The Municipality of Dysart et al AGENDA Museum Board Thursday, April 11, 2013 at 9:30 a.m. Council Chambers, Haliburton, Ontario.

Transcription

1 The Municipality of Dysart et al AGENDA Museum Board Thursday, April 11, 2013 at 9:30 a.m. Council Chambers, Haliburton, Ontario Page 1. ADOPTION OF AGENDA 2. APPROVAL OF MINUTES DECLARATION OF PECUNIARY INTEREST 4. ITEMS OF BUSINESS Review of Maple Syrup Event Signage Update Website Update Budget Review Video Update Friends of the Library Review High School Award Summer Activities Tom Ballantine's Plaque Reid House Repairs Page 1 of 10

2 Page 4. ITEMS OF BUSINESS Director's Report Committee Communications Procedures - Museum Board. 5. ADJOURNMENT AND NEXT MEETING DATE Next Meeting: Page 2 of 10

3 Dysart et al Haliburton Highlands Museum Board Minutes Thursday, March 14, 2013 The Haliburton Highlands Museum Board of the Corporation of Dysart et al convened a meeting on Thursday, March 14, 2013 at 9:30 a.m. in the Dysart et al Council Chambers with the following in attendance: Museum Board: Staff: Absent: Also Present: Tim Hagarty, Chair Deputy-Reeve Bill Davis Greg Roe Linda MacBurnie Cheryl Coulson, Clerk Kate Butler, Director Keith Anderson Terry Hicks Mark Roberts ADOPTION OF AGENDA Motion No Moved by: Greg Roe Seconded by: Linda MacBurnie Be it resolved that the agenda of the March 14, 2013 meeting of the Haliburton Highlands Museum Board be approved as presented. CARRIED APPROVAL OF MINUTES Motion No Moved by: Linda MacBurnie Seconded by: Greg Roe Be it resolved that the minutes of the Haliburton Highlands Museum Board meeting held on January 10, 2013 be adopted as circulated. CARRIED Page 3 of 10

4 DECLARATION OF PECUNIARY INTEREST None declared. DELEGATIONS Friends of the Library Bessie Sullivan, CEO of the Haliburton County Library and Linda and Bob Heeps of Friends of the Haliburton Public Library, attended the meeting to provide the Board with an overview of how Friends works and their relationship with the Library Board. Bessie noted that Friends works very well and the relationship is very good, due to good communications, the same goals and a respect for each other s position and decisions. A Friends group could work in the same way for the Museum but it will only work with the right people involved and mutual respect. A Friends group for the Museum would be required to incorporate which would allow them to issue income tax receipts for large donations and all funds are maintained outside of the framework of Municipality. It was also suggested that when feasible, the Friends of the Museum apply for its charitable status. Highlands Media Arts Tammy Rae, from Highlands Media Arts attended the meeting to provide the Board with an overview of the video concept for the Museum. ITEMS OF BUSINESS Director's Report Kate Butler provided an overview of her Director's Report. Signage Update Defer to next meeting. Policy Review Update Linda MacBurnie noted that the policies have been passed to Kate to complete. Kate noted that she was in the process of reviewing the policies and assured the Board that the required policies will be submitted to the Ministry by the April 30th deadline. New Horizons Senior Grant Update Kate advised the Board that they would be unable to apply for funding for Funding has to be applied for very early and she will monitor the website to see when the Board can apply for funding in Page 4 of 10

5 Request to Loan Items from Museum Collection Kate advised the Board that there was a request to borrow some small items for an exhibit at the Rails End Gallery. She will refer to the Lending Policy and noted that this was an excellent collaboration with the Gallery. HCDC Grant Submission Update Kate advised the Board that she submitted a HCDC Grant application to assist with funding to hold an Open House this summer. Website Update Kate and Tim Hagarty met with the web designer to review the web template. They will continue to work with him on content. Maintenance Update Nothing to report at this time. Maple Syrup Festival Update Kate noted that plans were underway and she has done some advertising in the local papers and has been on Canoe Radio as well. Board Appointment Recommendation Re: Mark Roberts The Board recommended the appointment of Mark Roberts as a new member to the Board. Motion No Moved by: Deputy-Reeve Bill Davis Seconded by: Linda MacBurnie Be it resolved that the Haliburton Highlands Museum Board recommendations to Council the appointment of Mark Roberts to the Board. CARRIED 2013 Budget Review Deputy-Reeve Bill Davis had to leave the meeting for a prior appointment so the meeting had to be adjourned. The Clerk advised the Board that there were no changes to their budget and that Council would be finalizing and adopting the 2013 Budget at the March 25th Council meeting. Page 5 of 10

