HomeMy WebLinkAboutOctober 15, 2009
Ci;-" vMinutes / Meeting Summary
-i Pickering Museum Village Advisory Committee
Thursday, October 15, 2009
PI KE I 7:00 pm
Pickering Civic Complex, Tower Meeting Room
Attendees: Laura Drake, Chair, Pickering Museum Village Advisory Committee
Rose Cowan, Pickering Museum Village Advisory Committee
Pat Dunnill, Pickering Museum Village Advisory Committee
Rhonda Lawson, Pickering Museum Village Advisory Committee
Paul Savel, Pickering Museum Village Advisory Committee
Bill Weston, Pickering Museum Village Advisory Committee
Suzanne Primrose, Pickering, Museum Village Advisory Committee
Absent: Bill McLean, Regional Councillor -Ward 2
Bill Utton, Pickering Museum Village Advisory Committee
Alan Espenlaub, Pickering Museum Village Advisory Committee
Stephanie Wilson, Pickering Museum Village Advisory Committee
Staff Stephen Reynolds, Division Head, Culture & Recreation
Present: Marisa Carpino, Supervisor, Culture & Recreation
Katrina Pyke, Coordinator, Museum Operations
Mandy Smiles, (Acting) Volunteer & Program Coordinator
Leigh Gardner, Administrative Assistant I (Recording Secretary)
Item 1 " Details & Discussion & Conclusion Action Items /Status
Ref # (summary of discussion) (include deadline as
appropriate)
1. Welcome and Introductions
Laura welcomed attendees. Thanked everyone for their
involvement in the Fall Family Festival
Steve Reynolds congratulated Katrina Pyke on permanent
full time status as the Coordinator, Museum Operations
Laura advised she has written letters to MPP's and City Clerk
regarding the HST
Regrets sent by Alan Espenlaub and Bill Utton. Rose asked Katrina to send get
that a card be sent to Alan as he had been in the hospital well card to Alan on
behalf of the Museum
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2. Approval of Agenda and Minutes
Motion:
Moved by Paul Savel
Seconded by Rose Cowan
That the agenda of October 15, 2009 be approved
CARRIED
Amendments to be made to the Pickering Museum Village
Advisory Committee Duties & Responsibilities to reflect
Katrina Pyke's new position title of "Coordinator, Museum
Operations" not "Education & Collections Officer". Also,
under the Collections Committee heading add "Will be
responsible for reviewing and making recommendations
regarding development, management and care of the
collections".
Pat Dunnill referred proposed changes to the
"Foundation/Advisory Committee Interrelationship" document
to the Foundation but hasn't had time to discuss yet.
Steve advised that direct full-time staff supervision was not
required for museum volunteers performing duties for off site
events.
Motion
Moved by Paul. Save[
Seconded by Rhonda Lawson
That the minutes of August 13, 2009 be approved
CARRIED
3. Updates
PMV Foundation
Thanked everyone for their involvement in the Fall
Family Festival. Attendance a little low due to
weather, but still good turn out. Good fundraiser,
similar dollars to last year. Thanked the Savel's and
Alan and wife for their work on the event
• Hotel is mostly complete, the Foundation is very
happy
• Stoves have arrived
• Wedding dress went for $400
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Building Canada Fund
• Building Canada Fund approved in February 2009 for
Restoration of Hotel & various building and site
upgrades
• Hotel restoration under projected dollars
• Will use remaining funds for deficiencies & other
upgrades
• Log Barn - contractor has not completed
• New porch - Redman House - wonderful, much
safer, some clean up remaining
• Work on admin building - everything has been put
back and are now painting
• Looking at accessibility at admin building for parents
with strollers and for wheelchairs. Tony has not priced
yet. Cosburn has completed a design
0 Lighting upgrades planned up to Collins House.
Foundation for both drive sheds completed. Roof on
saw mill started
• All restoration and upgrades will be completed by
March 2011
• Total approved cost is $885,000. Funding from
federal government ($295,000), provincial
government ($295,000), Pickering Museum Village
Foundation ($180,000) and City ($115,000)
• Laura Drake mentioned barn boards need to be
sourced
• Pat Dunnill - discussed opportunity to apply for a
Cultural Spaces Canada Grant. Meet most of the
requirements, need to show buildings used for arts
and heritage displays. Grant gives 50%, deadline is
open but work has to be completed by March 2011.
Foundation may be able to come up with $100,000.
Oddfellows Hall - opportunity to turn building 90
degrees. Need quotes from Tony Prevedel to see
total dollar figure first
4. Committee Reports
Capital Projects,
• Rhonda updated members on work plan
• Working document being worked on to move forward
with all capital projects
• Laura advised that CAO mentioned that the
Foundation and Advisory Committee must be
separate
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Collections
• Paul handed out drafts of various collections policies Marisa to check on
which have been worked on $38,000 operating
• Katrina Pyke and Marisa Carpino met with Lisa grant and if we have
Harker regarding the 4 collections policies received it yet
• Paul has other policies to work on but will hold off
until he has further direction from the city Steve to follow up with
• Katrina mentioned woodwrights built beautiful hutches Director, Clerk, and
to display merchandise in gift shop, extended wall for CAO on approving as
storage of library collection (shelves to be purchased) policies
• Mandy and Katrina discussed software project, Members to review
applying for Museum and Technology Fund grant
50% match. Allows digitization of collections, policies and provide
narrated not just pictures and text. Will also allow for comments and
obtaining tech. equipment. feedback
Special Events
• Mandy reviewed handouts to members on 2009
events and education programs
• Outreach included Easter Parade, Purple Woods,
Whitevale Festival, Heritage Days, Seniors Snow
Shovelling Program, CNE and Oshawa Heritage
Festival
• Good year for volunteers with 50 new volunteers this
summer
Rose mentioned that dancers can use space at St. Paul's on
the Hill
Laura mentioned that Stephanie Wilson is a new committee
member
5. Budget
Rose Cowan made a declaration of interest with respect to
2010 Budget. Rose is apart time Museum Education
Instructor. Rose did not take part in the discussion or vote on
the proposed 2010 Budget.
Proposed 2010 Capital Budget was reviewed by Committee
Members.
Motion:
Moved by Bill Weston
Seconded by Suzanne Primrose
That the 2009 Proposed Museum Capital Budget be
approved as presented
CARRIED
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Proposed 2010 Current Budget was reviewed by Committee
Members.
Motion:
Moved by Rhonda Lawson
Seconded by Bill Weston
That the 2009 Proposed Museum Current Budget be
approved as presented
CARRIED
6. ,New Business
Vice-Chair
• Rhonda Lawson will be acting chair while Laura is on
vacation
Ad-Hoc Policy Committee
• Nothing was discussed on Ad Hoc Policy Committee
2011 Bicentennial
• Bicentennial celebration will be happening
• Will be getting clarification from the CAO on next steps
• No need to create new events
Cultural Planning Document
• Cultural plan RFP has gone out for community
consultation phase. It has not closed yet. Would like to
proceed with community consultations this fall.
Durham Theatre Festival
• Backwoods want to participate
• Laura would like to write a letter of support for. them
Volunteer Appreciation Night
• Will take place April 20, 2010 in Council Chambers
7. Adjournment'
Thursday, February 11, 2010
Pickering Civic Complex, Tower Meeting Room - 7 m
Meeting Adjourned: 9:05 pm
Copy: City Clerk
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