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HomeMy WebLinkAbout08/12/2015 - Museums Bayham MUSEUMS BAYHAM Minutes of August 12, 2015 Meeting Bayham Municipal Office,Straffordville, Ontario Present: Chair-Bev Hickey, Vice Chair- Chuck Buchanan, Secretary- Lynn Acre, Matt Schafer (until 7:45), Susan Start, Albert White, Ron Bradfield, Kimberly Legg, Paul Shipway-Bayham CAO (until 7:30). Regrets: Anna Schafer 1. CALL TO ORDER: Chairman called the meeting to order at 7:00 pm 2. DECLARATION OF PECUNIARY INTEREST: None 3. AGENDA: It was moved by C.Buchanan and seconded by K.Legg that the agenda be approved with additions. Motion Carried. ie.New Business: Acquission of marine artefacts from Captain Dan Hawkins. 4. PRESENTATION: Paul Shipway-CAO: Chairman Hickey welcomed Paul Shipway. P.Shipway began by thanking committee members for their volunteer efforts on this advisory committee. The municipality recently reviewed the policies and procedures of all their Advisory Committees. Copies of the amended Policy will be made available to Museums Bayham members. Members were assured that they do not have to follow the policies "to the letter", but rather the policies are there to fall back on if we ever have a conflict resolution issue. This committee is covered under the municipality's liability insurance but not under WSIB. As per Occupational Health & Safety Policy, we can refuse to do anything that we feel is unsafe. As an Advisory Committee, it is unlikely that we will experience "Pecuniary Interest". Whenever this committee would like a direct answer from council, there is now a separate form to submit, rather than communicating through committee minutes. All agendas and minutes are to be sent to Brenda Gibbons at bgibbonsgbayham.on.ca. Agendas need to be sent to committee members and staff a few days prior to any meeting. Chairman Hickey agreed to submit agendas early. All members will be required to sign an Oath of Confidentiality. B.Gibbons will email Orientation forms to committee members soon. All existing members of this Advisory committee, including our newest member K.Legg, have been appointed by Council for the full term of Council. Any sub-committees of this Advisory committee are not appointed by Council but by us. Museums Bayham Minutes August 12, 2015 -2- 5. DRAFT 2016 BUDGET: Chairman Hickey invited P.Shipway to attend the draft budget discussion which was led by Clerk Lynda Millard. It was noted that there is very little change between the 2015 and 2016 draft budgets. L.Millard will seek clarification in 2015 line items; "Sundry" in the amount of$7,000 and $4,500 under "Building Renovations". It was suggested that these amounts were just incorrectly posted. In answer to our desire to have part time curatorial services, P.Shipway advised that we are not likely to receive any grants for such services and therefore Council is unlikely to justify those costs from the general coffers. He noted that even if we did qualify for CMOG grants, they do not contribute significant funds anyway. Regarding the current storefront location of the Edison Museum, P.Shipway advised that the contract for the building, including utilities, is paid until Dec. 31, 2015. The bulk of our collection remains in the building on Snow Street. In the new year, the storefront artefacts will be returned to Snow Street. L.Millard asked that the committee be prepared to approve the Draft Budget at our September meeting. It was moved by A.White and seconded by C.Buchanan that K.Legg & S.Start be appointed to review the budget in detail prior to our Sept. Meeting and to prepare a financial plan to include a supervisory person to our summer staff. Motion Carried. 6. MINUTES: It was moved by L.Acre and seconded by R.Bradfield that the minutes of the June 10, 2015 meeting be approved as presented. Motion Carried. It was noted that there was no July meeting due to lack of quorum. 