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HomeMy WebLinkAbout2018-09-12 MinutesBOARD M EET I N G September 19, 2018 Sarah Jane Williams Heritage Centre 62 Temperance St, Bowmanville, Ontario Present: M. Morawetz S. Elhajjeh S. Bobka S. Cooke H. Raj Regrets: H. Ridge (ED) W. Woo 1. Call to Order: C'lariiigiRm museumti S. Middleton K. Warren (Interim Executive Director) S. Cooke called the meeting to order at 7:06 p.m. 2. Adoption of Agenda: Moved by: H. Raj Seconded by: S. Elhajjeh THAT: the agenda be approved as presented. MOTION CARRIED 3. Approval of Minutes: Moved by: S. Elhajjeh Seconded by: H. Raj THAT: the minutes be approved as submitted. MOTION CARRIED 4. Business Arising from Minutes: None. 5. Disclosure of Interests: None. 6. Correspondence: None received. 7. Announcements: M. Morawetz announced an upcoming fundraising event at Eldad United Church, west of Solina, on Monday Oct 1St. The church community welcomes guests to a live auction of home baking, handicrafts and more; 7 pm start time. As well an upcoming family friendly event on Saturday Oct 27th will be held by Durham East 4-H at Maple Grove United Church hall. Starting at 6 pm and running until 9 pm is a "Fun"raising & Pasta Party. Tickets are available through Marilyn; $10 /person, children 6 & under $5. Guests have a chance to learn more about 4-H. 8. Reports: a) Finance: See Appendix A Of note, the significant use of Waverly Place and the better than budgeted rental income that has been generated as a result. One more wedding is to take place in October. Our thanks to Amy Barron, Program Coordinator for her efforts to promote and increase rental uses at the site. Sponsorship funding for the children's exhibit is coming in. $30,000 from Canada Cultural Spaces along with $5000 from St. Marys and $2900 from Veterans Affairs which will be specifically applied to the cenotaph in the town square of "ClaringTown". Snow removal services quotes were reviewed and discussed along with estimates for cleaning services. Moved by: S. Bobka Seconded by: S. Middleton THAT: the Finance Report of July & August 2018 be received. MOTION CARRIED. Moved by: H. Raj Seconded by: S. Elhajjeh THAT: the board approves taking $24,000 from the reserve funds and putting it into the operations account to have it in place for the next children's exhibit payments. MOTION CARRIED. Moved by: S. Bobka Seconded by: H. Raj THAT: the board approves creating an ancestry.ca business account for $712.48. MOTION CARRIED. Moved by: H. Raj Seconded by: S. Middleton THAT: the board approves the Birk's Landscaping contract of $14,930.00 for a snow removal and salting contract for one year. MOTION CARRIED. Moved by: S. Bobka Seconded by: M. Morawetz THAT: the board approve remaining with our current Canfield Cleaners for the 2019 year. MOTION CARRIED. b) Membership (& Fundraising): See Appendix B Numbers are up for attendance this year as well as new memberships. Summer camps and teas were well attended & tickets are now on sales for Spirit Walks. The initiative to offer discounts & first offers to members has paid off. H. Raj stated that as time permits a social media membership push would be effective. Moved by: S. Elhajjeh Seconded by: H. Raj THAT: the Membership report of September 2018 be received. MOTION CARRIED c) Property: See Appendix C Discussions included fall tree and branch pruning, snow removal as noted previously, scheduling of the carpet before the children's exhibit opens on Nov Stn, Home Depot offer to clean up front gardens & side walkway this fall &do Native plant garden area in 2019, and the potential limitations of the AODA washroom improvement plans within the $50,000 grant budget. Moved by: H. Raj Seconded by: S. Bobka THAT: the Property report of September 2018 be received. MOTION CARRIED Moved by: S. Middleton Seconded by: H. Raj THAT: the board approve Mastwood Consulting trimming trees on the Bowmanville museum property to a maximum cost of $847.50. MOTION CARRIED d) Curatorial: See Appendix D Exhibits "Life Through the Lens", "Puttin' on the Ritz" and "Clarington on The Homefront: Wartime Clarington" all run until Sept 29tH. Design and installation plans for "ClaringTown" were reviewed with concept drawings. Collection management work was reported including progress on deassession lists for board approval as well as a partner project with the Visual Arts Centre and artist Sameer Farouq. Interns from Flemin College, Ian and Amanda, finish Aug 10th and have been an enormous help during the term with us working on collection research, exhibit development, database entry, and the deassession project by creating a grading system (an excellent tool). Meghan, a curatorial summer student finishing Aug 29' worked on collection inventory and research, helping with the Jury family mini exhibit. MAP grant is due Nov Pt (Musuem Assistance Program) with the objective of re -organizing archives. Moved by: H. Raj Seconded by: S. Bobka THAT: