MUSEUM BOARD AGENDA Tuesday, October 22, 2013, 5 p.m. Sutton Room, 55 Zina Street, Orangeville Declarations of Pecuniary Interest by Members BUDGET 1. MUSEUM BOARD October 22, 2013 ITEM #1 2014 Budget Review and discussion of the 2014 Budget. The full budget document is available by clicking on the following link: http://www.dufferincounty.ca/files/releases/2013-10-16_2014_draft_budget release.pdf REPORTS 2. MUSEUM BOARD October 22, 2013 ITEM #2 Succession Planning and Preparations A report from the Museum Curator, dated October 22, 2013 with respect to succession planning for the Muesum and Archives. Recommendation THAT the report of the DCMA Director/Curator dated October 22, 2013 re: DCMA Succession Planning & Preparations be received; THAT staff be authorized to complete the Work Projects identified in the report, and in the manner described in the report; AND THAT the additional staffing costs to complete the Projects identified in the report be taken from the interest earned on the DCMA Trust Fund, to a maximum of $26,000. Museum Board October 22, 2013- Page 1
3. MUSEUM BOARD October 22, 2013 ITEM #3 Friends of the Museum Minutes May 6, 2013 Minutes of the Friends of the Museum from the meeting on May 6, 2013. Recommendation: THAT the minutes of the Museum Fundraising Committee of May 6, 2013 be received and that the recommendations contained therein be approved. Next Meeting: Call of the Chair Museum Board October 22, 2013- Page 2
REPORT TO MUSEUM BOARD To: From: Chair John Oosterhof and Members of the Board Wayne Townsend, Director/Curator, DCMA Meeting Date: October 22, 2013 Subject: DCMA Succession Planning & Preparations Purpose The purpose of this report is to discuss the work plan to be accomplished at the DCMA before the retirement of the Director/Curator in 2014 and the Archivist in 2015, and to plan their succession for the benefit of the department. Background & Discussion In light of the pending retirement of two staff within the DCMA department the Director/Curator as of October 2014 and the Archivist as of April 2015 we have undertaken a review of existing projects, and present herein our recommendations for strategically and practically managing this transition phase in the key areas of (i) curatorial duties, and (ii) the archives. The attached work flow charts identify, in detail, the prioritized responsibilities and timing considerations in each of these key areas. As a result of this review, two major projects emerge as absolute priorities requiring the extension of work hours of two existing staff members for a defined period of time, described in the following: Project One finalization of the DuffStuff project (the DCMA s new online searchable database), involving necessary cleanup of data in order to move the project from its development stage to an ongoing/operational phase. This would require the existing part time Archives Assistant to work an additional two days per week per week for six months, from November 2013 to May 2014. The growing popularity of DuffStuff as an online research tool makes it incumbent on us to provide accurate information that will serve as the main platform for this important resource and service.
October 22, 2013 - DCMA Succession Planning & Preparations Page 2 of 3 Project Two the clearing of back log of collections, both artifact and archival. This would include collections conservation, and complete research and proofreading of records. This will require a Curatorial Assistant five days per week for five months to assist with this backlog. It is important that this backlog be accessioned (formally accepted into the DCMA collection) under the direction of staff who initially accepted the material into the permanent collection, and to ensure that items in the backlog are properly conserved, and registered and catalogued in our database records. The measures described above for these two projects will permit the incoming Curator and Archivist to assume their new duties without a large backlog, and with our new online research tool ready to assist him/her in serving the public and their job responsibilities. Once work on these two projects is completed, a reasonable period remains for spending the time necessary to adequately train incoming staff. Together, the Archivist and Director/Curator have 45 years of combined years of jobs not quite finished, research almost done, and projects nearly there. It is the plan to complete this work by June 2014. Local Municipal Impact None. Financial, Staffing, Legal, or IT Considerations It is recommended that the costs of additional staffing hours to complete the projects identified be taken from the interest earned on the DCMA Trust Fund over the last four (4) years, as shown below: (i) Estimated staffing cost to complete Project One: $8,400* (ii) Estimated staffing cost to complete Project Two: $17,500** Subtotal: $25,900 (i) Total interest earned 2010-2013 DCMA Trust Fund: $27,600 * Project One staff costs: 56 additional hours per month X 6 months X $25.00/hour ** Project Two staff costs: 35 hours/week X 20 weeks X $25.00/hr
October 22, 2013 - DCMA Succession Planning & Preparations Page 3 of 3 Recommendation THAT the report of the DCMA Director/Curator dated October 22, 2013 re: DCMA Succession Planning & Preparations be received; THAT staff be authorized to complete the Work Projects identified in the report, and in the manner described in the report; AND THAT the additional staffing costs to complete the Projects identified in the report be taken from the interest earned on the DCMA Trust Fund, to a maximum of $26,000. Attachments: (i) DuffStuff Workplan 2013-2014 (ii) Curatorial Assistant Tasks 2013-2014 Status:
