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Home My WebLink About07/10/2019 - Museums BayhamMUSEUMS BAYHAM BOARD Agenda Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville, ON July 10, 2019 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 June 12, 2019 (attached) - Review and Motion to Adopt 7. Correspondence 7.1 Receive for Information (a) Curator Report for June 2019 (attached) — Motion to receive 7.2 Action Required 8. Unfinished Business Arising from the Minutes: 8.1 Lighthouse Exterior/Interior Condition 9. New Business: 9.1 Receive for information 10. Finances (budget): Museums Bayham Budget 2020 and Actuals up to May 31, 2019 11. Other Business Next Meeting Date: Wednesday, August 14th, 2019 or at the Call of the Chair 12. Adjournment MUSEUMS BAYHAM BOARD MINUTES Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville June 12th, 2019, at 7:00 pm Present: Chair- Bev Hickey Vice Chair- Chuck Buchanan, Albert White, Ally Shelly, Jeff Robinson, Matt Schafer Regrets : Bayham Staff Resource: Margaret Underhill 1. Call to Order Bev Hickey called the meeting to order at 6:59 pm Wednesday June 12th, 2019. 2. Disclosure of Pecuniary Interest: None 3. Review of Items Not on the Agenda None 4. Announcements: (a) No meeting was held May 8, 2019 due to lack of agenda items. (b) June 15' is the Opening of our "60 Years of the St. Lawrence Seaway" Exhibit with special items from Margaret Lang on display; invitations were sent out to Board members and other organizations; Karen Vecchio and Jeff Yurek are booked to attend. 5. Delegation(s): None 6. Approval of Previous Meeting Minutes: (a) Motion to adopt minutes of April 10th, 2019 Museums Bayham meeting. Moved by Chuck Buchanan, seconded Jeff Robinson to accept minutes. All in Favour. 7. Correspondence 7.1 Receive for Information (a) Curator Report for April and May 2019 (attached) — Motion to receive 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. 7.2 Action Required None Museums Bayham Board Minutes June 12/19 8. Unfinished Business Arising from the Minutes: 8.1 Lighthouse Exterior/Interior Condition — Margaret Underhill reports via email that staff are looking to address the water damage issues on the Lighthouse long term. Chuck Buchanan was present when the Lighthouse was inspected. The findings will be reported to Paul Shipway. A grant has been submitted for assistance in the reparation of the Lighthouse. Repairs are pending grant approval. 9. New Business: 9.1 Receive for information (a) EON update from Chuck; new brochures available. The students have mounted the museum map on the back of the door at the Marine Museum. Chuck reports that the Day Tripper ads for the July/August issue have been submitted. (b) Summer Students — Margaret Underhill reports via email that three students were hired, one is away presently on a school trip, but all are working well. Chuck and Bev report that they covered the Marine Museum while the students attend the EON workshop. (c) Margaret Underhill reports via email that the Museum and Lighthouse are getting more interest from bus groups and school groups this year; one on May 16th first day open and the next tour is June 12th and one on June 14th. (d) Margaret reports via email that plants were placed at the Marine Museum in the two beds by Jennifer and Margaret; more may follow. (e) Margaret reports via email that the Children's Program will again be a collaboration with the Fred Bodsworth Port Burwell Library and will start July 9th and run for 6 weeks. (f) Margaret reports via email that the students will be organizing some Canada Day children's events, as well as, events for Beachfest. (g) Margaret reports via email that the navigation lights in front of the Marine Museum were installed by Ron Bradfield; thanks to Ron for his efforts. He also was installing the flags on the Wheelhouse mast. Museums Bayham Board Minutes June 12/19 10. Finances (budget): 11. Other Business 12. Notice of Next Meeting and Adjournment Next Meeting Date: Wednesday, July 10th, 2019 or at the Call of the Chair The meeting is adjourned at 7:26 p.m. Motion to adjourn made by Chuck Buchanan. All in Favour. Date: Ally Shelly, Secretary Bev Hickey, Chair 3 Curator's Report June 2019 Collections The museum has accepted three donations into the collection —a flag, several photographs, and a pith helmet. They are ready for accessioning, and thank you notes have sent. I continue to save photographs and histories