the Curator report of September 2018 be received. MOTION CARRIED. e) Programming: See Appendix E Canada Day and Edwardian Teas were summarized & reviewed. Event food preparation in-house after achieving Durham Health approval of the kitchen and required training, proved efficient and cost effective. The profits from the Teas this summer was $7003.00 more than twice the best year in the last 6 years with external caterers. A list of upcoming events was included in the report. Moved by: S. Elhajjeh Seconded by: H. Raj THAT: the Program Coordinator Report of September 2018 be received. MOTION CARRIED. f) Executive Director Report: See Appendix F Soper Creek Wild Ontario exhibit opens Oct 111 with a special opening at 5-8 pm. Over 5000 students have been booked already for this program. New Website is up and running thanks to summer intern Emily. Three summer students have been hired as interpreters including Nigel, Emily and Helen. To meet CMOG requirements for the year, some adjustments to the Strategic Plan were advised but are largely format changes. Moved by: S. Middleton Seconded by: H. Raj THAT: the Executive Directors Report of September 2018 be received. MOTION CARRIED. 9. New Business: a) Plant A Family Tree — S. Elhajjeh shared an idea seen somewhere else to create a "good" family event perhaps at the Clarke site; "Plant A Family Tree". Discussed and decided it would be a welcome addition at the Clarke property but that a date should be determined after the Kirby area 407 project is complete. b) Clarification on Board appointment with upcoming municipal election - All members will have to reapply once notification is advertised in January following the election this fall. The present Board members continue until the new Board is appointed. c) Executive Director - Heather Ridge returns to resume her duties after her parental leave close to election date Oct 22nd, 2018. d) Twitter & Social Media — S. Bobka stated that the museum currently enjoys 6500 Twitter followers as of this meeting, and that the use of social media in future is important including website "Shopping Cart" options allowing member purchases as well as membership payments. Paypal plans can have that option. These items are being worked on by staff. e) Movie Production Rentals — H. Raj reminded that there is a list that we can and should register the museum properties on which promotes locations for movie productions. 10. In Camera Moved by: S. Bobka Seconded by: S. Elhajjeh That: at 8:12 pm in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following matter that deals with b) personal matters about an identifiable individual, including municipal or local board employees. MOTION CARRIED Discussion followed on two Human Resources items. Moved by: S. Bobka Seconded by: S. Elhajjeh That: at 8:22 pm the meeting move out of camera, returning to Open Session. MOTION CARRIED 11. Date and Place of Next Board Meeting: The next meeting will be held October 10, 2018 at 7 p.m Location: Library at Town Hall Meeting Room 1 C 12. Adjournment: Moved by: S. Middleton Seconded by: S. Bobka THAT: the meeting be adjourned at 8:58 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives September (July and August) 2018 Finance Report Overview 1.1 Weddings have been great for rentals so far we had a wedding and bridal shower over the summer another wedding coming up in October. We are already over our budget for rentals this year as a result, I think creating a line for garden maintenance in the budget for next year would be ideal to keep on top of the grounds for these such occasions. 1.2 1 have contacted the library to see about their ancestry account and we cannot be added, it is specifically supplied to them by a library organization. I also called ancestry.com memberships for business "library edition" and the cost is 712.48, they told me they are very vigilant of personal users that seem to have suspicious "business" usage and would shut us down and possible blacklist us from using their services so I think this business route is best. 1.3 The Canada Cultural Spaces fund $30,000 money should come into our account any day. 1.4 St Mary's has given us $5000 toward the children's exhibit, which we received last week and Veterans Affairs grant was approved at $2900 for the cenotaph to be in the town square, which now has the entire project covered by our sponsors/donations/grants/reserve contributions. 1.5 First payment has gone out to Point of View Exhibitions for the children's exhibit build to begin. (Approx $24,000) 1.6 Soper creek exhibit will have a total cost of $7500 for use, $3750 paid already for 2018 and then Jan 1 2019 the second half will be paid for that years' exhibit fees. 1.7 1 obtained 3 quotes for snow removal services 14,930 from Birks which is all inclusive, $14,750 from The Gardener which covers all plowing and 30 salting instances ($175 for each additional salting), $300 per shovel/salt from Mr Trim (I have asked for a seasonal and they have yet to reply), Acorn will no longer be doing snow services so they did not reply back with a quote. I met with Fred Horvath said he would get me numbers from the municipal end but that these fist two quotes seemed to be very good and possible better than their options. 