MINUTES

MUESEUM BOARD OF MANAGEMENT

June 3, 2003

In Attendance: John Bayfield, Liz Hooey, Gunter Langhorst (Chairperson), Bud Mann, Donna Metcalf,  Monica Peel, Lorne Smith (Honourary Member), George Phillips, (Manager), Betty Easey. 

 

Regrets:  Gord Case,  Doug Denby, Councillor Heath, Ian Hopkins,  Councillor McKelvey.

 

ITEM#                    ITEMS                                                   DESCRIPTION                                                                                         ACTION                           COMPLETED

                                                                                                                                                                                                                    BY WHOM                                        BY

1

Call to Order

Gunter Langhorst, Chairperson, called the meeting to order at 7:00pm

 

 

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.

 

 

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.

 

 

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

 

 

 

 

 

 

 

 

 

 

MINUTES

MUSEUM ADVISORY BOARD

June 3, 2003

 

ITEM#                    ITEMS                                                                   DESCRIPTION                                                                    ACTION BY                         COMPLETED

                                                                                                                                                                                                                WHOM                                                  BY

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

 

 

5

Maintenance Sub Comm.

Nothing to report at this time.

 

 

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.

 

 

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. 

 

 

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.

 

 

 

 

 

 

MINUTES

MUSEUM ADVISORY BOARD

JUNE 3, 2003

 

ITEM#                    ITEMS                                                                   DESCRIPTION                                                                    ACTION BY                         COMPLETED

                                                                                                                                                                                                                WHOM                                                  BY

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

 

 

 

 

 

MINUTES

MUSEUM ADVISORY BOARD

June 3, 2003

 

ITEM#                    ITEMS                                                                                   DESCRIPTION                                                    ACTION BY                         COMPLETED

                                                                                                                                                                                                                WHOM                                                  BY

 

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.

 

 

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

 

 

10

Date of next meeting

The NEXT REGULAR MEETING WILL TAKE PLACE 7:00PM,

SEPTEMBER 3, 2003, IN THE MAIN BUILDING.

 

 

11

Adjournment

The meeting adjourned at approximately 9:00pm