Cumberland Heritage Village Museum Board

Conseil du musée-village du patrimoine de Cumberland

 

Minutes 3 / ProcÈs-verbal 3

 

Monday, 5 April 2004 - 7:30 p.m.

Le lundi 5 avril 2004 - 19 h 30

 

Councillors’ Boardroom, Orléans Satellite Office

255 Centrum Boulevard

Salle des conseillers, Bureau satellite d’Orléans

255, boulevard Centrum

 

 

Present / Présents :    Randall Ash, (Vice-Chair / Vice-président), Dan Brazeau, Walter Cibischino, Jennifer Hunt-Beauchamp, Jeannie Smith, Malcolm Whittall

 

Absent / Absents :      Councillor Rob Jellett, Fran Stronach (Chair / Présidente)

 

Others Present / Autres personnes présentes:

Gilles Séguin, Program Manager, Heritage Development,
People Services Dept.

Nicole Boily-Zayadi, Interested Citizen

Anne-Marie Leung, Standing Committee Coordinator

 

In the absence of the Chair, Randall Ash, the Vice-Chair presided as Chair and called the meeting to order.  He welcomed and introduced Nicole Boily-Zayadi, a Cumberland resident, who is interested in volunteering at the Museum.

 

 

DECLARATIONS OF INTEREST

DÉCLARATIONS D’INTÉRÊT      

 

No declarations of interest were filed.

REVIEW and acceptance of minutes 1, 26 JANUARY 2004 AND MINUTES 2, 23 FEBRUARY 2004

EXAMEN ET RATIFICATION Du PROCÈS-VERBAl 1 DU 26 janvier ET DU PROCÈS-VERBAL 2 DU 23 février 2004

 

The Board reviewed the aforementioned sets of Minutes.  Gilles Séguin noted that the amount for the Cumberland History Book Project grant is $106,000, not $160,000 as indicated on Page 3 of Minutes 1.

 

 

CONFIRMATION OF MINUTES

RATIFICATION Du PROCÈS-VERBAl

 

Moved by Jeannie Smith,

 

That Minutes 1 of the 26 January 2004 meeting be confirmed subject to the above-noted revision brought forward by Gilles Séguin.

                                                                                                            CARRIED as amended

 

Moved by Malcolm Whittall,

 

That Minutes 2 of the 23 February 2004 meeting be confirmed.

                                                                                                            CARRIED

 

 

REVIEW AND ACCEPTANCE OF AGENDA

EXAMEN ET ADOPTION DE L’ORDRE DU JOUR

 

After a review of the Agenda, the Board agreed to include the following items to the Agenda:

 

·        #14.     Dillon Consulting Limited – Structural Assessment Final Report requested by Gilles Séguin.

 

 

ITEMS OF BUSINESS

POINTS À L’ORDRE DU JOUR

 

1.                  UPDATE ON THE 2004 BUDGET DECISIONS

MISE À JOUR SUR LES DÉCISIONS DU BUDGET DE 2004

 

Gilles Séguin, Program Manager, Heritage Development distributed and discussed the Final Budget Highlights – copy on file with the City Clerk.

He also discussed the scope and implication of the following Health, Recreation and Social Services (HRSS) Committee Recommendation, which was approved by City Council:

 

“27.     WHEREAS the City of Ottawa recognized in the Ottawa 20/20 Arts and Heritage Plan, adopted by Council in April 2003, the critical role that local museums play in the collection, preservation and interpretation of valued heritage assets and collections held in trust for residents and future generations; and,

 

WHEREAS the City owns four museums (Billings Estate, Cumberland Heritage Village, Gloucester, Pinhey's Point Historic Site), supports the operation of 7 community museums, (Bytown, Diefenbunker, Goulbourn, Nepean, Osgoode, Vanier, Watson's Mill), and is currently assisting community groups with the development of two heritage properties (Fairfields, Gammon House); and,

 

WHEREAS the City has fiduciary and public trust obligations to ensure that the core museum functions of acquisition, preservation, research, exhibition and interpretation are addressed through attention to professional standards and with appropriate budgets, staffing and facilities;

 

THEREFORE BE IT RESOLVED that Council direct staff to:

a.         Develop a sustainability plan to support the core museum functions of acquisition, preservation, research, exhibition and interpretation; and,

b.         Report back with a progress report by the end of 2004.”

