Loading...
HomeMy WebLinkAbout2018-03-14 MinutesBOARD MEETING March 14, 2018 Sarah Jane Williams Heritage Centre 62 Temperance St, Bowmanville, Ontario Present: S. Cooke M. Morawetz S. Bobka K. Warren (Interim Executive Director) Regrets: H. Ridge (ED) S. Elhajjeh S. Middleton 1. Call to Order: Garingwli Museums H. Raj W. Woo K. Warren, acting as chair of the meeting until elections are complete and a chairperson is in place, called the meeting to order at 7:00 p.m. 2. Adoption of Agenda: Moved by: S. Bobka Seconded by: H. Raj THAT: the agenda be approved as presented. MOTION CARRIED 3. Approval of Minutes: Moved by: S. Cooke Seconded by: H. Raj THAT: the minutes be approved as submitted. MOTION CARRIED 4. Business Arising from Minutes: None. 5. Disclosure of Interests: None. 6. Elections: K. Warren opened the floor for nominations for chairperson, followed by Vice Chair and Secretary. Nominations were put forward from the floor, candidates nominated stated they would stand, and voting followed. Moved by: S. Bobka Seconded: H. Raj THAT: positions filled as listed, be accepted with congratulations. Chairperson — Stephen Cooke Vice Chairperson — Holly Raj Secretary — Marilyn Morawetz S. Cooke resumed the chair's position for the remainder of the meeting. 7. Correspondence: None received. 8. Announcements: S. Cooke stated that the Ontario Museum Association asked that a meeting be hosted by Clarington Museum & Archives inviting MPP Granville Anderson and community partner Newcastle Village & District Historic Society (NVDHS) for the purpose of updating MPP Anderson on managing the challenges while realizing potential growth of our museum with significant increases in funding. Several items came out of the meeting including NVDHS's need to digitize their archives. S. Cooke suggested that perhaps a plan could be arranged to share the computer invested in by the museum for this purpose rather than them taking on the expense of having their own. NVDHS would need to purchase a use permit but sharing of resources could be mutually beneficial. 9. Reports: a) Finance: See Appendix A A number of items were discussed leading to the topic of the draft policy for a Purchase Card (P Card), and use of reserve funds. Moved by: S. Bobka Seconded by: H. Raj THAT: the Finance Report of March 2018 be received, and THAT: the Purchase Card (P Card) policy be adopted as presented, and THAT: P Card Statements in future be provided with the Financial statements each month, and THAT: that the Reserve funds stay consistent at a minimum balance of $100,000, without extraordinary circumstance. MOTIONS CARRIED. b) Membership (& Fundraising): See Appendix B Discussion of past membership drive practices, and the possibility of e - transfers or Paypal payments to improve convenience and expedite processing. Moved by: H. Raj Seconded by: M. Morawetz THAT: the Membership report of March 2018 be received. MOTION CARRIED. c) Property: See Appendix C Moved by: H. Raj Seconded by: S. Bobka THAT: the Property report of March 2018 be received, and THAT: the Executive Director look into stopping the contract service of Lloyds pest control on a recurrent basis adjusting it to use only as needed. MOTIONS CARRIED d) Curatorial: See Appendix D Moved by: H. Raj Seconded by: S. Bobka THAT: the Curator report of March 2018 be received, and THAT: Point of View Exhibits be hired to design and build the children's area, and THAT: the initial design on the permanent children's area be approved. MOTIONS CARRIED e) Programming: See Appendix E Moved by: S. Bobka Seconded by: M. Morawetz THAT: the Program Coordinator Report of March 2018 be received. MOTION CARRIED f) Executive Director's Report: See Appendix F Possible new sponsorship contacts were discussed and Policy reviews with discussions followed. Policies considered included Code of Ethics, Compensation Policy, Human Resources, Governance, Learning now called Education, and Travel and Expense, noting Purchase Card policy was dealt with earlier in the meeting. Bylaws need to be updated including Terms of Reference. Two key developments from the past year include a change to working as a "Board as a Whole" rather than having committees, and reducing the number on the Board to five at large plus two councillors with a maximum term of 12 years. All policies need to be reviewed to update and to incorporate union verbage. ED was asked to speak with municipal HR with recommendations and report at the next meeting. Moved by: H. Raj Seconded by: S. Bobka THAT: the Executive Director's report of March 2018 be received, and THAT: the policies noted in the minutes be adopted with modifications as recorded as of the March 14, 2018 meeting. MOTION CARRIED. 10. New Business: None. 11. In Camera: Moved by: S. Bobka Seconded by: H. Raj That: at 8:33 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. MOTION CARRIED Discussion followed. Moved by: H. Raj Seconded by: S. Bobka That: at 8:42 pm the meeting move out of camera, returning to Open Session. MOTION CARRIED 12. Date and Place of Next Board Meeting: The next meeting will be held Wed. April 11, 2018 at 7 p.m Location: Town Hall, TBA 13. Adjournment: Moved by: M. Morawetz Seconded by: S. Bobka THAT: the meeting be adjourned at 8:46 p.m. MOTION CARRIED 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