HERITAGE-TORONTO-Board-minutes-January-22

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HERITAGE TORONTO
MINUTES (approved March 19, 2014)
A meeting of the Heritage Toronto Board was held on Wednesday January 22, 2014, St. Lawrence Hall,
3rd floor meeting room
PRESENT:
Alexandria Pike, Chair
Ross Fair
Andrew Jeanrie
Kate Marshall
Marta O'Brien
Allan Penning
John Belyea
Patrick Forster
Paul Litt
Barbara McPhail
Peter Ortved
Mark Warrack
Jeffrey Clayman
Andrew Himel
Donald Loucks
Tanzeel Merchant
Brent Pearlman
REGRETS:
Tyler Greenleaf
Elizabeth Philbert
Councillor Gary Crawford
Councillor Adam Vaughan
Viviana Laperchia
Kevin Plummer
Councillor Sarah Doucette
Deborah Lechter
Darren Wasylucha
Councillor Mike Layton
ALSO PRESENT:
Karen Carter, Executive Director
Karen Czaniecki, Administrator
Gary Miedema, Chief Historian and Associate Director
Stacey Fowler, Director of Marketing
Alexandria Pike, Chair, called the meeting to order at 6:12 pm
CONFLICT OF INTEREST
No conflict of interest was declared for the meeting on January 22, 2014
CONFIRMATION OF MINUTES
HT14-01
ADOPTION OF MINUTES
Allan Penning moved, seconded by Marta O’Brien that the minutes of the meeting of the
Board of Heritage Toronto on November 20, 2013, be adopted as circulated.
(carried)
CHAIR'S REPORT
1.1
Change to September Board Meeting Date
Alexandria Pike asked Board members to consider a change to the scheduled meeting date in September.
It was discussed and changed to a week earlier.
HT14-02
APPROVAL OF CHANGED DATE FOR SEPTEMBER BOARD MEETING
Patrick Forster moved, seconded by Barbara McPhail that the date for the September
Board meeting be changed to Wednesday September 17, 2014.
(carried)
Ms Pike gave an update on the Strategic Plan. Work is being done on implementation. The Committee
overseeing the Strategic Plan is considering holding a Board Retreat prior to the next Board meeting to
focus on the implementation. Jeffrey Clayman said that good work is being done on individual
components of the strategic plan and a Retreat would be a good opportunity for the entire Board to be
aware of all of the components. The date being considered is Sat. March 1st. The Board will be advised.
1.2
Correspondence: Letter sent to Commemorate the late George Waters
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Ms Pike tabled a letter of condolence that was sent from Heritage Toronto to the family of the late George
Waters to acknowledge his passing and his significant contribution to Heritage Toronto.
The Board received the letter for information.
COMMITTEE AND STAFF REPORTS
2
AUDIT AND FINANCE COMMITTEE
2.1
2014 Heritage Toronto Budget
John Belyea, Chair, Audit and Finance Committee tabled the 2014 budget for review and discussion.
The Committee met last week and reviewed the budget line by line. Mr. Belyea took time to review the
highlights of the budget with the Board and gave opportunity for questions and discussion. Mr. Belyea
advised that the final budget will presented formally in March for the Board’s approval and will be
distributed in advance of the meeting.
The draft 2014 budget statement was received for information and discussion.
2.2
Financial Statements to December 31, 2013 (pre-audit draft)
Mr. Belyea informed the Board that the financial statements are not ready for circulation at this time as
expenses are still coming in which will adjust the numbers. As mentioned at the November meeting it is
expected that the finances will be in a deficit position prior to transferring from the designated funds.
This verbal report was received for information.
2.3
Minutes from Finance Committee Meeting on November 19, 2013
Mr. Belyea reviewed the minutes from the Finance Committee meeting on November 19, 2013. The
minutes included the Committee review of the Report on Insurance that was presented at the November
meeting.
The minutes were received for information.