1.8 1 obtained 2 extra estimates for cleaning services, one from Molly maid at $80 per hour (approx. $640 per month) and one from Thompson solutions for $628.34 per month, which makes the current cleaners at $500 our lowest price. 1.9 Final paperwork for the summer students has just gone out and the reimbursement cheques should be forthcoming. Recommendations: 1. That Finance Report of July and August 2018 be received: 2. That the board approve taking the $24,000 from the reserves and putting into the operations account to have in place for the next children's exhibit payments. 3. That the board approves creating an ancestry.ca business account. 4. That the board approves the Birk's landscaping contract in theory unless the municipal service comes in at a lower price 5. That the board approve remaining with our current Canfield cleaners for the 2019 year Appendix A) September 2018 Membership and Fundraising Report Overview 1.1 Attendance for year- 4290 1.2 9 new members signed up in June/July/August- total 42 now, mostly due to discount for summer camps and teas, next year this time of year could be the big push to get memberships to new people (possibly offer free remainder of the year memberships to all who sign up for these events to build of membership base) 1.3 Members only Spirit walks tickets sold well, open to the public now Recommendations: 1. That Membership Report of September 2018 be received: Appendix B) September (July and August) 2018 Property Report Overview 1.1 Quotes are in for snow removal, see financial report for details 1.2 1 had a quote by the team that was removing the tree at the property beside us, for some tree pruning of dead branches etc that should ensure the trees stay health and will remove any safety hazards as building services is on a skeleton crew and is busy dealing with white ash problems throughout the municipality, quote is for $875 which Fred Horvath said was an excellent price, 1.3 1 have quotes in from 3 services (Birk's landscaping, the Gardener and Mr Trim tree services) see financial report 1.4 We are looking at scheduling the children's exhibit area to start going in right after carpet in October, municipal end for sending our carpet tenders was slow so it has been pushed back to October 21 for children's area and throughout the next few months for the rest 1.5 New "native plants" garden area for programming, Home Depot Team come install pathway for free in the 2019 year they are coming to clean up front of Sarah Jane this coming week. 1.6 Washrooms still have no install date, they have to get approval from design, they are looking to only do one washroom in between the women's and men's (in the current staff washroom space) to meet AODA codes, they are pricing out the flooring replacement for the other washrooms and hall and would do those if they are within the $50,000 budget. I would recommend the museum reserves pay any overage to make sure the flooring is all done on that level to make sure the floor is consistent from the elevator to the washrooms as the flooring requires remediation (asbestos) to be taken out and that should all be done at the same time so as to not incur extra charges at a later date to do so, it would also save money to have the same flooring purchased and installed at the same time than at a later date. As the women's washroom has already had 5 tiles (asbestos) pop off the ground it is necessary to do now and not wait any longer. Recommendations: 1. That Property Report of September 2018 be received: 2. That the board approve having Mastwood Consulting trim our trees at above noted price 3. That the board approve in theory using reserve funds to pay for any extra monies owed to have the flooring in the hallway from the elevator to the archives doors of the lower level of the Sarah Jane Williams Heritage center replaced at the same time the washrooms are done. Appendix C) Curator Report 1.0 Exhibits 1.1 Family Ties: Clarington Connection exhibit came down August 31St 1.2 Life Through the Lens exhibit by the BOAA was installed September 5th. It will be on display until September 291H 1.3 Puttin' on the Ritz and Clarington on The Homefront: Wartime Clarington exhibits opened June 30th. They will be on display until September 29th 1.4 Final renders have been approved and installation of ClaringTown is set to start mid October (subject to carpet installation) 1.5 A small exhibit on the history of the Orono Fair was put together for display at the Orono Fair (Sept. 6-9). 