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HomeMy WebLinkAboutApril 17, 2024 - Museum Advisory CommitteeTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, April 17, 2024 5:00 p.m. 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. DELEGATIONS A. Port Burwell Historical Society re Wheelhouse Restoration and Revival B. Port Burwell Historical Society re Lighthouse Fundraising Efforts 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Minutes of the Museum Advisory Committee Meeting held January 17, 2023 5. MATTERS OF BUSINESS A. Curator Monthly Reports – January, February & March 2024 B. Memo MAC-04/24 re Lighthouse Status and Costing C. Memo MAC-05/24 re Museum Summer Season Plans 6. ADJOURNMENT Port Burwell Historical Society Wheelhouse Restoration and Revival P a g e | 2 Wheelhouse Project 1. In the mid 2010’s, the Port Burwell Historical Society began a project to acquire and install the wheelhouse from a Great Lakes Freighter at the Port Burwell Marine Museum. The intent was to restore the shell to exhibit quality condition and become part of the Museum. 2. The original plan was to acquire the wheelhouse from the SS Henry Steinbrenner. Unfortunately, the Steinbrenner’s wheelhouse was lost to a fire at the shipyard before the acquisition was completed. A couple of years later a substitute wheelhouse from the SS Fernglen was found and purchased. 3. The restoration project was presented to the Municipality and on December 7, 2017, By-Law No. 2017-117 authorizing the Municipality to enter into a Trust Agreement with the Port Burwell Historical Society with respect to the Wheelhouse was passed and signed by Mayor Paul Ens. (See Appendix A) 4. The wheelhouse installation began with the construction of a concrete pad suitable to form a foundation for the wheelhouse. 5. The wheelhouse was transported from Port Maitland to Port Burwell via tractor/trailer and installed on the concrete pad directly in front of the Museum. 6. When the COVID pandemic hit, the project was halted for the duration. 7. At the Port Burwell Historical Society’s 2023 Annual General it was unanimously agreed to resurrect the Wheelhouse Restoration Project. P a g e | 3 Wheelhouse Project The Port Burwell Historical Society is committed to refurbishing and restoring the Wheelhouse as an Annex to the Marine Museum. The Society is committed to having the facility open to the public for the 2026 season. The refurbished Wheelhouse will encompass three (3) public areas: 1. The Pilothouse 2. The Captain’s Quarters 3. The Afl 1. The Pilothouse The Bridge will be restored to an image of its former self. This will be an interactive exhibit where patrons will be able to have hands-on experiences with the tools the crew would have relied on for the day-to-day operations of the ship; the wheel, the telegraph, the radio, the compass, etc. Eventually we envision having interactive terminals at each piece of equipment to further enhance the patrons’ experience. P a g e | 4 Wheelhouse Project 2. The Captain’s Quarters The Captain’s Quarters will be restored to reflect the living conditions afforded the Ship’s Captain while he was a Master on the Great Lakes. The finish will be wood and the furnishings and accoutrements will be period correct. This will be a “display only” exhibit, meaning the entryway to the quarters will be open, but will be cordoned so patrons will only be able to view the quarters and not touch any of the artifacts on display. Again, we hope to eventually have an interactive terminal at the entryway to the quarters to provide addition insights of a Master’s life aboard a Great Lakes Freighter. P a g e | 5 Wheelhouse Project 3. The Aft The Afl will be a multi-purpose area that will provide great flexibility to the Museum. It will be able to house specific exhibits that will be on display for a limited time. It will allow the Museum staff the space to implement their proposed living history sessions with the students of the Port Burwell Public School. It will provide a meeting area for community groups, like the Port Burwell Historical Society, to hold meetings in a well appointed and equipped area. And, lastly, it will provide some additional storage space for the Museum. P a g e | 6 Wheelhouse Project 1. The restoration of the Wheelhouse will require public support and funding. The Port Burwell Historical Society has obtained a grant under the Federal Government’s Community Services Recovery Fund to develop a fundraising program that can be utilized for the Wheelhouse project and will also provide a framework for fundraising for other projects. a. The Port Burwell Historical Society has contracted with Sisters Lane Consulting and Events to develop a fundraising program that will utilize funding opportunities from Government and Private foundations, and, local community donations and fundraiser events. b. Having entered into the Trust Agreement with the Municipality (see Appendix A) the Historical Society is able to utilize funds generated from licensed gaming activities (e.g. 50/50 draws, Raftfes, Bingo proceeds, Break Open Tickets, etc.) as a means of fundraising for this project. 