from the Burwell Life Facebook page. We have received two new exhibit cases from the Elgin Heritage Museum. We are waiting for the glass to be delivered, then they can be put to use. They will replace the badly cracked exhibit case housing the Sutherland exhibit, and will impart a very different look to that corner of the museum, as they are tall cases. The students have commenced with accessioning again. The landscaping around the museum has been maturing into a very nice garden. Exhibits and Events June saw numerous events, including the Port Rowan and South Walsingham Historical Society June 12th, a home school group June 14th, and the exhibit opening event on the 15th. When that is added to the opening day bus tour, it has been a very busy start to our season. The opening event for the new exhibit on the 60th anniversary of the St. Lawrence Seaway was held on the 15th. In attendance was the Mayor of Bayham, Ed Ketchabaw, Councillor Susan Chillcott, MP Karen Vecchio, and MPP representative Delany Leitch, along with Margaret Lang, who loaned the commemorative china and sponsored the event. Visitors came and went throughout the afternoon. Bev Hickey came by with his newspaper clipping of his time as a seaman aboard the yacht Britannia as it plied the Great Lakes with the royal couple aboard. The Port Rowan and South Walsingham Historical Society met for a picnic lunch at the park beside the Library, and enjoyed the location immensely. They came to the museum and lighthouse, and had a wonderful time, they said. The home school group came from the London area and numbered over 20 children of all ages. This was my first school group to take the educational program developed two years ago on light and sound, the themes of the grade four science curriculum. It was well received by both parents and children, although a few children found the ship's bell to be a bit loud. The group enjoyed the lighthouse as well, and went to the park by the Library for lunch and again, it was a rousing success. An application was submitted for display at the Provincial Parliamentary Building Toronto. Our application was accepted to display a second time! I completed the research and sent in the text for the exhibit. The artifacts and photographs have been selected as well. The exhibit will be installed in early August and will show the fishing history of Port Burwell. The display will be in place until early December. Curator's Report June 2019 While working at the lighthouse, one of the students reported an infestation of flying insects. There was also a robin that had flown up to the top. While rescuing the robin, I agreed that the insects were too numerous for the lighthouse to remain open. The issue has been attended to. Staff The two students and I were able to, with the help of two of our volunteers and Margaret's able scheduling, work through the period when the third student was attending a course in Italy. Two of the students attended the EON Student Orientation workshop on June 3rd at Annandale NHS. As they were both experienced in accessioning, and last year's instructor was unavailable, I arranged for them to run the accessioning workshop, using reference material and notes from previous workshops. This gave them invaluable experience. The two students also managed the hectic schedule of events on the week of the 10th, when we had three events. They assisted in the tours, programming, and event preparation, including decorating and socializing with guests. As a result of the event, the loaner of the commemorative china asked if I would write a submission for the newsletter of the Monarchist League of Canada on the seaway exhibit and opening event. It has been welcomed by the editor. We have had our first staff meeting of the summer, a practical solution to keep us all aware of the various tasks throughout the summer. All three this summer are led by one of the students, giving them experience in chairing a meeting. I have developed a series of ongoing "to do" lists for the students and they have been assiduously working on it, checking items off as they complete them. On the list for the upcoming month is preparation for the children's activities held on Tuesdays from 1-2 pm, before the Library's program at 2-3 pm, beginning July 91h. Also on the list is general tidying in the storage area and office in order to maximize the space we have, in addition to accessioning and general museum upkeep. 