HomeMy WebLinkAboutSeptember 8, 2010
Ctq oo Minutes/Meeting Summary
iii Pickering Museum Village Advisory Committee
Wednesday, September 8, 2010
P ~KERIl 7:00 pm
Main Committee Room
Attendees: Laura Drake, Chair, Pickering Museum Village Advisory Committee
Alan Espenlaub, Pickering Museum Village Advisory Committee
Paul Savel, Pickering Museum Village Advisory Committee
Bill Weston, Pickering Museum Village Advisory Committee
Rose Cowan, Pickering Museum Village Advisory Committee (arrived 8:15 pm)
Stephen Reynolds, Division Head, Culture & Recreation
Marisa Carpino Supervisor Culture & Recreation
Katrina Pyke, Coordinator, Museum Operations
Mandy Smiles, Events & Volunteers Programmer
Leigh Gardner, Administrative Assistant I (Recording Secretary)
Absent: Pat Dunnill, Pickering Museum Village Advisory Committee
Rhonda Lawson, Pickering Museum Village Advisory Committee
Suzanne Primrose, Pickering Museum Village Advisory Committee
Stephanie Wilson, Pickering Museum Village Advisory Committee
Bill McLean, Regional Councillor -Ward 2
Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
1. Call to Order
L. Drake mentioned the field trip of staff and volunteers to
Lang. Thanks to K. Pyke for supporting participation in the
Durham Theatre Festival. Backwoods Players did a great job
on Murder Mystery.
B. Weston mentioned that there were only 4 members in
attendance and therefore did not have quorum. The meeting
continued, even though there was no quorum, to review and
comment on items.
2. Approval of Agenda
Committee members in attendance agreed to proceed with
agenda.
3. Review and Approval of Minutes
Due to a lack of quorum, the Minutes of the May 20, 2010
meeting were not approved. Will be approved at next Advisory
Committee Meeting.
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4 Updates
Foundation
M. Smiles commented that the Fall Family Festival is going
ahead and planning is well underway.
Capital Budget and Building Canada Projects
S. Reynolds - to date approximately $500,000 of $885,000 is
committed.
K. Pyke - have a contractor looking at the chapel. The floor is
springy, the support beam has dropped. Needs to be inspected
by a structural engineer before going ahead. May have to do
remaining foundations through regular capital budget. Working
on making the trail more accessible ($300,000). Plans are
finished, tender has been completed.
B. Weston commented that the Foundation is under pressure to
spend their money annually.
S. Reynolds - 2010 Capital items: Gas and Steam Barn
Woodwrights items have been purchased. The Redman House
floor has been replaced. $50,000 not spent yet from approved
2010 Capital for Museum Building Restorations.
K. Pyke - Gas and Steam Barn to create shingles for roof of
Blacksmith Shop, Roof is leaking and is a priority item. Worried
about timing and weather.
L. Drake - would like to get the picnic shelter completed, plans S. Reynolds to follow
are similar to the drive shed. up with M. Dwinnell
when he returns from
S. Reynolds - pathway scheduled to begin after Fall Family holiday.
Festival and is scheduled to be completed by November 7t
(pending tender opening).
5. Re orts 'of Sub-Committees
Special Events
M. Smiles - working on the following: Seedy Saturday (planning
location), Steam Up,'Rag Dolls & Rag Time, A Spirit Walk,
Rebellion Descendants Day, Fall Family Festival, Christmas in
the Village, Pantomime. 2011 schedule of events is confirmed.
Any new events will have to be put forward to 2012.
L. Drake - Thank you to M. Carpino for applying for the 2011
Cultural Capitals of Canada for the support of Pickering's
Bicentennial.
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K. Pyke - proposed dropping one day of Christmas in the
Village in 2011.
L. Drake - There was a function in June with Durham Tourism
which Laura attended. J. Morris, (Acting) Supervisor,
Marketing, Research & Communications, will be going to
Durham Tourism meeting tomorrow to get more information on
upcoming Durham Tourism strategies.
Collections
P. Savel - no work has been done over the summer on policy
development.
K. Pyke - new collections software working well. Anne Sinclair
has been using.
