natalie shykoluk.brockville museum volunteer project.agad 123

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AGAD 123 Brockville Museum Volunteer Project Natalie Shykoluk

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Uncovering the Past Celebrating Brockvilles Bicentennial (1812 2012)

EVENT SUMMARY

In 2012, Brockville, Ontario, will celebrate its 200th anniversary. The former settlement of

Buells Bay (established in 1785) was renamed Brockville after one of the heroes of the War of 1812,

Sir Isaac Brock. Brockvilles geographic position on the St. Lawrence River has long held strategic

significance with regard to early trade routes, the railway, and shipping. Additionally, the area

became a haven for British Loyalists fleeing the United States after the Revolutionary War. This

fierce loyalty helped shape the culture of Brockville, a city which still considers itself a Loyalist haven

within Ontario.

The Brockville Museum plans to commemorate the City of Brockvilles bicentennial

anniversary through four innovative and exciting endeavours as part of the Uncovering the Past

Celebrating Brockvilles Bicentennial (1812 2012) event held by the city of Brockville over the

course of the 2012-year. The planned events include Windows into the Past lecture series on local

history, special exhibits, guided tours of historic Brockville landmarks, and a digitized section

showcasing the special exhibits created by the Brockville Museum for the bicentennial.

The Windows into the Past lecture series will run monthly from January to April and from

October to December of 2012, at the Brockville Museum. This will increase in frequency to twice

monthly during high season (May to September, 2012). Topics covered will include Brockvilles

geographicand related economic and social importancefrom the late 18th

century to the present,

the War of 1812 and its significance to the development of Brockville, and discussions regarding

some of the Museums rarely seen and unique artifacts.

Guided tours by historical interpreters will take place twice daily Saturday Monday from

Victoria Day to the Labour Day weekend. Stops will include designated historical buildings and sites,

as well as The Brockville Museum. The public will be able to either purchase a pass for all the tours

or single admission tickets. Current holders of Brockville Museum annual memberships will receive a

50% discount on guided tour ticket purchases. There is also the opportunity for visitors to enjoy, and

even participate in, historical reenactments of major events in Brockvilles history.


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VOLUNTEER REQUIREMENTS

Although the Brockville Museum has an existing database of dedicated volunteers, the

Uncovering the Past Celebrating Brockvilles Bicentennial (1812 2012) event will require a

number of additional volunteers. These additional volunteers will fulfill roles that require special skills,

education, and/or previous experience which current volunteers dont possess. As the Museum is a

small organization with few paid staff, its current volunteers will be actively involved with the shaping

and planning of these events rather than newly recruited volunteers.

Windows into the Past lecture series This ongoing event will require seven volunteers

during low season, with a different lecturer each month for seven months. Between May and

September, 10 volunteers will be required, with volunteers being responsible for giving at least one

lecture each. Guest lecturers will speak to history of the Brockville area (e.g., early industry,

European settlement) and significant events that took place in the region (e.g., War of 1812,

establishment of self-government in 1832). If possible, volunteers may give more than one lecture

apiece, provided they are well versed in the topic. This would reduce the number of volunteers

required to possibly as few as 10, as well as decrease time spent scheduling and training by

Museum staff. Risks involved include: 1) last-minute cancellations by guest lecturers, 2) poorly

planned lectures, 3) low attendance due to lack of interest in topics covered, and 4) lack of

volunteers wanting to provide lectures. These risks can be mitigated by: 1) confirming that an

alternate lecturer is available for each planned lecture (usually a staff person or seasoned previous

volunteer), 2) requiring that lecture topics and outlines be submitted to the Museum Educator two

weeks prior to the event, 3) ensuring that appropriate volunteer lecturers are recruited by the

Museum, 4) determining which topics are of interest to the public, and 5) starting the search for

volunteers early.

Special Exhibits Up to three volunteer Special Exhibit Technicians will work closely with

the Museums Curator to develop and execute two exhibits showcasing artefacts drawn from the

Museums storage vaults and on loan from other museums. These exhibits will be separated into 1)

Pre-Contact to 1785 (local First Nations culture and history and European settlement), and 2) 1785

to the present. These exhibits will be on display from March to June and October to December,


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respectively. Additionally, the City of Brockville has asked the Brockville Museum to create small

displays which could be installed in various locations around the city between June and September.