2. The drawings of the Wheelhouse will need to be updated to reflect the changes in functionality of the Wheelhouse. The Port Burwell Historical Society has engaged with the Municipality of Bayham (Thomas Thayer, Margaret Underhill and Jennifer Beauchamp) for their input into the design, current code requirements for the intended use of the space and to ensure qualification for all necessary building permits. a. Scott Sutherland, Municipal CBO, has asked that we engage a structural engineering team to ensure the artifact is still sound. The Historical Society has reached out to Spriet Engineering to engage their services. b. Mr. Sutherland has advised that as this is an artifact, building permits are not required. However, the Historical Society intends to engage Mr. Sutherland to conduct some informal inspections throughout the restoration to ensure everything is proper. These will be built into the Project Management Plan. 3. The Port Burwell Historical Society will engage with the local hydro authority to install a separate, metered, electrical connection to the grid. 4. HVAC will be sized, sourced and installed to provide sufficient climate controls for both the artifacts on display and for the patrons visiting the facility. 5. The Port Burwell Historical Society will solicit local tradespeople to provide their services on a pro bono basis to reduce overall costs. The Port Burwell Historical Society will recognize all contributions via signage and social media advertising for these organizations. 6. The Bridge will be the first area to be fully restored interior space, followed by the Captain’s Quarters, and finally the Afl. This will allow us access through unfinished areas to complete required work without disturbing finished areas. 7. Where applicable, facilities will be included for future growth and technology, e.g. conduit for A/V equipment in the Afl. 8. Afler the interior areas are complete, the exterior will be repaired as necessary and painted to its final colour scheme. P a g e | 7 Wheelhouse Project 1. The Port Burwell Historical Society will be responsible for all costs associated with the restoration of the Wheelhouse. 2. The Port Burwell Historical Society will ensure all designs and drawings are prepared by competent and certified individuals/companies and are of sufficient detail for inclusion in any grant applications the Historical Society may submit. 3. Fundraising will be the responsibility of the Port Burwell Historical Society. The Port Burwell Historical Society will be responsible for the preparation, submission and fees associated with any Lottery Licenses associated with fundraising. 4. The Municipality of Bayham will approve Lottery Licence applications and issue the applicable Lottery Licence in a timely manner. 5. The Port Burwell Historical Society will assign a Project Manager for the project. The PM will be responsible for production of the overall Project Plan. This will be circulated and reviewed as necessary with the Municipality. 6. The Historical Society will engage Scott Sutherland, CBO, to conduct some informal inspections throughout the restoration to ensure everything is compliant with current safety codes. These will be built into the Project Management Plan. 7. The Municipality of Bayham will reaffirm By-Law No. 2017-117 as this was passed by a previous generation of Council. 8. Upon completion of the restoration project and the establishment of the internal exhibits, the Port Burwell Historical Society will donate the Wheelhouse to the Municipality of Bayham to form part of the Marine Museum. P a g e | 8 Wheelhouse Project 1. Overall Port Burwell Historical Society contact will be Roy Sullivan, Secretary/Treasurer 2. Port Burwell Historical Society Project Manager will be Albert White 3. Port Burwell Historical Society will utilize their general email, pbhistoricalsociety@gmail.com, for correspondence with their personnel. 4. Prime contact for the Municipality shall be Margaret Underhill, Planning Coordinator/Deputy Clerk. (munderhill@bayham.on) 5. Chief Building Officer for the Municipality is Scott Sutherland (ssutherland@bayham.on.ca) P a g e | 9 Wheelhouse Project P a g e | 10 Wheelhouse Project P a g e | 11 Wheelhouse Project THE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, January 17, 2024 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 CURATOR JENNIFER BEAUCHAMP 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) A. Minutes of the Museum Advisory Committee Meeting held October 18, 2023 Moved by: Committee Member Bradfield Seconded by: Committee Member Sullivan THAT the minutes of the Museum Advisory Committee Meeting held October 18, 2023 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Curator Monthly Reports: September – December 2023 Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield 2 THAT the Curator Monthly Reports: September – December 2023 correspondence be received for information. CARRIED B. Lifeboat Move Moved by: Committee Member Bradfield Seconded by: Committee Member Sullivan THAT the Lifeboat Move correspondence be received for information. CARRIED C. Memo MAC-01/24 re Museum Summer Students Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield THAT Memo MAC-01/24 re Museum Summer Students be received for information. CARRIED D. Memo MAC-02/24 re Museum & Lighthouse Financial Information / Operating Budget Moved