HomeMy WebLinkAboutSeptember 23, 2014 Minutes/Meeting Summary .
Cat/00 Pickering Museum Village Advisory Committee
Tuesday, September 23, 2014
7:00 pm
X14
PICKERIN - Tower Meeting Room — Civic Complex
Attendees: Laura Drake, Chair, Pickering Village Museum Village Advisory Committee
Paul Savel, Vice-Chair, Pickering Museum Village Advisory Committee
Donald Hudson, Pickering Museum Village Advisory Committee
Dragos Nita, Pickering Museum Village Advisory Committee
Karen Chalmers, Pickering Museum Village Advisory Committee
Andrew Doucette, Pickering Museum Village Advisory Committee
Karen Emmink, Pickering Museum Village Advisory Committee
David Coffin, Pickering Museum Village Advisory Committee
Marisa Carpino, Director, Culture & Recreation
Tanya Ryce, Supervisor, Cultural Services
Katrina Pyke, Coordinator, Museum Operations
Vince Plouffe, Supervisor, Facilities Operations
Joan De Gennaro, Clerk-Typist (Recording Secretary)
Greg Oakes, Chair, Pickering Museum Village Foundation
Absent: Bill McLean, Regional Councilor, Ward 2
Graham Lowman, Pickering Museum Village Advisory Committee
Item! Details &Discussion &Conclusion Action Items/Status
Ref# (summary of discussion) (include deadline as
appropriate)
1. Call to Order and Welcome
L. Drake called the meeting to order at 7pm.
T. Ryce introduced Joan DeGennaro as the new recording
secretary.
L. Drake passed on regrets from G. Lowman and advised
that Councilor Bill McLean hopes to join the meeting later.
2. Approval of Agenda
Motion:
That the agenda for Sept 23, 2014 be approved.
Moved by P. Savel
Seconded by A. Doucette
Carried
3. Approval of Minutes
Page 1 of 9
Item/ Details & Discussion & Conclusion Action Items/Status
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Motion:
That the minutes for June 25, 2014 be approved.
Moved by P. Savel
Seconded by A. Doucette
Carried
4. PMV Foundation Report
Greg Oakes advised that the Feasibility Steering Committee
reviewed three bids, and selected one company. Projected
costs for the project exceeded the PMVF's expectations, and
Bingo monies may not be used to supplement the payment. As
a result, there is a shortfall of$25,000 in the General Account
to pay for the project. After considering options including
reducing the scope of the project, breaking the project into
phases, and delaying the project start, the PMVF has decided
to postpone the start of the project until such time as additional
funds can be raised to pay for the full project. The PMVF is
currently looking into fundraising alternatives.
Motion:
The next Museum Advisory Committee to follow up in January
on the status of the Feasibility Study with the Chairman,
PMV Foundation.
Moved by K. Chalmers
Seconded by P. Savel.
Carried
G. Oakes noted that the City Clerk is requesting why the
Foundation is accumulating upwards of$40,000 from Bingo
Funds outside of what is earmarked for the Craftsman Cottage.
He requests that items in the forecasted budget submissions be
considered as projects for the PMVF to finance.
T Ryce advised that this evening's meeting is for budget review,
and there will be opportunity later in the agenda to seek PMVF
funding.
L. Drake thanked G. Oakes for providing the Foundation update
to the Committee.
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, September 23`d, 2014
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5. 2015 Draft Museum Capital and Current Budget
M. Carpino reviewed the Capital Budgets for 2015 - 2019.
2015 Capital Forecast:
V. Plouffe noted that City staff teams identify and prepare items
for Capital project consideration to be brought to Council.
V. Plouffe reviewed the following projects listed in the 2015
Capital Project budget:
• Administration Building Shed Roof(south end)
• School House Re-sealing and Temperance House
Cladding were identified as Foundation Projects
• Craftsman Cottage- designated substances will require
more work than originally planned
• Additional funds will be requested in next year's
budget to address the increase in costs. In the
2015 proposed budget, $40,000 has been
identified for power, heat, and stabilization of
the building
• Tender document to remove the designated
substances is currently with Supplies and
Services
• Proceeding with sealing will exceed the funds
• currently in budget
2016 Capital Forecast:
M. Carpino noted that the following are all new projects added
to the budget for 2016:
• Redman House Ramp
• Steam Barn Drive Shed roof
• Steam Barn Roof
V. Plouffe expressed his concerns about the condition of the
roof on the Gas and Steam Barn and his plans to investigate
further.
V. Plouffe noted that the Combination Barn siding has been
deferred from the 2015 budget and the foundation repairs has
been added.
2017 Capital Forecast:
M. Carpino advised the 2017 Capital budget items are the
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, September 23rd, 2014
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originally forecasted items and it remains with no changes.
V. Plouffe noted that changes to building locations must involve
proper elevations, possible adjusting of slopes to ensure proper
drainage to prevent water damage to structures moving
forward.
2018 Capital Forecast:
M. Carpino noted that the 2018 capital budget remains the
same as previously forecasted.
2015 Current Budget
M. Carpino reviewed the budget and identified line items that
represented a significant change to the current budget. M.
Carpino stated that the budget as it stood needed to be
greatly reduced prior to going in front of council. As a result of
discussions with the advisory committee the following items
have been adjusted within the 2015 Budget:
2744.1100.000 Salaries &Wages-Additional hours
totalling $4,135 has been deleted.
2744.1400.0000 Employer Contributions- Benefits related
to additional hours in the amount of$5,656 has been deleted.
2744.2399.0000 Outside Agency Services-Architectural
Consulting Services has been reduce from $10,000 to $5,000
2744.2435.0000 Building repair and Maintenance-
Museum Sign & Lighting Upgrades has been reduced from
$16,000 to $4,000
2744.2435.0000 Grounds keeping staff City (Term)
$10,600 has been deleted. M. Carpino to seek approval to
include these monies in another section of the City budget.
