MINUTES
MUESEUM BOARD OF MANAGEMENT
June 3, 2003
ITEM# ITEMS DESCRIPTION ACTION COMPLETED
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1 |
Call to Order |
Gunter Langhorst, Chairperson, called the meeting to order at 7:00pm |
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2 |
Minutes of Last Meeting |
The minutes of the May 7th meeting were approved on a
motion by Bud Mann, seconded by John Bayfield. Carried. |
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3 |
Business Arising |
Ward Building: The Ward
Building audit has been approved. The
building is in very bad shape with condensation so bad in the summer that it
appears as a fine rain. With the
building in its current state the artifacts are being damaged. It was indicated that there could be a
change of function for the building.
It was suggested that it could possibly be used for general storage
and office space. Markham Little Theatre: It
has been suggested that the Theatre Group utilize half of the Implement
Building in lieu of building their own new facility. It appears the Implement Building could be
properly divided for both functions, and it could be a good arrangement for
the Museum. With the financing that
would be obtained, better racking, lighting and humidity control could be
provided for the Museum side. The
Board was advised that the Theatre Group would rather have a building of
their own on the site, it was also mentioned that the Town will try to
procure some revenue for them. Fire Hall: George Phillips
advised that he had spoken to the Fire Chief and they are still interested in
a building on the Museum grounds.
However, they have another matter that must be settled first. |
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4 |
Approval of Name change |
Collections Policy: A change
in the name of Museum Board of Management to Museum Board was requested from
the Board. Liz Hooey suggested it
should be Museum Board on all relevant documents. Motion to change the name was made by Monica Peel, Seconded by
Liz Hooey. Carried Conservation Policy: The
Board was requested to approve the Conservation Policy as presented. Motion to accept the policy, subject to an
annual review, was made by Liz Hooey, Seconded by Monica Peel. Carried |
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MINUTES
MUSEUM ADVISORY
BOARD
June 3, 2003
ITEM# ITEMS DESCRIPTION ACTION
BY COMPLETED
WHOM BY
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4 |
Name Change cont’d |
Governance Policy: Motion to
accept the rules of Governance of the Museum as presented was made by Monica
Peel, Seconded by Donna Metcalf.
Carried |
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5 |
Maintenance Sub Comm. |
Nothing to report at this time. |
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6 |
Development Sub Comm. |
Foundation: The report by the
Development Committee to establish a Museum Foundation has been submitted to
Barb Roth, Director of Recreation and Cultural Venues. The Board was advised that Barb supports
the efforts of the Committee, and the report will be forwarded to Town
Finance that will meet on June 16, 2003. |
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7 |
Futures Committee |
George Phillips advised the meeting held on May 13, 2003, went very
well. Unfortunately the Economist and
Sun did not cover the event, however, some excellent photographs were taken
by Stephanie Lake. He requested approval
from the Board to allow him to approach the Economist and Sun to run an
article on the event and the Futures Committee. The Board was in favour of this. Motion to agree to the request was made by Liz Hooey, Seconded
by John Bayfield. Carried. |
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8 |
Museum Report |
Some highlights from the Museum Report Included: Discussion of transferring some contract work, cleaning and carpet
maintenance to a single contract with Randy Caplan. Motion to approve this change was made by Liz Hooey, Seconded
by Monica. Carried The Board was advised that Simon Gulden has the Revenue Canada Tax
Forms that will be forwarded to CCRA to obtain a charitable organization
number. |
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MINUTES
MUSEUM ADVISORY
BOARD
JUNE 3, 2003
ITEM# ITEMS DESCRIPTION ACTION
BY COMPLETED
WHOM BY
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8 |
Museum Report
Cont’d |
Motion to approve the submission of the application to the Registrar
of Companies and CCRA, following approval by Town Council, made by John
Bayfield, Seconded by Bud Mann.
Carried. Curatorial: The need for a
centralized storage area was discussed.
A draft business plan to acquire software for collection management
has been prepared. A centralized
storage facility and the software package will enable better control of the
Museums inventory. Motion to approve centralization of collections was made by Donna
Metcalf, Seconded by John Bayfield.
Carried Museum Logo: Seven proposals
have been received in response to a call for tenders for a new graphic design
for signage for the Reception Centre.
Donna Metcalf, Monica Peel and John Bayfield indicated that they would
like to be members of the review committee. Motion to proceed with changes to the Museum Logo was made by Bud
Mann, Seconded by Liz Hooey. Carried. Reception Centre: The project is waiting for written approval for the
scope of work and implementation plan.
The Town is increasing the project expense to enable a detailed design
for the interior of the building, to facilitate obtaining a building permit,
and to more accurately determine a final cost for the project. Lorne Smith requested a letter be sent to the Historical Society to
get their input as to how to make the building more functional. Motion to refer the Reception Centre project to the Development
Services Committee was made by Monica Peel, Seconded by Donna Metcalf. Carried |
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MINUTES
MUSEUM ADVISORY
BOARD
June 3, 2003
ITEM# ITEMS DESCRIPTION ACTION
BY COMPLETED
WHOM BY
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8 |
Museum Report Cont’d |
Volunteers: The Town volunteer coordinator, Jacquie Hermans, has requested that volunteer orientation take place at the Museum. She has advised that the orientation will be slanted towards the Museum. She will train Clare Macauley to deliver the orientation. John Bayfield mentioned that a number of students from Pierre Elliot Trudeau H.S had signed to become volunteers at the Museum. George Phillips mentioned that there must be worthwhile jobs for the volunteers, to make it interesting and fun for them. It was mentioned that there is a great deal of backlog in the Curatorial area. Applefest: It was suggested
that the Board form a committee for this event that takes place on September
20, 2003. George Phillips requested
that the Historical Society be involved in the committee. Lorne advised that he will request at
least two Historical Society members be on the Committee. Motion to form a committee for Applefest was made by John Bayfield,
Seconded by Bud Mann. Carried. Storm Sewer: The Town has
received a request from Metrus to connect a storm water outfall through the
Museum Property. George Phillips is
working with Town Engineering to determine the best approach to minimize
disruption to Museum activities. |
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9 |
New Business |
Summer Board Meetings: The need for Board meetings during the summer was discussed. It was decided that meetings during July and August could be abandoned, provided that if a meeting is needed the Manager or designate will contact the Chairperson to call a meeting. Motion to abandon July and August meetings was made by Monica Peel,
seconded by Liz Hooey. Carried |
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10 |
Date of next
meeting |
The NEXT
REGULAR MEETING WILL TAKE PLACE 7:00PM, SEPTEMBER 3,
2003, IN THE MAIN BUILDING. |
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11 |
Adjournment |
The meeting adjourned at approximately 9:00pm |
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