7. CORRESPONDENCE: none 8. MATTERS OUT OF THE MINUTES a) 175th Anniversary Celebration of Lighthouse: It was agreed that the parade and all the celebrations were excellent! The Harvard plane flyby was an exceptional treat. Special thanks were extended to S.Start for her organizational skills. b) Grand Opening of Edison Museum 2015 site: A ribbon-cutting ceremony was held on July 4 at the new Plank Road site in Vienna. Chairman Hickey and Mayor Ens took part. c) London Boat & Fishing Show 2016:_ B.Hickey has confirmed that the $30.77 deposit has been sent to secure our booth. Museums Bayham Minutes August 12, 2015 -3- d) Student Reports: It was moved by L.Acre and seconded by A.White that the June and July 2015 Monthly Reports be approved as submitted. Motion Carried. R.Bradfield suggested that the students could also paint the navigational lights by the sidewalk. Members agreed that this year's students are excellent however it was felt that they could excel even more if given more direct supervision. e) Doors Open East Elgin 2015: On July 11 there were 85 adults and 30 children who attended the Marine Museum. At the lighthouse 100 adults and 39 children attended. NEW BUSINESS: a) Aylmer Museum Artefact Offer: The Aylmer Museum has offered us a collection of mortgage posters for sales of properties within Bayham c.1890 — 1910. It was moved by L.Acre and seconded by C.Buchanan that we decline, with thanks, the mortgage posters offered by the Aylmer Museum and that we suggest that these paper artefacts would be better preserved within the Elgin County Archives. Motion Carried. b) Post Card offer from Don Vanstone: It was moved by R.Bradfield and seconded by S.Start that we receive and direct this postcard to the Elgin County Archives for preservation. Motion Carried. c) Marine Artefact Acquission from Captain Dan Hawkins: It was moved by C.Buchanan and seconded by A.White that we accept from Captain Dan Hawkins the following marine artefacts into our collection; laminated heading charts, a 'sand hog' depth finding device and a Loranche direction finder. Motion Carried. 9. NEXT MEETING: Wednesday, September 9, 2015, at 7:00 pm Municipal office 10.ADJOURNMENT: Moved by A.White that the meeting be adjourned at 8:35 pm. Chairman Bev Hickey Secretary Lynn Acre MUSEUMS BAYHAM Minutes of August 12, 2015 Meeting Bayham Municipal Office, Straffordville, Ontario Present: Chair-Bev Hickey, Vice Chair- Chuck Buchanan, Secretary- Lynn Acre, Matt Schafer (until 7:45), Susan Start, Albert White, Ron Bradfield, Kimberly Legg, Paul Shipway-Bayham CAO (until 7:30). Regrets: Anna Schafer 1. CALL TO ORDER: Chairman called the meeting to order at 7:00 pm 2. DECLARATION OF PECUNIARY INTEREST: None 3. AGENDA: It was moved by C.Buchanan and seconded by K.Legg that the agenda be approved with additions. Motion Carried. ie. New Business: Acquission of marine artefacts from Captain Dan Hawkins. 4. PRESENTATION: Paul Shipway-CAO: Chairman Hickey welcomed Paul Shipway. P.Shipway began by thanking committee members for their volunteer efforts on this advisory committee. The municipality recently reviewed the policies and procedures of all their Advisory Committees. Copies of the amended Policy will be made available to Museums Bayham members. Members were assured that they do not have to follow the policies "to the letter", but rather the policies are there to fall back on if we ever have a conflict resolution issue. This committee is covered under the municipality's liability insurance but not under WSIB. As per Occupational Health & Safety Policy, we can refuse to do anything that we feel is unsafe. As an Advisory Committee, it is unlikely that we will experience "Pecuniary Interest". Whenever this committee would like a direct answer from council, there is now a separate form to submit, rather than communicating through committee minutes. All agendas and minutes are to be sent to Brenda Gibbons at bgibbons@a bayham.on.ca. Agendas need to be sent to committee members and staff a few days prior to any meeting. Chairman Hickey agreed to submit agendas early. All members will be required to sign an Oath of Confidentiality. B.Gibbons will email Orientation forms to committee members soon. All existing members of this Advisory committee, including our newest member K.Legg, have