County of Peterborough Lang Pioneer Village Museum Advisory Committee Minutes MacKelvie Room, Lang Pioneer Village Tuesday, January 24, 2012

Transcription

1 County of Peterborough Lang Pioneer Village Museum Advisory Committee Minutes MacKelvie Room, Lang Pioneer Village Tuesday, 1. Call To Order Mrs. Fawn, Deputy Clerk, called the meeting to order at 9:35 a.m. 2. Declaration of Pecuniary Interest Mr. Low declared a pecuniary interest with Agenda Item Number 7.a. concerning the ORCA delegation due to his being the Chair of the ORCA Board of Directors. 3. Roll Call Present: Regrets: Staff Present: Heather Caldwell, Michael Gillespie, James Glenn, Terry Low, Brenda Mahaffy, Councillor David Nelson and Councillor Ron Windover Kendra Adema Joe Corrigan, Museum Manager; Lynn Fawn, Deputy Clerk and Sheridan Graham, Director, Procurement, Facilities and Communications 4. Election of Chair and Vice Chair The Deputy Clerk opened the floor to nominations for the position of Chair. Mrs. Caldwell Be it resolved that Mr. Gillespie be nominated for the position of Chair of the Lang Pioneer Village Museum Advisory Committee. The Deputy Clerk called for further nominations a second and third time and, after receiving no further nominations, called for a motion to close nominations. Mrs. Caldwell Be it resolved that nominations close for the position of Chair.

2 Page 2 of 10 Mr. Gillespie accepted the nomination. The Committee congratulated Mr. Gillespie on the nomination. The Deputy Clerk opened the floor to nominations for the position of Vice Chair. Mr. Glenn Be it resolved that Mr. Low be nominated for the position of Vice Chair of the Lang Pioneer Village Museum Advisory Committee. The Deputy Clerk called for further nominations a second and third time and, after receiving no further nominations, called for a motion to close nominations. Mr. Glenn Be it resolved that nominations close for the position of Vice Chair. Mr. Low accepted the nomination. The Committee congratulated Mr. Low on the nomination. The Deputy Clerk turned the meeting over to the Chair. 5. Approval of Agenda Mr. Low Committee approve the Agenda as circulated. 6. Approval of Minutes November 22, 2011 Mr. Glenn Committee approve the minutes of its meeting held November 22, 2011, as circulated. At this point, the Committee dealt with Referrals/Business Arising Out of Previous Minutes, Item 8.a. however, the minutes reflect the order of the Agenda.

3 Page 3 of 10 Mr. Low abstained from discussing or voting on the delegation from ORCA. 7. Delegations, Petitions and Presentations a. John Williams, Manager, Conservation Lands and Resources and Gordon Earle, Watershed Technician, Otonabee Region Conservation Authority (ORCA) Re: Walkway and Stop Logs Projects John Williams, Manager, Conservation Lands and Resources and Gordon Earle, Watershed Technician of Otonabee Region Conservation Authority were in attendance to discuss a couple of major projects regarding the Lang Dam. Introductions were made. Mr. Williams advised it has been 45 years since the Agreement between ORCA and the County of Peterborough was established and it has been a great partnership. He advised he would like the Committee s input and requested the Committee consider funding 50% of the projects. Mr. Earle provided a presentation to the Committee regarding the following projects: 1. Deck Rehabilitation He noted the deck has existed for 30+ years. The existing structure is deteriorating, does not meet Building Code standards and the Operator s work area does not meet the requirements of the Occupational Health and Safety Act. It was noted that when the structure is being replaced, it needs to also meet accessibility requirements. He advised the proposal will be done in two stages; a proposal for design and one for construction. Mr. Williams indicated there are concerns with public safety, accessibility and meeting the requirements of the Building Code. A plan will be put forth that meets all needs. It was also expressed that preserving the heritage of the Village needs to be maintained. expressed concern with this being done in two stages and suggested it be done together in one proposal for the design and construction. 2. Stop-log Replacement Mr. Earle advised there is a year life span on the logs. The existing logs are 30 years old. Mr. Earle advised there are 3 stop-log bays and each bay contains 3 stop-logs. The logs are on-site, they just need to be put in. Mr. Corrigan stated the work for both projects would have to be done during the offseason (between mid-september and mid-may).

