HomeMy WebLinkAbout11/13/2019 - Museums BayhamMUSEUMS BAYHAM BOARD
Agenda
Bayham Municipal Office, Trackless Lounge
56169 Heritage Line, Straffordville, ON
November 13th, 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) Minutes for meeting held September 11, 2019 (attached) - Review and Motion to Adopt
7. Correspondence
7.1 Receive for Information
(a) Attached - Curator's Report October
7.2 Action Required
8. Unfinished Business Arising from the Minutes:
8.1
9. New Business:
9.1 Receive for information
(a) EON October minutes
(b) EON November DRAFT minutes
(c) MB Report 2019-01 — report from MU on the Beyond the Blackboard programming
10. Finances (budget):
(a) 3rd Quarter Year to Date Accounts
11. Other Business
Upcoming Items:
Next Meeting Date: Wednesday, December 11th, 2019 or at the Call of the Chair
12. Adjournment
MUSEUMS BAYHAM BOARD
MINUTES
Bayham Municipal Office, Trackless Lounge
56169 Heritage Line, Straffordville
September 11, 2019, at 7:00 pm
Present: Chair- Bev Hickey Vice Chair- Chuck Buchanan, Albert White, Ally Shelly, Jeff
Robinson
Bayham Staff Resource: Margaret Underhill
Regrets: Matt Schafer
1. Call to Order
Bev Hickey called the meeting to order at 7:01 pm Wednesday September 11, 2019.
2. Disclosure of Pecuniary Interest:
None
3. Review of Items Not on the Agenda
None
4. Announcements:
(a) Curator is away for holidays September 5 — October 4, 2019.
(b) Jeff Robinson shares that the annual Edison Dinner will be held November 9, 2019.
Roast beef dinner catered from Cravings will be served. He has tickets available for
$25.00.
5. Delegation(s):
None
6. Approval of Previous Meeting Minutes:
(a) Draft Minutes for meeting held August 14, 2019 (attached) - Review and Motion to Adopt
Moved by Chuck Buchanan, seconded Albert White to accept minutes. All in Favour.
Museums Bayham Board Minutes September 11/19
2
7. Correspondence
7.1 Receive for Information
(a) Attached - August/September Monthly Report
Motion to accept Student's Report as information. Moved by Chuck Buchanan,
seconded by Jeff Robinson. All in Favour.
(b) Attached - Curator's Report August
Motion to accept Curator's Report as information. Moved by Albert White,
seconded by Chuck Buchanan. All in Favour.
(c) Attached - 2019 Year End Report
Motion to accept the Year End Report as information. Moved by Jeff Robinson,
seconded by Albert White. All in Favour.
7.2 Action Required
None
8. Unfinished Business Arising from the Minutes:
8.1 Lighthouse Exterior/Interior Condition
No further information on the Grant Proposal for the Lighthouse Repair.
9. New Business:
(a) Attached - Email from Ron Bradfield regarding an auction sale at his property — 21
Robinson Street
Members discussed the issue of the sale of Ron Bradfield's property and agree that after
the auction, contact will be made with the new owners to explore options for the artifacts
located on the property.
The items offered by Ron Bradfield for donation to the Marine Museum were discussed
by board members. Members would like to direct staff to thank Ron Bradfield for his
email and decline the offer of artifacts. The Marine Museum is not interested in acquiring
them due to lack of space.
Motion to direct staff to acknowledge and decline offer. Moved by Albert White,
seconded by Jeff Robinson. All in Favour.
9.1 Receive for information
Museums Bayham Board Minutes September 11/19
3
10. Finances (budget):
(a) Admissions totaling $5585.80 as at September 5/19 — Budget Amount is $5000.00. Fall
Tours are still possible.
An additional $200.00 from admissions from the Lighthouse Society Tour can be added.
(b) 3rd Quarter Report will be presented on future Agenda
11. Other Business
Upcoming Items:
(a) Museum and Lighthouse are closed for the Season — Off-season tours available by
calling the municipal office.