2.0 Collections Management 2.1 The first list of items approved for deaccessioning went out on the Ontario Museums Association List Serve for 30+ days. I received two inquires on items. Janet Reid, Curator from Markham Museum, took a set of paper dolls to use for their education collection. Samantha Morel, Curator from the Sudbury Museum inquired about items we had that were donated by Susan Harvie. Research was done on Susan Harvie and a separate list of the items she donated was put together. Sudbury Museum was not interested in any of her items, but suggested that we contact Harvie to do more research on potential indigenous items. 2.2 Working on a project with the Visual Arts Centre and artist Sameer Farooq. Sameer is interested exploring deaccessioned items and turning them into art. He will be going through our deaccessioned items (that have already been approved and on the List Serve) and using some of them for an upcoming exhibit (in 2019) at the Visual Art Centre. 2.3 1 recommend that we send all items that we intend to sell out to auction. We do not have the staff or the time to manage the selling of items in-house (on eBay). I am in contact with Stapleton Auctions who take a 30% commission. I will update once more details have been set. 2.4 Ian and Amanda, the two Interns from Fleming College, last day was August 10th. They were a great help in Collections. They worked on collection research, exhibit development, database entry, and the deaccessioning project. 2.5 Meghan, the curatorial summer student, last day was August 29th. She worked on a collection inventory and collection research. She also worked with Alex to put together a mini exhibit on the Jury family. 2.6 Met with Andrew Elgee, a senior program advisor with Canadian Heritage regarding our Collection reorganization project and how to best move forward with a Museum Assistance Program grant. The MAP grant is due November 1St. The proposed project will be to complete phase 1 of the re-org and get the archives area set up in the collection space. Recommendations: 1. That the Curator Report of September 2018 be received. Appendix F) Program Coordinator (September 19 2018) Report 1 Canada Day 1.1 The intense heat and humidity of Canada Day kept numbers down dramatically from past years which affected the money earned from the BBQ and horse wagon rides. Despite that, we had a reasonably good turn out with crowds coming to hear the Orono Cornet Band and the Charles Street Band and staying for the cake cutting with MP Erin O'Toole, MPP Lindsey Park, Mayor Foster and Council. 2 Edwardian Teas 2.1 This year we took a different route with the Edwardian Teas by doing the whole event in house. I hired a culinary student from Durham College who had completed both the culinary and baking program and we had Durham Health approve our kitchen. 2.2 We ran a set tea menu that was more of a meal than in the past and charged a slightly higher cost of $22.00 per ticket for all patrons (no children's price or `half' menu). The tea consisted of soup, sandwiches, scones with cream and jam, and baked treats. Gluten free and vegetarian options were offered if requested. 2.3 Some extra steps needed to be taken to bring the whole event back in- house, including purchasing three -tiered trays and some other serving and cooking utensils as well as an oven for the kitchen. In total, about $623.00 was spent on these items. 2.4 We also responded to past guest feedback by providing teas on Saturdays as well as Wednesday afternoons. This year the Saturdays were not as well attended as Wednesdays, which generally sold out, but we are hoping that in future years as more people are aware of the Saturday option that these days will also fill to capacity. We also intend to create `themed' teas for the Saturdays next year making them fun and special events to attract more patrons. 2.5 Guests raved about the quality food, particularly appreciating the freshness of being made right on site that day and the use of local ingredients (including some from our own gardens). Many said that it was the best tea that they had attended here in years! 2.6 By bringing the catering and service within the museum's own staffing we were able to turn a much higher profit than in past years. Our revenue was $9588.00 and our expenses were $2585.00 over the 10 teas for a total profit of $7003.00! In comparison the museum's profits from the teas in the past five years have been: • $680 (2013) Toasted Walnut • $1065 (2014) Toasted Walnut • $1500 (2015) Toasted Walnut • $3438 (2016) KCC • $3500 (2017) BOAA 3 Summer Camps 3.1 This year we only ran three weeks of summer camps to try and avoid the staffing issues caused by overlapping with the Edwardian Teas. Attendance was higher at the one camp held in Bowmanville than the two held at Clarke contrary to the previous year. Attendance at the camps ranged between 3-15 children each day. Camps are still a difficult money maker for us and we will need to continue to review whether they are worthwhile running. 