Te Puna o Waiwhetu Christchurch Art Gallery

Te Puna o Waiwhetu Christchurch Art Gallery MONITORING REPORT (2002/03) Financial Year

1 TABLE OF CONTENTS 1. MANAGEMENT OVERVIEW PAGE 1 2. NON-FINANCIAL PERFORMANCE INDICATORS 3 3. FINANCIAL PERFORMANCE 11 CHRISTCHURCH ART GALLERY TE PUNA O WAIWHETU 1. MANAGEMENT OVERVIEW The period under review saw the Gallery team focused totally on the final stages of preparation and the opening of the new Gallery on 10 May, 2003. All art works were relocated, and either installed or stored with no loss or damage. All exhibition spaces and building services were completed and operational at the formal opening. Staffing - all Visitor Services staff were recruited, trained and in the new corporate wardrobe since the opening, the Gallery has been consistently complimented for their customer service. An estimate of 16,000 18,000 visitors over the very successful opening weekend (Saturday, 10 and Sunday, 11 May) enjoyed the new facility. Since the opening, visitor numbers have been sustained. Electronic counters are still being commissioned, unfortunately. However, as an interim measure, manual counting established a reliable base for estimating visitor numbers. For the seven weeks the Gallery was open in the year 2002/03, the estimate was 110,481 visitors, creating a remarkable beginning to the new Gallery s life! Further good news was the hugely popular public programme - a total of 543 floor talks, lectures, guided tours and school lessons were delivered to meet high market demand. Additionally, another major focus for Gallery management and staff has been revising all policy and procedures in relation to the new facility, as well as developing the Strategic Plan 2003 2006, and aligned public programmes, marketing and publicity, and merchandising strategies - all of which signify the Gallery team s understanding of the dramatic increase in the community s expectations of the new Christchurch Art Gallery Te Puna o Waiwhetu. 1

2 2. NON FINANCIAL PERFORMANCE INDICATORS TRIPLE BOTTOM LINE PERFORMANCE INDICATORS Performance Indicator Target 2000-1 2001-2 1. (description) (x%) (y%) (z%) (a%) 2 Satisfaction rating for visitors to 84% Nil 79% 82% the Art Gallery 3 Exhibitions prepared by opening. 9 10 Exhibitions completed 8 programmed 5 programmed 4 Continue to produce Canterbury Art on Tour series 5 Visitors to the Gallery from opening of 25 April to 30 June 2003 4 7 exhibitions toured 10 schools 50,000 110,481 estimate visitor numbers 199,105 full year 185,000 full year 6. Advice and evaluations 1,300 1,924 2,257 2,159 7. Gallery prepared for opening All public services and exhibitions available at opening 8. Gallery project completed within budget. Final costs of the project still unknown 9. Art works prepared, moved and installed by 30 June, 2003 10. Reduce from 30 to 25 litres quantity of solvents used in treatment of art works All Reduce by 5 litres All art works moved prior to 30 June, 2003 Less than 5 litres used by 30 June Transition plan in draft. Comments 1. Satisfaction Rating. A visitor satisfaction survey could not undertaken during the period of 10 May 30 June, 2003, due to other opening pressures associated with the new Gallery. 6. Public consultations. The increase in public enquiries has been a direct result of a much higher profile for the Gallery. 2