3
PROGRAMMING COMMITTEE
3.1
Revisions to the 2014 William Greer Architectural, Craftsmanship and Conservation
Category
Patrick Forster, Chair Programming Committee presented the report recommending revisions to the
William Greer Architectural, Craftsmanship and Conservation Category. Mr. Forster asked Tanzeel
Merchant, as Chair of the Awards Committee, to report. Mr. Merchant said that he and Dr. Gary
Miedema met with past jury chairs Peter Ortved, Barbara McPhail, Donald Loucks and William Greer to
discuss the challenges that have occurred with the jury over the past few years when comparing the range
of applications. The recommendations that have come forward from that meeting are an interim solution.
The Board discussed the recommendations prior to their approval.
HT10-03
Approval of Revisions to the 2014 William Greer Architectural, Craftsmanship and
Conservation Category
Tanzeel Merchant moved, seconded by Patrick Forster that the Heritage Toronto Board
approve the following revisions:
1. That the Heritage Toronto Board divide the William Greer Architectural
Conservation and Craftsmanship Category into two subcategories, one for large
projects, and one for small projects.
2. That the Heritage Toronto Board allow each subcategory of the Conservation and
Craftsmanship Category to grant up to two awards, for a total of 4 awards in the
category. In exceptional circumstances, a jury may grant a 5th award in the category.
3. That the Heritage Toronto Board approve the extension of the eligibility period from
18 months to 24 months prior to December 31, 2013.
(carried)
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3.2
2014 Awards Nomination Forms
Mr. Forster informed the Board that the Short Publication category also required an amendment. Dr.
Ross Fair, chair of the Short Publication jury, presented the recommendation. Dr. Fair informed the
Board that many good submissions were not eligible last year because of the word count in the criteria.
The Board discussed the recommendation.
HT14-04
Amendment to Short Publication Award Category
Ross Fair moved seconded by Patrick Forster that the Heritage Toronto Board approve
the lowering of the eligibility criteria for the length of a publication submitted to the
Short Publication Category from a minimum of 1500 words to a minimum of 750 words.
(carried)
The 2014 nomination forms will promote the 40th anniversary of the Heritage Toronto Awards. The
design was displayed for the Board.
3.3
Report on Sharing of Tour Donations with Qualifying Partner Organizations
Mr. Forster presented the report on Sharing of Tour Donations with Qualified Partner Organizations.
Based on the success of the 2013 pilot project and the good relationships fostered with the grass roots
community it was recommended the partnership continue.
The Board discussed the recommendation.
HT14-05
SHARING OF HERITAGE TORONTO TOURS DONATIONS WITH
QUALIFYING PARTNER ORGANIZATIONS
Patrick Forster moved, seconded by Andrew Himel that the Heritage Toronto Board
continue to share 50% of donations gathered at the end of a Heritage Toronto tour with
any non-profit, volunteer-based organization partnering with Heritage Toronto on the
delivery of that respective tour. Qualifying partner organizations will develop, promote
and lead the walks.
(carried)
3.4
Sharing of 2014 Bicycle Tour Revenue
Mr. Forster presented a report recommending that the bicycle tour revenue be shared with the not for
profit, Community Bicycle Network (CBN), noting that it is a good relationship that we want to move
forward. It was also recognized that the CBN significantly reduces our risk with their preplanning and
safety.
The Board discussed the recommendation.
HT14-06
Sharing of 2014 Bicycle Tour Revenue
Patrick Forster moved, seconded by Andrew Himel that the Heritage Toronto Board
approve the sharing of 50% of the revenue received from bicycle tours with the delivery
partner for those tours, the Community Bicycle Network (CBN). Revenue will be shared
after the cost of the tour guide, where applicable.
(carried)
3.5
Update from Programming Committee meeting on January 14, 2014
Mr. Forster presented the minutes from the Programming Committee meeting on January 14. 2014.
The Board were informed of an upcoming event on February 20th titled Tuning Up: Archie Alleyne, Ada
Lee, Brooke Blackburn and Saidah Baba Talibah. The evening will be moderated by CBC music
columnist, Errol Nazareth, with musical accompaniment provided by Michael Shand. The event will take
place in the Great Hall at St. Lawrence Hall. Heritage Toronto is partnering with band and sponsored by
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Citizenship and Immigration Canada to explore the experience of black musicians in Toronto over the
past 60 year. This event is part of Black History Month programming. There is no charge but space is
limited and tickets will need to be booked through Heritage Toronto. This will be promoted to members
and donors first.
