HomeMy WebLinkAboutOctober 2, 2007
CiUI c# Minutes I Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, October 2,2007
7:00 pm
Main Committee Room
Attendees: Laura Drake, Chair, Pickering Museum Advisory Committee
Paul Savel, Pickering Museum Advisory Committee
Rose Cowan, Pickering Museum Advisory Committee
Joe Vranic, Woodwrights Guild
John Edmonds, Backwoods Players
Julie Oakes, PMV Bloomers & Britches
Lindsey McKenna, Steppin' in Tyme
Michael Managhan, Managhan Design Solutions
Stephen Reynolds, Division Head, Culture & Recreation
Marisa Carpino, Supervisor, Culture & Recreation
Tina Tays, Supervisor, Marketing, Research & Communication
Jody Morris, Coordinator, Marketing & Revenue
Katrina Pyke, (Acting) Education & Collections Officer
Mandy Smiles, Pickering Museum Village
Joanne Finn, Event Coordinator
Regrets: Bill McLean, Regional Councillor - Ward 2
Pat Dunnill, Pickering Museum Advisory Committee
Bill Weston, Pickering Museum Advisory Committee
Bill Utton, Pickering Museum Advisory Committee
Sean Thomas Byrne, Pickering Museum Advisory Committee
Kees van der Vecht, Pickering Museum Advisory Committee
Item /
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items / Status
(include deadline as
appropriate)
1. Welcome & Introductions
Attendees introduced themselves.
. Laura conducted an overview of various promotional
initiatives in the past years. They include News
Advertiser ads, Education Booklet, Snap Edition,
Communities In Bloom, Easter Day Parade, Dance
Group at Exhibition
. Laura thanked staff & volunteers for everything they did
this year
2. A roval of A enda
. Will continue as there is no quorum to pass agenda.
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Item /
Ref#
3.
4.
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Details & Discussion & Conclusion
(summary of discussion)
Approval of Minutes
. Will table at October 1S, 2007 meeting since no quorum
Reports
Collections {Mandy Smiles}
· Training was conducted in June for volunteers to
inventory museum collections. Groups started working
on buildings in pairs. Completed the log house & wood
shop entirely
· Next step after completion of the Museum is to enter into
the database
Woodwrights Guild {Joe Vranic}
. Formed at beginning of 2007. Mandate (1) accurate
depiction of tool/activities (2) sympathetic repair of
buildings & tools (3) sympathetic reconstruction. They
have 3 active members and have completed 13 projects,
contributing 240 volunteer hours to the Museum. They
meet Saturday mornings and welcome others interested
to meetings. See attached for full Report. I
Tapestry Event {Paul Savel}
. Had wrap up meeting with planning committee.
Comprised a list of twenty-two items to be addressed.
. First planning meeting is scheduled for November 1,
2007.
. Event is planned for Saturday, June 7, 200S.
Hotel Project (Stephen Reynolds)
. The Brougham Central Hotel - Phase 1 - Construction
of the foundation ($SO,OOO) was approved by Council in
the 2007 Capital Budget. Project financing was based
on the Pickering Museum Village Foundation donation of
$40,000
. Received Quotations for Phase 1.
. In consultation with Laura Drake and Pat Dunnill we
decided not to proceed with Phase 1 due to the high
bids.
. Recommending submitting one contract for the total
project when funds are available. Will be less costly. We
will be proposing additional funds for 200S Capital
Budget.
Bloomers & Britches (JUliE! Oakes)
. Julie Oakes, Bloomers & Britches volunteer, sat on the
Action Items / Status
(include deadline as
appropriate)
Marisa to add to Oct.
1S/07 agenda
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Item / Details & Discussion & Conclusion Action Items / Status
Ref# (summary of discussion) (include deadline as
appropriate)
I City's Community In Blooms Advisory Committee. The
I
City of Pickering earned five blooms the highest rating
I possible and received the environmental award. An
outstanding achievement for a first time participant.
. Bloomers & Britches contributed gardening/grooming
around fence, sign tower garden, new lawn, and tower
garden was donated
. In 7 years, Bloomers & Britches has been donated to the
$7,631 to PMV and PMV Foundation. See attached for
full Report.
Costume Collection (Julie Oakes)
. Provided chemise for staff
. Fashion show presented at fall family event
. See attached for full Report.
Gas & Steam Club (Mandy Smiles for Harold Quinton)
. 2,500 hours of volunteerism
. $75,000 grant from Trillium for steam barn
addition/collection in partnership with Rotary Club of
Pickering
. Steam barn education will be worked on this fall
. See attached for full Report.
Backwoods Players (John Edmonds)
. Used fundraising dollars to build the shed by the admin
building
. War brides production took place in 2007, in partnership
with the Ajax Pickering Legion. Proud of this high quality
production
. Want to help resolve some facility related issues that hurt
their productions (Le. snow fencing for whodunit)
. John thanked Rose Cowan for her contributions on the
bus that brings visitors back to there vehicle
. Laura thanked Paul and Liz for their work greeting
visitors
. See attached for full Report
Steppin' In Tyme (Lindsey McKenna)
. 3rd year as dance society
. Participated at museum but also for Heritage Day,
Exhibition & Communities in Bloom Judges Tour.