(b) Sept. 11 — US Lighthouse Society Tour arrive approx. 2:15 pm 41 attendees.
Bev Hickey thanks Chuck, Albert and Margaret who assisted with the tour.
Margaret reports that the group arrived at 3:30 with 38 guests, 2 tour guides and the bus
driver, totalling 41 visitors. The group was very pleased with the tours, Margaret found
a stamp so they could stamp their Lighthouse passports, thanked them on behalf of the
municipality and invited them to return.
Next Meeting Date: Wednesday, October 9th, 2019 or at the Call of the Chair
12. Adjournment
The meeting is adjourned at 7:33 p.m.
Motion to adjourn made by Albert White. All in Favour.
Date:
Ally Shelly, Secretary
Bev Hickey, Chair
Curator's Report October 2019
Collections
The Seaway exhibit has been cleared away. The china has been packed up ready to be returned
to the Elgin Military Museum and the photo album and maps loaned by Susan Start have been
picked up. The cargo portion of the exhibit has been dismantled. The iron springs will be picked
up by Tysha next spring and the salt has been returned. All our artifacts have been put away
and the welcome wall has been cleared. I have painted the backboards and touched up the
welcome wall and they are ready for next year's exhibit.
Exhibits and Events
I continue to search in our files for material for next year's exhibit, Beach Life in Port Burwell. I
am looking for items to be loaned for the exhibit, particularly items used on the beach, such as
blankets, chairs, toys, and food utensils.
Staff
At the October EON meeting I attended, there was a presentation by guest speaker Steve
Mavers from Museum London on "Beyond The Blackboard" (BTB), the museum educational
programming group in London. There seemed to be a benefit to learning more about them so I
attended their meeting at the Ontario Archaeological Museum in London. I learned what the
other member museums were doing and how we might benefit from being part of this group.
They have an education poster they will be sending out in the new year and while we wouldn't
be on it, once we joined we would be able to be in their electronic information package. Also,
the educational programming group has already supplied me with information that could assist
in attracting school groups.
I worked on our education brochure, researched on the lighthouse passport that is part of an
American organization on lighthouses, and asked to be put on the website that lists lighthouses
to visit.
I went to the Girl Guides website to see if our program could fit with any of their badges and
discovered that they have totally revamped their badge program. This was further clarified at
the BTB meeting. I will discuss with one of the other members who is a Girl Guide leader how
we can offer something to them and other youth groups.
Elgin Oxford Network of Curators and Directors
EON Meeting — October 10, 2019 — 9:30 am
Annandale National Historic Site — 30 Tillson Avenue, Tillsonburg
Present: Chuck Buchanan (Museums Bayham and Port Burwell Historical Society); Mike Baker (Elgin
County Museum); Jennifer Beauchamp (Port Burwell Marine Museum and Ingersoll Cheese & Agriculture
Museum); Scott Gillies (Ingersoll Museum); Rosaland Robinson (Burford Township Historical Society &
Museum); Lynda Millard (Bayham Historical Society); Stephanie Radu (Beachville District Museum);
Matthew Lloyd (Norwich and District Museum); Patricia Phelps (Annandale NHS); Derek Ethier (Ministry
of Tourism, Culture, and Sport); Megan Lockhart (Oxford County Archives); Amanda VandenWyngaert
(Aylmer-Malahide Museum & Archives)
1. Call to Order and Introductions
Meeting called to order by chair Mike Baker at 9:37 am.
2. Adoption of the Agenda
Motion 2019-16: Moved by Amanda VandenWyngaert and seconded by Mike Baker to
accept the agenda of the October 10, 2019 meeting with the following addition: 9.1 OMA
Network Update
Carried.
3. Guest Speaker: Steve Mavers
Steve Mavers, the Curator of Education at Museum London and a member of Beyond the
Blackboard, a London -region museum educators' group, was present as a guest speaker.
