Cumberland Heritage Village Museum Board Conseil du musée-village du patrimoine de Cumberland MINUTES 15 PROCÈS-VERBAL 15 Monday, 26 November 2012 – 7:30 p.m. le lundi 26 novembre 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), J. Larsen, S. Lemieux, L. O’Byrne Absent / Absents: J. Aquilina DECLARATIONS OF INTEREST DÉCLARATIONS D’INTÉRÊT No declarations of interest were filed. CONFIRMATION OF MINUTES RATIFICATION DU PROCÈS-VERBAL Minutes 14 of Monday, 29 October 2012 were confirmed with an amendment to item 2. 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 updates were identified: The Chair advised that the Board would be discussing the Book Project under item 4 of the agenda. #3 of the Outstanding List of action items has been completed. An update will be provided under item 3 of the agenda. ACTION AND DISCUSSION ITEMS POINTS D’EXÉCUTION ET DE DISCUSSION 1. REVIEW OF CHRISTMAS PROGRAM EXAMEN DU PROGRAM DE NOËL Rachel Perkins, Museum Administrator distributed copies of the invitation for the Vintage Christmas Village of Lights at the Museum on December 1st, 2012. Also, copies of the site map for the Christmas Program were circulated to Board members. A copy of the both documents is held on file with the City Clerk and Solicitor’s office pursuant to the City’s Records Retention and Disposition By-law. Ms. Perkins provided an overview of two Christmas Programs (Public and School), explaining what each location featured, including the Spirit of Giving bags. She also spoke of the additional decorations, props and lights that are part of the Christmas Program. After a brief question and answer period, the Board congratulated staff on how well this event was organized and the preparations. 2. UPDATE ON DEVELOPMENT PLAN MISE-À-JOUR SUR LE PLAN DE DÉVELOPPEMENT Due to the planning and arrangements for the Christmas Program, staff requested to defer this item to the next meeting in order to provide a full update on the Development Plan. The Board agreed on the deferral. Action: Coordinator to add this item on the agenda for the January 28th, 2013 meeting. 3. REVIEW AND APPROVAL OF TERMS OF REFERENCE EXAMEN ET APPROBATION DU MANDAT The Chair provided an update on the working group meeting that was held on November 19th at City Hall. Some of the highlights from that meeting are as follows: * Looked at the Board’s accomplishments and understanding of the Board’s future; * Agreed that the approval of the Terms of Reference (ToR) will be referred to the new Board members and until then, the ToR is to be considered Draft; * Discussed the lack of applications for this year’s recruitment; * Members agreed to continue being active on the Board for a short period in the hopes that new members can be recruited and appointed as quickly as possible. ACTION 1: Chair to email the City Clerk to discuss ideas on recruiting. He is to include the draft Terms of Reference in the email and propose different ideas and ways on attempting to attract more applicants. ACTION 2: Chair to contact Councillor Blais on same and request his assistance for support and reaching out to his constituents. 4. UPDATE AND REVISED TIMELINE FOR THE HISTORY BOOK PUBLICATION MISE-À-JOUR ET CALENDRIER REVISÉ POUR LA PUBLICATION DU LIVRE D’HISTOIRE The Coordinator emailed information received from staff on the History Book. In summary, it was noted that due to the return of the original project manager and author, the completion date is being pushed to late spring/early summer. Some members wondered if it was worth the effort to continue pursuing staff for updates and to provide assistance with reviewing the translated chapters. After discussion, it was agreed that the Chair would contact senior staff in charge of the History Book Project, noting the Board’s concerns. ACTION: The Chair to email the Manager of Cultural Services noting the points that were raised by members at the meeting. ADJOURNMENT LEVÉE DE LA SÉANCE The meeting adjourned at 9:05 p.m. Original Signed By Original Signed by Carole Legault Russ Thomas ____________________________ _____________________________ Board Coordinator Chair CUMBERLAND HERITAGE VILLAGE MUSEUM BOARD MINUTES 15 26 NOVEMBER 2012 4 CONSEIL DU MUSÉE-VILLAGE DU PATRIMOINE DE CUMBERLAND PROCÈS-VERBAL 15 LE 26 NOVEMBRE 2012