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HomeMy WebLinkAboutJanuary 22, 2025 - Museum Advisory CommitteeTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, January 22, 2025 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 23, 2024 5. MATTERS OF BUSINESS A. Curator Monthly Reports: October and November 2024 B. Memo MAC-01/25 Museum Summer Students C. Memo MAC-02/25 Museum Accessibility Project Update D. Memo MAC-03/25 Museum Advisory Committee 2025 Meeting Schedule 6. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, October 23, 2024 5:00 p.m. PRESENT: COMMITTEE MEMBERS ROY SULLIVAN (Acting Chair) RON BRADFIELD ROBERT PONZIO ED KETCHABAW *Ex-Officio ABSENT: CHAIR SUSAN CHILCOTT STAFF ATTENDANCE: PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL CURATOR JENNIFER BEAUCHAMP CLERK MEAGAN ELLIOTT 1. CALL TO ORDER Committee Member Roy Sullivan Chaired the meeting in the absence of Committee Chair Susan Chilcott. Acting Committee Chair Sullivan called the meeting to order at 5:00 pm. 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 April 17, 2024 Moved by: Committee Member Ponzio Seconded by: Committee Member Bradfield THAT the minutes of the Museum Advisory Committee Meeting held April 17, 2024 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Curator Monthly Reports: April – August 2 Moved by: Committee Member Bradfield Seconded by: Committee Member Ponzio THAT the Curator Monthly Reports: April – September be received for information. CARRIED B. Student Monthly Reports: May – August Moved by: Committee Member Ponzio Seconded by: Committee Member Bradfield THAT the Student Monthly Reports: May – August be received for information. CARRIED C. Memo MAC-06/24 re Museum Attendance and Revenue Moved by: Committee Member Ponzio Seconded by: Committee Member Bradfield THAT Memo MAC-06/24 re Museum Attendance and Revenue be received for information. CARRIED D. Children’s Summer Programming Moved by: Committee Member Bradfield Seconded by: Committee Member Ponzio THAT the Children’s Summer Programming poster be received for information. CARRIED E. Ontario By Bike Network Moved by: Committee Member Ponzio Seconded by: Committee Member Bradfield THAT the Ontario By Bike Network notification be received for information. CARRIED F. Memo MAC-07/24 re Updates from Council Moved by: Committee Member Bradfield Seconded by: Committee Member Ponzio THAT Memo MAC-07/24 re Updates from Council be received for information. CARRIED 3 G. Memo MAC-08/24 re Museum Accessibility Project Update Moved by: Committee Member Ponzio Seconded by: Committee Member Bradfield THAT Memo MAC-08/24 re Museum Accessibility Project Update be received for information. CARRIED H. Memo MAC-09/24 re Museum Advisory Committee January 2025 Meeting Date Moved by: Committee Member Bradfield Seconded by: Committee Member Ponzio THAT Memo MAC-09/24 re Museum Advisory Committee January Meeting date be received for information; AND THAT Wednesday, January 22, 2025 at 5:00 pm be the first Regular Meeting for the Museum Advisory Committee for 2025. CARRIED 6. ADJOURNMENT Moved by: Committee Member Ponzio Seconded by: Committee Member Bradfield THAT the Museum Advisory Committee Meeting be adjourned at 5:59 p.m. CARRIED CHAIR CLERK Curator’s Report October and November 2024 Collections I worked on rearranging assorted items to accommodate the needs of the contractors with Margaret and two PW men, resulting in clearing out the furnace room, removing most of the things in the attic area (more will need to be done there but that requires the removal of the pegboard to get the large pieces of drywall and wood out), shifting the cabinets, moving the Welcome Wall, and throwing out a lot of junk. A later museum visit showed the outstanding work to have been completed. Exhibits and Events I packed and returned the borrowed exhibit items to the Aylmer Malahide Museum. I have not heard back from the Lions Club about the return of their items but they are no longer in the museum. Staff I worked on the online portion of the First Aid Course and attended the First Aid Training. I attended the Bayham Museum Advisory Committee meeting, the Elgin County Museum Advisory Committee, and the EON online meeting. MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill DATE: January 22, 2025 MEMO: MAC-01/25 SUBJECT: MUSEUM SUMMER STUDENTS BACKGROUND The Municipality of Bayham advertises for post-secondary