by: Committee Member Bradfield Seconded by: Committee Member Sullivan THAT Memo MAC-02/24 re Museum & Lighthouse Financial Information / Operating Budget be received for information. CARRIED Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield THAT further to Memo MAC-02/24 the Museum Advisory Committee requests Council to include the Museum Advisory Committee in the review process regarding the Lighthouse remediation alternatives prior to Council’s consideration. CARRIED E. Memo MAC-03/24 re 2024 Meeting Schedule Moved by: Committee Member Bradfield Seconded by: Committee Member Sullivan 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: 3  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. CARRIED 6. ADJOURNMENT Moved by: Committee Member Bradfield Seconded by: Committee Member Sullivan THAT the Museum Advisory Committee Meeting be adjourned at 6:15 p.m. CARRIED CHAIR CLERK Curator’s Report January 2024 Collections The museum remains closed until the spring. However, there are many projects going on. With the entire storage area moved to make space for the lifeboat move and the exhibit space mainly cleared out, it is the perfect opportunity to paint the wall that runs from the General Store to the end of the building. Plans are underway to achieve this goal. I researched numerous options to move the lifeboat and reported my findings to Margaret. Exhibits and Events In my research for the lifeboat, I encountered on YouTube a man who had done a lecture on the original Henry Steinbrenner sinking. I have corresponded with him and he has lead me to some important links for my research, including the original Coast Guard report on the incident. I have completed the text for the lifeboat and will move to the other marine safety items that will be in this new exhibit. The education program for the children this year will be based on the lifeboat, and it is plotted out – the presentation material, the craft, and the activity. Staff I watched a webinar “Building Community Engagement through Collections Exhibitions” from the Texas Historical Commission. I attended a meeting with the Elgin County Advisory Board where I reported on the recent activities of several museums including our own. Curator’s Report February 2024 Collections The north east exhibit area was cleared of artifacts to make way for and to hold the lifeboat. I prepared the wall for painting (cleaning wall, moving things, filling, sanding). I met with Roy at the paint store in Tillsonburg to pick up the paint and pose for some publicity photos, then began to paint. Exhibits and Events The education program for the children this year based on the lifeboat has been completed. The text for the exhibit has been prepared. Staff I watched a webinar “Beyond Exhibits: Museums as bridges to knowledge and culture” from the Texas Historical Commission. I attended a meeting to discuss moving the lifeboat with staff and a volunteer who offered his time and equipment to move the lifeboat. Steve came to the museum to see the things that needed to be moved for the placement of the lifeboat in the exhibit area. I prepared and delivered a report for the Elgin County Advisory Board in St. Thomas. I attended by zoom meeting an EON meeting. Margaret and I discussed the possible closure of the museum for the season as a cost saving method for the budget. Curator’s Report March 2024 Collections Painting continued on the north wall. I did the second coat and marked out the waves. My husband came in to observe while I climbed the tall ladder to paint the trusses. One end of the welcome wall has been painted to match the north wall. The lifeboat was brought into the museum safely and positioned in its new location. Returning the artifacts to their locations began. Many are going to new locations to provide thematic areas. There is the navigational area, with lights and compasses, the water safety area, with the lifeboat, safety equipment, the fishing exhibit has been moved, and the boat building area, with the tools and information on Ralph Hurley. Many of the ship models have been repositioned, as well as several lenses and the war exhibit. The storage area has been returned to the area by the garage door and the metal shelving used in that area has been removed. Exhibits and Events I have worked on the summer temporary exhibit. Mike Baker brought the glass panels for the exhibit case he had donated and installed it. Staff I attended a meeting to discuss the wheelhouse renovation with Roy from the PBHS. I attended by zoom meeting Beyond the Blackboard meeting. I attended the Council meeting where the budget cuts were discussed and answered a few questions about museum activities in regard to the possible closure of the museum for the season. MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill, Staff Resource DATE: April 17, 2024 MEMO: MAC-04/24 SUBJECT: PORT BURWELL LIGHTHOUSE STATUS AND COSTING UPDATE BACKGROUND Council received the following recommendation from the Museum Advisory Committee at the February 1, 2024 Regular Meeting of Council: Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield THAT further to Memo MAC-02/24 the Museum Advisory Committee requests Council to include the Museum Advisory Committee in the review process regarding