of structured learning and development
Museum Annual Objectives The schedule below shows performance against the Museum’s KPI’s for the 2019/20 year with the following colour coding: Green – achieved (22) Amber – needs action to ensure achievement (7) Red – not achieved (7)
The impact of Covid19 has significantly affected the performance of many of the KPI’s. The visitor numbers had been significantly reduced for February and March, and then non- existent from 22 March when the nationwide lockdown was enforced. At this stage the public may be allowed to return, on a managed basis, from Level 2 onwards. Due to the travel and border restrictions we are not anticipating any international visitors for the rest of this financial year.
The seven red KPI’s are explained below: 1.1, 1.3, 2.3, 2.4 & 2.5 These KPI’s relate to Visitor Numbers, Visitor Donations, Education Programmes, Public Programmes and Discovery attendance. Whilst they we all tracking well as at 31 December 2019, the effects of Covid19 means that we do not anticipate achieving these targets. 4.1 Our peer reviewed research papers are unlikely to achieve target due to several vacancies within the Curatorial team over recent months. 5.9 The Museum’s People & Culture Working Group (Waka Waewae) is investigating the current effectiveness of the Investors in People platform and a recommendation will come to the Board in due course.
The seven amber KPI’s are explained below: 1.2, 1.5, 1.7, 3.1, 3.2, 4.4 & 5.6 As above, the KPI’s relating to Quake City surplus, Customer Service training, Access to Collections, Processing new Collection Objects, Creating Inventory Records, Conference Papers and Learning & Development have all been impacted by the effects of Covid19. Depending on the ability to recover some of the lost time caused by the 5 week lockdown and the availability of external organisations, will mean that these targets may or may not be achieved by 30 June 2020.
43 Agenda Item 8.1
MUSEUM ANNUAL OBJECTIVES REPORT FOR JULY 2019 - MARCH 2020
Ann. % of total Plan Total for 3/4 at 75% of No. Objective 2019-2020 12 month target year year
1 Our Visitors 1.1 Achieve visitor numbers 750,000 536,301 72% 1.2 Achieve operational surplus for Quake City $250,000 $311,891 125% 1.3 Achieve visitor donations $165,000 $113,862 69% 1.4 Achieve % of visitors rating their Museum experience as satisfied or very satisfied ≥ 95% 95% 1.5 Ensure staff have completed relevant customer service training 95% Ongoing 1.6 Ensure the Museum’s occupants remain in a safe environment where there are zero Notifiable Events Zero Notifiable Events Achieved 1.7 Provide access to collections or collections expertise in response to 100% 98% of requests (total number to be reported) 98% (132) 2 Our Programmes 2.1 Develop, deliver and evaluate 10 special exhibitions 10 9 90% 2.2 Tour an exhibit to the three contributing district council areas to reach a visitor target of 200,000 185,791 93% 2.3 Achieve 30,000 individuals receiving a Museum education programme delivered either by Museum staff or their own teacher (including 16,000 30,000 19,537 65% school students) (16,000) (10,535) (66%) 2.4 Achieve 30,000 individuals engaging in a Museum delivered public programme 30,000 25,741 86% 2.5 Achieve paid admissions to Discovery and maintain 500 memberships of Museum Explorer Club 50,000 (500 members) 35,094 (339) 70% 2.6 Answer 100% of external written/phone/email enquiries within 5 100% 100% working days (total number to be reported) (Total number) (4,031) 2.7 Achieve 700 media hits (print, broadcast and on-line media) 700 3,419 488% 2.8 Actively participate in professional associations/external bodies 45 41 91% 2.9 Provide outreach advice & support to other Canterbury museums and related organisations (number of interactions) 200 379 190% 3 Our Collections 3.1 100% of newly offered objects processed, with a maximum of 9,500 acquired, added to the database and fully verified 100% 53% (929 of 1761) 3.2 Create new inventory records and check and verify new and existing Vernon records 111,000 79,546 72% 3.3 Create and fully verify Vernon records for the Peter Johns Collection 35,000 31,494 90% 3.4 Process 100% of all approved loan requests (total number of objects loaned) 100% 90% (924) 3.5 Make collections more accessible by adding records and images to Collections Online 