S. Reynolds - stoves are still outstanding and will be part of
BCF, M. Dwinnell can update members when he returns from
holiday.
A. Espenlaub - asked if there are priorities with collections
acquisitions. K. Pyke commented there are none but would like
World War I items.
L. Drake - reviewed hand out "Capital and Maintenance
Projects by Type" prepared by Rhonda Lawson and the Capital
Projects Sub-Committee
K. Pyke - M. Dwinnell is investigating heating and cooling in the
Admin. Building. K. Pyke is looking at reverse osmosis for
drinking water at the Museum. Recommended by M. Dwinnell
as they did this at the Operations Centre.
A. Espenlaub - discussed the Lang exhibit and congratulated
museum staff on the professionalism of the A Family Story
i
exhibit in the Gift Shop.
6. 2011_ Budget
Capital
S. Reynolds reviewed the proposed 2011 capital budget. 2011
guidelines are to maintain status quo.
K. Pyke discussed the following items:
• Rumley oil pull, a unique engine run on oil and gas in
relatively good condition
• Shingle mill line shaft, need to repair the line shaft
• Stationary engine - will reduce the need for a tractor
and could power a shingle mill
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K. Pyke mentioned the Miller Cole House needed a stove
installed, working with Fire Services staff to ensure masonry
and stove meet fire code.
S. Reynolds identified the $100,000 proposed for Building
Foundations and Improvements would be offset by a $50,000
contribution (possibly from the PMV Foundation if the Advisory
Committee supported).
Due to a lack of quorum, the 2011 proposed museum capital
budget was recommended for approval.
Operating
S. Reynolds reviewed the proposed 2011 operating budget.
The 2011 operating budget guidelines have not been received
yet but likely will be to maintain the status quo.
Rose Cowan arrived at 8:15 pm and declared a conflict of
interest during budget discussions.
K. Pyke proposed increasing part-time staff hours. Proposed
increase in part-time staff hours only included if increase is
offset by grant or revenue. Discussed in kind contributions (soft
accounting techniques); volunteers' in-kind donations of labour
and materials should be reflected somewhere in the 2011
current budgets under revenue.
S. Reynolds mentions it is in his back up information and that
there will be budget presentations where this could be
identified.
i
K. Pyke mentioned there are formulas for coming up with
values for volunteers, she determined a figure of $20/hour.
L. Drake asked about Outside Agency Services. K. Pyke
explained the Gas and Steam Barn included costs for TSSA
and Boiler inspection. K. Pyke also discussed the YDMA
Museum Tech Fund Project and it being dependent on grant
being approved. M. Carpino advised that federal funding
opportunities have been funding museum camp staff over the
past few years - but not museum guides.
S. Reynolds advised that the additional costs at Museum
Village for Bicentennial events will fall under the Bicentennial
account.
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A. Espenlaub asked about Admissions Revenue. K. Pyke
commented she is confident it will be close to budget
projections. Gate numbers are down. Education numbers are
good.
Due to a lack of quorum the 2011 proposed 'museum current
budget was recommended forapproval.
7. Term Ending Report
L. Drake provided hand out "Term End Report" and reviewed Members to let L.
with members. Final copy submitted to the Clerks Department Drake know if anything
is attached. needs to be
revised/added to the
term end report.
8. Committee for Next Term
S. Reynolds mentioned this is the last meeting before the next
term. Thanked everyone on behalf of the City for their
contributions. Museum is what it is because of the Committee,
its volunteers and the Museum's staff.
Municipal election will be taking place on October 25th. Shortly
after the City will be placing an ad for the next term
9. New Business
K. Pyke mentioned she has been invited to a meeting to
establish a Durham Heritage Educators Group.
L. Drake mentioned K. Pyke will also be participating on a panel
at the Ontario Museum Association Conference.
L. Drake mentioned 3 articles she found interesting. Perhaps
they could be discussed at a future date.
L. Drake thanked all for their cooperation and support. Kudos
to staff and thanks to all the volunteers.
Meeting Adjourned: 9:00 pm
Copy: City Clerk
Attachment
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