MUSEUM SELECT COMMITTEE REPORT

MUSEUM SELECT MUSEUM SELECT COMMITTEE REPORTCOMMITTEE REPORT

Presented by Bill Profili on behalf of the Committee:

Bill ProfiliVince ProfiliDave ButlerCouncil Representative: Mayor Granstrom

MANDATE AND SCOPE OF THE MANDATE AND SCOPE OF THE COMMITTEECOMMITTEE

Rossland City Council appointed a Select Committee to enquire into and make recommendations to Council on the operation, management and the future direction of the Museum and Adit.

The Select Committee was not empowered or mandated to review any aspect of the Rossland Historical Museum and Archives Association.

Committee approached the enquiry in two parts: Part 1:

to conduct interviews with various groups and individuals. Part 2:

to conduct open public meetings for any other groups and individuals who might wish to make representations to the Select Committee.

The Select Committee was mindful and adhered to the Principles of thoroughness, openness and fairness in conducting an enquiry of this nature.

PROCESSPROCESS

The October 28th/29th 2009 incident brought to the forefront the key issues of accountability, authority, responsibility and liability of each party in the Museum and Adit operations and tourism in general.

The mandate and scope given to the Committee did not allow for greater examination of tourism. However, the operation and management of the Museum and Adit could not be evaluated without focusing on the impact it has on tourism.

MANDATE AND SCOPE OF MANDATE AND SCOPE OF ISSUESISSUES

On October 28th /29th , 2009, an incident occurred in the Adit that exposed major inadequacies in the operating and management structure, and resulting in the closure of the Adit by Teck Metals Ltd (TML).

The key issues, being of a significant nature, required community engagement through a Select Committee.

The City is the leaseholder and sub-leases the Museum and Adit properties to the Association.

BACKGROUNDBACKGROUND

Committee found that there is a widespread support for the Museum and the Adit.

confusion and lack of clarity as to the purpose of the Museum and Adit within the overall tourism focus.

Committee recognizes that the Association’s mission and focus areas are not always compatible with that of the general structure of tourism.

closure of the Adit caused a decline in visitors to the Museum and to the Community.

Community identified the importance of having the Museum and Adit to attract visitors.

DISCUSSIONS OF ISSUES WITHIN THE DISCUSSIONS OF ISSUES WITHIN THE CONTEXT OF MANDATE AND SCOPE CONTEXT OF MANDATE AND SCOPE OF THE ENQUIRYOF THE ENQUIRY

The sub-lease establishes one aspect in the re-assignment of the lease and accountability of expenditures.

There is no operating agreement related to the operations of the Adit and the Museum.

The key issues of accountability, authority, responsibility and liability are undefined in the overall funding and management of tourism and related infrastructure.

The basic accountability concept is established by a reporting structure and by providing a plan in financial terms for the use of funds from the City.

records and activities that utilize grant funds must be accounted for separately from that of the day to day activities of the organizations and groups.

accountability is also enhanced when there are regular updates provided to Council and the public through Council liaison and minutes of the organizations and groups.

The third aspect of accountability arises when there are incidents and lack of communication between the parties to an agreement and lease. There is currently no direct assignment of accountability, authority, responsibility or liability to an individual within both organizations.

In dealing with public funds and external organizations, the ultimate accountability rests with the City.

the present arrangement between the City and the Association lacks accountability, control and management.

The Association reports to its members whom it is accountable to.There are no clear lines of reporting established when critical

incidents or issues arise in the relationship between the operator and the City.

Committee became aware of the substantial amounts of tax dollars spent on tourism functions in Rossland.

It is recognized by the Committee that this enquiry does not focus on tourism, however, there is a direct correlation in accountability of funding for the service of tourism

The Committee is making an observation on the degree of accountability within the context of how Council is to structure communication, accountability of services and reporting back to the City on funds received.

