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Home My WebLink About11/08/2017 - Museums Bayham MUSEUMS BAYHAM BOARD AGENDA Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville, ON November 8, 2017 7:00 pm. 1. Call to Order: 2. Disclosure of Pecuniary Interest: 3. Review of Items Not on the Agenda: 4. Announcements: Curator Jennifer Hunt-Beauchamp has returned and assumed Curator duties 5. Delegation(s): 6. Approval of Previous Meeting Minutes: (a) Draft Minutes for meeting held October 11 (attached) — motion to adopt 7. Correspondence: 7.1 Receive for Information (a) Port Burwell Marine Museum & Lighthouse - Students' Season End Report 2017 (attached) — motion to receive 7.2 Action Required 8. Unfinished Business Arising from Minutes: (a) E.O.N. meeting in Tillsonburg on Thursday November 2nd—verbal report 9. New Business: (a) Wheelhouse placement—site plan attached for information; subject to final Council approval 10. Finances (Budget): 11. Other Business: 12.Adjournment: / m 6 (a v •// 7 MUSEUMS BAYHAM BOARD MINUTES ��5 Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville October 11th, 2017, at 7:00 pm Present: Chair- Bev Hickey, Vice Chair- Chuck Buchanan, Bob Graham, Ron Bradfield Ally Shelly, Lynda Millard, and Albert White Bayham Staff Resource: Margaret Underhill Regrets: Jeff Robinson, Matt Schafer 1. Call to Order Chair Bev Hickey called the meeting to order at 7:02 Wednesday October 11th, 2017. 2. Disclosure of Pecuniary Interest Ron Bradfield expresses his concern for his conflict of interest in item 8.(d) List of Purchased Marine Artifacts on the agenda 3. Review of Items not on Agenda None 4. Announcements None 5. Delegations None 6. Minutes (a) Motion to adopt minutes of August 9th, 2017 Museums Bayham meeting as presented. Meeting Date: September 13, 2017- No Quorum Moved by Chuck Buchanan, seconded Albert White, to accept minutes. All in Favour. 7. Correspondence 7.1 Receive for Information (a) Museum Curator's Monthly Report August 2017 (attached) Curator's report was reviewed by Board Members. Motion to accept Curator's Report as information. Moved by Chuck Buchanan, seconded by Albert White. All in Favour. (b) Port Burwell Marine Museum & Lighthouse Student's Monthly Report Aug/Sept 2017 (Attached) Students' Report was reviewed by Board Members. Motion to accept Student's Report as information. Moved by Albert White, seconded by Bob Graham. All in Favour. 7.2 Action Required None 8. Unfinished Business (a) Doors Open East Elgin September 16, 2017 Museum & Lighthouse—verbal report Bev Hickey attended the Marine Museum while Chuck Buchanan attended the Lighthouse from 10 to 4 p.m. September 161h. Bev Hickey reports that the Marine Museum had 101 visitors while the Lighthouse had 99. The discrepancy being from the Lighthouse closed while the final visitors were in the Museum. Lynda reported that at least 45 persons had attended the Doors Open Edison display at Bayham's Family Table restaurant in Vienna. (b) Canada 150th Celebrations Even Railway City Big Top Sept 10/17-verbal report Chuck Buchanan arrived at 11:00 at the Timken Centre in St. Thomas to setup for a 12:00 p.m. start. The venue was changed to the Timken Centre due to the damage caused to the Big Top tent during a storm. Bev Hickey arrived at 3:00 p.m. to take over and stayed until 5:00 p.m. Bev and Chuck report that it was a successful event with many people in attendance. Lynda Millard reports that the Bayham Historical Society received a certificate for volunteer services at the event and that the shift in venue offered tight table space for participants to promote their organizations. (c) CHIC Liquid Vinyl International Ltd.-email offer a Canadian liquid vinyl supplier from British Columbia (item deferred from August 9, 2017 meeting) Margaret reports that CHIC is still very interested in providing it's supplies to paint the Lighthouse, the company will cover all costs. Samples of paint chips and photos of the Lighthouse must be sent to CHIC to colour match. Colour may not match perfectly. CHIC is looking forward to a long term relationship with a Canadian heritage institution. Chuck Buchanan and Albert White will retrieve paint samples and photographs to send to CHIC. Motion was made to confirm work arrangement with CHIC and order the required materials. Moved by Chuck Buchanan, seconded by Albert White. All in Favour. (d) List of Purchased Marine Artifacts (M. Verbrugge's Marine Collection) as provided by R. Bradfield (item list without costs deferred from August 9, 2017 meeting) Margaret reports that there is currently no budget to purchase artifacts. Any budgetary changes will need to be approved by Council before items are purchased. Board members discussed options and decided that the items should be left for curator Jennifer Beauchamp to review and report back after determining the relevance to the collection. Motion was made to defer decisions on items to curator. Moved by Albert White, seconded by Chuck Buchanan. All in Favour. 