HomeMy WebLinkAbout2017-01-11 Minutes
BOARD MEETING
January 11, 2017
Clarington Town Hall
40 Temperance Street, Room 1A, Bowmanville, Ontario
Present: W. Woo (7:10) S. Cooke (8:10) H. Ridge (Curator/Interim ED)
K. Warren S. Middleton M. Morawetz S. Elhajjeh
1. Call to Order:
In S. Cooke’s absence, K. Warren called the meeting to order at 7:07 p.m. and
welcomed guests Marie Marano, Corporate Services Director Municipality of
Clarington, and Lisa Wheller, HR Municipality of Clarington.
2. Adoption of Agenda:
Moved by: S. Elhajjeh Seconded by: S. Middleton
THAT: the agenda be accepted with the change that #11 In Camera be
moved forward for tonight, following Disclosure of Interests.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. In Camera:
Moved by: W. Woo Seconded by: S. Elhajjeh
That: at 7:12 in accordance with Section 239 (2) of the Municipal Act, 2001,
as amended, the meeting be closed for the purpose of discussing the following
matter that d) deals with labour relations or employee negotiations.
MOTION CARRIED
Discussion followed.
Moved by: W. Woo Seconded by: S. Middleton
That: at 8:29 pm the meeting move out of camera, returning to Open Session.
MOTION CARRIED
5. Correspondence:
Municipality of Clarington Solicitor, Andrew Allison sent all Board members
a copy of the Statement of Defence served January 4, 2017 re: M. Adams.
Board of Trade sent renewal for membership. Not-for-profit organizations are
invoiced $90.50 annually. Consensus to renew (included in approved budget).
6. Announcements:
Board members were reminded that they are invited to attend a meeting with
the Jury Lands Foundation Board and museum staff able to attend at the Sarah
Jane Williams Heritage Centre on Thursday, Jan 12 at 5 p.m.
7. Approval of Minutes:
Moved by: S. Cooke Seconded by: S. Middleton
THAT: the Board minutes be approved as circulated.
MOTION CARRIED
8. Business Arising from Minutes:
Items of note included newsletter plans and the Young Canada Works grant
application due soon. Both will be addressed in Executive Director’s report.
9. Executive Director’s Report:
The Young Canada Works grant application for summer student help is ready
to be submitted before the Jan. 16 deadline. It was suggested that a second
application be considered as Clarington falls in two federal jurisdictions and
may qualify. Canada Summer Jobs grants are also available and should be
considered perhaps for the specific positions of working on the Heritage
Gardens and the Clarke museum site which would make it more available to
the public during the summer season. A renewal of the Canadian Museum
Association membership has been prepared and will be submitted.
The Veterans Affairs Canada grant acknowledgement was discussed. H. Ridge
will follow up as required, and will confirm plans and scheduling for the work
of the interpretive translations to proceed.
Attendance numbers for 2016 have been noted but are not felt to be dependable
with processes and participants with tracking duties having changed over the
year. Processes are being streamlined for 2017 to improve accuracy.
Membership numbers may also be inaccurate but have been recorded.
The Newsletter template has been created by a part time staff member and is
awaiting input from the Board for content. Suggestions included wrap up for
2016 including all the Christmas season activities, membership renewal notice
for 2017, and information about the 2017 year schedule, events and exhibits.
H. Ridge at her discretion, will determine appropriate frequency of newsletters.
Without enough staff resources, volunteers continue at the pace available to
work on a number of curatorial projects. H. Ridge noted that one of the most
unique services offered and most frequently the reason people seek out the
museum and archives, is research requests. She recommends promotion to
capitalize on this significant service in future.
Exhibits being dismantled and returned to owners include the “Clarington
Competes” local sports history as well as the “Avro Arrow: A Dream Denied”.
H. Ridge recommends the best practice of only lending items to other locations
that are in the museum’s own collection rather than borrowed items be
followed. H. Ridge suggested the exhibit space available as a result be used to
tell the behind the scenes at a museum story which would allow work on the
collection where there is space and could be viewed by guests. There may be
an opportunity to work with other groups like Newcastle Village & District
Historic Society to feature important work of theirs, as well as incorporate an
area where deassessioned items no longer of value to any collection, could
become a hands on educational area for families and children.
Program report was submitted by J. Stein, Program Coordinator, including
2016 and 2017 at a glance, along with the calendar of events proposed for 2017
which this year includes 4 seasonal adult workshops. Marketing and
promotion of the schedule and events was also discussed.
Moved by: S. Cooke Seconded by: W. Woo
THAT: the interim Executive Director’s report be received as presented.
MOTION CARRIED
10. Committee Reports:
a) Finance – Report was distributed and discussed.
Moved by: S. Cooke Seconded by: W. Woo
THAT: the Finance Report be received.
MOTION CARRIED
b) Collections – H. Ridge circulated a report summarizing 2016 as well as the
last reference book list recommended for deassession. Discussion followed.
Moved by: W. Woo Seconded by: S. Cooke
THAT: the Collections report be received and that the deassession plan as
presented for Reference books be accepted.
MOTION CARRIED
c) Membership – Comments included in ED report. Nothing further.
d) Property – Nothing to report.
e) Heritage – K. Warren stated that Heritage Calendars have been reduced in
price to $3 from $5 and are available at the museum. One of the committee’s
main goals this year is work on “family trees” while another is to do as much
research as possible on Good Year to further document the history and gather
any artifacts that still may be available.
11. New Business:
a) Highway Signage – an invoice for Tourism Directional Signs has been
received with a new agreement that has been developed.
Moved by: S. Middleton Seconded by: S. Cooke
THAT: the invoice for Tourism Directional Signs be paid.
MOTION CARRIED.
b) Local Parent Invoice – discussion regarding the worth of some ongoing
promotion commitments. Consensus to discontinue any further advertising
with Local Parent Magazine.
c) Outside Services – H. Ridge reported that the museum budget includes a
number of services that might be available through the municipality’s
resources more affordably. S. Cooke offered to review the services with H.
Ridge that are presently sourced through outside providers and make
recommendations at the next Board meeting.
d) Canada Day – there are a number of opportunities for funding during 2017
to hold events and programs focused on the Canada 150th celebrations. H.
Ridge was asked to look into any grants that may apply to the museum
plans and to submit applications.
12. Date and Place of Next Board Meeting:
The next meeting will be held Wed. February 8, 2017 at 7 p.m.
Location: Town Hall, Room 1A if available
13. Adjournment:
S. Cooke moved the meeting be adjourned at 9:35 p.m.
Minutes for the meeting of the Clarington Museums and Archives Board have
been accepted and approved on ____________________________________
_____________________________________ _______________________________________
Chair, Executive Director,
Clarington Museums and Archives Board Clarington Museums and Archives