He identified one of the primary goals of the Beyond the Blackboard network as the
promotion of school programming to teachers and principals, using brochures, posters,
bookmarks, a banner, pencils, social media, and a website. They also focus on
professional development and as a means to collectively discuss common issues and
problem solve. He presented on his experiences and on how to promote educational
programming. He advised members of the importance of connecting with the learning
coordinators and being open to the ideas and suggestions that teachers have. He noted
that in order to deliver successful educational programming it is important to identify
barriers (financial, physical, etc.), train the staff and volunteers the delivering the
program, and to have curriculum -based programming.
4. Adoption of the Minutes from April 4, 2019
Motion 2019-17: Moved by Patricia Phelps and seconded by Lynda Millard to accept the
minutes of the April 4, 2019 meeting as presented.
Carried.
5. Business Arising from the Minutes
5.1 Student Workshop Report
Jennifer Beauchamp reported that they had about 12 participants at the EON
Student Workshop on June 3, 2019 at Annandale NHS. Two previous students led
the course on accessioning and the students seemed to respond well to their peers.
Scott Gillies spoke on Customer Service and there was a Resume Workshop. A
representative from Tourism Oxford was also present.
Elgin Oxford Network of Curators and Directors
5.2 Map Guide Update
Mike Baker reported that the Map Guides have been distributed to the sites
participating. There was positive discussion regarding the effectiveness and
reception of the new guide. Chuck Buchanan reported that the printing of the
guides totaled $3,827.99, which has been paid. Sites are to report on their stock at
the beginning of the next season to determine who needs more guides to
distribute.
6. Financial Report
Treasurer Chuck Buchanan reported that the balance of the EON General Account is
$1,276.92. He noted that the EON joint advertisement in Daytripping was successful, and
that he was able to collect all but one payment before the invoice was due.
Motion 2019-18: moved by Chuck Buchanan and seconded by Scott Gillies to accept the
financial report as presented.
Carried.
7. Ministry of Culture Updates
Derek Ethier reported that there is a capital grant available called the Investing in Canada
Infrastructure Program. The program is a cost -shared infrastructure program. More
information can be found on the Grants Ontario Website, under Available Funding select
Investing in Canada Infrastructure Program: Community, Culture and Recreation
Stream. He also reported that there is a webinar next Tuesday regarding the grant. Any
additional questions regarding the grant or application can be directed to our Regional
Advisors.
8. Project Reports
8.1 Education Brochure
In previous years the EON sites educational programs were compiled into a
booklet The Bus Stops Here, that was sent out schools and teachers in an effort to
make them aware of the programs available at the EON sites. Discussion was held
about if there is interest in doing this kind of project again. Mike Baker will
contact the learning coordinator for direction and suggestions about how to
proceed.
9. New Business
9.1 OMA Network Update
Mike Baker reported that there is a new initiative to recognize those retiring
between October 2018 and October 2019 at the annual OMA Awards Gala.
The OMA released a survey trying to determine the need of CMOG for the sites
receiving it. Any members willing and able to release their budget are encouraged
to send it to Mike Baker along with a short report on what the loss of CMOG
would mean for their organization. The information collected will be used to try
to validate the importance and need for the program.
Elgin Oxford Network of Curators and Directors
10. Roundtable/Announcements
11. Adjournment
Motion 2019-19: That the October 10, 2019 EON Meeting adjourn at 12:57 pm. Moved by
Mike Baker.
Carried.
