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HomeMy WebLinkAboutJanuary 17, 2024 - Museum Advisory CommitteeTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, January 17, 2024 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 October 18, 2023 5. MATTERS OF BUSINESS A. Curator Monthly Reports: September – December 2023 B. Lifeboat Move C. Memo MAC-01/24 re Museum Summer Students D. Memo MAC-02/24 re Museum & Lighthouse Financial Information / Operating Budget E. Memo MAC-03/24 re 2024 Meeting Schedule 6. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, October 18, 2023 5:00 p.m. PRESENT: CHAIR SUSAN CHILCOTT COMMITTEE MEMBERS ROY SULLIVAN RON BRADFIELD ABSENT: ROBERT PONZIO JEAN-ANN BARANIK STAFF ATTENDANCE: PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL CLERK MEAGAN ELLIOTT CURATOR JENNIFER BEAUCHAMP 1. CALL TO ORDER Committee Chair Chilcott called the meeting to order at 5:02 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) A. Minutes of the Museum Advisory Committee Meeting held July 19, 2023 Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield THAT the minutes of the Museum Advisory Committee Meeting held July 19, 2023 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Curator Monthly Reports – July and August 2023 Moved by: Committee Member Bradfield Seconded by: Committee Member Sullivan 2 THAT the Curator Monthly Reports – July and August 2023 be received for information. CARRIED B. Student Report – August and September 2023 Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield THAT the Student Report – August and September 2023 be received for information. CARRIED C. Memo MAC-08/23 re January 2024 Meeting Date Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield THAT Memo MAC-08/23 re Museum Advisory Committee January Meeting date be received for information; AND THAT Wednesday, January 17, 2024 at 5:00 pm be the first Regular Meeting for the Museum Advisory Committee for 2024. CARRIED D. Memo MAC-09/23 re Council Decisions – MAC Recommendations Moved by: Committee Member Bradfield Seconded by: Committee Member Sullivan THAT Memo MAC-09/23 re Council Decisions – MAC Recommendations be received for information. CARRIED E. Memo MAC-10/23 re Lighthouse Reports, Costing and Capital Budget Moved by: Committee Member Bradfield Seconded by: Committee Member Sullivan THAT memo MAC-10/23 re Lighthouse Reports, Costing and Capital Budget be received for information. CARRIED 6. ADJOURNMENT Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield 3 THAT the Museum Advisory Committee Meeting be adjourned at 5:36 p.m. CARRIED CHAIR CLERK Curator’s Report September 2023 Collections The project to bring the lifeboat from outside into the museum will provide the opportunity to preserve it and give it better interpretation so visitors can share the story about it. Exhibits and Events An offer of some new cabinets has been made by the Elgin Heritage Centre and these will become part of the major changes that will be made to the design of the interior of the museum to accommodate the lifeboat. These changes need to occur in sequence. First will be the demolition of the Blacksmith Shop. The tools will be displayed on a preserved wall from the Shop, which will be installed on the side of the map cabinet. The cabinet will be moved from its current location to the Blacksmith Shop corner and positioned to allow access to the drawers by facing it north. The space gained by moving the map cabinet will ensure a good fit for the lifeboat. During this time, the artifact storage will be shifted to the south end of the museum. The shelves previously thought to be permanent are being emptied and will be disassembled to provide a clear path for the lifeboat. The artifacts and rolling shelves will be taken into the main museum to be stored out of the way. Once they are moved, the garage door can be opened, mainly to see if it will work. All artifacts and structures along the way to the final resting place of the lifeboat will need to be moved and/or protected during this process. A mount, or cradle for the lifeboat needs to be constructed, and other museums consulted in this matter have recommended it have wheels so the lifeboat can be lifted onto it and rolled into its permanent spot. The lifeboat will share the space currently occupied by the life saving equipment and the anchors. They will all need to be temporarily shifted to facilitate the placement of the lifeboat. While the space is clear, I would like to install information banners against the wall, as well as devices to hang some of the artifacts such as the oars. The artifacts not returning to