9. New Business (a) Vent Replacement at the top of the Lighthouse— C. Buchanan Storm previously blew the vent off of the Lighthouse, was replaced with a stationary vent. A turbine vent is needed to help circulate the air flow and block pests. Ron Bradfield estimates a cost of approximately $60.00-70.00 and may be able to replace vent. Margaret will look into suppliers and prices. Bev Hickey will look into prices at various hardware stores. Vent replacement will be arranged Spring 2018. Measurements may be required. Motion for direction made by Chuck Buchanan, seconded by Albert White. All in Favour (b) Cover the Lifeboat Bev Hickey and Bob Graham will arrange a day to meet at the museum to cover the lifeboat. Chuck Buchanan will acquire the bungee cords needed to secure the cover. (c) EON Meeting Sep 7/17 —verbal update and information from attendee Chuck Buchanan Chuck Buchanan reports that the E.O.N group had been concerned with why there seems to be a lack of participation from the Norfolk museums. Chuck recently had been invited to attend a meeting of a Haldimand-Norfolk Curators' Association where they explained that most Norfolk County institutions felt that most meetings were too far to attend making membership fees inconvenient. E.O.N members have discussed holding less meetings with 2-3 meetings, plus workshops a year and elected to drop liability insurance on the barn quilts as term for them has ended and it is an added expense. The curator from Fanshawe Pioneer Village gave a presentation on deaccessioning process and emphasized the importance of having proper storage and using artifacts for exhibits and educational collections. 10. Finances (Budget) None 11. Other Business (a) Ron Bradfield inquired about the total number of visitors for the 2017 season. Margaret Underhill will provide 2017 season totals at the next meeting. (b) Albert White inquired about the removal of the trees at the Marine Museum. Margaret Underhill advises the Board members that the tree removal is in consideration in the 2018 yard maintenance budget. 12) Motion to Adjourn The next meeting will be held on a Wednesday, November 8th, 2017. Motion made by Ron Bradfield to adjourn at 7:55, seconded by Albert White. All in Favour. Date: • Ally Shelly, Secretary Bev Hickey, Chair Nrfn 71&) Aide V/ 7 :SE'S Museums Bayham Year End Report 2017 Season Summer 2017 Dear Museums Bayham Board Members, Volunteers & Bayham Municipal Staff: As this summer comes to an end, we would like to extend our thanks to everyone who worked alongside us this summer. We spent this summer in a very comfortable, friendly environment with people who were easy to work with and willing to help us out whenever we needed assistance. We would like to thank you all for the opportunity that you have given us and wish you all the best in the upcoming year and the summer to come. Sincerely, Emily Evanitski, Brian Neufeld and Sara Enns Index: I. Fundraisers & Social Events Overview II. Artifact Donations & Catalogue Report III. Other Museum Accomplishments IV. Visitors and Admissions V. Considerations for 2018 I. Fundraisers & Social Events Overview: 1. Canada Day: - Though the weather was not perfect, Canada Day brought many people out to the parade, lighthouse and the museum. We had Canada-themed colouring sheets, crafts, and activities available at the museum, as well as a selfie booth. Though the selfie booth was not quite as popular as we'd intended it to be (it is possible that some visitors did not know what a selfie booth was) all of the feedback we received for it were positive. 2. Beach Fest: - Beach Fest was again successful in bringing visitors to Port Burwell. We saw an increase in visitors at both the Lighthouse and at the Marine Museum. We did not offer any children's activities for Beach Fest, though we did have the selfie booth again for any visitors wishing to participate; this time having the booth inside due to unsure weather. 3. Car Rally: - The Car Rally was also a large success, bringing in many visitors to the lighthouse and to the museum. Jennifer came by at the end of the day to give us the participants' opinions and feedback about the different locations; all of which were positive and even better than what we'd initially expected. 4. 