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HomeMy WebLinkAboutFebruary 7, 1996 PICKERING MUSEUM ADVISORY COMMITTEE A General Meeting of the Pickering Museum Advisory Committee was held on February 7, 1996 in the Council Committee Room, Pickering Civic Complex PRESENT: L. Drake M. Cook P. Dunnill D. Mann L. Vickers W. Biernacki B. Weston S. Magder T. Mohr Mayor W. Arthurs S. Reynolds, Director of Culture& Recreation L. Winterstein, Superintendent of Museum Operations M. Donaldson, Recording Secretary REGRETS: B. Utton WELCOME The Chairperson welcomed and thanked all committee members for the excellent work that was completed during her absence. ADOPTION OF MINUTES FROM PREVIOUS MEETING - October 4, 1995 MOTION: Moved by: Mr. W. Biernacki Seconded by: Mr.W.Weston That the minutes of the meeting of October 4, 1995 be accepted as presented. Carried 1996 MUSEUM BUDGET OPERATING & CAPITAL UPDATE Mr. Reynolds advised that the Proposed 1996 Operating and Capital Budgets will be reviewed by Council on February 29, and March 1, 1996. The Chairperson received a letter from the Ministry advising that as a result of funding cutbacks that our Museum Operating Grant has been reduced by 9.8% (approximately $1,400). Mr. Reynolds advised that the Town also received a letter(first week of January) from the Province with regard to Transfer Payments that have been reduced by 43% (approximately $1.1 million dollars). As a result of this announcement all Departments were directed to review their 1996 Proposed Operating Budgets and reduce them by 10%of the approved 1995. • 2 The Superintendent and staff reviewed all areas of the operating budget and the following is the breakdown of some reduction costs: The Museum will be closed on weekends during the month of June. This is a cost saving of approximately $2,000 in salaries. During Special Event Days we will have to rely more heavily on Volunteers. A further reduction of education staff assistance at events will save an additional $3,000. The Chairperson asked when a decision would be made with regard to Budgets. Mayor Arthurs stated that final approval of Budgets would be made the latter part of March beginning of April, 1996. The Chairperson asked if promotions and publications were proceeding as Budgets have not yet been approved. Mr. Reynolds stated that we were proceeding in timely direction. At this time there has been no changes made to the proposed Capital Budgets. Mr. Mann said he realizes there is no revenue potential on weekends during the month of June, but what about our exposure. The Superintendent advised that we would still be taking bookings from schools, brownie/guide groups and scout groups on the June weekends. 1996 SPECIAL EVENTS The proposed Special Event listing was reviewed and various items were discussed. The Chairperson advised that Steam-up will operate mainly with Summer students and volunteers. Mr. Mohr explained that the Sub-committee chose not proceed with Grassroots for the 1996 season because they feel that not enough funds are generated from this event considering the resources that go into it. Mr. Weston asked why we are dropping the Teddy Bears Picnic Special Event and will the Antique Fair draw a lot of people. It was decided because so many other facilities have Teddy Bears Picnics around the same date that we would try something new. Attendance numbers for the Teddy Bears Picnic has been decreasing. The organizers of the Military Re-enactment Group have confirmed that they would definitely be running this event for one day. Mayor Arthurs suggested that local Service Clubs be approached to sponsor the cost of operating major events. The Service Club would receive promotion of their Club as part of the event for their sponsorship. Mr. Reynolds stated that due to funds being reduced in all Town operations this would be a good year for us to re-evaluate all our events. This would assist in recommending 1997 Special Events for Committee's consideration at the October Budget Meeting. Mayor Arthurs suggested that it would be possible for some events to run annually and others bi-annually. • 3 • Gas & Steam Barn Sub-Committee Mr. Biernacki advised that McLaughlin Buick Car Club is celebrating their 25th Anniversary this year. Their annual car show is scheduled for the Steam-up event. They have started advertising. The Superintendent asked that if York Durham Railway show up for Steam-up