 

He discussed the framework of the study to be conducted as a result of the aforementioned recommendation.  He advised that staff would be presenting HRSS Committee and Council with the scope of work in May.  The plan would be done by September 20 and Staff would be reporting to HRSS Committee in October and Council in November.

 

He talked about the Corporate Services and Economic Development Committee’s (CSEDC) Recommendation under the Opportunity Log on Competitive Assessment, Venture Properties – A comprehensive review of all Venture properties be undertaken with priority placed on various properties, including the Cumberland Museum.  He also talked about the issue of Public Private Sector Partnerships and the City’s policy regarding Public-Private Partnership (P3).  He noted the following statement contained in the Budget 2004 Book - “The Opportunity Log identified a number of areas where the City should be considering P3s particularly in the business lines inherited from legacy municipalities (gold course, campsite, museums, a theatre, an airport, and a sailing facility).  A review of the City’s role in the business is particularly relevant as these are business lines which also exist in the private sector and are, in fact, classified within the City of Ottawa as venture properties.”

 

He pointed out and discussed the following statement – “It is recommended that as part of the 2004-2005 workplan that a comprehensive review of all Venture properties be undertaken with priority placed on the following properties as identified in the Opportunity Log:

·        Nepean sailing club

·        Nepean National equestrian club

·        City museums (Billings Estate, Pinhey’s Point, Gloucester, and Cumberland)

·        Ottawa-Nepean Municipal Tent and Trailer Park

·        Pine View Golf Course

·        Spay-Neuter Clinic

·        Carp Airport

·        Carp Airport Maintenance

·        Long term care facilities.”

 

He identified Council’s request for two separate and conflicting reports – one arising from the HRSS Committee Recommendation on developing a sustainability plan and another one arising from the CSED Committee Report on a comprehensive review of all venture properties, which include all City museums.  He advised that this would provide the Board with an opportunity to get involved in the process and key to this point is to provide Council with a plan that would recognize all the potential prospects of the Cumberland Museum.

 

 

2.                  MANDATE OF THE CUMBERLAND MUSEUM BOARD

MANDAT DU CONSEIL DU MUSÉE DE CUMBERLAND

 

Gilles Séguin briefed the Board on the Reporting Structure and the Cultural Affairs – Heritage Development (as of February 2004) Charts, which he distributed to Board Members. – Copy is on file with the City Clerk.  He spoke on the responsibilities of the Heritage Development Section. – Copy of the detailed responsibilities is on file with the City Clerk.

 

He then talked about the mandate of the Board and submitted the following examples of future agenda items – Providing input on:

 

1.      Priorities for Capital repairs

2.      Sustainability plan

a)      Mandate of museum

b)      Governance

c)      Care of buildings and collections

d)      Education and interpretation (programming)

e)      Resources required (staff, volunteers, facilities, budget, tools)

f)        Revenues streams

3.      Marketing plan

4.      Volunteer opportunities, recruitment, support

5.      Collections review and storage requirements

6.      Use of donations account.

 

 

3.                  UPDATE FROM THE PROGRAM MANAGER, HERITAGE DEVELOPMENT

MISE À JOUR DU GESTIONNAIRE, DÉVELOPPEMENT DU PATRIMOINE

 

Gilles Séguin gave an update touching on the following topics:

 

·        Disaster Awareness Plan by the end of the year

·        IT Requirements/Structure

·        Real Property & Asset Management (RPAM) Structural Assessment Report

·        Staffing

·        Grants

·        Programming

·        Website

·        Staffing

·        Challenges encountered following the take-over from Serco.

