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)
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