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HomeMy WebLinkAboutOctober 13, 1970 TOWNSHIP OF PICKERING MUSEUM BOARD 8/70 A meeting of the Pickering Township Museum Board was held on TUESDAY, the THIRTEENTH day of OCTOBER, 1970 at EIGHT o 'clock p.m. at the Municipal Building PRESENT: Mr. D. McLean Mrs. D. Earle Mrs. M. Spang Mr. R. Miller N. C. Marshall, Secretary 1. On motion of Mrs. Earle, seconded by Mr. McLean and carried unanimously Mr. Miller assumed the chair. •� 2. Accounts - On motion of Mr. McLean, seconded by Mrs. Earle the accounts as detailed on the list presented to the Board by the Secretary in the amount of $1, 544.49 were approved. Addressing himself to the general financial condition of the Board, the Secretary explained that it appeared as though they would finish the season with an under expenditure of approximately $1, 200. - $1, 500. This was premised on realized income of roughly $7, 765. out of the budgeted $9,100. and expenses to date of $5,400. To this must be added the outstanding costs of the glazing of the windows in the Oddfellows Hall as well as the painting which totalled $1,100. as well as the outstanding labour costs for miscellaneous jobs on the property totalling approximately $250. Mr. Miller asked the Board whether or not it was prepared to purchase a quantity of electrical boxes for the eventual installation of hydro to the various buildings on the grounds. In addition he wondered whether they were prepared to purchase the 1916 Cross Mounted Case Tractor which is presently on the grounds. The former represents a cost of $40. and the latter $225. It was suggested that these items be purchased once a more definite figure on the surplus is available. 3. History In Action - w The Secretary was asked to said thank you letters to the various people who assisted in the festivities notably some 35 men who had assisted with the steam engine and gasoline engine display. Interest was expressed in the receipts generated by the weekend festivities. Mr. Marshall explained that gross receipts were in the $1,200. - $1, 300. range of which approximately $950. represented the gate receipts. As the Museum financial year was rapidly coming to a close he hoped that a detailed financial statement would be available shortly on which the breakdown of the 1970 revenue would be detailed indicating actual results against budgeted amounts. -2- 8/70 4. Church Service - The Board briefly reviewed the success of the Church service held on the previous Sunday expressing pleasure that the Church had experienced a full house. Collections in the amount of $54. 73 were received and the Clergy present agreed that this should be directed towards the continuance of the Museum Capital Projects. It was suggested that the soloist and accompaniest receive a gift to the value of $10. and that Mr. McLean be reimbursed for out of pocket expenses amounting to $5. On motion of Mr. McLean, seconded by Mrs. Earle and carried it was agreed that a small gift to a total value of $10. be given to the soloist and accompaniest who attended the Museum Thanksgiving Church service. 5. Historical Society - The Board was reminded that the Historical Society had tentatively agreed to extend $300. of their funds towards the renovation of the various Museum buildings during the current year. Evidently Mrs. Fallis had submitted a small account directly to them which presumably had been paid. It was pointed out that it would be preferable that if such a grant is to be made that the amount in- ,a volved be forwarded directly to the Township in order that any accounts to be charged against it would be paid through the Museum account. In this way a proper f record could be kept of the monies expended on the various Museum buildings. In addition such items as the expenses - 1 of Mr. Wilson in renovating a number of the furnishings for the houses that had recently been restored could he charged against this amount. It was suggested that the Secretary forward a letter to the Secretary of the Historical Society, Mr. Ron Freeman of the West Rouge asking that if the Society did in fact intend to expend this amount of money that it be forwarded directly to the Township. 6. Museum Furnishings - Mr. Miller mentioned that there were two chairs suitable for use in the Cole House that were in need of upholster- ing. The Board suggested that a firm price be obtained for this job and once known proper approval could be obtained. 7. Publicity - The Board 's attention was drawn to the fact that there was virtually no items of a publicity nature available at the Museum nor had there been for some time. In past years pamphlets had been available for distribution to the public. A strong demand existed for such literature which could be either in pamphlet, booklet, or post card form. The members recognized the importance of having such literature available for distribution and agreed that an item should be included in the 1971 budget to cover the cost of such items. In the interim they were aware that the history of a number of the buildings was being documented and were of the opinion that this in- � v -3- 8/70 formation should be included in any future publications. 