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BOARD MEETING
December l4r2016
Clarington Town Hall
40 Temperance Street, Room 1A, Bowmanville, Ontario
Present: W. Woo S. Cooke H. Ridge (Curator/Interim ED)
K. Warren S. Middleton M. Morawetz
Absent: S. Elhajjeh
1. Call to Order:
S. Cooke called the meeting to order at 7:08 p.m. and welcomed everyone.
2. Adoption of Agenda:
Moved by: W. Woo Seconded by: K. Warren
THAT: the agenda be accepted as presented.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence:
None received.
Clarington M ttscttrtrs
5. Announcements:
Nothing brought forward.
6. Approval of Minutes:
Moved by: K. Warren Seconded by: S. Middleton
THAT: the Board minutes be approved noting two corrections: Under the
Executive Directors report, the Werry family donation was $ 1200 rather than
$5000, and the boilers were replaced at the Bowmanville Museum site rather
than the Sarah Jane Williams site.
MOTION CARRIBD
7. Business Arising from Minutes:
Outstanding Beech St. Theatre Invoice - K. Warren reported that the invoice
of approximately S1400 was reviewed looking at costs for running the fall Spirit
Walks. Traditionally this program is profitable for the museum and although some
money was made again this year, the profits were considerably less with the
increased expense of actors from Beech St. Theatre. Most of the time and effort in
promotion, organization and set up were the responsibility of the museum staff
although 70o/o of the ticket price in the end would be paid to the theatre company.
No email or document regarding the agreed upon pricing could be found
although the former Executive Director at the time agreed to employ three actors
for the events according to the director of the theatre company. Clearly verbal
agreements cannot be substantiated and therefore in a situation like this must be
honoured as presented.
Beech St. Theatre did not express any animosity in having to sort the invoice
out with the Board and appreciated being paid out in full as anticipated.
W. Woo thanked K. Warren for her work to follow up and substantiate the
invoice providing due diligence in clearing this outstanding invoice.
8.Interim Executive Director's Report:
. Young Canada Works (summer students) application is due Jan. 16,2017.
H. Ridge will submit for 4 students as has been the practice now for a
number of years. In2016, the museum was awarded2 students. H. Ridge
reported that follow up paperwork as required by the grant award was not
submitted. It is required within 30 days of the conclusion of the grant. She
was recently notified that it was late, so will respond immediately to meet
that requirement. The final payment to can then be made to the museum.
o Veterans Affairs Canada grant of $5000 was awarded for the War Exhibit
with date lines July 2,2016 to July 2,2017. The exhibit which was installed
temporarily must be made perrnanent and also be updated to be bilingual to
meet grant requirements. Panels will need to be reprinted to complete it.
o OPG grant for 2016 was specific to programs/events to run June 2016-June
2017 with the focus on outreach programs and events.
o Attendance numbers have been determined with improved processes in an
effort to have more realistic numbers. Calls, visitors, researchers, program
attendees, volunteers are all counted at each of the three sites at reception.
November total was 405 and December thus far was 200 includins the
Edwardian Christmas Open House.
o Werry family donation for display case was confirmed and documented with
purchase done in Nov. 2015,.delivery in Feb. 2016 and use throughout the
year. H. Ridge will organize a name plate to recognize the donation and
notiff the family.
o A letter indicating our interest in Helen Schmid's collection has been sent.
o Reference books in the collection and on site have been sorted; some will be
donated, others kept in the collection and others offered for sale at a book
sale in Jan2017. The objective is to ensure the collection remains relevant.
o Data entry of Accessioned reference books has been the project of the
archive volunteers. The objective was to make the collection searchable
making it more efficient for museum staff to find requests. So far volunteers
have reviewed 1014 books.
o Program Report was provided by J. Steen, Program Coordinator, with a
summary of programs for Nov/Dec 2016 including one program at Clarke,
the Edwardian Christmas, Remembrance Day, House tours, and outreach.
Donations to support programs by Rekker's Garden Centre & Algoma
Orchards have been acknowledged with letters of thanks, as well as Tyrone
Mills for greenery and all volunteers who took part.
o Planning for 2017 will include budget, staffing, calendar of events which
will reflect the realities of budget and staffing, with a focus on who we are
and what we do best with a pause of curatorial and exhibit work.
o Payments for outstanding20l6 advertising will be paid once verified.
Accounts will be reassessed and renewals only made that fit the target
markets appropriately in the new year. Focus will be on paid advertising,
social media and signage for 2017 Marketing & Promotion plans.
Moved bv: W. Woo Seconded by: K. Warren
THAT: the Executive Director's report be received as presented.
MOTION CARRIED
9. Committee Reports:
a) Finance - Discussed recommendations from bookkeeper and municipal
finance department to reduce unnecessary late fee expenses.
Moved by: K. Warren Seconded by: S. Middleton
THAT: autopay processes be put in place for the museum utility bills.
MOTION CARRIED
S. Cooke reported that K. Warren is now set up with signing authority on
the accounts. The museum VISA card has been cancelled for now at the
request of the bank.
H. Ridge distributed the Financial Report for both Oct. and Nov. along with
the proposed budget for 2017. Discussion followed. The 2017 budget was
determined using actuals from previous years, downsizing of some line
items where changes are possible, changes in staffing. Plans for Marketing
& Promotion as well will need to reflect the new realities of the museum
once staff negotiations are complete.
