HomeMy WebLinkAbout11-14-2018Present: 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:
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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
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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
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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
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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
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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)
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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)
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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)
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Curator Report
1.0 Exhibits
1.1 Wild Ontario exhibit opening on Oct 11t" 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. 13t". 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 25t"
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 27t" 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.
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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 18t" and the final two talks will be November 15t" and December
13t"
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 6tn
4.2 On November 10t", 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 15t"!
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 17t" 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 241" 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 25t", 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 7t" 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 15t" and 16tn
The second workshop day has now also sold out.
Recommendations:
1. That the Program Coordinator Report of November 2018 be received.
Appendix E)
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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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