3-Port Bike Tour: - The 3-Port Bike Tour, while popular and did bring in more visitors, mostly in the morning, there was not an extremely noticeable change in visitor numbers. However, the visitors that came in were very enthusiastic about the museum and mentioned bringing others with them next time to visit. 5. Great Lake Waterfront Tour - The Great Lakes Waterfront Tour was also very popular,with guests being able to climb the lighthouse for free. Many cyclists were excited about this prospect and seemed eager about the lighthouse;asking questions about it and wondering if they could go to straight to the top. H. Artifact Donations & Cataloguing Report 1. Donations - There has been mention of Ron Bradfield donating some artifacts to the museum. The municipality will need to be notified to make the decisions regarding these donations. 2. Donations to be Completed - There are still a number of artifacts in storage that still require cataloguing. 3. Donations to be Approved By Museum Board - The Donations discussed at the August staff meeting from Ron Bradfield. 4. Donations up for De Accession - There are a few items that we students have come across and are wondering if they have been deaccessioned; as we have not been able to locate them. 5. Electronic Database - More than half of the items on cards have been accessioned into the electronic database on Microsoft Excel, as well as adding items that were not located on the list have been added. III. Other Museum Accomplishments 1. Children's Program - This year we decided to change up the format for the children's program, making it more reminiscent of the now popular Escape Rooms; making it more of a lockbox challenge. With the help of one of Jennifer's friends,we were able to come up with some ideas about how this would take place, and amongst ourselves,we came up with different themes,backstories, clues and puzzles for these activities. The first week was extremely successful, but due to a number of reasons we believe the information was not able to properly be distributed, and after the first week there were no participants until the last week. 2. Painting - We repainted the floor in the bathroom, painted the entryway door a friendlier red, re-painted the children's Mit-N-Match game. IV. Visitors and Admissions 1. Visitor and Admissions Summary Lighthouse Summary Admissions: Dual Family Family Season Monthdult Child Family 1.101.1111101_ ual Received Dual Received Pass Total May 45 30 5 15 18 2 4 0 $274.00 June 51 68 4 14 40 0 4 0 $255.00 July 220 294 22 53 113 12 19 0 $1,245.00 August 198 249 26 70 92 13 29 0 $1,308.00 September 10 17 1 5 11 1 1 0 $75.00 Total 524 658 58-11,1=-.7-10M— 28 57 ' 143,157.0 Total HST Net Total $3,157.00 $363.19 $2,793.81 Marine Museum Summary Admissions: Dual Family Family Season Month Adult Child Family Dual Received ADual Received , Pass Total May 41 18 2 18 15 4 2 0 $277.00 June 67 30 6 63 12 6 0 0 $636.00 July 171 110 13 123 45 21 10 0 $1,484.00 August 125 124 14 92 70 35 12 0 $1,367.00 Se tember 12 25 1 19 7 4 3 0 $187.00 416 307 $3,951.031 $3,951.00 $454.54 $3,496.46 V. Considerations for 2018: Cataloguing - The cataloguing project is very close to being done;there is just the storage area that still needs to be completed, as well as a few items that still need to be accessioned. - There are also some complications in the previous cataloguing that needs to be remedied, and that we have been working to remedy: i. Some of the uncatalogued artifacts have no documentation or donor information ii. There are many catalogued artifacts that have been improperly named, given vague names, or are simply not properly identified. For example,all of the books are simply labelled"Book,"almost all of the glass jars or bottles,or medicinal containers are labelled"Jar," "Bottle," or "Container," with little detail. Some have even been labelled as"Unknown"with no given details about what the artifact looks like. iii. We have gone through many different artifacts cards and have wondered if many have simply not been labelled as deaccessioned, as we have found many more books and bottles cards that we have found of the actual artifacts. We also have wondered if there were items that had their labels rub off and then been accessioned again. iv. Some items we have also found have been accessioned more than once, having two different accession numbers on them , ,............ , __ __ __ 7.,....... Ti N 1 .; 1 iiir 1 1r, ; a_ 1 1I H J :11 11 W i ii--ill 1 , p► O f ;-1 � '' CI a4 on*._ �i. guu r,.r' - (li'f'xr.l L— I I g lata' '.,-1 cf-f MOiarnu REN E 0.6., CI ca on* qi l � ., z 1, I ;' r� O .- __ "1%.:c,...1\ ur WTI 1.1.0011 O'a---------------------------- C0 ? b a ro) toia, OOnrL til PITT STREETPORT EL c _ _ MARINEMUSEUM MUSEUUM PROPOSED SITE PLAN r...,. o..... 1426 \ NJ