will there be enough space on site for vehicles and their train. Mr. Biernacki felt that it would be okay. The Oxen Team have already been booked for History-in Action. Fundraising Committee The Fundraising Committee report was distributed. Mr. Dunnill reviewed all areas within the Fundraising Committee Report the following are some highlights: The Committee decided that the Slow Pitch Tournament should be tabled for the time being. The Car Rally and Scavenger Hunt-the Car Rally entry fee was discussed. Heritage Tree Planting - Canada Trust Friends of the Environment Foundation has agreed to fund the entire $1,500 cost of the project with one proviso, they would like some recognition(i.e. plant a tree/plaque). This will be arranged. The Chairperson suggested that a thank you letter be forwarded to Garry Durnan, • Gardener/Arborist with the Department of Parks & Facilities for preparing the report on this project. Mr. Reynolds stated that this is an excellent example of the contribution other Town Departments make to the Museum operation. Mr. Mann asked if a press release could be sent out advising that the Museum was receiving a cheque for$1,500 from Canada Trust for this special project. To be arranged. The Superintendent asked when we will be receiving the cheque. A presentation of the cheque will be made during a Council Meeting. The Chairperson thanked Mr. Dunnill for all his hard work on this project. Various discussions took place with regard to Committee Members running the refreshment facilities at the Museum this year instead of the Boy Scouts. Mr. Mann stated that he would be prepared to assist but did not wish to run it during events because he likes to mingle with people. Mr. Biernacki asked if anybody had experience running a barbecue, it used to be done at Brougham site, but there is a lot major factors that have to be considered. Mr. Weston feels that this is a huge undertaking for the Committee to handle. Mayor Arthurs suggested that maybe the expertise and energy of Committee members would be better used on site rather than running a snack bar. The Superintendent advised that she had not received a proposal from the Scout Group. . 4 The Chairperson asked Committee members if anyone was willing to take this on for this year. The consensus of the Committee was that nobody was prepared to do it for this year. It was decided that Committee members will run 2 Beer Tent Fundraisers this year. One at the Military Re-enactment Event and the other at History-in-Action. Mr. Mann would like to know if it would be feasible to operate our own "pop machine" in the administration building. Mr. Mohr is looking for a pop machine that could be fitted into a cabinet befitting the time period of the Administration building. Mr. Mohr and Mr. Mann will investigate further. Mr. Dunnill brought up the subject of inviting corporation of the community to the Museum site to try to promote the Museum with either their services or a money donation. Mr. Reynolds supported the concept of contacting potential corporate sponsors and having it tie into a project. The Chairperson felt that we should have a project ready to sell to corporate sponsors so that they can buy into it. The Chairperson asked for this item to be referred back to the sub-committee for further review. Anniversary Project Mrs. Vickers advised that she had mailed out 35 letters and received responses from only 6. She advised that Aileen Howes has some books that may be of interest to the Museum. Technical Report on Hotel The sub-committee feels that further exploration requires to be completed on the Hotel during better weather. Mr. Biernacki advised that a report had previously completed by the late John Remple. Staff will try to locate the report and advise Chairperson. REVIEW OF RESPONSIBILITIES OF COMMITTEE MEMBERS Sub-committees have been in operation for over a year. Mr. Reynolds advised he was pleased with the work being undertaken by the Committees. He requested all Sub- Committees review the Responsibilities and Activities (distributed) to determine if they reflected current needs and operation. VOLUNTEER APPRECIATION NIGHT Volunteer Appreciation Night will be held on April 19, 1996 at 7:00 p.m. at West Shore Community Centre. NEXT MEETING: Tuesday, May 7, 1996 6:00 p.m. Museum Site. MOTION: Moved by: Mr. D. Mann Seconded bv: Mr. P. Dunnill That the meeting be adjourned at 9:35 p.m. Carried