4 Facility Rentals 4.1 We followed the success of our two June bridal showers with a September wedding. The wedding was the first one we have had that was both a ceremony and a reception and was the largest event yet. There were 80 invited guests and the reception included a full dinner, bar, and dancing held in a pavilion tent on the back lawn of the museum. 4.2 The event went off without a hitch thanks to good weather and provided us an excellent opportunity to photograph how such a large-scale event would look to show to future prospective brides. 4.3 We had one corporate event that was scheduled at Waverley Place but did not take place. However, we did get to keep the deposit. 4.4 In October, we will be hosting the first wedding where we will also be providing the food, just light hors d'oeuvres post -ceremony, cooked in our own kitchen. These will be made by our summer student who prepared the Teas who we have hired on to provide food throughout the school year. The ability to provide on-site light catering for events greatly increases the appeal and profitability of our facility rentals. 5 Upcoming Events 5.1 Saturday, September 22, 1:00-4:00, Embroidered Jewelry Workshop, learn how to embroider your own brooch to take home, $28.00 registration. 5.2 Saturday, September 29, 11:00-3:00, Hands-on Heritage Day at Clarke Schoolhouse, to celebrate Ontario Culture Days try weaving, candle - making, stilt -walking, sack races and lots of other free pioneer family fun. 5.3 Sunday, September 30, 2:00-4:00, Harvest Table Fall Feast at Waverley Place. A delicious menu of soup, stuffed quail, seasonal vegetables, and homemade desserts will be served, $45.00 per ticket, advanced purchase required. 5.4 We will be at Applefest, October 13, with Soper Creek Wildlife Rescue promoting the new "Wild Ontario" exhibit that will open at the museum on October 11th and run until May. There will be live animal demonstrations at the Sarah Jane Williams Heritage Centre during Applefest at 10:00, 12:00, and 2:00. 5.5 Saturday, October 20, Myno van Dyke will present a free public lecture at the Sarah Jane Williams Heritage Centre, "The Wilmot", the man, the creek, and his legacy, at 1:00. 5.6 Halloween Hijinks, 1:00-3:00 on the grounds of the Clarington Museums in Bowmanville, crafts, games, treats, costumes, everyone welcomed for this free event. 5.7 From October 16-30 we will once again run our popular annual Spirit Walks. We will have a slightly different route than last year to provide some new stories to our guests. I have also made some minor adjustments to the event which should hopefully double our profits from last year's $2000, to $4000 this year. Tickets will be $12.00 per person. Recommendations: 1. That the Program Coordinator Report of September 2018 be received. September 2018 ED Report Overview 1.1 BOAA exhibit is in for the month of September please some check out "Life through the Lens" photography exhibit done by their BOAA photography club. 1.2 Soper creek Wild Ontario exhibit is going in October 3-5 and the opening night is October 11t"from 5-8 pm please come if you can. The program is running 3 days a week (4 on some weeks due to high demand) from October to mid May, we have booked in 5000+ students so far. The free admission for the first 5000 is now used up and any booking from now on will be charged the standard $5 per student rate 1.3 New children's exhibit is being built and will be installed once carpet is installed (delayed to October 21 at the latest as per meeting with Fred and Rob in building services). Now more likely Nov 1St 1.4 Veterans affairs grant for cenotaph in the children's exhibit area will allow us to have text panels on the different branches of the Canadian military and some history on Clarington's connection to each branch, we will have an unveiling event the evening of November 8th, I am in contact with the legion to hopefully have some members in attendance and we will send out invites to our MP, MPP and members of council as well as the public. 1.5 New website is up and running some minor tweaks to be made but it sis much better and thanks to our intern (now interpreter) Emily for getting that done over the summer 1.6 We have hired 3 of our summer students on as interpreters, Nigel, Emily and Helen. Two of the interns found employment in other heritage organizations already! Helen will be doing the upcoming heritage dinner September 30th and the annual volunteer appreciation dinner, date TBD. 1.7 Strategic plan adjustments had to be made for CMOG, please note none of the goals or objectives have changed just the layout and the addition of more specific actions to meet the goals have been added. Recommendations: 1. That ED Report of September 2018 be received Appendix F) Present: S. Cooke H. Raj Regrets: W. Woo 1. Call to Order: MEETING OF THE BOARD: November 14, 2018 Sarah Jane Williams Heritage Centre 62 Temperance St, Bowmanville, Ontario M. Morawetz S. Elhaj j eh H. Ridge (ED) S. Bobka S. Cooke called the meeting to order at 7:04 p.m. 2. Adoption of Agenda: Moved by: S. Middleton Seconded by: H. Raj THAT: the agenda be approved as presented. MOTION CARRIED 3. Approval of Minutes: Moved by: H. Raj C'lariiigiRm museumti S. Middleton Seconded by: M. Morawetz THAT: the minutes be approved as submitted. MOTION CARRIED 4. Business Arising from Minutes: None. 5. Disclosure of Interests: None. 6. Correspondence: None received. 