Next Meeting: November 7, 2019 at Annandale National Historic Site
Elgin Oxford Network of Curators and Directors
EON Meeting — November 7, 2019 — 9:30 am
Annandale National Historic Site — 30 Tillson Avenue, Tillsonburg
Present: Chuck Buchanan (Museums Bayham and Port Burwell Historical Society); Mike Baker (Elgin
County Museum); Jennifer Beauchamp (Port Burwell Marine Museum and Ingersoll Cheese & Agriculture
Museum); Scott Gillies (Ingersoll Museum); Lynda Millard (Bayham Historical Society); Stephanie Radu
(Beachville District Museum); Matthew Lloyd (Norwich and District Museum); Patricia Phelps (Annandale
NHS); Michelle Christmann (Gay Lea Dairy Museum); Megan Lockhart (Oxford County Archives); Peggy
Crosby (Princeton Museum); Amanda VandenWyngaert (Aylmer-Malahide Museum & Archives)
1. Call to Order and Introductions
Meeting called to order by chair Mike Baker at 9:47 am.
2. Adoption of the Agenda
Motion 2019-20: Moved by Chuck Buchanan and seconded by Stephanie Radu to accept
the agenda of the November 7, 2019 meeting as presented.
Carried.
3. Adoption of the Minutes from Previous Meeting
Motion 2019-21: Moved by Megan Lockhart and seconded by Michelle Christmann to
accept the minutes of the October 10, 2019 meeting as presented.
Carried.
4. Business Arising from the Minutes
There was no business arising from the minutes.
5. Financial Report
Treasurer Chuck Buchanan reported that the balance of the EON General Account is
$1,274.42. He noted that the only entry since the previous meeting was a bank charge of
$2.50.
Motion 2019-22: moved by Chuck Buchanan and seconded by Matthew Lloyd to accept
the financial report as presented.
Carried.
6. Ministry Updates
There was no Ministry Representative present.
Scott Gillies noted that the Ministry of Tourism, Culture and Sport was renamed the
Ministry of Heritage, Sport, Tourism and Culture Industries. It was also detennined that
no one present had heard a decision regarding their CMOG application. Any members
willing and able to release their expenses and budget are encouraged to send the
information to Mike Baker. The information collected will be used to try to validate the
importance and need for CMOG funding.
Elgin Oxford Network of Curators and Directors
7. OMA Network Update
Mike Baker reported on his meeting with the Ontario Regional Museum Networks
(RMNs). The group is researching the possibility of receiving or utilizing interns within
the RMNs. The RMNs are considering ways to assist individual museums with
fundraising. There is a concern regarding knowledge loss and succession planning within
museums, especially those that are primarily volunteer run. The RMNs may be able to
help coordinate with local tourism authorities.
CMOG funding by network was also considered. He reported that on average sites are
receiving half of what they are eligible to receive. He noted that our network is receiving
a combined $49,000 and $253,000 would be full funding. Scott Gillies suggested that
sites should reach out to their local councillors and elected officials to report how under
funded museums are and indicate that there is a need to relay this information to Ministry
Representatives. Mike Baker will contact Marie at the OMA to see if there is a document
with this information compiled that we can disseminate.
8. Project Reports
8.1 Education Brochure
Mike Baker reported that he contacted Kristen Demaiter, the Learning
Coordinator in the Thames Valley District School Board and invited her to a
future EON Meeting. He inquired about the best way to package our educational
programming information. She stated that she will share our information
electronically and may be able to put a condensed brochure in staff rooms. She
noted that staff are currently holding off on booking educational programs
because of a potential strike. Sites are encouraged to send their educational
programming information, including curriculum ties and costing, to Michelle
Christmann at mchristmaniiL(r gayleafoods.com. A draft will be considered at the
next meeting.
Jennifer Beauchamp attended the Beyond the Blackboard Meeting and reported
that the consensus is there is a decrease in bookings at many sites because of the
potential strike. She also reported that there does not seem to be a Learning
Coordinator for the London District Catholic School Board. There was discussion
about the benefit of having an EON representative as a member of the Beyond the
Blackboard network and Jennifer Beauchamp expressed a willingness to serve as
the representative.
Motion 2019-23: moved by Michelle Christmann and seconded by Peggy Crosby
that EON pay the $50 membership for Jennifer Beauchamp to join the Beyond the
Blackboard Network as the EON representative.
