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Home My WebLink About03/13/2019 - Museums Bayham MUSEUMS BAYHAM BOARD INAUGURAL MEETING AGENDA Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville, ON March 13, 2019 7:00 p.m. 1. Call to Order of the Inaugural Meeting by the Staff Representative 2. Introductions- Membership (a) Advisory Board and Committee Policy and Confidentiality Forms 3. Board Elections: Chair, Vice-Chair and Secretariat Process shall be by show of hands, with each member receiving one vote. Council Member and staff Representative(s) are not eligible to serve as Chair or Vice-Chair and do not having voting privileges. . 3.1 Action Required (a) Nominations of Chair, Vice-Chair and Secretariat (b) Election of Chair, Vice-Chair and Secretariat (c) Set Day/Schedule and Time of Board meetings 4. Disclosure of Pecuniary Interest 5. Announcements The Board did not meet in December 2018, January and February 2019. The "Collections & Records Management Policy" and "Interpretation & Education Policy" will be circulated and presented at a future meeting. 6. Delegations 7. Adoption of Minutes (a) Minutes for the last meeting held November 14, 2018 - attached 8. Matters of Business 8.1 Receive for Information (a) Curator Reports for November, December 2018, January, February 2019- attached (b) Museum Sidewalk Installation update (c) Motor Mounts Project update-future Motors Display (d) Humidifier Tent update- ongoing conservation of the"Planks" (e) Wheelhouse Restoration update -verbal report C. Buchanan, PBHS (f) E.O.N. Association Meeting Update - C. Buchanan. (g) Museum and Lighthouse Summer Students: Hiring &Opening Update from M. Underhill 8.2 Unfinished Business 8.3 New Business 8.4 Action Required (a) Correspondence Request from R. Bradfield (former MB Board member) dated January 17/19 for the Board's consideration re: "Hercules" Model- attached March 13, 2019 Inaugural Agenda - Museums Bayham 2 (b) Correspondence Request to municipal staff from R. Bradfield dated December 17, 2018 for the Board's consideration as below re: signage and crosswalk painting: "For 2019— I would like to see a sign put up on the corner at the base of the "Mariner Tower"saying PARKING FOR LIGHTHOUSE AND MARINE MUSEUM TOURS and a "Cross-Walk"painted on Robinson Street for tourist to cross from the Marine Museum parking lot to the Lighthouse." 9. Finances (budget) (a) 2018 Year End and 2019 Budget -Attached for information 10. Notice of Next Meeting and Adjournment Next Meeting: at pm Adjournment: Adjourned at pm / cpm 7(& MUSEUMS BAYHAM BOARD tea?' /3/9 MINUTES 6YS Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville November 14th, 2018, at 7:00 pm Present: Chair- Bev Hickey, Vice Chair- Chuck Buchanan, Albert White, Ally Shelly, Jeff Robinson, Bob Graham Bayham Staff Resource: Margaret Underhill Regrets: Lynda Millard, Ron Bradfield, Matt Schafer 1. Call to Order Chair Bev Hickey called the meeting to order at 7:00 pm Wednesday, November 14th, 2018. 2. Disclosure of Pecuniary Interest None 3. Review of Items not on Agenda None 4. Announcements None 5. Delegations None 6. Minutes (a) Motion to adopt minutes of October 10th, 2018 Museums Bayham meeting as presented. Moved by Chuck Buchanan, seconded Jeff Robinson, to accept minutes. All in Favour. 7. Correspondence 7.1 Receive for Information (a) Curator's Reports for September 2018 (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. Museums Bayham Board Minutes November 14/18 2 7.2 Action Required Chuck Buchanan will fill the humidifier at the Marine Museum as needed to ensure that the requirements are met for the conservation of the wooden planks. The hygrothermograph may need new batteries to continue monitoring the temperature and humidity levels at the museum. Chuck and Bev will meet at the Marine Museum to review the requirements, and Bev will assist with additional monitoring. Bob Graham asks if there is space for another plank. Jeff and Chuck agree that space can be made. Bob will arrange to have this plank brought to the museum. 