Tyrconnell Heritage Society
Minutes of the Board Meeting
September 17, 2015 at 7 pm in the Carriage House
Present: Robert Ellis, Ken Reinke, Paula Grafstein, Susan Chapman-Reinke, Janice Ellis, Betty McLandress, and
Angela Bobier – Cultural Manager
Regrets: Isobel Lewis, Austin Pitcher and Rhonda Card - MNR
1. Adoption of the Agenda – Janice moved to accept the agenda as read and Ken seconded. Carried
2. Minutes from August 20, 2015 – Janice moved to accept the minutes as read and Betty seconded.
Carried
3. Business Arising from minutes - none
4. Correspondence – note and $35 donation cheque from Susan Wilson
5. Financial Report – Paula gave the financial report and she will contact our accountant to go back to
check some errors made by bookkeeper in the last part of 2014 for payroll and T4’s. Susan moved to
approve the July amendment and the August financials. Ken seconded. Carried
6. Hydro – 4.99 cents/kw if Planet Energy is used – Janice moved that Paula arrange this and Susan
seconded. Carried
7. Heritage Farm Show – Visitors 300 approximately for weekend. Radio and some newspaper advertising
does not work and those won’t be used next year. This event does need to be reinvented and this will
be addressed by committee.
8. MNR Report – Rhonda sent her report as follows – I have submitted the masonry quote to the SWZ office
for capital funding; currently awaiting a response and I will advise; Continuing to work with the SWZ planners on
the management planning for JEPPP; thank you for the additional THS updates; Glad to hear Ben did a great job
as your student this year; Please advise when the radon testing has been mailed out; Thanks for getting the ESA
electrical issues corrected; As indicated on your email, please carefully review your contract as it is up for
renewal as we will need to discuss prior to signing
9. Park Management Contract Discussion – we have been receiving $2500 payment from MNR for the last
13 years for park maintenance - we would like that increased to $5,000 per year with a yearly increase
of 3%. Janice moved that this proposal be made and Paula seconded. Carried.
10. Cultural Manager’s Report - Board Nominations - Please be thinking of someone (and ask them) for
nominations to the board of directors. Next month the committee will need to be formed and notices put in the
newspaper the first week of November.
Membership #’s needed to meet budget for 2015 - Individual 36; Family 13; Group/Organization 4
Any ideas for a campaign? Could everyone sell 5 NEW (not renewals) memberships before Thanksgiving?
Anyone who buys a membership now is covered for both 2015 and all of 2016 so it’s a great deal.
Fundraising & Donations (as of August 31, 2015) - To meet budget numbers for 2015 we still need to raise some
money. Donations still need $3077. I am suggesting we get 10 businesses to be on the Shop Local sign in the
parking lot through 2016 at a cost of $250 each. Fundraising still needs $3000 for Backus Bucks which I would
prefer to try out A Dime a Dozen Donation idea. $2000 from Staff with the raffle currently on, money from the
Partylite party, and I am going to send out some requests for sponsorships for the Family Harvest Party.
$__????__ from the Board. What other ideas do you have to complete our goals?
December 5th Dinner - 2 tickets left to sell for the 5th and all 16 for the 12th for Christmas Dinner in the museum.
Staffing – Catie Welch has been hired and starts as our Children’s Learning Program Co-Ordinator on Friday for
approximately 8 weeks of work. This will develop our field trip offerings and increase bookings and revenue in
that area. This is funded through Westminster College Foundation and includes funding for marketing field trips,
supplies, and educational additions to our collection.
Tourism Cluster Partnership with St. Peter’s and St. Stephen’s - Now that the Farm Show is over I will set up a
meeting with Nick Wells, the congregations of both churches, County Tourism rep and other interested parties.
Funding Applications - Documentary Heritage Community Program, requested $ in funding in partnership with
West Elgin Genealogical & Historical Society to digitize and publish on a searchable website, all our archival
documents in 2016-2017.
Speaking Engagements, Workshops & Education - I have just started my seventh course at University of Victoria,
Collections Management.
A new door knob has been installed on the carriage house washrooms. I will get more keys made this week.
Currently Catie and I have the keys.
Deaccession - none and Accessions: Values to be Approved by Board - none
Fall Clean Up Day - Since October 31 is Halloween, I’m wondering if Sunday, November 1 at 10am works for
everyone to ready the site for winter, make outside repairs, and do a major house cleaning?
Thank you to Ken Reinke and Larry Grafstein for all their time on the building projects that got completed before
the Farm Show.
Maintenance Tasks still needing attention: Anti Slip solution on the ramp and deck. Water Hydrant fixed behind
Carriage House. Seal windows on museum. Upper west side barn window won’t close. Barn beam refill
on second floor and another on lower level. Culvert and Trail washout record of screening and then fixed.
Carriage House eave troughs cleaned out and caulking on roof. Telephone installed in storage room of museum.
New plastic tiles placed on all downspouts of museum.
Oct 25 at 10:00 for fall cleanup day
11. Other Business – Bookkeeper job description rewritten - Paul moved to accept and Betty seconded.
Carried
12. Adjournment – Susan moved to adjourn at 8:55 and Paula seconded. Carried
Next Board Meeting is October 15, 2015 at 7pm. Lunch provided by the Robert & Janice Ellis.
October 24
Sunday, November 1???
December 5 & 12
Harvest Party
Fall Clean Up Day
Christmas Dinner in the Museum