 

 

4.                  UPDATE ON HERITAGE FESTIVAL PLANNING

MISE À JOUR SUR LA PLANIFICATION DU FESTIVAL DE L’HÉRITAGE

 

Gilles Séguin informed that the Heritage Festival planning is coming along very well and that everything is on track for the May 29th weekend event.  Invitations are being sent and there will be a planning meeting on Saturday, April 17th at 10 a.m. at which some people are invited.  Sarah Ferguson, the Education/Interpretation Officer is comfortable and confident with the way things are developing for the event.  Malcolm Whittall raised an issue with respect to insurance and was advised by Gilles Séguin to contact another insurance company.

 

 

5.                  UPDATE ON THE AUDIO TOUR PROJECT

MISE À JOUR SUR LE PROJET DU TOUR AUDIO-VISUEL

 

At the request of Acting Chair Randall Ash, Malcolm Whittall advised that the equipment has been purchased and is at the Museum.  He informed the Board not to expect the system to be up and running for the summer programming.  After discussion, Acting Chair Randall Ash and Malcolm Whittall agreed to look into this matter.  Gilles Séguin suggested that they contact Christina Tessier, the Acting Director of Bytown Museum for support because the Bytown Museum is using the same audio tour system.

 

 

6.                  UPDATE ON THE STATUS OF THE CUMBERLAND HISTORY BOOK

MISE À JOUR SUR LE LIVRE D’HISTOIRE DE CUMBERLAND

 

At the request of Acting Chair Randall Ash, Gilles Séguin gave an update on the status of the Cumberland History Book.  He advised that the three authors have provided their script to the publisher for feedback.  The following is the schedule that he provided to the Board:

·        By the end of May – Writers are aiming to complete the English texts and photos.

·        In June – texts would be edited.

·        In July – translation of texts.

·        In August – translated texts would be edited.

·        In September – proofreading and comparing both languages texts.

·        In October – design phase.

·        In November – printing.

·        In December – book completed for sale.

 

Acting Chair Randall Ash advised that one of the writers has resigned out of frustration.  After discussion, Jeannie Smith asked that the Minutes note Robert Serré’s contribution to the Cumberland History Book.

 

 

7.                  UPDATE ON THE LEGACY FUND COMMITTEE

MISE À JOUR SUR LE COMITÉ DES FONDS D’HÉRITAGE

 

In response to Acting Chair Randall Ash’s questions as to whether the Legacy Fund Committee is still in existence and whether there is a meeting scheduled, Gilles Séguin advised the three projects, identified for the Legacy Fund – the Audio Tour; the Street Signs; and the Levesque House are still pending.  He also advised that it would be premature to determine what to do with the balance of this fund until the above three projects are completed.  Acting Chair Randall Ash suggested one more meeting to wrap-up following the completion of the three projects.

 

 

8.                  VILLAGE STREET SIGNS

AFFICHES POUR LES NOMS DES RUES

 

Walter Cibischino briefed the Board on the Street Names and Signs Proposal, which was submitted for consideration.  (Copy of this Proposal is on file with the City Clerk.)  He met with three companies and obtained estimates for the production and installation of the signs.  Both Jeannie Smith and he toured the Museum grounds in order to determine the sign locations.  They also submitted background history of street names for the Board’s consideration.  Walter Cibischino also submitted an Estimated Expense for 12 Posts & Sign installed; one 3’x4’x9” Pylon Sign, Frame & Stand; 20 other directional signs – copy on file with the City Clerk.  He noted the following outstanding issues for approval:

·        Wood versus Aluminium or LEXAN

·        Supplier

·        Colour of Lettering and Background

·        Reflective or Not

·        Street Names

·        The Issue of Bilingualism.