CORPORATE PLAN SERVICE DELIVERY PERFORMANCE INDICATORS Output class : Art Collections Target Prev Year Maintenance 1. All art works prepared, moved and installed in the new Gallery by November 2002 without damage, on time and within budget. 3 Completed All art works moved prior to 30 June, 2003 2. Conserve at least 60 works of art on paper. 60 73 works on paper conserved 3. Conserve 20 major oil paintings 20 11 major oil paintings conserved 4. Produce information on hazardous materials that may be used in the production and treatment of art works, and by employing best practice endeavour to reduce the necessity of using such materials wherever possible Output class : Enhancements 5. Number and value of art works acquired to optimise the available acquisitions budget. Collection development activity is maintained in accordance with the Collection Development Policy. 6. Conserve and replicate frames, at least 50. Information produced Optimum use of acquisitions budget At least 50 Information not produced. Art works have been acquired to the optimum value of the acquisitions budget. 41 frames conserved Target 160, actual 191 Target 40, actual 49 New objective Budget fully utilised Target 305, actual 81 Output class : Community - Programmes and Activities 7. The number of programmes and activities delivered, at least 28. 2 open days 1 auction 1 opening 34 floor talks (art bites) 61 lectures 304 guided tours 140 lessons (booked school groups) Target Prev Year at least 28. 543 programmes and activities delivered. 8. The number of educational resource kits produced, including collection based information sheets at least 260. at least 260. 265 educational resource kits produced Target 8, actual 4 260 new resource kits 5 new editions of existing resource kits 9. The number of educational promotional visits to schools - 12. 12 visits No visits undertaken 3

4 10. Training programme for new Gallery Guide Team completed by April 2003. Training completed Recruitment 100% complete. Training 75% complete. Output class : Promotion Target Prev Year 11. Produce a marketing plan to maximise the profile of the new Gallery. Approved plan Market research (stage one) completed. The production of the Plan was delayed due to other priorities, and is now due 31 December, 2003. 12. Marketing and promotional items produced per month, at least 7. Market activity plan for opening and first 6 months was produced. 7 per month Main items produced per month : Media releases Advertisement Monthly programme Target 8, actual adv 8 13. Number of Bulletins - target 4. 4 produced 4 Bulletins produced inc special edition for Summer 2002/03 14. Increase the profile of the new Gallery during the preparation period. Profile raising will be measured by an omnibus survey undertaken twice a year and supplemented with publicity volume statistics. Survey twice a year Indication that the profile has been raised via increased media support, public open days and visitor attendance. Target 4, actual 4 Omnibus survey not undertaken. Output class : Advice on the Arts Output class : Art in Public Places 15. Number of enquiries dealt with by staff approximately 750. Target Prev Year 750 Approx 801 enquiries approx Enquiries 973 16. Number of public consultations and appraisals done during the year approximately 250. 250 Approx 795 consultations Appraisals 133 Public consultations 369 4

17. Number of conservation enquiries dealt with during year will be approximately 300 queries. 18. Continue to produce, in collaboration with CoCA, the Canterbury Art On Tour series for schools. Provision is made for four touring exhibitions focusing on the works of four Canterbury artists for display in seven Christchurch Secondary Schools during the year. Organised and toured by CoCA and the Gallery. 19. Continue to update the new Gallery s website. Robert McDougall website active to August 2002. Christchurch Art Gallery Te Puna o Waiwhetu - interim web site active Aug 2002 June 2003 - new web site launched 30 June 2003. 5 300 Approx 328 enquiries 4 exhibitions touring in 7 schools. Continuous update 7 exhibitions touring in 10 schools Web site updated. Conservation enquiries 782 20. Make information on the collections available through the website, publications and the new Gallery s library and other information services. Information available via website, publications, library and other sources. Intra net access available to the 371 works on display Publication The Collections produced Library 5, 022 catalogue entries 21. Develop and improve use of the Gallery s collection database and digital imaging with 1,000 images of collection works on the database by July 2003. 1,000 images on the data base 204 images on the data base 5

