Minutes
of Museum Board Meeting
Held June
16, 2016
7:30p.m.
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Present:
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Jackie Playter, Councillor Tom Vegh, Ross Caister, Jean Ede, Billie
Locke, Juli Playter, Beth Sinyard, Shawn Turner
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Regrets:
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Lloyd Robertson
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Rec. Secretary:
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Whitney Broydell
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1. Call to
order:
The meeting was called to order
at 7:30 p.m.
2. May
19, 2016 minutes:
Motion
to adopt minutes by Jean Ede, seconded Billie Locke. Carried.
3.1 Non museum programs/security issues:
• Nothing
to report.
3.2 Fire Hall Proposal and Master Plan:
• A copy of a report prepared by Ross was circulated.
·
Whitchurch Stouffville Museum obtained a grant for the
construction of their new building from BCC. 1/3 $1.2M from the Federal
Government (CMA), 1/3 $1.2M from the Provincial Government (OMA) and a matching
1/3 from the Town of Whitchurch-Stouffville on the condition that it be used
for retail purposes by community groups in the Town such as weddings,
conventions, etc.
·
Markham Museum has extended their facilities in the last 15 years
at a cost of $500,000 paid for by a local developer, when that company
accidentally demolished a heritage house north of the museum. In the period
thereafter using a Federal Grant and Town funding they built a large two story
building adjacent to this to house all their archives at a cost of $11M.
·
Get the Town to allow us to use the Old Fire Hall for storage and
small exhibit space, try and get some grants and get Council to match it.
·
Federal Infrastructure grants require shovel-ready projects. Applications
come out at the end of this year.
·
A suggestion that a thick concrete slab could be poured over the
soil and build over that.
·
C.O.W. is asking staff to look into the Old Fire Hall and will
report back in 120 days with recommendations.
·
Discussion to meet with Ian McDougall. Have Ian put in the recommendation
report that we are willing to split the cost of a feasibility study. Make a
motion to get it passed and that the Town and Museum work together on a
Feasibility Study.
Motion
by Ross Caister for a request from the Board to meet with Ian McDougall to
provide input on suggested uses for the Old Fire Hall, seconded by Billie
Locke. Carried.
·
Jackie will set up meeting with Ian for next week.
·
If we had a Master Plan it would look at different scenarios. The
Museum is central and accessible. We are the one group that can benefit from
using the Old Fire Hall.
3.3 D. Rudkin retirement:
• Discussion deferred until September meeting.
3.4 Mobile Shelving:
• There is an agreement between the Reserve Fund and the Town. Beth
advised the agreement is with the Legal Dept. We need to bird-dog that. Colin
approved it and the Board approved it. At the meeting with Ian, bring this
matter up. The funds were approved 9 months ago for purchase of mobile
storage.
·
Our volunteers are feeling burned out. They might not be on board
to pack and repack.
·
Suggestion to hire summer students. We would need about half dozen
people. They would need to be really careful and concise. Perhaps 4 students
from University/Museum program would be a good fit.
4. Correspondence and Communication:
·
Letter from Erin Cerenzia re: First World War Centennial.
Motion
to receive correspondence by Ross Caister, seconded by Jean Ede. Carried.
5. Financial Report: As of April 30, 2016
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Month end
Balance
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Monthly
Interest
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YTD
Interest
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Museum Reserve
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8,308.03
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Conservation Reserve
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11,382.26
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Exhibit Reserve
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8,797.09
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Elman Campbell Trust
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81,726.78
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63.76
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256.87
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RBC Investment, GIC
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243,647.37
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424.11
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1,710.58
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·
Reserve Report not available for May.
Operating
Budget as of May 31, 2016, 2016:
• May
31, 2016 YTD Actual - $58,804.60
• May
31, 2016 YTD Budget - $61,401.00
Motion to accept Financial
Report by Juli Playter, seconded by Shawn Turner. Carried.
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6. Curator’s
Report and Recent Acquisitions:
· Curator’s
Report was reviewed.
· YTD
Attendance is 1,247.
· Heritage
Art contest – has been judged and winners selected. The art will be on view at
the Municipal Office until the end of July.
· Ghost
Tours – Planning for Spring.
· The
Newmarket Historical Society’s First World War Centennial is planning a trench
at the Old Town Hall in November and has asked to borrow some of our militaria.
· Author’s
at the Museum – Patricia Watson, June 11, no one attended. Coming up is Steven
Gilbert on June 18.
· Athol
and Beth laid a wreath at the Newmarket Cemetery for Decoration Day on behalf
of ARCH.
· ARCH
tent will not be at Fairy Lake for Canada Day because the new site is low, near
the river, and wet.
· Re: Authors
- suggestion to book the story pad and gather a crowd at the Farmer’s Market.
The Farmer’s Market can announce the authors.
· Tim
Greenwood wants to do a storytelling on Newmarket History.
· Quite a
bit of discussion re: social media. Suggestion to get a grant to hire
someone/communication’s person to do social media and take care of all the
events.
· We have
to make requests through the Recreation and Culture’s Marketing Dept. for
social media.
· Beth to
set up a meeting with her supervisor and invite Councillor Vegh.
Motion to accept Curator’s
Report by Ross Caister, seconded by Julie Playter. Carried.
7.
Friends of the Museum Report:
· Mother’s
Day Tea was great. Sold out event. Jackie’s friends and relation know exactly
what they are doing. Everyone liked the male server. We had some newcomers
that helped out this year. Sir George Arthur attended.
· Garage
Sale was great. We raised over $1,500.00 It was a lot of work but we had good
results. Thanks to Billie’s family for helping.
· Canada
Day is Friday July 1. It is getting harder to get volunteers.
· Suggestions
to use Neighbourhood Network, Town Page to help get new volunteers.
· Discussion
re: co-op students convert them into summer student through Ontario Works.
· Beth to
set up a meeting with Rob Wilson and Tom Vegh to discuss further.
8.
New Business:
8.1 Nothing
to report.
9.
Next Meeting date: September 15, 2016
The meeting was adjourned on a motion by Jean Ede at 8:45p.m.
Chair______________________________________
ELMAN W.
CAMPBELL MUSEUM
Board of
Management
Thursday September
15, 2016
1. Call to
order
2. Regrets:
Billie Locke, Juli Playter
3. Minutes June
16, 2016
4. Business
arising from the Minutes:
4.1 Non
museum programs/security issues – keep on agenda to monitor
4.2 Fire Hall
Proposal, Master Plan, Meeting with Ian McDougall
4.3 D. Rudkin
Retirement November 2016 –Deferred to September
4.4 Mobile
shelving
4.5 Meeting
re: Ontario Work students
5. Correspondence
and Communications
6. Financial
Report
7. Curators
Report and New Acquisitions
8. Friends
of the Museum Report
9. New
Business
9.1 Jim Nuttall 35
years of volunteer service
9.2
10. Next
Meeting: October 20, 2016
11. Adjournment