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HomeMy WebLinkAboutJuly 19, 2023 - Museum Advisory CommitteeTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE AGENDA MARINE MUSEUM 20 Pitt Street, Port Burwell, ON Wednesday, July 19, 2023 5:00 p.m. 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. DELEGATIONS 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Minutes of the Museum Advisory Committee Meeting held May 17, 2023 5. MATTERS OF BUSINESS A. Memo MAC-05/23 re Museum Tour B. Curator Monthly Reports C. Student Monthly Reports D. Memo MAC-06/23 re Capital Budget E. Memo MAC-07/23 re Lighthouse Funding 6. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Wednesday, May 17, 2023 5:00 p.m. PRESENT: CHAIR SUSAN CHILCOTT COMMITTEE MEMBERS ROY SULLIVAN JEAN-ANN BARANIK ROBERT PONZIO (arrived at 5:11 pm) ABSENT: RON BRADFIELD STAFF ATTENDANCE: PLANNING COORDINATOR|DEPUTY CLERK MARGARET UNDERHILL DEPUTY CLERK MEAGAN ELLIOTT 1. CALL TO ORDER Committee Chair Chilcott called the meeting to order at 5:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. DELEGATIONS 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) 5. MATTERS OF BUSINESS A. Memo MAC-01/23 re Museum Advisory Committee Documents Moved by: Committee Member Baranik Seconded by: Committee Member Sullivan THAT Memo MAC-01/23 re Museum Advisory Committee Documents be received for information; AND THAT the Municipality of Bayham’s Procedural By-law No. 2023-021 be adopted as the Procedural By-law for the Museum Advisory Committee for the 2022-2026 term. CARRIED B. Memo MAC-02/23 re Museum Advisory Committee Schedule Moved by: Committee Member Sullivan Seconded by: Committee Member Baranik MAC Minutes May 17, 2023 2 THAT Memo MAC-02/23 re Museum Advisory Committee Meeting Schedule be received for information; AND THAT the following meeting dates be the Regular Meetings for the Museum Advisory Committee for 2023:  Wednesday, July 19, 2023 at 5:00 pm (Museum)  Wednesday, October 18, 2023 at 5:00 pm (Trackless) AND THAT the first meeting of 2024 be scheduled at the October 18, 2023 meeting. CARRIED C. Curator Monthly Reports Moved by: Committee Member Sullivan Seconded by: Committee Member Baranik THAT the Curator Monthly Reports be received for information. CARRIED D. Memo MAC-03/23 re Port Burwell Lighthouse Update Moved by: Committee Member Baranik Seconded by: Committee Member Ponzio THAT Memo MAC-03/23 re Port Burwell Lighthouse Update be received for information. CARRIED E. Memo MAC-04/23 re Summer Students & Activities Moved by: Committee Member Sullivan Seconded by: Committee Member Ponzio THAT Memo MAC-04/23 regarding the Summer Students and Activities is received for information. CARRIED F. 2022 Season End Visitor’s Record Moved by: Committee Member Ponzio Seconded by: Committee Member Baranik THAT the 2022 Season End Visitor’s Record be received for information. CARRIED MAC Minutes May 17, 2023 3 6. ADJOURNMENT Moved by: Committee Member Baranik Seconded by: Committee Member Sullivan THAT the Museum Advisory Committee Meeting be adjourned at 5:28 p.m. CARRIED CHAIR DEPUTY CLERK MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill DATE: July 19, 2023 MEMO: MAC-05/23 SUBJECT: MUSEUM TOUR BACKGROUND The Museum Advisory Committee set their meeting dates for 2023 at the May 18, 2023 meeting with noting the July meeting would be at the Marine Museum. DISCUSSION The Museum Advisory Committee will tour the Museum with staff. RECOMMENDATION THAT Memo MAC-05/23 re Museum Tour be received for information. Curator’s Report May 2023 Collections The museum was prepared for opening on the 19th and the two summer students started on the 15th. Visitors have already commented on the Lighthouse being closed and were eager to learn how weathering has affected it. Exhibits and Events The new summer exhibit, “The Eternal Battle: Erosion and Weathering on the Shores of Lake Erie”, was completed. The two large display panels from the lighthouse were stripped of their contents and placed in a binder so they can be seen by visitors. A tourist information nook has been created to compensate for the loss of the Lighthouse. A visit by the Port Burwell Public