Advisory Committee Minutes - January 22, 2013 - City of Pickering

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Seconded by Rhonda Lawson CARRIED 4. CMOG Report and Review Katrina Pyke reported that PMV received its annual funding of $39,000 as part of CMOG. Staff completed 18 months of the Ministry of Tourism, Culture and Sport’s Community Museums Standards Review for this grant program, ending June 30, 2012. Areas of museum operation under review were: Round 1: Governance, Finance, Community [Involvement]; Round 2: Human Resources, Exhibit, Research, Education and Interpretation; Round 3: Collections, Conservation, and Physical Plant. Ministry Feedback Reports were circulated electronically to committee members when received in October and December. In summary, only two items were commented upon: the City has no policy regarding the “Recognition of ethical fundraising identifying which ethical guidelines are followed”; and, the Ministry recommends that the museum begin work on developing actual policies under which the submitted procedures would fall. There was no remedial submission work required by the Ministry on these two elements. Discussion followed regarding how the museum could move forward with policy development in order to become compliant with the Ministry’s recommendation, and with guidance from the Clerk’s Office, in time for the next Standards Reviews, likely in about five years. Laura Drake asked that all committee members educate themselves on what other municipally run museums are doing in terms of policy (rule) and procedure (how to guidelines) documents. Information can be found on the Ontario Museum Association website. The Chair complimented staff on the strong review feedback. 5. Budget Update The Committee reviewed the budget document circulated to members prior to the meeting. K. Pyke provided clarification regarding the Fire Safety Plan that has been added into the budget. Currently, the PMV has no formal Fire Safety Plan, and with the support of the City’s Health & Safety Coordinator, a plan will be developed in 2013, and will include such things detail floor plans, emergency box at gates with access keys, fire escape plans and training. The Committee asked for an update on the craftsman cottage. K. Pyke advised that the building move would be delayed due to a backlog with the building moving company, but that the current target date was Feb 3. The building will move on a Sunday. Preliminary research has confirmed that the structure does fall within the craftsman architectural period of 1905-1930, Committee Members to research municipal museum policies on the OMA website for next meeting. K. Pyke to provide copies of the PMV Procedure for members at next meeting. Page 2 CORP0228—2/02
ut was built in 1927. The house appears to be a mail-order house, and the plans were available through the Aladdin House Plan Company Ltd. catalogue of 1918. Therefore, staff feel comfortable moving forward with the interpretive goal of focusing on the era. PMV will also be honest that the house was built after and give tribute to the person who lived in the house, providing a dual interpretive benefit to the public. Tanya Ryce has enlisted a professional photographer who has taken before stills and virtual tour video of interior and exterior, and will do so again part way through restoration and at the end to capture the full project and build public interest. Discussion arose regarding the budget changes as follows: a. Cut of hours to the requested increase of both the Event & Volunteer Coordinator’s and future Conservator’s position As the increase was to support heritage housekeeping of the buildings, this cannot be expected to be achieved in 2013. There will be impact to the strategic plan as it relates to the volunteer program and that will be discussed later in the agenda. b. Building Maintenance and Housekeeping Katrina updated that a comprehensive Heritage Housekeeping and that it details day to day maintenance (architecture and conservation), janitorial responsibilities and a routine of rotating checks of the heritage buildings. The latter Building Maintenance and Hazard Surveys were initiated in 2012 are will be a firm basis for the Conservator, Maintenance Person, Coordinator, Museum Operations and Supervisor, Facilities Operations to develop concise building maintenance and capital building improvement priorities going forward to 2014’s budget. c. HVAC System Installation Update and Plans for Heating More Heritage Buildings The system has installed and is functioning in the Administration Building. Plans are moving forward to consider heating solutions for the craftsman cottage; however plans have not moved forward for “test” heating the Bible Christian Chapel this winter. More input is required from the City’s Supervisor, Energy Management to ensure sustainable options. Certainly going forward with new building acquisitions, the museum will make every effort to ensure proper environmental conservation standards are met, including heating during the coldest months and is committed to considering remedies for current buildings. Page 3 CORP0228—2/02
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Advisory Committee Minutes - January 22, 2013 - City of Pickering

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