The Friends of the Markham Museum Foundation Board

Meeting No. 3

York Room, Town of Markham

Thursday, April 15, 2010 – 5 p.m.

 

 

In Attendance:                                             Regrets:

John Buie, Chair                                         Randy Barber

Councillor Carolina Moretti                                    Vince Tortorici

Bob Baird

Gunter Langhorst

Martha Mingay

Ardy Reid

Glenn Schick

Genny Landis

 

Staff:

Cathy Molloy,

Director, Markham Museum                      John Ryerson

Pam Cook (Recording Secretary)

 

 

1.    CALL TO ORDER & OPENING REMARKS

 

The Meeting of the Friends of Markham Museum Foundation Board was called to order at 5:14 p.m.

 

The Chair welcomed and introduced Pam Cook, Recording Secretary to the Foundation Board.  Pam has been assigned to the Board by the Clerk’s office and will be providing secretarial support on a regular basis.  The Chair confirmed that all meetings of the Friends of the Markham Museum Foundation will be held on the first Wednesday of the month, commencing May 5, 2010.  It was further suggested that is expected that all meetings will be held at the Mount Joy School, despite re-construction currently underway at the site.  The museum site had been extremely busy with the construction, and a temporary entrance to the Museum has been set up on the South side from the plaza.  Parking is limited, but is available from that entrance.

 

2.    BOARD EDUCATION

 

The Director, Markham Museum tabled a draft of the Town of Markham’s Integrated Leisure Monster Plan for the Foundation Board.  Cathy reported that the Plan has passed unanimously through Council, and with a few minor revisions will be available on the Town of Markham website.

 

3.    REGRETS

 

Regrets were received from Randy Barber and Vince Tortorici.

 

4.    ADOPTION OF MINUTES OF MEETING

 

Moved by Martha Mingay,

Seconded by Councillor Moretti,

 

THAT the draft minutes of The Friends of the Markham Museum Foundation Board, dated Wednesday, February 3, 2010 be approved.

 

CARRIED

 

5.    ADDITIONS / CHANGES TO THE AGENDA

 

The Chair indicated that the Treasurer’s Report, Item 10 on the agenda would be added and the numerical sequencing adjusted accordingly.

 

6.    DECLARATIONS

 

There were no declarations for this meeting.

 

7.    BUSINESS ARISING FOM THE MINUTES

 

The Chair, reported that under the action items for the Secretary’s Report, there is no seal specifically for the Markham Museum but that the Town of Markham has signing authority for purchases and documents, and they have a seal. 

 

The Foundation is, however, looking into having a logo designed for letterhead and other documents. 

 

A recording secretary has been assigned to the Friends if the Markham Museum Foundation, and it was confirmed that the Financial Department of the Town of Markham is responsible for issuing tax receipts for donations.

 

Cathy Molloy, Director of Markham Museum reported that the Book Committee does not report to the Friends of Markham Museum Foundation.  It was suggested that Executive Committee would discuss Foundation Board membership on the Book Committee.

 

8.    DIRECTOR’S REPORT

 

Cathy Molloy, Director of Markham Museum tabled her report, dated April 15th, 2010.  (Appendix A).  Michael Chan has sent out a press release that the Culture Department’s application to the Creative Community Prosperity Funds was successful and that the town will receive a $40,000 Provincial Grant. 

 

Museum staff went to Mother Parker’s corporate office in Ajax to see a sister car for the Acadian train.  The sister car has been completely renovated and is on display in the yard at Mother Parkers.  The Director, Markham Museum was delighted that Mother Parkers suggested they could possibly provide funding to renovate the Acadian train at the Museum.  This possibility will be discussed in more detail at the next Executive Committee meeting.

 

It was reported that the new entrance for the Museum might not be ready for the Governor General’s Horse Guard event on June 12th.  It is hoped that the parking will be complete enough to accommodate the cars, and backup parking with a shuttle has been approved at the Mount Joy Community Centre.  The Director will keep the Foundation members up-to-date on this event.

 

Cloveth Smith, from the University of Toronto has expressed interest and visited the Markham Museum site today.  Ms Smith is interested in expanding the current partnership for internships once the reconstruction is completed. 

 

Janet Reid has been asked to be part of a peer review for Young Canada Works and Heritage, which she has kindly done on her own time.

 

Because of the presence of firearms on the site and as required by law, five staff members have been trained in the safe use of firearms.

 

Moved by Gunter Langhorst

Seconded by Bob Baird,

 

THAT the Report of the Director, Markham Museum, be received.

CARRIED.

9.    SECRETARY’S REPORT

 

Martha Mingay, Secretary Friends of the Markham Museum Foundation Board indicated there was nothing to report at this time.

 

10. TREASURER’S REPORT

 

The Treasurer, Ardy Reid indicated that there is nothing to report at this time.

