Level 4, Public Trust Building, Ministry of Culture and Heritage
131-135 Lambton Quay, Wellington
20 October 2016,
10:40am – 1:20pm
NDF Board Meeting Summary
Present:
In Attendance:
Matthew Oliver (Chair), Philip Edgar (Secretary, Rep Te Papa)
Andy Neale (Rep National Library), Mike Chapman (Rep Archives NZ)
Ashley Mackenzie-White, Sarah Gallagher, Chris Cormack
Leith Haarhoff, Glen Barnes
Diane Weatherhead, Minutes
WELCOME AND INTRODUCTIONS
Apologies:
Taryn Davies
Matthew welcomed the Board members, and NOTED that:
• There was a quorum of Board Members present
• There were no conflicts of interest.
Andy announced that he would be stepping down in his role as the National Library
representative and that his replacement would be Corin Haines.
Mike announced that he would be stepping down in his role as the Archives New Zealand
representative and that his replacement would be Lisa Austin.
Matthew thanked Andy for his contribution to the NDF board over the last five years, and
thanked Mike for his time over the past year.
PROGRAMME UPDATES
NDF2016 Conference Programme
Andy provided a verbal conference update and the following points were noted:
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Registrations. Compared with the figures from the previous year the registrations
were making good progress, with the aim for 300 attendees. Some of those attendees
are attending the workshops only and not the main conference.
Sponsorship. On track for approximately $10,000.00 - $15,000.00.
Keynote speakers. David Brown, from Microsoft Research would be the closing
keynote speaker. The Minister was not available for the opening address and Richard
Foy, Director Digital Strategy DIA, had been asked.
Demonstration space. Five tables had been booked and teams from Te Papa’s
Mahuki also had been confirmed and would also be using a trade stand.
Conference team. The distributed conference team model had worked well, with six
volunteer positions taking responsibility for six key areas, and that used the National
Library Basecamp software to manage the project and store key documentation.
It was NOTED that the National Library would continue to support NDF by providing the
Basecamp account.
NDF Board Meeting Summary 20 October 2016
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NDF2016 Conference Awards
Matthew provided a verbal update on the conference awards and the following points
were noted:
• Sarah would continue to promote awards through twitter.
• The awards would be handed out at the end of the conference and to include a
people’s choice or “your favourite talk of the conference”.
Communications portfolio report
The Board took the communications report from Sarah as read and the following points
were noted:
Website. Lots of activity on the website.
Regional forums. It was discussed how the regional ambassadors could have
access to the registrations for their forums.
It was discussed that a document be prepared for each of ambassadors outlining their
responsibilities and a privacy statement. And that a privacy statement be put on the
website alongside the registration form, to demonstrate NDF is taking the right
measures in dealing with people’s information.
New brand. Needed to make sure the branding was being used across the
conference, including NDF’s posters at the stand.
Zoom. Could be a potential option for the video conferencing for the board meetings.
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Matthew acknowledged Sarah for her work especially that the newsletter with the new
branding was looking very professional.
ACTION:
• To investigate Zoom as meeting tool and also to consider another option for
comparison. (Sarah)
Regional Activities portfolio update
Ashley provided a verbal update and noted the following points:
The Regional Digital Forums held so far were successful and 110 people had
attended.
The ambassadors were submitting their reports that will be collated into a final report
for the Board.
The Auckland ambassador was not able to attend the conference, and that it was not
transferable to another person. It was AGREED that some form of thank-you gift
would be given.
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ACTION:
• To organise a thank-you gift for the Auckland ambassador. (Ashley)
Membership Portfolio Report
The Board took the membership portfolio report from Leith as read and the following
points were noted:
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Membership levels. That there was a large gap between Nikau and Rimu
membership levels. It was discussed the initial reasoning for the Rimu level was for
conference sponsorship and that it could be promoted in a different way. That
perhaps there could be another level in between these two. Andy acknowledged
that the membership model had been successful and that it enabled NDF to stand on
its own and not so reliant on the three key founding members, and that it was still
early days.
NDF Board Meeting Summary 20 October 2016
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Terms and Conditions. The Terms and Conditions were discussed. It was
AGREED that the Terms and Conditions were accepted with the following
amendments:
- Point 1. To remove NDF Policies and reword “To comply with the Code of
Conduct”.
- Point 3. To reword “That NDF will communicate with you about your
membership”.
- Point 5. To remove altogether.
Membership system. The proposal for a contracting a professional business
analyst to analyse NDF systems and processes was discussed. It was AGREED
that a small working group would carry out more analysis of NDF’s current systems,
looking at financial system options working alongside expanding the functionality of
Squarespace, to deliver a statement of work outlining findings, scope and
recommendations.
ACTION:
• To consider options for another membership level and prepare a paper. (Leith and
Glen)
• To update the Terms and Conditions and implement. (Leith)
• To analyse NDF’s current administrative systems and prepare a statement of work;
with a working group of Leith, Chris, Glen and Diane. (Leith)
Digitisation Portfolio Update
The Board took the Digitisation portfolio report from Glen as read and Glen and the
following points were noted:
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The digitisation survey was closed and 125 responses were received, up from
previous years.
Sent out to approximately 500 contacts.
Analysis to be done in readiness for the reporting at the conference.
Australia was also interested in the survey, and expressed an interest in doing a joint
survey.
ACTION:
• To prepare an analysis of the survey. (Glen)
Sector Engagement Portfolio Update
Matthew provided a verbal update on sector engagement portfolio and the following points
were noted:
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Matthew had drafted a strategic document for the incoming Board and asked input
from the current Board to contribute to their comments and ideas.
ACTION:
• To contribute to the strategic document. (All)
OTHER BUSINESS
Archives New Zealand strategic consultation
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Matthew would collate comments from the Board and put forward a submission on
behalf of NDF.
ACTION:
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To submit feedback on the NL strategic plan behalf of NDF Board to the National
Archives by 4 November 2016. (Matthew)
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Comments form members
• There were no comments from other members.
Next Meeting
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The next meeting would be held at MCH on 8 December 2016.
It was confirmed that Matthew could chair the beginning of the meeting to handover to
the new chair.
Meeting closed: 1:33pm.
Next meeting: 8 December 2016 10.30am – 1.30pm.
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