HomeMy WebLinkAbout2017-02-08 Minutes
BOARD MEETING
February 8, 2017
Clarington Town Hall
40 Temperance Street, Room 1A, Bowmanville, Ontario
Present: W. Woo S. Cooke
K. Warren S. Middleton M. Morawetz S. Elhajjeh
Regrets: H. Ridge (Curator/Interim ED)
1. Call to Order:
S. Cooke called the meeting to order at 7:01 p.m. and stated H. Ridge would
not be in attendance as she was ill.
2. Adoption of Agenda:
Moved by: K. Warren Seconded by: S. Elhajjeh
THAT: the agenda be accepted as presented.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence:
None.
5. Announcements:
None.
6. Approval of Minutes:
Moved by: S. Middleton Seconded by: W. Woo
THAT: the Board minutes form Jan. 11 2017 be approved as circulated.
MOTION CARRIED
7. Business Arising from Minutes:
Nothing brought forward.
8. Interim Executive Director’s Report:
S. Cooke reviewed the submitted Executive Director’s report in H. Ridge’s
absence.
Two applications for Summer Students have been submitted through
each of Young Canada Works and Canada Summer Jobs.
A grant application has been submitted to the Capstone Power
Enhancement Fund for Clarke location collections storage area work.
Durham Farm Connections – Celebrate Agriculture committee is
working on a special project in 2017 for Canada’s 150th anniversary to
identify agricultural artifacts and archive resources in Durham
community museums. Uxbridge and Scugog have committed and they
would like Clarington Museums to participate as well. Consensus by
Board members to participate as a display site.
Recommendation to review “branding and marketing strategies”
including print ads, inserts, A-frame signs, coroplast event signage, etc.
for 2017. S. Cooke suggested he meet with H. Ridge & Basia Radomski
(Corporate Communications Manager) of Corporate Services Feb. 10 th
to look as a start at the communication strategies now in place.
Avro Arrow merchandise – suggestions to sell to West Parry Sound who
known the exhibit &/or sell by posting on line (Mini-bid, Kijiji, etc)
Upcoming events include Winter Wonderlearn at Courtice Library
Monday Feb 20th on Family Day; hands on workshop Saturday Feb 25th,
PA day camp Friday March 10th, and March Break day camp from
March 13 to March 17th. K. Warren suggested a flyer promotion go out
to each school in the district to promote these opportunities. S. Cooke
said he would follow up with the school boards to request permissions.
Staff no longer will circulate around town putting flyers in stores.
Volunteers are continuing to assist in a number of projects although H.
Ridge is concerned a number of things are falling behind. Discussion
followed on possible solutions and supports.
Reports prepared & submitted by Bookkeeper included CMA Statement
of Financial Position (SFP), CMA Statement of Operations (SOP) –
Summary, CMA Statement of Operations (SOP) – Detailed. With no
outstanding bills, the Financial Report included is accurate as of Feb. 6
Moved by: W. Woo Seconded by: S. Elhajjeh
THAT: the Interim Executive Director’s report be received as presented.
MOTION CARRIED
9. New Business:
a) Program Expense Procedures –
Request from Board that reports going forward include a budget with planned
events so approval can be given as required to manage finances more closely.
At a future meeting, the Board will look at the Travel & Expense policy again
and make changes to the procedures as needed. A motion regarding any other
changes will be made as required at that time.
K. Warren read existing policy regarding cash advance expenses “limited to
$100 per day and full accounting should be provided within five days”.
Moved by: K. Warren Seconded by: W. Woo
THAT: the Cash Advance section of the Travel & Expense Policy 4.5 be
amended going forward to state that “cash advance is limited to $100 per day
and full accounting should be provided within five business days of issuance of
the cheque”.
MOTION CARRIED.
b) Executive Director Position -
Discussion on Curator, Program Coordinator and Executive Director job
requirements and descriptions as they exist. S. Cooke and K. Warren to speak
with H. Ridge on needs and recommendations going forward.
10. In Camera:
No items to address at this meeting.
11. Date and Place of Next Board Meeting:
The next meeting will be held Wed. March 8, 2017 at 7 p.m.
Location: Town Hall, Room 1A if available
12. Adjournment:
S. Middleton moved the meeting be adjourned at 8:57 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