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

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6. Committee Reports a. Pickering Museum Village Foundation Report R. Cowan reported that the PMVF AGM will be at the Pickering Recreation Complex in Meeting Room 2 on Thursday, March 21, 2013. Registration is at 6:30 pm. The PMVF is seeking new directors for its Board. A review of the use of lottery monies will be taking place with the City’s Clerk in the near future, and may impact the Feasibility Study funding. Committee members were reminded that Bingo is every Friday from 12:45 - 2:45 pm and the PMVF is looking for volunteers/ambassadors for the museum; orientation is required. b. Capital Projects Sub-Committee Report Laura Drake reported that the next Feasibility Study Steering Committee meeting is Feb 5 . The steering committee is now investigating organizations to send the completed RFP to - if you know anyone looking at bidding please let us know. Katrina reported that the picnic shelter construction will move forward in the spring; the location may change back to original placement backing onto the creek. A meeting will be set with the contractor to discuss costs as the deeper footings may cause increases. Katrina reported that work on the Miller-Cole House chimney and wood stove is moving forward this month and will be completed in time for school programs to start in April. The Log House log replacement is also expected to be completed before school tours begin. Committee Members to circulate information that the PMVF is seeking members and Directors. Information available at pmvf.ca Committee Members to pass company contact information to Laura Drake for addition to RFP distribution list. J. Morris to book the Bentley House board room for Feb. 5 and send meeting invitation to steering committee members. c. Collections Paul Savel reported that a list of acquisitions to be accessioned had been circulated electronically for all committee members to review prior to this meeting. The list is attached to these minutes. Motion: That all the items of the list presented be accessioned. Moved by Laura Drake Seconded by Karen Emmink CARRIED Katrina reported that she and Ellen Tayles had developed a training PowerPoint presentation on how an object becomes an artifact. This training presentation was launched in December with the Gas & Steam Club and the Woodrights’ Guild volunteers. The purpose of the training presentation is to educate PMV staff and volunteers on the legalities and ethics involved in making an object an artifact, and why there are rules surrounding an artifact’s use, exhibition, and conservation Page 4 CORP0228—2/02
methods. Because everything links back to accurate recordkeeping and an effective electronic database management system, inventorying and inputting of records data will continue to be the highest priority for the conservator. Paul Savel reported that the Collections Sub-Committee will meet on weekends with the conservator and the Coordinator, Museum Operations as required, to assist with specific inventory goals to aid record-keeping improvements. d. Special Events Sub-Committee Report Jody Morris requested that her report on this and on the status of the City’s Cultural Plan be moved under New Business on the agenda. 7. Work Plan for Committee for 2013 a. Report on 2012 Programs: K. Pyke circulated a chart on 2012 statistics for Education Tours, Outreach Programs, Public Workshops and General Admission. This chart is attached to the minutes. Education programs exceeded 2012 projections; however, the teacher strike action banning field trips impacted the Holiday Celebrations on-site tour program. Nevertheless, overall revenue was better than anticipated. Outreach programs continue to be under utilized by teachers, even during the fieldtrip ban. b. Strategic Plan Review: K. Pyke circulated a copy of the current Strategic Plan with task/goal status updates and reviewed all accomplishments to date, including 2013.Of particular note and discussion are the items that have not been completed and those that must be deferred due to a lack of resources. R. Lawson requested that the Portable Toilet Policy be removed as it is not a strategic task, but instead part of standard event planning under Durham Region Health. Committee members will be asked to support the “Life is a Museum’ virtual exhibit initiative (details to follow in March). R. Lawson reminded the committee that the Strategic Plan is a tool used to guide year-end discussion, and to plan future direction; and the Strategic Plan can be changed based on whether or not the tasks can be achieved (e.g. does the City have the resources to accomplish this year?). Discussion followed regarding the Strategic Plan goals and tasks regarding changes and improvements to the PMV Volunteer Program since additional hours for the Event & Volunteer Programmer have not stayed in the 2013 budget. With the anticipated additional day cut, these cannot be K. Pyke to follow up with DRT (David Cummings) – in regard to DRT route expansion plans. L. Drake to follow up with Councillor McLean regarding green bin waste management at PMV Page 5 CORP0228—2/02
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Advisory Committee Minutes - January 22, 2013 - City of Pickering

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