 

After a lengthy discussion on the Board’s involvement/participation and authority on this Project, Board Members finally agreed to view the sample signs brought to the meeting by Walter Cibischino.  Since Gilles Séguin has the authority to approve these signs, Acting Chair Randall Ash suggested that Walter Cibischino and Jeannie Smith meet with him to resolve the outstanding issues.  Acting Chair Randall Ash asked that Walter Cibischino keep the Board up to date on this project following the meeting with Gilles Séguin.

 

 

9.         STATUS OF DR. FERGUSON’S MEDICINE WAGON

  MISE À JOUR SUR LE FOURGON MÉDICAL DU DOCTEUR FERGUSON

 

Jeannie Smith requested an update on the aforementioned project.  After a brief discussion, Acting Chair Randall Ash advised Jeannie Smith to talk to Glenn Charron, the Collection Officer.  Jeannie Smith asked that this item be placed on subsequent Board agendas for follow-up discussion.

 

 

10.              CORRECTIONS TO THE WEBSITE

MODIFICATIONS AU SITE WEB

 

Jeannie Smith, who brought up this matter for discussion, was advised that Gilles Séguin would be looking into updating the Website.

 

 

11.              ROGERS TELEVISION INTERVIEWS

ENTREVUES DE TÉLÉVISION ROGERS                                                               

 

Walter Cibischino informed the Board that he conducts interviews from time to time for an Italian Program (Tele 30).  He suggested and offered an interview with a Board Member to promote the Museum.  He gave a brief description on the type of interviews that are produced on Wednesdays, usually mid month; questions could be determined before hand.  After discussion, Jeannie Smith agreed to do an interview on Wednesday, the 14th of April.  On behalf of the Board, Vice-Chair Randall Ash thanked Walter Cibischino for this great opportunity.  Gilles Séguin also agreed to talk to Walter Cibischino on this matter at a later date.

 

 

12.              Friends of the Museum

LES AMIS DU MUSÉE                                                                                             

 

Malcolm Whittall advised that David Hayman, the Secretary of Ottawa Live Steamers and Model Engineers, who has volunteered to get the Friends going, is still committed to continue doing so.

 

 

13.              Volunteers

BÉNÉVOLES                                                                                                             

 

Malcolm Whittall suggested and showed an example of a Volunteer Badge from Fort Edmonton Park (in 1984) that could be provided to identify a person providing volunteer services to the public at the Museum.  Gilles Séguin advised that the City of Ottawa has its own Corporate badges for volunteers.

 

 

14.              Dillon Consulting Limited – Structural Assessment Final Report

RAPPORT FINAL SUR L’EXAMEN DES STRUCTURES - DILLON CONSULTING LIMITED 

 

Gilles Séguin distributed copies of the February 2004 Cumberland Heritage Village Museum Structural Assessment Final Report submitted by Dillon Consulting Limited and noted that it was restricted to the Board Members only.  He briefed the Board on the significance of the report and noted the last two pages, which indicate the estimated costs of the repairs of each buildings and the timeframe, the majority of which is within one year.  He asked that Board Members review this report in order to provide him and the Real Property and Asset Management (RPAM) Staff with comments and input at its next meeting.  He agreed to check on the availability of RPAM Staff on that day (April 26).

 

 

 

NEXT MEETING

PROCHAINE RÉUNION

 

Monday, 26 April 2004, South Fallingbrook Community Centre, 998 Valin Street,

le lundi 26 avril 2004, Centre communautaire de Fallingbrook sud, 998, rue Valin

 

The Board agreed to meet as noted above.

 

Dan Brazeau advised that he would be unable to attend this meeting.

 

 

 

ADJOURNMENT

LEVÉE DE LA SÉANCE

 

The meeting adjourned at 10:20 p.m.

 

 

 

 

 

 

Original signed by A.-M. Leung                               Original signed by R. Ash

_________________________                                  _________________________

A/Coordinator                                                            A/Chair