4 Page 4 of 10 Mr. Earle provided a summary of costs for the projects as follows: Total Estimated Budget Deck Rehabilitation Design - $50,000 (2012); the County s share at 50% funding would be a $25,000 for Construction - $250,000 (2013) Total Estimated Budget Stop-Log Replacement $17,000 (2012/2013), the County s share at 50% funding would be $8,500. Mrs. Caldwell Committee: 1. Receives the delegation from the Otonabee Region Conservation Authority. 2. Accepts in principle the proposal presented by the Otonabee Region Conservation Authority for the Deck Rehabilitation and Stop-log Replacement. 3. Requests that preserving the heritage of the Village be maintained when making decisions on the work being undertaken. 4. Requests that staff meet with the Conservation Authority and bring a recommendation back to the Committee. Mr. Gillespie thanked Mr. Williams and Mr. Earle for their delegation. At this point, the Committee dealt with Staff Reports for Information Only Item 10.f. however, the minutes reflect the order of the Agenda. 8. Referrals/Business Arising Out of Previous Minutes a. Joe Corrigan, Museum Manager (Verbal) Re: Premises Update Mr. Corrigan noted the premises update was included in the 4 th Quarter Report, and provided an overview of the work which has been completed. He advised that Drain Brothers and Jim Glenn completed the demolition and removal of Portable 1. He expressed his thanks to Mr. Glenn.

5 Page 5 of 10 Mr. Low Committee request that staff send a Letter of Thanks to Drain Brothers and Jim Glenn for the demolition and removal of Portable 1. Mrs. Caldwell Committee receive the verbal report of the Museum Manager regarding the Referrals/Business Arising Out of Previous Minutes. At this point, the Committee dealt with Staff Reports for Information Only, Items 10.b. and 10.c. and 10.e. however, the minutes reflect the order of the Agenda. 9. Staff Reports There were no staff reports. 10. Staff Reports for Information Only a. Sheridan Graham, Director, Procurement, Facilities and Communications Re: 2012 Budget Discussion Mrs. Graham advised her report provides a brief overview of budget intentions for She noted that monies for the Deck Rehabilitation and Stop-log Replacement have not been included in the 2012 budget document. She advised staff were directed to be as fiscally responsible as possible in preparing this budget. The budget was drafted ensuring appropriate staffing levels and appropriate staff pay including required adjustments to two positions to ensure pay equity is maintained. December 31 st, 2011 actuals will be provided at the next meeting. Mr. Corrigan advised there were changes made to the some positions to better provide service enhancement, noting the Marketing component was outsourced to Karis Regamey. Mrs. Graham explained the capital budget was adjusted to reflect minimal capital requirements in 2012 including: Completion of the Weaver Shop exhibit Minor Gift Shop enhancements Walkway improvements

6 Page 6 of 10 Workshop (architectural plans, approvals and preliminary work) Mrs. Graham stated there was $53,000 in the Mill Reserve. It would cost approximately $33,500 based on estimates provided by ORCA, if the design work for the Deck Rehabilitation ($25,000) and Stop-log Replacement ($8,500) was to proceed. This would leave approximately $20,000 in the Reserve. There would be a capital hit to the 2013 budget for the Deck Rehabilitation construction. Committee recommend to County Council that it approve funding 50% of the estimated costs for the ORCA projects being the design of the Deck Rehabilitation and Stop-log Replacement; and further Be it resolved that an amount of $33,500 be included in the Lang Pioneer Village Museum 2012 capital budget with $33,500 drawn from the Mill Reserve to fund the costs. At this point, the Committee dealt with Staff Reports for Information Only Item 10.d. however, the minutes reflect the order of the Agenda. b. Joe Corrigan, Museum Manager Re: 3 rd and 4 th Quarter Reports Mr. Corrigan noted his reports were included in the agenda package. He advised that Lang Pioneer Village received the Corporate Volunteerism Award at the County Council meeting held December 21, c. Joe Corrigan, Museum Manager Re: Year to Date Revenue and Attendance There was $16,782 in revenue for December, 2011, being the best December on record.

