HomeMy WebLinkAboutApril 25, 2017
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Minutes/Meeting Summary
Pickering Museum Advisory Committee Tuesday, April 25, 2017 7:00 pm City Hall – Main Committee Room
Attendees: Tanya Ryce, Supervisor, Cultural Services Katrina Pyke, Coordinator, Museum Operations Joan De Gennaro, Clerk-Typist (recording secretary) Don Hudson, Pickering Museum Village Advisory Committee
Graham Lowman, Pickering Museum Village Advisory Committee
Paul Savel, Pickering Museum Village Advisory Committee Karen Emmink, Pickering Museum Village Advisory Committee Laura Drake, Pickering Museum Village Advisory Committee
Absent: Rose Ann Cowan, Pickering Museum Village Advisory Committee Pamela Fuselli, Pickering Museum Village Advisory Committee Laura Coulter, Pickering Museum Village Advisory Committee
Item/
Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as
appropriate)
1. Call to Order & Welcome
K. Pyke welcomed all and called the meeting to order at 7:00 pm.
2. Approval of Agenda & Previous Minutes
Motion: to approve the Agenda as written
Moved: P. Savel
Seconded: L. Drake
Carried
Motion: to approve the minutes as written
Seconded: K. Emmink
Seconded: P. Savel
Carried
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Item/
Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate)
3. Review of Action Items
V. Plouffe to provide completion percentages and
notes on projects to D. Hudson prior to next
meeting.
S. Regina to provide a percentage of Pickering
residents interested in the Museum.
There were 3019 guest to the Museum last year and of those, 1177 people completed the surveys. Results show that last year, 17.5% of Pickering Museum Village visitors were Pickering residents.
And 29.21% of Pickering residents attended or visited
art galleries, museums or science centres.
K. Pyke to contact Western Front to do a guest
presentation. K. Pyke as requested this item be deferred till September.
T. Ryce to provide Canada 150 Marketing Plan
T. Ryce reviewed the highlights of the presentation made to Council – presentation to be distributed with the draft minutes
M. Smiles power point to accompany the approved
minutes.
K. Pyke to provide
education chart – to be
distributed with the
approved minutes from
tonight.
J. De Gennaro has placed
in abeyance.
J. De Gennaro to include
the Canada 150
presentation with the
distribution of the draft
minutes.
J. De Gennaro to include
M. Smiles power point
presentation with
approved minutes.
4. Pickering Museum Village Foundation Report
PMVF representatives were absent; no report was presented. T. Ryce advised that the approved February minutes were received.
J. De Gennaro to distribute
the PMVF February
minutes with the Final
minutes of the March PMV
Advisory Committee.
5. Sub Committee Reports
Collections Sub Committee
P. Savel reviewed the minutes from the Sub Committee meeting.
M. Smiles to consult with
E. Tayles on the timeline of
the volunteer posting, and
distribute an email call for
applicants.
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Item/
Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate)
The Collections Sub Committee volunteer position role description has been drafted, and a call for applicants will be distributed in the next weeks.
Motion: to approve the volunteer description.
Moved: P. Savel
Seconded: G. Lowman
Carried Graham noted he would like to attend the off-site
inventory session to view the printing press collection.
Volunteer Recognition Sub Committee
G. Lowman provided a verbal report to the committee
Motion: to receive the verbal report of the Pickering Museum Village Volunteer Recognition Sub Committee
Moved: P. Savel
Seconded: D. Hudson
Carried
Facility Improvement Sub Committee - no report
J. De Gennaro to copy any
staff noted in Action items
on minutes.
E. Tayles to let G. Lowman
know the date of the
inventory session.
6. Strategic Plan Steering Committee Report
K. Pyke advised that the Strategic Plan Steering Committee has concluded the internal and external
input sessions. Online survey to be extended into May to collect sufficient data from museum users.
Next steps: Co-Chairs will meet and compile data and patterns; completion of a draft report on data; and a meeting of the steering committee to discuss the date of the retreat and participants.
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Item/
Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate)
7. Volunteer Program Update
M. Smiles was not able to attend and will provide her report at the May meeting.
M. Smiles to attend the
meeting in May to provide
the Volunteer Program
Update.
8. 2017 Museum Budget Review
T. Ryce noted that there were no changes to the draft
budget and was accepted by the council.
T. Ryce reviewed the current budget. T. Ryce reviewed the Capital Budget and noted that there were no changes made.
T. Ryce noted that staff are currently developing budget proposals for 2018.
Motion: That the Advisory Committee support the development of a business case for the addition of a Pickering Museum Village Tax Levy of .25 percent starting in the 2018 budget in perpetuity to support a list of improvements from staff and the Pickering
Museum Village Advisory Committee.
Moved: D. Hudson
Seconded: L. Drake
Carried
T. Ryce to request V.
Plouffe to cancel Miller
Waste Green Bin pick up
at the Museum.
T. Ryce to ask M. Carpino
about the decrease in
admissions revenue and
update Committee.
T. Ryce to send email out
regarding clarification on
Transfers from Continuing
Studies Res
K. Pyke to provide a
remediation work list to J.
De Gennaro to send out to
committee separate from
minutes. Advisory
Committee Members to
advise on recommended
additions to the existing
work list.
D. Hudson to research
other municipalities and
use of levies to create a
business case.
9. New Business & Adjournment
T. Ryce noted that all of the policies prepared for the museum will be endorsed by Mayor and Council.
K. Pyke and T. Ryce will
determine a course of
action on service groups
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Item/
Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate)
T. Ryce reviewed the new Heritage Program Assistant position to be hired in the next month.
G. Lowman requested that the minutes be distributed in a more timely fashion, within a week of the meeting or at a minimum 2 weeks after the meeting.
G. Lowman noted that he was willing to do member recruitment outreach with Community Groups. D. Hudson expressed concerns, and was supported by the Committee, regarding a City staff member
facilitating this Committee. It was agreed that the following reasons would be included in the minutes, and that none of the reasons reflect any personal grievances about the facilitator:
That this committee has been penalized for actions of other City committees.
That it impedes the Committee’s ability to
advocate on behalf of the Museum and the
public.
That City staff would be more effective as a internal advocate if not in the position of chair.
That the position places the staff member in a conflict of interest on occasion that is unfair. The committee wants to make it clear that this is not
a personal affront to T. Ryce and her work as Chair of
this committee and is more about this committee’s ability to have an effective presence in the greater community.
Motion: to adjourn the meeting
Moved: P. Savel p
Seconded: L. Drake
Carried
Next Meeting @ Tuesday, May 23, 2017, Pickering Museum Village (Site Review & Pizza) 6:00 pm.
visits regarding Pickering
Museum Village Advisory
Committee membership.
Meeting Adjourned: 9:00 pm
Copy: Director, Community Services
Clerks Vince Plouffe, Supervisor, Facilities Operations Mandy Smiles, Event & Volunteer Programmer Sandrine Regina, Communications Coordinator, Cultural Services