7:00 pm, Monday September 17, 2012

Transcription

1 WHITCHURCH-STOUFFVILLE MUSEUM & COMMUNITY CENTRE ADVISORY COMMITTEE AGENDA 7:00 pm, Monday September 17, 2012 Whitchurch-Stouffville Museum & Community Centre Main Hall Chair: Johan Aaltink 1. Call to Order 2. Confirmation of Agenda 3. Declarations/Disclosure of Pecuniary Interest 4. Adoption of Minutes May 7, Presentations none 6. Consideration of Items for Discussion/ Decision i. Board Objectives Please see attached Board Objectives, , as approved at the May 7, 2012 meeting and the attached Vision, Mission, and Values Statement. As part of the objectives for 2012, the Board agreed to review the Vision, Mission, and Values Statement to be inclusive of the Community Centre function. Please consider some options and be prepared to discuss. ii. Code of Conduct Please see attached 2012 Code of Conduct document. Staff did not receive enough feedback from the Board to move ahead with the creation and posting of the Code of Conduct. Please come prepared to discuss and decide whether we want to adopt and post this or not. iii. 39 th Annual Antique & Classic Car Show Many thanks to all the Board members and your family members who helped out! Please see attached DRAFT Financial Summary. A Car Show subcommittee meeting should be set to begin planning for next year s 40 th event. iv. WSM&CC Rental Operations A summary of rentals for the year will be provided at the meeting along with an update on suggested rate increases for Correspondence Thank you letters to all Car Show sponsored were signed by Board chair and mailed.

2 8. New Business 9. Other i. History Hands-On, Saturday, September 22, 12 4 pm Please confirm your availability with staff. ii. Fall Work Bee, Sunday, October 21, 10 am 3 pm. Please confirm your availability with staff and let us know of any dietary restrictions. iii. History Hands-On, Saturday, October 27, 12-4 pm. Please confirm your availability with staff. iv Draft Calendar A DRAFT calendar of 2013 special event dates will be provided. Some changes have been implemented to more evenly spread events throughout the year. And the timing of the volunteer dinner has changed. v Annual Report Please see attached Annual Report for Staff prepare this document as part of the application for the provincial Community Museums Operating Grant. vi. Staff Report Please see attached Summer 2012 Staff Report. 10. Motion to Adjourn Next meeting Monday, November 5, 2012, 7:00 pm

3 PRELIMINARY 2012 FINANCIAL SUMMARY: SUMMER SPECIAL EVENTS AT THE WHITCHURCH-STOUFFVILLE MUSEUM E X P E N D I T U R E S ADMINISTRATION/EQUIPMENT SUPPLIES Copying/ paper $ Equipment $ Ampot Portable Toilet $ TOTAL $ $ $ $ FOOD CONCESSION Food Order $ Barbeque rental/ propane $ TOTAL $ $ $1, $ $1, AWARDS Trophies & Dash plaques $ $ Prizes for scavenger hunt $ n/a $ n/a n/a Prizes for spelling bee $ n/a $8.91 $ $ $ $ $ ENTERTAINMENT P.A. System $ Cameron Austin $ Historic Endeavours $ Rick Mallett, magician $ TOTAL $ $ $ $ ADVERTISING Banner Installation $ Old Autos Ad $ TOTAL $ $ $25.75 $ MUSEUM LABOUR noted below $2, $2, $2, $ TOTAL EXPENDITURES $ $ $5, $5, $5, Staff time = $ days Curator, 8 days program Coord., 7 days each student). DB had previously calculated at 2 ½ days Curator, 2 days Prog. Coordinator, 7 days Students = not an accurate count. Volunteer labour equivalent: $ hours X $17 (Hourly amount averaged from figures provided by Imagine Canada website.) REVENUE Gate 3, , , , , BBQ 1, , , Tea Garden * Raffle Trillium Miata Club not rec d n/a Corporate Sponsorship 4, (cash) ** 3, , , Vendors/ Vendor Donations Donations in bldgs, leftovers TOTAL $10, $9, $7, $6, $6, (* spent on pies for Tea Garden, leaving a true profit on $148.58) (**$750 in kind not included) [Total Revenue for $8,476.41, $12,579.84, $6,100.75, $9,943.59, $9,281.37, $8,682.26, $8,531.12, $ , $5,635.38, $6,493.30; for $6,154.60] CALCULATION OF PROFIT / TRANSFER TO CAR SHOW RESERVE (Gross revenue) $10, $4, =$5, Balance of Summer Events revenues - Balance of Summer Special Events expenses Calculation of Museum Labour not included in since salaries allocated for in 2012 budget $3, in 2011 / $1, in 2010 / $ in 2009 / $1, in 2008 / $2, in 2007 / $7, in 2006 / $ in 2005 / $4, in 2004 / $4, in 2003 / $5, / $ in 2002 / $4, in 2001 / $4, in 2000 / $1, in 1999 / $1, in 1998 / $ in 1997 Notes: Admission charge for Drivers was implemented in The event was rained out and re-scheduled to rain date in 2010, 2008 & Weather was threatening in 2009 & 2011.