7. Announcements: M. Morawetz announced that Eldad United Church, Solina, is participating this year in Christmas in Clarington on Friday, Nov 23 along with other churches, local craft vendors and local businesses Nov 23 -25th, 10-4 pm. Christmas & seasonal shopping, and baking along with crafts available. S. Elhajjeh noted that public notice ads have been in local papers recently asking for applications for municipal boards including the museum board. Deadline for applications is Dec. 7, 2018. 8. Reports: a) Finance: See Appendix A Of note, the line regarding winter maintenance costs which equate to approximately 6% of our 2018 municipal grant. Some discussion followed on obligations of the municipality with regards to winter maintenance for most municipal properties & how costly it is for the museum to shoulder this expense. Moved by: S. Elhajjeh Seconded by: H. Raj THAT: the Finance Report of November 2018 be received. MOTION CARRIED b) Membership (& Fundraising): See Appendix B Attendance & membership numbers included in the report. H. Ridge will follow up to see if any newsletters were sent out after Jan in 2018 as intended. Moved by: H. Raj Seconded by: S. Middleton THAT: the Membership & Fundraising report of November 2018 be received. MOTION CARRIED c) Property: See Appendix C Further tree maintenance beyond the quote and work included by Mastwood Environmental Consulting will be required due to wind storms and damages this year. H. Ridge expressed a hope that the municipality will be able to assist as our budget limitations will not allow for further expenses. There have been a number of delays regarding the installations for the children's exhibit, flooring and accessible washrooms but the granting agency approved the washroom changes and informal bids on carpeting are now being requested. Cenotaph, part of Phase II, in the children's exhibit is delayed as a result. Phase I is still being installed. Moved by: H. Raj Seconded by: S. Elhajjeh THAT: the Property report of November 2018 be received for information. MOTION CARRIED d) Curatorial: See Appendix D "Wild Ontario" exhibit opened Oct 11 with 110 people attending. Children's ClaringTown installation is behind a few weeks but expected done by mid -Dec. A letter from Soper Creek Wildlife was received just before the Board meeting and circulated expressing a number of concerns with the relationship and how it was going. After brief discussions, H. Ridge was asked to research the back story on this with all involved in setting up the contract, and to bring a report to the Board at our next meeting. See Appendix E-2) for ClaringTown update. MAP grant completed with budget to improve storage in the SJWHC basement as recommended in the reports earlier this year. The research request form was updated with a line stating it may take up to four weeks to research information requested. A signature is now required to ensure that people understand that. Moved by: H. Raj Seconded by: M. Morawetz THAT: the items on the "Deaccession list 2" be approved, and THAT: the updated Research Request form be approved, and THAT: the Curator report of November 2018 be received for information. MOTION CARRIED e) Programming: See Appendix E A number of events and funded outreach projects & commitments are ongoing. Moved by: H. Raj Seconded by: S. Middleton THAT: the Program Coordinator Report of November 2018 be received. MOTION CARRIED. f) Executive Director Report: See Appendix F H. Ridge asked for discussion regarding volunteer engagement & appreciation. She wondered about holding an event of thanks. She said CMOG accepted our Strategic Plan and approved the grant but wants to see more effort to get the community involved. A decision was made to kick off Strategic Planning in the new year but that perhaps information could go out now to get people thinking. An event in early 2019 might be an opportunity to do both with the new Board. The proposed budget for 2019 was reviewed, adjustments made & lines added. It was noted that the museum responsibilities include 4 buildings. All four are owned by the municipality. Clarke is paid for by the municipality while the others are paid for by the museum; the municipality pays for grass cutting and the museum pays for winter snow maintenance. Moved by: S. ElhaJeh Seconded by: S. Middleton THAT: the Executive Directors Report of November 2018 be received, and THAT: the 2019 proposed budget be approved and submitted. MOTION CARRIED. 9. New Business: None. 10. In Camera No items. 