REQUEST FOR PROPOSALS FOR COMPREHENSIVE HERITAGE STUDY

A request for proposals for a comprehensive heritage study is now underway on PEI.
Details of the RFP are outlined on the Province of PEI procurement website.

1. Purpose of Study

The purpose of this study is to review the heritage sector of the province and to make recommendations to the Department of Communities, Cultural Affairs and Labour as to the appropriate role to be played by the Government of Prince Edward Island in responding to the needs of the sector.

2. Introduction

The Prince Edward Island Department of Communities, Cultural Affairs and Labour is seeking a consultant to undertake a comprehensive heritage study for the province.

The study will be one of the foundations of a heritage strategy which will be developed. The role of government with regard to the heritage of Prince Edward Island has developed over a number of years without a comprehensive framework. Capitalizing on specific initiatives and opportunities, the present institutions, programs and activities of government cover a wide range of heritage areas but lack cohesion and policy foundation. While the province has many institutions, organizations and activities of which it is proud, there are some heritage areas which are not addressed well or, in some cases, not addressed at all. Faced with significant needs for capital development, programing assistance and other heritage activity, the province is seeking to develop a more rational approach to management of heritage and heritage resources in the
province.

For the purpose of this study, “heritage” is defined to include the following:

Tangible cultural heritage - including, but not limited to, artifacts, buildings, cultural landscape and records;

Intangible cultural heritage - including, but not limited to, folklore, language, oral history and customs; and

Natural heritage - the land, sea, air, and flora and fauna of the province.

The Government of Prince Edward Island has a shared responsibility for heritage. It shares obligations with other levels of government and discharges some of its responsibilities in partnership with voluntary organizations. It operates heritage institutions itself and through arms-length crown agencies. It provides support for specific initiatives, as well as assistance directly and indirectly to organizations and institutions through such programs as grants, Jobs for Youth and other employment opportunities, and shared cost initiatives. While this study should recognize the role that other players have in the heritage area, the primary thrust of the study is to explore the role that is, can, and should be played by the Government of Prince Edward Island in the management of historic resources.

3. Project Management

A Heritage Study Steering Committee consisting of representatives from a number of province-wide organizations with heritage interests has been appointed to oversee the study. This committee should be considered a resource by the consultant. The groups include:

• Prince Edward Island Genealogical Society
• Community Museums Association of Prince Edward Island
• Prince Edward Island Natural History Society Prince Edward Island Museum and Heritage Foundation
• Archives Council of Prince Edward Island
• Mi’kmaq Confederacy of P.E.I.
• Acadian Museum Association of P.E.I.
• University of Prince Edward Island History Department

4. Process Expectations
The consultant is expected to undertake, at a minimum, the following:

• An initial meeting with the Heritage Study steering committee to obtain information and additional direction, as required.

• A comprehensive public consultation process which will afford the opportunity for Islanders to provide input, ideas and discussion related to heritage issues. This will normally include public meetings across the province, opportunities to present briefs or reports by groups or individuals, focus groups, and other participation opportunities. In accordance with provincial policy, an appropriate mechanism or mechanisms must be provided to allow for participation in the process by those whose primary language is French.

• A strategy to notify the public of opportunities to participate in the process.

• A review of recent relevant documentation and legislation concerning heritage in Prince Edward Island and adjacent provinces.

• Meetings with organizations, institutions, heritage professionals and interest groups in the heritage area.

• Identification of the strengths and weaknesses of the current system of heritage institutions, organizations and programs.

• Identification of gaps in the current system of heritage institutions, organizations and programs.

• Development of recommendations to address issues raised.

For more details see the full document

New Board Members Named

At the AGM of the PEI Museum & Heritage Foundation on October 30, 2007 new members of the Board of Governors were named. Tracey Cutcliffe, Deputy Minister of Communities, Cultural Affairs and Labour announced that Andy Wells and Joanne Schurman had been named to the Board of Governors filling any current vacancies.

A motion passed at the previous AGM had requested that all vacancies be filled on the Board, bringing it to full strength.