6 ADJOURNMENT AND NEXT MEETING DATE Next Meeting: Thursday, April 11, 2013 at 9:30 a.m. A.O.D.A. Training Scheduled for March 25th, April 2nd and April 10th Motion No Moved by: Linda MacBurnie Seconded by: Greg Roe Be it resolved that the meeting of the Haliburton Highlands Museum Board held on March 14, 2013 be adjourned at 11:17 a.m. CARRIED Certified Correct Chair Secretary Page 6 of 10

7 The Municipality of Dysart et al Financial Results - Museum March 31, 2013 ACTUAL 2013 BUDGET 2013 (preliminary) ACTUAL 2012 (unaudited) ACTUAL 2011 REVENUES Federal grants Provincial Grants 0 (18,564) (19,658) (83,460) Long term borrowing User Fees and service charges incl investment income & rent (696) (7,500) (7,140) (7,826) Donations (400) (1,500) (1,150) (420) Transfers from Reserves 0 0 (31,465) 0 TOTAL REVENUES (1,096) (27,564) (59,414) (91,706) EXPENDITURES Salaries Wages and Benefits 14, ,701 89,910 76,945 Long Term debt Materials incl communication advert supplies (all other) 5,243 24,600 21,446 16,710 Vehicle related expenses Contracted services 0 1,000 1,000 1,018 Rents and Financial Expenses incl Insurance, Legal 0 5,300 5,295 4,649 Training Memberships Mileage External transfers (Grants) Transfers to own funds CAPTIAL 6, ,474 82,432 TOTAL EXPENDITURES 26, , , ,217 NET LEVY 24, ,537 96,724 90,511 Page 7 of 10

8 Haliburton Highlands Museum Director s Report April 3 rd, 2013 Our Maple Syrup Festival was a huge success, with 441 people in attendance over the whole of March Break week. This included 95 people on Friday and 201 on Saturday. Everyone I spoke with seemed to enjoy themselves immensely and we had several families who visited us more than once during the week. The event was also a financial success; after all the expenses for the Friday and Saturday were deducted, including paying the musicians, we still made a profit of over $ The museum s Name the Gouger contest has come to an end and the winning name has been selected. It will be known as The Winged Zephyr of the Highlands or Zeph for short. The contest was a huge success with over 130 entries. Other recent acquisitions at the museum have included a Red Cross knitting booklet from WWII, instructing the women at home how to make durable knit-ware for the men fighting overseas. We re excited to use it in a display for Remembrance Day later this year. Work on our website continues. I have completed writing most of the text for the site and I ll soon be working with Kevin to get the new site up and running. There have been a few delays because Kevin has had some serious health issues over the last month, but he is recovering and we should soon be back on track. I ve also been in touch with Kevin about making the website more accessible, as discussed in the Municipality s accessibility training. I have been working with Tim Hagarty and our curator, Steven Hill, to further develop our plan to produce Heritage Moments for Canoe FM. We ll begin recording with a selection of ten local stories, some of which I ve written and some which we already had on file. Recording may have already taken place by the time of our April meeting. I plan to have additional moments ready for the summer season. In terms of other promotional material, I m continuing to write articles for the Haliburton Echo and I have recorded another interview for Moose FM. We received lots of great press and promotion for our Maple Festival through local radio and newspapers as well. Other projects in the planning stages include working with Community Care in Haliburton to put together a program called A Walk in the Past, which will provide opportunities for seniors in the area to share their memories with museum staff. The program will also feature a memory sharing circle, and will lead to the creation of an exhibit based on the program. I plan to dovetail this exhibit with the official opening for our elevator later in the summer. Events for April at the museum include Waste Not, Want Not Pioneer Style - an event in the lead-up to Earth Day -- and a children s workshop on Victorian animation late in the month. Plans to fix-up the upstairs of Reid House are continuing to come together. A decision has been made to spare some cost in the actual structural repairs (not in terms of quality, but in terms of authentic materials and techniques) and instead channel money into authentic wallpaper which I ve already sourced. This seems to be a reasonable compromise in light of our limited budget and the desire to get the work completed expediently. In the meantime, our curator has designed an exhibit about Reid House and the Reid family which is on display directly inside the front door of the main museum building. I m also in the process of designing a small heritage garden for Reid House. Plans for our promotional video continue. Tammy Rae visited the museum during our maple syrup event and said she got some great footage. By the time of our April meeting, a video committee will have met to discuss and brainstorm further ideas for the video, which I ll then connect with Tammy about to figure out the next steps we need to take. Page 8 of 10

