NOTICE OF MEETING. Chairperson Deputy Chairperson Members

Transcription

1 NOTICE OF MEETING TO: Chairperson Deputy Chairperson Members Mrs Judy Gillett-Ferguson Mayor Karen Redman Cr Paul Koch Cr Diane Fraser Cr Cody Davies Mr Paul Barnet Ms Helen Hennessy Mr Brian Thom NOTICE is hereby given pursuant to the provisions of Section 83(1) of the Local Government Act 1999, that the next Gawler Heritage Collection Committee meeting for the Town of Gawler will be held in the Conference Room, Town of Gawler Administration Centre, 43 High Street, Gawler East, on Thursday 14 February 2019, commencing at 4:00pm. A copy of the Agenda for the above meeting is supplied as prescribed by Section 83(3) of the said Act. David Barrett Manager Business Enterprises and Communications 7 February 2019

2 Order Of Business 1 Statement of Acknowledgement Attendance Record Roll Call Apologies Motions to Grant Leave of Absence Leave of Absence Non-Attendance Declarations of Interest Confirmation of Minutes Business Arising from Minutes Officer Reports Gawler Heritage Collection Enquiries: September 2018 to January Mayoral Portraits Gawler Heritage Collection Committee 2018 Workplan completion and Draft 2019 Workplan Items Listed for Discussion Updated Motion List Research Centre Opening Hours Civic Centre Progress Update Opening Exhibition Budget Hisory Month Update Gawler Heritage Collection Committee Membership Items Listed for Discussion at Future Meetings Questions without Notice Motions without Notice Close Next Ordinary Meeting Thursday 14 March 2019 commencing at 4:00 pm... 15

3 1 STATEMENT OF ACKNOWLEDGEMENT We would like to acknowledge this land that we meet on today is the traditional lands for the Kaurna people and that we respect their spiritual relationship with their country. We also acknowledge the Kaurna people as the custodians of the greater Adelaide region and that their cultural and heritage beliefs are still as important to the living Kaurna people today. 2 ATTENDANCE RECORD 2.1 ROLL CALL 2.2 APOLOGIES 2.3 MOTIONS TO GRANT LEAVE OF ABSENCE 2.4 LEAVE OF ABSENCE 2.5 NON-ATTENDANCE 3 DECLARATIONS OF INTEREST 4 CONFIRMATION OF MINUTES Gawler Heritage Collection Committee Meeting - 8 November BUSINESS ARISING FROM MINUTES

4 6 OFFICER REPORTS 6.1 GAWLER HERITAGE COLLECTION ENQUIRIES: SEPTEMBER 2018 TO JANUARY 2019 Record Number: Author(s): Previous Motions: Attachments: CC18/255;IC18/485 Jacinta Weiss, Cultural Heritage Centre Coordinator Council, 23/01/2018, Motion No. 2018:01:18 Council,24/01/2017, Motion No. 2017:01:21 Nil OFFICER S RECOMMENDATION That the Gawler Heritage Collection Committee recommends to Council that: 1. The Gawler Heritage Collections Enquiries: September 2018 to January 2019 report be noted. BACKGROUND At its meeting held on 24 January 2017, Council adopted the following recommendation from the Gawler Heritage Collection Committee: Moved by Cr Shackley Seconded by Cr Koch 2017:01:21 That Council adopts the recommendation from the Gawler Heritage Collection Committee made at item 5.1 of the meeting of that Committee meeting held on 16 January 2017, being: GHCC:2017:01:07 The Gawler Heritage Collection Committee recommends to Council that a monthly report is prepared by staff and presented to the Gawler Heritage Collection Committee that details the current use of the Gawler Heritage Collection. This would include details of all enquiries that can and cannot be met. At a subsequent meeting held on 23 January 2018, Council adopted the following recommendation from the Gawler Heritage Collection Committee, to alter the report from monthly to quarterly; Moved by Cr P Koch Seconded by Cr D Hughes 2018:01:18 That Council adopts the recommendation from the Gawler Heritage Collection Committee made at item 5.1 of the meeting of that Committee meeting held on 14 December 2017, being: GHCC:2017:12:44 That the Gawler Heritage Collection Committee recommends to Council that the Gawler Heritage Collection Enquiries Report be provided quarterly rather than monthly. Item 6.1 Page 4 of 19

