HomeMy WebLinkAboutMinutes - January 31 2006 Page 1
CORP0228—2/02
Minutes / Meeting Summary
Pickering Museum Village Advisory Committee
January 31, 2006
7:00 pm
Tower Meeting Room
Attendees: Laura Drake, Chair
Bill Weston
Bill Gosse
Pat Dunnill
Paul Savel
Stephen Reynolds
Kim Kranc
Dave Marlowe
Regrets: Bill McLean, Regional Councillor – Ward 2
Bill Utton
Katrina Pyke
Absent: Rose Cowan
Item /
Ref #
Details & Discussion & Conclusion
(summary of discussion) Action Items / Status
(include deadline as
appropriate)
1.0 Welcome
2.0 Approval of Agenda & Minutes (June 28 & October 5)
Motion
Moved by Pat Dunnill
Seconded by Paul Savel
That the minutes from the June 28, 2005 site meeting
and October 5, 2005 meeting be accepted
CARRIED
3.0 Committee Reports
a) Hotel Committee & Fundraising
Pat Dunnill reported the Pickering Museum Village
Foundation had contributed their $250,000 commitment
for the Redman House Project. Pat advised $36,000 for
Hotel move has not yet been paid by Foundation.
Foundation invited 6 firms to submit proposals to provide
Architectural Services for the Hotel Restoration.
2 firms responded – John Rutledge (Architect) and
Jurecka & Associates Architect
Committee met with John Rutledge to discuss his
proposal. The Committee recommend John Rutledge be
retained. Pickering Museum Village Foundation will be
Pat to arrange to meet
with Steve re
Foundations
contribution for Hotel
moving costs.
Page 2
CORP0228—2/02
Item /
Ref #
Details & Discussion & Conclusion
(summary of discussion) Action Items / Status
(include deadline as
appropriate)
proceeding to retain John Rutledge, Architect.
Question was raised with regard to the possibility of
having Veridian run a line from the light post, to the
Museum sign for a light.
Councillor Bill McLean has agreed to write a letter to
request this from Veridian. It was agreed that the letter
should mention from both Advisory and Foundation
Committee’s.
B) Collections
Program materials have been removed from Oddfellows
Hall
May have to get rid of some items, no place to store
them and they are not suitable
Developing a list of items that will be required for hotel
Steam barn crew met and cleared several items, will do
more in spring – have already created a great deal more
space. Several items have been re-discovered and a list
has been developed to determine what should be kept
Dave advised of a data base management program that
is an upgrade to what the Museum has currently and
advises it is a much simpler and more suitable system
however there would be costs involved in transferring the
information from the old system to the new one
Collections Policy: Museum staff are following closely –
an item would have to be something significant that we
require, otherwise we cannot take it
Documentation is being kept when people donate items,
so that they are advised it may be sold, kept or thrown
away etc
C) Special Events
Pat advised of Bingo runners who deserve special
recognition
Easter Parade – April 15 – require information so that we
can determine whether the Museum will be participating
Pat advised that the manager at Sobey’s, Pickering is
open to us setting up an information table and having
staff / volunteers in costume come to promote upcoming
events
May is Museum Month – Steam up is running however it
would be nice to do a feature each week in the paper to
recognize volunteers and to promote the Museum
Tapestry Event – next planning meeting is February 7
Stage booked from Ajax – to go in the Meadow
Pat to contact Renee
Michaud to advise the
letter should mention
both advisory and
foundation committee
Dave will look into cost
of magnets to hand out
at parade – to include
2006 event line up
Page 3
CORP0228—2/02
Item /
Ref #
Details & Discussion & Conclusion
(summary of discussion) Action Items / Status
(include deadline as
appropriate)
4.0 Budget
Current Budget:
Items from last Committee Meeting have been included
in 2006 current budget
No change to current budget
$50,000 in Capital for 2006 for Hotel Restoration Project,
the remaining deferred to 2007
Conduit for hotel, drainage and electrical work is being or
has been completed which have meant additional costs
to the City
Additional capital funds included for electrical work
$10,000 from M.T.O. has been received
Funds available for storage shed construction
2005 sawmill foundation item carried over for 2006
Steam Barn project
Steve & Dave to meet
and discuss
5.0 Policy Review
A) Museum Standards
Dave confirmed the standards are being followed
B) Community Relations Policy
Pickering Museum Village Advisory Committee Meetings
are identified on the Community page, along with other
public meetings – to ensure the public is aware and
invited
C) Human Resources Policy
Working well – new staff come on board annually and
are trained
Need to get more specialized people into jobs we have,
currently Education Instructors do a range of jobs
Ensure many staff / volunteers are trained on various
items so that if one leaves or moves on, the program can
continue
D) Physical Plant
Drainage work completed
Washrooms have been upgraded
Hotel Restoration – Architect retained to prepare
working drawings& specifications
Maintenance required – routines are being
documented daily, weekly and monthly. Logs are
being kept so that we can track what is required each
day, week or month etc
Page 4
CORP0228—2/02
Item /
Ref #
Details & Discussion & Conclusion
(summary of discussion) Action Items / Status
(include deadline as
appropriate)
Hazardous materials have been removed
Accessibility is in the budget for approval
Upcoming training for cooking, Backwoods Players,
Christmas orientation, new volunteer orientation,
health & safety workshops all planned
MOTION
Moved by Paul Savel
Second by Pat Dunnill
That the Committee supports the statements provided in
the policies
CARRIED
6.0 Policy Development
Memorial Donations
Committee agreed that space would be identified as
entire site area, not just interpretive village area
Could do tree plantings along entry lane
Record of donations to the Museum whether items or
money should be kept, including contact information of
person donating
Laura inquired about Master Plan for Steam Barn – Dave
identified that there were site plans available however a
Master Plan copy was not on site at the Museum
currently
MOTION
Moved by Bill Gosse
Second by Paul Savel
That the Memorial Donations draft be accepted
CARRIED
Donations Policy to be
added to May agenda
7.0 New Business
8.0 Next Meeting – site Meeting
Thursday, May 18, 2006 at the Pickering Museum Village
6:00 pm Refreshments will be made available
9.0 Adjournment
Meeting was adjourned at 9:00 pm