MINUTES OF THE MEETING OF THE TRUST BOARD,
OPEN AGENDA
Meeting held at the Museum Auditorium and Horotiu Room (Level 1)
Thursday, 25 February 2021
(Huitanguru – Rāpare, 25 Pepuere 2021)
9:00am-4:00pm
Present: O Atimalala (Chair), J Judge, R Carlyon, R Tuwhangai, Prof. R Bedford, K Avery, P Hulse, M
Mariassouce, M Binns and P M Lua.
Apologies: B Palmer
In attendance: as noted in the Minutes.
Item
MINUTES
No.
1.
PUBLIC MEETING FOR DRAFT ANNUAL PLAN 2021/22
The public session receiving comments on the Draft Annual Plan 2021/22 was convened
in the Museum Auditorium, chaired by P Hulse, Planning Committee Chair and joined by
O Atimalala, Trust Board Chair, and Director of Marketing and External Affairs. Also in
attendance: all Trust Board members (apologies from B Palmer), Director of Public
Experience, Director of Collections and Research and Tumuaki Māori and Pacific
Development.
The Chair opened the session at 9:00am. Karakia said by Tumuaki Māori and Pacific
Development.
Grey Power North Shore – B Rayner
The first submission received was from Grey Power North Shore, presented by B Rayner.
B Rayner emphasised two elements of the Museum that remained important to the Grey
Power community included: 1. Bringing the world to Aucklanders and 2. The War
Memorial element. He encouraged the Museum to carry leadership in the cultural sector
and continue its leadership as an academic and research centre. B Rayner also noted
points in the public submission regarding the Museum’s permanent exhibitions and the
importance of the heritage building. He urged against over-sophistication of exhibitions
and also discussed the importance of Auckland Museum outreach to smaller regional and
community museums.
O Atimalala asked what the Museum could do to make the digital environment more
relevant to the Grey Power community. B Rayner noted that it was important not to
focus too much on the digital and to retain physical connection with objects in the
collection.
Auckland Museum Institute – Dr R Lins
The President of the Auckland Museum Institute (AMI), Dr R Lins, presented its
submission on the DAP 21/22. Dr Lins began by recalling the historic partnership
between the Museum and AMI, also noting AMI’s position as the local branch of the
Royal Society. Dr Lins expressed that the AMI was pleased with the positive intent of the
DAP 21/22 and the determination of the Museum to progress through difficult times. He
acknowledged the nil levy increase and encouraged the Museum to be bold and not be
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distracted from its core aims.
The AMI was particularly interested in the focus on the research function of the Museum,
and Dr Lins emphasised that the recent Endeavour Fund grant was a great result. He
noted the Museum’s tertiary engagement plan, including the Summer Scholars
programme which was just concluding. This was a great example of the Museum
participating in the tertiary sector and Dr Lins was pleased that the AMI could make a
contribution towards that programme. He suggested that the Museum’s participation in
the tertiary sector was a positive story that could be further emphasised in the DAP
21/22.
Dr Lins expressed that there had been a great start to the Museum Membership
programme but emphasised the importance of sustaining the momentum and getting
into a rhythm with AMI and the Museum. It was discussed how the Museum’s legacy
perception as a ‘temple on the hill’ could be considered pejorative but also as a positive
in being an accessible centre for community engagement. Dr Lins believed the public
desired a Museum that was accessible, but also given legitimacy and support through
sound research which was where AMI was able to assist in leadership.
The Chair called for recess from 09:50 to 10:05am
The Chair welcomed Phil Wilson, Director of Governance and CCO Partnerships and Ed
Siddle, Principle Advisor, CCO Governance and External Partnerships, from Auckland
Council. P Wilson presented Auckland Council’s submission to the DAP 21/22 and noted
that the Governing Body was meeting concurrently to receive the Museum’s Second
Quarter report and the Auckland Council public submission document. He acknowledged
the difficulty of the timing but explained that while the Council’s submission had been a
Chief Executive sign-off, it had been through the Mayor and other elected members. He
also acknowledged the recent NZ Herald article concerning staff costs at the Museum.
P Wilson stated that Auckland Council views the critical importance of the Museum and
felt positive about the recent capital developments and organisational work, including
the work of the Trust Board. The Council acknowledged the Trust Board responding to
the current Covid 19 situation with a nil increase in the levy request for FY21/22. He
mentioned that the Mayor would have expressed the importance of the relationship with
the Museum that deserved nurturing.
