The Friends of the Markham Museum Board

Meeting No. 7

Mount Joy School, Markham Museum

Wednesday, November 3rd, 2010 – 5 p.m.

In Attendance:                                     

Regrets:

John Buie, Meeting Chair

Gunter Langhorst

Bob Baird

Genny Landis

Councilor Carolina Moretti

Ardy Reid

Cathy Molloy

           

Glenn Schick

 

Randy Barber

 

John Ryerson                                           

 

Martha Mingay

 

Staff: Robin Gauzas (Recording Secretary)

 

                                                                                                                                               

1.    CALL TO ORDER & OPENING REMARKS

The Meeting of the Friends of the Markham Museum Foundation Board was called to order at 5:05 p.m. with John Buie presiding as Chair.

2.    BOARD EDUCATION – Foundation Business Plan

John Buie advised that this business plan has been developed to provide a focus for the board’s activities through 2010. This year the plan has been used by the Executive Committee with the status of the initiatives updated throughout the year.

 

Please refer to Friends of the Markham Museum Board 2010 Business Plan enclosed with minutes.

3.    REGRETS

Regrets were received from Gunter Langhorst and Genevieve Landis.

4.    ADOPTION OF MINUTES OF MEETING

That the Minutes from October 6th, 2010 be adopted.

Moved by Bob Baird seconded by Glenn Schick.                                              

CARRIED

5.    ADDITIONS / CHANGES TO THE AGENDA

None at this time.

6.    DECLARATIONS

There were no declarations for this meeting.

7.    BUSINESS ARISING FROM THE MINUTES

Revise item number 8 Director’s Report under sub-heading Curatorial; change Markham District Secondary School to Markham District High School.

8.    DIRECTOR’S REPORT- Cathy Molloy

Programming:

It was a very successful fall in the programming department. There were many bookings for all our programs in the different age groups including several bookings for the new "A" is for Apple program that has been launched for the age group of preschool to grade 2 ages. There also have been two overnight programs that happened in October with great results. Another program that has been booked regularly this fall has been the birthday party program

 

Events:

October: Scaryfest (Saturday, October 23 and Sunday, October 24) Scaryfest was great success! Over 800 people attended the two day event, Saturday from 5-8 pm and Sunday 3-6 pm. Saturday was much busier than the Sunday. Several sponsors contributed to the success of the event namely, Tim Horton’s, Giant Tiger, Samko, Kraft Dare, and Walmart. This event had over 20 volunteers assisting staff in 9 decorated buildings. New this year, the Blacksmith shop and the Print Shop were opened and decorated

 

November: November 30th, Volunteer Appreciation Dinner in the Transportation Hall.

 

Volunteer Update:

A steady flow of volunteer applications continues to filter into the Museum. The response time following a volunteer call is under 48 hours. Over 150 volunteers will be invited to attend the Volunteer Dinner. Cathy advised the committee members are welcome to attend volunteer dinner.

 

Rental Update:

Rentals continue to grow and key dates on the calendar continue to fill up. Sales continue to grow. New formats are in place and we have a 24 hour turnaround time from site visit to quote review.

 

Curatorial:

Curatorial and program staff decorated Blacksmith Shop, Honey House, Harness Shop, Chapman House, Church, Wilson Variety Hall, Transportation building and Print Shop for Scaryfest. New buildings were added and the train station was removed from the program for 2010. Town of Markham staff borrowed decorations for the United Way Staff Halloween Party after our event. Preparing a small installation of war medals at Civic Centre to complement presentation by GGHG on their 200th anniversary as part of Remembrance Day program.

 

Grants: Staff initiating a mandatory on our compliance with Museum standards for the CMOG Program. The standard for the grant Program is $50,000          

 

Personnel: Staff member returned to curatorial work group in mid-October to complete a small project jointly support by Historical Society Book Project to digitize additional editions of the local newspapers.

 

Volunteers:

"The Thursday Maintenance Team installed roof shingles on the snow shoe storage locker, the Wee Emp and the MiniPut cabin, steps for the Wee Emp and MiniPut cabin, and put the MiniPut equipment into storage for the winter season."

 

Archaeology project receives an honorable mention award from the Commission's Leadership program continuous improvement program.

 

Staff completed the documentation of an important collection of local history papers on short term loan.

We may receive a donation of this material at some point in the future.

 

Curatorial review of 2011 Summer Camp programs completed. There should be $15,000 of grant monies coming in for the 2011 Summer Camp Programs.

 

Cataloguing of photography collections & newspaper indexes are ongoing work of senior volunteers. This should be completed by the end of this week.

 

Donations -3 accepted, 2 under review

 

Research Requests - Researchers (10), Emails - 28, Phone Calls - 32.

 

Collection Building:

Staff completed inventories of two vaults of furniture in preparation for the move.

Finalized the purchase orders for shelving and office furniture.

Commissioning training on the new building's mechanical and electrical systems was attended by curatorial and other staff

 

Professional Development:

Staff participated in a study tour of the new Aurora Cultural Centre,

Senior staff toured the CMOG program throughout the Museum and new building on October 27th. Staff toured the Kai Chan installation at Varley Gallery with their senior staff

 

John Buie raised the question if the collection building will have 3 panels.

9.    SECRETARY’S REPORT

November 23rd meeting is cancelled until January 2011.

No further report at this time.

10. TREASURER’S REPORT

No further report at this time.

 

11. COMMITTEE REPORTS

a.     Executive Committee – John Buie advised that there was a discussion regarding confusion of the title for the prints of Markham Museum and the use of the word Foundation. It was decided by the committee that the word Foundation would be used as little as possible if at all. Also suggested to having an annual general meeting, and the next meeting is scheduled for January 2011. Committee is currently looking to appoint new members to join the Executive Committee. The new chair will be appointed at the next meeting.

b.    Museum Collection Committee – Bob Baird reported that the Collection committee met twice in October. Support two areas where an appraisal was necessary. Collection committee agreed. The Collections Policy has been updated to better reflect current requirements and has been approved by the Collection Committee.  Bob Baird will forward Collection Policy to Robin Gauzas to send out with minutes.

 

Motion to approve the revised Collections Policy and recommend to the Members

Moved by Bob Baird seconded by Carolina Moretti.

Carried.

 

c.     Development Committee – Would like foundation donations policy ready prior to AGM meeting.

Letter head is officially being used.

Gala will be ready for May 2011

Cathy suggested to have a mapping exhibit which would include layering of maps, and to invite professional to complete this exhibit

Development committee to meet on November 23rd at 4pm

Martha suggested having members of the public to be a part of time capsule.

d.    Volunteers Committee – no new updates

12. OTHER BUSINESS

a.     Foundation Business Plan-

John Buie requested a motion to approve Foundation Business Plan

Moved by Randy Barber seconded by Glenn Schick

Carried.

b.    Foundation AGM- tentative November date will be moved back.

13. NEXT MEETING

The next scheduled meeting of the Friends of the Markham Museum Foundation Board will be held on Wednesday, December 1st at 7 p.m. at John Buie place of residence 33 Legacy Drive, Markham (14th Ave. & 9th line)

14. ADJOURNMENT

Moved by Bob Baird

Seconded by Carolina Moretti

THAT the November 3rd, 2010 meeting of the Friends of the Markham Museum Foundation Board be adjourned, the time being 6:00 p.m.      CARRIED