16�,�6z�7T C) L • 1vCr Municipality of Bayham -- -- -+- 2020-2021 Museums_ 2016 _-- 2017 2018 2019 '_ 2019 ! 2020 Actuals Actuals Actuals_ Actuals Budget Budget; Budget 11,000 5,000 100 Revenues , 4550-4110 !Grants & Subsidies _ 18,229 15,883 15,0071 _11,000 11,000 -_ 4550-4130 !Admissions 6,026 6,405 4,999' 1 5,000 5,000 4550-4170 (Children's Programs 90 0 01 1001 100 4550-4120 Sundry 1,2.81 582 475 100j 100 100 4550-4190 (Contribution from Reserves 0 5,839 0 0 0; 0 --Expenditures 25,625 28,708 20,481 16,200 16,2001 16,200 _ -- -- - - - - - - - -' 4550-5100 Salaries & Wages 27,249 _30,441 _3-_5,153; 35,3461 36,053 36,774 4550-5110 Statutory Benefits 1,935 2,0_23 2,328: 3,121; 3,183, 3,247 4550-517_0 Office Supplies _ 431 84; 432 1 1251 1251 125 4550-5190 Children's Programs 4560-5200 iBuilding Renovations �- 52 Or 25 0 0' 01 50 0 50; 50 01 0 _ 4550-5210 ( Utilities 7,206 6,479 _ 6,092 5,074 5,226'_5,383 4550-5240 'Advertising 4550-5245 Marketing 1,655 0 _ 931 0 _ 1,031 _ 0 1,500 0 1,5001 1,500 01 0 4550-5250 Memberships 252 252 202Build 250 _ 2501 250 55 40-5270 Ming Maintenance 4,027 3,162 _ 3,000 3,000 3,_000 4550-5280 Equipment Maintenance 969_ 197 _2,545 0 1,250 _ T25011250 4550-5290 jGrounds Maintenance 3,601 5,853 2,1801 1,950; 1,950 1,95_0 4550-5300 Insurance 2,699 2,902 - 3,053; 3,189 3,348 3,516 4550-5360 jTelephone 1,007' 711 589 990 90 9 990 4550-5340 � Conferences & Seminar_s 0 0 0 50 50 50 -- 4550-535 0 (Travel 0 - O -- 0 - - 50 50 50 4550-5370 1Sundry ---- 157 418' 484 450 4507L::::4;0 4550-5600 Special Project (Curator) 498 276 841 0 0 0 4550-5620 Rental - Edison 0 1,531 0 0 0 0 4550-5610 Special Events 0 24 0 0 0 0 51,350 55,309 54,1731 56,395 57,476 58,585 -25,725 -26,601 -33,693 -40,195' -41,276 -42,385 FUND RAISING- -- -- -- --- - 4550-4180 Fundraising0 6,036 0 0 0 0 4550-4185 Donations 3 049 0 _ 0 1 - 0 0 0 9,085 0 0 0 0 -- - -- --- Expenditures: 1 - -- - _- 4550-5180 Fundraising expense 6,763 0 0!0 0 0 4550-5400 Transfer to Reserves 2,323 0 0 0' 0 0 - - - -- - 9,085 0 0 0 0' 0 - - - --- 0 0 0 0 0 0 28 Mays&// 2019.02.15 8.0 9759 MUNICIPALITY OF BAYHAM 05/15/2019 1:23PM General Ledger Annual Department Budget vs. Actual Comparison Report Fiscal Year Ending: DEC 31,2019 - From Period 1 To Period 5 Ending MAY 31,2019 Previous Year Total Current Year To Date Account Description Actual Budget Actual Total Budget 4550 MUSEUMS BAYHAM Revenue 0.00 01-4550-0000 MUSEUMS BAYHAM 01-4550-4110 Grants & Subsidies 01-4550-4120 Sundry 01-4550-4130 Admissions 01-4550-4170 Children's Programs 01-4550-4180 Fundraising 01-4550-4185 Donations 01-4550-4190 Contributions from Reserves Total Revenue Expense 0.00 01-4550-5100 Salaries & Wages 01-4550-5110 Statutory Benefits 01-4550-5120 Non -Statutory Benefits 01-4550-5170 Supplies 01-4550-5180 Fundraising expense 01-4550-5190 Children's Programs 01-4550-5200 Building Renovations 01-4550-5210 Utilities 01-4550-5240 Advertising 01-4550-5245 Marketing 01-4550-5250 Memberships 01-4550-5270 Building Maintenance 01-4550-5280 Equipment Maintenance 01-4550-5290 Grounds Maintenance 01-4550-5300 Insurance 01-4550-5340 Conferences & Seminars 01-4550-5350 Travel 01-4550-5360 Telephone 01-4550-5370 Sundry 01-4550-5400 Transfer to Reserves 01-4550-5450 Contracted Services 01-4550-5500 Amortization 01-4550-5600 Special Project 01-4550-5605 Special Project - Wages 01-4550-5610 Special Events 01-4550-5620 Rental - Edison Total Expense Dept Excess Revenue Over (Under) Expenditures 0.00 0.00 0.00 0.00 15,006.60 9,000.00 0.00 11,000.00 224.96 100.00 0.00 100.00 4,999.29 5,000.00 0.00 5,000.00 0.00 100.00 0.00 100.00 0.00 0.00 0.00 0.00 250.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20,480.85 14,200.00 0.00 16,200.00 35,153.05 34,653.15 2,468.02 35,346.00 2,327.87 3,060.00 224.84 3,121.00 0.00 0.00 0.00 125.00 432.14 125.00 0.00 125.00 0.00 0.00 0.00 0.00 0.00 50.00 0.00 50.00 0.00 0.00 0.00 0.00 6,092.08 4,926.00 2,535.96 5,074.00 1,030.93 1,500.00 1,131.58 1,500.00 0.00 0.00 0.00 0.00 201.76 250.00 100.00 250.00 2,545.37 3,000.00 843.87 3,000.00 0.00 1,250.00 0.00 1,250.00 2,179.64 1,950.00 0.00 1,950.00 3,053.44 3,039.45 3,173.82 3,189.00 0.00 50.00 0.00 50.00 0.00 50.00 0.00 50.00 589.24 950.00 215.58 990.00 484.23 450.00 116.33 450.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5,820.15 0.00 0.00 0.00 83.70 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 59,993.60 55,303.60 10,810.00 56,520.00 (39,512.75) (41,103.60) (10,810.00) (40,320.00) Page 35