Moved by: W. Woo Seconded by: S. Middleton
THAT: the 2017 budget as proposed be accepted.
MOTION CARRIED
b) Collections - No formal report was received but discussions followed that
arose from the Executive Director's report regarding Reference books and
collection volunteers. It was noted that a number of volunteers have
returned to assist with the audit and other processes in Collections recently.
Moved by: K. Warren Seconded bv: S. Middleton
THAT: the deassession plan as presented for Reference books be
accepted.
MOTION CARRIED
H. Ridge stated an objective for 2017 would be the development of a
revised and relevant mandate for Collections.
c) Membership - No formal report was submitted although it was noted that
a priority in 2017 would be to start producing and sending out a regular
newsletter again. A number of former and present members had expressed
an interest in that stating that they missed the hardcopy edition preferring it
to social media updates presently available.
Special thanks was expressed to John Witheridge who volunteered again
this year as Father Christmas for the Edwardian Christmas Open House.
d) Property - H. Ridge reported that the municipality will be installing more
exterior lighting for safety in response to staff concerns when exiting the
building after dark using the back door at Sarah Jane Williams Heritage
Centre. In the spring of 2017 , the committee and municipality will review
conditions and needs at the Clarke site shed.
e) Heritage - K. Warren stated the committee meets next week so she will
have a full report at our next meeting (there had been no meetings since our
November board meeting so nothing further to report).
10. New Business: No items brouqht forward.
11. In Camera: No items for this meetinq.
12. Date and Place of Next Board Meeting
The next meeting will be held Wed. January ll, 2017 at 7 p.m.
Location: Town Hall, Room lA if available
13. Adjournment:
S. Middleton moved the meeting be adjourned at 8:47 p.m.
Minutes for the meetins of the Clarineton Museums and Archives Board have
been accepted and approved on
Chair, Executive Director,
Clarington Museums and Archives Board Clarington Museums and Archives
/- AA ic-L\_, elv
BOARD MEETING
November 912016
Clarington Town Hall
40 Temperance Street, Room 1A, Bowmanville, Ontario
Present: W. Woo S. Cooke H. Ridge (Curator/Interim ED)
K. Warren S. Middleton M. Morawetz S. Elhajjeh
t. Call to Order:
S. Cooke called the meeting to order at7:00 p.m. and welcomed guests.
2. Adoption of Agenda:
Moved by: S. Elhajjeh Seconded by: K. Warren
THAT: the agenda be accepted with the change that #11 New Business and
#l2In Camera be moved to the beginning of the meeting tonight only.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. New Business:
a) Resignation of Bonnie Seto -
Moved by: W. Woo Seconded by: K. Warren
THAT: the resignation of Bonnie Seto be received and a letter of gratitude for
her years of service on the Museum Board be sent.
MOTION CARRIBD
b) Appointment of new Board Chair -
Moved by: W. Woo Seconded by: K. Warren
THAT: Steven Cooke be nominated for the position of Board Chairperson.
MOTION CARRIED
Noted that there is now a vacancy for the position of Board Vice Chair.
Moved by: W. Woo Seconded by: S. Elhajjeh
THAT: Katharine Warren be nominated for the position of Board Vice Chair.
MOTION CARRIED
c) Naming of third signing authority -
Moved by: K. Warren Seconded by: W. Woo
THAT: Sami Elhajjeh will now become the third Board member to have
signing authority along with S. Cooke and K. Warren.
MOTION CARRIED
H. Ridge was instructed to set up an appointment with TD bank, Bowmanville
to transition signing authority. All three plus H. Ridge need to attend together.
5. In Camera:
Moved by: K. Warren Seconded by: S. Elhajjeh
That: at7:I4 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 b) deals with personal matters about an identifiable individual,
including municipal or local board employees; and d) deals with labour
relations or employee negotiations.
MOTION CARRIED
Guests of the meeting were excused.
Discussion followed.
Moved by: K. Warren Seconded by: W. Woo
That: at 7: 32 pm the meeting move out of camera, returning to Open Session.
MOTION CARRIED
M. Morawetz excused herself from the remainder of the meetins.
6. Correspondence:
None received.
7. Announcements:
Nothing further brought forward.
8. Approval of Minutes:
Moved by: W. Woo Seconded by: K. Warren
THAT: the Board minutes as circulated be approved.
MOTION CARRIED
9. Business Arising from Minutes:
Nothing brought forward.
10. Delegation - Aimee Harriso Orono Horticultural Society
Guest A. Harris reported that the Trillium Grant from 2013 had been applied for
by the Executive Director at that time, on behalf of the Orono Horticultural
Society, to create the living wall at the Clarke site. She felt it was critical that
the Museum Board be made aware of the requirements of that grant including
that it can be checked up on for 7 years once granted.
H. Ridge, interim Executive Director and Curator, offered to meet with the
Program Coordinator as soon as possible to make sure programming at Clarke
would not be overlooked again by putting plans in place for the 2017 season.
A. Harris was thanked for coming forward at this time, and for the ongoing
work and commitment by the Orono Horticultural Society to the Clarke
Museum site. She was also assured that the Board will work with the staff to
ensure these concerns are'resolved quickly.