School is planned again for this year, and the children will be introduced to the summer exhibit, and erosion of the shores and weathering of the Lighthouse will be discussed. A special guest will involve the students in rope making, and a craft will be undertaken. Staff The students have worked to prepare for opening, assisted on the summer exhibit, read researched material and background information on museum exhibits, both permanent and seasonal. They will attend the EON student workshop at Annandale House on June 5th. I attended a Beyond The Blackboard Zoom meeting, and the group continues to search out avenues for school visits, educational programs, and mutual support. Curator’s Report June 2023 Collections The lifeboat was uncovered. It is deteriorating and there are concerns that it may become too badly damaged to save. However, it is too big to bring inside and possibly too fragile at this point. I would welcome suggestions for its future. Work on collections management has begun, with checking that accessioned artifacts have accompanying photos and that all items out on exhibit are accessioned. Exhibits and Events The visit by the Port Burwell Public School went as planned, with the whole school (100) attending in one hectic day. The special guest, Chris Beacham involved the students in rope making, and was enjoyed by all. The craft was to make a sandy habitat for a small paper lighthouse in a plastic container with a lid, and the children seemed very pleased with that as well. Preparations were made for the Canada Day activity on the lawn. Taking advantage of the Harvards’ flypast to take place after the parade, we are offering Harvard-shaped windsocks as a craft. We began preparations for the Tuesday afternoon children’s program, with advertising, activity planning, and checking our supplies. Staff The students attended the EON student workshop at Annandale House on June 5th and met other museums’ students while learning some valuable skills for their job. I attended a Beyond The Blackboard Zoom meeting, and the group continues to search out avenues for school visits, educational programs, and mutual support. The students had a tour of the sub and returned well impressed. May/June 2023 Student Monthly Report - Port Burwell Marine Museum Projects Completed:  Port Burwell Public School o Planned multiple visits with the classes of the Port Burwell Public School o Guided tours with age-appropriate learning for each separate class o Led craft exercises with the different age groups o Informed children of local history, lighthouse issues, and had a rope making display  Canada Day o Planned a craft activity for kids on Canada Day (mock Harvards) o Gathering and organization of craft supplies and awnings for shade o Had 80 people young and old visit the stall and the museum’s interior, busiest day of the year thus far  New Erosion and Weathering exhibit o Selected relevant photographs for exhibit, printed and laminated them alongside information cards o Painted new entrance wall display with eroding Cliffside opposite large wave o Put exhibit together on blackboard, removed old lighthouse display from case o Scanned lighthouse reconstruction photos, added them into binder as part of exhibit o Shifted layout of museum to allow exhibit, moved glass display cases and table Current Projects:  Accessioning, cataloguing, and storage system o Re-doing incomplete permanent collection cards with updated and accurate information o Ensuring all items on cards have accession numbers/tags, and all items have cards if they’re accessioned o Reorganizing storage system, clearing out old/unused supplies, cleaning back room  Children’s’ Summer Program o Brainstormed crafts and activities for all 6 weeks we offer the children’s summer program o Edited and printed parental information forms and advertisements for Port Burwell Future Projects:  Completion of InMagic database o Extensive photography of artifacts required o Donor names and missing info  Summer Kids’ Program o Continue to lead arts & crafts sessions o Develop new educational material o Potentially involve excursions and outside activities for kids  Prepare photo album