Carried.
Elgin Oxford Network of Curators and Directors
9. New Business
9.1 2020 EON Meeting Schedule
The preliminary 2020 EON Meeting Schedule was discussed and set as:
February 13, 2020
April 9, 2020
All meetings will take place at 9:30 am at Annandale National Historic Site. The
Annual General Meeting will occur at the first meeting of the year. The date of
the Student Workshop has yet to be set.
10. Roundtable/Announcements
11. Adjournment
Motion 2019-24: That the November 7, 2019 EON Meeting adjourn at 11:58 am. Moved by
Scott Gillies.
Carried.
Next Meeting: February 13, 2020 at Annandale National Historic Site
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REPORT
MUSEUMS BAYHAM
TO: Museums Bayham Members
FROM: Margaret Underhill, Staff Resource
DATE: November 12, 2019
REPORT: 2019-01
SUBJECT: Beyond the Blackboard (BTB)
BACKGROUND
An opportunity to join a network organization providing connections to the school boards for
outside the classroom learning has presented itself through a presentation made at the EON
meeting held in October.
DISCUSSION
As noted in the Curator's Report October 2019, after the presentation made at the EON
meeting, Jennifer Beauchamp attended a meeting of "Beyond the Blackboard", museum
educational programming group, in London in order to learn more of the benefits.
The cost is $50 a year to be part of it and they connect to the school boards in the London and
surrounding area. Staff are thinking that being a part of their group would be beneficial in
advertising to bring more groups to the Museums and Lighthouse during the school year. The
uncertainty as this point is how the teachers' strike may affect the future learning outside the
classroom.
EON has approved the cost to join the network and appointed Jennifer to be the EON
representative for 2020. Staff would recommend Museums Bayham joining the group for 2020.
RECOMMENDATION
THAT the Museums Bayham Board approve the expenditure of $50 membership fee for
Museums Bayham to join the "Beyond the Blackboard" Network as a member for the 2020 year.
Respectfully S bmitted by.
Margaret Underhill, Museums Bayham Staff Resource
2019.08.15 8.0 9759 MUNICIPALITY OF BAYHAM 11/08/2019 12:25PM
General Ledger
Annual Department Budget vs. Actual Comparison Report
Fiscal Year Ending: DEC 31,2019 - From Period 1 To Period 11 Ending NOV 30,2019
Previous Year Total Current Year To Date
Account Description Actual Budget Actual Budget Budget Pct Used Total Budget
Fund: 01 General
Category: 4???
4550 MUSEUMS BAYHAM
Revenue
01-4550-0000
MUSEUMS BAYHAM
0.00
0.00
0.00
0.00
0.00
0.00
01-4550-4110
Grants & Subsidies
15,006.60
9,000.00
18,375.14
10,083.33
167.05
11,000.00
01-4550-4120
Sundry
224.96
100.00
2,136.44
91.67
2,136.44
100.00
01-4550-4130
Admissions
4,999.29
5,000.00
5,737.80
4,583.33
114.76
5,000.00
01-4550-4170
Children's Programs
0.00
100.00
0.00
91.67
0.00
100.00
01-4550-4180
Fundraising
0.00
0.00
48.00
0.00
0.00
0.00
01-4550-4185
Donations
250.00
0.00
0.00