11. Municipal Financial Report:
S. Cooke ensured all had copies of the recent Municipal Financial Report.
Moved by: K. Warren Seconded bv: W. Woo
THAT: the Board endorse all22 recommendations outlined by the municipality
in Report FND-O16-16.
MOTION CARRIED
12. Executive Director's Report:
. A public announcement regarding the $5000 Veterans Affairs grant
awarded to the museum is due as required.
o A letter of support was provided by the Museum to accompany the
Canada 150 grant application submitted recently by the Jury Lands
Foundation.
o Improved tracking of visitor numbers was needed and is now in place
such that more accurdte results going forward will be possible.
. The patron wall of honour has not been updated since 2074; H. Ridge will
review records and remedy that as soon as possible.
o Recommends re-establishing the Collections Committee. There is a large
amount of artifacts.to review within the scope of our mandate.
o The Werry family has contacted the museum to veriff a2015 donation of
$5000 was used as requested for the purchase of cabinets. H. Ridge will
confirm the donation and have a sign prepared for the cabinet purchased
to acknowledge the donation. She will notiff the family as requested.
Some of the Marion Farr donation has also been used for the purchase of
display cabinets.
o Helen Schmid, co-author of "Out of the Mists" has expressed an interest
in donating many of her local historical documents, deeds, and diaries
collection to the museum soon.
Moved by: K. Warren Seconded by: S. Elhajjeh
THAT: H. Ridge be directed to send a letter to Helen Schmid expressing the
interest of the Museum in her collection.
MOTION CARRIED
S. Elhajjeh excused himself from the remainder of the meeting.
Reference material in the Museum is being categorized.
Summer camp, Edwardian teas and fall Spirit Walks have been profitable
this year. Beech St. Theatre group submitted a bill for $1400 for their
performances at the Spirit Walks. So far H. Ridge has not been able to
find a contract for this which was determined at $150 per perfornance.
There were 9 performances. The fees charged will make the event more
profitable for the theatre company than for the museum. To run the
walks, the museum ran the tours, sold tickets, advertised and provided
costumes. K. Warren will contact Beech St. Theatre to find out if they
have any emails or paperwork to confirm the arrangement for verification.
A programming overview for upcoming events was reviewed.
Volunteers from the Board to assist with the Edwardian Christmas event
would be appreciated.
Suggestion for the Board to consider hiring an interim Curator as H.
Ridge is now interim ED and is concerned that other duties may get
neglected as a result.
A re-launch in 2017 of the new logo was advised. A launch was never
done when the logo was designed. She would like to revisit the design.
Request for the Board to approach the municipality to improve signage
from Hwy 401 and in Bowmanville as well.
A Health and Safety Committee needs to be established with 2
representatives, one from management and one from unionized staff.
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o
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o
There are some safety items outstanding that need to be addressed.
o A plan for 2017 for the gardens is needed. The head volunteer Gail has
wanted to pass on her knowledge for several years, and feels now that it is
critical to do so. Guest A. Harris said perhaps some integration could
help utilizing the skills and knowledge of the various community
Horticultural Societies in Clarington in developing a new program of
maintenance.
13. Committee Reports:
. a) Finance - Discussed earlier in the meeting. Nothing further.
b) Collections - No formal report was received.
c) Membership - No report on membership.
d) Property - Boilers have been replaced at the Sarah Jane location. Lighting
updates are now being considered.
' e) Heritage - K. Warren stated that the outreach subgroup would like to join
with the museum to go to schools when possible for presentations.
14. Date and Place of Next Board Meeting
The next meeting will be held Wed. December 14,2016 aI7 p.m.
Location: TBA
13. Adjournment:
W. Woo moved the meeting be adjourned at 8:35 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
CONFIDENTIAL - IN CAMERA MEBTING MINUTES
SPECIAL MEETING OFTHE BOARD:
Nov. 9,2016
Clarington Town Hall; 40 Temperance Street, Room 1A, Bowmanville, Ontario
Present: S. Elhajjeh S. Cooke
M. Morawetz W. Woo
In Camera at7:14 p.m.
Moved by: K. Warren
S. Middleton K. Warren
Seconded by: S. Elhajjeh
That: at7:14 in accordance with Section 239 (2) ofthe Municipal Act, 2001,
as amended, the meeting be closed for the purpose of discussing the following
matter that b) deals with personal matters about an identifiable individual,
including municipal or local board employees; and d) deals with labour
relations or employee negotiations.
MOTION CARRIED
Guests of the meeting were excused.
a) Update regarding union bargaining process by H. Ridge, Curator & Interim
Executive Director:
At the first meeting held with both the Union and the Museum representatives, on
Nov. 2 2016, drafts of the collective agreement as proposed were exchanged. The
Museum negotiating team has held several meetings and will meet with the union
representatives againNov 10 to exchange comments on those drafts. There will be
a series of meetings to continue to shape the collective agreement. A draft will be
presented to the Board at the December 2016 meeting for review and discussion.
Marie Marano, Director of Corp Services, as a member of the negotiating team for
the Museum. will be invited to attend.
ClaringLon Nluscurns
Some of the items included refer to hours of operation, seniority based staffing, full
and part time staff,, use of volunteers, costs associated with the negotiation process.
b) H. Ridge's Remuneration:
H. Ridge was asked to leave the meeting as the next item concerned expectations
and remuneration for her in her new role as Interim Executive Director & Curator.