In introducing the Council’s submission, P Wilson discussed the current community
context which included a severely constrained financial environment. He explained that
Auckland Council had taken substantial amounts out of the budget and that was the
wider context in which Council was responding to funding requests. P Wilson further
explained that the Museum levy request represented 2% of rate-payers overall rates, and
the Museum’s +$30 million budget sat alongside other line items in the overall Council
budget that were all being reduced. P Wilson noted that this had been explained in the
letter by Con Desley Simpson to the Museum.
In relation to the DAP 21/22, P Wilson highlighted the Museum’s costs and revenue
increases and suggested the key question from Council was about the future trajectory
and longer term funding. He explained that Council would like to see the levy funding
versus other revenue sources move from 70% to a lower percentage. It was discussed
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that there was scrutiny over staff costs but P Wilson noted the key question was about
the longer term picture for the Museum budget. P Wilson encouraged the Trust Board to
consider the current political and community situation in the DAP 21/22.
The Trust Board members posed several questions to P Wilson and E Siddle, especially in
relation to the relationship between the Trust Board and Auckland Council. It was
expressed that the relationship felt unbalanced. Trust Board members questioned the
Council’s comments and figures on staff cost increases in the submission. J Judge
highlighted that Museum staff costs had only increased in the current year to recover
from the decline in the previous year due to Covid impacts. He emphasised that the five
year trend on staff cost increase was much less than insinuated. P Wilson acknowledged
the comments and said they would be looked into for clarification.
The Planning Committee Chair thanked the Auckland Council representatives and all
attendees and closed the public session at 10:30am.
2
WELCOME AND KARAKIA
The Trust Board adjourned to the Horotiu meeting room for their normal meeting
agenda. The Trust Board Chair opened the meeting at 10:40am.
3
OPENING
3.1
Apologies
Apologies had been received from B Palmer.
3.2
Conflicts of Interest
No conflicts of interest were declared.
4.
GOVERNANCE
4.1
Minutes of the Previous Meeting
The Trust Board considered the Minutes of the previous Open Agenda Meeting held on
10 December 2020.
The Minutes of the Open Agenda were approved as a true and accurate record.
J Judge / R Carlyon – All carried
5.2
Matters Arising
There were no matters arising from the Open Agenda meeting of 10 December 2020.
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5.
RESOLUTIONS FOR APPROVAL
5.1
Endeavour Grant Financial Delegation
The Trust Board received the paper and request for delegating financial authority to the
Chief Executive for all contracts related to the the
Te mana o Rangitāhua research
programme under the MBIE Endeavour Fund grant.
TBR04/21 RESOLUTION
It was resolved that the Trust Board approve to delegate financial authority to the
Chief Executive for negotiating and entering into all contracts and approve related
invoices with subcontracting organisations for the Te mana o Rangitāhua programme
within the defined total funding ($13,363,325 NZD) from the MBIE Endeavour Fund
grant.
J Judge / R Carlyon – All carried
R Tuwhangai asked if reporting for the programme could be quarterly as opposed to six-
monthly. The Director of Collections and Research explained that all of the programme
partners were on a six-monthly reporting cycle in order to report to MBIE which was why
it was suggested the Trust Board receive the six-monthly reports. However, he indicated
that less formal updates on programme progress and activities could be provided to the
Trust Board more regularly.
6.
ITEMS TO RECEIVE
6.1
Legislative Compliance Report (1 Jul – 31 Dec 2020)
The Trust Board received the Legislative Compliance report through the Audit and Risk
Committee. No comments.
6.2
Trust and Bequest Report (1 Jul – 31 Dec 2020)
The Trust Board received the Trust and Bequest Report. No comments.
6.3
Financial Reports (see also Chief Executive’s Report)
6.4
Health and Safety Reports (Dec 2020, Jan 2021)
The Trust Board received the Health and Safety Reports. No comments.
6.5
Media Reports (Oct 20 – Jan 21) The Trust Board received the Media Reports. No comments.
7.
COMMITTEE REPORTS
7.1
Future Museum Capital Programme Committee (FMCC)
The acting FMCC Chair, K Avery, reported that the Committee had met on 24 February
and received final reports on the Phase 1 major capital works project. She reported that
the project had been successfully completed on-time and on-budget. The acting Chair
explained that the FMCC had discussed the Committee’s on-going existing following
conclusion of the Phase 1 works.
