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HomeMy WebLinkAbout2017-04-12 MinutesClariiigiRm museumti BOARD M EET I N G April 12, 2017 Clarington Town Hall 40 Temperance Street, Room IA, Bowmanville, Ontario Present: W. Woo S. Cooke H. Ridge (Curator/Interim ED) K. Warren Regrets: S. Elhajjeh 1. Call to Order: S. Middleton M. Morawetz S. Cooke called the meeting to order at 7:05 p.m. 2. Adoption of Agenda: Moved by: K. Warren Seconded by: W. Woo THAT: the agenda be accepted as presented. MOTION CARRIED 3. Disclosure of Interests: No interests were disclosed. 4. Correspondence: None. 5. Announcements: M. Morawetz invited members to attend a local church dinner in Solina. 6. Approval of Minutes: Moved by: W. Woo Seconded by: S. Middleton THAT: the Board minutes form Feb. 8, 2017 be approved as circulated. MOTION CARRIED 7. Business Arising from Minutes: Nothing brought forward. 8. Interim Executive Director's Report: H. Ridge reviewed the ED report as submitted highlighting items including oo A meeting with the Corporate Communications Manager at the Mun. to discuss rebranding with the goal of reintroducing the museum to the community. Several ideas for the process were discussed. H. Ridge is to report back with costs and research on options to accomplish this. oo H. Ridge, Interim ED, and S. Cooke, Board Chair, met with Joe Tompkins, Superintendent of Education with Kawartha Pine Ridge District School Board to discuss potential partnerships and focus groups to gain teacher feedback. One suggestion was to do an oral history project for Canada's 150' where students would partner with seniors to record their stories. Other ideas included partnering students with WWII vets with the recent focus on the Vimy anniversary, as well as the BOAA as a possibility for getting these two groups together. Outreach to schools within walking distance of the museum was also encouraged. oo Edwardian Teas will be held again as a successful community liaison and as a fundraiser. Two possible caterers had given quotes for consideration. H. Ridge was asked to do a taste sampling confirming the recommendation. oo Upcoming events and programs include Canada Day festivities. Board members are encouraged to volunteer. M. Morawetz was directed to approach the Bowmanville Lions or other groups to manage the BBQ to assist with decreasing staff and volunteer numbers. oc Doors Open Clarington takes place Sat June 10' and a request for the Clarke Museum as a site on the tour was considered and supported. Staffing needs were considered and H. Ridge was directed to schedule 3 staff as required making use of the summer students who should be available by that time. Interpreter Shirley Moffatt was requested to assist with the site at the tobacco kilns on behalf of the museum. H. Ridge was given permission to ask if S. Moffatt would be available for work in that position if deemed appropriate for Doors Open. oo H. Ridge reviewed the Programming Report prepared by J. Steen looking ahead to activities from March through May, as well as Canada Day and the Edwardian Teas for summer. J. Steen included two proposals for board consideration to increase value to families and children and attract them to the Exhibits facility; become more engaged with the museum. One was to create a dramatic play centre area at the Sarah Jane Williams Heritage Centre, and the other was to purchase reproduction period costumes useful in programming at Clarke Schoolhouse in particular for school age children. oo H. Ridge was asked to review the Financial statements and report. She noted that the Municipal Grant came in March 1 st but was not captured in this report. Gift shop sales were good in March; also not reflected in this report. Avro Arrow memorabilia left over was discussed. H. Ridge was directed to promote on FaceBook to aviation enthusiasts. Moved by: W. Woo Seconded by: K. Warren THAT: the two proposals totaling a potential expense of $2250 for improvements in children's programming be approved in principle with a request for more expense specifics, and that the Interim Executive Director's report be accepted as submitted. MOTION CARRIED 9. New Business: a) Rebranding — as discussed during the ED Report, H. Ridge was directed to do further research on options to accomplish rebranding and reintroducing the museum to the community along with related costs &recommendations. b) Community Engagement — as noted with suggestions in the ED Report. c) Edwardian Afternoon Teas — a preferred caterer was recommended with a request for a tasting by H. Ridge to confirm the choice. d) Canada Day — as reported in the ED Report. M. Morawetz to follow up regarding a possible third party BBQ team. Volunteers needed. H. Ridge was directed to send out letters requesting support identifying specifics for funding needs. It was suggested that new sectors of the business community be identified and approached. e) Doors Open — as reported in the ED Report. 10. In Camera: Moved by: S. Cooke Seconded by: W. Woo That: at 8:40 pm 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 on first item. H. Ridge was then excused at 8:50 pm from the meeting to continue discussion on In Camera items. Moved by: W. Woo Seconded by: S. Middleton That: at 9:18 pm the meeting move out of camera, returning to Open Session. MOTION CARRIED 11. Date and Place of Next Board Meeting: The next meeting will be held Wed. May 10, 2017 at 7 p.m. Location: Town Hall, Room 1 if available 12. Adjournment: K. Warren moved the meeting be adjourned at 9:20 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on Chair, Clarington Museums and Archives Board Executive Director, Clarington Museums and Archives