Task Responsible Expected Outcome Data Evaluation & Measurement Priority Upload of Information Newspapers Archives Assistant Upload of items in "holding file" "Holding file" is current (only 1 week behind) 1 Volunteers Upload of Incoming data "Holding file" is current (only 1 week behind) 1 Images Volunteer Scanning of images "Holding file" is current (only 1 week behind) 1 Vol & Archives Assistant Upload and connection to listings (350) Nothing pending 1 Indexes Vol & Archives Assistant Newspaper Indexes (2 years) All uploaded to Sources 1 Arvchives Assistant Local History Indexes (18) Uploaded to Sources 1 Archives Assistant Property Indexes (4) Uploaded to Sources & connected to Places 1 Typing Data Archives Asst Articles identified for copying/typing Work Station set-up and articles ID'd for copy 2 Volunteers Articles copied & sent out for typing Articles copied and sent for typing 2 Places Archivist Research and create descriptions Description complete & given to Archives Asst 2 Archives Assistant Upload research & make links Descriptions & Research/articles connected 2 Maps Archives Assistant Scan images and attach to "Places" (100) Maps ID'd for scanning/uploading 2 Archives Assistant Rename existing maps - description All current maps given descriptive names 2 Family trees Archivist Confirm approvals List complete and given to Archives Asst. 3 Archives Assistant PDF and connect to Family listing All trees are uploaded and connected 3 Businesses Archives Assistant Complete Research and attach articles Business listing current and accurate 1 Consolidation of Listings Famous People Archives Asst. Merge with headstone names (>200) One listing per person 1 Archives & Curatorial Staff Review and identify new New listings created and sourced 1 Veterans Archives Asst. Merge with headstone names (~5000) One listing per person 1 Archives Asst & Vol. Connections to sources Removal of "DuffStuff Intranet Source" 1 Archives Asst. Update sources All "event" options are filled in 1 Headstone Transcriptions Archives Asst & Vol. Merge multiple names (~5000) No duplications 1 Set-up of Stakeholders Login Access & Set-up Archives Assistant Set-up & login for Public Libraries Logins provided 4 Archives Assistant Set-up & login for DCMA Volunteers Logins provided 4 Archives Assistant Set-up & login for DCMA members Logins provided 4 Archives Assistant Set-up & login for County Staff Logins provided 4 Training Archives Assistant 1/2 day training session All volunteers and library staff trained 4 Reference Sheets Archives Assistant Create "how-to" sheets for volunteers Reference sheets created and distributed 4 Consolidation of Sources Collection Items Curator Select items to be referenced Selection listing is completed 3 Vol & Archives Assist Upload images & connect to listings All images have been uploaded 3 Drop-downs Archives Assistant Update occupation drop down Drop-down lists are complete 3 Archives Assistant Update Regiment & Rank drop down Drop-down lists are complete 3 Sources Volunteer Removal of Duplicate newspapers No duplicates 1 Archives Assistant Redirect "Initial Data Load" (2482) All references direct to known source 1 Volunteer Remove all "no text" items All references direct to known source 1 Archives Assistant Merging of Events (5000) No duplicate "events" 1 Archivist Identify newspapers NOT in collection Noted what years are absent from collection 3 Promotions & Marketing Online & Print Features, MP Co-ordinator Increasing online membership/user base Regular tracking of membership/ 1 Tweets, Status Updates DuffStuff user base - resulting stats Use and promotion of MP Co-ordinator Increased awareness in DCMA, collection, Use of "trackable" advertising and 1 historic photos for media, and online tools such as DuffStuff promotional campaigns promotions, advertising Market product and MP Co-ordinator, Increasing online membership/user base; Regular tracking of membership/ 1 service to new demo- Archives Assistant Increased awareness in DCMA, collection, DuffStuff user base - resulting stats Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
Curatorial Assistant Tasks 2013-2014 Task Staff Details Measurement/Completed by Incoming Donations/Artifact Conservation Clear backlog of artifacts Curatorial Assistant Incoming donations/items to be returned Clear Conservation Room/Large Artifact/Curator's Office Active artifact conservation Curatorial Assistant Encapsulate/repair/sort artifacts Clear Collection/Conservation Room Shelves Preventive artifact conservation Curatorial Assistant Create storage mounts for Military Collection Completed by March 2014 Oversee volunteer performing conservation Curatorial Assistant/Collections Manager Oversee volunteers as they perform basic conservation tasks Ongoing Database Inventory Add artifacts to DuffStuff Curatorial Assistant Identify PastPerfect records to be updated (photos/descriptions) Completed by February 2014 Add artifacts to DuffStuff (cont'd) Curatorial Assistant Add artifact records to DuffStuff (Veterans/"Person of Note") Completed by March 2014 Create artifact records for PastPerfect Curatorial Assistant Create temporary receipts/research and prepare