. Took part at Historica Fair
. 10 active members
. Have a new flutist, now have 3 musicians, they compose
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Item / Details & Discussion & Conclusion Action Items / Status
Ref# (summary of discussion) (include deadline as
appropriate)
appropriate music for the dance group
. Attended Queen Charlotte's Ball in January
. Expert dance instructor comes 6 times a year to instruct
the group
. 2 members attended a 1 week dance camp in
Pennsylvania
. Won the City of Pickering Arts Award (Civic Award)
. Plan to move out to the community and develop the
educational component I
. See attached for full Report I
Choral Society (Mandy Smiles)
. Had first meeting on Saturday, September 29,2007
. 14 interested but only 6 could come out on Saturday
. Will perform @ Christmas in the Village
Katrina advises that PMV appreciates all the efforts of the
volunteers. Very proud of their contributions and wants to
continue to support them during winter months.
5. Promotions & Marketing
. Tina Tays conducted a power point presentation that
outlines the many ways the City's Culture & Recreation
Division, Promotions and Marketing team
promotes/markets the Pickering Museum Village.
. See attached for PowerPoint Presentation.
. Katrina extended congratulations to the promotions team
for their work which has supported an increase in
participation at the Museum.
Tourism Durham
. Katrina attends their regular meetings, looking to launch
"Premier Rank" program
. Working to promote tourist destinations in Durham
including Museums.
YRDMA
. Looking to produce marketing brochure, sell bus trips
Corporate Promotions and I::conomic Development
. Marisa shared the report prepared by Lynn Winterstein,
Manager, Marketing & Business Development.
. Their budget covers an annual expenditure of $3,100 for
a full page in the Region's Discovery Guide - 'Durham --
Good Natured, Good Times' The Museum is always ..--
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Item / Details & Discussion & Conclusion Action Items / Status
Ref # (summary of discussion) (include deadline as
appropriate)
included in the copy and layout.
. They have developed a relationship with a new business
in Pickering - the Retail Pages, which is a new
I community newspaper. This publication is printed
I monthly, 15,000 copies, that are direct mailed to retail
businesses and a selected neighbourhood. The Museum
received a complimentary front cover for the October
issue.
. The SNAP community newspaper is now producing a
Pickering version. This publication is expanding to 32
pages within the next 4 months and will have a
distribution of 12,000 by October. A full-page centre-fold
events calendar will be part of the expanded publication.
This again will bode well for marketing the Museum
events.
. Their budget covers photo shots of Museum events and
programs.
. They arranged for the Ontario Media' Development
Corporation to do a photo shoot of the museum village to
update the OM DC locations library. The images are now
in the digital locations library used by film industry
personnel. Staff continually promotes the use of the
Museum for film, television and commercial production.
Other Opportunities
. Katrina advised that Chartwell is sending Seniors on
Tuesday's to volunteer with gardens at the museum
. Katrina hopes to reach out to northern Pickering
communities
. Greenwood produces regular newsletters
. Paul will confirm if Claremont has a regular newsletter
. Rose Cowan asked if PMV can be listed on the side bar
of the school board where program education tools are
listed
. City staff recommended the sale of food to attract
families to come and stay at the PMV
. Staff recommend pushing the museum website
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2008 Special Events Calendar
· Mandy circulated the 2008 special events calendar (see
attached) .
· Only new event is Seedy Saturday on February 2, 2008
· 14 workshops planned for the volunteers in 2008
· Steve recommends that staff book an alternative location
for the 2008 "Whodunit" production (to accommodate
potential restoration project construction)
. Committee endorsed 2008 event list
· Laura discussed the potential to introduce outdoor
movies at the museum looking for a sponsor "A Movie &
More" - twilight tour of the site and than a movie. $5,000
for 4 movie night, proposed for August 2008. Hope to
attract northern community to this event. Concession
stands would be where the museum makes money. PaLlI
Savel asked Laura Drake for proposal for this event
opportunity so he can seek sponsorship.
Museum Maintenance Update
. Katrina distributed Maintenance Update report (see
attached). Katrina credited the work of Martin Norris,
museum maintenance person and the Woodwrights
Guild for the maintenance work completed at the
Museum.
· Museum now has a recycling program
. Outstanding capital items
1. Log replacement at log barn. Waiting for report
from John Jupien, can't do it this year but will
recommend someone who can, John will source
the logs required.
2. Defibrillator units at museum - preparing to
purchase and train staff for fall 2007.
3. Gas & Steam barn addition $15, 000 carried over
from 2004 has been spent.
4. Rebuild ramp to site at admin. building. John
Hannah from MP&E to recommend a company to
replace the existing logs and allow for a stroller
section.
New Business
I. OMA conference - Lynn McGowan is retiring
before November 2007. Sarah Gittens will be
stepping in the task of collections. Katrina, Laura,
and Sarah will attend all or portions of the OMA
conference in October 2007.
. PMV 50th anniversary in 2011. Laura asked
Marisa to look into potential grants to write history
of the PMV in honour of our 50th annJversary. _______
----r--
Laura to provide
Marisa to investigate.
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Shauna Mutton may have some leads. Perhaps
consider a short film. Michael Managhan may
have a lead for a grant source and will provide to
Laura.
. Museum received a new grant this year from the
Canadian Museums Association in the amount of
approx. $24,000 to offset museum seasonal staff
expenses.
. Community Museums Operating Grant increased
this year from $16,000 to $39,000.
II. Volunteer Appreciation Night - February 28,2008
or January 31,2008.
. To be confirmed
. Katrina is looking into using existing CLASS
software systems for the Museum's program
operation ie Facility Scheduling, Program
Registration. Also looking at Point of sale system
for event ticket sales.
Michael to provide to
La u ra.
Mandy to confirm.
Meeting Adjourned: 9:45 pm
Copy: City Clerk
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