9 Municipality of Dysart et al P.O. Box 389, 135 Maple Avenue, Haliburton, Ontario K0M 1S0 Murray G. Fearrey Reeve Tamara J. Wilbee C.A.O. The Heart of the Highlands To: Museum Board From: Tamara Wilbee, CAO Date: April 10, 2013 Re: Committee Communications Procedures Museum Board Recommendation: Background: Summary: For Information With the recruitment of the new Museum Director, it is timely to review procedures with regard to municipal accountability and transparency requirements and to clarify the role of staff, council and board members with regard to the operation of the Haliburton Highlands Museum. The summary section of this report attempts to clarify reporting guidelines. Administration and Reporting Procedures for Museum Board 1.) The Standing Items on all Dysart et al Committee agendas are: a) Adoption of Agenda b) Declaration of Pecuniary Interest c) Adoption of Minutes of the Previous Meeting d) Delegations e) Items of Business f) Adjournment and Next Meeting Date 2.) The Director will provide the Municipal Clerk with a list of agenda items and associated reports with regard to Item d) and e) above Delegations and Items of Business - no later than one week prior to the regularly scheduled meeting. (If a new item is identified after the agenda has been posted, the Director and the Clerk will determine if there is time sensitivity which requires immediate attention or if it can be held for the next regular meeting). In any case, all items, late or not, will be posted to the agenda electronically prior to the meeting being opened officially in order to ensure that we comply with Municipal Accountability and Transparency legislation). 3.) The Director will determine the Items of Business in collaboration with the Board Chair, based on previously identified issues, normal operational requirements and to identify opportunities as they arise. The Items of Business should include any items that have historically been addressed through the Director s Report. Page 9 of 10

10 4.) Reports submitted to the Clerk for inclusion on the Museum agenda will be provided in the form of the Dysart et al standard reporting template that identifies recommendation, background and financial impacts around each issue to ensure that the communication lines to Council remain open and clear. 5.) The Director will monitor financial reporting requirements and will work with the Treasurer to ensure compliance with various reporting bodies. 6.) The Director, in consultation with the Board, will provide a draft budget to the Treasurer each November and will also represent the Museum at Council as a member of the municipal management team. 7.) The Treasurer will provide the Director with detailed and summary financial reports that relate to the operation of the museum. In turn, the Director will provide the summary version of this information to the Clerk for posting on the agenda as the detailed reports include information that identifies individual expenses and salary. 8.) As an employee of the Municipality, the Director is a member of the management team at Dysart et al and has the same place within the reporting hierarchy as other senior staff members. While the Board may provide guidance and be an excellent resource, any formal direction to the employee, shall come from the CAO. 9.) The CAO will conduct annual performance reviews with the Director of the Museum, and in doing so, may consult members of the Board for feedback. 10.) The Director of the Museum will conduct annual performance reviews with the Curator of the Museum, and in doing so, may consult members of the Board for feedback. Financial: Attachments: No budget Impact None Page 10 of 10