MINUTES OF THE MEETING OF THE TRUST BOARD,
OPEN AGENDA
Meeting held via Zoom video teleconference
Thursday, 30 April 2020
(Haratua – Rāpare, 30 Āperira 2020)
09:00am-1:00pm
Present: O Atimalala (Chair), K Avery, J Brosnahan, M Mariassouce, Prof. R Bedford, J Judge, R Carlyon
and B Palmer.
Apologies: Dr S Sandley, M Binns, S Kailahi and P M Lua
In attendance: Chief Executive and Governance and Compliance Manager
Item
MINUTES
No.
1.
WELCOME
The Chair welcomed J McIntyre from Auckland Museum Institute (AMI) and opened the
meeting at 1:30pm.
1.1
Apologies were received from Dr S Sandley, M Binns, S Kailahi and P M Lua.
2.
GOVERNANCE
2.1
Trust Board Interests Declared
No conflicts of interest were declared by the Trust Board.
2.2
Minutes of the Previous Agenda Meeting of the Trust Board on 27 February 2020
The Chair tabled the draft Minutes of the Open Agenda Meeting of the Trust Board on 27
February 2020 as a true and accurate record.
J Brosnahan / R Bedford – All carried
Matters Arising
2.3
The Trust Board noted no matters arising from the previous Open Agenda meeting.
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Trust Board Open Agenda Meeting Minutes – 30 April 2020
3.
DRAFT ANNUAL PLAN 20/21 (PLANNING COMMITTEE)
3.1
Revision of the Draft Annual Plan 20/21
The Chair of the Planning Committee reported that the Trust Board had met to discuss
proposed changes to the Draft Annual Plan 20/21. It was noted that this had been a
major shift from a positive outlook in 20/21 to a depressing outlook that accommodated
the large loss of self-generated revenue. The Trust Board had examined the proposed
cuts across the Museum for the upcoming 20/21 year and requested that redesign of
Maori Court, the Lifeways Galleries and the Land Wars Gallery all be kept on track. The
Trust Board had agreed that it was prepared to increase borrowing in order to facilitate
continuation of those programmes.
The Chief Executive explained that the RFA had requested the Museum revise the DAP
after initial submission in March and following the outbreak of Covid19. At a special
session held on 22 April, the Trust Board had agreed a set of assumptions based on the
Treasury-published economic scenarios of alert levels at a special session in April. These
assumptions had framed the Revised Draft Annual Plan 20/21 which projected a
significant drop in revenue. As a result, the Chief Executive reported that $8 million in
economies had been made to the Draft Annual Plan 20/21. The Museum had identified
critical capabilities that would not affect its position.
The Chief Executive provided a presentation on the key changes in the Draft Annual Plan
20/21 which included:
• Deferment of any major gallery re-developments;
• Major reductions made in commercial cost-base;
• Reduction in on-site programmes and education for first half of the year, but
strengthening of online presence;
• No outreach programmes in the first half of the year;
• Resizing of operations: which included reduction in headcount resulting in labour cost
reduction of $3 million;
• Museum would pivot towards domestic market and local community;
• Library hours would be reduced;
• Reduction in IT infrastructure re-developments.
The Chief Executive explained that the Trust Board had committed to continuing concept
development for redesign of Maori Court, Lifeways Galleries and Land Wars Gallery over
the next 12-18 months which would be included in the DAP budget. It was noted that
this concept development would likely help generate fundraising. The Chief Executive
expressed the importance of conveying to Auckland Council that major reductions in
operational cost base of $8 million had been made in the revised Draft Annual Plan 20/21
At the request of the Trust Board, the Chief Executive explained that staff levels would
drop by 27% by December 2020, including a drop of 13% in permanent FTE and 70% drop
in fixed term FTE. This meant 80 positions would be impacted over the coming months.
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Trust Board Open Agenda Meeting Minutes – 30 April 2020
J McIntyre (AMI) recognised that the situation was dire and acknowledged the hard and
difficult work being undertaken. He asked if the Trust Board believed Auckland Council
would be happy with the planned reductions and accommodate the levy request given its
own revenue will fall? The Chief Executive noted that ARAFA had settled on a 0%
increase in its levy so the Museum was largely in line with similar institutions. The Chair
of the Planning Committee emphasised that it is important for Auckland Council to
receive that narrative about the major cuts and reductions, and if the situation stabilises
the Museum will once again begin regenerating revenue.
