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HomeMy WebLinkAbout11/14/2018 - Museums Bayham MUSEUMS BAYHAM BOARD AGENDA Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville, ON November 14, 2018 7:00 p.m. 1. Call to Order: 2. Disclosure of Pecuniary Interest: 3. Review of Items Not on the Agenda: 4. Announcements: 5. Delegation(s): 6. Approval of Previous Meeting Minutes: (a) Draft Minutes for meeting held October 10, 2018 (attached) - Review and Motion to Adopt 7. Correspondence 7.1 Receive for Information (a) Curator Report for October 2018 (attached)— Motion to receive 7.2 Action Required 8. Unfinished Business Arising from the Minutes: 8.1 (a) Wheelhouse Project Update —verbal report by C. Buchanan/A. White (b) Sidewalk Installation — Contractor has delayed concrete projects until Spring 2019 (c) Lifeboat— new ridge pole constructed and installed and Lifeboat covered for winter 9. New Business: 9.1 10. Finances (budget): 11. Other Business Upcoming Community Events: Nov 24— 7 pm Vienna Memorial Park Tree Lighting sponsored by the BHS Nov 30—6 pm Straffordville Parkette Tree Lighting Dec 1 — 6 pm Port Burwell Santa Claus Parade Dec 8 — 10:30 am Straffordville Santa Claus Parade Next Meeting Date: Wednesday, December 12, 2018 or at the Call of the Chair 12. Adjournment /1/m 6A..) MUSEUMS BAYHAM BOARD A v / //e MINUTES Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville October 10th, 2018, at 7:00 pm Present: Chair- Bev Hickey, Vice Chair- Chuck Buchanan, Albert White, Ally Shelly, Jeff Robinson, Lynda Millard, Ron Bradfield, Matt Shafer Bayham Staff Resource: Margaret Underhill Regrets: Bob Graham, 1. Call to Order Chair Bev Hickey called the meeting to order at 7:05 pm Wednesday, October 10th, 2018. 2. Disclosure of Pecuniary Interest None 3. Review of Items not on Agenda (a) Lifeboat Repair Chuck Buchanan mentions the frame work on the lifeboat at the Marine Museum is in need of repair. The ridge pole needs to be replaced. Pressure treated lumber is needed. Chuck will make inquires for lumber at the Vienna hardware store to deliver. 4. Announcements Nov 10- BHS hosting their Edison Dinner & Silent Auction at the VCC- "Harvest Moon & 30 years of Edison in Vienna"; Lynda Millard has tickets for sale $30.00 per person or 2 tickets for $50.00. 5. Delegations None 6. Minutes (a) Motion to adopt minutes of September 12th, 2018 Museums Bayham meeting as presented. Moved by Chuck Buchanan, seconded Jeff Robinson„ to accept minutes. All in Favour. Museums Bayham Board Minutes October 10/18 2 7. Correspondence 7.1 Receive for Information (a) Curator's Reports for September 2018 (attached)- Curator's report was reviewed by Board Members. Jennifer's plans to display the outboard motors were discussed. Chuck Buchanan explains the plans to create mounting Ts for motor stands. Stands will be built to be visible at each window with an information label visible. Motion to accept Curator's Report as information. Moved by Lynda Millard, seconded by Albert White. All in Favour. 7.2 Action Required 8. Unfinished Business Arising for the Minutes: 8.1 (a) Final Attendance Report August/ September 2018 Final attendance report was reviewed by Board Members. Motion to accept Attendance Report as information. Moved by Matt Schafer, seconded by Albert White. All in Favour. b) Wheelhouse Project Update-verbal report by C. Buchanan and Albert White Chuck and Albert report that the Wheelhouse is now on the angle iron legs and is levelled. The upstairs level is still in need of reinforcement. Skirting will be attached around the bottom to enclose the lower level. Ron Bradfield has steel that should work with modifications. Work will be completed depending on the weather, before winter. Margaret Underhill reports that the work for the sidewalk entrance will be completed soon. She suggests marking any areas for workers to avoid cementing, that may interfere with future wheelhouse work plans. Ron Bradfield put forward for future consideration, allowing summer students to assist with certain tasks when the Wheelhouse is in its final stages of construction. 9. New Business 9.1 Plank Road Boards White pine boards used along the roadway on Plank Road were recently unearthed during re- construction at the corner of Oak Street and Plank Road in Vienna, north of today's lumber yard.ln the past the wooden boards had been layered in soft, wet spots along well traveled road ways. The planks were found 41/2 feet under mud and water during construction. The Marine Museum and Bayham Historical Society (BHS) have recently acquired these boards out of historical interest. Jeff Robinson and Lynda Millard looked at the planks at the Marine Museum and have discussed with Jennifer Beauchamp the possibility of including the boards Museums Bayham Board Minutes October 10/18 3 the BHS acquired for the Edison Museum in the controlled environment the Marine Museum's boards are contained in. Due to the environment the wooden planks were found in, the boards are water logged and drying too quickly for conservation. At the Marine Museum the boards have been housed beneath a tent of plastic polyethene, away from direct sunlight with a humidifier to dry at a proper pace. This will be a very slow process, staff will monitor conditions to ensure proper care. Board members agree that the preservation of the planks is beneficial to both groups. Jeff and Lynda will arrange to have the BHS boards brought to the Marine Museum to share the space arranged for conservation purposes. 