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HomeMy WebLinkAboutApril 22, 2026 - Museum Advisory CommitteeTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, April 22, 2026 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 January 28, 2026 5. MATTERS OF BUSINESS A. Curator Monthly Reports: Jan. – Mar. 2026 B. Memo MAC-03/26 re Museum Summer 2026 Plans C. Memo MAC-04/26 re Museum’s Bayham Operating Budget 2026 D. Memo MAC-05/26 re Council Resolution – Suspension of October 2026 Committee Meetings 6. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, January 28, 2026 (rescheduled from January 21, 2026) 5:00 p.m. PRESENT: CHAIR SUSAN CHILCOTT COMMITTEE MEMBERS ROY SULLIVAN DIANE SOPER ROBERT PONZIO ED KETCHABAW *Ex-Officio STAFF ATTENDANCE: PLANNING COORDINATOR/DEPUTY CLERK MARGARET UNDERHILL 1. CALL TO ORDER Chair Chilcott 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 A. Port Burwell Historical Society re Wheelhouse This item was removed from the agenda – planned for meeting in April 2026. 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Minutes of the Museum Advisory Committee Meeting held October 22, 2025 Moved by: Committee Member Ponzio Seconded by: Committee Member Sullivan THAT the minutes from the Museum Advisory Committee Meeting held October 22, 2025 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Curator Monthly Reports: November & December 2025 Moved by: Committee Member Soper Seconded by: Committee Member Ponzio MAC Minutes January 28, 2026 2 2 THAT the Curator Monthly reports: November & December 2025 be received for information. CARRIED B. Memo MAC-01/26 re Museum Summer Students Moved by: Committee Member Sullivan Seconded by: Committee Member Ponzio THAT Memo MAC-01/26 re Museum Summer Students be received for information. CARRIED C. Memo MAC-02/26 re MAC Meeting Schedule Moved by: Committee Member Soper Seconded by: Committee Member Sullivan THAT Memo MAC-02/26 re Museum Advisory Committee 2026 Meeting Schedule be received for information; AND THAT the following meeting dates are the Regular Meetings for the Museum Advisory Committee for 2026: • Wednesday, April 22, 2026 at 5:00 pm (Trackless Lounge) • Wednesday, July 22, 2026 at 5:00 pm (Museum) AND THAT it be recommended to Council to permit the Museum Advisory Committee to remove the October 2026 meeting from its schedule due to proximity to the 2026 Municipal and School Board Elections. CARRIED 6. ADJOURNMENT Moved by: Committee Member Soper Seconded by: Committee Member Ponzio THAT the Museum Advisory Committee Meeting be adjourned at 5:17 p.m. CARRIED CHAIR CLERK PORT BURWELL MARINE MUSEUM Curator’s Report Jan. – Mar. 2026 Collections During last summer I was in contact with a researcher and the curator of Bachus-Page regarding the provenance of the Long Point Fresnel lens. Together, we combined our information (mine mostly gleaned from The Port Burwell Historical Society) and the researcher gave several presentations about the lens at various locations in Elgin County. The other curator and I determined that the original loan agreement should be updated. I have prepared the document and plan to meet with the curator to sign it, renewing the loan arrangement for a period of two years and not leave it open-ended. There were three enquiries: one about an item that might or might not have been donated; one about the lighthouse; and the other about a donation and that conversation is ongoing. Exhibits and Events The summer exhibit on photography has advanced through the research phase to the preparation of exhibit text and development of interactive activities to initial installation. I visited the Elgin County Heritage Centre to borrow a selection of their cameras and accessories. After deciding to focus on local birds for Canada Day, based on the craft planned, I have been unable to get anyone to even answer my initial enquiries – let alone commit – for someone knowledgeable in birds to come out for a couple of hours on Canada Day to answer questions, show some birding information, show a little exhibit – anything. Spoiler alert – after the April EON meeting I have another lead and am hopeful in getting someone. I was contacted by the Rotary Club concerning their Discovery Tour and after consultation with Margaret and LeeAnn, we decided to take part. Photographs were submitted, fee paid, and we await the visitors that will come during the summer, thanks to their program. A representative from the Port Burwell Writers’ Festival requested information regarding the museum’s accessibility and the Portus Refugium monument, and I was able to give them the information. Margaret and I updated the Daytripping ads for the Spring and Summer publications. I attended a virtual meeting for the EON student orientation workshop. Staff Summer student hiring moved into high gear and despite having a number of resumes submitted, Margaret and I have been thwarted numerous times and in numerous ways. The Young Canada Works (YCW) grant was denied, students were snapped up by other organizations – both before and after contact, and one proved ineligible. We soldier on. The laptop had some issues with the VPN and IT helped sort them out. Jennifer Beauchamp Curator MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill DATE: April 22, 2026 MEMO: MAC-03/26 SUBJECT: MUSEUM SUMMER 2026 PLANS This memo is to provide some highlights of activities and events planned for the Museum for the 2026 Summer Season. Opening Day – May 15 The Museum will be open daily from 10:00 am to 5:30 pm starting on Friday, May 15th in time for the Victoria Day long weekend through to Monday, September 7, 2026, Labour Day (schedule is subject to any unforeseen circumstances). Students From February through April student positions were advertised through the newspaper, website, Voyent!Alert, and the Multi-Service Centre Tillsonburg. There were nine (9) resumes received. Unfortunately, due to various circumstances, only one (1) post-secondary student has been hired so far