5 The Gawler Heritage Collection is comprised of three unique collections: 1. The Gawler Institute Archives Collection 2. The Gawler Civic Collection 3. The Gawler Local History Collection (also known as the Wendy Treloar Local History Collection) The quarterly Gawler Heritage Collection Enquiries Report presented to this Committee will therefore include details of enquiries made into any of the three collections listed above. COMMENTS/DISCUSSION In the period September 2018 January 2019, staff received nine (9) enquiries that involved the Gawler Heritage Collection. The details of these enquiries are included at the end of this report. Staff were able to provide information or assistance for all enquiries. COMMUNICATION (INTERNAL TO COUNCIL) Manager Business and Enterprises and Communications CONSULTATION (EXTERNAL TO COUNCIL) Nil POLICY IMPLICATIONS Gawler Heritage Collection Policy STATUTORY REQUIREMENTS Nil FINANCIAL/BUDGET IMPLICATIONS Responding to enquiries related to the Gawler Heritage Collection is a function within Council Staff roles that are funded within Council s Annual Budget related to both the Library and Community Services and Business Enterprises and Communications Divisions. COMMUNITY PLAN Objective 1.2: Build a local community that is proud of Gawler Objective 1.3: Protect and promote Gawler s unique heritage Item 6.1 Page 5 of 19

6 Gawler Heritage Collection Enquiries September 2018 January 2019 Date Enquiry Action 1. 03/09/2018 Example: Family history enquiry Enquiry regarding Jacob Pittman and his involvement in bridge building in Gawler 2. 08/10/2018 Property enquiry 3. 18/10/2018 Family history enquiry 4. 01/11/2018 Change of street name 5. 01/11/ /11/ /11/ /01/ /01/2019 Enquiry regarding return of items previously displayed in the Reading Room to the Civic Centre Offer of Council election material for Collection. Enquiry regarding copy of the limited edition print Midnight at Menin Gate which was purchased by the Bunyip and given to the Institute in 1929 Enquiry about access to the signature cloth in the GHC so that it can be included in the register of signature cloths being complied by the Embroiders Guild Request for a list of previous Australia Day Award winners Example: Provided relevant volumes of Births, Deaths and Marriages Enquirer is happy to wait till the opening of the Civic Centre to access the collection. Enquirer is happy to wait till the opening of the Civic Centre to access the collection. Able to supply information from published sources. Enquirer will visit CHC in 2019 Explained records in storage, accessible State records may have relevant records Explained that the Gawler Heritage Collection will be returning to the Civic Centre but in order to best preserve the collection and to maintain contextual narrative, different items will be displayed at different times. Staff thanked the enquirer for thinking of the GHC but declined offer as does not fit within the Collection Policy guidelines. Staff checked the Asset Register but print not listed. It may be incorrectly titled and staff will conduct a physical search when the Collection returns to the Civic Centre. In addition enquiries were made of residents who were past members of the Institute Committee but they had no knowledge of the print. Will meet with the Embroiders Guild at the CHC in May when the Collection will be available to the public. Directed to the Town of Gawler website where the list is available. Item 6.1 Page 6 of 19

