POLICY REPORT
CULTURE
Date: March 26, 1996
Dept. File: VMC
TO: Vancouver City Council
FROM: Director of the Office of Cultural Affairs
SUBJECT: Vancouver Museum Commission
RECOMMENDATION
THAT Council approve the objects and by-laws for the Vancouver
Museum Commission and authorize staff to proceed with
registration as a non-profit society and to make application for
charitable status under the Income Tax Act.
CITY MANAGER'S COMMENTS
The City Manager RECOMMENDS approval of the foregoing.
COUNCIL POLICY
On February 22, 1996, Council approved a series of recom-mendations
with respect to the future operations of the Vancouver Museum
including terminating the operating lease/ agreement with the
Vancouver Museum Association, and the creation of a new Vancouver
Museum Commission to oversee the governance of the City's collection
and operations of the Museum.
PURPOSE
The purpose of this report is to seek Council's authorization to
proceed with the creation of the Vancouver Museum Commission as
outlined in this report.
BACKGROUND
On February 22, 1996, City Council approved a process to revitalize
the Vancouver Museum including the termination of the operating lease
agreement with the Vancouver Museum Association, and the creation of a
new five-member Vancouver Museum Commission.
DISCUSSION
Council has directed that a new operating entity be charged with the
responsibilities of governing the City s collections and operating the
Museum. To enable the Museum to operate independently, to employ
staff, and to raise funds in the private and public sectors, its
governance is to be entrusted to an independent, non-profit society,
the "Vancouver Museum Commission" (working title).
The Commission
With Council's approval, the Commission will be created as non-profit
society, as well as a registered charity, and will be governed by five
Council-appointed Commissioners, who will act as the Board of
Directors/Trustees. The Commissioners, would also be the Society's
only Members.
Staff have drafted objects or purposes for the new Commission, to be
registered as part of the Society's by-laws which will provide a
framework for governance in a manner which reflects the niche and
direction approved by Council on February 22, 1996. The objects are
outlined in Appendix A.
The balance of the by-laws have been drafted by the Legal Services
staff to reflect prudent governance of a society.
The Commission's governing functions are to include:
Policy Governance: Establishing and implementing the
Museum's purpose or mission as recommended in the
consultant's report and approved by Council;
Program Governance: Setting objectives, and measuring the
rate of progress in achieving this purpose or mission;
Financial and Personnel Management: Providing continuity
for the governance and management of the Museum; responsible
for fiscal health of the Museum;
Public Service: Establishing the Museum s identity and
relevance in the community.
The Commissioners
Selecting an initial five member Commission structure means that each
Commissioner will carry significant responsibilities. Adding the
leadership position of Chair to the four areas of responsibility
identified above, five corresponding skill-sets have been identified
for potential Commissioners as follows:
Chair: Responsible for overall leadership and vision; day-
to-day transition and implementation of the new vision, and
to act as a spokesperson for the Museum.
Governance Position: In concert with the Chair, helps to set
and implement policy direction for the Museum.
Programs Position: In concert with the Chair, helps to
provide policy direction to assist staff in establishing and
implementing exhibits and programs.
Financial Position: In concert with the Chair, helps to
ensure fiscal health of the organization includ-ing
overseeing the budget and financial reporting systems,
monitoring revenues and expenditures, fund raising
activities and managing the assets of the Museum. In
addition, this role is responsible for personnel management
functions which includes operating policy affecting
Commissioners, staff and volunteers.
Public Service Position: In concert with the Chair,
responsible for developing community consultations,
communications, awareness, and increased participa-tion in
Museum programs.
Once the Commission has established its course, it is anticipated that
additional appointments may be required. Should that be the case,
these four positions could evolve into Sub-committee Chair positions
and form the basis for a committee structure for the Commission.
Staff are in the process of consulting with community representatives
to match potential candidates for the Commission with the skills sets
outlined above. A list of potential candidates for "Commissioners"
will be presented for Council's consideration "in camera" on April
16th.
Transition Considerations
Implementing the transition from the current society, the Vancouver
Museum Association (VMA) to the Vancouver Museum Commission has been
co-ordinated to date through a Transition Team with representation
from the VMA Board and staff as well as City staff. Staff are pleased
to report that the process, while time consuming, is extremely co-
operative and collaborative, and staff believe that a smooth
transition is possible and likely.
