Agenda of Akaroa Museum Advisory Committee - Wednesday, 18 October 2023

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Akaroa Museum Advisory Committee

Agenda

Notice of Meeting:

An ordinary meeting of the Akaroa Museum Advisory Committee will be held on:

Date: Wednesday 18 October 2023

Time: 2 pm

Venue: Akaroa Boardroom, 78 Rue Lavaud Akaroa

Membership

Chairperson

Members

Pam Richardson - Community Representative

Debbie Banks - Friends of the Museum (FOAM)

Nigel Harrison – Te Pātaka o Rākaihautū Banks Peninsula Community Board Representative

Jymal Morgan - Ōnuku Rūnanga

Linda Sunderland - Friends of the Museum (FOAM)

Asif Hussain – Te Pātaka o Rākaihautū Banks Peninsula Community Board Representative

5 October 2023

Natasha McDonnell

Banks Peninsula Governance Advisor

941 5112

natasha.mcdonnell@ccc.govt.nz

www.ccc.govt.nz

Akaroa Museum Advisory Committee

18 October 2023

AKAROA MUSEUM ADVISORY COMMITTEE

terms of reference Ngā Ārahina Mahinga

2 December 2019

1. Name of Committee

The Committee will be known as the “Akaroa Museum Advisory Committee”.

2. Status of Committee

The Committee will be a committee of the Banks Peninsula Community Board.

3. Purpose of Committee

The purpose of the Committee is to provide advice to the Community Board on the strategic issues facing the Museum and the matters arising from them.

4. Responsibilities

Responsibilities of the Committee are:

— To provide advice on the Museum’s aims, objectives and policies and its role in the community.

— To provide a local link with the Museum’s stakeholders including Friends of the Akaroa Museum, local Rūnanga and the wider community.

— To assist in obtaining local support and financial resources necessary to achieve the Museum’s aims.

5. Composition of Committee

— The two Akaroa subdivision members of the Banks Peninsula Community Board

— Two representatives from the Friends of Akaroa Museum¹

— One community representative ²

— One representative from Ōnuku Rūnanga

¹ The Friends of Akaroa Museum representatives to be appointed by that group.

² The position of community representative will be publicly advertised, seeking expressions of interest.

In addition, a liaison member should be appointed from each of the Wairewa and Koukourārata Rūnanga, to attend meetings when matters of significance to their rohe (district) are being discussed.

The Community Board will appoint the Chairman of the Committee.

6. Term of Committee

The Committee will be discharged three months from the coming into office of the members of the community board, elected or appointed at, or following each triennial general election.

7. Administration

The Committee shall meet quarterly, or as required, and report to the Banks Peninsula Community Board following each Committee meeting.

A schedule of quarterly Committee meetings will be adopted annually.

As a committee of the Community Board the Committee shall be bound by the various Acts and Regulations governing the operation of a Local Authority and shall also be subject to the Council’s Standing Orders.

The Akaroa Museum Advisory Committee will be assisted by the Museum Director and Community Board support staff.

8. Remuneration of Committee Members

Committee members will not be eligible to claim the Council’s approved allowances for attendance at meetings.

Akaroa Museum Advisory Committee

18 October 2023

Karakia Tīmatanga

Kia tau te mauri o runga

Kia tau te mauri o raro

Paiheretia te ture wairua

Paiheretia te ture tangata

Hei pou ārahi i a tātou i tēnei wā

kia tika te whakaaro

kia tika te kupu

Tihei Mauri Ora

May the essence of above settle here

May the essence of below settle here

Bind together that we can’t see

and bind that we can see

And have them guide us at this time

May the thought be true

May the words be true

1. Apologies Ngā Whakapāha

At the close of the agenda no apologies had been received.

2. Declarations of Interest Ngā Whakapuaki Aronga

Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

3. Confirmation of Previous Minutes Te Whakaāe o te hui o mua

That the minutes of the Akaroa Museum Advisory Committee meeting held on Wednesday, 21 June 2023 be confirmed (refer page 7).

4. Deputations by Appointment Ngā Huinga Whakaritenga

Deputations may be heard on a matter or matters covered by a report on this agenda and approved by the Chairperson.

There were no deputations by appointment at the time the agenda was prepared.

Akaroa Museum Advisory Committee

18 October 2023

Unconfirmed

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Akaroa Museum Advisory Committee

Open Minutes

Date: Wednesday 21 June 2023

Time: 2:06pm

Venue: Akaroa Boardroom
78 Rue Lavaud
Akaroa

Present

Members

Nigel Harrison Te Pātaka o Rākaihautū Banks Peninsula Community Board Representative

Asif Hussain - Te Pātaka o Rākaihautū Banks Peninsula Community Board Representative

Debbie Banks - Friends of the Museum (FOAM)

Pam Richardson - Community Representative

Linda Sunderland - Friends of the Museum (FOAM)

Natasha McDonnell

Governance Advisor

941 5512

Natasha.McDonnell@ccc.govt.nz

www.ccc.govt.nz

Part A Matters Requiring a Council Decision

Part B Reports for Information

Part C Decisions Under Delegation

The agenda was dealt with in the following order.