11. Date and Place of Next Board Meeting: The next meeting will be held December 12, 2018 at 7 p.m Location: Library at Town Hall Meeting Room 1 C 12. Adjournment: Moved by: S. Middleton Seconded by: M. Morawetz THAT: the meeting be adjourned at 8:48 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives November 2018 Finance Report Overview 1.1 Final payment of $3737.48 was received on November 5t" from the Young Canada Works summer student grants. 1.2 Final paperwork was re -sent to complete our obligations for the Canada Summer Jobs grant. Final payments should be issued soon. 1.3 We have received the $2900 from Veterans Affairs 1.4 The first monthly invoice from Birk's landscaping for winter maintenance was issued November 1St for $3374.18 for the month of November. Winter maintenance will cost the museum $16,870.90 (minimum) for this contract. This would equate to approximately 6% of $282,643 (our municipal grant for 2018). 1.5 1 have received and activated my PCard. 1.6 1 have not yet been added as a signing authority on the bank accounts. Current signing officers are: K. Warren, S. Cooke, M. Morawetz. Recommendations: 1. That the Finance Report for November 2018 be received: Appendix A) November 2018 Membership Report Overview 1.1 Attendance for year is 6328. 1.2 Membership for year is 46. 1.3 Appears as though a newsletter has not gone out since January. Has the frequency of the newsletter for members changed? Recommendations: 1. That the Membership Report for November 2018 be received: Appendix B) November 2018 Property Report Overview 1.1 Tree maintenance was completed on October 23 by Mastwood Environmental Consulting for $847.50. Further tree maintenance work will need to be completed as there are more dead trees and limbs on the property. As this is quite an expense, hopefully the municipality can continue to provide the necessary tree work on the municipality owned museum grounds so that we do not have to incur any more costs. 1.2 The children's exhibit area has begun installation phase 1. The carpet tiles were installed on October 22-23. The mill and general store have been installed, in part. 1.3 The accessible washrooms upgrades and renovations have no install date, however, the granting agency approved the change in project scope. A bid was received by the municipality. They would like to know if the museum will be paying for the flooring to be replaced in the lower hallway as was discussed with K. Warren. 1.4 No date has been set for the replacement of the remainder of the carpet tiles on the main level. A request for informal bids has been issued. Recommendations: 1. That the Property Report for November 2018 be received: Appendix C) Curator Report 1.0 Exhibits 1.1 Wild Ontario exhibit opening on Oct 11th was well attended with 110 people recorded. 1.2 Phase 1 of ClaringTown was installed Nov. 1-2- The installation of Phase 1 is continuing Nov. 13th. We are running a couple weeks behind schedule, but still plan to be completed by mid December. Will update next month on expected completion date and planned events to open exhibit. See attached page of photos for a look at the progress. 2.0 Collections Management 2.1 Completed MAP grant. Requested $50,000 to complete phase 1 of the re-org to set up archives area in the collection space. The total cost of the proposed project budget is $118,694. Please see attached project budget. 2.2 Work is continuing on the reorganization of the collection and the deaccessioning project. Please see attached "Deaccession list 2" for approval. 2.3 Alex worked to update the research request form to better suit our needs. Please see attached research request form. 2.4 Attended the Ontario Museum Association Conference in Toronto on October 25th Recommendations: 1. That the "Deaccession list 2" be approved 2. That the updated Research Request form be approved 3. That the Curator Report of November 2018 be received Appendix D) Program Coordinator (November 14 2018) Report 1 Spirit Walks 1.1 This was the second year that I have run Spirit Walks so I was able to rethink how these ran last year and improve on their profitability. increased the price from $10.00 to $12.00 and added an 8:00 walk on some of the more popular nights once the 7:00 walk had filled up. Unfortunately, due to staffing limitations I was only able to do this on the Saturday nights despite the fact that Thursday and Friday nights could also have easily supported a second walk. I also increased the numbers of people invited per walk as some don't show up in bad weather (though they have already paid in advance) and we can accommodate a full 24 if everyone does show up. 1.2 Last year we ran 10 nights at 20 people per night at $10.00 per ticket and so made $2000.00 minus minimal expenses for refreshments. This year we ran over 12 nights (2 nights with 2 walks) for a total of 14 walks, 304 tickets sold and 281 people attended. Our revenue was $3860.64, refreshment expenses were $96.36, for a total profit of $3764.28 (inclusive of taxes) or about $3415 after taxes. I am pleased with this result. People enjoyed the walks and we took a slightly different route to change things up from last year. The ability to add a second walk on sold out evenings should provide possibilities for greater increase in profit next year as well. 2 In -House Events 2.1 Myno van Dyke's lecture on Wilmot, the man and the creek, was enjoyed very much by the seven people who attended. Hopefully further lectures will gradually build up attendance for this type of event. 