HomeMy WebLinkAboutNovember 28, 2017CGa 0f
DICKERING
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, November 28, 2017
7:00 pm
City Hall — Main Committee Room
Attendees: T. Ryce, Supervisor, Cultural Services
V. Plouffe, Manager, Facilities Capital Projects
K. Pyke, Coordinator, Museum Operations
J. De Gennaro, Clerk/Typist (recording secretary)
D. Hudson, Pickering Museum Village Advisory Committee
R. Ann Cowan, Pickering Museum Village Advisory Committee
G. Lowman, Pickering Museum Village Advisory Committee
P. Savel, Pickering Museum Village Advisory Committee
G. Strange, Pickering Museum Village Advisory Committee
B. Welsh, Pickering Museum Village Advisory Committee
L. Coulter, Pickering Museum Village Advisory Committee
P. Fuselli, Pickering Museum Village Advisory Committee
T. Arvisais, Vice -Chair, Pickering Museum Village Foundation
Guest S. Suckling, Member of the Public
Absent: L. Drake, Pickering Museum Village Advisory Committee
G. Oakes, Chair, Pickering Museum Village Foundation
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
1.
Call to Order & Welcome
T. Ryce welcomed everyone and thanked them for
attending the meeting.
T. Ryce welcomed S. Suckling and noted that he
was a former member of this Advisory Committee.
2.
Approval of Agenda & Previous Minutes
Motion: to approve the minutes as written.
Moved: G. Lowman
Seconded: P. Savel
Carried
Motion: to accept the agenda as written.
Moved: P. Savel
Page 1 of 9
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
Seconded: L. Coulter
Carried
3.
Review of Action Items
J. De Gennaro to amend and redistribute the
June minutes as final. — completed.
Sub Committee Chairs to prepare Annual
reports in time for the January meeting. —
ongoing
T. Ryce to follow up with V. Plouffe on invoicing
for Harvey House. — noted that this item will be
addressed in agenda item 9.
T. Ryce to schedule a meeting with V. Plouffe
and Foundation regarding the Collins chimney
work. — noted that this item will be addressed in
agenda item 9.
V. Plouffe to submit request for funding form to
PMVF for Collins chimney stabilization work.
V. Plouffe to initiate reproduction door
replacement. — noted that this items will be
addressed in agenda item 9.
K. Pyke to follow up with V. Plouffe on the
status of door replacement. — completed.
E. Tayles to edit date, and document
Coordinator's approval. — complete to be
addressed under Sub -Committee reports
T. Ryce to distribute the business case to
support Levy by December 7th to the committee
members for review and comment prior to the
December meeting date should they not be able
to attend — ongoing.
Advisory Committee members to advise T. Ryce
if December 19th is good meeting date. — meeting
date has been set for December 19tH
T. Ryce to distribute the
business case by
December 7th to the
committee members prior
to the December meeting
Page 2 of 9
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
K. Pyke to look at the Acts that govern Ontario
museums. - further discussion under item 6
The PMV Advisory Committee will prepare a
presentation and a delegation go before Council
to present.— further discussion under item 6
T. Ryce and G. Lowman to discuss a meeting
schedule for the Volunteer Recognition Sub-
Committee. — have meeting scheduled for
Wednesday, November 29th to discuss
T. Ryce to send an email to set meeting of the
Volunteer Recognition Sub-Committee. - ongoing
Discussion roles of sub committees to occur at
future meeting. - ongoing
T. Ryce and K. Pyke to facilitate a site visit and
training for the new members. - ongoing
B. Welsh and G. Strange are to advise T. Ryce at
November meeting of interest in a particular
sub-committee. —deferred until finalization of
Strategic Plan
TRCA and Conservation Building to be added to
the November Meeting Agenda. - complete
4.
Pickering Museum Village Foundation Report
T. Arvisais — reviewed the latest foundation report
Received list of items foundation to fund from V.
Plouffe.
V. Plouffe to email to D. Shields in Clerks the list of
items the PMV Advisory Committee is requesting
funding for.
T. Arvisais noted that the Foundation has hired a
production company for the website — wicks based
website — pay for maintenance until they have a
volunteer to oversee.
T. Arvisais to send report
to J. De Gennaro for
distribution with final
minutes.
Page 3 of 9
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
5.
Sub-Committee Reports
Collections Committee
P. Savel reviewed the Collections Sub Committee
reports.
Motion: to accept the minutes of the Collections
Sub Committee
Motion: P. Savel
Seconded: R. Cowan
Carried
Motion: That the PMV Advisory Committee approve
for deaccession, the list of items recommended by
the Collections Sub-Committee in the July report.
Moved: P. Savel
Seconded: R. Cowan
Carried
Motion: That the PMV Advisory Committee approve
for accession, the list of items recommended by the
Collections Sub-Committee in the November report.
Moved: P. Savel
Seconded: L. Coulter
Motion: That the PMV Advisory Committee approve
for deaccession, the list of items recommended by
the Collections Sub-Committee in the November
report.
Moved: P. Savel
Seconded: G. Lowman
Carried
Facility Improvements — currently suspended until
the strategic plan is complete.
Volunteer Recognition Committee
G. Lowman review highlights of the report
• VIV — April 20, 2018
Page 4 of 9
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
• volunteer descriptions - 35 out of 40
have been reviewed by the Director, are
now to be finalized to be presented by
the Subcommittee at the December
meeting.