8. Unfinished Business Arising for the Minutes: 8.1 (a)Wheelhouse Project Update-verbal report by C. Buchanan and Albert White Chuck and Albert report that the skirting has been painted and attached around the bottom to enclose the lower level. Work to finish fully enclosing, close and restore captain's quarters, add the partition for support, put in the stairs and restore the pilot house still needs to be done. Insulation is the main issue to decide moving forward. Albert explains that there is rust and moisture damage in between inner wall and steel created by condensation over the years. Volunteers are looking to stop rusting from the inside. Using spray foam as insulation is a possibility. The Port Burwell Historical Society will be raising funds for the renovations. Albert suggests the flag pole be attached to the deck of the Wheelhouse, to stick up like a ship's mast making it more visible. Albert asks Margaret Underhill who will be responsible for the power connection to the Wheelhouse, a 60 amp feed should be sufficient power. Suggests that this should be decided before the work for the sidewalk is completed, in order to ensure those areas avoid cementing, if need be. Chuck Buchanan has an idea of where the other power lines are located on the property and will provide the information to Margaret. (b) Sidewalk Installation Contractor, Autoform has delayed concrete projects until Spring 2019, there is no determined date for completion. There are several projects ongoing for the municipality, there was not enough time for completion before the weather turned. (c) Lifeboat Bev Hickey thanks Chuck Buchanan for the new ridge pole he has constructed and installed on the Lifeboat at the Marine Museum. Chuck and his wife completed the work. The Lifeboat in now covered for winter. (d) Motor Mounts Jeff Robinson asks about the outboard motor mounts for Jennifer's display. Chuck Buchanan will measure and make stands for Spring 2019. Albert White believes he may have some materials that could be used. Museums Bayham Board Minutes November 14/18 3 9. New Business 9.1 None 10. Finances (Budget) The year end, last quarter of the 2018 year will be available in February 2019, as the Municipality closes the accounts. 11. Other Business (a) Upcoming Community Events: Nov 15- Bayham Appreciation- 6:00 -7:00 pm Straffordville Community Centre Nov 24- 7 pm Vienna Memorial Park Tree Lighting sponsor by the BHS Bob Graham reports that coffee, hot chocolate, and treats will be available. Nov 30- 6 pm Straffordville Parkette Tree Lighting - by The Straffordville Community Committee Dec 1 —6 pm Port Burwell Santa Claus Parade- Hot Chocolate, treats, and Santa will be at the Lighthouse. Periscope Playhouse- Featuring MudMen, tickets are still available for afternoon show. Dec 8- 10:30 am Straffordville Santa Claus Parade (b) E.O.N. Chuck Buchanan reports that the new regional flyer is in development. Ally Shelly reports that the Elgin County Museum is hoping to have flyers printed for the new year. Museums Bayham Board Minutes November 14/18 4 Next Meeting: Wednesday, December 12th, 2018 or at the Call of the Chair. Board members discuss the need to hold a December 2018 meeting. It is decided there is no need to hold the meeting. Motion to hold no December meeting, moved by Chuck Buchanan, seconded by Albert White. All in Favour. 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, determining the possible need for a January meeting. Future meetings will be decided on a monthly basis, determined by museum needs and inclement weather. 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. 12. Motion to Adjourn Bev Hickey thanks everyone for their contributions this year and wishes everyone a Merry Christmas. The meeting is adjourned at 7:51 p.m. Motion to adjourn made by Jeff Robinson. All in Favour. Date: Ally Shelly, Secretary Bev Hickey, Chair 02,015 Curator's Report November 2018 Collections The planks continue to lounging in the museum in their own humidity tent. The work on revising the Collections Management Policy is finished thanks to Margaret's expertise in proof-reading and knowledge in municipal references. As well, she is able to ensure that the document is understandable. The Education Policy and Staff Policy have also been revised and now all three are ready for Council's approval. Curator's Report December 2018 There is nothing to report—no Curator hours worked in the month of December. Curator's Report January 2019 Collections The planks continue to lounge jri the museum in their humidity tent. The work on the policies continues as Margaret and Paul have added their recommendations, which I will incorporate into the policies. Exhibits and Events I have begun to work on the informational wall text for the outboard motor display, which will be in the compressor shed. Staff I have worked reduced hours this month. Curator's Report February 2019 Collections The planks continue to lounge in the museum in their humidity tent. Exhibits and Events I attended the EON meeting that dealt with the production of a new map for the museums. We updated the photograph and corrected contact information for our listing. Staff I have worked reduced