Karen Carter attended the launch event for Black History Month. Black History Month events are
sponsored by TD THEN&NOW and CBC is the National Media Partner.
The minutes were received for information and discussion.
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MARKETING COMMUNICATIONS COMMITTEE (MarComm)
4.1
Minutes from MarComm meeting on January 14, 2013
Kate Marshall, Chair of the MarComm Committee presented the minutes from the MarComm meeting on
January 14, 2014. Ms Marshall informed the Board that the Committee has noted two key volunteer
needs: a social media volunteer and a data analyst. The Committee is currently reviewing the marketing
plan prepared by Stacey Fowler. The Committee is also reviewing a branding proposal that will be shared
with the Board at the next meeting.
Karen Carter referred to the Annual Report that went out at the end of 2013. This will also become a
regular part of marketing annually.
The minutes were received for information and discussion.
5
MEMBERSHIP COMMITTEE
5.1
Update on Member Surveys
Stacey Fowler reported for Deborah Lechter, Chair of the Membership Committee. Ms Fowler
summarized the insights from the member/donor survey that was handed out at the open house. The
Board discussed the results.
The report was received for information and discussion.
It was suggested that Board members should be imbued with knowledge of Heritage Toronto's clientele
and it was requested that a more detailed presentation on the data from the member/donor surveys and the
tours surveys be provided at the next board meeting.
5.2
Update on Survey of Other Heritage Organizations
Ms Fowler also gave a brief overview of the interesting information that was gathered from the surveys of
other Heritage Organizations including Heritage Montreal, Boston Preservation, Chicago History
Museum, and Pennsylvania Heritage. Deborah Lechter spoke with a representative from each
organization.
The report was received for information and discussion.
Ms Fowler informed the Board of two members' only events planned for 2014 – a tour of Commerce
Court North including the observation deck and a tour of the Don Jail (in conjunction with a plaque
presentation). More information will follow.
6
FUND DEVELOPMENT COMMITTEE
6.1
Annual Approval, Internal Designation of Donated Funds to Heritage Toronto
Allan Penning, Chair, Fund Development Committee said that Heritage Toronto receives donations each
year that are not directed by the donor. Therefore, each calendar year the Board approves these donations
to be directed to Heritage Toronto's designated funds.
HT14-07
INTERNAL DESIGNATION OF DONATED FUNDS TO HERITAGE TORONTO
Allan Penning moved, seconded by Brent Pearlman that all donations received by
Heritage Toronto during the 2014 fiscal year, without a specific designation indicated by
the donor, be deemed designated for charitable purposes in accordance with appropriate
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sections of the Income Tax Act (Canada) for the development and delivery of programs,
products and services identified through the Board's budget approval process.
(carried)
6.2
Minutes from Fund Development Committee meeting on January 16, 2014
Mr. Penning presented the Minutes from the Fund Development Committee meeting on January 16th.
Board members were asked to help the Committee identify businesses who they feel may offer support at
a local level for our programming. It was also suggested that BIAs be approached. The Board will be
given a quick overview of 2014 to enable them to be comfortable approaching anyone and promote the
organization.
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CONSERVATION AND EDUCATION COMMITTEE
7.1
Update on Activities
Paul Litt, Chair, Conservation and Education Committee informed the Board that the target release date
for the State of Heritage Report is January 2015. The report will move to a report card format with a clear
explanation of how each grade is assigned. There will be consultations to determine the issues and
concerns facing heritage in Toronto (both built form and community). This is a move from "Voices" to
cover facts and statistics.
Mr. Litt asked the Board to make a note that the Great Hall at St. Lawrence Hall has been booked on
Thursday August 21, 2014 for the Mayoral Debate.
Mark Warrack has been representing Heritage Toronto on the Committee set up by Councillor Adam
Vaughan about the proposed Mirvish - Gehry development on King Street East. Mr. Warrack gave an
update on the meetings.
This verbal report was received for information and discussion.
OTHER BUSINESS
Karen Carter informed the Board that she would forward information about the York Heritage 20 th annual
dinner/dance via email.
ADJOURNMENT
The meeting adjourned at 8:00 pm
Alexandria Pike, Chair
KC/
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