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ROBBEN ISLAND MUSEUM

PRESENTATION TO THE PORTFOLIO

COMMITTEE ON ARTS AND CULTURE

12 FEBRUARY 2013

CONTENTS1.Purpose

2.Introduction

3.RIM Guiding Documents

4.Integrated Conservation Management Plan

5.Legislative Framework

6.Governance

7.Management

8.Strategic Principles

9.Outcome Oriented Strategic Objectives

10.Organisational Structure

11.Visitor Figures

12.Achievements

13.Challenges

14.Action Plan

15.Key Strategic Priorities, 2013-2016 MTEF

16.Progress on Audit Findings

17.Historical Perspective on Audit Findings

1. PURPOSE

• To present to the Portfolio Committee on Arts and Culture progress on Audit Findings for the 2011/2012 financial year and Key Strategic Imperatives which are meant to take the museum into the future

2. INTRODUCTION

• Robben Island Museum was established in 1997. It is a declared cultural institution in accordance with the Cultural Institutions Act of 1998.

• The Museum opened its doors to the public on 01 January 1997.• The museum is based on a site with a layered history which goes

back to the 16th century.• The island was a prison for political and common law prisoners

from the 1960s to the early 1990s.• Robben Island Museum was declared a World Heritage Site in

December 1999.• RIM consists of 5 main sites: Robben Island, Nelson Mandela

Gateway, Mayibuye Archives, Jetty 1 and Quay 500.

3. GUIDING DOCUMENTS

• Integrated Conservation Management Plan• National Treasury Framework on Strategic Plans

and Annual Performance Plans• King Code on Good Corporate Governance• Department of Arts and Culture’s Strategy

(incorporating Mzansi’s Golden Economy)• Service Delivery Outcomes of the Minister of Arts

and Culture.• UNESCO Mission Reports

4. Integrated Conservation Management Plan (ICMP)

• RIM completed its first five year Integrated Conservation Management Plan (ICMP) in 2007.

• Currently finalising the review and compilation of the Second ICMP for 2013-2018.

• New ICMP to prioritise conservation of RIM as a multi-layered cultural landscape.

• Development of a strategic approach to presentation of a multilayered history.

• Review of Robben Island Narrative (Interpretation Plan) and Visitor Management Plan

• New ICMP to be submitted to UNESCO in February 2013.

5. LEGISLATIVE FRAMEWORK

• National Heritage Resources Act, 1999• Cultural Institutions Act, 1998• World Heritage Convention Act, 1999• National Environmental Management Act, 1998• Cape Nature and Environmental Conservation

Ordinance, 1974• Conservation of Agriculture Resources Act, 1983• Marine Living Resources Act, 1998• Environmental Conservation Act, 1989• Sea-shore Act, 1935

6. GOVERNANCE• The RIM Council exercises strategic oversight in accordance with the

Cultural Institutions Act and the Public Finance Management Act.• The current Council, which consists of 13 members, was appointed in

March 2010. Chairperson (Ms Thandi Modise) and Deputy Chairperson (Mr Ben Martins) resigned in 2010 and 2012 due to government commitments.

• The new Chairperson, Mr Sibusiso Buthelezi, was appointed in September 2012.

• The term of the current Council has been extended until March 2016.• Audit Committee was appointed in October 2009. New Committee

was appointed in December 2012 to serve for a period of 3 years.• Council appointed internal auditors, Ernst and Young in August 2010

for a period of 3 years. • Council and Committee Charters approved during the 2010/2011

financial year.

7. MANAGEMENT

• Council appointed the CEO, who started in November 2010.

• The CFO started in January 2011. • Other management appointments: RIM in the process

of appointing the following officials: Chief Heritage Officer, Heritage Senior Manager, Education Senior Manager, Tourism Senior Manager, Ferry Operations Senior Manager and Conservation Architect.

8. STRATEGIC PRINCIPLES

• Alignment of the Strategy, Structure and Budget

• Allocation of resources in favour Heritage Conservation in line with the ICMP

• Linking institutional performance with employee’s performance

• Monitoring and Evaluation of performance on a continuous basis

• Quarterly performance reporting to Council and the Department of Arts and Culture

• Annual Reporting to Parliament

9. OUTCOME ORIENTEDSTRATEGIC OBJECTIVES

[STRATEGIC PLAN AND ICMP 2013-2018]

• Projects and Services that expose visitors to the multi-layered history of the Island are improved, developed and implemented;

• Robben Island developed and maintained as a WHS and a symbol of Human Rights and Development;

• RIM established as A University of Life.• RIM managed as a world class, sustainable WHS in

compliance with appropriate financial, operational and reporting criteria.

10. ORGANIZATIONAL STRUCTURE

• RIM personnel stands at 245 (202 permanent).

• More than 90 employees were absorbed during the 2010/11 financial year.

• In addition to Corporate/Administration RIM’s 8 departments are:

• Human Resources

• Marketing

• Ferries

• Estate (Property Maintenance, Transport, Cargo)

• Tourism Services

• Heritage and Natural Environment Conservation

• Public Heritage Education

• Finance

11. VISITORS FIGURES

• 2009/2010 = 329, 641• 2010/2011 = 348, 151• 2011/2012 = 352, 229

It is envisaged that a more reliable ferry system, events and conferencing programme, and a visitor management plan will help in increasing the number of visitors to the island.