students to work at the Marine Museum. In 2024, two students were hired to staff the Marine Museum supervised by the Curator and the Planning Coordinator/Deputy Clerk from May 14 through to September 2nd when the Museum closed for the season. DISCUSSION In January 2025, the Municipality will be posting for two post–secondary students for the summer season starting on May 12 through to Labour Day, September 1, 2025 and one secondary student (minimum aged 15 years) to work from June 23, 2025 through to August 15, 2025 (8 weeks). All three positions will be Museum Attendant/Records Assistant. The Municipality will be offering a rate of $17.20 per hour, Ontario’s minimum wage as of October 1, 2024. Grants Canada Summer Jobs (CSJ) - staff submitted an application for two post-secondary school students, which offers to fund 50% of total eligible employment costs (wages, benefits and other eligible expenditures) for up to 16 weeks. Young Canada Works Heritage Organizations (YCWHO) - staff submitted an application for two post-secondary school students, which offers to fund up to 75% of total eligible employment costs (wages, benefits and other eligible expenditures) for up to 16 weeks. Summer Employment Opportunities (SEO) Program 2025 – staff submitted an application for one secondary school student (minimum aged 15 years) to work the maximum funded 30 days (5 days per week for 6 weeks). The Municipality will add-on two weeks to the work period at the Municipality’s expense. MAC-01/25 Page 2 The Municipality applies for multiple grants in hopes of being successful with one or more. Staff will not hear of grant success until at least mid-April 2025. In the meantime, the positions will be advertised “subject to grant funding” as shown attached to this report and hopefully there will be some interested candidates to interview by the deadline. The two students from the last two summers will not be returning and have expressed their interest in moving on to other employment opportunities. ATTACHMENT 1. Port Burwell Marine Museum Student Job Posting 2025 RECOMMENDATION THAT Memo MAC-01/25 re Museum Summer Students be received for information. The Municipality of Bayham is seeking three (3) qualified students for the position of Museum Attendant/Records Assistant Two Positions are available for students currently enrolled in a post-secondary institution returning to full-time studies in September. Rate of pay is $17.20 per hour - 35 hrs. per week (weekend & holiday hours required) starting May 12/25 through to Labour Day, September 1/25. One Position is available for a student currently enrolled in a secondary institution, or a post-secondary institution or within six months of graduation and have reached the minimum age of 15 years upon commencement of employment. Rate of pay is $17.20 per hour – 35 hrs. per week (weekend & holiday hours required) starting June 23/25 through to August 15/25. Proof of student enrolment must be provided, must be a resident of Ontario, and must be eligible to work in Canada with a Social Insurance Number (SIN). ** Positions are subject to funding approval. Tasks & Responsibilities Under the direct supervision of the Museum Curator and Planning Coordinator/Deputy Clerk or designate with regard to the operation of the Port Burwell Marine Museum, 20 Pitt Street Port Burwell, students will be on staff for the purpose of responding to visitors including assistance with the following: • Act as a museum tour and travel guide/summer program coordinator • Operation of assigned site to include museum curatorial assistance, development and organization of displays, researching historical artifacts, welcome & registration/tracking of visitors, collection of donations and admission fees etc., light daily housekeeping and grounds maintenance, building security during operating hours • Assist with collection artifact/document cataloguing and data entry • Assist with the records management and preservation of historical documents at the Museum and/or the Municipal Office • Assist with and providing support regarding promotion, advertising and preparation for Canada Day and other various special events within the Municipality of Bayham Education & Qualifications • Secondary and/or Post-secondary education related to culture, education, history, science and/or tourism and recreation an asset • Experience in museum related work an asset (i.e. cataloguing, exhibits