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Home My WebLink About2017-09-20 MinutesBOARD MEETING September 20, 2017 Clarington Town Hall 40 Temperance Street, Room IA, Bowmanville, Ontario Present: S. Cooke K. Warren 1. Call to Order: H. Ridge (ED) S. Elhaj j eh S. Middleton M. Morawetz S. Cooke called the meeting to order at 7:02 p.m. 2. Adoption of Agenda: Moved by: W. Woo Garinglon Museums lilw"iet Seconded by: K. Warren THAT: the agenda be accepted as presented. MOTION CARRIED 3. Disclosure of Interests: W. Woo declared a possible conflict regarding agenda items dealing with staff negotiations as his wife is treasurer of the Hospital Union Local 63/64. S. Elhajjeh also declared as he is a member of CUPE Local 79 Public Health. 4. Correspondence: None. 5. Announcements: M. Morawetz reminded board members that the Eldad United Church Annual Auction will be held on Monday, Oct 2nd in Solina. Also mentioned was the ACO-Clarington AGM with guest speaker Marilyn Pearce from Durham Farm Connections regarding their Canada 150 project documenting Durham families who have been farming for 150 years or more, on Monday, Sept 25th at the Sarah Jane Williams Heritage Centre at 7 pm. Another event worthy of support is the upcoming Orono Horticultural Society event with guest speaker Thursday, Sept 28th at 7:30 in Orono United Church; tickets $10 in advance. Finally, sadly noted that Jackson Peacock of Kendal who had played a major role throughout his life in education and his local communities, most recently working to provide history and colour at the Doors Open Clarington event June 10th highlighting Kendal and area, passed away with his memorial service to be held Thursday Sept 21 st 6. Approval of Minutes: Moved by: S. Middleton Seconded by: K. Warren THAT: the Board minutes from June 14, 2017 be approved as circulated. MOTION CARRIED 7. Business Arising from Minutes: No items for discussion. 8. Executive Director's Report: H. Ridge reviewed the ED report as submitted highlighting items & noting that as this was her last meeting with the Board before her leave starts, she would present a summary of accomplishments since being appointed Executive Director at the end of April 2017: including: xImproving communication with Members — Regular newsletters to members. xlncreasing programming at Clarke Museum — With planned events in April, June, July and two more scheduled in late September. K. Warren asked H. Ridge to send an update to Aimie Harris who as a delegation to the Board last year requested more use of the facility and more programming. Improved community profile with anticipated annual events — Canada Day which was very successful & well attended; Successful partnership with BOAA catering and promoting the Edwardian Teas which were sold out by early August. xNew in-house exhibits with community focus — Ready for July 1 St 2017 celebrations, the Agricultural Heritage with Celebrate Agriculture group; History of Orono Cornet band who also played at the Canada Day event. xGreater focus on our collection of local history — museum was the fortunate recipient of Helen Schmid's personal archival collection that spans 50 years of her research and collecting; received May 2017. Invaluable to the collection and already used including for Orono Fair displays. xProviding unique services to the community — source of local history and information through archive research, processing over 40 requests (about 2 per week) April through September. xOffering summer opportunities for students — with 2 successful grant applications, 4 students were employed; 2 with the Young Canada Works and 2 with Canada Summer Jobs. xIncreased staff training opportunities — part-time and full-time staff were provided with Automated External Defibrillator/CPR training in May; currently providing part-time and full-time staff with Standard First Aid certification during September and October. xEngaging in partnerships with Youth, Adults and Seniors — Sharing Stories Oral History project launched spring as a special project for Canada's 150. xClarke Museum clean-up and re -organization — successful grant application to Capstone Infrastructure for support; curatorial work continues to improve. xFilling full-time staff roles — Jennifer Steen hired as Curator effective Sept 7, 2017; Dr. Amy Barron hired as Program Coordinator — effective Sept 7/17. xCuratorial and Programming project goals are set for 2017/2018 with new staff in position; both having considerable experience. xH. Ridge's recommendation during her leave is to hire an acting Executive Director to manage the day-to-day administration and work on some of the business of operations; using a one year contact putting us in a good position to launch our re -brand in the fall of 2018. H. Ridge continued with priorities and goals for the Acting Executive Director once in place: xIT requirements are significant. xReview and transition or improve Museum's independent contracts for pest control, cleaning services, snow removal etc. Policy review for example updating Collections Policy and Mandate. xGrant and Sponsorship applications and opportunities. xCMOG (Community Museums Operating Grant) requirements were met, and reported on June 30, 2017 including supplemental Audited Financial Statements; once hearing of approval then time lines can be set. xMarketing and Promotion including fall programming and events H. Ridge reviewed the Program Report submitted by Jennifer Steen including monthly summaries, and Canada Day revenue and expense breakdown. Moved by: S. Elhajjeh Seconded by: K. Warren THAT: the profits from the day if any be divided 50% with the volunteer group that assists in the event by running the BBQ. MOTION CARRIED Our thanks noted to this year's volunteer group, the Durham East 4-H Fundraising Club. There were a number of compliments on the very good service they provided on Canada Day. This year they will receive $235 as their share. H. Ridge then presented the Curatorial Report for approval by the Collections Committee (Board) as recommended in agreement with Jennifer Steen. Moved by: S. Middleton Seconded by: W. Woo THAT: the donation of the Drum from Boys Training School be accepted into the collection, and a tax receipt be issued for the value as appraised. MOTION CARRIED Moved by: S. Middleton Seconded by: W. Woo THAT: the donation of the ledger from Enniskillen General Store be accepted into the collection, and a tax receipt be issued for the value as appraised. MOTION CARRIED Moved by: S. Middleton Seconded by: W. Woo THAT: the donation of 6 chairs made in Bowmanville be accepted into the collection with a complete history for the archives. MOTION CARRIED Moved by: S. Middleton Seconded by: W. Woo THAT: the donation of a chart re: Unionization from Goodyear in Bowmanville be accepted into the archival collections, once certified. MOTION CARRIED Moved by: S. Middleton Seconded by: W. Woo THAT: the donation of legal documents and hats belonging to locals "Percy" & "Silver" recovered after being stored in a wooden box for over 100 years, be accepted into the archival collections. MOTION CARRIED H. Ridge reviewed Financial Reports as prepared and submitted by Irene Locke, Bookkeeper including CMA Statement of Financial Position, CMA Statement of Operations for 2017-2016, and CMA Statement of Operations — Actual vs Budget. Moved by: S. Middleton Seconded by: K. Warren THAT: the Executive Directors reports including the Financial Reports be approved as submitted MOTION CARRIED 9. New Business: Items covered in reports and discussions so nothing further. 10. In Camera: W. Woo and S. Elhajjeh both excused themselves from the remainder of the meeting due to disclosures of interest. Moved by: K. Warren Seconded by: S. Middleton That: at 7:45 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 deals with b) personal matters about an identifiable individual, including municipal or local board employees, and d) labour relations or employee negotiations. MOTION CARRIED Discussion followed. Moved by: K. Warren Seconded by: S. Middleton That: at 8:20 pm the meeting move out of camera, returning to Open Session. MOTION CARRIED 11. Date and Place of Next Board Meeting: The next meeting if required during the summer, will be held Wed. Oct. 11 th, 2017 at 7 p.m. Location: Town Hall, Room IA if available. 12. Adjournment: S. Middleton moved the meeting be adjourned at 8:29 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