commemorating Beach Fest “Tub” Crossing Visitor Numbers & Admissions May June Note: 150 Adults, 63 Children June 2023 Visitors and Admissions Visitors Admissions June 1st 0 0 June 2nd 2 6 June 3rd 25 54 June 4th 5 11 June 5th 4 12 June 6th 7 21 June 7th 8 17 June 8th 8 24 June 9th 14 22 June 10th 21 34 June 11th 6 9 June 12th 4 8 June 13th 0 0 June 14th 3 9 June 15th 5 8 June 16th 3 8 June 17th 7 21 June 18th 20 36 June 19th 2 6 June 20th 12 33 June 21st 2 6 June 22nd 6 14 June 23rd 0 0 June 24th 23 58 June 25th 4 11 June 26th 8 20 June 27th 4 12 June 28th 4 8 June 29th 0 0 June 30th 6 18 Total: 213 486 Number of Guests (May) Visitors (total)5 16 4 1 1 2 8 6 7 66 55 Adults, 11 Children 16 MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: July 19, 2023 MEMO: MAC-06/23 SUBJECT: 2024-2033 PORT BURWELL MARINE MUSEUM AND LIGHTHOUSE CAPITAL ITEMS BACKGROUND Every Q4, Council considers and approves a Capital Budget and 10-year Capital Plan. These items constitute a major policy document for the Municipality, which guides core and non-core infrastructure and similar investment within the 10-year time horizon ensure renew or expand municipal assets for the betterment of the community. The Draft Capital Budget is published on the Municipal website for public consumption in August. Staff generally allocate time in July and August to compile the Draft for publication. At its December 13, 2022 Special Meeting, Council received Report TR-18/22 re 2023-2032 Capital Budget – Draft and passed the following motion, in part: Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report TR-18/22 re 2023-2032 Capital Budget - Draft be received for information; … AND THAT the 2023-2032 Capital Budget – Draft be amended as discussed and approved in principle. The approved-in-principle Capital Budget contained two capital projects applicable to the Port Burwell Marine Museum as outlined below. FA-07 – Marine Museum Accessible Washrooms & Entrance – $30,000 FA-08 – Port Burwell Lighthouse - $225,000 MAC-06/23 Facilities Capital Budget 2 DISCUSSION In preparation for the 2024-2033 Capital Budget, staff have commenced preliminary internal discussions regarding Museum and Lighthouse capital needs over the 10-year term of the Budget. When these discussions take place, Capital Items are sometimes altered in the budget to recognize adjusted priorities and/or costs for Council to formally consider. Below is a general definition that can be used to assist in determining whether an expenditure is of a capital or operating nature: Capital - Criteria $5,000 AND meets one of the following criteria;  the replacement or overhaul of an asset or major component that will extend the useful life of the asset - example replacing a tile roof with a steel roof or inserting a culvert liner into a culvert;  the expenditure results in an increase in the service quality of the asset – example installing air conditioning;  the expenditure results in an increase in the capacity of the asset – example an addition to a building or the addition of a lane to a roadway; and  the efficiency of the asset is increased or associated operating costs are lowered – examples include replacing existing lighting with energy saving lighting or replacing a furnace with a high efficiency furnace thereby decreasing future operating costs Expense (Repairs & Maintenance) - Criteria The following expenditures should be classified as ‘Expenses’;  repairs & maintenance expenditures – which are costs to keep the condition of an asset at its expected operating standard; and  expenditures that do not increase the useful life of the asset, service capacity or quality of output Examples of Expenses are:  regular maintenance activities prescribed by the manufacturer would normally be required to ensure that the asset is able to provide service at a level and quality as originally intended (i.e. lubrication of motor and compressors, replacement of filters) or as required by the product warranty.  repairs to restore assets damaged by fire, flood, accidents or similar events, to the condition just prior to the event.  