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HomeMy WebLinkAboutApril 30, 2014 (IN 00 Minutes/Meeting Summary Pickering Museum Village Advisory Committee Wednesday, April 30, 2014 PI KERING 7:00 pm Tower Meeting Room — Civic Complex Attendees: Laura Drake, Chair, Pickering Village Museum Village Advisory Committee Paul Savel, Vice-Chair, Pickering Museum Village Advisory Committee Donald Hudson, Pickering Museum Village Advisory Committee Dragos Nita, Pickering Museum Village Advisory Committee Graham Lowman, Pickering Museum Village Advisory Committee Karen Chalmers, Pickering Museum Village Advisory Committee Andrew Doucette, Pickering Museum Village Advisory Committee Karen Emmink, Pickering Museum Village Advisory Committee David Coffin, Pickering Museum Village Advisory Committee Bill McLean, Regional Councillor, Ward 2 Marisa Carpino, Director, Culture & Recreation Tanya Ryce, Supervisor, Cultural Services Katrina Pyke, Coordinator, Museum Operations Devin Poole, Clerk-Typist (Recording Secretary) Angela Lajoie, Clerk-Typist (Recording Secretary—training) Greg Oakes, Chair, Pickering Museum Village Foundation Absent: Item/ Details & Discussion &Conclusion Action Items/Status Ref# (summary of discussion)` (include deadline as appropriate) 1. Call to Order and Welcome L. Drake called the meeting to order at 7:05 L. Drake welcomed David Coffin, new member to the PMV Advisory Committee. Councillor McLean advised members that Ron Halliday, who was a strong supporter of the museum, passed away last week. 2. Approval of Agenda &Minutes Motion: That the agenda for April 30, 2014 be approved. Moved by P. Savel Seconded by G. Lowman Carried • M. Carpino requested item number 4 be amended to show a cost of$76,000 for the picnic shelter.. Page 1 CORP0228-2/02 D. Nita requested an update on public Wifi in the village. T. Action: T. Ryce to Ryce informed him that the City's IT department is gathering follow up with IT to quotes. determine timeline for quote presentation to G. Lowman requested that a paragraph about the volunteer the committee. appreciation committee under item 7, Sub-Committee reports, be moved up, so that it is reported in the correct order. Motion: That the PMV Advisory Committee Meeting minutes of January 28, 2014 be approved as amended. Moved by P. Savel Seconded by K. Emmink Carried There was no business arising from the last meeting. 3. Foundation Update G. Oakes introduced as the new chair of the Pickering Museum Village Foundation. L. Drake provided a copy of the Foundation.Advisory working agreement to G. Oakes.. 4. Budget Review M. Carpino provided members with a copy of the Museum's 2014 approved capital budget. M. Carpino reviewed the major projects for 2014: Craftsman Cottage and Oddfellows Hall and provided a progress report. Craftsman Cottage: • substance report was completed at a cost of approximately $9,700 • remediation work for mould and mildew is scheduled to be completed at a cost of$5,200 Oddfellows Hall: • the scope of work includes a new foundation, plastering, painting and turning of the building • Soil testing has been completed at a cost of$7,500 • Designated substance report was completed in 2013.The tender will include the remediation of designated substances which will be completed prior to any work taking place on the building. • • M. Carpino advised that the City has a new Manager, Facilities Operations named Brian Duffield. He has an • extensive background in managing capital projects, as a Page 2 CORP0228-2/02 senior construction manager at his previous place of employment. He will be invited to attend the next meeting. 5. Sub-Committee Reports Feasibility Study: K. Chalmers advised that there is an on-site tour for potential bidders on the Visitors Centre RFP coming up. K. Pyke noted that two firms have emailed to request tours. One for each of the Monday and Wednesday dates outlined in the RFP. L. Drake noted that the Visitor Service Centre RFP closes to bidders at the end of May. G. Oakes noted that the PMV Foundation has 120 days to review the submissions. Collections Sub-Committee: P. Savel advised that the collections committee has decided to increase meetings to once a month and have met twice since the last advisory meeting. At the collections sub- committee meeting of March 10, 2014, the following items were approved by to be included in the museum collection: • Gravestones (Davidson, Cochrane, Degeer) • 2 spoons • Small black picture frame • Glove stretcher • Book— "Historical Atlas of Northumberland & Durham Counties 1878" • Butter churn & Stand • Silver Cruet, cover and tongs • Milk bottles (Acme, Valleyview, Canada, • Silverwoods Safe milk) • Apple Parer • Knife • Carving Fork • Fork • Ash Can At the collections sub-committee meeting of April 14, 2014, the following items were approved by the collections sub- committee to be included in the museum collection: • Rebellion Box— Mrs. James Bell • Rebellion Box—James Bell Jr. • 3 Pickering Tea Labels Page 3 CORP0228-2102 • Piece of stove 1901 • Metal case with hinged lid • Framed photograph -C Motion from Collections Sub om mi to e: That the Pickering Museum Village Advisory Committee request that the Pickering Museum Village Foundation provide funding to purchase the rebellion boxes at a cost of $1,700. Moved by P. Savel Seconded by G. Lowman Carried Discussion of motion P. Savel noted that the rebellion boxes are not from Pickering however they show the broader scope of the rebellion. The boxes