7 6.2 MAYORAL PORTRAITS Record Number: CC19/111;IC19/62 Author(s): Jacinta Weiss, Cultural Heritage Centre Coordinator Previous Motions: Nil Attachments: Nil OFFICER S RECOMMENDATION That the Gawler Heritage Collection Committee recommends to Council that: 1. The Mayoral portraits are removed from the mounting board and the photographs are digitally scanned as early as possible. 2. Council Staff present a future report the Gawler Heritage Collection Committee to consider options for the long term conservation of the photographs. BACKGROUND Management of the Gawler Heritage Collection is an integral function of Council s Cultural Heritage Centre. As items are being returned from storage and prepared for display at the Gawler Civic Centre, Council s Cultural Heritage Centre Coordinator has been undertaking preservation assessments. These assessments will form part of regular reporting to the Gawler Heritage Collection Committee as a key role of the Committee is to consider what items should be preserved and what items should be deaccessioned. The Gawler Heritage Collection Committee has already considered initial works for the Bechstein piano which are currently being undertaken by Leaver and Son. The next items needing urgent attention are the Mayor portraits. This report provides the Committee with information from Council Staff regarding immediate preservation requirements for the Mayoral Portraits. COMMENTS/DISCUSSION An inspection the framed Mayoral portraits was undertaken at the conservators by Council Staff on Wednesday 23 January Photos captured at the inspection are contained below in this report. The Mayoral portraits are in very poor condition and need major conservation work before they can be displayed at the Gawler Civic Centre. The photos of the earlier Mayors are fading, some significantly. At this stage Council Staff do not know when this collection was assembled. The curved mounting board appears to be from the early 20 th century and was not originally mounted in this frame. Council Staff do not know if there are copies of these photos or any other photos of the relevant Mayors consequently the photos should be preserved and kept out of the light until further research can be conducted. In addition, none of these photographs are named and there are many dead insects along the top of the mount which will leave staining even when removed. Item 6.2 Page 7 of 19

8 Image 1: Earlier Mayoral photos Item 6.2 Page 8 of 19

9 The frame with the later Mayoral photos has quite extensive foxing or yellowing around each photograph caused by the wooden backing board which is a hallmark of framing in the 1960s. This will continue to deteriorate. Whilst the photos are named they are not in chronological order and there are periods where portraits appear to be missing. The standard of name plates varies decidedly on this collection. There is also damage to the frame. Image 2: Later Mayoral photos Unfortunately both of the mayoral portraits are not in a fit state for display and are not in keeping with the quality of the refurbishment of the Civic Centre. Council Staff recommend that the Mayoral portraits are removed from the mounting board and digitally scanned as early as possible so that the images are preserved at the very least. Their original positions would need to be noted. Research could then be conducted to enable accurate labelling of the photographs. Council Staff would then present the Gawler Heritage Collection Committee with options for the long term conservation of the photographs including remounting them on conservation quality matting cut to match the shape of the older roll and reframing the collection so that the older black and white portraits are together and the second roll begins with the colour photos. This would create a more cohesive look to the respective framed rolls. Preserving and researching the images and providing quality framing options for the collection of Mayoral portraits will not be a quick and easy process however the information contained in these photographs is particularly important and warrants careful consideration by the Committee about how best to proceed. Item 6.2 Page 9 of 19

10 COMMUNICATION (INTERNAL TO COUNCIL) Manager Business Enterprises & Communication CONSULTATION (EXTERNAL TO COUNCIL) Nil POLICY IMPLICATIONS Gawler Heritage Collection Policy STATUTORY REQUIREMENTS Nil FINANCIAL/BUDGET IMPLICATIONS The removal of the Mayoral portraits from the mounting board and digital scanning of the images will be undertaken by Council Staff and funded within the existing 2018/19 budget related to Heritage Centre Operations. Costs for long term preservation of the Mayoral portraits will be presented for consideration by the Committee at a future Committee Meeting. COMMUNITY PLAN Objective 1.3: Protect and promote Gawler s unique heritage Objective 1.5: Promote cultural heritage and the creative sector to build community spirit pride Objective 5.2: Be recognised as a best practice Local Government organisation Item 6.2 Page 10 of 19