10,000 13,798 138% 4 Our Research 4.1 Peer reviewed research papers accepted for publication 18 12 67% 4.2 Peer review external articles or supervise theses 45 45 100% 4.3 Publish one volume of Records of the Canterbury Museum 1 1 100% 4.4 Present conference papers 14 13 93% 4.5 Adjunct positions held in research institutions 5 5 100% 4.6 Undertake professional visitor survey research to drive continuous improvement Achieve 586 98% 5 Our people and working environment 5.1 Maintain an up-to-date project plan and project-manage planning for The Museum Project Achieve Achieved 5.2 Support the development of the Ravenscar House project Achieve Achieved 5.3 Maximise return on investment funds within the Museum’s Investment Policy >3.74% 3.88% 104% 5.4 Achieve audit with only qualification being agreed departure from accounting standards as regards valuation and capitalisation of heritage assets Achieve Achieved 5.5 Achieve an end-of-year financial result within budget Achieve On target 5.6 Achieve learning and development hours 3,400 2,197 65% 5.7 Maintain a healthy, safe and secure facility by completing all cyclical maintenance and achieving Building Warrant of Fitness Monthly Achieved 5.8 Reduce general waste by recycling at least 90% of recyclable material 90% Achieved 5.9 Retain accreditation as an Investor in People - Platinum Achieve Under review
44 Agenda Item 8.1
Projects Office 8 new projects started and 3 projects completed across the Museum during the quarter 20 projects in progress as at end March 2020 of which the status is 10 green (on track), 8 amber (some issues / delays) and 2 red (on hold) – the high number of amber and red projects is largely due to project delays as a result of the Covid-19 level 4 lockdown Continued to work with MartinJenkins consultants on the Museum’s Redevelopment Project Prepared first draft of a funding application to the Lottery Significant Projects Fund for the Redevelopment Project (this cannot be submitted until the next funding round) Continued to liaise with Christchurch City Council regarding the proposed future use of the Robert McDougall Gallery Continued to work with Holmes Fire to progress the review of the Museum’s fire systems Updated the Museum’s Risk Register for review by the Museum Trust Board
45 Agenda Item 8.1
Number Title Project Target Target Current Current Mgr. Start End Date Status Status Date Comments
COMPLETED PROJECTS - JANUARY
TO MARCH 2020 CM18 2019 Movement and Kristen 19-09- 20-12-19 Complet All the objects Inventory of 19 e have been McDougall Asian Arts 31/01/20 moved to the to L5 Storeroom Level 5 storeroom and the records uploaded to Collections Online. CM19 2019 Inventory of Firearms Phil 15-10- 31-01-20 Complet A full inventory Collection & Fulfilment 19 e of the firearms of Legislative 31/01/20 collection in Requirements storage and on display has been completed and only one object needed to be deaccessioned . A project review has also been held. CM7 2019 Health and Safety Kelvin 1-03-19 28-02-20 Complet The project's Continuous e actions have Improvement 2019 28/02/20 been completed and a new project plan will be developed for the next year in consultation with the Health and Safety Committee. CURRENT PROJECTS AS AT END
MARCH 2020 CM14 2018 Peter Johns’ Cor 24-03- 15-05-20 Green All the Invertebrate Collection 18 cataloguing, – Stages Two and uploads to Three Vernon and verification has been completed. Only the georeferencing remains which should be able to be undertaken while in lockdown.
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CM24 2018 Collections Inventory Kristen 22-06- 30-06-20 Amber The project will Phase One - Stage 18 need an Three (Vertebrate extension to Store) the target end date with time lost due to the lockdown and c.6 months more to complete the larger number of items in the store than originally estimated. CM1 2019 Digitisation of the Dan 1-02-19 31-01-22 Amber The project will Standish and Preece need an Photographic extension to Collection the target end date because digitisation work cannot be completed during lockdown. The extent of this will depend on the length of the lockdown. CM5 2019 Ancient New Zealand: Neil 28-02- 29/11/19 Green The exhibition Squawkzilla and the 19 Installed is still currently Giants on display but 19/07/20 it is due to Complete close on 19 d July.