7 Page 7 of 10 d. Joe Corrigan, Museum Manager Re: 2012 Priorities Mr. Corrigan provided a presentation outlining the 2012 operational priorities as follows: Lang s 45 th Anniversary (August 18 th & 19 th ) Administrative Issues Collections Management Community Museum Operating Grant Construction Projects Historic Dominion Day (Fenian Re-enactment) Education Programs Exhibit Design Fundraising Historical Interpretation Jacquard Loom Project Marketing Occupational Health and Safety Premises issues (Repair and Restoration) Retail Operations Special Events Staff & HR Issues Volunteer Issues War of 1812 Bicentennial Mr. Low left the meeting at 12:00 p.m. At this point, the Committee dealt with Correspondence Items 11.a. and b. however, the minutes reflect the order of the Agenda. e. Joe Corrigan, Museum Manager Re: Lang Pioneer Village Museum Updated Master Plan An updated Master Plan ( ) was circulated to the Committee dated January 17, Mr. Corrigan explained this is a living document and is updated regularly. He noted Acknowledgements to the Committee and Staff have been included and since the updating of this document, some position titles have changed. A legend is included at the bottom of the Acknowledgements page. At this point, the Committee dealt with Delegations, Petitions and Presentations Item 7.a. however, the minutes reflect the order of the Agenda.

8 Page 8 of 10 f. Joe Corrigan, Museum Manager Re: Regional Tourism Organization (RTO8) Update Mr. Corrigan reported that the RTO8 held its first meeting of the year, with five new members on the Board. There are a number of new initiatives being discussed with the Trans Canada Trail being one. An online reservation system is a current pilot project that was developed by the County of Northumberland for small operators. RTO8 has signed on to expand this to the whole region. Mr. Corrigan advised an information session will be held in Peterborough on February 9 th, It was mentioned that it may be beneficial to Lang and the Warsaw Caves to partner with accommodations who participate in this program to develop value added packages for potential visitors. At this point, the Committee dealt with Staff Reports for Information Only, Item 10.a. however, the minutes reflect the order of the Agenda. Mr. Glenn Committee receive the above noted Staff Reports for Information Only. 11. Correspondence a. Ontario Visited - Festival Notes dated January, 2012 Volume 5, Issue 2 Mr. Corrigan advised that the author of the online magazine had visited Lang during August, 2011 for the Festival of Textiles and opening of the Weaver Shop which was mentioned in the article. It was also noted in this edition that Lang s Historic Dominion Day event, featuring a large scale Fenian Raids military re-enactment and a speech by Sir John A. Macdonald, was ranked in the Top 10 festivals and events visited for b. Letter from Ministry of Tourism and Culture dated December 12, 2011 Re: Community Museum Operating Grant 2011/2012 (CMOG) Confirmation was received from the Ministry of Tourism and Culture that a grant of $52,979 was approved for the Museum under the CMOG program for the 2011/2012 fiscal year. Mrs. Mahaffy Committee receive correspondence items a. and b. for information.

9 Page 9 of Sub-Committee Reports There were no sub-committee reports. 13. Accounts November 30, 2011 Ms. Mahaffy Committee receive the Accounts dated November 30, 2011 for information. 14. New Business There were no new business items. 15. Closed Session There were no closed session items. 16. Rise from Closed Session With/Without a Report 17. Future Meeting Schedule Discussion was held regarding changing the February 28 th date due to a conflict with the ROMA/OGRA conference. Committee meeting scheduled for February 28, 2012 be rescheduled to February 21, 2012.

10 Page 10 of 10 a. Tuesday, February 21, :30 a.m. - Lang Pioneer Village, MacKelvie Room b. Tuesday, March 27, :30 a.m. - Lang Pioneer Village, MacKelvie Room c. Tuesday, May 22, :30 a.m. - County Court House, Boardroom d. Tuesday, June 26, :30 a.m. - County Court House, Boardroom e. July, Lang Pioneer Village Advisory Committee Annual Field Trip - Exact Location & Place TBD f. Tuesday, September 25, :30 a.m. - Lang Pioneer Village, MacKelvie Room g. Tuesday, November 27, :30 a.m. - County Court House, Boardroom with Christmas Lunch to follow 18. Adjournment Mrs. Caldwell Committee meeting adjourn at 12:30 p.m. Chair Lynn Fawn Deputy Clerk