Prior to the departure of Executive Director, M. Adams, H. Ridge was full time
Curator, and was given management title at the start of the unionization discussion.
In her new role, she is part of the union negotiation team and must fulfil all ED
duties related to grant writing, budgets, marketing, staffing etc while also ensuring
that the curatorial duties are performed.
Moved by: K. Warren Seconded by: S. Middleton
That: remuneration for the position of Curator is set at $50,000 effective
October 13,2016; and
That: effective 7 November 2016 Heather Ridge be compensated at the rate
of an Executive Director at $60,000 for the interim until a new Executive
Director is hired; and
That: H. Ridge's cell phone expenses related to Museum business be
covered retroactive to 13 Oct 2016 and going forward while in the position
.of interim Executive Director.
MOTION CARRIED
Moved bv: K. Warren Seconded by: W. Woo
That: at7:32 pm the meeting move out of camera, returning to Open
Session.
MOTION CARRIED
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To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and proqrammes that inspire future qenerations and enliven our communitv
Present:
BOARD MEETING
October 12.2016
Clarington Town Hall
40 Temperance Street, Room lA, Bowmanville, Ontario
B. Seto W. Woo S. Cooke H. Ridge (Curator) 7:23 pm
K. Warren S. Middleton M. Morawetz
Regrets: S. Elhajjeh M. Adams (ED)
1. Call to Order:
B. Seto called the meeting to order at7:77 p.m.
Public guests introduced themselves and included representation from
Museum volunteers and part time staff.
2. Adoption of Agenda:
Moved bv: S. Cooke Seconded by: K. Warren
THAT: the agenda be accepted with the change that In Camera be moved to
the final item as directed becoming standard practice.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence:
None received.
5. Announcements:
B. Seto stated that a notice of resignation had been circulated by O. Casimiro
by email to all Board members:
September t9,2Ot6
Dear Bonnie and Members of the Board:
I am no longer able to contribute as a Board member on the Clarington Museum and
Archives Board of Council.
Please accept this letter as confirmation of my resignation.
The Museum is a special place and I wish Michael and his team continued success.
Best,
Olinda Casimiro
Moved by: W. Woo Seconded by: K. Warren
THAT: the Board accept the resignation of O. Casimiro.
MOTION CARRIBD
M. Morawetz requested that we send an appropriate thank you on behalf of the
Board to O. Casimiro noting appropriately her many contributions while
serving on the Board.
M. Morawetz announced that the annual Beef Supper that is a fundraiser for
Eldad United Church in Solina is coming up on Sunday, Nov. 6th. Tickets are
available through her. It was noted that many fall dinners by our local
churches occur in the coming weeks. All were encouraged to support and
when able attend these important events in our community.
6. Approval of Minutes:
Moved by: W. Woo Seconded by: S. Middleton
THAT: the minutes of Sept 12th 2016 be approved with the amendment to the
first paragraph of page 7, found in Item #7 of the agenda under "Business
Arising from Minutes" stating "They were concerned by what they saw and
asked who signs off on expenses. It was noted that B. Seto did until the end of
May..." This should correctly read "It was noted that B. Seto did until the end
of April when she stated she was no longer comfortable signing. . .."
MOTION CARRIBD
Moved by: S. Cooke Seconded by: K. Warren
THAT: the Special Board minutes of the Open Session on Oct 5th 2016 be
approved as submitted.
MOTION CARRIED
7. Business Arising from Minutes:
M. Adams prepared and circulated prior to the meeting due to his absence for
a funeral this evening, the requested summary of Unbudgeted Expenses for
2015 and2016, including suggestions regarding allocations that could fall
within the scope of the Marion Farr estate donation.
The Finance Committee will review the document in more detail at the next
meeting noting specifically items that would respectfully fall within the
capacity of the Marion Farr estate donation.
Moved by: K. Warren Seconded by: S. Cooke
That: the Financial statement of Unbudgeted Expenses for 2015 and2016
had been received.
MOTION CARRIED
8. Executive Director's Report:
No report was submitted prior to the meeting.
9. Committee Reports:
a) Finance - No report other than the Unbudgeted Expense statement
discussed in Item 7 of the agenda was submitted as no committee meeting has
occurred recently.
b) Collections - No formal report was received. As H. Ridge, Curator, was
able to attend the meeting at the last minute, she spoke to the recent work on
the Collection following the plan put in place to further safeguard the items,
catalogue and continue to vet the collection. She is working with a number of
great volunteers. There has been no recent meeting of the committee.
B. Seto asked about the flood that occurred this year atthe Clarke site. It had
been discovered by a staff member visiting the location to meet with'the pest
control company and do the hydrothermagraph readings. H. Ridge and M.
Adams were both immediately notified and H. Ridge contacted and worked
with Operations to move items and install fans after using shop vacuums to
collect most of the water.
When asked, H. Ridge stated that she is aware of staff routinely checking the
Clarke site on the first Thursday of each month. She was not knowledgeable
about other times when a staff representative might have been there. In Sept
she knew of two trips, one for pest control and one to meet cleaners, and Oct
1't there was a staff event held at the site.
