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HomeMy WebLinkAbout04/11/2018 - Museums BayhamMUSEUMS BAYHAM BOARD AGENDA Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville, ON April 11, 2018 7:00 p.m. 1. Call to Order: 2. Disclosure of Pecuniary Interest: 3. Review of Items Not on the Agenda: 4. Announcements: At the Call of the Acting Chair, the Board did not meet in March 2018. 5. Delegation(s): 6. Approval of Previous Meeting Minutes: (a) Draft Minutes for meeting held January 10, 2018 - Review and Pass 7. Correspondence 7.1 Receive for Information (a) Curator Reports for January, February, and March 2018 for information only 7.2 Action Required 8. Unfinished Business Arising from the Minutes: (a) Lighthouse Siding Repair - Liquid Vinyl (b) Marine Museum — Eavestrough Maintenance - Staff Report CAO -23/18 9. New Business: (a) Elgin Historical Society: Request to hold a Strawberry Social at the Lighthouse. (b) Co-opalooza Event: at The Gay Lea Dairy Museum- Invitation to set up a display (c) Museum and Lighthouse Summer Students: Opening & Hiring Update (M. Underhill). (d) E.O.N. Update: March 1, 2018 Annual Meeting- C. Buchanan. (e) Wheelhouse Move: Update- C.Buchanan 10. Finances (budget) 11. Other Business Next Meeting: Wednesday, May 9, 2018 12. Adjournment 6 (4 MUSEUMS BAYHAM BOARD MINUTES Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville January 10th, 2018, at 7:00 pm Present: Chair- Bev Hickey, Vice Chair- Chuck Buchanan, Bob Graham, Albert White, Ally Shelly, Lynda Millard, Jeff Robinson, and Matt Schafer Bayham Staff Resource: Margaret Underhill Regrets: Ron Bradfield 1. Call to Order Chair Bev Hickey called the meeting to order at 7:01 Wednesday January 10th, 2018. 2. Disclosure of Pecuniary Interest None 3. Review of Items not on Agenda None 4. Announcements At the Call of the Chair, the Board did not meet in December 2017. 5. Delegations None 6. Minutes (a) Motion to adopt minutes of November 8th, 2017 Museums Bayham meeting as presented. Moved by Chuck Buchanan, seconded Jeff Robinson, to accept minutes. All in Favour. Museums Bayham Board Minutes Jan 10/18 9. New Business (a) Life Boat The Lifeboat has been moved in preparation for the move of the Wheelhouse. It has been covered again for the remainder of winter. (b) Artifact Cards for review as provided by the Curator While conducting a review of the accessioned artifacts and database entries at the Marine Museum, Jennifer Beauchamp has encountered many cataloging cards with no matching artifacts. Chuck Buchanan and Ron Bradfield are believed to be the most familiar with the Marine Museum's collection. Lynda Millard believes that there should be binders at the Municipal Office containing off site copies of the museum's collection list. These binders were previously stored in the vault. Bev Hickey and Chuck Buchanan agreed to arrange to meet with Jennifer at the Marine Museum next Wednesday, January 17th, 2018 to provide insight on the collection issues. Motion that B. Hickey and C. Buchanan meet with Curator, moved by Bob Graham, seconded by Albert White. All in Favour. (c) CHIC Painting of the Lighthouse Margaret Underhill is in possession of the paint chip and photographs of the Lighthouse required for CHIC to complete the colour matching for the liquid vinyl siding. The company suggested sending items after the holiday season at a more convenient time for both parties. Items will be sent soon. A 5 gallon pail of liquid vinyl siding will be provided for free in return for advertisement for their company. 10. Finances (Budget) The 2018 Budget was approved by Council. Museums Bayham Board Minutes Jan 10/18 11. Other Business (a) Jeff Robinson asks about the approval of tree maintenance at the Marine Museum. Margaret Underhill reports that tree removal and eavestrough cleaning have been approved for spring maintenance. b) Date of the Next Meeting: Wednesday, February 14th, 2018. Albert White, Ron Bradfield, and Margaret Underhill will not be available for the February meeting. Chair Bev Hickey suggests that the next meeting be deferred to Wednesday, March 14th, 2018. Motion to hold meeting in March moved by Chuck Buchanan, seconded by Bob Graham. All in Favour. 12) Motion to Adjourn The meeting is adjourned at 7:42 pm. Date: Motion to adjourn made by Albert White, seconded by Bob Graham. All in Favour. Ally Shelly, Secretary Bev Hickey, Chair 71(o-) +-1111e Curator's Report January 2018 3 jobs Collections I continue to work on the accession cards, locating the artifacts, checking if they are entered in the database, and if they are properly numbered. There are also many cards with multiple artifacts listed on them, so additional cards have to be made. I also have been sorting through files and envelopes of photographs and newspaper clippings. Some of the artifacts have needed to be researched to ensure they have been properly identified. The water pipe into the museum froze but the public works team corrected it and I was not unduly inconvenienced. Bev continues to keep the sidewalk shovelled, and checks in when I am thereto make sure everything is going well. Heat is no longer an issue as I have a small