2.2 Halloween Hijinks took place on October 27th from 1:00-3:00 and was a free, fun, family event with costumes, crafts, games, face -painting, and candy apples. 31 children and 23 adults attended which was a good turn out for the first time we held this event. 2.3 Our "Mixing Bowl" food rationing cooking workshop was a great success with a lovely intimate group of eight women who heard a presentation in the parlour about World War II food rationing and then got to sample some period recipes and make batches of cookie dough in our kitchen. All the ladies stayed and enjoyed tea and their freshly baked treats and were eager to know when we would host such an event again. 3 Hosted Events 3.1 Even though the Life Through the Lens exhibit is no longer up at the Sarah Jane Williams Heritage Centre, we still have a few more of the history of photography series of talks. The second of these talks took place on October 18th and the final two talks will be November 15th and December 13th 4 Outreach 4.1 1 presented the second of a three -workshop series at the Oshawa Senior Citizens Centre on November 1St about the early history of writing. The final installment will be December 6th 4.2 On November 10th, I attended the 55+ Older Adult Living Fair held by the municipality at the Courtice Community Complex. They had quite a good turn out and 51 people stopped by our booth for a chat about upcoming events and activities. We also sold one of our new museum calendars. 5 Education Partnerships 5.1 The Soper Creek education programs have been working with great success and fabulous responses from the teachers and students. In October, we had 469 students visit and the program only began running on the 15th! 5.2 We have been in discussion with a representative from the Peterborough Victoria Northumberland Clarington Catholic District School Board to create a new series of programs for grade 8 students. This focusses on an interest in learning about different career paths and will be a new trial free program for this school year. However, it has led to a lot of interest among grade 7 teachers as well who are requesting history -based inquiry learning. So far 5 local schools have shown interest in either the free grade 8 or paid grade 7 programs. 6 Upcoming Events 6.1 Imagination Station begins again on November 17th and will take place every Saturday morning from 10:30-11:30 until December 22nd and will return again in January. This is a continuation of our free, drop-in Saturday morning story time, crafts and games program that we held last winter/spring. 6.2 Our Christmas themed PA Day will take place on November 23rd for the children to make gifts, wrapping paper, and cards for the holidays. 6.3 November 2411 we will hold a Victorian Christmas Ornament making workshop as another interesting adult craft program as these continue to grow in popularity. 6.4 November 25th, Clarington Community Christmas Party outreach event at the Bowmanville Older Adult Association. 6.5 Our popular annual Edwardian Christmas Open House will take place on Friday, December 7th from 7:00-9:00. Free live music, house tours, holiday crafts and treats for the whole family. 6.6 The Christmas Wreath Making workshop has been such a success, selling out in October, that we have added a second day, so that the workshop will take place on both Saturday and Sunday, December 15th and 16tH The second workshop day has now also sold out. Recommendations: 1. That the Program Coordinator Report of November 2018 be received. Appendix E) November 2018 ED Report Overview 1.1 Phase 1 of the children's area is being installed. The carpet tiles have been installed and the 3 pieces of phase 1 (agricultural area, mill, general store) are almost in place. Project installation is behind schedule. Cenotaph was not installed in time for Remembrance Day. We will have a public launch event in the new year when the installation is complete. 1.2 Proposed idea for discussion: End of year event for staff, board, volunteers to celebrate the success of the past year and look forward to the projects in the new year. Focusing efforts on current priorities and development of new volunteer opportunities. 1.3 Strategic planning will need to take place in the new year with an emphasis on community input. 1.4 2019 Proposed budget Recommendations: 1. That the ED Report for November 2018 be received: 2. That the 2019 proposed budget be approved: Appendix F) wft`- VAkm