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DICKERING
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, December 19, 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
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
Absent: R. Cowan, Pickering Museum Village Advisory Committee
L. Drake, Pickering Museum Village Advisory Committee
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
1.
Welcome
T. Ryce welcomed the committee and started the
meeting at 7:05 pm.
2.
Approval of Minutes & Agenda
Amendments to the draft Minutes as follows:
Item 3 Review of Action Items - to correct the word
items to item for the two items to be addressed in
item 9 of agenda.
Motion: to approve the minutes of the November
28, 2017 meeting as amended.
Moved: G. Strange
Seconded: P. Savel
Carried
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Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
Motion: to approve the agenda as presented.
Moved: P. Savel
Seconded: G. Lowman
Carried
3.
Conservation Building
V. Plouffe distributed Conservation Building
documents.
General Discussion surrounding contractors and
prequalification.
V. Plouffe to provide an
update on the
Conservation Building at
January meeting.
V. Plouffe to discuss the
draft scope of work for the
Pickering Heritage &
Community Centre with B.
Welsh related to loss
recovery from contractors
4.
Blacksmith Shop
V. Plouffe distributed and summarized the Structural
Assessment by BBI and the Architectural Heritage
Report prepared by GBCA of the Blacksmith Shop.
Staff request support of the advisory to seek funding
support for the work required to make the second
floor of the Blacksmith Shop. Staff noted that the
repairs on the second floor enable public access to
the space. Improvements would make the space
suitable for interpretation and filming, which could
offset the costs of the repairs, especially if used
repeatedly.
Motion: to request funding up to $25,000 for repairs
to the second floor of the Blacksmith Shop from the
Pickering Museum Village Foundation.
Moved: P. Savel
Seconded: B. Welsh
Carried
5.
Delegation to Council
P. Savel noted a delegation request for the January
meeting has been submitted to the City Clerk's
office.
Members are to forward
their comments as soon as
possible to P. Savel and G.
Page 2 of 6
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
P. Savel and G. Strange are preparing the
presentation and request content from the
committee
P. Savel requested that committee members attend
the council meeting to show their support.
Strange to be included in
the presentation.
Delegation presentation to
be provided to the T. Ryce
in order to allow staff to be
prepared for council
questions.
6.
Pickering Heritage & Community Centre
V. Plouffe presented concept drawings of the future
Heritage and Community Centre to be located on
the upper site. The concept drawings are a visual
aid to represent the requirements of the project.
The concept drawings were developed as a tool to
support the budget submission. The drawings do
not represent the final location, layout, or land use
of the upper site. The site plan will be developed
through a consultant. A separate $30,000 budget
has been allocated in the 2018 budget for this
purpose.
V. Plouffe reviewed the status of the archaeological
study on adjacent TRCA lands and how it could
affect the design of the Pickering Heritage &
Community Centre and upper site.
The City will prequalify a consulting team in
January. A request for proposals will follow, subject
to Council approval of the 2018 budget.
The project will be an ongoing topic. Stakeholders
and advisory committee members will be able to
contribute comments during the consulting phase of
the project.
General discussion about site planning needs, and
the site use study. The committee discussed the
goals of the site use study, and the importance of
letting the consultant make recommendations based
on broad perspective.
V. Plouffe to bring the
proposed facility space
breakdown to a future
meeting for comment by
the Committee.
V. Plouffe to include
Committee, volunteers,
stakeholders, staff and
residents to have the
opportunity to comment
on the design at an open
house.
Page 3 of 6
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
V. Plouffe reviewed a budget breakdown for the
Pickering Heritage & Community Centre.
Brief discussion regarding the condition of the
existing Administration Building.
V. Plouffe indicated that the TRCA has stated they
are willing to turn over artifacts collected during this
process to the City.
7.
Business Case
Action item for T. Ryce from November meeting: T.
Ryce to distribute the business case by December
7th to the committee members prior to the
December meeting.
Update
Direction has been provided to staff that a business
case is not required to support the Levy. The nature
of the motion made by the committee in an earlier
meeting was sufficient to outline the intent of the
request.
The topic will be revisited should the Levy receive
endorsement of Senior Management, and
subsequent approval from Council,
Potential designs for the new Pickering Heritage &
Community Centre (PHCC) will be brought to
Pickering Museum Village Advisory Committee to
make comment.
8.
Volunteer Position Descriptions
Motion: That the VRC having duly completed a
review of the 33 Volunteer Position Descriptions
submitted for our approval by The Volunteer
Coordinator, moves that the Advisory Committee be
counseled to adopt them in their entirety, subject
only to City Staff finalizing presentational formats.
Our committee also moves to commend Mandy
Smiles for her massive achievement in compiling
these documents. Without her considerable
expertise in recognizing the many and varied
Page 4 of 6
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
functions of our volunteer community, our
committee would not have been able to accomplish
this project.
Moved: G. Lowman
Seconded: L. Coulter
Carried
9.
Other Business
K. Pyke — Filming is imminent on-site this winter —
all exterior filming and may involve some site
improvements. Interiors to include the Chapel and
General Store, and painting improvements there.
T. Ryce — noted that increase in filming permits is
due to the positive relationships K. Pyke and E.
Tayles have built with Film companies and scouts.
T. Ryce — E. Tayle's-Armstrong has been confirmed
as the permanent full time conservator. Thanked the
committee for their work in supporting the
conversion of this position from part time to full time
permanent.
G. Lowman — requests that new members be invited
to the next subcommittee meetings to observe the
working of the subcommittees so that they can
make an informed decision on which subcommittee
they would like to join.
B. Welsh — thanked K. Pyke for facilitating the tour
of the museum for both himself and G. Strange.
Both were very impressed with what they saw and
the work staff are doing.
B. Welsh — noted that there is a building in
Claremont immediately south of the General Store
that is slated for demolition; Museum and City staff
should be looking at the historical significance and if
this is worth while pursuing.
It was noted that Ken Mulveney— a Claremont
resident raised concerns to the Committee of
T. Ryce to work with M.
Smiles to send out a
survey monkey to confirm
availability of Volunteer
Recognition Sub -
Committee members for
the 2018 meeting
schedule.
G. Lowman to invite
advisory committee
members to attend as
observers upcoming
volunteer recognition
subcommittee members
T. Ryce to share minutes
with the Director, Planning
and Heritage Pickering.
Page 5 of 6
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
Adjustment when the new owners requested
consideration on the structure; which is slated for
demolition.
10.
Adjournment
Motion: to adjourn the meeting
Moved: D. Hudson
Seconded: L. Coulter
Carried
Meeting Adjourned: 8:30 pm
Copy: Director, Community Services
Clerks
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