0.00
0.00
0.00
01-4550-4190
Contributions from Reserves
0.00
0.00
0.00
0.00
0.00
0.00
Total Revenue
20,480.85
14,200.00
26,297.38
14,850.00
162.33
16,200.00
Expense
01-4550-5100
Salaries & Wages
35,153.05
34,653.15
30,467.25
32,400.50
86.20
35,346.00
01-4550-5110
Statutory Benefits
2,327.87
3,060.00
2,317.40
2,860.92
74.25
3,121.00
01-4550-5120
Non -Statutory Benefits
0.00
0.00
0.00
114.58
0.00
125.00
01-4550-5170
Supplies
432.14
125.00
65.79
114.58
52.63
125.00
01-4550-5180
Fundraising expense
0.00
0.00
0.00
0.00
0.00
0.00
01-4550-5190
Children's Programs
0.00
50.00
19.59
45.83
39.18
50.00
01-4550-5210
Utilities
6,092.08
4,926.00
4,850.31
4,651.17
95.59
5,074.00
01-4550-5240
Advertising
1,030.93
1,500.00
1,335.10
1,375.00
89.01
1,500.00
01-4550-5245
Marketing
0.00
0.00
0.00
0.00
0.00
0.00
01-4550-5250
Memberships
201.76
250.00
200.00
229.17
80.00
250.00
01-4550-5270
Building Maintenance
2,545.37
3,000.00
8,009.80
2,750.00
266.99
3,000.00
01-4550-5280
Equipment Maintenance
0.00
1,250.00
0.00
1,145.83
0.00
1,250.00
01-4550-5290
Grounds Maintenance
2,179.64
1,950.00
2,741.35
1,787.50
140.58
1,950.00
01-4550-5300
Insurance
3,053.44
3,039.45
3,173.82
2,923.25
99.52
3,189.00
01-4550-5340
Conferences & Seminars
0.00
50.00
0.00
45.83
0.00
50.00
01-4550-5350
Travel
0.00
50.00
0.00
45.83
0.00
50.00
01-4550-5360
Telephone
589.24
950.00
538.98
907.50
54.44
990.00
01-4550-5370
Sundry
484.23
450.00
282.24
412.50
62.72
450.00
01-4550-5400
Transfer to Reserves
0.00
0.00
0.00
0.00
0.00
0.00
01-4550-5500
Amortization
5,820.15
0.00
0.00
0.00
0.00
0.00
01-4550-5600
Special Project
83.70
0.00
247.87
0.00
0.00
0.00
Total Expense
59,993.60
55,303.60
54,249.50
51,809.99
95.98
56,520.00
Dept Excess Revenue Over (Under) Expenditures
(39,512.75)
(41,103.60)
(27,952.12)
(36,959.99)
69.33
(40,320.00)
Category Excess Revenue Over (Under) Expenditures
(39,512.75)
(41,103.60)
(27,952.12)
(36,959.99)
69.33
(40,320.00)
Page 1
2019.08.15 8.0 9759 MUNICIPALITY OF BAYHAM 11/08/2019 12:25PM
General Ledger
Annual Department Budget vs. Actual Comparison Report
Fiscal Year Ending: DEC 31,2019 - From Period 1 To Period 11 Ending NOV 30,2019
Previous Year Total Current Year To Date
Account Description Actual Budget Actual Budget Budget Pct Used Total Budget
REPORT SUMMARY
01-4550 MUSEUMS BAYHAM
20,480.85
14,200.00
26,297.38
14,850.00
162.33
16,200.00
Fund 01 Total Revenue
20,480.85
14,200.00
26,297.38
14,850.00
162.33
16,200.00
01-4550 MUSEUMS BAYHAM
59,993.60
55,303.60
54,249.50
51,809.99
95.98
56,520.00
Fund 01 Total Expenditure
59,993.60
55,303.60
54,249.50
51,809.99
95.98
56,520.00
Fund 01 Excess Revenue Over (Under) Expenditures
(39,512.75)
(41,103.60)
(27,952.12)
(36,959.99)
69.33
(40,320.00)
Report Total Revenue
20,480.85
14,200.00
26,297.38
14,850.00
162.33
16,200.00
Report Total Expenditure
59,993.60
55,303.60
54,249.50
51,809.99
95.98
56,520.00
Report Excess Revenue Over (Under) Expenditures
(39,512.75)
(41,103.60)
(27,952.12)
(36,959.99)
69.33
(40,320.00)
Page 2