MINUTES

MUSEUM ADVISORY BOARD

May 7, 2003

In Attendance: John Bayfield, Elizabeth Hooey, Gunter Langhorst (Chairperson), Bud Mann, Donna Metcalf, Monica Peel, Lorne Smith (Honorary Member) George Phillips (Museum Manager), Jim Sales (Commissioner Community & Fire Services) Stu Taylor (Director of Strategy and Marketing)

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

ITEM # ITEMS DESCRIPTION ACTION BY COMPLETED

WHOM BY

1	Call to Order	Gunter Langhorst called the meeting to order at 7.00pm
2	Introduction Stu Taylor, Director of Strategy, Planning and Marketing.	Gunter Langhorst introduced Stu Taylor. Stu advised the objectives of business planning and marketing. He also advised that one of the outcomes of the Core Service Review was the need to initiate more revenue generating opportunities that are not related to taxation. He advised that Marketing and George Phillips will be working closely together and look for long term solutions. Corporate sponsorships, master plans, and capital campaigns were also reviewed. The fundraising budget for the Cultural Division for 2003 is $154,000, and year to date $90,000 has been raised. It was suggested that joining the fundraising activities of the three cultural venues would probably improve the opportunities and encourage the larger sponsors. Centralizing the activities would also reduce costs, make better use of the expertise that exists in the Town, and enable the individual venues to concentrate on the day to day operation. Fundraising events would be directed to capital projects and not to offsetting operating costs. Gunter Langhorst enquired if the smaller players would be discouraged by actively soliciting the larger businesses. He was advised that the smaller businesses and individuals will be invited to attend breakfasts and luncheons and encouraged to participate as a sponsors. Jim Sales advised that the goal is to have more people visit the venues. He also mentioned that sponsors like to see their donation going to specific projects, where they feel they are part of the project, and there is a long term benefit. John Bayfield mentioned that he has worked with Municipal and Provincial sites in the past where all revenue went into government coffers. He advised that volunteers and sponsors get discouraged with this approach where the money does not go directly to the project.

MINUTES

MUSEUM ADVISIORY BOARD

May 7, 2003-05-20

ITEM# ITEMS DESCRIPTION ACTION BY COMPLETED

WHOM BY

2	Strategy, Planning & Marketing Cont’d	George Phillips suggested that the Town is on the right track. He also suggested that it is not enough to write letters to obtain support, it will take Community commitment and Municipal, Provincial and Federal Government support to help make the Museum a viable venue. Lorne Smith suggested that people will support kids programmes. It was also mentioned that corporations and individuals would be more willing to sponsor events if they were issued a tax receipt. Jim Sales advised that a tax receipt would be issued if the sponsor or individual did not receive any sort of compensation for the donation. On behalf of the Board, Gunter thanked both Jim and Stu for their input and time.
3	Minutes of Last Meeting	The minutes of the April 2^nd meeting were approved on a motion by Bud Mann, seconded by Monica Peel. Carried Correction: John Bayfield advised he sent his regrets at not being present at the last meeting which the minutes did not show.
4	Business Arising	There was no business arising from the last minutes
5	Maintenance Comm. report	Lorne Smith distributed a maintenance report. He advised that he had met with Theresa Durning and a number of projects have been identified. The committee will hold a meeting of volunteers to identify the projects that are of greatest interest and within the abilities of the volunteers. George Phillips advised that the Committee should get together with the Maintenance Supervisor. Maintenance is an ongoing requirement. He also suggested that one off projects, like the Lunau building, should get some help from the various Town departments. The Board was advised that Historical Society Members might be able to help with some of the projects and a list should be presented at the next Society meeting to encourage their assistance. It was mentioned that Trevor Watson is interested in getting involved with the Lunau project, and Donna Metcalf has indicated an interest in helping with the Honey House.

INUTES

MUSEUM ADVISORY BOARD

MAY 7, 2003

ITEM# ITEMS DESCRIPTION ACTION BY COMPLETED

WHOM BY

5	Maintenance report cont’d	John Bayfield mentioned that he made an application to volunteer and it took about six months before he was contacted. George Phillips advised that volunteers are important to the Museum, and that changes will be made. A volunteer coordinator will be appointed, who will keep track of volunteers and prospective volunteers. Summer Students: Lorne Smith mentioned that he was very impressed with the new students. He also mentioned that the buildings looked much better than he had seen them in a long time, and was advised that the students had spent quite some time cleaning them. The Board was advised that summer students might be hired to prepare a power point presentation for visitors, as grants may be available for this project. General Site Review: Liz Hooey mentioned that by opening more buildings it would help attract more people to the Museum. Also that written explanations of the buildings should be posted at the entrance of each building. Gunter Langhorst suggested having an individual or group take responsibility for one of the buildings; this would probably be more interesting to them rather than having a casual involvement in many buildings. George Phillips mentioned that the boiler in the Cider Mill is in need of repair, and should be put in good working order for Applefest. Lorne Smith mentioned that the Apple Orchard needs year round attention. Bud Mann suggested a long term plan be made that incorporates all the various concerns and comments.
6	Development Comm.	There was no report from this committee. Liz Hooey advised she will meet with George Phillips on May 14^th.
7	Volunteer Liaison report	It was suggested that the Museum have a person capable of looking after volunteers.

MINUTES

MUSEUM ADVISORY BOARD

May 7, 2003

ITEM# ITEMS DESCRIPTION ACTION BY COMPLETED

WHOM BY

8	Museum day & Futures Committee	George Phillips advised that the OMA wanted the Museum to do something for Museum Month. Marie LaLonda will speak on why Museums are important to communities. George suggested it would be the right time to introduce a tentative Futures Committee and show the Museum is moving forward. George explained the intent of a Futures Committee. He mentioned that the committee will sit down, possibly with the consultants, and discuss ideas. He advised that he is in the process of approaching individuals in business and education, councillors, and the general public to be on the committee. He explained that he wants an active committee, and does not want them sitting around doing nothing, otherwise they will get disenchanted with the process.
9	Museum Report	Some highlights of the report included: Master Plan: A report concerning the project and the funding required has gone to the Commissioner and will eventually be presented to Council. Reception Centre: The design encountered some objections at the Development Committee. Following some slight design changes the design will be re-submitted. Changes will incorporate an improved heritage look, and higher ceilings to allow more light. Council will not fully approve the project until a contract is signed. George advised the Board that Con Drain has made application to the Town to run a sewer pipe for the sub-division along the north side of the Museum. Deloitte Consulting: Impact Day, June 6, 2003. Eighty employees are expected to come and work at the Museum for the day. Four projects have been scheduled, painting picnic tables, clearing scrub from the orchard and sugar bush, cleaning implements, and measuring storage space. Team leaders are needed for the day, and Board Members are requested to assist and to contact Cathy Molloy for more information.

MINUTES

MUSEUM ADVISORY BOARD

May 7, 2003

ITEM# ITEMS DESCRIPTION ACTION BY COMPLETED

WHOM BY

9	Museum Report Cont’d	Site Audit/Assessment: Building assessments that have been completed are Hoover and Chapman Houses including storage assessment. Now working on the Maxwell Cabin and the Wilson Store.
10	New Business	No New Business
11	NEXT MEETING	THE NEXT MEETING WILL BE HELD ON JUNE 3, 2003 IN THE MAIN BUILDING AT 7:00PM
12	Adjournment	The meeting adjourned at approximately 9:45PM