artifacts for accession Laurier Collection completed by November 2013 Small Artifact Storage Consolidate/organize Military Collection Curatorial Assistant Consolidate Military Collection into one location in Small Artifact Storage Completed by January 2014 Consolidate/organize loaned First Nations Collection Curatorial Assistant/Educational Programmer Consolidate and organize FN Collection to be used for programming Completed by January 2014 Exhibit Development and Installation 2013 Veterans Exhibit Curatorial Assistant Prepare labels/install artifacts in temporary exhibit space Installed by Thursday October 17, 2013 2013 Piecemaker's Offsite Quilt Display Curatorial Assistant Prepare/install offsite exhibit for Piecemaker's Quilt Display Installed by October 16, 2013 2013 Holiday Treasures Curatorial Assistant Prepare labels/install objects/organize incoming pieces Ongoing/November-December 2013 2014 Love Letters Exhibit Curatorial Assistnat Prepare labels/install objects/organize incoming pieces Installed Janurary - March 2014 2014 Folk Art Exhibit Curatorial Assistant Prepare labels/install artifacts in Main Gallery Installed by January 2014 2014 Historic Art Shows (2) Curatorial Assistant Prepare labels/install paintings in Rich Hill Lodge Installed by March 2014 2013-2014 Orangeville Incorporation Exhibit Curatorial Assistant Prepare labels/install artifacts in temporary exhibit space Installed by December 2013 2014 Fresh Flowers Art Show Curatorial Assistant/Events Coordinator Prepare labels/install art show in Main Gallery Installed May 2014 2014 Stitches Across Time Exhibit/Juried Art Show Curatorial Assistant/Events Coordinator Prepare labels/install juried art show in Rich Hill Lodge Ongoing/April - November 2014 2014 Student Art Show Curatorial Assistant/Manager Prepare labels/install art show in Silo Art Gallery Installed April 2014 2014 Andrew Peycha Art Show Curatorial Assistant Prepare labels/install art show in Silo Art Gallery Ongoing/August 2014 2014 Jim Lorriman Art Show Curatorial Assistant Prepare labels/install art show in Silo Art Gallery Ongoing/September 2014 2014 Corn Flower Travelling Exhibit Curatorial Assistant/Curator Prepare labels/mounts/travelling cases for select Corn Flower Completed by February 2014 2014 Canadian Glass Travelling Exhibit Curatorial Assistant Prepare labels/mounts/travelling cases for select Canadian Depression Glass Completed by February 2014 Digital Design Promotional material for 2014 Folk Art Exhibit Curatorial Assistant/Manager Prepare promotional/supporting material for 2014 exhibit Ongoing/January 2014 Create pull-up banners on Photoshop Curatorial Assistant Create 2 pull-up banners to be used for DuffStuff and Collection promotion Completed by October 2013 Policies and Procedures Create "Incoming Donations" policy Curatorial Assistant/Curator/Manager Incoming donations and organization of newly acquired artifacts. Completed/implemented April 2014 Create "Conservation" policy Curatorial Assistant/Curator/Manager Assess priority/work plan for artifact conservation Completed April 2014 Events 100th Anniversary of Corn Flower Festival Curatorial Assistant/Events Coordinator Coordinate/communicate with 100th Anniversary Committee Ongoing
DUFFERIN COUNTY MUSEUM & ARCHIVES (DCMA) FUNDRAISING COMMITTEE NOTES OF MEETING Monday, May 6, 2013 The Fundraising Committee met at 7 p.m. at the DCMA. Members Present: Staff Present: Councillor John Oosterhof, Morley Brown, Catherine Ollerhead De Santis, Renato Iozzo, Jeff Sedgwick Wayne Townsend, Director/Curator, DCMA Darrell Keenie, General Manager, DCMA Councillor John Oosterhof assumed the role of Chair for the inaugural meeting of the Committee, and called the meeting to order at 7:00 pm. 1. DCMA Fundraising Committee May 6, 2013 Discussion of Role and Purpose of Fundraising Committee plus 2013 events The Chair reviewed the agenda and led a brief discussion of the role and purpose of the Fundraising Committee. DCMA staff reviewed a list of the Museum s 2013 fundraising and donations targets (attached to these minutes), as well as a list of fundraising events and direct campaigns planned for 2013. The members discussed each of their interests and possible ways in which the Museum s events could be assisted, both in terms of fundraising and promotion. The idea of inserting a self-addressed donation envelope and fundraising information into future editions of the DCMA s Events & Activities Guide was discussed and it was agreed that it is an idea worth pursuing. ACTION: In a discussion of next steps, it was agreed that all members will forward to DCMA staff as soon as possible each of their preferences for engaging in the Museum s fundraising events and efforts planned for 2013. 2. DCMA Fundraising Committee May 6, 2013 Confirmation of the name of the Committee The Chair led a discussion of the name of the Committee. Moved by Jeff Sedgwick, seconded by Catherine Ollerhead De Santis, THAT the official name of the DCMA s fundraising committee be confirmed as the Friends of the DCMA Carried unanimously- 3. DCMA Fundraising Committee May 6, 2013 Election of Chair Moved by Renato Iozzo, seconded by Catherine Ollerhead De Santis, THAT Jeff Sedgwick be confirmed as Chair of the Friends of the DCMA fundraising committee. Carried unanimously- DCMA Fundraising Committee May 6, 2013 Adjournment The meeting adjourned at 8:40 p.m. DCMA Fundraising Committee May 6, 2013 Page 1