and displays) • Demonstrable strengths in research, writing and photography • Excellent communication skills, customer relations skills and experience working with volunteers and public of all ages, including working with children • Must possess strong computer skills in Microsoft Word & Excel 2025 Marine Museum Student AD 2 • Experience in handling cash and assembling deposits • Ability to work with minimum supervision and work independently, as well as, in a team setting • Standard First Aid and CPR training an asset • Reliable transportation is required • Provision of a police records search, if requested • Must be able to attend mandatory Student Orientation Training on Monday, May 12, 2025. To apply, please deliver a detailed Resume with Cover Letter by no later than 12:00 Noon on Friday, March 28, 2025 in person or by email to: Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham P.O. Box 160, 56169 Heritage Line Straffordville, ON N0J 1Y0 E: munderhill@bayham.on.ca W: www.bayham.on.ca The Municipality of Bayham is an Equal Opportunity Employer. If you require accommodation at any time throughout the employment activities process, please contact us at: 519-866-5521, accessibility@bayham.on.ca or by visiting www.bayham.on.ca and we will make every effort to provide appropriate assistance pursuant to the Municipality of Bayham “Employment Activities Accommodation Policy.” Personal information collected in response to this notice will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment. We thank all candidates who apply, but advise that only those selected for an interview will be contacted. MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill, Staff Resource DATE: January 22, 2025 MEMO: MAC-02/25 SUBJECT: MUSEUM ACCESSIBILITY PROJECT UPDATE BACKGROUND On October 17, 2024 Council considered Staff Report PS-13/24 re TENDER RESULTS – CAPITAL ITEM NO. FA-07 – MARINE MUSEUM ACCESSIBILITY UPGRADES and passed the following motion: Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT Report PS-13/24 re Tender Results – Capital Item No. FA-07 – Marine Museum Accessibility Upgrades be received for information; AND THAT Council accept the Tender submitted by PK Construction for the Marine Museum Accessibility Upgrades in the amount of $94,200+HST; AND THAT any overage above the $80,000 budgeted allocation for Capital Item No. FA- 07 be funded utilizing the remaining budgeted amount from Capital Item No. FA-04; AND THAT the appropriate by-law be brought forward for Council’s consideration. At the same meeting, Council passed By-law 2024-064 being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and PK Construction Inc. for the Marine Museum Washroom Upgrades. DISCUSSION PK Construction commenced construction at the Museum on December 12, 2024 once they had all supplies and materials secured for the project. The demolition of the old washroom is complete and the start of the rebuild has been ongoing. Drywall installation started on January 16th. MAC-02/25 Page 2 Construction continues with an anticipated completion date of early February 2025. Once the project is deemed complete, museum staff will commence the task of organizing artifacts and once again setting up the renovated interior in preparation for the 2025 season. RECOMMENDATION THAT Memo MAC-02/25 re Museum Accessibility Project Update be received for information. MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill, Staff Resource DATE: January 22, 2025 MEMO: MAC-03/25 SUBJECT: MUSEUM ADVISORY COMMITTEE 2025 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 30, 2025; Wednesday, July 23, 2025; and Wednesday, October 22, 2025 are being proposed. The April meeting is scheduled one week later than usual due to the Easter long weekend and April 21, 2025 being Easter Monday and to fall in line with the Waterfront Advisory Committee’s schedule. Additional meetings may be scheduled by the call of the Chair, if deemed necessary. RECOMMENDATION THAT Memo MAC-03/25 re Museum Advisory Committee 2025 Meeting Schedule be received for information; AND THAT the following meeting dates be the Regular Meetings for the Museum Advisory Committee for 2025:  Wednesday, April 30, 2025 at 5:00 pm (Trackless Lounge)  Wednesday, July 23, 2025 at 5:00 pm (Museum)  Wednesday, October 22, 2025 at 5:00 pm (Trackless Lounge) AND THAT the first meeting of 2026 be scheduled at the October 15, 2025 meeting.