Risks include: 1) damage to/theft of/poor cataloguing of museum artefacts, 2) injury to volunteers

while constructing exhibits and moving artefacts, and 3) poor execution of required tasks. These

risks may be minimized by: 1) ample training in collections management/handling, 2) checking of

references, 3) obtaining criminal record checks, 4) communicating Museum and workplace safety

policies, and 5) hiring the right candidates for the position who display dedication and enthusiasm for

the required tasks.

Guided Tours and Reenactments The Brockville Museum will require the assistance of up

to six costumed Historical Interpreters to conduct tours of the Museum and significant historic

buildings and sites around Brockville from Victoria Day to Labour Day. Historical Interpreters will also

be involved in historic event reenactments during this period. Risks include: 1) injury/illness while

conducting tours or reenactments and 2) visitor dissatisfaction with interpretation and reenactments.

To mitigate these risks, the Museum should: 1) ensure interpreters are aware of safety procedures

when conducting reenactments, 2) take steps to minimize volunteers risk of sun exhaustion/stroke

when outdoors for long periods of time, 3) recruit CPR-A certified volunteers, 4) make sure

interpreters have thoroughly researched the time period and developed their character, and 5)

engage only applicants who are excellent communicators and display and aptitude for engaging the

public.

Special Exhibit Digitization The Museum already digitizes a portion of its collections and is

actively trying to stay abreast of technology and innovative forms of audience engagement.

Therefore, its Board of Directors and staff decided to memorialize the bicentennial exhibits by

digitizing them and including them in the Museums virtual collections. Because the Museum does

not employ a professional webmaster, they hope to recruit one Web Development Technician who

has a background in web design to assist the Museum Educator with getting this virtual collection on

the Museum website. Also, two Digitization Technicians will be recruited to assist the Museum

Curator in photographing the special exhibits in situ, as well as each artefact, for the virtual

collection. The Digitization Technicians will also assist the Curator in writing or transcribing


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descriptions for the artefacts and will work closely with the volunteer Special Exhibit Technicians to

access and properly handle the artefacts. Risks and risk minimization are very similar to that for the

Special Exhibit Technician positions.

VOLUNTEER RECRUITMENT PLAN

Total Number of Volunteers Required 29

Up to 17 guest lecturers (less if each lecturer conducts more than one lecture apiece)

3 Special Exhibits Technicians

6 costumed Historical Interpreters

1 Web Development Technician and 2 Digitization Technicians

Time Commitments:

Guest lecturer one, two hour presentation (additional presentations could be arranged

depending on volunteers availability); 2 3 hours of lecture preparation time, including

discussion of topic and outline with Museum Educator.

Special Exhibits Technician 8 hours per week from January 10 to April 30, 2012, and 4

hours per week from mid-September to December 31, 2012. The majority of these hours will

occur on weekends, with the occasional weekday evening shift. During the summer months,

the time commitment will be 3 6 hours per week.

Historical Interpreter 5 to 10 hours per week from mid-May to mid-September of 2012,

including weekdays (preparation time), weekends and statutory holidays. Shifts will be

assigned according to volunteer availability and number of group tours booked.

Web Development Technician 2 to 3 hours per week from October 2012 to February 2013,

depending on volunteers skill level and availability of digitized material.

Digitization Technician Time commitment will range from 0 to 3 hours per week from

January 2012 to February 2013. There may be an increase in hours during the summer

months when exhibits need to be photographed at various locations around Brockville.


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Recruitment Methods:

Brockville Museum staff will deliver a volunteer recruitment presentation to students majoring

in Technical Theatre at Brockville Collegiate Institute; Applied Arts and Community Services students

at St. Lawrence College (Brockville Campus); and, students in the History, Education, and Drama

departments at Queens University in nearby Kingston, Ontario. Students majoring in Computing

Science and Design may also be approached at the above institutions.

The Volunteer Coordinator will forward the Special Exhibit Technician job description to

Museum Studies faculty at the University of Toronto. Faculty can then notify students who may be

interested in obtaining practical experience over the summer. There may also be an opportunity for

students to become unpaid interns at the Brockville Museum to meet course/program requirements.