are relatively rare and unique because they are not found anywhere else. G. Lowman asked how the collection sub-committee determined that the boxes are worth $1,700. K. Pyke noted that these boxes are currently going for $4,000 at auction. They have looked at them and they are in remarkable condition. D. Hudson asked if they were carved by people who participated in the rebellion. P. Savel indicated that they were, and that the boxes were only carved in the Toronto jail; and only by those imprisoned for their participation in the rebellion of 1837. Councillor McLean asked if there was an inscription on either of the boxes. K. Pyke noted that one of them mentions Peter Matthews. Councillor McLean asked if staff keep track of upcoming auctions. K. Pyke noted that staff are not in a financial position to go to the auctions however John.Sabean from the Pickering Township Historical Society keeps track of items on eBay. Additionally one of the Woodrights Volunteers, Darryl Withrow, is an expert on the boxes, having written a book on them as well as making replicas of many know examples. Motion: That the Pickering Museum Advisory Committee accepts the items into the collection that were discussed at the sub- collections committee meetings of March 10, 2014 and April 14, 2014. Moved by P. Savel Seconded by K. Chalmers Carried P. Savel spoke the difference between restoration and conservations and gave a brief overview of Museum collection including provenance and use; as well as the differences between core-collection and useable collection items known as the education collection. Page 4 CORP0228-2/02 P. Savel noted that the collections sub-committee plans to present the Model A conservation as an example of how well PMV cares for items; this will assist with raising the museum's profile in professional circles and assist with gathering future donations and grants. P. Savel noted that PMV does not restore but conserves artifacts; with the goal of preserving it's story for future generations. Bumps and scratches assist with telling the life story of its owners and the artifact. He further indicated that there are some exceptions such as the Waterloo Steam Engine "Princess";.where the artifact has no provenance or relation to Pickering, and another item with proven connections and documentation exists within the collection; only then would a restoration be considered. K. Pyke noted that during conservation of artifacts pictures and logs are kept, this is conservation practice that allows the museum to track the care, history and status of an item. Pictures are a great way to review as we proceed with the ongoing work. T.Ryce advised that the logs and photos are used in blogs, social media posts and towards the production of YouTube content. M. Carpino stated that the volunteers present a video montage of their activities at the annual Volunteer Appreciation event, which is later posted to the website. Examples were given as to how the pictures are helpful through the restoration process. Action: Mandy Smiles Volunteer Appreciation Committee to review current G. Lowman noted that the Volunteer Appreciation night went catering, and collect a off well. There was a good turnout and M. Smiles did a quote to provide larger remarkable job with assistance of K. Pyke. D. Hudson noted food quantities for 150 that it was really nice that the committee members had an guests at the VIV. opportunity to meet the volunteers at the reception. D. Hudson requested a review of the budget monies and catering quantities for the event. T, Ryce will look at the budgeting for next year to increase the budget for food. D. Hudson thinks that the City should do more to recognize all their hard work and efforts. L. Drake advised the committee that the museum volunteers received two civic awards, which will be presented in the Council Chambers on May 26, 2014. The Bloomers and Britches Heritage Gardeners and Collections Volunteers are the recipients. Page 5 CORP0228-2/02 6. Marketing and Season Preview T. Ryce distributed the marketing plans for 2014 and advised the committee that there were some changes from the previous version, which was a direct result from the environics data. T. Ryce reviewed the event listing for the year as well as the environics data and tracking information. T. Ryce noted that the marketing budget is focusing on internet presence, social media, and flyer distribution. There will be a bus shelter campaign in the summer. T. Ryce noted that prior to environics the majority of the ads were on the radio and in print media. Staff will be increasing their tracking from postal codes and source information from events and program registrants. K. Pyke advised that the educations programs are booming. K. Pyke confirmed that they are currently at 9,000 school children a year. T. Ryce noted that museum exceeded revenue projections for education programs last year; despite labour strikes in the schools. This is due to the resourcefulness of staff, and the popularity of the program. D. Nita asked what the marketing dollars are compared to the revenue that is generated from these programs. K. Pyke stated that marketing costs were negligible. Promotions are mainly handled by mail and email; as education programs are marketed directly to teachers. The current return rate for teachers is 85— 90%, teachers are also sent updates about new programs. The distribution list includes all Durham schools as well as past teachers and their associated