Karakia Tīmatanga – Liz Carter.

1. Apologies Ngā Whakapāha

Part C

Committee Resolved AMA/2023/00001

An apology for lateness was received from Pam Richardson.

Nigel Harrison/Linda Sunderland Carried

2. Declarations of Interest Ngā Whakapuaki Aronga

Part B

There were no declarations of interest recorded.

3. Confirmation of Previous Minutes Te Whakaāe o te hui o mua

Part C

Committee Resolved AMA/2023/00002

That the minutes of the Akaroa Museum Advisory Committee meeting held on Wednesday 24 August 2022 be received.

Asif Hussain/Nigel Harrison Carried

4. Deputations by Appointment Ngā Huinga Whakaritenga

Part B

There were no deputations by appointment.

5. Appointment of Committee Chairperson
	Officer Recommendations Ngā Tūtohu That the Akaroa Museum Advisory Committee: 1. Receive the information in the report. 2. Appoint a Chairperson for this meeting. 3. Recommend a Chairperson of the Akaroa Museum Advisory Committee for approval by Te Pātaka o Rākaihautū Banks Peninsula Community Board.
	Committee Resolved AMA/2023/00003 Part C That the Akaroa Museum Advisory Committee: 1. Receives the information in the report. 2. Appoints Nigel Harrison as the meeting Chairperson for the meeting. 3. Recommends Pam Richardson as Chairperson of the Akaroa Museum Advisory Committee for approval by Te Pātaka o Rākaihautū Banks Peninsula Community Board. Nigel Harrison/Linda Sunderland Carried
	Committee Resolved AMA/2023/00004 Part A That the Akaroa Museum Advisory Committee recommends to Te Pātaka o Rākaihautū Banks Peninsula Community Board: 1. That Pam Richardson be the Chairperson of the Akaroa Museum Advisory Committee. Nigel Harrison/Linda Sunderland Carried

9 Meeting Schedule

The Committee was requested to determine a Meeting Schedule for the 2023-25 term of the Committee.

Committee Resolved AMA/2023/00005

That the Akaroa Museum Advisory Committee:

1. Set the next Akaroa Museum Advisory Committee meeting for Wednesday 18 October 2023 starting at 2pm and thereafter set a schedule of meetings for the third Wednesday of every third month commencing on 21 February 2024, with all meetings starting at 2pm and being held at the Boardroom of the Akaroa Service Centre:

Wednesday 18 October 2023 2pm Akaroa Service Centre Boardroom

Wednesday 21 February 2024 2pm Akaroa Service Centre Boardroom

Wednesday 15 May 2024 2pm Akaroa Service Centre Boardroom

Wednesday 21 August 2024 2pm Akaroa Service Centre Boardroom

Wednesday 20 November 2024 2pm Akaroa Service Centre Boardroom

Wednesday 19 February 2025 2pm Akaroa Service Centre Boardroom

Wednesday 21 May 2025 2pm Akaroa Service Centre Boardroom

Wednesday 20 August 2025 2pm Akaroa Service Centre Boardroom

Pam Richardson/Nigel Harrison Carried

6. Akaroa Museum Director's Update

Committee Resolved AMA/2023/00006 (Original Staff Recommendation accepted without change)

Part C

That the Akaroa Museum Advisory Committee:

1. Receives the information in the Report.

Nigel Harrison/Pam Richardson Carried

7. Friends of Akaroa Museum (FOAM) - Presidents Update

Committee Resolved AMA/2023/00007 (Original Staff Recommendation accepted without change)

Part B

That the Akaroa Museum Advisory Committee:

1. Receives the information in the report from the President of the Friends of Akaroa Museum.

Asif Hussain/Nigel Harrison Carried

8. Committee Members’ Exchange of Information

Part B

Committee members exchanged items of information, including:

· A suggestion that community organisations be invited to Committee meetings to share information related to art and history. It was agreed it would be more appropriate for Museum staff to bring information to the Committee.

· The Director was asked to report to the Committee at the next meeting on the upcoming Long Term Plan as it relates to the Museum.

· It was suggested that the Collections Manager could give a presentation to the Committee on the Acquisitions Policy.

· The review of the policies and constitution of the Friends of the Museum (FOAM), in relation to changes to the Incorporated Societies Act.

· The request for a Te Reo Māori name for the Museum.

· It was noted that the Museum has a slot in its exhibition calendar for later in 2023 to host an exhibition, in collaboration with Ōnuku Rūnanga, relating to Takapūneke Reserve.

Meeting concluded at 3:09pm.