8. Budget - The Board examined the various items that should be included in the 1971 Budget. One item mentioned was the need to proceed with the wiring of a number of the buildings particularly in view of the fact that the major portion of the cost had already been absorbed through the purchase of the wire. It was suggested that an item be included in the 1971 Budget to at least start work on this project. In the interim Mr. Miller agreed to contact Mr. Carruthers to obtain some idea of just what cost would be involved in installing the required underground curcuit. It was understood that Mr. Cook was in the process of com- pleting a routing proposal for the installation of the electrical service. Noting the results of the 1970 financial year the Board recognized that their 1971 renovation programme would in all liklihood be confined to an expenditure of approximately $3, 500. In referring to the 5 year capital forecast it was agreed that the next buildings to receive attention would be the Hotel and Harness Shop. Chimneys, new doors, and sash were required in both buildings and replacement of a certain amount of the siding. On a priority basis it was felt that the exterior of these two buildings should be renovated as soon as possible and possibly this could be achieved within the boundaries of the $3, 500. suggested. It was agreed that the Secretary proceed with a draft of the 1971 Museum Board Budget based on the 1970 operating costs and anticipating capital expenses of $3, 500. (to be directed primarily at the exterior renovation of the Harness Shop and Hotel) and that provision be made to include the cost of installing a portion of the under- ground wiring. With respect to the renovation of the two buildings noted the Board suggested that Mrs. Duncan be consulted to determine the exact type of window used in these two buildings at the time of their original construction. In addition she could offer advice as to the interior layout of the Hotel. 9. Temporary Staff - •J A lengthy discussion took place concerning the problems of staffing the Museum Buildings during the summer months and the difficulties encountered where reliance was placed primarily on volunteers. People viewing the property expected to see the interior of all buildings and yet this in itself presented real security problems where only one or two people were available to supervise the grounds. Several teenage girls had expressed interest in assisting at the grounds and perhaps if properly trained could be the answer. Recognition was given to the fact that people in this particular age bracket tend to be -4- 8/70 introverts and might possibly not be prepared to engage in conversation with visitors. It was recognized that in attempting to operate a Museum which encompassed some fifteen buildings that the staff- ing p::oblem would become even more critical and that some solution must be found. Obviously the financial implications of properly staffing the grounds is far beyond the capabilities of the Board. 10. Or'.dfellows Hall - The Oddfellows Hall was virtually complete and the Board examined the various possibilities which existed concern- ,, ing its use. It was generally concluded that it should be used for display purposes, notably of items that would not deteriorate as a result of the lack or proper humidity control. In this regard it was suggested that perhaps one group of items that could be moved into the building in the near future would be the collection of stoves that are presently located in the log barn. This way the stoves would be properly displayed and the positive step would have been taken in opening the log barn to public scrutiny. This particular building had never been opened other than on History In Action Day. Another point raised was that there were several display cabinets located in the Church shed which should be moved into the Hall and could be used for displaying a multitude of items. One problem that was recognized, was that of locating a •� number of items in the Hall without a proper display plan in mind. It was suggested that before items are moved into the building it be definitely determined that this is in fact their final destination and that they are considered to be proper items for display in the building. In addition the items should be catalogued at the time they are located at the Hall. 11. Maintenance - With the accelerated development of the Museum property during the past two or three years the need for regular maintenance on the buildings had increased in great measure. With regular tours through the buildings it was becoming necessary to sweep the buildings regularly and carry out other maintenance duties such as window cleaning. These duties were beyond the capabilities the present Curator and in fact it was doubtful whether or not she would be able to continue in the future. Obviously some alternative must be found to the present hap-hazard system that exists. The members agreed to consider this matter and possibly offer some recommend- ation at the next meeting. The meeting adjourned at 10 :45 p.m. DATED Chairman