CM12 2019 Museum Carme 1-04-19 30-05-20 Green The first full Redevelopment n draft of the Project: Business business was Case 2019 shared with the Ministry for Culture and Heritage staff in December 2019. They have advised the draft business case is well written, but detailed feedback is awaited.
47 Agenda Item 8.1
CM14 2019 Collections Inventory Kristen 1-07-19 31-07-20 Amber The majority of Phase One – Stage the storeroom Four (L5 Storeroom - has been Ceramics) completed but the project will require a one month extension to the target timeframe due to the lockdown. CM15 2019 The Canterbury Sarah Initial 31-12-20 Amber The project Museum Book project timeframe may work be impacted by 01/04/1 the current 6 Covid-19 pandemic as Full the intention is project to print the 01/07/1 book in China 9 and the situation with printing there is currently uncertain. CM20 2019 Slice of Life Exhibition Neil 1-10-19 29/11/19 Green The exhibition Installed is still currently on display but 30/06/20 it is due to Complete close on 3 d May.
CM21 2019 External IT Review - Nigel 1-07-19 13-03-20 Amber Anthony and Phase 1 Nigel will have a Zoom meeting with the consultant on 6 April and then the Report will be finalised and distributed more widely. The project end date will need to be extended because of delays with the project.
48 Agenda Item 8.1
CM1 2020 Collections Inventory Kristen 9-01-20 11-09-20 Green This project is Phase One – Stage making great Five (Strong Room) progress and although the team were a week away from starting the more time- consuming objects, it is still likely they can meet the current target end date. CM2 2020 Office of Hawaiian Sarah 1-10-19 29-05-20 On Hold The Covid-19 Affairs Repatriation pandemic has put this project on hold until the situation with international travel and / or shipping is resolved. CM3 2020 Moana Currents Neil 1-12-19 22/02/20 Green The exhibition Exhibition Installed is still currently on display in 31/07/20 the Museum Complete but it is due to d close on 14 June.
Director’s Update Led Auckland Botanical Society field trip to Borland Lodge, Fiordland, early January Staff six monthly performance reviews Attingham Summer School Scholarship selection in Wellington Behind the scenes tour of the Museum with Christchurch City Council new CEO, Dawn Baxendale First in a series of Ravenscar House commissioning and handover workshops Attended the CECC luncheon with Strategy Team and various external invitees at the Air Force Museum with guest speaker Governor Adrian Orr Attended AHT Executive Committee meeting in Auckland Full Council visits at the Museum by Waimakariri, Hurunui and Selwyn District Councils Attended Sir Rob Fenwick’s funeral in Auckland Working through the implications of Covid-19, closure of the Museum to the public, and nationwide lockdown
RECOMMENDATION
That the Director’s quarterly report be received.
Anthony Wright Director 1 May 2020
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50 Agenda Item 9.1
REPORT ON DRAFT ANNUAL PLAN 2020/21 SUBMISSIONS
To: Canterbury Museum Trust Board
From: Nigel Tecofsky, Finance & Services Manager
Purpose To provide a summary of the Museum’s 2020/21 Annual Plan submission process and recommended actions.
Background Following the approval of the draft Annual Plan at the Board meeting held on 9 March 2020, it was distributed to the Contributing Local Authorities as required under section 15(3) of the Canterbury Museum Trust Board Act 1993 with the statement that ‘This draft annual plan is referred to the contributing Local Authorities for a period of six weeks from Friday 13 March 2020 concluding on Friday 24 April 2020’.
Section 16(1) of the Act states that ‘The levies proposed in the draft annual plan shall be deemed to have been approved by all contributing authorities and binding on them once the annual plan is adopted unless either the Christchurch City Council or 2 or more of the remaining contributing authorities give notice in writing objecting to the levies proposed therein during the period referred to in section 15(3)’.