routine maintenance and expenditures, such as repainting, cleaning and replacing minor parts. The Museum is requiring an upgrade to the washroom and entrance to meet accessibility standards by 2025. The Municipality submitted an application to the Enabling Accessibility Fund (EAF) for the accessible entrance and washroom in the amount of $48,500 in October 2022, however, the Municipality was unsuccessful. In light of this, the capital amount noted presently in the 2024 budget is a placeholder in the amount of $30,000. Being mindful of the required engineering costs and expected inflation, the MAC-06/23 Facilities Capital Budget 3 revised amount would be $60,000 for the Museum Accessible Washrooms and Entrance renovations. This is the only capital item noted in the budget for 2024-2033. Additionally, the Municipality is looking at a comprehensive Port Burwell Lighthouse restoration as a consideration for 2025 Capital Expenditure, the extent of which is yet to be determined by an engineering report to Council. This item follows from the identified significant structural issues with the Lighthouse and 2023 stabilization efforts. The following Capital Item Sheets are attached in Draft format for Committee review. FA-07 – MM Accessible Washrooms and Entrance – $60,000  2024 project with a $30,000 cost increase (engineering and inflation) FA-08 – Lighthouse Restoration – $500,000  2025 project increased by $275,000 (estimated engineering, construction, labour – subject to change) The recommendation is to receive this Memo for information. However, should the Committee wish to make recommendations on Capital Items not previously referred to Council, the Committee may do so. ATTACHMENTS 1. Draft Capital Items (Facilities) – 2024 Capital Budget 2. FA-07 Capital Info Sheet 3. FS-08 Capital Info Sheet RECOMMENDATION THAT Memo MAC-06/23 re 2024-2033 Port Burwell Marine Museum and Lighthouse Capital Items be received for information. FA-07 X X $60,000 Year 4 Year 7 $0 $0 Year 5 Year 8 $0 $0 Year 6 Year 9 $0 Capital Budget - Financing Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $60,000 $0 $0 $0 $0 $0 $0 $60,000 $0 $0 $0 $0 $0 $0 Other Reserves Total Expected Useful Life of the Asset (Years)20 Capital Budget - Total Project Cost Tax Levy Development Charges Grants Year 1 Year 2 Year 3 $60,000 $0 $0 $0 Description Renovate the Marine Museum Washroom & Entrance Service Enhancement Accessibility Improvement Other Energy - Environmental Sustainability Efficiency & Effectiveness Asset Replacement Municipality of Bayham Capital Information Sheet Growth Related Need Health & Safety Issue Capital Project Priority Marine Museum Accessible Washroom & EntranceCapital Project Item: Department: Year: Capital Item No. Facilities 2024 FA-08 X X X $500,000 Year 4 Year 7 $0 $0 Year 5 Year 8 $0 $0 Year 6 Year 9 $0 Capital Budget - Financing Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $500,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $500,000 $0 $0 $0 $0 $0 $0 Municipality of Bayham Capital Information Sheet Growth Related Need Health & Safety Issue Capital Project Priority Port Burwell LighthouseCapital Project Item: Department: Year: Capital Item No. Facilities 2025 Description Restoration - structural, foundation, exterior Service Enhancement Accessibility Improvement Other Energy - Environmental Sustainability Efficiency & Effectiveness Asset Replacement Capital Budget - Total Project Cost Tax Levy Development Charges Grants Year 1 Year 2 Year 3 $500,000 $0 $0 $0 Other Reserves Total Expected Useful Life of the Asset (Years)40 MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill DATE: July 19, 2023 MEMO: MAC-07/23 SUBJECT: LIGHTHOUSE FUNDING BACKGROUND The Museum Advisory Committee (MAC) received Memo MAC-03/23 re Lighthouse at the May 17, 2023 MAC Meeting which included previous reports to Council on information about stabilizing the Port Burwell Lighthouse. DISCUSSION The MAC has expressed interest to further discuss recommendations to Council on a fundraising strategy to restore the Port Burwell Lighthouse. RECOMMENDATION THAT Memo MAC-07/23 re Lighthouse Funding be received for information; AND THAT the MAC provide a recommendation to Council on a fundraising strategy to restore the Port Burwell Lighthouse.