Motion: to accept the report of the Volunteer Sub
Committee as presented.
Moved: G. Lowman
Seconded: P. Fuselli
Carried
6.
Next Steps Volunteer Chair
General discussion regarding the committee
appointed chair.
Motion: That the Pickering Museum Village
Advisory Committee will put forth a delegation to the
December Council meeting to present our case as
to why we believe we should have a resident chair
and vice chair as elected by the committee.
Moved: P. Savel
Seconded: R. Cowan
Carried
Update — due to timing of the December Council
meeting the consensus from the Pickering
Museum Village Advisory Committee via email
was to postpone the delegation to Council until
the January meeting.
It was requested that it be noted in the minutes that
this motion was unanimously carried.
Motion: That the Pickering Museum Village
Advisory Committee have P. Savel and G.
Strange present delegation on behalf of the PMV
Advisory Committee to Council.
Moved: R. Cowan
J. De Gennaro to send the
advisory committee policy
to members of the
committee. Clerks report
from the 2014 election. —
Update — T. Ryce sent out
Page 5 of 9
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
Seconded: L. Coulter
Carried
It was requested that it be noted in the minutes that
this motion was carried unanimously and that P.
Savel and G. Strange abstained from this vote.
The deadline to register as a delegation is
December 1, 2017.
The meeting date is December 11th at 7:00 pm —
updated November 29th
Motion: to skip forward to the budget item on the
agenda.
Moved: D. Hudson
Seconded: P. Savel
Carried
to committee on November
29th
Committee members to
provide comments to P.
Savel and G. Strange on
areas to be included in the
presentation.
Pickering Museum Village
Advisory Committee to
provide delegation
presentation contents to
staff 5 days in advance, to
allow staff time to prepare
responses to council
questions.
7.
2018 Event Line-up
K. Pyke reviewed the What's On
Line Up document
Motion: That the Pickering Museum Village
Advisory Committee endorse the 2018 Pickering
Museum Village What's On line up as presented.
Moved: R. Cowan
Seconded: L. Coulter
Carried
8.
Conservation Building & Grant Announcement
Presentation on Conservation building to take place
at the December 19th meeting
Grant Announcement to take place at Pickering
Museum Village on December 20th at 2:00 pm.
Pickering Museum Village Advisory and Foundation
are to be invited.
To be put on December
19th Agenda.
9.
Foundation Funded Projects and Monies
Page 6 of 9
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
Staff presented a list of heritage building projects to
the Pickering Museum Village Advisory Committee
that could be competed with the financial support of
the Pickering Museum Village Foundation.
This work to commence immediately upon approval
of the Pickering Museum Village Foundation.
Staff requested that the Pickering Museum Village
Advisory Committee support the proposal of staff to
request fund from the Pickering Museum Village
Foundation by putting forth a motion to request the
funds
• Odd Fellows doors altered to open outwards to
increase capacity as per fire code
• School House Ridge restoration
• Miller Cole restoration to protect from pest
infestation
• General Store Floor Inspections
• Collins House chimney, ceiling and north wall
restoration
• Harvey House Cladding restoration to maintain
condition and building shell while waiting for
final project phase
See listing attached
Motion: PMVAC requests financial support from the
PMVF to cover costs for the following artefact
building restorations, upgrade and repair
projects. Work costs quoted at up to $30,000.00.
See quote provided
Moved: B. Welsh
Seconded: P. Save!
Carried
V. Plouffe to provide
itemized list to Clerks for
verification of eligibility.
J. De Gennaro to include a
copy of the listing and
quote with the draft
minutes.
10.
2018 Draft Budget
Page 7 of 9
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
Staff Forecast 2018 — 2023
T. Ryce to request on
behalf of the Pickering
T. Ryce & V. Plouffe reviewed the draft current
Museum Village Advisory
budget.
Committee a copy of the
City's insurance policy.
Motion: that the Pickering Museum Village Advisory
Committee receive a copy of policy on insurance for
Blacksmith shop to be on
2018.
agenda for December
meeting.
Moved: G. Strange
Seconded: R. Cowan
Carried
Motion: to endorse the 2018 Museum budget as
presented.
Moved: B. Welsh
Seconded: P. Savel
R. Cowan abstained from voting due to conflict of
interest as a staff member.
Carried
V. Plouffe reviewed the draft capital budgets for 2018
- 2022. Discussions and questions on presented
material took place.
Discussion regarding the cost of the temporary
storage building related to the Conservation Building
project.
Staff requested that budget contents be kept
V. Plouffe to present a
confidential until present to Council
breakdown of the Visitors
Centre consulting fees at a
Motion: That the Pickering Museum Village Advisroy
future meeting.
Committee endorse the Draft Capital Budgets for
2018 — 2022 as presented.
Moved: P. Savel
Seconded: L. Coulter
Carried
Visitor Centre Concept 1 TRCA Lands
To be added to a future
meeting
Page 8 of 9
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
11.
New Business & Adjournment
Motion: to adjourn the meeting.
Moved: R. Cowan
Seconded: P. Savel
Carried
12.
Next Meeting
Tuesday, December 19, 2017 at 7:00 pm -
City Hall — Main Committee Room
Meeting Adjourned: 9:25 pm
Copy: Director, Community Services
Clerks
Page 9 of 9