11 6.3 GAWLER HERITAGE COLLECTION COMMITTEE 2018 WORKPLAN COMPLETION AND DRAFT 2019 WORKPLAN Record Number: Author(s): CC18/255;IC18/510 Jacinta Weiss, Cultural Heritage Centre Coordinator Previous Motions: Council Meeting, 28/11/2017, 2017:11:443 Attachments: 1. Gawler Heritage Collection Committee Workplan 2019 CR19/5752 OFFICER S RECOMMENDATION That the Gawler Heritage Collection Committee recommends to Council that: 1. It notes the Gawler Heritage Collection Committee Workplan 2018 completion/ update; 2. It adopts the Gawler Heritage Collection Committee Draft Workplan 2019, noting that it will: a. Be refined over time to include priorities for the Gawler Heritage Collection, conformance with the Collections Policy and associated budget allocations. b. Inform budget bids as part of the Council s Annual Budget and Business Plan Process. BACKGROUND At the 28 November 2017 Council Meeting the following was resolved: Moved by Cr A Shackley Seconded by Cr M Nicolson 2017:11:443 That Council adopts the recommendation from the Gawler Heritage Collection Committee made at item 5.1 of that Committee meeting held on 9 November 2017, being: GHCC:2017:11:39 That the Gawler Heritage Collection Committee recommends to Council that it notes: 1. The Gawler Heritage Collection Committee Workplan That the Gawler Heritage Collection Committee Workplan 2018 will: a. Be refined over time to include priorities for the Gawler Heritage Collection, conformity with the Collections Policy (once adopted) and associated budget allocations. b. Inform budget bids as part of the Council s Annual Budget and Business Plan Process. This report provides closure regarding items from the Gawler Heritage Collection Committee Workplan 2018 and upcoming items and priorities for the 2019 Workplan. COMMENTS/DISCUSSION In 2018 the Gawler Heritage Collection Committee oversaw the necessary foundational work to ensure that the Gawler Heritage Collection is ready to be transferred to its new home at the Civic Centre. Item 6.3 Page 11 of 19

12 Over 2100 items from the Collection that have been is storage for many years were audited, cleaned and given a conservation assessment. In addition 770 items that were relocated from the Reading Room in December 2016 have been digitised. Multiple photographs are taken of each object, with each object having its own digital folder of preservation master copies from which thumbnails will be uploaded to the catalogue. Each of these objects has also received a conservation assessment, a priority rating and basic conservation where appropriate. These management practices contribute to the effective cataloguing of the Collection which will be a long term project. In May 2018 the Committee recommended to Council the adoption of the Gawler Heritage Collection Policy which was developed by Ms Denise Schumann in collaboration with Council Staff. The key objective of the Gawler Heritage Collection Policy is to inform the decision-making process that will shape the Gawler Heritage Collection and guide its management. The adoption of this policy provides Council Staff and the community with an understanding of the criteria that will guide future additions to the Collection. Throughout 2018 the Committee has also been working with Ms Denise Schumann OAM who has been engaged to deliver the inaugural Heritage Gallery exhibition Into the Light. The priorities for Council Staff in 2019 will be unpacking the Collection and finalising its location inventory. This will contribute to the effective management of the Collection as Council Staff continue the digitisation and cataloguing program. Over time collections can acquire items that have little or no relationship to the core of the collection or its policy or items may be severely damaged and beyond conservation. The housing of the entire collection under the one roof provides Council Staff with the opportunity to thoroughly assess and research items and present reports to the Committee so that informed decisions can be made regarding the suitability of maintaining individual items with available resources. This work will deliver a deaccessioning program for the Collection. Council Staff will continue to work with the Committee to support the launch of the inaugural exhibition and the accompanying History Festival activities that will occur in May COMMUNICATION (INTERNAL TO COUNCIL) Manager Business Enterprises and Communication CONSULTATION (EXTERNAL TO COUNCIL) Nil POLICY IMPLICATIONS Management of the Gawler Heritage Collection is governed by the Gawler Heritage Collection Policy. The methodology and actions outlined in this this report comply with this Policy. STATUTORY REQUIREMENTS Nil FINANCIAL/BUDGET IMPLICATIONS Actions required to achieve the Collection elements within the Workplan 2019 will be funded from the existing Cultural Heritage Centre Operations funding allocation within the Council s Annual Budget. Any funding required over and above this allocation will be the subject of a budget bid for Council s consideration during the 2019/20 or 2020/21 Annual Budget and Business Plan process. Ongoing Collection Management and Cultural Heritage Centre Operations will be considered by Council during its normal Annual Budget and Business Plan and Budget Review processes. Item 6.3 Page 12 of 19