heater in the office and I am able to work in greater comfort — no gloves or coat needed! Both Bev and Chuck have been in to help me find some of the artifacts that are on cards but I have not been able to locate. In some cases, the artifacts are outside of the museum, in the shed or near the lighthouse. Others had been taken to the Edison Museum some years ago. Some are a mystery. I contacted the staff at Annandale House for advice on pens to better number the artifacts during accessioning. Due to the varying surfaces and colours of the artifacts, special pens are needed. I have prepared a proposal for Margaret to present to the local library to inquire if they would be interested in looking at a joint children's program during the summer. It would give both locations the option of providing parents with a longer day of activities for their children, as well as saving costs on shared advertising. 71 (a) Curator's Report February 2018 Collections In order to make more room in the small storage area, I have acquired eight plastic storage bins from the main office. These are being filled with artifacts of a similar nature, and the contents are photographed and listed, making it easy to know what is in each bin. The bins take less space on the shelves than the assortment of artifacts they contain. Unfortunately there is no easy way to compactly store three outboard motors, so they take up one entire level of shelves. Nor are they moving any time soon, so creative shelf storage is important. The new accessioning pens are working well and I am clearing up the backlog of artifacts waiting to be numbered. I continue to enter cards into the database, both at work and at home. Curator's Report March 2018 Collections The work on reconciling the database, artifact cards, and actual artifacts in the museum building continues. The process involves ensuring that the information on the cards and the database matches the artifact. The challenge is to find the artifact, the card, and the data entry. In many cases, one or two are missing. If there is an artifact and a card or entry, the missing component is handled. If there is no artifact as listed on a card or in the database, it goes into one pile — an MIA file. Those will need to be dealt with by deaccessioning once they are definitely determined not to be in the museum. Another common issue is finding a card with anywhere from 2 to 15 artifacts listed on it, such as identical medicine bottles, each with different labels and contents. Separate cards must be made. As a result, the cards themselves are becoming easy to read. Labeling the artifacts with legible accession numbers is ongoing. The database errors have been reduced, resulting in greater ease in searching for artifacts. All in all, the system is starting to work as it was intended. I redid the database classification and sub -classification identification units so that the person entering data can select from a standard list where each artifact belongs. For example, a foghorn is classified as a Communication Artifact, and sub -classified as Sound Communication Equipment. An outboard motor is a Transportation Artifact, and Water Transportation Accessory. This is a little time consuming and a perfect task for summer students. They can work their way through the card catalogue, and armed with my Nomenclature book, determine where each artifact belongs, write it on the card, and enter it into the database. Another summer student task related to collections management will be to photograph each artifact and place a hard copy on the card and send the photographs electronically to be put in the database. Exhibits and Events With the resultant chaos from the accessioning in the exhibit areas, I will be making changes as artifacts return — or not - to these areas . Some will be placed on the newly cleared shelves, others will join similar artifacts in a new location. The decision to take an artifact from display will be based on its ability to be interpreted as part of a larger scheme. The roped off area at the back contains many disparate artifacts and I would like to improve that area's cohesiveness by focusing on several larger groupings of items, such as the life preserver/lifeboat group, the foghorn group, and the navigational group. As I become more knowledgeable about these groups, I am eager to produce some signage that will help the casual visitor to understand the purpose these artifacts have played in our maritime history. I welcome any input from those who know about these artifacts. 10 W-4 a-, I WA :'tunity TO: Mayor & Members of Council FROM: Paul Shipway, CAOICIerk DATE: March 15, 2018 REPORT: CAO -23/18 REPORT CAO SUBJECT: RFQ 18-03 SUPPLY & INSTALL GUTTER CLEAN BY ALU REX BACKGROUND: The 2015-2016 Municipal Building Facility Audits recommended instituting a permanent repair to clogged and damaged eavestrough systems before permanent facility structural damage occurs. The Municipal Engineer specified the Gutter Clean by Au Rex System to prevent eavestrough blockages and ancillary consequences. The scope of work contained within RFQ 18-03 is as follows: 1. Remove leaves and debris from entire gutter system including clearing downspouts. 