this location will be all the navigational ones. They will be installed near the light exhibit, contributing to make a large exhibit on navigational aids. The war exhibit space will now be updated with some of the new cabinets. The old wooden exhibit case will leave the space and may be offered to another museum. The bookcase will be examined to see if it will still contribute to the space. The lifeboat will need to be cleaned up while outside – another recommendation by other museums. If painting is recommended, and can’t be done outside, I think the big fans we have will allow the fumes to be minimized, especially if we can open the large garage door. Once the lifeboat is in place, the storage area can be returned to normal. The finishing touches can be done in all the areas affected. The new cabinets will be in the war exhibit and outside of the bathroom. Staff The students were eager to assist in moving artifacts from the storage area into nooks and crannies in the main part of the museum. They both worked right to the end and gave every indication that they had enjoyed their summer of work at the museum. I left for a vacation the day after closing, but maintained contact through email, organizing the new cabinet deal, and attending an internet meeting by Digital Museums Canada to investigate the possibility of applying for a grant to make an on-line exhibit on the lighthouse. Curator’s Report October and November 2023 Collections With help from some Public Works fellows, the Blacksmith Shop and the map cabinet were dismantled and moved. The rough wood wall with the two shelves was saved to become the new display for the tools, which have been packed away. The map cabinet was reassembled in its new location later with the help from Scott Gillies, who also helped with numerous other tasks. The War exhibit area was cleared away and many ship models were moved. The Public Works fellows returned to move the heaviest artifacts from the storage shelves and then move the shelves, clearing the whole storage area for the lifeboat to go through. All that remains of the moving portion of the project is to shift some larger artifacts from the lifeboat’s final location. This exercise has allowed me to clean these previously packed areas and to inspect the floor and crevices. I was able to acquire three cabinets for the museum from the Elgin County Heritage Centre. They were delivered and will allow me to make changes to the war exhibit. They all look like new and cost us nothing. Exhibits and Events The rearranging of the collection has made space for Santa to sit after the Christmas Parade and an area for children’s crafts. The PBHS organized their activities and refreshments at the museum this year, as the lighthouse is closed. During their work, they opened the big garage door, and it worked fine. Staff A mount, or cradle for the lifeboat needs to be constructed, and I have made several calls trying to get quotes. It is slow work and I have to expand my search beyond the original 4 names I received. I applied for a grant with Digital Museums Canada to make an on-line exhibit on the lighthouse. It was complex and fortunately allows for resubmission next June if the first try is unsuccessful. I participated in the “Truth Before Reconciliation” online seminar, the Elgin County Advisory Board meeting, an OMA seminar, and met with members of the PBHS several times to plan the parade evening. There has been the need for some computer help from the county’s IT provider as the laptop I use had some issues. All was made right. Curator’s Report December 2023 Collections I installed one of the two fans to provide air circulation for the collection within the museum. The other fan is broken. Exhibits and Events I decorated our Welcome Wall and set up two crafts for children. The Christmas Parade and an area for Santa to sit and the children’s crafts was very successful. The PBHS organized their activities and refreshments at the museum this year, as the lighthouse is closed. During their work, they opened the big garage door, and it worked fine. Staff I researched to find the best method of bringing the lifeboat into the museum and mounting it in the exhibit space. Many contacts didn’t respond to my phone and email messages, and those that did were often uninterested for various reasons. I did get some good information from Proctor Marine and have fine-tuned the process and materials needed for the lifeboat move. The application for a grant with Digital Museums Canada to make an on-line exhibit on the lighthouse was submitted Dec. 2nd. For the grant, I created a team for the project consisting of