S. Middleton asked why the .ollection items sit on the floor. H. Ridge replied
that most are up on pallets to keep them off the floor but some larger and
heavier items (buggies and a safe for example) have not been moved. She
would like to see that happen.
When asked by B. Seto, H. Ridge stated that the trip to the Clarke site from the
Sarah Jane Williams Heritage Centre and back is 38 Km. and that she does
claim mileage when she makes that round trip.
It was noted that the Board's understanding was that hydrothermagraph
readings were required more often than once a month. S. Middleton stated
during his orientation as Property Committee chair, he was told that weekly
readings are required. Expense documents show two trips each week being
claimed for the Clarke location. H. Ridge then explained how the information
is downloaded and analysed on computer, stating that records are kept and
each time that happens a dot shows on the graph.
c) Membership - No report on membership.
d) Property - Nothing further to the discussion after the Clarke flood notes.
e) Heritage - K. Warren stated the next meeting of that committee is Tues.
Oct. l8th 2016. The upcoming Durham Region Heritage Conference being
hosted by Clarington Heritage Committee takes place Sat. Oct. 29th atTown
Hall. One of the guest speakers will be M. Morawetz representing the Jury
Lands Foundation, presenting on Camp 30.
10. New Business:
a) S. Cooke reported back to the Board regarding Council's response Oct 11rt
to the staff report requested regarding the Resolution#GG-443-16, September
6,2016 about possible options to deal with the Museum.
A change in the composition of the Board was determined such that in future
the Board will be made up of 2 Councillors and 5 members at large for a total
of 7. The Board is then reduced including the removal of a position filled in
the past by a member of the Newcastle Village & District Historical Society.
The two representatives per Ward has been changed such that good candidates
from anywhere in the Municipality can be considered. All present Board
members will be grandfathered in maintaining a total of 7 with the recent
resignations.
It was also determined that for the present a Committee of the Whole be the
operating dynamic. In future should committees be struck including an
executive committee, a member of Council must sit on each committee.
b) B. Seto requested an examination of the Museum bylaws for direction in
handling absentee Board members in future. This item was recommended for
discussion at the next meeting and will be put on the agenda.
11. In Camera Items:
Moved by: S. Cooke Seconded by: K. Warren.
That: at 8:05 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 b) deals with personal matters about an identifiable individual,
including municipal or local board employees.
MOTION CARRIED
Guests of the meeting were excused.
Discussion followed.
Moved by: K. Warren Seconded by: W. Woo
That: at 9:10 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. November 9,2016 at7 p.m.
Location: TBA
13. Adjournment:
S. Middleton moved the meeting be adjourned at 9:18 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
Lo6"(L
To illuminate Glarington and its heritage through lasting and meaningfulexperiences with aftifacts, exhibitions
and programmes that inspire future generations and enltven our community
SPXCIAL MEETI}{G OF TI{E BOARD:
TJNIONIZANON IJP-DATE / ED PERFORIIANEE E.VALUATON
Oet, 5,2016
ehrington Town Hall
40 Tenoperauqe Street, Roono lA, Bowuoauville, OnJario
Present: B. Seto M. Adazu (ED) S, eooks
K. War,ren S. Middleton M, Morarvptz
Regreto! w, Woo S. Elhajjeh
Guest: A. ,A.llison, Mu.nioipal Solieitor
1, Call to Order:
B, Seto salled the meeting to order at 7:05 p.m.
2, Guest Presentation:
B. Seto invited guest Andrew Allison, Municipal Solicitor, to piesent as
intended on the procedures for In Camera portions of meetings, proper
procedures and reporting, and appropriate use of In Camera.
Before moving into that content, A. Allision corxnented on the report that
would be submitted to council regarding recommendations and background
in response to Resolution #GG-443-16
That Staffreport back to the Council meeting of September 19,2016 regarding
possible options of dealing with the Clarington Museums and Archives Board,
including:
o Dissolution;. Takeover by the Municipality of Clarington; and
o Any other recommendations by Staff, opening the furancial records to the
internal auditor.
It was noted that the report did not meet the Sept 19b date with the installation
of the interim CAO but would go before council Oct 6ft.
Regarding the use of "ln Camera" at meetings, A. Allison reminded that all
Service Board meetings are required to operate as Open Meetings. Even when
operating with that starting premise, there are circumstances when ln Camera is
critical and the procedure should be used. For museum purposes that would
include discussions regarding an identified person where information of a
personal nature is disclosed or for anything confidential in content & requiring
protection. A. Allision referenced Section 234 of the Municipal Act and will
provide a check list for us that is used at municipal council meetings to help
determine when the procedure should be followed. A motion to go In Camera
is required in the regular minutes of the meeting, including the reason why.
Minutes of the In Camera session are to be kept but not included in the regular
minutes. Another example of when In Camera could be used would be during
review and discussion of communications from a lawyer.
As moved & carried at a recent board meeting, including an In Camera item on
all meeting agendas is now considered best practice as a "place holder" should
it be required. When possible, In Camera should be held until the end of the
meeting.
Discussion followed on alternative governance models and the value in regular
review of governance structure.
3. Unionization Update:
1) M. Adams reported that he had met earlier in the day with M. Marano and L.