Guest lecturers may also be recruiting through contacting university and college faculty.

PSAs can be sent to local radio stations, television studios, and community newspapers who

can then run the advertisements for free. Advertising on the Brockville Museum and Canadian

Museum Associations websites is also free and can reach the desired audience segments. Local

historical reenactment societies and Royal Canadian Legions should also be approached with guest

lecturer and Historical Interpreter positions in mind.

It would also be beneficial to ask current volunteers to forward these volunteer descriptions

to people they think would fit the qualifications. This is also true of board members and people they

could recommend for the positions.

Public Service Announcement

For Immediate Release

November 15, 2011

Want to Make History? Volunteer With Us!

The Brockville Museum is looking for history buffs to volunteer to help with various activities related

to the City of Brockvilles year-long event, Uncovering the Past Celebrating Brockvilles

Bicentennial (1812 2012). Volunteers will bring Brockvilles history to life for visitors through the

creation of special exhibits around Brockville showcasing the Museums collections, conducting


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guided tours of significant historic Brockville landmarks, helping to digitize special collections, and

giving lectures on noteworthy local historic events. The Museum is recruiting for the following

volunteer positions:

Special Exhibits Technicians

Guest Lecturers

Costumed Historical Interpreters

Web Development Technician

Digitization Technicians

A commitment of 4 hours per week during low season (January to mid-May; mid-September to

December), and 8 hours per week from mid-May to mid-September is required. All volunteers will

receive comprehensive on-the-job training, as well as become part of the Brockville Museum

Volunteer Guild. Please contact John Smith, Volunteer Coordinator, at 613.342.4397 or

[email protected] for more information.

VOLUNTEER JOB DESCRIPTION (1)

Job Title: Special Exhibits Technician (3 positions)

Purpose: The Special Exhibits Technician will assist The Brockville Museum Curator in preparing

exhibits using the Museums collections for the Uncovering the Past Celebrating Brockvilles

Bicentennial (1812 2012) special event held by the City of Brockville. This position supports the

Museums mission to preserve and promote the history of Brockville to the public through the

presentation of archival material and artefacts.

Key Responsibilities:

Supports Curator with the preparation, assembly, and installation of exhibits

Follows established artefact handling and coding procedures

Reports any changes to the status or condition of artefacts

Assists with the design and construction of displays, dioramas, and display cases

Prepares artefacts for shipping and storage


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Cleans and dusts exhibits weekly

Other related duties as required

Works as part of a team with other Special Exhibit Technicians and the Museum Curator

Reports to the Curator of The Brockville Museum

Time Commitment: The Special Exhibits Technician will be required to volunteer 8 hours per week

from January 10 to April 30, and 4 hours per week from mid-September to December 31, 2012. The

majority of these hours will occur on weekends, with the occasional weekday evening shift. During

the summer months, the time commitment will be 3 6 hours per week.

Qualifications:

Must be familiar with Microsoft Word, Excel, and Publisher

Ability to lift 10 to 20 lbs. is essential for exhibit set-up and takedown

Previous museum, historical society/organization, and/or special events experience is

preferred. Preference will be given to candidates who have a strong interest in history of the

Brockville area. Post-secondary education in Canadian History, Archaeology, or Museum

Studies is an asset.

Other Requirements: Adult volunteers preferred; however, high school students in their senior year

who meet the qualifications are encouraged to apply. A criminal record check is required (incumbent

will be reimbursed by the Museum), and applicants must submit contact information for two referees.

Support: Special Exhibits Technicians will attend one, six-hour group training session on a

weekend, which will include an introduction to the Museum and its history, an overview of the

Uncovering the Past event, Brockville Museum safety procedures, and collection handling

requirements. On-the-job training will also be provided.

Contact Information:

Jane Doe, Curator

Phone: 613.342.4397

Email: [email protected]


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VOLUNTEER JOB DESCRIPTION (2)

Job Title: Historical Interpreter (6 positions)

Purpose: The Historical Interpreter will provide guided tours in period costume for visitors to the

Brockville Museum, as well as historic buildings in the Brockville area on behalf of the Museum. This

position is specific to Uncovering the Past Celebrating Brockvilles Bicentennial (1812 2012)

special events held by the City of Brockville. Additionally, historical interpreters will participate in

reenactments of historic battles, events, and the daily life of Brockvillians over the past 200 years.