The following presentations were made to the Councils: Hurunui District Council, 25 February 2020 Waimakariri District Council, 10 March 2020 Selwyn District Council, 12 March 2020 Christchurch City Council, 24 April 2020 was postponed – a presentation had been given to the Mayor and CEO on 12 February 2020
Current The following correspondence has been received from the Contributing Local Authorities: Hurunui District Council (correspondence with Jason Beck, CFO) o 26 March – ‘The Council had moved to decline the proposed referral period on the basis that we simply won’t have the opportunity to consider the Museum’s Draft Annual Plan before the end of the referral period.’ o 1 May - The Operational Levy was within our expectations in the LTP and the Council is well aware of its commitments under the Act. I can get clarification from the Council when we meet next Thursday for a workshop.’ o Hurunui has yet to adopt its draft budget and the lost income from Hanmer Pools will significantly impact their forecasts. The rating for the Capital Levy may be reduced this year, in the knowledge that they will need to reinstate in later years. Selwyn District Council (correspondence with Greg Bell, Corporate Services Manager) o 1 May – ‘We delayed consultation on our annual plan to allow for it to be tweaked (we are consulting on different rate increase options, including a rates freeze) and consultation now closes on 22 May. We have included reference to the Museum project in the document, but it was not a specific question that we asked. We have not received any feedback on this topic to date, and may not get much given that we have not asked a specific question. Waimakariri District Council (correspondence with Jeff Millward, Manager Finance & Business Support) o 28 April – ‘The council has a briefing today on the Canterbury Museum AP. In light of the COVID19, could I ask that you accept a late submission after the date of the 24 April, last Friday that was set to be the last day. Overall, we are looking at a rate as low as we can which will be known by mid-May.
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o I responded that ‘I am sure we’ll be happy to accept a late submission given the COVID 19 environment. As well as trying to progress the Museum Project as a shovel-ready project, we have had all of the back-of-house staff working from home over the past 5 weeks. Today we have returned to prepare data entry work for our front-of-house staff who will be working on these projects from tomorrow onwards. We are currently reviewing the ongoing financial viability of Quake City, which we still intend to be a cost-neutral operation with no call on operating levies. All travel and conference approvals have been cancelled since the lockdown. Any further implications for the coming year have not been reviewed at this point. Please note that the Museum Trust Board Act says in Clause 16(3) that “..The Christchurch City Council or not less than 3 other contributing authorities may resolve that the total levy be reduced to an amount being not less than the total levy made in respect of the previous year.” This precludes decreasing the Museum’s operating levy below the previous year’s levy amount. The COVID-19 environment will mean that the Museum will have a reduction in our other revenues, including the recent surpluses achieved by Quake City and a substantial reduction in our Donations figures for the next year, whilst having relatively fixed costs regarding operating the Museum. That being said, and understanding the situation of the Councils, we may be able to achieve a reduction in the proposed 5% levy increase (to 2-3%) to help achieve your rates target?’ o Jeff added ‘I understand the Museum will also be under pressures and don’t expect you would have been eligible for the government subsidies either, given the rating portion. I’m sure the Council will be in a situation of working in with the Museum and they appreciated the opportunity to take a closer insight into the museum’s operations.’ Christchurch City Council (correspondence with Michael Down, Finance Business Partner) o 4 May – ‘Given the circumstances I agree with the deferral of the Board meeting and Annual Plan submission period you have proposed. I’m aware that our Chief Executive, Mayor, Deputy Mayor and GM Citizens and Community are having a discussion on Wednesday regarding the Museum. Subsequent to this I should be in a position to pass on their feedback. I anticipate their discussion points will include the operating levy and the timing of the proposed restoration work.’
Given the changing timeframes for our Contributing Local Authorities brought about by the Covid-19 environment, I would propose extending the Museum’s submission period to 27 May 2020.
This will allow any alterations to the draft Annual Plan to be considered by the Board at its 8 June 2020 meeting.
RECOMMENDATION
That the submission period for the Draft Annual Plan for the financial year 1 July 2020 to 30 June 2021 be extended to 27 May 2020.
Nigel Tecofsky Finance & Services Manager 4 May 2020
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