Markham Museum Advisory Board

 

Town of Markham

The Markham Museum

Wednesday, April 2nd, 2008 – 7:00pm

 

Minutes

 

Attendance:

 

Members:                                                         Staff:

Gunter Langhorst                                              John Ryerson

Monica Peel                                                     Anna Rose

John Buie                                                         Andrea Carpenter

John Bayfield                                                    Allan Seabrooke

Sue Smitko

Jim Wicks                                                        Guest/Presenter:

Bob Baird                                                        Ray Fugeman

Lorne Smith

Ardy Reid

Councillor Moretti

 

Regrets:                                                            Absent:

Randy Barber                                                   Genny Landis

                                                                       

 

1.      Call to Order

 

Meeting called to order at 7:02pm with John Buie presiding as Chair.

 

2.      Approval of previous meeting minutes

 

Amendments to previous minutes:

a)      There was a query about a building naming, the Chair asked staff to provide a report to the next Board meeting.

b)      Under item number 10 the term “lease” instead of the word “rent” with regards to the Lion’s Club of Markham’s use of the print shop.

c)      Board photograph – board members to bring their own cameras to the next meeting and the best picture will be used as the board photo.

 

Moved by John Bayfield

Seconded by Gunter Langhorst

 

 

 

That the minutes of the Markham Museum Advisory Board meeting held on February 6th  2008 be adopted, as amended.

                                                                                                            CARRIED

 

 

3.      Changes and Additions to Agenda

 

Item # 10 Staffing Update to follow item # 4 The Sundial Presentation.

 

Official Presentation of Trillium Grant to the Markham Historical Society – added to new business.

 

4.      Sundial Presentation (Ray Fugeman)

 

·        The discussion and presentation by Ray Fugeman, representing the Markham Historical Society, was in support of keeping the sundial in its current location at the museum as there has been discussions, as part of the landscape master plan for the museum, to relocate it to another area of the property.  The sundial is currently located in the center of the parking lot out front of the Mt. Joy School House.

·        The sundial was a Millennium Project funded by the Millennium Fund and the Town of Markham.  The feeling by the Historical Society is that the sundial was intended to be a natural and permanent monument and they do not want to see it relocated.

·        Anna Rose stated that the main reason it has been suggested to relocate in to the interior of the site during the site planning meetings was for safety reasons.  John Buie stated that the board will need to consider all view points and will need more information to do so in the future.  However, in the mean time John Ryerson stated that he has been in discussion with parks and with museum staff about making the sundial look more visually appealing through landscaping.

·        Ray Fugeman has requested to be kept up to date with regards to this matter and to inform the Historical Society prior to any final decisions.

·        John Buie requested that two board members work with staff on this issue.  Gunter Langhorst and Monica Peel volunteered for this role.

 

·        Lorne Smith went on to report on the operation of the Little Train by the Historical Society.  In the past the museum has given back a grant for operation of the Little Train.  Future plans for the Little Train include being able to operate it with only 2 people compared to the 4 people, which were required in the past.  This will be possible if a culvert can be created for the train to be directly driven into so that it is protected and does not have to be taken apart to be put in a shed as it currently is.  This would be installed at the Historical Societies expense.

·        John Buie requested a report be created by the Historical Society for the next board meeting that includes the requirements and information about the culvert along with the information about the grant.

·        As discussion of the entrance ways to the museum also arose John Ryerson stated that the issue with the entrance to the museum will be brought forward.

 

5.      Staffing Update (Allan Seabrooke)

 

·             Mike Hazelton, the museum maintenance assistant, will be moving to the waterworks department.  He will be there for a 6 month trial period and during that time he has the option to come back to the museum.  Therefore the position has been posted internally and will be on a contract basis.

·             The museum Manager position has been posted and interviews will be held in April.

·          The museum curator position will be posted after the manager has been hired.

·        Elana Yellen has resigned for personal reasons and her last day at the museum and her official last day is May 9th.

 

6.      Scaysbrook Award

 

·        Museum staff suggested potential volunteers for the 2007 Scaysbrook Award.

 

Ray Fugeman was nominated to be the recipient of the 2007 Scaysbrook Award.

