MINUTES

MUESEUM BOARD

February 4, 2004

In Attendance: Gord Case, Liz Hooey, Ian Hopkins, Gunter Langhorst, (Chairperson), Monica Peel, (Vice Chairperson),Lorne Smith (Honourary Member), Barb Roth (Director Recreation & Culture), George Phillips, (Manager), Betty Easey

Regrets: John Bayfield, Bud Mann, Donna Metcalf

ITEM# ITEMS DESCRIPTION ACTION COMPLETED

BY WHOM BY

1	Call to Order	Gunter Langhorst, called the meeting to order at 7:00pm.
2	Minutes of Jan Meeting	The minutes of the January 7^th meeting were approved on a motion by Liz Hooey, seconded by Gord Case. Carried
3	Managers Report	Scouts & Guides Canada: The Programme Coordinator, Elana Yellen, has developed an overnight camp programme to enable groups to obtain their Heritage Proficiency Badge. A pilot project took place on January 31, 2004, which went very well. After School Programmes: The Museum is working with York Region Libraries to provide children’s after school programmes. March Break: The Museum is offering a week long camp as well as daily drop-in programmes for March Break. Trillium Funded Grant: As a start to the “Youth Curator Project”, Markham District High School Students will create a temporary exhibit on themes that are meaningful to them as teenagers in Markham. Canadian Slovak Association: This Association would like to provide an exhibit of their heritage for display at the Museum. They would also like to hold a special event at the Museum. A draft agreement is being processed and will be presented to the Town of Markham Legal Department. The event will be insured by the Association, with the Town named as co-insured, in much the same way as Art in the Park with the Economist & Sun. Programme Coordinator, Elana Yellen, will work with the Association to develop a companion programme for the Museum. The Museum will use experience gained with this relationship to develop a template for agreements with other groups.

MINUTES

MUSEUM BOARD

February 4, 2004

ITEM# ITEMS DESCRIPTION ACTION BY COMPLETED

WHOM BY

3

Managers Report Cont’d

Lobster Fest: Planning is under way for this event which is tentatively scheduled for June 26, 2004. Staff are currently working with a corporate representative. Art in the Park: Representatives of the Economist and Sun are soliciting sponsorships. A wine tent will be added to the event this year and will be run by the Museum. Sponsors: The Museum is actively looking for sponsors for our events and programmes. Board Members are encouraged to initiate contacts with prospective sponsors. Information on events and programs is available and staff are available to make presentations to interested parties. Monica Peel suggested Kelly Jamieson of Unionville Motors as a possible sponsor, and she will pursue this. It was suggested he may be willing to sponsor Breakfast with Santa, and that sponsorship would be for two or three thousand dollars. The Board was advised that, thanks to Barb Roth, sponsors have been found for March Break and Mother’s Day Tea events. Chinese New Year: Tony Wong MPP visited the Museum on Chinese New Year to present a Government Grant cheque. He also handed out lucky chocolate coins to a group of 90 school children. George Philips and Cathy Molloy were invited to the Federation of Chinese Canadians New Year Celebrations held in Scarborough. This group became affiliated with the Museum during the development of the Arts of China Exhibit. The Museum hopes to continue to build on this relationship.

MINUTES

MUSEUM ADVISORY BOARD

February 4, 2003

ITEM# ITEMS DESCRIPTION ACTION BY COMPLETED

WHOM BY

3

Managers Report Cont’d

Miniature Golf Set: St. Andrews United Church has offered the Museum a miniature golf set. It incorporates replicas of Markham historic locations. It is large and heavy, and would require a semi-permanent home within the Museum. It could provide an extra activity for events, camps and picnics, and the offer is being assessed. Carriage Storage Area: Consultants are preparing an assessment of contents, and also a design solution for shelving. Maintenance staff have begun to move some of the items currently stored in the Ward Building. Implement Building: Work has begun on the planning for the relocation of artefacts stored in the building. On January 12^th, George Philips and Marie Jones met with three knowledgeable Museum volunteers and reviewed most of the inventory in the building. Some tentative decisions were made. Staff will research each objects to determine its local history and relevance to the collection. A draft list of items for deaccession will be submitted to an independent consultant for review, to ensure it does not conflict with the Master Plan study. The Museum policy on deaccession will be followed, and any items that have been recommended for deaccession will be photographed before an appropriate disposition is chosen. The final list will be submitted to both Council and the Museum Board for their consideration and approval. Master Plan: The Master Plan Team has been conducting interviews throughout the past month and will have an initial meeting with the Futures Task Force on February 12, 2004. Forty members of the Task Force have accepted the invitation to attend the meeting.

MINUTES

MUSEUM BOARD

February 4, 2004

ITEM# ITEMS DESCRIPTION ACTION BY COMPLETED

WHOM BY

3	Manager Report Cont’d	Cultural Capitals Grant: George Phillips advised that he has deferred submission of the Cultural Capitals Grant until the Markham Arts Council is officially launched and the Museum Master Plan is complete. Ward Transportation Building: George Phillips advised that he has had a conversation with Doug Ward, concerning the Master Plan and the study of the Ward Building. Doug is supportive of the preliminary plans for the Building and expressed his confidence in the Museum’s curatorial judgment with respect to the management of the Ward collections. Betty Easey: George Phillips mentioned that due to redeployment of staff, Betty’s employment will be terminated on March 12, 2004.
4	Maintenance Committee	Lorne Smith advised that the committee has spent many hours of work on the Implement Building and other projects. On behalf of the Museum and Staff, George Phillips thanked the committee for all their time and efforts.
5	Development Committee	Nothing to report at this time. Liz Hooey enquired about Settler’s Day.
6	New Business	Settlers Day: Lorne Smith advised that Settlers Day is an important event celebrating the Berczy Bi-centennial of the families settling in Markham. He expressed his concern that the event would not be able to take place at the Museum. Managers Response: He was advised by C. Molloy at a meeting in December that due to the timing of the proposal the event is not a Museum event and with third party involvement the Town could not provide the insurance. In addition the volunteers proposed to be supplied by Mr. Smith are required to be registered in the Town system, also due to liability concerns. He was also advised the Museum does not have the budget or the staff allocated to support the event. Any new events must be accounted for in the budget, and as I had advised the Board in the fall, budgets are prepared in the September and set by the end of October of the preceding year.

MINUTES

MUSEUM BOARD

February 4, 2004

ITEMS# ITEMS DESCRIPTION ACTION COMPLETED

BY WHOM BY

6	New Business Cont’d	Ms. Roth enquired about the potential for financial support from the historical Society. The Manager assured Mr. Smith that the Museum would work with him to find a way to make the Settlers Day event happen. The dewatering of 16^th Avenue was mentioned and Lorne Smith suggested a tree inventory should be completed. Markham District High School: It was mentioned that the High School is holding its 145^th Anniversary Reunion in May 2004. It was suggested that someone from the Museum should attend to obtain history data from the older participants.
7	NEXT MEETING	THE NEXT REGULAR MEETING WILL TAKE PLACE ON MARCH 3, 2004, AT 7:00PM, IN THE MAIN BUILDING
8	Adjournment	The meeting adjourned at approximately 8:30pm