for the May – September season. We have two (2) secondary school student applicants interviewed for the shortened work term of June – August, however, we’re waiting for an answer on funding before hiring one (1) student. The job posting had to be recirculated with the deadline of April 20th in hopes of receiving more interested students. Student Orientation Day is Friday, May 8th with the plan that the students will work with the Curator the following week to prepare for opening day. The students will be paid the current minimum wage rate of $17.60 per hour for a 35-hour week. In addition to working at the Museum, the position of Museum Attendant/Records Assistant lends itself to utilizing the students’ skills at the municipal office to assist the Clerk with records management should the opportunity arise, providing them with additional experience in the municipal administrative environment. Student Funding • Young Canada Works – Heritage Organizations (YCWHO) The Municipality was unsuccessful in their application for funding assistance for two (2) Museum Attendant/Records Assistants with the YCWHO. MAC-03/26 Page 2 • Summer Employment Opportunities Program (SEO) The SEO grants a one-time maximum payment in the amount of $3,828.00 for a minimum employment contract of 217.50 hours or 30 days (6 weeks). The Municipality will fund an additional two weeks for a more desirable 8-week employment period from June 22 – August 14, 2026., The Municipality is waiting for confirmation of the grant application before hiring one (1) student of minimum age of 15 years. Special Events and Programming July 1st Canada Day Celebration – the Museum will be offering a children’s craft and activity on the lawn. Our Curator is working on securing a “special guest” to attend and offer up a unique experience for visitors. The Museum would appreciate any inclusion in the advertising that the PBHS circulates for this event. August Civic Weekend –The Beachfest Committee is still planning their event, however, the Museum will participate again to offer a craft/activity for the visitors to enjoy. Again for 2026, our Curator continues to work on special programming for school groups and will make contact with the two public schools in Bayham welcoming them to arrange a visit and take part in age appropriate programming. 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. Children’s’ Program Due to the amount of staff preparation time needed to organize a weekly children’s program and due to the lack of children participation, staff have decided to not offer a weekly program this season. Instead, staff will concentrate on children’s activities in the museum that can be offered to visitors, such as more scavenger hunts and an enhanced Children’s Activity area. RECOMMENDATION THAT Memo MAC-03/26 re Museum Summer 2026 Plans be received for information. MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill DATE: April 22, 2026 MEMO: MAC-04/26 SUBJECT: MUSEUMS BAYHAM OPERATING BUDGET 2026 BACKGROUND The Treasurer presented the 2026 Operating Budget on January 6, 2026, and Council passed the following resolution: Moved by: Councillor Froese Seconded by: Councillor Emerson THAT Report TR-01/26 re 2026-2027 Operating Budget - Draft be received for information; AND THAT the 2026 Operating Budget be approved with the following amendments: • Reallocation of $90,315 from the Rate Stabilization Reserve to the Operating Budget to reduce the notional levy by $90,315; AND THAT staff be directed to bring forward the 2026 Tax Rate By-laws. DISCUSSION The Museums Bayham budget remains tight with no major changes and only minor inflationary increases to those items affected. The Revenue - Grants & Subsidies line remained the same as 2025. The Municipality was fortunate to have received healthy grants in 2025; however, we’ve been made aware recently that we were not successful in our Young Canada Works (YCW) funding application. We are still waiting to hear about the Summer Employment Opportunities (SEO) grant application. This reduction in grants will affect the wages expenditures for 2026. Otherwise, the budget stayed relatively in line with 2025. ATTACHMENT 1. 2026 Operating Budget By-law No. 2026-022 Schedule ‘B’ page 25 - Museums Bayham MAC-04/26 Budget RECOMMENDATION THAT Memo MAC-04/26 re 2026 Operating Budget – Museums Bayham be received for information. MEMO MUSEUM ADVISORY COMMITTEE TO: Museum Advisory Committee FROM: Margaret Underhill DATE: April 22, 2026 MEMO: MAC-05/26 SUBJECT: Council Resolution – Suspension of October 2026 Committee Meetings BACKGROUND The Museum Advisory Committee had a meeting on January 28, 2026, from which one (1) motion included recommendations to Council. This was presented to Council at the February 5, 2026 Regular Meeting and the following motion was passed: Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the recommendation from the Waterfront Advisory Committee and Museum Advisory Committee from their January 2026 meetings be received for information; AND THAT no Regular Committee Meetings are to be scheduled in October 2026. DISCUSSION Council has confirmed for the MAC that no regular Committee meetings will be held in October 2026 to ensure that staff can focus on the election and that Committee matters avoid becoming politicized so near to the election. This does not prevent the MAC Chair, in consultation with the Clerk and staff resource, from calling a special meeting of the MAC in case there are matters that need to be addressed in a short timeframe. Based on this, the final MAC meeting of the term will be July 22, 2026, and will be held at the Marine Museum. All current MAC appointments will expire at the end of the Council term, being November 15, 2026. The next Council will be tasked with establishing the Committees they want, including establishing their respective Terms of Reference. RECOMMENDATION THAT Memo MAC-05/26 re Council Resolution – Suspension of October 2026 Committee Meetings be received for information.