Scott Gillies, Mike Baker, Angela Wallace, and myself, to cover the main jobs of the project. It was complex and fortunately allows for resubmission next June if the first try is unsuccessful. MOVING THE LIFEBOAT Curator January 2024 The project is to move the lifeboat from the parking lot into the museum to preserve it from the increasing damage incurring from the elements and to be the flagship of an exhibit showcasing the artifacts that revolve around marine safety. The lifeboat needs to be removed from its current location and transported into the museum where it will rest on a structure in the exhibit area. There are several scenarios that have been discussed with other marine museum curators, PBHS members, and marine supply operators. Plan A is to turn the lifeboat 45 degrees to face into the parking lot and winch it onto a boat trailer, tow it into the museum where it would be slid onto a boat dolly and pulled into the final location. The boat trailer would be rented or borrowed. The dolly would be purchased as property of the museum. Experienced staff would be required to oversee the transfer of the lifeboat onto the trailer and into the museum, then onto the dolly and to the final location. Expenses for plan A Boat trailer – not yet determined. Boat dolly – $555 each, two required, Yardarm® Marine, price will likely increase to reflect that a marina will need to order it. Costs and suitability of other models are being pursued. Plan B is to purchase a boat trailer which would become the property of the museum. The lifeboat would be turned 45 degrees to face into the parking lot and using the boat trailer, winched onto it and towed into the museum where it would be pulled into the final location and displayed on the trailer. Experienced staff would be required to oversee the transfer of the lifeboat onto the trailer and into the museum, then to the final location. Expenses for plan B Boat trailer – prices for used boat trailers on various sites online range from $600 to $1600, and the cost to bring the trailer from where it is located. Pros and Cons Plan A Pro – the boat dolly as the display unit would be less noticeable than an entire boat trailer and not take away from the visual appeal of the exhibit space, as a new product it will be safer and more reliable than a used item. Con – the lifeboat will be handled more and be at more risk for damage, the cost will likely be greater because a used trailer is cheaper than the boat dollies. Plan B Pro – one purchase of a used trailer will be the cost incurred, the move will be simpler with only one shift of the lifeboat to the trailer. Con – the risk of using a secondhand trailer which may include problems with security for the lifeboat and with bringing an older trailer to the museum from wherever it was purchased, it may require some work to adjust the lifeboat and the trailer to make the boat in the right position in the exhibit (boosting one end to make it level, etc.) MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill DATE: January 17, 2024 MEMO: MAC-01/24 SUBJECT: MUSEUM SUMMER STUDENTS BACKGROUND Each year the Municipality of Bayham advertises for post-secondary students to work at the Marine Museum and Lighthouse. In 2023 the two students were exclusively working at the Marine Museum due to the Lighthouse being closed. The two students were supervised by the Curator and the Deputy Clerk/Planning Coordinator from the Monday prior to the Victoria Day Weekend through to Labour Day when the Museum closed for the season. DISCUSSION In January 2024 the Municipality will be posting for two students for the summer season at the Marine Museum. The position will be Museum Attendant/Records Assistant. The Municipality will be offering a wage of $16.55 per hour, Ontario’s minimum wage as of October 1, 2023. Historically, the Municipality has been successful in their applications for funding assistance through Canada Summer Jobs and Young Canada Works to subsidize the wages. Staff submitted an application to Canada Summer Jobs, which offers to potentially fund 50% of the minimum hourly wage per student for up to 16 weeks. By January 19th, staff will also be submitting an application to the Young Canada Works – Heritage Organizations (YCWHO) for up to two students. The YCWHO generally contributes approximately 50% of total eligible employment costs (wages, benefits and other eligible expenditures), and may, if justified, contribute up to 75% of eligible employment costs. The Municipality will not hear if we are successful until at least early April 2024. RECOMMENDATION THAT Memo MAC-01/24 re Museum Summer Students be received