J McIntyre enquired about the use of Museum volunteers, and asked if they could help
support the situation. The Chief Executive and Director of Enterprise and Finance
reported that the Museum maintained good connection with volunteers but the
challenge is that with low visitor numbers the number of onsite roles has reduced.
However, it was emphasised that having the volunteers is a great asset when it comes to
stepping back up with onsite visitation.
J McIntyre noted that it was heartening to see research and tertiary programmes
continuing under the revised Draft Annual Plan 20/21, including initiates such as the
Noises Islands programme. He enquired how delays to exhibition schedules would affect
the roll out of the Membership programme? The Chief Executive noted that the
Museum still planned to link the Membership roll out with the reveal of new spaces and
new exhibitions. These had been delayed but the Museum would have a better
understanding of completion dates and exhibition schedules in the coming months so the
Chief Executive would keep in touch.
The Chair of the Planning Committee explained that she would join the Trust Board Chair
and R Bedford to engage the Chair of the Taumata-ā-Iwi and Pacific Advisory Group (PAG)
and explain the revisions to the Draft Annual Plan 20/21 as soon as possible.
• The Trust Board approved the revised Draft Annual Plan 20/21 with amendments as
discussed to continue programmes to re-develop Māori Court, Pacific Lifeways
Gallery, Māori Lifeways Gallery and the New Zealand Land Wars Gallery through
increased borrowing.
J Brosnahan / O Atimalala – All carried
• The Trust Board permit the Trust Board Chair and Chair of the Planning Committee to
sign off any final amendments as agreed, and any final amendments arising from
discussions with the Chairs of Taumata-ā-Iwi and PAG.
J Brosnahan / O Atimalala – All carried
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Trust Board Open Agenda Meeting Minutes – 30 April 2020
4.
MATTERS FOR DISCUSSION
4.1
Taumata-ā-Iwi Report
M Mariassouce reported that the Taumata had not met during the Covid19 lockdown so
there was not much to add. He noted that iwi across the country had turned inward for
internal support during the Covid19 situation.
4.2
Auckland Museum Institute Report
J McIntyre reported that there was not much activity at AMI over the lockdown period
but members were engaging through online meetings. AMI members had also made use
of the new online content on AucklandMuseum@Home. AMI was awaiting the next
round of Trust Board recruitment and remained in touch with RFA. J McIntyre noted that
the recent presentation to AMI by the Chief Executive and Dr S Berry on the Noises
Islands Marine Protected Area programme had been well-received by members.
4.3
Pacific Advisory Group (PAG) Report
PAG had put forward apologies and there was no report.
5.
ITEMS TO NOTE
5.1
Finance and Visitation Reports (March 2020)
The Director of Enterprise and Finance noted highlights from the finance and visitation
reports. The financial outlook had been good by the end of March 2020 and on track for
a small surplus but this would be impacted by the Covid19 lockdown. The finances had
been supported by the Government’s wage subsidy which meant that the Museum
would only break even by end of June 2020. Much work had been done to revise the
finances in the revised Draft Annual Plan 20/21.
Overall, the Director of Enterprise and Finance reported that the Museum financial
position would be reasonably good even as impacts of Covid19 situation start to impact.
While investments were fairly volatile, the Investment Committee had discussed how
losses have been managed largely due to the move into short term deposits. Milford
Asset Management had reported recently to the Investment Committee on their strategy
for the Museum investment portfolio.
The Director of Enterprise and Finance also reported that the Trust Board had approved
the annual trust drawdown for FY20/21 and would be reviewing all the Museum’s trusts
and bequests for any potential to leverage additional funds and limit borrowing.
6.
ANY OTHER BUSINESS
No other business was raised
7.
AGENDA MEETING CLOSE
The Chair closed the Open Agenda meeting of the Trust Board at 2:05pm.
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