Key Responsibilities:

Provide an accurate account of Brockvilles history from the perspective of a historic person

Interpret to the public using a variety of techniques

Participate in historical reenactments, such as the Battle of Queenstown Heights (1812) and

Brockville Court House proceedings

Provide occasional special guided tours for school and tour groups

Represent the face of the Brockville Museum to the public in a professional, courteous, and

enthusiastic manner

Reports to the Museum Educator of The Brockville Museum

Time Commitment: Historical Interpreters will be required to volunteer 5 10 hours per week from

mid-May to mid-September of 2012, including weekdays (preparation time), weekends and statutory

holidays. Shifts will be assigned according to volunteer availability and number of group tours

booked.

Qualifications:

Must be comfortable speaking to large groups, enthusiastic, and have excellent

communication skills

Good research skills are essential in order to accurately portray the historic character

Requires willingness to work outdoors in period costume during the summer months

Previous museum, tour guiding, and/or special events experience is preferred. Preference

will be given to candidates who have a strong interest in history of the Brockville area. Post-

secondary experience in Canadian History, Education, Drama, or Museum Studies is an


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asset.

Other Requirements: Adult volunteers preferred; however, high school students in their senior year

who meet the qualifications are encouraged to apply. Applicants must submit contact information for

two referees. CPR-A certification is an asset.

Support: Historical Interpreters are expected to attend two, four-hour group training sessions during

the first weekend in May, which will include an introduction to the Museum and its history, an

overview of the Uncovering the Past event, historical interpreter training, and Brockville Museum

safety procedures. On-the-job training will also be provided.

Contact Information:

John Smith, Volunteer Coordinator

Phone: 613.342.4397

Email: [email protected]

TRAINING & SUPERVISION

Training As stated in the volunteer job description, Historical Interpreters are expected to attend

two, four-hour group training sessions during the first weekend in May. This will include an

introduction to the Museum and its history, an overview of the Uncovering the Pastevent, historical

interpreter training, and Brockville Museum safety procedures. Interpreters will also work on

character development during the training session and at home. They are also expected to dedicate

one to two hours prior to commencement of duties researching their character. On-the-job training

will also be provided.

Special Exhibits Technicians will attend one, six-hour group training session on a weekend,

which will include an introduction to the Museum and its history, an overview of the Uncovering the

Pastevent, Brockville Museum safety procedures, and collection handling requirements. On-the-job

training will also be provided.

The Web Development Technician will attend the same first four-hour training session as the

Historical Interpreters. This session will provide an overview to the Uncovering the Pastevent and an

introduction to the Brockville Museum itself. Digitization Technicians are also expected to attend this


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session, as well as an additional two-hour session on camera operation and photography

techniques, safety procedures, and how to properly upload digital photographs to the Museums

intranet.

Guest lecturers will not be required to attend training sessions; however, they will be

required to submit topics and lecture outlines to the Museum Educator for approval and comments.

All volunteers, except guest lecturers, will receive a digital copy of the Brockvil le Museum

Volunteer Manual and will be expected to review this resource on their own time.

Supervision Historical Interpreters and guest lecturers will be supervised by and/or report to the

Museum Educator. Interpreters may work as part of a team with other interpreters and an

experienced Museum volunteer as Team Lead. Special Exhibits Technicians will work closely with

and be supervised by the Museums Curator. They are also expected to work as part of a team with

the Digitization Technicians and one another, depending on the task involved. The Web

Development Technician will be supervised by the Museum Educator but will also work closely with

the Curator and Digitization Technicians to design and populate the bicentennial virtual exhibit.

VOLUNTEER PROGRAM EVALUATION

Volunteer Evaluation All volunteers recruited using this Plan, with the exception of guest lecturers,

will be undergo interim (6-month) and final informal progress evaluation with their supervisors.