Weller (HR) from the Municipality's Department of Corporate Services to
review terms, consider process, and work to establish a draft of the board
mandate for the museum union management bargaining team. M. Adams read
out the draft. Discussion followed including suggestions for items to include
such as handling of confidential information. Future meetings are being
scheduled and a skeleton agreement will be developed anticipating what the
union demands may encompass. The suggested date for the first meeting
between the union and the museum union numagement bargaining team is Nov
2nd, but has not been confirmed. Prior to that meeting, M. Adams stated that
the second template of that skeleton agreement will be ready Oct 19ft allowing
time for the board to review.
M. Adams was directed to contact A. Allison for comment on the board
mandate once further developed asking for wording that includes managing
confidentiality, ensuring it is ready for presentation at the next board meeting
which is Wed Oct l2th.
Further discussion included that Curator, H. Ridge will attend the second draft
meeting with L. Weller, M. Marano and M. Adams. They will also work on
developing a wage grid built to reflect the current sffucture for a start and then
negotiations will shape it further. M. Adams stated he has researched others
including the present Library wage grid. He has also been researching the
handling of benefits.
2) Confidentiality during the union izationprocess was covered during
discussion with A. Allison at the beginning of the meeting.
4. ClaringtonThis Week article:
B. Seto stated that the ClaringtonThis Week article of Sept 2L 2016 was of
concem as the information followrng the council meeting as reported was
misleading and erroneous. It was advised to refer anyone inquiring to the
minutes of the meeting Sept 19 2016.
5. Review ED Performance Evaluation:
Completed by S. Middleton and S. Cooke for ED M. Adams on Wed Sept 28th,
2016..
M. Adams provided his file including the ED review reports with his signature.
Moved by: S. Cooke Seconded by: K. Warren
That: the meeting move In Camera for ED, M. Adams review discussion.
MOTION CARRIED
M. Adams left the meeting. Discussion followed.
Recommendations for consideration at the next board meeting include the use
of the Museum VISA card change such that purchases are paid for by the user
with a process for reimbursement put in place, that the HR policy for the
museum be strengthened and updated, and that for the foreseeable future, the
Finance Committee be made up of the entire board.
B. Seto moved that the meeting be adjourned 9:20 p.m.
Ub 'LL'
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and programmes that inspire future generations and enliven our communitv
BOARD MEETING
September 15,2016
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
Present! B. Seto M. Adams (ED) W. Woo
K. Warren S. Middleton M. Morawetz
Regrets: S. Elhajjeh
S. Cooke
O. Casimiro
r. Call to Order:
B. Seto called the meeting to order at7:18 p.m.
Public guests introduced themselves and included representation from
Museum volunteers and staff, along with Andrew Allison, Municipal
Solicitor, and Regional Councillor for Ward | & 2, Joe Neal.
2. Adoption of Agenda:
Moved by: K. Warren Seconded by: W. Woo
THAT: the agenda be accepted with changes including withdrawal of
delegation from Suzanne Reiner, and an addition in New Business, W. Woo
will speak to two resolutions before council.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence
M. Adams shared a very positive letter of congratulations from MP Erin
O'Toole regarding the successes of the Canada Day event.
B. Seto received two emails and asked that they be included with the
minutes, from Matt Cronin, National Service Representative, CUPE, Friday,
Sept 2/16 requesting information regarding posting of the September staff
schedule, and a health & safety issue regarding lighting concerns in the
Women's washroom. B. Seto asked for clarification from M. Adams as he as
Executive Director should have received the emails and acted on the
oversights, but did not appear to be available even though not on documented
bereavement or vacation leave. M. Adams stated that he responded as soon
as he received the emails from the union and had the light bulbs in the
women's washroom replaced. He asked the Curator about the light bulb
issue at the time and she did not recall any complaints from staff, although
when questioned again after the issue was raised by the board chair, the. Curator did recall there had been an enquiry by the staff. M. Adams stated
that the staff schedule had been posted although with unique fall schedules to
accommodate fairs and outreach (offsite) events, along with vacation
absences needing cover, it was not up as quickly as usual, and once posted
was also marked with many change requests. M. Adams also stated that a
Collective Agreement needs to be put in place and then requirements
included like timelines for posting schedules, will be followed. O. Casimiro
asked why B. Seto received emails froni the union to begin with. B. Seto
countered that that was precisely the question. O. Casimiro requested that in
future, operational emails from the union be directed.to M. Adams.
W. Woo asked follow up questions to clarify including what staff members
are to do if the schedule is not available and M. Adams cannot be contacted,
how far in advance of each month should staffexpect to see the schedule, and
what is the procedure for changes and alterations including who approves
those changes. Clarification of documentation and pay practices was also
requested as well as an explanation of how often regular meetings are held
with staffto address items that might be considered routine to manage (like
light bulbs and staffschedules). M. Adams stated that informally he meets
with or contacts Heather and Jennifer most weeks, although no formal staff
meeting was held in August at all and only a wrap up meeting in July
following the Canada Day event. O. Casimiro noted that realistically
vacations for a small staff make sunrmer meetings harder to schedule. W.
Woo asked if summer is a higher demand period for staffing and M. Adams
stated that demand mirrors programming requirements. Camps and events all
require higher staffing levels so summer does tend to be busy. O. Casimiro
asked if this was a ratio issue.
M. Adams stated again that immediately following receipt of the email from
the union, the light bulb situation in the Women's washroom was addressed.