6 Output class : New Christchurch Art Gallery 22. The new Gallery is prepared for the opening date of 25/04/2003. 23. The new Gallery's facilities and service provide a vastly improved venue for its local community and other visitors with the addition of facilities such as parking for cars and buses, disabled access and public toilets as well a café bistro. 24. A database is maintained to support the fundraising and stewardship activities. This database should also be used for direct/ marketing/ research and (ticket) sales, and should provide better targeting, more service and relationship building through customisation, create better giving, more connectedness between gallery functions (if they come to events and give etc.) and reduce costs with better response rates and single data source. Measurements are response rates and omnibus survey. 25. The Community Trust Sculpture Garden will contribute a park-like setting to the central city as a recreational environment. 26. All building services in the new Gallery operate in the most efficient and effective manner possible (airconditioning, heating, power consumption etc). consumption levels will be compared to like buildings and a programme of continuous improvement will be implemented. 27. Gallery staff provide all necessary information and support to allow the new Gallery building project to be completed on time and within budget. Target Prev Year Opened Gallery opened 10 May, 10 May, 2003 2003 All facilities completed and services commissioned Garden completed Services operational, targets developed. Achieved All queries responded to promptly Facilities completed by opening date. Final commissioning of services still in progress. Current database current and maintained on spread sheets. Data base software has been tested and assessed. Transfer to data base will be completed by 31 December, 2003. Garden completed by 10 May, 2003 All of the Gallery s major services are still in the final commissioning phase. No outstanding queries New Target Previous year s target was maintenance of existing data base. Achieved. 6

7 Output class : Exhibitions Target Prev Year 28. Nine exhibitions to be prepared for the opening of the new Gallery. 9 exhibitions 10 exhibitions available 29. Number of exhibitions reflecting local artists to be not less than 3, New Zealand artists not less than 2 and international artists not less than 1. Total of 3 exhibitions of which 2 are NZ artists Exhibitions produced 5 exhibitions by NZ artists The 2002-03 programme features the following exhibitions : 3 exhibitions of local artists Hudson-Ware, W.A. Sutton, Bennett and 1 international artist 1 exhibition by international artisits 2 exhibitions of NZ artists Te Puawai o Ngai Tahu, King 1 exhibition by international artists The Allure of Light 30. Number of exhibitions by contemporary artists not less than 3. Number of exhibitions acknowledging historic art is 3 The 2002-03 programme features the following exhibitions : 3 exhibitions of contemporary artists 3 exhibitions of historic artists 5 exhibitions of contemporary artists 3 exhibitions of historic artists 5 by contemporary artists Hudson-Ware, Te Puawai, King, Bennett, and various from the Collection 3 by historic artists The Allure, Sutton, various from the Collection IN-HOUSE Complete a programme of in-house exhibitions one year ahead LOCAL The completion of a programme of local exhibitions one year ahead. NATIONAL The completion of a programme of national exhibitions one year ahead. INTERNATIONAL Approved 1 year in advance Approved 1 year in advance Approved 1 year in advance 2003-04 programme in place and approved. 2003-04 programme in place and approved. 2003-04 programme in place and approved. 7

8 The completion of a programme of international exhibitions to the end of the year. SPECIAL EXHIBITIONS Presentation of these special exhibitions, without creating additional budget pressure. MERCHANDISING 31. Develop stock representing a selection of reproductions, cards and information on the Gallery collections and exhibitions. 32. Reproduce at least 10 images from the collections as cards or posters. Images: 7 x cards, 3 x reproductions. 33. Publish a book on the new Gallery for sale to the public. Approved 1 year in advance Completed with no budget pressure Development of stock achieved 7 cards 3 reproductions Book published 2003-04 programme in place and approved. Not applicable Stock on sale 27 cards 3 reproductions Book published and on sale 7 card, actual 1 3 reproduction s, actual 4 Output class : Our City O Tautahi 34. At least 6 different groups outside of Council groups have used the facility for events, meetings or debates over the first 12 month period ending 1 March 2003. 35. Visits and/or bookings for visits, from a minimum of 10 different educational facilities to the venue within the first 12 months. A planned schedule of temporary 36. exhibitions for the following 12 month period 1 July 2003 1 July 2004 in place by 1 July 2002. 37. Completion of three permanent displays, including the display completed for stage one, (life of 2 3 yrs). By 1 March 2003. 38. A minimum of 2 temporary exhibitions completed in the first year ending March 2003 comprising past, present and future topics which relate to the Our City concept statement. 39. Strategic plan, hireage and exhibition policies in place by the end of the first 12 month operational period July 2002 2003. Target Prev Year 6 groups 125 groups booked from outside Council have used the facility 10 different education groups visited Schedule available 3 displays completed 2 temporary exhibitions completed Plan available 17 different education facilities visited Schedule in place and approved 6 displays completed 13 temporary exhibitions completed Strategic plan and policies completed. Management and Strategic Plan accepted by Council January 2001. To be reviewed August 2003. 40. Establish an advisory group and facilitate a minimum of 3 advisory group meetings in the first year ending 1 March 2003. 3 advisory group meetings under taken Postponed until year 2003/04 8