2. Flush out all gutters. 3. Inspect gutter system for breaks, cracks or defects that require the Municipality to repair or replace the gutter system. Validate the sturdiness, slope and sag of the rain gutters as well as the state of the fascia boards to ensure the rain gutters are in good working condition. a) Where gutter system or fascia requires repair or replacement in the opinion of the contractor, provide a costing to the Municipality to replace prior to installing gutter clean. Decision to replace existing gutter system is at the sole discretion of the Municipality. Municipal approval of quotes provided will be in writing, if any. 4. Supply and install "Gutter Clean" by "Alu Rex", product sized 5" or 6" governed by site conditions and existing gutter size, in strict accordance with "Alu Rex" installation instructions. (M5100 or M6100 Aluminum and where required inner and outer corners (OC/IC5200/6200) 5. All works must be completed in full by May 30, 2018. DISCUSSION The Municipality has eavestrough at the following locations: a) Straffordville Community Centre, 56169 Heritage Line, Straffordville, ON b) Marine Museum, 20 Pitt St., Port Burwell, ON c) Vienna Memorial Park, 6226 Plank Rd., Vienna, ON d) East Beach Washroom, 1 Robinson St., Port Burwell, ON e) Wastewater Treatment Plant, 1 Chatham St., Port Burwell, ON f) Port Bunnell Library, 21 Pitt St., Port Burwell, ON g) Straffordville Library, 9366 Plank Rd, Straffordville, ON h) Vienna Community Centre, 26 Fulton St., Vienna, ON i) Straffordville Firehall, 55764 Third Street, Straffordville, ON j) Port Burwell Firehall, 55451 Nova Scotia Line, Port Burwell, ON k) Public Works Yard, 8354 Plank Rd, Bayham, ON 1) Pump Station 1, 11403 Plank Rd., Eden, ON m) Pump Station 2, 9350 Plank Rd., Straffordville, ON n) Pump Station 5, 8971 Plank Rd., Straffordville, ON o) Pump Station 6, 54 Front St., Vienna, ON p) Richmond Pump House, 9190 Richmond Rd., Richmond, ON RFQ 18-03 was posted on January 25, 2018 and closed on February 28, 2018. The results of RFQ 18-03 are as follows: Bidder Bid Price/Metre - M-5100 (5") Gutters— Adjustable for (4") Gutters B -d Price/Metre - M-6100 (6") Gutters W.J. Roofing Ltd. $18.11 $21.39 Aylmer Glass & Mirror $34.00 $38.00 Franklin Construction $13.61 $18.61 The total costs of works by Franklin Construction is $12,398.20+HST and will be carried within the respective building maintenance accounts of the 2018 Operating Budget. RECOMMENDATION THAT Report CAO -23/18 re RFQ 18-03 Supply & Install Gutter Clean by Alu Rex be received for information; 2. AND THAT Council direct staff to bring forward a by-law to enter into an agreement with Franklin Construction for the supply and installation of Gutter Clean by Alu Rex for Council consideration. Respectfully Submitted by: Paul Shipway CAOIClerk C (el-) Marg Underhill 19p-uhi- From: pete Sheridan <thebigwing@yahoo.com> Sent: Tuesday, April 3, 2018 3:38 PM To: Marg Underhill Subject: Lighthouse/strawberry social The Elgin Historical Society would like to visit the Port Burwell lighthouse for our annual strawberry social. June 27, 2018 7pm Duration 1 to 1 1/2 hours Approx attendance c. 20 Strawberries and ice cream will be served. (Any advice on how I can manage the logistics of that.. very welcome) Back up weather plan. Tbd. Let me know if you need any other information. I'll keep you apprised of our progress. Thanks Pete Sheridan President, Elgin Historical Society 226 927 1913 Spam Phish/Fraud Not spam Forget previous vote q (h) /Or -1111FMarg Underhill fi From: aylmermuseum@amtelecom.net Sent: Friday, March 16, 2018 4:51 PM To: Adam Pollard; Amy Cubberley; Angela Bobier ; Angela Wallace; archives@oxfordcounty.ca; Arts & Cookery Bank; Bev & Janet; Carl MacDonald; Charles Buchanan; Dawn Miskelly; Deborah Dufton; Drumbo and District Heritage Society; Gail Lewis; Georgia Sifton; Iona McCraith; Jennifer Beauchamp; Lynda Millard; Marg Underhill; Mary Gladwin; Mary Reid; Melissa Collver; Michael Baker; Michelle Christmann; Nick Corrie; Norfolk Historical Society; North American Railway Hall of Fame in CASO Station; Patty Phelps/Tillsonburg; Princeton and District Museum; Roberta Grosland; Rosalind Robinson; Rosalind Robinson; Scott Gillies; tcg@execulink.com; Teeterville Pioneer Museum; Trisha McKibbon Subject: FW: Co-opalooza event June 23rd at Gay Lea Dairy Museum Hi everyone, Below is a great opportunity to consider and be sure to save the date for Co-opalooza on June 23r` l Thanks, have a great weekend! Amanda Amanda VandenWyngaert, Curator Aylmer-Malahide Museum & Archives 14 East St. Aylmer, ON N5H 1 W2 519-773-9723 From: Michelle Christmann[mailto:mchristmann@gayleafoods.com] Sent: March 14, 2018 5:23 PM To: aylmermuseum@amtelecom.net Subject: Co-opalooza event June 23rd at Gay Lea Dairy Museum Hi Amanda, I thought I would reach out to you as we are hosting a big community/family event here at the museum site on June 23rd and we were discussing how fantastic it would be to invite some other local museums to come out for the day and maybe set up a booth or some interactive displays. I know a Saturday in the summer may present