He added that he feels there is a greater concern in the Archives area where
lighting has been an issue for a period of time. An electrician identified that
ballasts may need to be replaced and estimates have been requested as he also
identified that the existing lighting system is old and that soon the museum
would not be able to soruce the light bulbs. M. Adams is working with
Operations to address this. Staff was likely not aware this was happening.
For an immediate solution, bulbs still available at the time were installed. A
recent Health and Safety Inspection was done and documented by municipal
staff, with no mention made of light bulbs out in that report. The Archive
lighting was flagged thus prompting the involvement of the electrician.
B. Seto reiterated M. Adam's email response to her follow up regarding the
two emails from the CUPE representative, Sept 2od, which included the
comment'.As you can see there is going to be a lot of pettiness coming down
the wire (plus legitimate ones) and we need to act professionally and
swiftly." M. Adams withdrew the word'lettiness"
5. Announcements:
B. Seto stated that a letter of resignation from John Sturdy had been received
Sept I ll16. He joined the board after the last election and sited personal
challenges for his decision. He wished all well.
Moved by: S. Cooke Seconded by: K. Warren
That: a letter of thanks from B. Seto on behalf of the board be sent to J.
Sturdy.
MOTION CARRIED
6. Approval of Minutes:
Moved by: W. Woo Seconded by: S. Cooke
THAT: the Special Board meeting of July 27,2016 minutes be approved as
submitted.
MOTION CARRIED
Moved by: S. Middleton Seconded by: K. Warren
THAT: the Special Board meeting of Aug. 23,2016 minutes be approved a.s
submitted.
MOTION CARRIED
O. Casimiro asked that it be noted in the minutes that all members should be
in attendance with full disclosure and all included in discussions of this
magnitude. She continued stating that to be challenged with motions made
during meetings when not all are in attendance is not acceptable, and refened
to previous board meeting discussions regarding this behaviour. Discussion
followed regarding the practioe of motions being circulated before meetings
when possible. M. Adams agreed this was an acceptable process. S. Cooke
disagreed with M. Adams interpretation of board governance regarding this
matter, stating that motions can still be accepted from the floor even with this
protocol.
Moved by: S. Cooke Seconded by: S. Middleton
THAT: the Board meeting of July 5,2016 minutes be approved as
submitted.
MOTION CARRIEI)
7. Business Arising from Minutes:
B. Seto asked M. Adams for the Marion Fan estate donation sunmary as
requested at the last board meeting. M. Adams stated it had not yet been
prepared. S. Cooke remarked that any communication in the minutes to the
ED should be enough and that a motion as well should not be necessary. He
stated that this continues to be fnrsffating and inefficient, ffid that normal
expectations for meetings are that directions in the minutes should be acted
upon respecting time lines stipulated.
Moved by: S. Cooke Seconded by: W. Woo
That: the agenda be altered at this time to bring fonvard the financial report.
MOTION CARRIEI)
Finance Report - O. Casimiro stated there is no report as the financials
had only been received this afternoon and there had been no meeting of the
Finance Committee since the July board meeting. She requested that M.
Adams speak to the financial details as provided.
M. Adams stated that the totals for the year so far show that92% of the
expected revenues have been received while 7l% of the budgeted expenses
have occurred, and that the overall budget is solid given projected revenue
sffeams will surpass overall budget revenue projections.
M. Adams noted that there will be funds coming following the Mayor's Golf
Tournament for which the Museum had been named the 2016 benefactor. It
is expected to bring in well over $30,000; a record year for the fund raiser.
OPG had previously confirmed the 2016 donation of $6000, and other
sponsorship money has come in this year as well.
Of note in the revenue section, the Gift Shop revenues have increased
significantly. Events like the Awo Arow and other Night at the Museum
events have been very revenue positive.
Carnp numbers are not yet in so that information is not included, and facility
rentals have dropped off. M. Adams said he has yet to investigate why that
is happening.
The annual CMOG grant has come in at S25,161.00 which is consistent with
the past few years, and so the revenue side looks very good for the year.
M. Adams and B. Seto have reviewed the Exhibit and Program expense
allocations recently. M. Adams stated that the expense side is less accurate
when comparing 2016 to past years. This is because some allocations are
not consistent with the past as line items now more specific and reflecting
the new chart of accounts created by the municipality. Traditionally the
numbers are divided almost equally for events versus programs with both
about $15,000 each adding up to $30,000.
M. Adams stated that with the significant increase in funds available this
year cabinet purchases (listed under Exhibition Expenses) at $16,600 have
been possible. He noted that prior to his arrival the museum had not
purchased display cabinets in recent memory. Specifically, funding as a
result of the Mayor's Golf Tournament and the Marion Farr donation, not
allocated for specific items, increased the museum's capacity to afford these
purchases
M. Adams read from the ED's report documented in the April t6,2016
approved board minutes regarding the direction given for the Marion Farr
donation. "The board discussed the Rickard/Farr estate donation and it was
agreed that the generous unconditional donation provide the museum with the
capacity, in year one of its restructuring, to purchase and budget for further
purchases of the following, but not limited to: exhibit cabinets, renewed and
new signage, artefact climate conffol measures as they relate to conservation
and highway/sfreet directional signage."