9 41. Marketing plan which clearly indicates how visitor / exhibition numbers will be maximised in place by July 2002. 42. Visitors survey within accepted National Services Guidelines in place by 1 March 2003. 43. Securing $10,000 in sponsorship, cash and in - kind in addition to the ECAN contribution in the first year. Plan available Plan available $10,000 secured Plan currently under revision. cash sponsorship $22,500 in kind sponsorship $7,794 ECAN contribution withdrawn Notes 3. Conservation of oil paintings. Several works required more complex conservation than anticipated. The available budget was fully committed. 4. Conservation information The information was not produced due to other work requirements. 7. Public Programme activity There are six programme categories (club, floor talks, guided tours, lectures, lessons and outreach activities) and 18 combinations (involving changes in timing, location, target group). The total number of individual programmes delivered was 543. 9. Visits to schools Not undertaken due to programme preparation for the new Gallery. 16. Public consultations The increase in public enquiries has been a direct result of the higher profile of the new Gallery. 21. Data base images. A total of 920 images have been prepared, and are waiting to be loaded onto the data base, as the image storage system is still under discussion. 26. Building Services. All of the Gallery s major services ( HVAC, security etc) are still in the final commissioning phase. 34. Venue hire The venue and services offered have received excellent feedback, resulting in higher than anticipated external usage. 37. Permanent displays Sponsorship has enabled an additional two displays in the Past area, and one in the Education room. 38. Temporary Displays As above, sponsorship and partnerships enabled more temporary displays than anticipated to be completed within the first year. 9

10 40. Advisory group The establishment of an Advisory Group was postponed until budgetary and staffing matters were resolved. 43. Sponsorship has been received in cash and in-kind from a number of city businesses. ECAN withdrew its core contribution when the Environment Centre did not establish its operation at Our City. ECAN however contributes to and funds changing exhibitions in the Present area of the exhibition space. 10

11 3. FINANCIAL PERFORMANCE Profit Centre Group Exp Plan Exp Rev Plan Rev NCS Plan NCS Variance 12mth Var Enhancements 201,484 129,180 53-201,430 129,180 72,250 55% Maintenance 1,161,384 1,246,669 35,016-26,967-1,126,368 1,219,702 93,334-7% Art Collections 1,362,868 1,375,849 35,069-26,967-1,327,799 1,348,882 21,083- Inhouse Exhibitions 521,384 470,535 1,285-5,000-520,099 465,535 54,564 11% Local Exhibitions 213,377 349,695 50,081-27,324-163,295 322,371 159,076-49% Merchandising 298,364 338,229 160,569-120,307-137,795 217,922 80,127-36% National Exhibitions 159,321 81,890 15,958-143,363 81,890 61,473 75% International Exhibitions 164,197 238,078 38,861-50,000-125,336 188,078 62,742-33% Special Exhibitions 168 120,000 120,000-168 168 Our City 434,617 422,029 38,371-30,000-396,247 392,029 4,218 1% Exhibitions 1,791,428 2,020,456 305,125-352,631-1,486,304 1,667,825 181,522- Community - Gallery Promotion 359,827 314,485 6,041-353,786 314,485 39,301 12.4% Community Programmes & Activities 376,681 427,766 20,694-5,200-355,987 422,566 66,579-15% Council - Advice On The Arts 69,894 96,056 69,894 96,056 26,162-27% Council - Art In Public Places 9,124 10,232 9,124 10,232 1,108-10% Information & Advice 815,527 848,539 26,735-5,200-788,791 843,339 54,548-0000047113 989,139 1,113,735 40,484-120,400-948,655 993,335 44,680-6% New ChCh Art Gallery 989,139 1,113,735 40,484-120,400-948,655 993,335 44,680- Operational Outputs 4,958,961 5,358,579 407,413-505,198-4,551,549 4,853,381 301,832- Internal Services 0-1- 0-1- 1 Internal Services 0-1- 0-1- 1 Cost Centres 6,839 0 6,839-0 0- Cost Centre Balances 6,839 0 6,839-0 0- Art Gallery Net Cost of Services 4,965,800 5,358,578 414,252-505,198-4,551,548 4,853,380 301,832- Fixed Asset Renewals & Replacements 99,627 10,000 99,627 10,000 89,627 896% Fixed Assets: Renewals & Replacements 99,627 10,000 99,627 10,000 89,627 Fixed Asset Improvements 94,061 78,182 94,061 78,182 15,879 20.8% Fixed Assets: Asset Improvements 94,061 78,182 94,061 78,182 15,879 Fixed New Facilities and Equipment 247,217 411,127 247,217 411,127 163,910-20.3% 11 No