been appointed by Council for the full term of Council. Any sub-committees of this Advisory committee are not appointed by Council but by us. Museums Bayham Minutes August 12, 2015 -2- 5. DRAFT 2016 BUDGET: Chairman Hickey invited P.Shipway to attend the draft budget discussion which was led by Clerk Lynda Millard. It was noted that there is very little change between the 2015 and 2016 draft budgets. L.Millard will seek clarification in 2015 line items; "Sundry" in the amount of$7,000 and $4,500 under "Building Renovations". It was suggested that these amounts were just incorrectly posted. In answer to our desire to have part time curatorial services, P.Shipway advised that we are not likely to receive any grants for such services and therefore Council is unlikely to justify those costs from the general coffers. He noted that even if we did qualify for CMOG grants, they do not contribute significant funds anyway. Regarding the current storefront location of the Edison Museum, P.Shipway advised that the contract for the building, including utilities, is paid until Dec. 31, 2015. The bulk of our collection remains in the building on Snow Street. In the new year, the storefront artefacts will be returned to Snow Street. L.Millard asked that the committee be prepared to approve the Draft Budget at our September meeting. It was moved by A.White and seconded by C.Buchanan that K.Legg & S.Start be appointed to review the budget in detail prior to our Sept. Meeting and to prepare a financial plan to include a supervisory person to our summer staff Motion Carried. 6. MINUTES: It was moved by L.Acre and seconded by R.Bradfield that the minutes of the June 10, 2015 meeting be approved as presented. Motion Carried. It was noted that there was no July meeting due to lack of quorum. 7. CORRESPONDENCE: none 8. MATTERS OUT OF THE MINUTES a) 175th Anniversary Celebration of Lighthouse: It was agreed that the parade and all the celebrations were excellent! The Harvard plane flyby was an exceptional treat. Special thanks were extended to S.Start for her organizational skills. b) Grand Opening of Edison Museum 2015 site: A ribbon-cutting ceremony was held on July 4 at the new Plank Road site in Vienna. Chairman Hickey and Mayor Ens took part. c) London Boat & Fishing Show 2016:_ B.Hickey has confirmed that the $30.77 deposit has been sent to secure our booth. Museums Bayham Minutes August 12, 2015 -3- d) Student Reports: It was moved by L.Acre and seconded by A.White that the June and July 2015 Monthly Reports be approved as submitted. Motion Carried. R.Bradfield suggested that the students could also paint the navigational lights by the sidewalk. Members agreed that this year's students are excellent however it was felt that they could excel even more if given more direct supervision. e) Doors Open East Elgin 2015: On July 11 there were 85 adults and 30 children who attended the Marine Museum. At the lighthouse 100 adults and 39 children attended. NEW BUSINESS: a) Aylmer Museum Artefact Offer: The Aylmer Museum has offered us a collection of mortgage posters for sales of properties within Bayham c.1890 — 1910. It was moved by L.Acre and seconded by C.Buchanan that we decline, with thanks, the mortgage posters offered by the Aylmer Museum and that we suggest that these paper artefacts would be better preserved within the Elgin County Archives. Motion Carried. b) Post Card offer from Don Vanstone: It was moved by R.Bradfield and seconded by S.Start that we receive and direct this postcard to the Elgin County Archives for preservation. Motion Carried. c) Marine Artefact Acquission from Captain Dan Hawkins: It was moved by .el I—= C.Buchanan and seconded by A.White that we accept from Captain Dan 5 t'� `1 P' Hawkins the following marine artefacts into our collection; laminated heading charts, a 'sand hog' depth finding device and a Loranche direction Q m finder. Motion Carried. 9. NEXT MEETING: Wednesday, September 9, 2015, at 7:00 pm Municipal office 10.ADJOURNMENT: Moved by A.White that the meeting be adjourned at 8:35 pm. � 1 Chairman Sev MOP' Secretary Lynn Acre