The Community suggested to the Committee that there should be long range plans provided as to the future direction of the Museum. Recruitment of volunteers and community participation requires long term strategies. As part of the long term strategy, involvement of members of the younger generations becomes paramount.

A seasonal approach to the overall tours and operation of the Museum and Adit may not be in the best interest for the future of tourism in the region.

long term strategy should focus in creating the “welcome” regional centre at the intersection of the two main highways

The management structure of the Museum and Adit should be separated and can be established through an operating agreement.

COMMITTEE POLICY COMMITTEE POLICY RECOMMENDATIONSRECOMMENDATIONSImmediately and before April 30th, 2011

1. The City retains the overall lease of the Adit properties and ownership of the Museum properties.

2. The City immediately rectifies identified weaknesses in accountability, authority, responsibility and liability by restructuring the sub-lease with the Association, separating the Adit from the operations of the Museum and archives. The Association continues to operate and manage the Museum and archives.

3. The Mayor immediately appoint a Committee of qualified personnel with the assistance from TML to write up the policy and procedures for the Adit for submission to TML for final approval.

4. The City assumes accountability, authority, responsibility and liability for the function of the Adit and establishes a municipally created society for the purpose of operating the Adit.

5. The City appoints a board of directors to the newly created Adit Society. The members of the Board of Directors preferably being persons who have qualifications in finance, mine safety, administration and personnel and one member from the Rossland Historical Museum and Archives Association. The City enters into a sub-lease of the Adit land with the Adit Society and an operating agreement defining the accountability, authority, responsibility and liability.

6. The Adit Society hires and appoints a “mine captain” who shall be assigned the responsibility for Adit safety, hiring and training of tour guides and procedures at the Adit.

7. The City Adit Society reports directly to the CAO of the City through a management structure. The Mine Captain, on a regular basis, must provide reports to the City.

8. The City, Mine Captain and a representative from TML should meet on a quarterly basis to review safety procedures, training and the operation of the Adit.

9. The proposed Adit Society to work closely with the Rossland Historical Museum and Archives Association in visitor services to the museum and the Adit.

10.The City provide TML an unequivocal commitment to be accountable for the lease of the historical mining lands, including the operations that are undertaken on a daily basis and provide TML with documents related to the proposed management structure and accountability as per their request.

FUNDING AND GRANTS FOR THE FUNDING AND GRANTS FOR THE CITY’S FISCAL YEARS 2011-2015CITY’S FISCAL YEARS 2011-2015

The Committee recommends that the funding for the policy recommendations come from current discretionary spending.

COMMITTEE OBSERVATIONSCOMMITTEE OBSERVATIONSThe Committee feels it would be remiss in not sharing observations and information garnered during its interviews.

There is a need for the City to develop a “Tourism

Development Master Plan.”

Assistance be given to the Rossland Historical Museum and Archives Association on marketing, building esthetics, product enhancement, education and revenue generation.

Consideration of pursuing tourism economic development. For example a BC Welcome Center for the Lower Columbia Basin in conjunction with the Museum and Adit.

CONCLUSIONCONCLUSIONDuring the June Council Meeting, Council created

a Select Committee as a vehicle to engage the public on the importance of the issue.

The Select Committee provided opportunities to individuals and organizations to make presentations and have open and frank discussions in shaping the direction and future of the Adit and the Museum.

In this Report, the Select Committee has attempted to reflect the observations and specific comments that lead to the Policy Recommendations for Council’s consideration.

TECK

MUSEUM SOCIETY BOARD

ADIT OPERATING SOCIETY/MINE

TOUR

RV PARKING AREA PROVIDED BY CITY

OF ROSSLAND

ARCHIVES, HISTORY, RESEARCH, TOURISM

PROMOTION & MUSEUM OPERATIONS

NEW INITIATIVESTOURISM PROMOTION

CITY OF ROSSLAND

ALL OPERATING PROCEDURES AND SAFETY MANUALS

HIRING AND TRAINING OF GUIDES

MANAGER/CAPTAIN