for information. MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill, Staff Resource DATE: January 17, 2024 MEMO: MAC-02/24 SUBJECT: MUSEUM & LIGHTHOUSE FINANCIAL INFORMATION/OPERATING BUDGET BACKGROUND This Report is provided as an update to the Committee on the financial status of the Enabling Accessibility Fund (EAF) Marine Museum, Lighthouse Reserve, and the 2024 Operating Budget. DISCUSSION Since the last MAC meeting held October 18, 2023, the following financial items have been discussed by Council: 1. Enabling Accessibility Fund (EAF) On December 7, 2023, Council was made aware through Report CAO-62/23 that additional funding through the EAF program had become available and that the Municipality’s application originally submitted in Q4 2022 had been approved for full funding in the applied-for amount of $49,606.00. Council further directed that Capital Item FA-06 – Port Burwell Library Washroom Reserve of $20,000 will be re-allocated to Capital Item FA-07 – Museum Accessible Washroom and Entrance. Additionally, the project will be further funded with $10,000 through Reserves. Staff are waiting for the engineer to provide the final design before setting the construction project in motion. Staff tentatively note that with the timing needed for design, tender, and actual construction the project may be best suited to start after Labour Day when the Museum closes rather than rush to finish by opening day. 2. Lighthouse Reserve On November 2, 2023, Council considered Report TR-16/23 regarding consideration of the establishment of a Lighthouse Reserve and passed the following resolution: MAC-02/24 Page 2 Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Staff Report TR-16/23 re Consideration of the Establishment of a Lighthouse Reserve be received for information; AND THAT the Dredging Reserve be repurposed as the Lighthouse Reserve; AND THAT the Lighthouse Reserve be used for the rehabilitation and/or future general maintenance requirements of the Port Burwell Lighthouse. Information regarding the Lighthouse and latest available financials were included in Memo MAC-10/23 at the October 18, 2023 MAC meeting. The full year-end financial reporting including dollar amounts in the Lighthouse Reserve and the amount of donations received in 2023 will be provided to Council in the Treasurer’s Financial Reporting in February 2024. 3. Operating Budget At a Special Meeting held January 9, 2024, Council considered the 2024-25 Draft Operating Budget and was not supportive of the 11.34 percent tax levy increase by a close 2-3 defeated vote. Council passed the following resolution: Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Report TR-01/24 re 2024-2025 Operating Budget - Draft be received for information; AND THAT staff be directed to prepare a supplementary report identifying areas of potential cost savings in discretionary functional areas for the 2024-2025 Draft Operating Budget; AND THAT the supplementary report be presented to Council with the 2024- 2025 Draft Operating Budget at a second Special Budget Meeting to consider the 2024-2025 Draft Operating Budget in March 2024. Staff have been asked to focus on discretionary areas (i.e. Parks and Rec, Museums, etc.) of the Operating Budget to determine any potential savings for the purpose of reducing the tax levy increase. RECOMMENDATION THAT Memo MAC-02/24 re Museum & Lighthouse Financial Information/Operating Budget be received for information. MEMO WATERFRONT ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill, Staff Resource DATE: January 17, 2024 MEMO: MAC-03/24 SUBJECT: MUSEUM ADVISORY COMMITTEE 2024 MEETING SCHEDULE BACKGROUND In accordance with the Museum Advisory Committee’s (MAC) Terms of Reference, the Committee is to set the Regular Meetings at the first meeting of the year. The Terms of Reference states that the MAC meets quarterly. DISCUSSION It is recommended that the meetings take place in the first month of each quarter with the 3rd quarter meeting being on-site at the Museum. Wednesday, April 17, 2024; Wednesday, July 17, 2024; and Wednesday, October 23, 2024 are being proposed. Additional meetings may be scheduled by the call of the Chair, if deemed necessary. RECOMMENDATION THAT Memo MAC-03/24 re Museum Advisory Committee 2024 Meeting Schedule be received for information; AND THAT the following meeting dates be the Regular Meetings for the Museum Advisory Committee for 2024:  Wednesday, April 17, 2024 at 5:00 pm (Trackless)  Wednesday, July 17, 2024 at 5:00 pm (Museum)  Wednesday, October 23, 2024 at 5:00 pm (Trackless) AND THAT the first meeting of 2025 be scheduled at the October 23, 2024 meeting.