13 COMMUNITY PLAN Objective 1.2: Build a local community that is proud of Gawler Objective 1.3: Protect and promote Gawler s unique heritage Objective 1.5: Promote cultural heritage and the creative sector to build community spirit pride Objective 5.1: Support and encourage community teamwork Objective 5.2: Be recognised as a best practice Local Government organisation Item 6.3 Page 13 of 19

14 Item 6.3- Attachment 1 Page 14 of 19

15 7 ITEMS LISTED FOR DISCUSSION 7.1 Updated Motion list Research Centre Opening Hours Civic Centre Progress Update Opening Exhibition Budget Hisory Month Update Gawler Heritage Collection Committee expressions of interest ITEMS LISTED FOR DISCUSSION AT FUTURE MEETINGS 9 QUESTIONS WITHOUT NOTICE 10 MOTIONS WITHOUT NOTICE 11 CLOSE 12 NEXT ORDINARY MEETING Thursday 14 March 2019 commencing at 4:00 pm. Page 15 of 19

16 Running Sheet for Gawler Heritage Collection Committee Meetings Name of report Motion Recommendation Council Motion Carried/Lost Confirmation of Minutes Moved: Mr B Thom Seconded: Mr P Barnet GHCC:2018:09:28 That the minutes of the Gawler Heritage Collection Committee Meeting held on 9 August 2018 be confirmed as a true and correct record. Made under delegated authority 6.1 Gawler Heritage Collection Enquires: June 2018 August 2018 Moved: Cr A Shackley Seconded: Mr B Thom GHCC:2018:09:29 That the Gawler Heritage Collection Committee recommends to Council that the Gawler Heritage Collections Enquiries: June 2018 August 2018 report be noted. Moved by Cr P Koch Seconded by Cr D Hughes Resolution No. 2018:09:365 That Council adopts the recommendation from the Gawler Heritage Collection Committee made at item 6.1 of the meeting of that Committee meeting held on 13 September 2018 Confirmation of Minutes 6.1 Storage of Heritage Items Moved: Mr B Thom Seconded: Cr A Shackley 2018:10:11:GHCC010 Moved: Mr B Thom Seconded: Cr A Shackley 2018:10:11:GHCC011 That the minutes of the Gawler Heritage Collection Committee Meeting held on 13 September 2018 be confirmed as a true and correct record. That the Gawler Heritage Collection Committee recommends to Council that it notes the advice received from Leaver and Son concerning the storage of grand pianos and that a conservation assessment of both pianos will be presented for consideration at a future Made under delegated authority Moved by Cr P Koch Seconded by Cr M Nicolson Resolution No. 2018:10:409 That Council notes the adopted Motions from the Gawler Heritage Collection Committee made under Delegated Authority at the meeting held on 11 October 2018 meeting of the Gawler Heritage Collection Committee or as appropriate. Page 16 of 19