the Lighthouse remediation alternatives prior to Council’s consideration. Council passed the following motion in regard to this recommendation: Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson THAT the recommendation from the Museum Advisory Committee from the January 17, 2024 Meeting be received for information; AND THAT report CAO-03/24 be referred to the MAC for comments. DISCUSSION Report CAO-03/24 is attached for review and discussion. RECOMMENDATION THAT Memo MAC-04/24 re Port Burwell Lighthouse Status and Costing Update be received for information. REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: February 1, 2024 REPORT: CAO-03/24 SUBJECT: PORT BURWELL LIGHTHOUSE STATUS AND COSTING UPDATE BACKGROUND Port Burwell By-law No. 85-29 was passed by the Council-of-the-day with the intent to formally designate the Port Burwell Lighthouse under Part IV of the Heritage Act, 1974, SO 1974, c1221. Given this, the Municipality has engaged in ongoing discussion with a+LINK Architecture Inc. (a+LINK) as heritage consultants regarding assessments and rehabilitation of the Port Burwell Lighthouse. On January 5, 2023, Council received Report CAO-02/23 re Port Burwell Lighthouse Heritage and Structural Assessment. The Report addressed the findings from the initial assessment of the cladding on the Lighthouse, received in October 2022 by way of Report CAO-63/22 re Port Burwell Lighthouse Heritage Classing Assessment Report. Council passed the following motion: Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report CAO-02/23 re Port Burwell Lighthouse Heritage and Structural Assessment be received for information; AND THAT Council accept the Proposal for Heritage Architectural Services for the Port Burwell Lighthouse Recladding Project - Cladding Review, Structural Report, and Preparation of Existing Condition Drawings in the amount of $19,935.00. On February 2, 2023, Council received Report CAO-11/23 re Stabilization Measures – Port Burwell Lighthouse. The Report confirmed suspicions expressed in the initial assessment of the cladding on the Lighthouse, received in October 2022, regarding structural concerns. 1 The Heritage Act, 1974, SO 1974, c122 has since been replaced by the Heritage Act, RSO 1990, cO 18. The Report identified estimated costs were $84,000 + a 20-30 percent construction contingency as described in the Report, which provides for a range of costs between $84,000 and $109,200. Council passed the following motion: Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report CAO-11/23 re Stabilization Measures – Port Burwell Lighthouse be received for information; AND THAT stabilization measures for the Port Burwell Lighthouse proceed as outlined in Report CAO-11/23; AND THAT the identified stabilization measures be funded through the Facilities Reserve. On March 23, 2023 at a Special Meeting of Council, Council received Reports CAO-18/23 re Procurement Award – Port Burwell Lighthouse Temporary Stabilization Measures, and CAO- 19/23 re License Agreement – Bradcranex Inc. – 21 Robinson Street, Port Burwell, and passed the following motions: Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT Report CAO-18/23 re Procurement Award – Port Burwell Lighthouse Temporary Stabilization Measures be received for information; AND THAT Council award the temporary stabilization measures to HRI Group Inc. in a base amount of $94,000 and a total amount of $99,000; AND THAT the appropriate By-law be brought forward for Council’s consideration. Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report CAO-19/23 re License Agreement – Bradcranex Inc. – 21 Robinson Street, Port Burwell be received for information; AND THAT Council authorize the execution of a License Agreement between the Municipality and Bradcranex Inc. to permit access and use of 21 Robinson Street, Port Burwell, in support of stabilization and restoration efforts regarding the Port Burwell Lighthouse; AND THAT the appropriate by-law be brought forward for Council’s consideration. The By-laws to authorize the above directions are By-law Nos. 2023-023 and 2023-026, respectively. At its August 17, 2023 meeting, Council received Report CAO-47/23 re Cost Estimate – Restoration of the Port Burwell Lighthouse. The Report was appended with a cost estimate of $1.5 million for rehabilitation as prepared by a+LINK. Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report CAO-47/23 re Cost Estimate – Restoration of the Port Burwell Lighthouse be received for information; AND THAT discussion regarding the restoration of the Port Burwell Lighthouse be referred to the 2024-2033 Capital Budget Special meeting, scheduled for October 3, 2023 The Lighthouse item was subsequently included in the 2024-2033 Draft Capital Budget as Capital Item FA-08 (2025). Council approved in-principle that 2024-2033 Capital Budget on October 3, 2023. Lastly, at its November 2, 2023 meeting, Council received Report TR-16/23 re Consideration of the Establishment of a Lighthouse Reserve. Council passed the following motion: 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. DISCUSSION Staff met with a+LINK heritage consultants in January 2024 to discuss potential options for cost mitigation in light of the $1.5 million cost estimate provided in August 