Queensland Art Gallery Annual Report 1994-95

ADMINISTRATION AND FINANCE PROGRAM The Administration and Finance Program provides the corporate services necessary to ensure the efficient and effective operation of the Gallery's programs and the achievement of the Gallery's goals. These services include: • administration • commercial services • finance • human resources • information technology • protection and services Administration A range of administrative services was provided, including records management, reception, freedom of information requirements, despatch of outgoing mail/deliveries and the ordering and provision of stationery and office supplies. Coordination of the implementation of enterprise bargaining initiatives impacting on the Gallery is centred within this sub-program. Commercial Services The Gallery undertakes a range of commercial service activities which not only provide financial resources (additional to government funding) enabling the Gallery to undertake various projects and activities, but also act as avehicle to complement and promote the Gallery and its services. The major commercial activities during the year included the ongoing retailing of awide range of art books, exhibition catalogues, reproductions, prints and cards, plus unusual and distinctive gifts through the Gallery Shop and special lines of merchandise associated with the exhibitions ' Renoir .. .' and 'Matisse' marketed through exhibition shops. A computerised stock control/cash register system was installed in the Gallery Shop, providing a sophisticated stock control facility together with a comprehensive range of information-reporting formats. This system will not only help to maximise profitability but has enhanced client services in a number of areas. While it is a stand-alone system, it has been successfully interfaced with the Gallery's computerised financial system. For the 'Matisse' exhibition, a range of paper and non-paper merchandise was developed, sourced, promoted and marketed to complement the exhibition. The need to develop a range of merchandise sympathetic to a 'Matisse' exhibition, while satisfying copyright requirements and the consumers' desire to purchase a reminder of their visit, were significant challenges. These challenges were met, resulting in a very successful range of merchandise with sales exceeding target figures. This merchandise will also be available during the exhibition's season in Canberra and Melbourne. The Gallery's Bistro was extended, refurbished and revitalised, enabling it to achieve record trading and enhanced facilities. In addition, kitchen facilities and equipment were upgraded. Finance This sub-program is responsible for providing advice on financial matters to the Board, the Director, Program Managers and Gallery staff. The sub– program maintains all financial records, budgets, purchasing, capital equipment, investments and financial reporting. In accordance with the Public Finance Standards, the annual systems appraisal for revenue, expenses, assets, liabilities, payroll, computer systems, risk management and workplace health and safety was performed. This process ensures that the Gallery's financial systems and procedures are producing reliable information for decision making and are providing appropriate levels of control to prevent losses, fraud, misappropriation and corruption. A new software package for the recording and calculation of the Gallery's fringe benefits tax liability was trialled and introduced, resulting in improved management, recording and reporting. Existing procedures for the sale of tickets to major exhibitions were reviewed and enhanced to provide improved client service and ease of management. The sub-program provided support to both the ' Renoir . . .' and 'Matisse' exhibitions through the management of ticket sales and financial aspects.