school. Several copies are sent to each school including the department head, librarian, main office and grade 3 teachers. D. Nita questioned why the education program booklets are not sent to principals.. K. Pyke responded by saying that the teachers make the decisions, which is why they send the information to them. D. Nita requested that staff prepare a report about the marketing cost compared to the revenue that is generated Action: K. Pyke to from the education programs. include marketing Page 6 CORP0228-2/02 costs in Fall report on Education Programs Seedy Saturday T. Ryce noted that Seedy Saturday was well received and garnered coverage through a national publication. Event numbers are low: date changes are being considered for next year. My Life is a Museum —virtual exhibit Run during May builds a virtual presence during Museum • Month. This was planned as a precursor to the site opening, to build awareness, and excitement. Mother's Day Tea T. Ryce advised that Pickering Recreation Complex partners with promotions of this event, by hosting a floral display with event details. Gears & Gourmet T. Ryce reported that this event was designed to build museum visitors with an event that new audiences would be attracted to, as well as being low on demand for volunteers. This will allow volunteers to attend with their families. The aim is to show off the site with the buildings closed, so that guests will return to take part in the summer tours and events. D. Coffin asked if it's possible to have public transit transport people to the museum. T. Ryce reported that this has been attempted without success in the past. L. Drake questioned where the admission funds would be going. T. Ryce replied that the funds will be going to the museum. Councillor McLean inquired about Progress Club involvement. T. Ryce reported that the club are running the craft beer operation, and will be contributing $3,000 towards the operational costs of the event. D. Hudson asked T. Ryce how many people she expected to come through the gate. T. Ryce replied that if they get 1000 people, they'll generate $7,000 dollars in revenue. D. Coffin asked why the event is only being held on one date. T. Ryce responded by saying that we would prefer to build the event in a sustainable manner. The event has high costs and a second day may not prove possible with existing resources. Page 7 CORP0228-2/02 K. Pyke responded that other two day events run on site had split profits rather than gathering larger attendance. Councillor McLean asked if it would.be beneficial if he could get on Terry Johnson's show (CKDO — Oshawa). T. Ryce replied "absolutely". Councillor McLean suggested that staff should be sending photo's into SNAP on a regular basis so they can post them. History in Action Saturdays T. Ryce noted that History in Action Saturdays will be running from May 31st through September 6th. T. Ryce, M. Smiles and K. Pyke had a visioning session with the education instructors and some of the volunteers. G. Oakes advised that they're going to run the Sawmill every Saturday throughout the summer. General review of the History in Action Line-up Star Studded Night— Season Pass Holder and Test Event T. Ryce noted that the event is used as a reward for pass holders and an opportunity to test events for future inclusion on the program line-up. The event was well received, and has potential for fall or spring programming in future years. Exhibits & Meet the Specialist These exhibits are ways to engage visitors on more than one occasion throughout the season, additionally Season Pass holders, Advisory Committee Members and Council are given an inside look at the exhibit, at the launch of each display. K. Pyke informed everyone environics has been used to design exhibit promotions. T. Ryce noted that they're going to be facilitating a webinar in May for other municipalities because their response with environics has been so good. A Spirit Walk T. Ryce discussed the pre-promotions of this event at history in action Saturdays with the living rendition of the Jefferies print, social media and online ticketing being added to the eStore earlier than in the past. Halloween Harvest T. Ryce discussed that this second new event in the line-up, was based upon the season pass holder event held last fall, and would combine the fall family festival elements of the steam barn and rubber ducky race. This event was designed with the idea of replicating other successful models including food and seasonal themes. This will replace Fall Family Page 8 CORP0228-2/02 Festival, but have an admission charge. Christmas in the Village - The event will include new elements in 2014, and use new promotional models including advance passes, and social media advertising. 7. Volunteer Report K. Pyke distributed a copy of the volunteer workshops report to the committee on behalf of M. Smiles 8. New Business L. Drake requested that committee members review and comment on the Cultural Strategic plan prior to May 5, 2014. L. Drake advised that the PMVAC presentation to Council will be scheduled for January 2015 to coincide with the start of the new council. 9. Adjournment Next meeting — May 28, 2014 at 6:00 pm on-site at the museum. Pizza dinner will be provided. Please dress for the weather and site conditions (boots are recommended). Motion: This meeting is adjourned at 9:30 pm Moved by P. Savel Seconded by K. Emmink Carried Meeting Adjourned: 9:30 pm Copy: City Clerk Page 9 CORP0228-2/02