4 OBJECTIVES FOR TERM ~ MUSEUM & COMMUNITY CENTRE ADVISORY COMMITTEE AS ADOPTED ON MAY 7, 2012 Status Timeframe Objective Site Development Assist in the repair and re-establishment of the heritage gardens and other manicured grounds areas including the transfer of the Lawn Bowling Club roses and the relocation/fit up of Dog Shed. Contact Horticultural Society to assist with gardens Develop a timeline/strategy for restoring the classroom to the full width of the Bogarttown main floor Maintain, update and implement the volunteer maintenance schedule Fund Raising Expand corporate sponsorship program to include more annual events and/or exhibitions, artifact care, capital projects Develop and implement a corporate membership program including naming rights opportunities for interior rooms and the courtyard Establish, as necessary, fundraising strategies for capital projects Promotion/Community Liaison Be ambassadors of the WSM&CC promoting participation, membership, volunteer involvement and use of the facility while also soliciting suggestions and feedback from the community Increase membership to 75 for 2012 and 150 by 2014 Monitor use of community space, evaluate user satisfaction, provide input/ recommendations on operational procedures/standards & capital improvements Policy Review 2012 Review and revise as necessary the Vision, Mission and Values Statement to be inclusive of community centre function Review and revise as necessary the Conservation and Dissolution policies 2014 Review and revise as necessary the Education & Interpretation and Exhibition policies Volunteer Management Maintain/increase volunteer participation by monitoring volunteer satisfaction and working with staff to adjust the volunteer program as appropriate Create a volunteer restoration club Consider creating a local history club that could be incorporated separately as an historical society Programming Assist with research for future exhibitions, Fall Fair programming options, new event development Develop a plan for the installation/disposal of the Stationary Steam Engine including a feasibility assessment, financing strategy and installation design. Explore collaborative/partnership ventures such as a resident artisan program (cooper, printer); consignment agreement or vendor program at events with local antique dealers; providing a site for W-S Studio Tour; or other S:\Board\Objectives\Objectives doc

5 RULES OF CONDUCT The Whitchurch-Stouffville Museum & Community Centre has adopted these rules of conduct to provide a safe, comfortable, environment in order to promote a worthwhile and satisfying experience for all our patrons and staff. Museum & Community Centre patrons are expected to follow all Museum policies, including these Rules of Conduct. Failure to do so may result in expulsion from the Museum & Community Centre and/or loss of all privileges. Prohibited the Museum & Community Centre: 1. Bringing food or uncovered beverages into the Museum & Community Centre 2. Littering 3. Loitering 4. Failure to wear shirt and/or shoes 5. Making loud or disturbing noises 6. Using inline skates or skateboards on Museum & Community Centre premises. 7. Bringing in animals other than those used as service animals 8. Leaving children under the age of 6 unattended 9. Harassing staff and/or patrons