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Trust Board Meeting Minutes – 25 February 2021
The FMCC recommended that the Committee be stood down, given the conclusion of the
Stage 1 Capital Programme which was achieved successfully. With Museum capital
projects in the near future unlikely to be complex or high-cost, and all integrated in the
Asset Management Plan (AMP), it is recommended that the Trust Board Audit and Risk
Committee assume responsibility for oversight of capital projects subject to the normal
delegation of financial authority.
TBR05/21 RESOLUTION
It was resolved that the Trust Board approve the Future Museum Capital Programme
Committee be stood down and the Audit and Risk Committee assume responsibility for
oversight of capital projects subject to the normal delegation of financial authority.
K Avery / R Bedford – All carried
7.2
Executive and Governance Committee
The Chair of the Executive and Governance Committee reported that the Committee had
taken direction from the Trust Board and considered its role and responsibilities. The
Committee had discussed that the day-to-day relationship with the Chief Executive could
be managed by the Trust Board Chair and Deputy Chair, including monitoring and
updating of the Chief Executive Success Agreement.
TBR05/21 RECOMMENDATION
The Trust Board accepted the recommendation from the Executive and Governance
Committee that the Committee be disestablished. The Committee recommended that
its three responsibilities under section 1.1 of its Charter be distributed as follows:
•
The employment relationship with the Chief Executive will be managed directly
between the Chief Executive and the Trust Board Chair and Deputy Chair. This
will include establishing annual success agreements for the Chief Executive
which will be submitted to the Trust Board in August for noting (including the
previous and upcoming financial years), and regular monitoring throughout the
year.
•
Matters related to the remunerations policies and practices for the Chief
Executive, Taumata-ā-Iwi, Trust Board and senior executives will remain a
responsibility of the Trust Board.
•
All matters of governance will be referred directly to the Trust Board.
The Committee recommends that the relevant Governance Policies be amended
accordingly.
R Carlyon / O Atimalala – All carried
7.3
Audit and Risk Committee
The Audit and Risk Committee had met on 9 February 2021. No report.
8.
PARTNER REPORTS
8.1
Taumata-ā-Iwi Report (verbal report) – M Mariassouce
No report.
8.2
AMI Report – J McIntyre
The Chair welcomed Dr R Lins the president of AMI and thanked him for the comments
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during the public session and for the on-going support of the Museum. R Lins
acknowledged his predecessor J McIntyre noting that he had proved much continuity to
the AMI. R Lins reported that AMI was still looking to get into its stride especially in the
relationship with Auckland Museum. He believed there were opportunities for both
groups to work better and smarter going forward.
R Lins reported that AMI was happy with the Museum Membership programme and
noted the numbers were strong. He was conscious that momentum needed to be
maintained to ensure longevity, but the early sings were positive. R Lins acknowledged
that the Museum support had been fantastic but there were still kinks to work our and
he looked forward to continue building a rhythm with the Museum from the initial
groundswell of support for the membership programme.
8.3
Pacific Advisory Group (PAG) – P M Lua
P M Lua reported that the PAG had undertaken two tours of the new galleries and
facilities. He mentioned that there was particular interest in the environment displays,
with a focus on the effects of climate change. P M Lua recalled that he had recently
visited New Plymouth and noted that the regional museum lacked linkage between the
colonial history and Maori/iwi history, which was an emphasis in the shift in NZ history
curriculum. He believed that Auckland Museum was at the forefront of creating those
linkages, and from the Moana Nui a Kiwa history to Maori history and then to the
colonial period. He believed the direction of travel was correct at Auckland Museum.
P M Lua acknowledged the Trust Board discussion to focus on engagement with low
decile schools. He suggested this engagement could dovetail with the Pacific Language
Week initiatives. He praised the renewed emphasis on getting Maori and Pacific children
into Auckland Museum.
P M Lua mentioned that he had a potential conflict of interest with his recently
engagement with the Ministry for Culture and Heritage.
9.
ANY OTHER BUSINESS
No other business was raised.
10.
MEETING CLOSE
The Chair thanked all attendees and closed the meeting at 3:50pm.
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Trust Board Meeting Minutes – 25 February 2021