Motion 3 -- Passed by the PEI Museum & Heritage Foundation at its AGM

Title: Governance Structure and Role of Members

WHEREAS there has been a continuous membership affiliation throughout the creation of the PEI Heritage Foundation in 1970 and this has been a key component and a strength of the organization in providing leadership within the heritage community over several decades;

AND WHEREAS, the Foundation is also a body corporate created by the Legislature of PEI operated by board members who are appointed by government, and functions as a crown corporation with rules defined by governmental authorities;

AND WHEREAS, this reality of a membership organization which is also a crown corporation, can cause issues for members of the Museum especially when the membership is not involved in major decisions made by government or the Board;

AND WHEREAS, successive changes over the years have modified the role of the membership of the Foundation to the point that some individuals who have long affiliation with the organization do not consider it to currently be a membership organization;

AND WHEREAS, others feel that since individual members have played a key role over the decades in development of the Museum, steps should be taken to ensure that members have a meaningful role within the organization in the future;

AND WHEREAS, there is a perception that Board of Governors has seen undue pressure from government to accept proposals and developments that they did not have sufficient input in developing;

AND FURTHER, as recent changes to the by-laws limiting the rights of members to raise new topics and make motions without prior notice at an AGM of the Museum could restrict the ability of the membership to voice the concerns of the heritage community at such meetings, and participate in constructive solutions.

BE IT RESOLVED:
That a study be undertaken to examine the governance of the PEI Museum & Heritage Foundation and the role of members within the organization in relations to the Board of Governors. The study will examine the rights and responsibilities of members, the role of the Board, committees, advisory boards, staff and members in relation to the fulfilling the mandate of the organization.

The study shall also compare other governance models to determine their strengths and weaknesses, and identify components of other models that might be appropriate for consideration. Recommendations related to means of clarifying roles and improving relations between the membership, the Board, committees and any advisory boards and staff should also be included as well as any proposed changes to existing structures and procedures.

Motion 2 -- Passed by the PEI Museum & Heritage Foundation at its AGM

Title: Communication & New Business

WHEREAS the membership of the PEI Museum & Heritage Foundation is widely distributed and communication is key component of ensuring that members are aware of the activities carried out on their behalf;

AND WHEREAS, the Foundation has responsibilities to provide an annual report to the membership and to the Legislature and to conduct an annual meeting;

AND WHEREAS, recent changes have modified the by-laws of the organization so that

17 (2) Public notice of the annual or any general meeting of the membership shall contain the wording of, and information concerning, any resolutions or motion proposed to be brought before the meeting other than the normally transacted business of the meeting.

AND WHEREAS, the annual report is not provided to members in advance of the meeting and they do not receive regular newsletters updating them on activities of the organization during the year, it becomes a challenge for members to know what motions or resolutions may be required until they have information on the year’s activities in their hands;

AND SINCE, the Board does not provide its report prior to the meeting but members are required to submit their motions in advance of receiving the annual report.

BE IT RESOLVED, that the Minister Responsible for the Museum & Heritage Foundation be informed of the concerns of the membership in this regard, and further;

THAT THIS MEETING CONFIRM, that Roberts Rules of Order define the procedures of this assembly and that the category called New Business should deal not only with previously defined items of new business, but also be the period of a meeting in which the floor is open for members to raise matters of business which they may have been unaware of, prior to arriving at the meeting.

FURTHER BE IT RESOLVED, that the Board be informed that communication remains an important issue and that all options be examined to ensure that the membership is kept informed on a timely basis of the operations and activities of their organization through newsletters, the Internet, meetings and publications so they remain informed, and can continue to contribute their assistance and suggestions in meaningful way.

Motion 1 - Passed by the PEI Museum & Heritage Foundation at its AGM

At the Annual General Meeting of the PEI Museum & Heritage Foundation, on October 30, 2007 the following motion was passed.

Title: Natural History Mandate & Planning


WHEREAS, bylaw 17 (2) indicates that advance notice of motions is required prior to receipt of annual reports, and it is unknown what reporting will take place at the upcoming AGM under the fulfilment of the mandate of the PEI Museum & Heritage Foundation;

AND WHEREAS, concerns were raised by members at the previous AGM regarding the lack of mention of activities in the annual report regarding fulfilment of the Natural History mandate;

AND WHEREAS, the previous AGM directed the Board to begin planning for fulfilment of all aspects of the mandate provided in the Museum Act, and to involve the membership in this planning process.

BE IT RESOLVED, that the Board report to the membership in attendance at this meeting on what efforts were carried out in the last year in these important areas.