CONFIRMED THIS 18th DAY OF OCTOBER 2023

Pam Richardson

Chairperson

Akaroa Museum Advisory Committee

18 October 2023

5. Akaroa Museum Director's Update to Akaroa Museum Advisory Committee
Reference / Te Tohutoro:	23/1362137
Report of / Te Pou Matua:	Lynda Wallace, Museum Director, lynda.wallace@ccc.govt.nz
Senior Manager / Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)

1. Purpose and Origin of Report Te Pūtake Pūrongo

1.1 To inform members of the Akaroa Museum Advisory Committee about activity at the Museum.

1.2 Lynda Wallace, Director

2. Officer Recommendations Ngā Tūtohu

That the Akaroa Museum Advisory Committee:

1. Receive the information in the Director’s Update to Akaroa Museum Advisory Committee

3. Brief Summary

3.1 The Director’s report updates committee members on recent activity at Akaroa Museum and introduces a discussion about the Museum’s Acquisition and Disposals Policy.

3.2 As indicated in the June update, visitor numbers for the past year exceeded our target. We received a total of 24,325 visitors between 1 July 2022 and 30 June 2023. The first three months of this year have got off to a slow start but all prediction is that this coming summer season will be a busy one as steady growth is predicted for international arrivals.

3.3 All Museum’s levels of service targets for 2022/23 were met or exceeded. These targets relate to visitor numbers, visitor satisfaction, hours open to the public, temporary exhibitions produced, collections care and access to collections.

3.4 Our exhibition programme for this year will include an exhibition of historical art works, some drawn from the recent Ships Nails and Tail Feathers exhibition the Christchurch Art Gallery. Loans of art works are being negotiated with both the Art Gallery and Canterbury Museum and will be supplemented by works from Akaroa Museum’s own collection.

3.5 The role of Akaroa Museum as a collecting institution within the Council organisation has been highlighted recently as we have taken in more Akaroa local authority records. Working with the Councils archivist, records of local origin were identified and transferred from Christchurch to Akaroa where we can provide them with an equivalent level of care and public access.

3.6 The Musem’s collecting activity is guided by an Acquisitions and Disposals Policy, a document which is reviewed every five years, due again in 2024. The Museum Advisory Committee has a role to play in the review and to prepare for this, Daniel Smith, the Museum’s collections manager, will be attending the meeting to brief the Committee. He will explain why the policy is necessary, the role of the Advisory Committee in relation to the policy as well as looking at the various sections of the policy, its life cycle and future.

3.7 The $11,000 grant received from the Museum Hardship Fund last year funded our exhibition programme and the production of catalogues for the two exhibitions, Stitch Work and Catching Shadows.

3.8 Capital works planned for this year include ongoing improvements to the HVC system and to the shelving in our collections store. Installing new shelving in the main object store will allow for the compaction of the collection, freeing up space to accommodate our on-going collecting activity. An inventory of exhibition lighting is currently underway and if capital budget allows an upgrade to lighting track and lighting units will be undertaken this year.

3.9 The Museum collaborated with the organisers of French Fest to make a video about the educational heritage of Akaroa. Dan Smith, our collections manager, provided a selection of photographs of school children, groups and school buildings through the decades to screen in the heritage tent during French Fest in October.

3.10 In August, Dan and I attended a gathering of directors and staff from the local authority operated museums and galleries in the mid-South Island. Ashburton Museum and Art Gallery, South Canterbury Museum, the Aigantighe Art Gallery, North Otago Museum and Forrester Art Gallery were all represented. It was a valuable opportunity for us to share information about our current projects and discuss issues of common concern.

3.11 Julia Bradshaw, Senior Curator Human History at Canterbury Museum, was a guest speaker at the Friends AGM held Friday 29 September. This was a valuable opportunity for members to learn more about the major redevelopment of Canterbury Museum that is planned to take five years and to see some of the design concepts for the new Museum.

Attachments Ngā Tāpirihanga

No.	Title	Reference	Page
a ⇩	Akaroa Museum Director's Update to Akaroa Museum Advisory Committee, 18 Oct 2023	23/1600900	16

In addition to the attached documents, the following background information is available:

Document Name – Location / File Link

Confirmation of Statutory Compliance Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i) sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

Signatories Ngā Kaiwaitohu

Author	Lynda Wallace - Museum Director – Akaroa
Approved By	Blair Jackson - Director Art Gallery

6. Friends of Akaroa Museum (FOAM) - Presidents Update
Reference / Te Tohutoro:	23/1584544
Report of / Te Pou Matua:	Linda Sunderland, President, Friends of Akaroa Museum
General Manager / Pouwhakarae:	Mary Richardson, GM Citizens & Community, Mary.Richardson@ccc.govt.nz

Name	Subject
Linda Sunderland	The purpose of this report is to update the Committee on the activities and events of the Friends of Akaroa Museum.