12 Fixed Assets: New Assets 247,217 411,127 247,217 411,127 163,910- Art Gallery Fixed Assets 440,906 499,309 440,906 499,309 58,403- Restrict New Acquisitions & Public Place 273,256 235,839 273,256 235,839 37,417 11% Restricted Assets: New Assets 273,256 235,839 273,256 235,839 37,417 Art Gallery Restricted Assets 273,256 235,839 273,256 235,839 37,417 Art Gallery Capital 714,161 735,148 714,161 735,148 20,987- Profit Centre Result 5,679,962 6,093,726 414,252-505,198-5,265,710 5,588,528 322,818- NOTES ; 1. Art Collections : Enhancements Net costs are 55% (-$72,250) above target, due to a higher than anticipated reallocation of staff costs. expenditure is within an acceptable variance. 2. Art collections : Maintenance Net costs are 7% ($93,334) below target. expenditure is within range for all output areas except the data base project was unable to acquire assets until the end of the year and continued to out-source the digitalization of images. 4. Exhibitions : Local Exhibitions. Net costs are 49% (-$159,076) below target, due to increases in anticipated sponsorship, reduction in installation costs and changes in the programme (a postponed exhibition). A recurring issue was Marketing costs were not allocated to exhibition projects, resulting in an overspend in that area. 6. Exhibitions : National Exhibitions. Net costs are 75% ($61,473) above target, because previously unassigned catalogue production costs were assigned to this cost center. 7. Exhibitions : International Exhibitions. Net costs are 33% (-$62,742) below target, because marketing and security costs were not allocated to the exhibition project, resulting in an under spend in that area. 16 Overheads and cost centers There were a number of under-costed increases in the MIS and telecoms areas. All printers were upgraded, including 2 specialist printers and a number of additional PCs were acquired. The other major cost was in staff recruitment. An agency was employed to search for a number of specialist staff eg Facilities Supervisor, Events Co-ordinator and Sponsorship Manager. In general, all the staff cost centers are over-budget, due to the cost of over-time and annual leave accrual. Overtime was necessary for the majority of staff during the ramp up to the opening. Post-opening, building staff acquired considerable overtime from call-outs, and visitor services staff were required to manage a large number of events and functions. These costs are reallocated to the operational codes. 12

13 17. Capital : Fixed Assets : Renewals & Replacement Net costs are 896% ($89,627) over target. One capital item (security radios $10,000) was budgeted as operational. The other major items were urgent post-occupation requirements for additional security cameras ($49,151) and exhibition equipment ($32,350). It should be noted that the New Asset code was underspent by $58,403. 13