MINUTES

MUSEUM BOARD

June 2, 2004

 

In Attendance: Gunter Langhorst (Chairperson), George McKelvey (Councillor), Ardy Reid, John Bayfield, John Webster (Councillor), Lorne Smith (Honorary Member), Jim Wicks, Gord Case, Monica Peel, Simon Gulden, George Phillips (Manager), Kathy Nesbitt.

 

Regrets: Randy Barber, Donna Metcalf , Susan Smitko

 

 

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1

Call to Order

Gunter Langhorst called the meeting to order at 7:00 p.m.

 

 

2

Minutes of May meeting

The minutes of the May 5 meeting were approved on a motion by Monica Peel, seconded by Simon Gulden.  Carried.

 

 

 

3

Declaration of Appointed Office

Board Members submitted their signed forms for forwarding to the Clerk’s Department.

 

 

 

4

Managers Report

George Phillips advised that there were two items of correspondence to be brought forward.

 

A letter from Lorne Smith advising that the Berczy Association has a portion of the Summerfeld Diary, the Museum has the final pages and the Berczy Association is requesting that the two portions be put together. 

 

The Deaccession process is nearing completion.  A report is going to Council on June 14 to describe disposition and what's going to other museums.  Following the sale of objects the proceeds are to be allocated to the Museum endowment fund.

 

Lobster Blast tickets are available. The Board was advised that the expense is being off-set by Interbrew.   

 

 

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4

Managers Report (continued)

Art in the Park is the weekend of July 17 and 18.

 

Cathy Molloy and Marie Jones visited Tyrone Mills.  The gentleman who runs it is eager to work us.

 

Rouge Valley Retirement Residence is interested in a partnership with us and using the site as a park.

 

Michael Leslie has left the museum's employ and Marie Jones is the Contract Maintenance Supervisor.

 

Gunter Langhorst advised that he's getting questions about the next meeting regarding the Master Plan.  John Bayfield questioned the timeline on the reception centre.  He was advised that servicing for the reception centre will begin in the Fall.

 

The Book Fund was approved by Finance and Administrative Committee and will be going to Council on Tuesday.

 

The Museum is waiting for a decision from the Trillium Foundation regarding a grant on behalf of Markham High School.  The idea is to have sculptor, Dorsey James work with Markham District High school students to carve one of his pole sculptures on the site.  In effect Mr. Dorsey will be Artist in Residence and the Youth in the village work with the artist.

 

The Mayor's Dinner will be October 14 and combined with the 20th Anniversary of the Markham Theatre.

 

We're looking for ideas for capital and operating budgets in preparation for next year.

 

 

 

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4

Managers Report (continued)

A discussion was held regarding the Implement Building.  The Markham Little Theatre discovered that the required modification of the building would be more extensive than they had thought.

 

In accordance with the terms of the CMOG program( a 2005 Provincial Operating Grant), the Board was asked at the last Board meeting to review and  approve the draft policies for Educational Programs, Exhibitions and the revised Finance Policy. The attachment to the Finance policy is the most recent revision available.

 

On a motion moved by Jim Wicks and seconded by Monica Peel that the draft policies be approved.

 

 

 

5

Reports from Committees

Simon Gulden read the motion from the Development Committee:

 

"The Development Committee will act as a steering committee for the creation of a Friends of the Museum Foundation.  The governance for a Friends Foundation must be established, reflecting the vision of the mast plan.  This will enable the Foundation to acquire status as a registered charity.  One of the mandates of the Friends will be to prioritize the implementation of project development from the Master Plan.  Discussion and input from the Board would be appreciated at this time.  The committee would also like to invite Ardy Reid to join in this task with her experience from the Theatre Board.  The Development Committee would then consist of Simon Gulden, Monica Peel, Ardy Reid and Liz Hooey.

 

 

6

New Business

The letter from Berczy Settlers.  The last page of the Summerfeld diary is at the Museum the Berczy Settlers have the main part.   The Varley Art Gallery has requested the diary as part of the Berczy Display.  Although the museum agrees that it makes sense to have the two parts of the diary together, original archival pieces don't leave the museum.  The Board was advised that the museum reluctantly agrees to lend the last page of the diary to the Gallery.

 

 

 

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6

New Business (continued)

The Berczy Settlers have requested the return of the document to reunite it with the main part of the diary.  Once the museum's portion is returned, the Museum will work with the Berczy Settlers Association to have the diary restored.   The diary would then be stored at the museum,; L. Smith expressed a desire to see the document transferred to the provincial, or national archives.  It was questioned how much it would cost to restore the diary and the Board was advised that it depends on the damage to the document.

 

On a motion moved by George McKelvey seconded by John Webster that the Board grant the loan of the last page of the diary to the Art Gallery.

 

The Museum Manager is to come back with a report and recommend-ation on what treatment the diary needs.  Preference is to have the diary kept at the home museum, on display in the reception centre.

 

The Board was advised that there was another letter for consideration from the Markham Village Conservancy.  The Manager explained that he didn’t expect a response this evening, but would leave the letter with them for review.

 

John Webster advised that the conservation committee was trying to keep the entrance to the old village as an old village and not a lot of “big boxes” similar to Brown’s corners.

 

George McKelvey provided some background information on the Secondary Plan and development proposed in the area.  It was felt that the “big box” development was a detriment to the museum and surrounding property.

 

It was moved by Monica Peel, seconded by Gord Case, that the letter from the Markham Village Conservancy be received and supported by the Markham Museum Board. 

 

 

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6

New Business (continued)

George McKelvey suggested that Scott Heaslip, Senior Project Co-ordinator in the Planning Department be invited to the Board’s next meeting in September.

 

Lorne Smith brought up the issue of trees on the north side of the museum property.  It was his understanding that there was supposed to be a 10 metre buffer between the museum and the next property, but the storm management pond is almost right up to the fence.

 

George McKelvey advised that he would check and e-mail Lorne directly.

 

It was determined that the next meeting would be the first Wednesday after labour day.  Everyone was wished an enjoyable summer.  It was moved by John Bayfield, seconded by Jim Wicks that the meeting be adjourned at 8:40 p.m.