17 Name of report Motion Recommendation Council Motion Carried/Lost 6.2 Heritage Gallery Opening Exhibition Update 6.3 Draft Cultural Heritage Centre Business Plan Discussion Paper Moved: Cr A Shackley Seconded: Cr P Koch 2018:10:11:GHCC012 Moved: Mr B Thom Seconded: Mr P Barnet 2018:10:11:GHCC013 Moved: Cr A Shackley Seconded: Cr P Koch 2018:10:11:GHCC014 That the Gawler Heritage Collection Committee recommends to Council that it: 1. Notes the Heritage Gallery Opening Exhibition Update Report. 2. Agrees to fund the $3,200 increase in the gross cost of the Opening Exhibition from the Council s 2018/19 Recurrent Budget related to Heritage Services. That the Gawler Heritage Collection Committee: (a) notes the Draft Cultural Heritage Centre Business Plan; (b) recommends to Council that the Committee provide further feedback related to the Heritage Centre Business Plan following consideration by Council. That the Gawler Heritage Collection Committee moves that the Discussion Paper be tabled and included in the Minutes. Moved by Cr A Shackley Seconded by Cr P Koch Resolution No. 2018:10:410 Moved by Cr A Shackley Seconded by Cr P Koch Resolution No. 2018:10:411 Moved by Cr D Hughes Seconded by Cr M Nicolson Resolution No. 2018:10:408 That Council adopts the recommendation from the Gawler Heritage Collection Committee made at item 6.2 of the meeting of that Committee meeting held on 11 October 2018 That Council adopts the recommendation from the Gawler Heritage Collection Committee made at item 6.3 of the meeting of that Committee meeting held on 11 October 2018 That Council notes the adopted Motions from the Gawler Heritage Collection Committee made under Delegated Authority at the meeting held on 11 October 2018 Page 17 of 19

18 Name of report Motion Recommendation Council Motion Carried/Lost Honour Rolls Confirmation of Minutes 7.3 Conservation of Heritage Items Update Moved: Mrs J Gillett- Ferguson Seconded: Mr P Barnet 2018:10:11:GHCC015 Moved: Mr B Thom Seconded: Mayor K Redman GHCC:2018:11:16 Moved: Cr A Shackley Seconded: Mayor K Redman GHCC:2018:11:17 That the Gawler Heritage Collection Committee recommend to Council that Option 1 (LG16 and 17) become the location of the Gawler Heritage Collection Honour Rolls. That the minutes of the Gawler Heritage Collection Committee Meeting held on 11 October 2018 be confirmed as a true and correct record. That the Gawler Heritage Collecton Committee recommend to Council that: (1) The partial interior restoration (including repairing cracks in the legs to ensure the piano is safe and stable to display, conducting sufficient work on the playing mechanism to be able to ensure reasonable playing of the piano. Tune, service and regulation as required) of the Bechstein piano be undertaken as per the Leaver & Son quote; (2) It notes that this work will be funded by the 2018/19 recurrent budget related to Heritage Services pertaining to the Moved by Cr A Shackley Seconded by Cr P Koch Resolution No. 2018:10:412 Made under delegated authority Moved by Cr P Koch Seconded by Cr J Vallelonga Resolution No. 2018:11:COU473 That Council adopts the recommendation from the Gawler Heritage Collection Committee made at the meeting of that Committee meeting held on 11 October 2018 That Council adopts the recommendation from the Gawler Heritage Collection Committee made at item 7.3 of the meeting of that Committee meeting held on 8 November 2018, being: That: (1) The partial interior restoration (including repairing cracks in the legs to ensure the piano is safe and stable to display, conducting sufficient work on the playing mechanism to be able to ensure reasonable playing of the piano. Tune, service and regulation as required) of the Bechstein piano be undertaken as per the Leaver & Son quote or additional quote to be received from preferred supplier; (2) It notes that this work will be funded by the 2018/19 recurrent budget related to Page 18 of 19

19 Name of report Motion Recommendation Council Motion Carried/Lost restoration and preservation of the Gawler Heritage Collection. Heritage Services pertaining to the restoration and preservation of the Gawler Heritage Collection. (3) The Mayor and CEO be delegated to make the final decision on the preferred supplier once all quotes received Page 19 of 19