Interim evaluations will consist of a short meeting where volunteers can discuss any concerns and

receive constructive criticism of their performance. Tour group participants will evaluate their

Historical Interpreter guides through a survey; survey results and comments will be discussed at

interim and final evaluations. If the Special Exhibits Technician is an internship student, the

evaluation procedure will have been formulated in conjunction with their departments chair or

instructor. After each guest lecture, attendees will have the opportunity to fill out a survey and

provide comments regarding the quality of the lecture. These will be used to determine whether

guest lecturers should be asked to return for future events. Importantly, all volunteers (again, with the

exception of guest lecturers), will meet biweekly with their team and supervisor to discuss concerns,

evaluate task progression, and provide feedback.


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Program Evaluation At the end of their tenure, volunteers will be asked to evaluate their

involvement in the Uncovering the Past Celebrating Brockvilles Bicentennial (1812 2012) event.

Evaluation will consist of the completion of a Volunteer Assessment Survey (similar to that in

McCurley & Lynch, Volunteer Management, 2006), although with space for commentary. These

evaluations will be examined and tallied by the Volunteer Coordinator and then presented to the staff

and Board. These evaluations will inform future Museum volunteer recruitment and programs.

Recognition During volunteer training sessions and evaluations, volunteers will be asked how they

want their efforts to be recognized by the Museum. These comments will be taken into consideration

when creating recognition activities. Additionally, volunteers will be given a meal and annual

memberships to the Brockville Museum during their volunteer orientations. Guest lecturers will

receive a card signed by the Museums director and Board President, along with a $25 gift certificate

to the Brockville Museum gift shop in recognition of their time and effort.

All volunteers will be invited to a Volunteer Appreciation Rendezvous at the end of

September 2012 on the Museums grounds, where interpreters can wear their period costume, local

musical groups specializing in music of the period will perform, and refreshments specific to the

bicentennial period will be served. Because there may be under-age volunteers, no alcohol will be

served. Additionally, outstanding volunteers (nominated by staff and other volunteers) will be

recognized with a certificate and an art piece donated by one of the long-time volunteers who

doubles as a blacksmith historical interpreter during the summer months. You might think volunteers

would want a break from costumes and history, but real history buffs revel in it, especially when there

are no visitors around. Ive been involved in these types of events and theyre a chance to relax with

your colleagues while being in an environment youre passionate about.

BUDGET

The Brockville Museum is a small organization whose operating budget is not very large. However,

the Uncovering the Past Celebrating Brockvilles Bicentennial (1812 2012) event is occurring in

conjunction with the City of Brockville and its quite a momentous occasion to celebrate. Because of

its importance, the Museum was able to secure funding from the Canadian Heritage Department and


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the City of Brockville to support its volunteer recruitment and recognition activities. These

organizations were willing to provide support because the Museum has very few staff and could not

afford to hire casual employees to fill the required positions. Fortunately, one of the Museums board

members has a friend who owns the local computer hardware store. The owner was happy to

provide USB keys with his stores logo on the back. The digital Volunteer Manuals can be

downloaded to smart phones and referenced by volunteers while theyre on the job (except for

costumed interpreters of course!).

Item Cost Revenue Stream

Travel to Queens University,

Kingston, Ontario$34.50 ($0.46/km x 75 km)

Volunteer Recruitment budget,

Brockville Museum

Meal allowance for above travel $40.00 ($20/diem x 2 staff)Volunteer Recruitment budget,

Brockville Museum

Parking at Queens University $18.00Volunteer Recruitment budget,

Brockville Museum

Travel to & parking at Brockville

colleges$35.00


Brockville Museum

Criminal record check

reimbursements$348.00 ($29 x 12)


Brockville Museum

Digital versions of Volunteer

Manual & evaluation forms on

USB keys

FREE [$120.00 ($10 x 12)]Donated by local computer

store (sponsor)

Guest lecturer gifts $425.00 ($25 x 17)Canadian Heritage

Development Grant

Orientation lunch $180.00 ($15/per head x 12) Special Event Grant, City ofBrockville

Tent rental for Rendezvous $200.00Special Event Grant, City of

Brockville

Refreshments for Rendezvous$720.00 ($18/per head x 40

volunteers & staff)

Canadian Heritage

Development Grant Special

Event Grant, City of Brockville

Miscellaneous Rendezvous

supplies~$250.00

Special Event Grant, City of

Brockville

TOTAL COST $2,250.50

natalie shykoluk.brockville museum volunteer project.agad 123

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