hours this month. #e/r7 (0,-) /nar /3/9 Marg Underhill From: rbrdfld <rbrdfld@amtelecom.net> Sent: Thursday,January 17, 2019 9:08 PM To: bev hickey; Chuck Buchanan; albert&Rosemary White; Marg Underhill; Susan Start; Marg Rushton; ally shelly Subject: Steam Tug "Hercules" model I have been talking with one of the owners of the model of the steam tug "Hercules" that worked in Port Burwell with the Fed. Government Dredge prior to 1960. While the owners are not willing to consider selling the model, at this time, they did seem quite receptive to a loan to the Port Burwell Marine Museum. As well they have other artifacts e.g. huge chest of ship building tools, miniature models of water powered saw mill and grist mill that they might also consider loaning our Museum for display. This gentleman might also consider giving a presentation(speech) on the early days of Bayham and ship building. He tells me if he were to loan any of these artifacts to our Museum, he would want some sort of a contract acknowledging them as the owners etc. I know we frown on accepting artifacts on loan but,the tug Hercules is a long gone but memorable ship to older Port Burwell residents and it was this model that was used for the painting on the South Side of the grocery store. Who knows, if we can get the Hercules on display in our Museum we might negotiate some kind of long lease or ownership. Margaret, I don't have email addresses for all the Museum Board Members. Please pass this on especially to Jennifer for her thoughts. Regards Ron Bradfield Spam Phish/Fraud Not spam Forget previous vote 1 Nem 9(ex ) `'havi.3//j ?foys. 2019.02.15 8.0 9759 MUNICIPALITY OF BAYHAM 03/08/2019 4.17PM General Ledger Annual Department Budget vs.Actual Comparison Report Fiscal Year Ending:DEC 31,2019-From Period 1 To Period 3 Ending MAR 31,2019 Previous Year Total Current Year To Date Account Description Actual Budget Actual Budget Total Budget Fund: 01 General Category: 4??? 4550 MUSEUMS BAYHAM Revenue 01-4550-4110 Grants&Subsidies 15,006.60 9,000.00 0.00 2,749.97 11,000.00 01-4550-4120 Sundry 224.96 100.00 224.96 25.03 100.00 01-4550-4130 Admissions 4,999.29 5,000.00 0.00 1,249.97 5,000.00 01-4550-4170 Children's Programs 0.00 100.00 0.00 25.03 100.00 Total Revenue 20,230.85 14,200.00 224.96 4,050.00 16,200.00 Expense 01-4550-5100 Salaries&Wages 35,153.05 34,653.15 459.31 8,836.50 35,346.00 01-4550-5110 Statutory Benefits 2,327.87 3,060.00 56.79 780.28 3,121.00 01-4550-5120 Non-Statutory Benefits 0.00 0.00 0.00 31.22 125.00 01-4550-5170 Supplies 432.14 125.00 0.00 31.22 125.00 01-4550-5190 Children's Programs 0.00 50.00 0.00 12.47 50.00 01-4550-5210 Utilities 6,092.08 4,926.00 1,423.25 1,268.53 5,074.00 01-4550-5240 Advertising 1,030.93 1,500.00 (637.01) 375.00 1,500.00 01-4550-5250 Memberships 201.76 250.00 100.00 62.53 250.00 01-4550-5270 Building Maintenance 2,545.37 3,000.00 151.51 750.00 3,000.00 01-4550-5280 Equipment Maintenance 0.00 1,250.00 0.00 312.47 1,250.00 01-4550-5290 Grounds Maintenance 2,179.64 1,950.00 0.00 487.50 1,950.00 01-4550-5300 Insurance 3,053.44 3,039.45 3,173.82 797.25 3,189.00 01-4550-5340 Conferences&Seminars 0.00 50.00 0.00 12.47 50.00 01-4550-5350 Travel 0.00 50.00 0.00 12.47 50.00 01-4550-5360 Telephone 589.24 950.00 107.78 247.50 990.00 01-4550-5370 Sundry 484.23 450.00 0.00 112.50 450.00 01-4550-5500 Amortization 5,820.15 0.00 5,820.15 0.00 0.00 Total Expense 59,909.90 55,303.60 10,655.60 14,129.91 56,520.00 Dept Excess Revenue Over(Under)Expenditures (39,679.05) (41,103.60) (10,430.64) (10,079.91) (40,320.00) Category Excess Revenue Over(Under)Expenditures (39,679.05) (41,103.60) (10,430.64) (10,079.91) (40,320.00) Page 1 2019.02.15 8.0 9759 MUNICIPALITY OF BAYHAM 03/08/2019 4:17PM General Ledger Annual Department Budget vs. Actual Comparison Report Fiscal Year Ending:DEC 31,2019-From Period 1 To Period 3 Ending MAR 31,2019 Previous Year Total Current Year To Date Account Description Actual Budget Actual Budget Total Budget REPORT SUMMARY 01-4550 MUSEUMS BAYHAM 20,230.85 14,200.00 224.96 4,050.00 16,200.00 Fund 01 Total Revenue 20,230.85 14,200.00 224.96 4,050.00 16,200.00 01-4550 MUSEUMS BAYHAM 59,909.90 55,303.60 10,655.60 14,129.91 56,520.00 Fund 01 Total Expenditure 59,909.90 55,303.60 10,655.60 14,129.91 56,520.00 Fund 01 Excess Revenue Over(Under)Expenditures (39,679.05) (41,103.60) (10,430.64) (10,079.91) (40,320.00) Report Total Revenue 20,230.85 14,200.00 224.96 4,050.00 16,200.00 Report Total Expenditure 59,909.90 55,303.60 10,655.60 14,129.91 56,520.00 Report Excess Revenue Over(Under)Expenditures (39,679.05) (41,103.60) (10,430.64) (10,079.91) (40,320.00) Page 2