NATIONAL DIGITAL FORUM BOARD
Annual General Meeting
Museum of New Zealand Te Papa Tongarewa, Cable St, Wellington
14 October 2015, 8:06am – 8:42am
MINUTES
Present:
Board members
Matthew Oliver (Chair), Ministry for Culture and Heritage
Andy Neale (Conference Convenor), National Library
Steven Fox (Treasurer), Museum of Transport and Technology
Philip Edgar, (Secretary) Te Papa
Mike Kmiec, Victoria University of Wellington
Leith Haarhoff, Palmerston North City Library Community Services
Diane Pivac, Ngā Taonga Sound & Vision
Mike Chapman, Archives New Zealand
Glen Barnes – My Tours
Ashley Mackenzie-White – Ministry for Culture and Heritage
Individual members
Adrian Kingston, Allison Brown, Amanda Curnow, Amy Joseph, Brenda
Chawner, David Sanderson, Eric Boamah, Helen Thomas, Kara
Kennedy, Kris Wehipeihana, Andy Fenton, Mark Crookston, Matt
Plummer, Michael Parry, Neil Curgenven, Phillipa Tocker, Puawai
Hagger, Sarah Knox, Thomas Irwin, Thomasin Sleigh, Heera Kim, Mike
Dickson, Sydney Shep, David Reeves, Claire Amos
Institutional members
Philip van Ziji, Robyn Drabble.
In Attendance:
1.
Diane Weatherhead, (Minutes)
WELCOME AND INTRODUCTIONS
Matthew Oliver, the Chair, welcomed the Board and members and outlined the
agenda for the meeting.
Apologies were received from:
Board members:
James Smithies – Digital Humanities, University of Canterbury
Adam Moriarty – Auckland War Memorial Museum,
Jan Gow – FAMNET Trust,
Sara Gallagher – University of Otago
Individual members: Baruk Jacob, Fiona Gray, Vanisa Dhiru
He thanked the outgoing board members, Mike Kmiec and Jan Gow for their service
and contribution to the NDF Board.
He welcomed the new board members, Glen Barnes, Ashley Mackenzie-White, and
Sarah Gallagher. He acknowledged Leith Haarhoff for renewing his term.
NDF Annual General Meeting, 25 November 2014 Page 1 of 3 2. MINUTES of 2014 AGM
The minutes of the AGM held on 25 November 2014 in Wellington were confirmed as a
true and correct record.
Moved that the AGM 2014 Minutes be accepted:
Moved: Steven Fox
Seconded: Brenda Chawner
CARRIED
3. ANNUAL REPORT
The Chair presented the NDF 2015 Annual Report, and asked the Portfolio Leads to
verbally address their programmes.
Andy Neale, Conference Convenor, noted that:
• The conference was held early this year due to LIANZA holding their conference in
November. Next year it will be back to the usual month of November.
• Conference numbers were down from last year due to the earlier timeframe,
however it was expected to break-even. There were reserves to recoup any losses.
Ashley asked about the children’s involvement during the lunchbreak.
Andy responded that they had requested to attend and the conference committee
thought why not. Ashley suggested that the network could spend more time to welcome
them into the event.
Mike Kmiec, Membership Portfolio, noted that:
• He stepped down as he was not able to dedicate the time he would have liked to.
• The implementation of the new membership model was a success and
acknowledged the work done by Andy Neale.
Matthew Oliver spoke on behalf of James Smithies, Professional Development, and
noted that:
• The regional initiatives were another success and that ongoing meetings were being
co-ordinated to maintain continuity.
Leith Haarhoff, Community Engagement Portfolio, noted that:
• The website was updated and a new communication tool added to the toolbox,
Loomio.
• Loomio replaced the discussion forum on the website and had made a successful
start.
• A free trial of Meet-up Pro will be implemented for regional ambassadors to use as a
way of enabling continuity of the connections made at the Barcamps.
Phil Edgar, Secretary, noted that:
• At the last elections the Board made the decision to bring the election process back
into the cycle of four Board vacancies contestable each year, by opening up four
board positions only. However there were five vacancies and a recent resignation by
James Smithies created an additional vacancy.
• The Board enacted the Rule 9.11 Casual Vacancies, and appointed Matthew Oliver
and Steven Fox to hold office for a term of one year until the next Annual General
Meeting.
Matthew also noted that:
• The new membership model had shown a strong community and opened up the
opportunities to connect with more CEOs within the GLAM sector, with the aim of
NDF to bring these CEOs together to talk about common digital issues.
NDF Annual General Meeting, 14 October 2015 Page 2 of 3 Moved that the NDF 2015 Annual Report be adopted.
Moved: Kris Wehipeihana
Seconded: Phillipa Tocker
Accepted with acclamation
4. FINANCIAL REPORT
The Treasurer, Steven Fox, presented the NDF 2015 Financial Report.
He noted the following:
• The new reporting framework had been used to meet the new requirements set by
the Charities Commission.
• There was a modest surplus compared to the previous year, which highlighted the
need to implement the new membership model.
• The Board approved to change banks, from Westpac to Kiwibank to provide a better
return on NDF’s investments.
Mark Crookston questioned what the level of reserves was set at?
Steven, Treasurer, replied that a healthy level would be $100,000. He also said that
because the Board used the same conference venue and organiser patterns of
consistency were built into the NDF’s financial planning.
Moved that the NDF 2015 Financial Report be adopted.
Moved:
Allison Brown
Seconded: Michael Parry
Carried.
5. OTHER BUSINESS
GLAM sector working together
• Kris Wehipeihana questioned how best the GLAM sector could better work together
to get the regions more involved. She noted that the NDF Ambassadors were given
a vehicle to connect with regions, however NDF is only part of the sector and some
effort is required to ensure that the activities of the various membership
organisations didn’t overlap. She said that LIANZA had decided to host their
conference biannually.
• Mark Crookston said that ARANZ also had decided to host their conferences
biannually.
• Phillipa Tocker said there had been an overlap of the Museums Aotearoa and NDF’s
Barcamp activities and working together could have prevented that.
• Mark Crookston asked the NDF Board to investigate ways the sector could leverage
on what already exists.
• Kris Wehipeihana said that there was a need to establish partnership arrangements
that would use existing organisations, engage with the leadership, and promote
practical things that could be done in the regions.
Andy Neale thanked Matthew for taking on the role as Chair and had done a great job
working with a bunch of volunteers.
Matthew thanked Andy for organising another great conference. He also thanked the all
the volunteers who assisted on the conference planning committee and the NDF
Ambassadors for their work. Without volunteers these activities would not have
happened, and that participating was a great opportunity to meet so many people and
have fun.
The Chair declared the meeting closed at 8:42am.
NDF Annual General Meeting, 14 October 2015 Page 3 of 3