2744.5320.0000 Program Supplies-WWI Education Day
$2,500 has been reduced to $1,500
6. Sub- Committee Reports
Collections Committee P. Savel provided the documents of
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, September 23rd, 2014
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items for Collections Committee Approval and the results
thereof.
Motion:
That the Advisory Committee approve the acquisition of the
following items as recommended by the Collections Committee
in the August 18th, 2014 report:
• 1940s typewriter, box camera, flail, horse comb, and
1920s tennis racket donated by descendants of the
Astley family;
• Family Bible of the Corcoran family, including records of
births, deaths and marriages spanning nearly 100 years;
• Logging hook, peavey, Turn buckle, Axe head found
during the Frenchman's Bay redevelopment project,
related to the original crib construction at the harbor;
• Boat hook salvaged from the harbor by a local resident;
and
• c. 1924 radio receiver.
Moved by D. Nita
Seconded by K. Chalmers
Carried
Motion:
That the Advisory Committee approve the acquisition of the
following items as recommended by the Collections Committee
in the July 21,2014 report:
• 150th Pickering Anniversary ceramic mug;
• 3 spice shakers and 3 glass bowls connected to the
Major family; and
• WWI uniform jacket from the Pegg family.
Moved by D. Nita
Seconded by K. Chalmers
Carried
P. Savel advised that in order to effectively meet current
museum standards for collecting and developing programs, the
museum requires a change to its mission statement (to remove
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, September 23rd, 2014
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Item/ Details & Discussion &Conclusion Action Items/Status
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• the restriction of a time period) and the creation of a formal
Mandate and a Statement of Purpose. He reviewed proposed
changes, and suggested wording as follows:
Mission
Pickering Museum village welcomes our guests to explore and
experience our cultural heritage; we dedicate our buildings,
artifacts, and programs to inspire a broader appreciation and
understanding of life in our communities from 1810 to 1920.
The words "from 1810 to 1920" should be removed from this
statement.
Mandate (NEW)
Pickering Museum Village will collect and preserve material
culture from earliest habitation through our municipality's
changing geographic borders to a point forty years prior to the
current date in order to ensure access to present and future
generations of the public.
Statement of Purpose (NEW)
• Collect and preserve, document, house, exhibit, and
interpret material culture.
• Research and document historical information supporting
the community's material and social culture.
• Develop programs responsive to the needs of the
community insofar as they align with the Vision, Mission,
Mandate.
• Recruit and retain quality staff and volunteers.
• Maximize the utilization of community organizations and
associations.
Motion:
That the Advisory Committee accept and endorse the amended
Mission Statement and the proposed Mandate and Statement
of Purpose as presented.
Moved by P. Savel
Seconded by K. Emmink
Carried
Capital Projects Committee
No report at this meeting —discussions handled with budget
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, September 231d, 2014
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Volunteer Appreciation Committee
L. Drake read a prepared report provided by G. Lowman. (see
attached email from G. Lowman)
7. 2015 Event Line Up
K. Pyke advised that the 2015 line up is not yet finalized;
however staff will be reviewing and considering the following for
2015:
• Seedy Saturday
• Spirit Walk
• Halloween Harvest
• Christmas in the Village
• History in Action- Masquerade Ball -
• Mindcraft- program has been developed and is in place
• Capture the Flag
• Garden Tour
• Fibers Event
• Lights, Camera, Action!
T Ryce noted that general tour figures increased again in 2014,
and History in Action Saturday attendance figures doubled as a
result of innovative programming concepts that were created
using environics findings.
8. Education Program Update
K. Pyke provided a report on the spring and summer
Education Programs and noted:
• revenue exceeded forecast;
• 4566 students attended Instructor-led programs
between April and August, representing an increase
over 2013 numbers;
• Most popular program themes were Blacksmithing
and Toys, Game and Leisure Activities
• New programs for the fall will include more Aboriginal
content, a Gr. 7/8 Underground Rail Road program,
and a WW1 Education Day for high school students;
and
• She thanked Sandra Gelbard who worked to increase
the attendance figures in the spring so that revenues
were again exceeded.
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, September 23rd, 2014
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L. Drake noted that Mandy and Sandra should be
congratulated for exceeding projections with the work they
performed.
9. New Business &Adjournment
L. Drake noted that new items identified will be added to the
work plan.
City Cultural Plan- K. Williams of the Pickering Public Library
will be providing a workshop that K. Pyke and G. Lowman will
attend.
New Council will meet on December 15, 2014 and L. Drake
and P. Savel will provide a report to Council from the
Advisory Committee.
K. Chalmers asked T. Ryce about the status of WiFi at the
Museum. T. Ryce noted that WiFi will not go forward at this
time; M. Carpino advised that WiFi is on hold list at this time.
M. Carpino thanked the members of the Museum Advisory
Committee on behalf of the City of Pickering for the role they
have had in moving the Museum forward this term.
Motion:
Recommend that the next Advisory Committee brainstorm to
develop a new 5 year strategic plan for the Pickering
Museum Village.
Moved by P. Savel
Seconded by K. Chalmers
Carried
Adjournment:
Next meeting — There is no meeting scheduled at this time.
Motion:
This meeting is adjourned at 9:45 pm
Moved by P.Savel
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, September 23rd, 2014
Item/ Details &Discussion &Conclusion Action Items/Status
Ref# (summary of discussion) (include deadline as
appropriate)
Seconded by A. Doucette
Carried
Meeting Adjourned: 9:45 pm
Copy: City Clerk
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
Tuesday, September 23rd, 2014