12. ACHIEVEMENTS

• Relative stability of Labour Relations • Attainment of Unqualified Audit Opinions,

2010/2011 and 2011/2012• Strengthening of corporate governance and

financial controls• Stabilisation of ferry operations

13. CHALLENGES

• Current Narrative not standardised, inclusive, holistic and balanced.• History of Prioritisation of Structure before Strategy• Huge staff expenditure due to staff absorption during 2010/2011

financial year.• Staff expenditure exceeds DAC subsidy.• Past employment practices led to mismatch between personnel,

responsibilities and RIM’s strategic objectives [this has led to an unpleasant environment which saw RIM Executive taking disciplinary action against senior managers]

• Two strikes in 1 year during 2011/2012 financial year. A matter of serious concern for a museum and as a World Heritage Site

• Business model has not been reviewed since 1997.• Lack of Fundraising strategy• Legacy of no alignment between Strategy, Structure and Budget

Cont....• Restricted access to the island• No capacity to protect 1 Nautical mile• Ferry Operations increases exposure to financial and reputational

risks• Poor state of maintenance of the island due to the reliance on the

Department of Public Works. [Robben Island is the only World Heritage Site in South Africa whose delivery of services to international and local tourists depends on Public Works.]

• Inadequate Events and Hospitality expertise leading to loss of business opportunities

• Lack of culture of Performance and Customer Care which results in lack of accountability and poor performance reporting

14. ACTION PLAN

• Development and Implementation of a Turnaround Strategy• Review of the Organisational Structure• Development of a Performance Management System (including

job profiles and performance contracts)• Development of a new Recognition Agreement between RIM and

trade unions (including formation of a Workplace Forum).• Enhancement of internal Capacity to develop plans for the

maintenance of RIM infrastructure and capital works projects (establishment of a Project Management Unit)

• Development of a Plan to address island maintenance given challenges posed by relying on the Department of Public Works.

ACTION PLAN (continued)

• Implementation of the Management Imperatives contained in the 2013-2018 ICMP

• Address shortcomings in Conservation, Interpretation and Visitor Management [The new ICMP has developed frameworks for strategic areas.]

• New Operating Model for the Ferry operations [The process of reviewing options has commenced and will ensure a link between Ferry Operations and the Visitor Management Plan]

• Establishment of a Business Development Unit to manage Events and Hospitality

ACTION PLAN (continued)

Strategy to enhance Fundraising Capacity is being developed [Initiatives to form strategic partnerships with the Private Sector have

already started]

Formalisation of partnerships with SAHRA, City of Cape Town, DAFF. [Discussions started in 2011 to address challenges with: Conservation

of Heritage Resources; Disaster Management;

and Protection of 1 Nautical Mile]

Finalisation of User Agreement with Ex-political Prisoners Reference Groups and clarification of role of Ex-Political Prisoners

Discussions are underway to address issues which relate to the relationship between RIM and EPP’s, and the issue of Intellectual

Property in respect of their stories [RIM Council and the National Ex-Political Prisoners Association (EPPA). Efforts are being made to

involve the private sector to partner with the EPPA]

15. KEY STRATEGIC PRIOITIES,2013-2016 MTEF

(as identified during a meeting between theMinister of Arts and Culture and the RIM Council in 23/10/ 2012

• Development of a Turnaround Strategy

• It should be acknowledged that efforts that have been made by the Council and management of RIM since 2010 constituted the first phase of “Turning around” Robben Island Museum.

• The first phase was Stabilization and the second phase will focus on Growth

• This phase will have implications in respect of human and financial resources

• The following were identified as KEY pillars of the Turnaround Strategy:

 

• New Plan for Maintenance and Conservation of Robben Island

• Enhancement of Institutional Visibility (Marketing and Publicity)

• Development of a Continuity Plan for Prison Interpretation in partnership with the national Ex-Political Prisoners Association

• Development of a Balanced, Inclusive and Holistic Narrative – including an Interpretation Centre and exhibitions

• Development of a new Operating Plan for the Ferry and Cargo Operations (as reported above – plans are underway to explore options)

• Enhancement of RIM’s capacity to host Events and Conferences

• New budgeting system in respect of maintenance of infrastructure at Robben Island. [RIM exploring the option of using 15% of own revenue to address this challenge. This option might be reviewed if the Facilities Management Contract begins during the 2013/2014 financial year]

• Organizational Review in order to implement organizational strategic objectives as identified in the 2013-2018 ICMP.

16. Progress on addressing Audit Findings [performance information]

There is now a designated Senior Manager responsible for ensuring adherence to performance information

reporting processes.

A new format for reporting performance was introduced and communicated to all Senior Managers.

A system to store evidence for performance information has been introduced.

During compilation of the Quarterly Report cross-reference is made to the Annual Performance Plan

(APP) to ensure consistency between reported performance and the APP. Any issue of concern is

raised immediately with the Senior Manager concerned.

Cont....

• A record is kept of issues of non-compliance encountered during compilation as well as intervention made to address non-compliance.

• The policy manual on monitoring and evaluating performance will be refined and workshopped with all HOD’s

• A procedural manual will be developed to guide when documenting performance information .

• As part of performance agreement Line managers will be held accountable for adherence to performance information reporting.

17. HISTORICAL PERSPECTIVE OF RIM’s AUDIT OUTCOMES

2004/05 2005/06 2006/07

2007/08 2008/09 2009/10 2010/11

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2005/06 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12

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