a challenge for some museums to send staff out for the day, but we thought it may be a great opportunity to collaborate with our fellow museums in the area, and to showcase all the amazing attractions in the Elgin, Oxford and Norwich area. We are certainly willing to accommodate or assist to the best of our abilities any other museums/heritage sites to facilitate their participation. The event is called Co-opalooza, and it's a day to celebrate co-operatives and community- to connect, inspire and have fun! This will be our 3`d year hosting the event, and we've had a steady increase in attendance each year, last year we had about 350 attendees. This year also coincides with Gay Lea's 60th anniversary, so we are expecting a slightly increased attendance. The event will run from 11am- 4pm (subject to change), and the event is free to attend. We are still in the process of finalizing plans for this year, but we will have food, local craft beer, music, family games and activities, tree climbing, bouncy cows and crafts. We are also looking into a classic car show, and are in the process of reaching out to local organizations to partner with. If you think this is something EON members would be interested in, we would be grateful if you could forward the information to the membership. Thank you and enjoy the rest of your week! Kind regards, Michelle ao Michelle Christmann C co cJi€ at;r, E c L)aEry f' i sz^um 0 Z Gay Le VcU� C we, a'Li e Ltd BORN ON, THE FARH P 5 J-9-7/7., 79' ' i_' I,i "r 1,11, NOTICE: This communication and any attachments are confidential. If you are not the intended recipient, please immediately notify the sender and delete this communication along with all attachments. Any other use, disclosure, distribution or copying is prohibited. ANNONCE: Cette communication et les pieces jointer sont confidentiels. Si vous n'etes pas le destinataire prevu, s'il vous plait aviser immediatement 1'expediteur et supprimer tette communication avec toutes les pieces jointes. Toute autre utilisation, divulgation, distribution ou copie est interdite. Virus -free. vhvw.avast.com S aln Phish/Fraud Not spate Forget previous vote 91 (C) Igor -11117 The Municipality of Bayham is seeking three (3) qualified persons for the position of Museum Attendant (Student) Applicants must currently be a post -secondary student and must be returning to school in September. Rate of pay is $14.00/hour- 35 hrs./week (weekend & holiday hours, required May 15 - September 3/18). Tasks & Responsibilities Under the direct supervision of the Deputy Clerk or designate with regard to the operation of the Port Burwell Marine Museum and Historic Lighthouse, 20 Pitt St and 17 Robinson St, Port Burwell, students will be assigned to a particular location for the purpose of responding to visitors including assistance with the following: • Acting as a museum tour and travel guide/summer program coordinator • Operation of assigned site to include museum curatorial assistance, development and organization of displays, researching historical artifacts, welcome & registrationRracking of visitors, collection of donations and admission fees etc., light daily housekeeping and grounds maintenance, building security during operating hours • Assist with collection artifact/document cataloguing and data entry • Assisting with and providing support regarding promotion, advertising and preparation for CanadaDay and other various special events within the Municipality of Bayham Education & Qualifications • Post -secondary education related to culture, education, history, science and/or tourism and recreation • Experience in museum related work an asset (i.e. cataloguing, exhibits and displays) • Demonstrable strengths in research, writing and photography • Experience in handling cash • Excellent communication skills, customer relations skills and experience working with volunteers and public of all ages, including working with children • Must possess strong computer skills in Microsoft Word & Excel • Ability to work with minimum supervision and work independently, as well as, in a team setting • Standard First Aid and CPR training an asset • Reliable transportation is required • Provision of a police records search if requested • Must be able to attend mandatory Student Orientation Training on May 15.2018 To apply, deliver a detailed Cover Letter and Resume by Thursday, March 29, 2018 to: Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham P.O. Box 160, 56169 Heritage Line Straffordville, ON NW 1Y0 E-mail address: munderhill@bayham.on.ca The Municipality of Bayham is an Equal Opportunity Employer. If you require accommodation at any time throughout the employment activities process; please contact us at: 519-866-5521, accessibilitv@bayham.on.ca or by visiting wwwbavham.on.ca and we will make every effort to provide appropriate assistance pursuant to the Municipality of Bayham "Employment Activities Accommodation Policy." Personal information collected in response to this notice will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment. We thank all candidates who apply, but advise that only those selected for an interview will be contacted.