HomeMy WebLinkAboutMay 26 2015 Page 1 of 5
Minutes/Meeting Summary
Pickering Museum Village Advisory Committee
May 26, 2015
6:00 pm
Pickering Museum Village (Redman House Program Centre)
Attendees: Paul Savel, Pickering Museum Village Advisory Committee
Laura Coulter, Pickering Museum Village Advisory Committee
Karen Emmink, Pickering Museum Village Advisory Committee
Laura Drake, Pickering Museum Village Advisory Committee
Jim Calder, Pickering Museum Village Advisory Committee
Rose Ann Cowen, Pickering Museum Village Advisory Committee
Don Hudson, Pickering Museum Village Advisory Committee
Pamela Fuselli, Pickering Museum Village Advisory Committee
Greg Oakes, Chair, Pickering Museum Village Foundation
Tanya Ryce, Supervisor, Cultural Service
Vince Plouffe, Supervisor, Facility Operations
Katrina Pyke, Coordinator, Museum Operations
Joan De Gennaro, Clerk/Typist (Recording Secretary)
Absent: Graham Lowman, Pickering Museum Village Advisory Committee
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
1. Welcome and Upper Site Walk About
Welcome and Pizza Dinner
2. Approval of Agenda & Minutes- Business Arising
Motion: To accept minutes of the April 28th meeting
Moved: P. Savel
Seconded: L. Drake
Carried
Motion: To approve the Agenda for May 26th meeting
Moved: P. Savel
Seconded: R. Cowan
Carried
Business arising from past minutes:
At the request of the Foundation, staff sought direction
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Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
from the CAO with regard to timing of the feasibility
study. The CAO advises the PMVF that they should
prepare for a start date no earlier than spring of 2017.
Date subject to council approval of a visitors centre in a
capital budget.
T. Ryce advised that the letter to be sent to the
Foundation regarding spending and fundraising is
drafted and with the Department Director for review.
Thanks extended to the PMV Advisory Committee
members who attended the Volunteer Appreciation
Night.
3. Lower Site Walk About
Vince and Katrina lead the committee on a lower site walk-
about and presented remediation and conservation plans for
each structure. Remediation and budget planning is tracked
through Health & Safety reports, Building Surveys, and Site
Improvement Committee Meetings.
4. Budget Updates
V. Plouffe provided several updates during the walk about and
reviewed prioritization for current and capital budget items.
The bandstand is planned to be included in the 2020 forecast.
V. Plouffe advised that moving forward Museum facility
improvements will be tracked in the Facility Asset Management
system, and submitted through this system for budget
consideration.
T. Ryce noted the following budget updates:
Revenue is on track to exceed sponsorship and
education tour admissions projections
City has taken on a print advertising branding campaign
which will include one ad per week in the news
advertiser for 6 months from Pickering to Clarington.
Coordinator Museum Guide position being replaced with
2 Museum Guides/Receptionists to better serve the
needs of the Museum summer tours
Replacing the street sign with a full colour tower sign this
year.
R. Cowan suggested that we put signs on Westney Road.
T. Ryce advised we can put in future budgets
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Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
5. PMV Foundation Report
G. Oakes provided the PMVF report:
Foundation is continuing fundraising program
Significant funds in the general account are earmarked
for the Feasibility Study.
General discussion surrounding whether it would be wise to use
the general funds prior to the feasibility study.
G. Oakes asked that the Committee and the City provide
smaller projects to fundraise for as it helps when there is a story
to build around the fundraising request.
A discussion around the feasibility study took place.
Staff and Facility
Improvement Sub-
Committee to provide
a list of 10 projects
for the Foundation to
consider supporting.
6. Sub- Committee Reports
Collections Committee
Spent last meeting working on the work plan
Acquisitions – were deferred to the next meeting
P. Savel asked about where the request on policy sits
P. Savel noted that an Auction that took place was a
missed opportunity- how do we get the foundation to
pre- approve to have money in hand
The Advisory committee agreed that staff are authorized to
apply to the Foundation through the Foundation Chair for
amounts totaling less than $5000 within a calendar year for the
purchase of incidentals without approval from the Advisory
Committee and that the request be filled through a cash
advance or payment. Staff will report at the following advisory
meeting on any purchases made.
Volunteer Committee
L. Coulter presented a verbal update to the Advisory Committee
The committee met twice regarding the volunteer
appreciation event.
The Backwoods Players group has offered to host again
in 2016; the committee cautions that they should not
expect them to host every year.
M. Smiles created a prioritization chart for awards; which
will be maintained by the committee.
Civic Awards were presented to two Museum recipients.
Laura Drake was presented with the Lifetime
T.Ryce to follow up
on the Collections
Committee’s request
on policy with the
Director
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Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
Achievement Award and Cameron MacDonald was
presented with the Youth Volunteer Award.
Facility Improvements Committee
The committee had not met since the April meeting. D. Hudson
reviewed the committees report from the last meeting held on
April 9th.
7. Work Plan
The committee reviewed the consolidated work plan draft,
which will be submitted to the Clerks office.
T. Ryce noted that the Collection sub-committee work plan is a
model to follow when preparing future work plans.
T. Ryce will submit
the 2015 work plan to
council.
8. Strategic Plan
K. Pyke provided a package of the 2011 – 2015 strategic plan
The entire committee will be working towards creating a
strategic plan that will start in 2016.
K. Pyke noted that we have 80% implementation or
completion rate to date.
K. Pyke reviewed the items that were not completed from the
2011-2015 Strategic Plan and noted what should be considered
by the current Committee when creating the Strategic Plan for
2016-2020. Items below were deferred due to timing, lack of
financial, space or staff resources
Education Summit
Volunteer Program
Rebranding
Rentals
G. Oakes offered to provide additional foundation funds to
support the enlargement of the advertising initiative undertaken
with the News Advertiser.
Motion:
The advisory committee request that Tanya investigate the cost
and the possibility of increasing the size of the ad impact
campaign and approach the foundation to match the funds the
city has put towards the new advertiser ad impact campaign
Moved by: R. Cowan
Seconded by: P. Savel
Carried
Tanya to contact
Metroland to
determine whether it
is possible to change
the terms of the
signed agreement.
9. Adjournment
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Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
Motion: to adjourn the meeting
Moved by: P. Savel
Seconded by: K. Emmink
Carried
Next Meeting: June 23, 2015
7:00 pm – Main Committee Room
Meeting Adjourned: 8:55 pm
Copy: Director, Culture & Recreation
City Clerk