Cumberland Heritage Village Museum Board Conseil du musée-village du patrimoine de Cumberland MINUTES 11 / PROCÈS-VERBAL 11 Monday, 28 May 2012 – 7:30 p.m. le lundi 28 mai 2012 – 19 h 30 Orléans Client Service Centre Centre du service à la clientèle d’Orléans 255, boul. Centrum Blvd. - Room / salle 340 Present / Présents: R. Thomas (Chair / Président), A. Dessaint (Vice-Chair/Vice-président), T. Krywulak, J. Larsen, S. Lemieux R. Tremblay, Office of Councillor S. Blais (non-voting/sans droit de vote) Absent / Absents: J. Aquilina, A. Jellett, L. O’Byrne DECLARATIONS OF INTEREST DÉCLARATIONS D’INTÉRÊT No declarations of interest were filed. CONFIRMATION OF MINUTES RATIFICATION DU PROCÈS-VERBAL Minutes 10 of Monday, 30 April 2012 were confirmed. REVIEW OF PAST ACTION ITEMS SUIVI DE QUESTIONS ANTÉRIEURES The Board received and reviewed the table outlining outstanding action items not listed as current agenda items. Items not marked complete were carried over for review at the next Board meeting, in addition to any action items flowing from this agenda. The following actions were identified: Action 1: With respect to #3 of the Outstanding Action Items, members inquired as to when the translated chapters would be available for review. The Coordinator offered to inquire staff and inform the Board accordingly. ACTION AND DISCUSSION ITEMS POINTS D’EXÉCUTION ET DE DISCUSSION 1. BOARD PERFORMANCE SELF ASSESSMENT ÉVALUATION DE PERFORMANCE DU CONSEIL The Chair advised that an evaluation of the Board has been done annually for the past three years. He noted the purpose was to determine if the Board was on the right path. The following comments were received by members: * Better management role at the Museum; * Board is providing feedback to the City which has had a positive impact on decision making; * Continued pushing for the historic book project; * Proud that Board was part of the completion of the Development Plan; * Good programming which results in more membership this year; * Better communication with staff; staff reporting regularly on projects and policies; * Majority of members expressed frustration with the recruitment process and lack of membership; * Ongoing issue with attempting to solicitor more the public to visit the Museum; * Disappointment on the lack of public involvement with the Development Plan. On a personal note, the Chair felt that he did not have enough time to do the things he proposed to do. A suggestion was agreed upon to define strategic goals for the Board within the next few months. It was also suggested that the Board could be the link to the public. Action: Coordinator to include the Strategic Plans in the Proposed Agenda Items list. 2. VOLUNTEER RECRUITMENT FOR CUMBERLAND HERITAGE VILLAGE MUSEUM RECRUITMENT DES BÉNÉVOLES POUR MUSÉE-VILLAGE DU PATRIMOINE DE CUMBERLAND Chair Thomas added this item to the agenda in order to inquire on the status of the current volunteers at the Museum. Staff reported that the City staffed a Volunteer Coordinator position who oversees the volunteer working at the Museum. They noted that regular volunteers return and work on the programs. 3. PROPOSED AGENDA ITEMS FOR 2012 ARTICLE PROPOSÉS POUR LES ORDRES DU JOUR EN 2012 Action : Coordinator to include the item « Discussion on the Strategic Plans » for September 2012. OTHER BUSINESS AUTRES QUESTIONS Interpretation Plan With respect to an action which was outlined in the minutes of the last meeting, Laura Peters, Program Manager, Museums and Heritage Programs advised that the Interpretation Plan would be available for the Board comments by June 29th; however the deadline to receive comments is July 7th. Action: The Board will review the Interpretation Plan and send comments to staff via email. ADDITIONAL ITEMS POINTS SUPPLÉMENTAIRE Rural Roots versus Power Show Moved by Member J. Larsen: That the Cumberland Heritage Village Museum Board approve the addition of this item for consideration by the Committee at today’s meeting, pursuant to subsection 84(3) of the procedure by-law (Being By-Law No. 2006-462). CARRIED Rachel Perkins, Museum Administrator provided a brief overview of the event that was held this past weekend: * Equipment * Staff were on site to provide train rides * 300 attended the event * New activity this year: visitors planted pumpkins with their names attached to each one. At the end of the season, they can come and harvest their pumpkin. * Each station had something that the public can walk away with. * Scavenger hunt * Staff met with exhibitors and some had complaints regarding the lack of food provided for them. They also criticized the lack of advertising the event. Member Larsen had also spoken to some exhibitors who had also complained of the lack of activities. Ms. Perkins added that light refreshments were available during the events but that exhibitors were notified in a letter that no food would be available to them during the weekend. She also noted that the surveys that were received were all positive comments regarding the event. Rob Tremblay, Assistant to Councillor Blais advised that no complaints were received in his office regarding the event. Chair Thomas suggested that staff and the Board keep this in mind during the preparations for next year’s event. Commemoration Inventory List Vice-Chair Dessaint and Member Larsen provided the following historical information: * #3 to #7 were all part of the Church when it was moved to the museum site. * #8 is part of the chain controls for the original furnace that was in the Church while in Vars. * # 14 (Plaque and image Station Masters Office, Vars Train Station) is the property of the Cumberland Telegraph Operator's Club. Ms. Perkins thanked the members for the information. ADJOURNMENT LEVÉE DE LA SÉANCE The meeting adjourned at 8:55 p.m. ____________________________ _____________________________ Board Coordinator Chair CUMBERLAND HERITAGE VILLAGE MUSEUM BOARD MINUTES 11 28 MAY 2012 4 CONSEIL DU MUSÉE-VILLAGE DU PATRIMOINE DE CUMBERLAND PROCÈS-VERBAL 11 LE 28 MAI 2012