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Minutes / Meeting Summary
Pickering Museum Village Advisory Committee Meeting
Wednesday, October 6, 2004
7:00 pm
Main Committee Room
Attendees: Laura Drake, Chair
Bill Weston
Blair Young
Charles Stinson
Pat Dunnill
Paul Savel
Rose Cowan
Steve Reynolds, City of Pickering
Marisa Carpino, City of Pickering
Dave Marlowe, City of Pickering
Katrina Pyke, City of Pickering
Debbie Watrous, City of Pickering
Absent: Bill Utton
Bill Gosse
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1. Minutes
Moved by Bill Weston
Seconded by Paul Savel
That the minutes of the May 6th, 2004 and August 11th, 2004,
be approved as presented.
CARRIED
2. 2004 Highlights
Laura requested committee members to comment on what they
felt was the highlight of 2004:
Dave - the Fall Family Festival, held on Sunday, October
3rd was the largest crowd for a single event in five years.
Pat - the Fall Family Festival was a traditional event that
gave a tremendous boost to all involved, especially the
volunteers.
Marisa - enjoyed the Tapestry event, which involved many
different cultures.
Charles - both the Tapestry event and the Fall Family
Festival were enjoyable.
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Steve - heard a lot of positive comments on the Fall Family
Festival. He also wanted to congratulate staff on a job well
done with regards to the installation of the new hand railing
and drainage along the path. Other highlights included the
approval from the Ministry of Transportation for the new
Pickering Museum Village sign and the Hotel Restoration
Project.
Blair - the Murder Mystery Theatre was a great way to
explain history to the people.
Paul - all events were enjoyable but this weekend was a
great success with a large group of people of different
ethnic backgrounds.
Bill - enjoyed this weekend as well as having an opportunity
to advise of the moving of the hotel.
Laura - felt the highlight of the season for her was the day
the City passed the by-law to match funds with the
Foundation.
3. Hotel Proposal
The Committee was advised that Jurecka & Associates
architect has been retained and the building program has been
finalized. The drawings can now be prepared.
The Project Team includes Pat Dunnill, Laura Drake, Bill Utton,
Dave Marlowe, Steve Reynolds, Marisa Carpino, Tim Moore
and Bruce Cosburn.
The Project Team will approve the drawings and specifications,
the tender process will follow and construction of the
Operations Centre is scheduled to commence in December and
be completed in late June 2005.
The hotel must be moved prior to the farmhouse being moved
on site. The Ministry of Transportation is donating the
farmhouse and the earliest moving date is anticipated for late
January.
4. Grant
Laura commented on the extensive paper work, which must be
completed when applying for the Community Museum
Operating Grant of $16,000.00, which is received annually from
the Ministry of Culture (Heritage Operations Unit, Heritage &
Libraries Branch).
She further stated that various issues must be addressed to
have some impact on this report:
how do we invoke community and human resources
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how do we use the community and volunteers
how do we monitor and work with volunteers; and
how do we manage and preserve facilities and artifacts
Laura asked committee members to give it some thought and
come back with ideas/comments at the next committee
meeting.
5. 2005 Event Line-Up
Katrina distributed the 2005 Museum Event Line-up.
Backwood Players
The Committee was advised that the Backwoods Players
cancellation policy has been revised to implement changes
stating that a program will not be cancelled due to a weather
forecast but rather due to rain and/or lightning. If a
performance is already in progress, the show will be halted for
a half hour to see if the rain will stop and, if not, the show will be
cancelled.
Tapestry Event
A Tapestry planning meeting will be held on Wednesday,
October 20th at 7 pm in the Tower Room to discuss whether or
not this event will be held in 2005 or cancelled due to the
construction, taking place on the Museum site.
Whodunit Event
The Whodunit event will take place on July 9, 10, 16 and 17,
2005 at the Petticoat Creek Community Centre.
Gas and Steam Barn
Pat advised that the Steam Barn volunteers approached the
Foundation concerning obtaining tools. Pat spoke with Sears
who offered their assistance with this request.
Collections
Dave advised that “collections” is an ongoing process with the
backlog virtually non-existent.
Dave further advised that this year’s program involves the
photographing of 1,500 items in collections.
Foundation
Pat thanked all those present and all those whom they
represent for their continued support.
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6. 2004/2005 Museum Capital and Operating Budgets
2004 Capital Budget
The staff of the Municipal Property & Engineering Division was
congratulated on the excellent work on the walkway and the
drainage system.
Approval has been received from the Ministry of Transportation
for the new Pickering Museum Village Sign to be located at the
corner of Paddock Road and Hwy. 7. Drawings for this 6’ x 8’
sign were prepared by Scott Booker of M.P. & E. A quote on
the cost of the sign and bell tower will go out, staff will construct
the sign and beams from an old barn will be used for
installation. Funds will come from the 2003 Capital Budget and
the money raised by the Advisory Committee prior to the
Foundation’s establishment which is held in reserve account
#4247.
The Ministry of Transportation are presently installing the traffic
lights at the corner of Paddock Road and Hwy. 7.
2005 Operating Budget
Steve provided an overview of the proposed 2005 Operating
Budget advising that the Budget is status quo with some minor
additions.
A freeze has been implemented for any new staff but $6,000
has been included for support staff for Dave Marlowe to
coordinate administrative tasks.
Steve further advised of the caution taken respecting increasing
revenue due to the construction taking place at the museum
over the spring.
Moved by Pat Dunnill
Seconded by Bill Weston
That the 2005 Operating Budget be approved as submitted.
CARRIED
2005 Capital Budget
Steve also provided overview of the proposed 2005 Capital
Budget stating that the first priority for 2005 is the Hotel
Restoration Project.
Dave advised that an agreement has been reached from a
private organization for a portable lighting system at a cost of
$800. Backwood Players have committed to paying $400 of
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this cost.
Dave further advised that the barrels used for garbage will be
replaced with garbage crates.
A Commercial Refrigerator will be installed in the new
Operations Centre.
Road repairs and drainage tile are included in the Hotel and
Operations Centre construction.
The sawmill will be relocated as it now sits on the edge of a fill
and shifts with freezing and thawing. Footings will be
constructed below frost level.
Restoration Projects
painting and window repair of the Oddfellows Hall and
exterior of General Store
rebuild chimneys
Collins House footings – plaster repaired two years ago
but has shifted which has caused the plaster to crack.
Moved by Bill Weston
Seconded by Blair Young
That the 2005 Capital Budget be approved as submitted.
CARRIED
7. New Business
a) Dave advised that Jim Clark, a new volunteer who is a
First Class Stationery Engineer has offered to provide
training to volunteers.
b) Laura advised that she will be out of the country
beginning October 31st and Bill Utton will be Chair until
her return.
c) Laura advised that 2011 will be the 50th Anniversary of the
Pickering Museum Village and funds should be found to
prepare the Village history. She further advised that 2011
will also be the 200th Anniversary of the City of Pickering.
d) The Ontario Museum Association Conference will be held
in Peterborough, October 21-23, 2004.
e) Dave advised that the Durham Board of Education and
the Durham West Arts Council have approached him
about bringing students to the Museum during 2005
March Break to learn about the history of Tom Thompson.
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7. Next Meeting
Tuesday, February 8th, 2005 – 7:00 pm
Meeting Adjourned: 10:05 pm
Copy: Thomas J. Quinn, Chief Administrative Officer
Everett Buntsma, (Acting) Chief Administrative Officer