 

Moved by Jim Wicks

Seconded by John Bayfield

All were in favour.

 

                                                                                                            CARRIED

 

·        The 2007 Scaysbrook Award will be presented to Ray Fugeman in Council Chambers at the Civic Center at 7pm on April 29th.

 

7.      Business Arising from the minutes

 

a)      Ward Building Committee Update - The tender process submissions are in line with the targeted amount.  The tender is scheduled to come before Council for approval.

b)      Monica Peel was the only one to add any groups/names to the Public Consultation list.  If there is anyone else please let Anna Rose know.

c)      Bailer – Staff will report or bring recommendation.

d)      The building assessment scheduled for April 16th is being rescheduled.  The assessment will include going through each building and looking at how it is currently being used and how it could/should be utilised in the future. 

Gunter Langhorst and Sue Smitko also stated that they are interested in participating in this review and have been added.

 

 

 

 

 

 

8.      New Collection Building Update

 

·        The Collections Building will be going to Council Monday April 7th, it is the first of two presentations to Council.   The presentation will be made by Asset Management and will be used to get feedback before formally going to Council again on April 21st. 

·        It was suggested that an Interpretation Committee be created to help determine the interpretation of the new building.  In response John Buie commented that the Executive Committee would be meeting shortly to discuss further subcommittees that will be needed to support the Board and activities at the museum.  The Executive Committee will report back at the May board meeting.

 

 

9.      Managers Report

 

·        The Markham Lion’s Club has submitted their Trillium grant to restore the print shop and to create a Lion’s exhibit space within half of the building.  Currentl, museum staff are working with Legal Services on a lease agreement as recommended at the previous Board meeting.

·        The preparation work required on the Black Smith shop prior to renovations has started.

·        The museum staff will be working with Ray Fugeman to landscape around the sundial to recreate its prominence.

·        The museum staff are currently working on developing/improving site interpretive signage.

·        A new exhibit, Invention and Innovation, has been installed in the Reception Center.  The official opening will take place on April 16th from 1pm-3pm.

·        Easter Egg Hunt – was a very popular event, with over 400 in attendance.

·        Community Museums Operating Grant (CMOG) – we have heard word that the museum will be receiving $53,000 for 2007 for its annual Provincial museum operating contribution, which is $23,000 more then 2006.  This is a very significant increase and a recognition of the level of activity and growth of the Museum.

 

 

10.  Subcommittee Update

 

a)      Book Committee Update – there will be a meeting tomorrow.  So far they have received back around 50 booklets, with close to half being education booklets.  They are finding they are still having trouble getting the stories they wanted on the general person in Markham.

b)      Wine Tasting Committee – met a few weeks ago to discuss the lessons learned.  Chris Rombis from the Braised Bull has joined the committee.  Next meeting to take place later this month.  Currently, working on rewriting letter which will be presented at the next meeting and will be sent out in May.

-         Board members expressed that they wanted to confine the event more by bringing the tent into the middle the pavilion area like it use to be a few years ago.

-         Anna Rose stated that they are planning on keeping the large tent in the same place but they will be bringing in others to continue the flow.

c)      Foundation Committee –  The Public Trustee and Guardian (Ontario) have confirmed that the draft application for incorporation is acceptable. 

- The Canada Revenue Agency (CRA) have acknowledged receipt of the application for charitable status approval.

- The Town Solicitor's office has been requested to proceed with having the foundation incorporated so that once charitable status has been approved, the foundation can proceed immediately with its work.

 

 

11.  New Business

 

·        Lorne Smith stated that Trillium would like to make a public announcement of the grant that the Markham Historical Society received to create the third book.  The announcement will be made at Settlers Day, June 14th.  As well Lorne has requested a commitment from some board members to help on Settlers Day.

 

12.  Next Meeting

 

The next regular meeting of the Markham Museum Advisory Board is scheduled for:

 

Wednesday May 7th 2008 at 7:00pm

 

The meeting will be held at the:

 

Markham Museum Mt. Joy School House Board Room

 

 

Adjournment

 

Meeting Adjourned at 9:23pm

 

Moved by Jim Wicks

Seconded by Gunter Langhorst