2023, and competing Council priorities and cost pressures. The cost estimate was received by Council on August 17, 2023 by way of Report CAO-47/23, and is attached hereto strictly for reference purposes. In regards to possible ways to reduce costs associated with a rehabilitation, there are a few but in the overall context, the savings may be minimal. Cladding/Exterior Envelope The Exterior Envelope as noted in the attached cost breakdown includes new cladding and the addition of weatherproofing. Options for cladding were discussed with a+LINK. The proposal as received by Council was a recladding with like materials (clapboard or similar). Council is aware that, in 2022, an RFP to reclad the Lighthouse was issued and withdrawn, which would have permitted consideration of other options for cladding, including Hardie board. In discussion with a+LINK, it was advised that while an alternative like Hardie board may be possible should Council choose to do so, Hardie board and similar products are heavier than clapboard, which would require increased bracing and structural considerations. There is unlikely to be any appreciable cost savings by using an alternative cladding, and it may in fact increase the overall cost. Estimated costs at this time are $165,000 + contingency and HST. Windows/doors, Flashing, Ventilation Refurbishment of the windows, doors, metal flashing, and ventilation are secondary in priority, and could be removed from the scope of work as primary attention is directed to the structure and the exterior envelope. The combined estimate for these items is $185,000, which could potentially be removed from the scope plus the applicable HST, along with the associated 10 percent contingency for these items. Total savings is potentially $203,500. Structure – Foundation and Wooden Superstructure The majority of the costs are associated with structural rehabilitation. This totals $725,000 of the $1.5 million in the estimate, or approximately 48 percent of the works. The proposal provided by a+LINK identifies a few potential approaches to the above-ground structural rehabilitation, but the majority of the work requires addressing the below-ground foundation rehabilitation to properly support the Lighthouse. In this regard, estimates are more difficult to refine, and cost savings are more difficult to find, without detailed engineering and construction drawings. The current estimate is a Class D estimate, which includes a wider contingency. Overall, a cost reduction of approximately 13.5 percent may be realized if the secondary items are removed from the project scope. Revised estimates, however, would still be approximately $1.3 million and the likelihood of the Municipality funding the rehabilitation without donations and/or substantial grant-level support and/or short-term debt allocation is low. ‘Shovel-Ready’ for Grants a+LINK is aware that limited funds have been allocated to-date to the Lighthouse rehabilitation. It was mentioned in discussion that pre-design, design, construction document work is recommended to make the rehabilitation more attractive to potential granting agencies. Many agencies look to support ‘shovel-ready’ projects, and the Lighthouse’s rehabilitation may be more palatable to a granting agency as a ‘shovel-ready’ project. The cost estimate identifies an estimated $91,880 in total works for pre-design, design, and preparation of construction documents. Preparation would also provide a more accurate estimate of potential costs as the type of estimate would be Class B instead of Class D. However, current reserve allocations will not fully cover these costs. The overage would have to come out of another reserve, or would be applied to the Municipality’s 2024 financial position in another manner. These works are not currently budgeted for in the Municipality’s Capital or Operating Budgets. Both budgets are very lean for 2024, and incurring spending over current reserve levels may lead to a deficit for the 2024 fiscal year unless savings can be sought elsewhere. Heritage Status Under the Heritage Act, 1974, as amended, designation of a property under Part IV may be executed by Council in accordance with Section 29 of same. Designation requires the passing of a by-law to designate lands or structures upon lands as having heritage or cultural significance. The by-law should also outline the heritage-defining characteristics as reasons for the designation, and shall be registered upon the title of the lands to which they apply. The specific language is as follows: “(14) After considering the report under subsection 12, the council without a further hearing shall, (a) Pass a bylaw designating the property and cause a copy of the by-law together with the reasons for the designation, (i) To be registered against the property affected in the proper land registry office, (ii) To be served on the owner and the Foundation, And publish a notice of such by-law in a newspaper having general circulation in the municipality;”2 The Municipality has been proceeding under the assumption that, after the Port Burwell Council- of-the-day adopted By-law No. 85-29, it was duly registered upon the title of the lands to which the By-law applies. However, upon title search, this does not appear to