 

11. COMMITTEE REPORTS

a.    Executive Committee – John Buie

John reported that the Executive Committee met on March 23rd to discuss and develop mandates for the sub-committees. The Committee is working on a draft business plan for the Foundation.  After discussion with Cathy Molloy and Janet Reid, the Chair sent out a letter to the Reesor Family in response to locating a portrait of Peter Reesor.  It was reported that after significant effort, museum staff were unable to locate the portrait.  Museum staff suggested the Reesor family continue their search and keep Museum staff informed.

 

b.    Museum Collection Committee – Bob Baird

Bob Baird indicated that the Museum Collection Committee met on February 10th.  Lorne Smith and Jim Wicks have agreed to join the Committee.  Every member has been given a copy of the Collections Policy to review.  Cathy Molloy will acquire a copy of the next revision of Town’s Collection Management Policy. 

 

The Committee will be reviewing the Acquisitions Policy for the Museum and obtaining copies of policies from other institutions.  Janet Reid worked through a sample offer to the Museum, addressing suitability for acceptance or rejection of the offer and proper language / script for same.  The Committee is also responsible for deaccession of donations as well.

 

The Committee Chair indicated that meetings will be held at regular intervals, and that every effort will be made to work with the schedules of members.

 

c.    Development Committee – Martha Mingay

 

Martha reported that the Development Committee met on April 13th at the Town of Markham, but that notes had not yet been completed.  The next meeting is May 20th at 3:30 p.m. in Martha Mingay’s office.

 

Martha indicated that the Development Committee was reviewing strategies and policies for possible sponsorship.  The Committee has looked at the Varley policy and will try and massage that document to work for the Foundation.  There was also discussion about the need for a brochure and a separate Foundation logo or website. 

 

The Committee is working on the proper way to go out into the community and ‘Make an Ask’.  It was felt that letterhead with a separate logo, possibly a variation of Museum logo, would be useful.  Cathy Molloy had suggested that the Foundation could include a page on the Museum website, outlining events, information, how to sponsor, and other relevant information.

 

There was a discussion about the September 10th wine tasting event.  It was agreed that given the construction, short planning time, and focus on the new building and its official opening, that the event would not be held in 2010.  The official opening is scheduled for February 15th, with a ribbon cutting ceremony, but it was suggested that a sponsor-driven gala event with invited guests should be considered.  Ardy Reid did comment that the 2009 Wine Tasting was an exceptional event and that staff and volunteers should be commended. 

 

It was further mentioned that a ‘favourite things’ theme would be considered for the gala, where the sponsor would target a favourite museum piece and have their name/ownership, and reason for choice mounted on a small plaque or framed certificate.  The Committee will work on this suggestion in more detail.

 

Moved by Martha Mingay,

Seconded b Glenn Schick,

 

THAT the Foundation Board accept the recommendation of the Development Committee not to proceed with the September 10th, 2010 wine tasting event, in favour of another launch event to be held in 2011.

 

CARRIED.

 

d.    Volunteer Committee – Ardy Reid

 

Ardy Reid tabled a report prepared by Enzo Greco, outlining recent stats for Markham Museum events and the volunteers who supported them.  Ardy reported that a meeting was held on February 11th to explore and find possible ways to fulfill the guidelines as set out by the Memorandum of Understanding for volunteers and it was decided that the volunteer program run by Enzo does not require support from the Foundation Board.  The Director, Markham Museum indicated Enzo’s program matches volunteers to appropriate tasks linked to museum site tasks and programming, ensuring a valuable contribution is being made and that it was imperative that a staff person continue to run this volunteer program at the Museum.  A Foundation led volunteer program will be developed to support Foundation initiatives, but will hold off on this until the Development Committee decides how it will proceed.

 

In response to a request for orientation for Foundation members, it was agreed that Cathy would organize a hard-hat tour in September.  It was further discussed that as Friends of the Markham Museum, there are often questions from the public about Museum philosophies and why funding is required.  John Buie, Chair, commented that there is a need to discuss ways of better understanding how the Foundation works and how we can be more effective.  The Board Education is a standard item on our agenda, and it may be of benefit to put together a comprehensive orientation document for future use.

 

12. OTHER BUSINESS

 

There was no new business.

 

13. NEXT MEETING

 

It was agreed that the next meeting would be held on May 5th at 5:00 p.m., Mount Joy School House, Markham Museum.  There was a discussion, that given the construction and activities at the Museum it may be necessary to hold meetings in July and August.  This will be discussed at the next meeting.

 

14. ADJOURNMENT

 

Moved by Gunter Langhorst,

Seconded by Bob Baird,

 

THAT the April 15th, meeting of the Friends of the Markham Museum Foundation Board be adjourned, the time being 6:31 p.m.

 

CARRIED.