10. Finances (Budget) (a) Third Quarter Statement of Accounts — Balance as of Sept 30 Museums Bayham Margaret Underhill shared the Third Quarter report for the 2018 year. Board members noted the 0.71 cent shortage in Admissions. Members are hopeful that the difference will be met with drop-in visitors and pre-arranged tours before the end of the year. Supplies Account balance is over budget this year due to need to purchase additional collection cataloging supplies. Accounts are in relatively good standing, where some accounts are over budget, others are below. Student funding this season was provided by Canada Summer Jobs and Young Canada Works. The 2018 application to Summer Experience was not approved, only new applicants are accepted. Final half of the funding for the 2018 summer student positions is yet to be issued to the Municipality. This will show in later account statements. Motion to accept Third Quarter Statement of Accounts as information. Moved by Chuck Buchanan, seconded by Albert White. All in Favour. 11. Other Business (a) Upcoming Events: Oct 9 Bayham Historical Society meeting BHS meetings are held the 2nd Tuesday of every month. The meeting was October 9th, 2018 held across from Ken's Korner Store in Port Burwell. Focus was on the November 10 Edison Dinner & Silent. Meal is catered by Cravings in Springfield some take out, and delivery options will be available this year for those unable to attend the event. (b) New Council Chuck Buchanan inquires to the start of the new municipal council after the election. Margaret Underhill reports the new council Term begins December 1, 2018. Museums Bayham Board Minutes October 10/18 4 (c) Meetings in Winter& New Policies and Terms of Reference Margaret Underhill asks Board members how often meetings should be held over the winter months. Jennifer Beauchamp is updating the terms of reference and policy to present to new council members for review. Meeting terms and policies should be updated within the document. Members discuss that meetings should be left at the "Call of the Chair" to determine a need to hold a meeting, and if inclement weather is a factor. Email can be used to make important decisions as needed. All members are asked to confirm attendance prior to meetings to determine quorum in advance. New terms of reference and policies draft document will be brought to Board members in the new year for review, before being presented to Council. Next Meeting: Wednesday, November 14th, 2018. 12. Motion to Adjourn The meeting is adjourned at 7:56 p.m. Motion to adjourn made by Chuck Buchanan. All in Favour. Date: Ally Shelly, Secretary Bev Hickey, Chair 7 /raj ,44,00? Curator's Report October 2018 Collections When the road construction began in Vienna, I asked Margaret if she could ask the construction company to watch out for buried planks, as they could be from the original Plank Road, started in 1849. On October 3rd I was contacted about planks being unearthed by the construction crew in Vienna. I contacted Margaret about getting some planks for the museum. She set the wheels in motion and Steve selected two and came with the planks. Even at that point,the planks were already drying too fast and beginning to peel layers of wood. We discussed solutions to manage this deterioration. I researched the planks' care and devised a strategy for drying them,thanks to the information from the Canadian Conservation Institute. After consulting with Margaret, I emailed a PBHS member with a call for the items we need, and they were delivered. The planks are now lounging in the museum in their own humidity tent, drying more slowly. Their condition has improved and the peeling has flattened. Over time, the humidity level will be reduced and this should prevent cracking and peeling from drying out too quickly. It is time to revise the Collections Management Policy in order to remove reference to the Edison Museum and to reflect the changes that have been made in the procedures, such as the reduced dependence on paper forms, and how best to determine if an object is suitable for the collection. I have spent time going through the document and comparing it to other museums' policies and making changes. Margaret and I have been reviewing those changes and preparing it for Council's approval. The Education Policy is next. Exhibits and Events Planning for next year's exhibits has begun. As it will be the 60th anniversary of the opening of the St. Lawrence Seaway, the main summer exhibit will explore the history of this event. We have received a loan from Margaret Lang of her commemorative seaway china. I am hoping to also have another exhibit on the outboard motors display in the compressor shed. We will be receiving another display cabinet from the closed Edison display and I am hoping to feature the collection of a local person with local items. I would like to have an opening event for the museum with invitations for special guests, such as lenders. There has been an offer to finance this opening. Staff The presence of my car at the museum prompts people to drop in. I enjoy the opportunity to share what's going on in the museum with people.