have been the case. This calls into question the status of the Lighthouse as a Part IV-designated heritage building. Alterations Regardless of status, however, under Section 33 of the Heritage Act, RSO 1990, cO 18, as amended, the owner of the lands and/or structures to which a Part IV designation applies may apply to municipal Council for permission to alter heritage-defining characteristics. Such consideration of a request of this nature is subject to Notice provisions and a comment period. If Council should decide at some juncture to rehabilitate the Lighthouse using materials and/or construction methods that may affect the heritage-defining characteristics of same, Council may ultimately make application to itself (for example, by way of a directed Report to Council outlining potential alterations), to which Council may agree and which would trigger the legislated notice and comment periods prior to a formal Council decision on the matter. Some information regarding alterations was originally included in Report CAO-36/22, which Council received on July 21, 2022, and alluded to the best practice of alterations “in keeping” with heritage characteristics while using different materials and/or construction methods. This noted, should Council wish alterations as described above, it may approve same in general as alterations do not have to be “in keeping”. Agreement Status and Liability By-law No. 2023-023 authorizes a License Agreement between the Municipality and the owners of the lands adjacent to the Lighthouse. This Agreement was drafted and accepted by both parties with a two (2)-year term, lapsing on April 14, 2025. Given that Capital Item FA-08 is a 2025 item and recognizing the ultimate scope of the rehabilitation if/when commenced, it would be prudent to extend the Agreement’s term to permit additional time to complete the works and also have the stabilization apparatus remain present on the site. Staff reached out to the other party to ascertain their interest, and were advised that they may be amenable to an extension until December 31, 2025. If both parties are amenable to an extension in support of the 2 Excerpt is Subsection 29(14) of the Heritage Act, 1974, SO 1974, c122. Retrieved from Osgoode Digital Commons, York University Lighthouse, an amending Agreement will be brought forward for Council’s consideration at a later date. It is worth noting that should additional time be required to complete the rehabilitation works or Council is desirous of deferring the rehabilitation to another year in the 10-Year Capital Plan, a further extension to the Agreement would have to be sought. If a longer extension or other arrangement is not finalized by the end of the above-noted License Agreement, the Municipality may be in a position to have to remove the Lighthouse due to owner’s liability. Council is aware of known structural deficiencies present in the Lighthouse, and it is reasonable to assume that deterioration is likely to continue until a rehabilitation occurs. Council is also aware that the Lighthouse Reserve’s net balance is approximately $55,000-60,000 at this time3, and a comprehensive rehabilitation will require substantially more than what is currently available. Council has not made any other allocations for this project, no reserve transfer exists in the draft Operating Budget or the approved Capital Budget, and no direction has been given to secure debt financing for the rehabilitation works. If the License Agreement were to lapse at some point in the future without the rehabilitation having been successfully completed, the Municipality may have to remove the existing stabilization apparatus, which may necessitate removal of the Lighthouse, or close the abutting stretch of Robinson Street and sidewalk to mitigate known risks associated with the structural deficiencies until the rehabilitation can be completed. Staff provide no recommendation on the preferred approach at this time. Staff’s recommendation for the above information is to receive for information. Should Council wish to provide any direction with respect to the proposed rehabilitation scope of work, funding for same, and/or any extension to the active License Agreement to permit access and works on/over the abutting lands, it may do so. STRATEGIC PLAN 1.2: Quality of Place > To develop policies, plans and strategies that continually enhance the visitor experience to Bayham, and increase the economic benefit of tourism to the community. Initiative(s): Rehabilitate the Port Burwell Lighthouse 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not applicable ATTACHMENTS 1. Lighthouse rehabilitation cost estimate, as provided to Council via Report CAO-47/23 3 Actual unaudited reserve balance anticipated to be provided to Council at February 15, 2024 meeting via Treasury Report. RECOMMENDATION 1. THAT Report CAO-03/24 re Port Burwell Lighthouse Status and Costing Update be received for information; 2. AND THAT Council provide direction regarding an extension and amending agreement to support continued stabilization and rehabilitation of the Lighthouse. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer Appendix 'B' RAF Summary 2201-74 (2238) Port Burwell 1.0 The following high level Class 'D' restoration budget was prepared by HRI with discussion with a+LiNK Architecture 2.0 Construction Restoration Estimate Notes Estimate has been prepared based on 2023 restoration costs. HST is additional to all costs 3.0 Construction Restoration Estimate Mobilization / Demobilization / General Conditions 175,000.00 Structural Foundation 450,000.00 Wood Superstructure 275,000.00 Exterior Envelope 165,000.00 Window and Door Restoration 80,000.00 Metal Roofing and Flashing 55,000.00 Building Ventilation 50,000.00 Construction Estimate Subtotal 1,250,000.00 Construction Contingency (10%)125,000.00 Subtotal 1,375,000.00 4.0 Design Fees Architectural, Heritage, and Structural Engineering 131,250.00 Breakdown % Pre Design 5.0 6,560.00 Design 15.0 19,700.00 Contruction Documents and Permit 50.0 65,620.00 Tender 5.0 6,560.00 Contract Administration 20.0 26,250.00 Project Closeout 5.0 6,560.00 Total Fees Breakdown 100.00 131,250.00 5.0 Construction and Design Estimated Costs 1,506,250.00 MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill DATE: April 17, 2024 MEMO: MAC-05/24 SUBJECT: MUSEUM SUMMER SEASON PLANS This memo is to provide some highlights of activities and events planned for the Museum for the 2024 Summer Season. SUMMER 2024 PLANS Displays Our Curator is working extremely hard to get the Museum displays and artifacts moved and placed in new and interesting ways. The Lifeboat was moved in to the Museum on March 14th and will be a focal point in the Museum as a “work in progress” as staff clean and prepare the display. There are items that have been removed from display and put in to storage and replaced with other items that haven’t been on display before. Exciting times for the “new look” at the Museum. Grand Reopening Day – June 8th Our Curator is planning a special event at the Museum to welcome new and returning visitors to the Museum to see all the new displays. Posters and emails will soon be distributed inviting guests to stop by for ribbon cutting and light refreshments on this day between 2pm and 4pm. It will be an opportunity to meet and greet community members and take a look at the new exhibits in the museum. Students In April 2024 the Municipality interviewed and hired two students for the position of Museum Attendant/Records Assistant for the summer season at the Marine Museum. The Municipality will be paying a wage of $16.55 per hour, Ontario’s minimum wage as of October 1, 2023. The Municipality so far was successful in their application for funding assistance through Young Canada Works – Heritage Organizations (YCWHO) to subsidize one student wage. Staff are MAC-05/24 Page 2 hopeful that history will repeat itself and there will be additional funding opportunity offered from the YCW for the second student. The YCWHO will contribute 75% of total eligible employment costs (wages, benefits and other eligible expenditures. Staff also submitted an application to Canada Summer Jobs, which has not been confirmed as yet. Our two students are the same individuals from last year and will be starting on Monday, May 13th for Mandatory Orientation Day with plans to work all week in preparation for opening day on Friday, May 17, 2024. The Museum will be open daily 10:00 am to 5:30 pm until Monday, September 2, 2024 (schedule is subject to any unforeseen circumstances). In addition to working at the Museum and all that entails, the position of Museum Attendant/Records Assistant lends itself to utilizing the students’ skills at the municipal office as well to assist the Clerk with records management whereby providing them additional experience in the municipal administrative environment. Special Programming Our Curator continues to work on special programming for school groups. Initial contact has been made with the two public schools in Bayham welcoming them to arrange a visit and take part in age appropriate programming. The entire Port Burwell Public School student enrollment took part in the programming last year and it was very well received. Continuous efforts are made by the Curator to “advertise” our Museum for group tours and special groups through her many contacts with various groups and associations, such as the Culture & Heritage Association of Elgin, Oxford & Norfolk (EON); Beyond the Blackboard and the Elgin County Advisory Board. Enabling Accessibility Funding Municipal staff continue to work with the engineer to finalize drawings and plans for the accessibility renovations at the Museum. The Municipality’s procurement policy will require a Request for Tender (RFT) expected to go out in the summer with anticipated construction in the fall. All dates are yet to be determined. Children’s’ Program Museum staff expect to be planning and coordinating a children’s program in collaboration with the Fred Bodsworth Library this summer for approximately six (6) weeks – July in to early August. Our Curator and the students will be starting to plan the weekly themes and researching crafts/activities as soon as the students start in May. Staff plan to take advantage of every opportunity to advertise this program through posters, the municipal website and Voyent! Alert, as well as, all the library’s advertising. RECOMMENDATION THAT Memo MAC-05/24 re Museum Summer Season Plans be received for information.