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.