Vancouver Museum Association
The Vancouver Museum Association is planning to reconstitute itself
into a "Vancouver Museum Guild" (working title) at their AGM in April.
Many of the current Board are willing to serve in this new capacity
and are currently re-engaging their membership, docent and volunteer
base to assist in their new mandate as follows:
To act as the official museum membership organiza-tion for
the Vancouver Museum and to promote interest in all museum
matters.
The target date for completion of the transition from the VMA to the
Commission will be June 1, 1996.
Vancouver Museum Staff
All employment related issues will be dealt with according to the
appropriate labour legislation and the terms of existing contracts and
agreements. It is anticipated that the current union and contract
staff employed by the Vancouver Museum Association will be offered
employment by the newly formed Commission. Any employees not
interested in accepting such an offer must be dealt with by the
Vancouver Museum Association under the terms of their contract and/or
collective agreement.
The target date for employment change over will be June 1, 1996.
Transition Co-ordinator
In considering the revitalization of the Museum, Council approved an
implementation strategy and budget which provided for hiring
specialized museum expertise to act on the City's behalf in all
aspects of the revitalization of the Vancouver Museum.
An excellent candidate has been secured with the City Manager's
approval, and Ms. Sharilyn Ingram will commence her three-month term
as "Transition Co-ordinator" on April 15, 1996. This term may be
extended by the Commission for a further six to nine month term.
The Transition Co-ordinator Terms of Reference are attached to this
report as Appendix B. Ms. Ingram's resumĒ is available through the
Office of Cultural Affairs.
CONCLUSION
With the creation of the new governing body, the Vancouver Museum
Commission, Council is beginning the process of revitalizing the
Museum.
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APPENDIX A
VANCOUVER MUSEUM COMMISSION
OBJECTS AND PURPOSE FOR PROPOSED BY-LAWS
To collect and preserve specimens and artifacts that focus
on both the human and natural history of Vancouver.
To increase and communicate knowledge about the human and
natural history of Vancouver.
To establish and operate a museum in a relevant, accessible,
consultative and entrepreneurial style which is a source of
education and service to residents of, and visitors to
Vancouver.
To secure, preserve and manage the present and future
collections of the Museum in trust on behalf of the City of
Vancouver, and the people of Vancouver.
To undertake public programs which focus on the past and
present story of Vancouver and other relevant subjects
including long-term, temporary and travelling exhibits,
education programs, gallery tours, lectures, outreach
programs and other related activities.
To conduct fund raising and operate commercial enterprises
for the benefit of the programs and operations of the
Museum.
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APPENDIX B
VANCOUVER MUSEUM COMMISSION
TRANSITION CO-ORDINATOR - TERMS OF REFERENCE
Under the direction of the Director, Office of Cultural Affairs, in
consultation with the Vancouver Museum Transition Team, the Transition
Co-ordinator will Act on the City's behalf in all aspects of the
revitalization of the Vancouver Museum. The Transition Co-ordinator
will:
1.0 assist in the creation and implementation of a new society, the
Vancouver Museum Commission;
2.0 oversee a full collection audit, including asset verification,
collection management procedures and collection documentation;
3.0 oversee the transition of responsibility for the Museum
operations from the Vancouver Museum Association to the Vancouver
Museum Commission;
4.0 participate in a review of the Vancouver Museum Foundation;
5.0 provide on-site direction in future planning to Museum staff;
6.0 represent the Museum s interest in joint planning initiatives
involving the Pacific Space Sciences Centre, and any other
collective of cultural organizations.
7.0 develop and negotiate draft operating agreements between the City
and the Commission, and between the Commission, on behalf of the
City and any potential partners including the Royal British
Columbia Museum (RBCM) and/or the Canadian Museum of Civilization
(CMC);
8.0 provide on site liaison between the City, Museum staff and
potential partners including the RBCM and CMC;
9.0 develop a detailed operating plan and budget for the interim
three-year period; and
10.0 assist in developing a detailed program and budget for proposed
capital improvements.
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