Continuing with the financial statements, salaries continue to be the largest
expense and are in line with the 2016 budget plan.
O. Casimiro asked for a confirmation regarding the date for Budget
submissions to Council. M. Adams stated November. Previously it had
been suggested to schedule preliminary work by the Finance committee
before proposing a budget reflecting the new chart of accounts as established
to the board for approval.
Moved by: S. Cooke Seconded by: W. Woo
That: the Finance statements be received.
MOTION CARRIED
S. Cooke reported that he and W. Woo had reviewed the VISA and expense
statements during the afternoon prior to this meeting for April, May, June
and July. They were concerned by what they saw and asked who signs off
on expenses. It was noted that B. Seto did until the end of May when she
stated she was no longer comfortable signing for items she felt needed to be
addressed in the new Travel & Expense Policy, which at that time had not
been completed. O. Casimiro took over those duties and met with M.
Adams every two weeks to review, ask questions and sign off on receipts.
Specifically S. Cooke stated there were concerns over hundreds of dollars in
cash advances that had been signed for. O. Casimiro stated she was always
satisfied with the explanations for the advances and VISA payments, and
verified receipts for gas, food and meal expenses believing all were
legitimate in M. Adam's pursuit of museum business and relationship
building. M. Adams gave an example of when a cash advance was needed
for last minute supplies purchased from COSTCO for CanadaDay, where
VISA is not accepted.
S. Cooke questioned O. Casimiro's opinion on nnny of those, and she asked
that the minutes reflect she felt it was inappropriate for him to question her
opinion. She stated in her experience, the ED should be able to decide what
to spend within the budget he is given, and that it is his call on specific
items. She also stated that she believed that the process in place is fluid and
ftansparent.
S. Cooke responded with a clarification that the question was not about
incurring expenses but rather to explain why mileage and gas were both
been claimed and paid when the policy now clearly defines only mileage is
acceptable and gas expenses are included in those calculations. Several
examples of expenses were disclosed and discussed including gas expenses
in June. M. Adams responded that the demands of the June Clarington
Motorsport Expo required significant travel. The consensus was that
mileage is reasonable and expected as an expense but that gas as well is not
considered a typical and reasonable additional expense. B. Seto also
questioned an LCBO expense to which M. Adams replied that the expense
was for a liquor license for an event at the museum and not for alcohol.
S. Middleton added that the bookkeeper should red flag anything that falls
outside the policy. O. Casimiro stated that the bookkeeper is CPA certified.
S. Cooke noted that previously that had happened when the books were in
the hands of the municipality regarding the snow tire expense.
In the past a revenue shorffall year after year made it challenglng to pay staff
wages in the early months of each year so adjusting accounts or bonowing
from reseryes was common practice . In 2016 the revenues for the museum
are very good but the concern is that at any time, as a publicly funded entity,
it is important to be accountable and spend responsibly so a review is felt
necessary.
O. Casimiro stated that it would be prudent for the Finance committee to
meet as soon as possible. The committee is O. Casimiro as chair, K.
Warren, S. Cooke and B. Seto along with ED, M. Adams.
Moved by: K. Warren Seconded by: W. Woo
That: a summary on the Marion Farr donation is expected at the next board
meeting even if the Finance committee has been unable to meet in the
interim.
MOTION CARRIED
8. Executive Director's Report:
M. Adams noted that "Archives" is not included in the report as this is a
transition year and it was not previously listed as a target for 2016. Work
assessing and developing procedure and policy around it is ongoing with the
Curator; staff and volunteers are engaged.
Visitor numbers are up considerably over last year surpassing all of 2015.
Significant events, outreach and new initiatives including Nights at the
Museum have been key. Canada Day attendance suffered slightly due to
poor weather in the morning but was successful in content. M. Adams will
continue to look at fraditional as well as untraditional ways to continue the
upward frend.
Membership continues to change with emphasis on membership drives at
special events, ouffeach projects and with continual updated branding. The
goal is to get members more engaged rather than joining just for access to the
archives (often means only a one year commitment). Volunteer hours
continue to increase as well; gardeners and archives are now included more
accurately in the nurnbers.
M. Adams stated customer service is a key focus; working to improve it with
more face to face time with staff and the public at the Sarah Jane Williams
Heritage Cenffe. Energy has been focused there on major exhibits, events
and gift shop sales. Entry to the Bowmanville Museum is driven through the
Heritage cenfre for great efficiency and exposure.
Staff have been directed to revisit processes to engage local schools and
increase the formal education programing. Formal education numbers so far
in 2016 need to improve. The progranrme coordinator position saw 2
overlapping maternity leaves rn a 12 month period.
Health and Safety fraining has been flagged. M. Adams has put in a request
to the municipality to assist with naining and it will be scheduled once the
new Health and Safety Committee meets.
M. Adams stated concerns that successes of the museum are not being
reflected in the board discussions. In an effort to have the minutes reflect the
many successes of the museurn, a list of 2016 relationships will be included:
Mayor's Golf Tournament, Clarington Motorsport Expo at the Bowmanville
Rotary Rib and Brews event, Orono Agricultural fair exhibits (Avro Arrow &
Canadian Tire Motorsport Park displays), Heritage Week walking tours and
outdoor play (Beech St Theatre), Bowmanvilte Horticultural Society 50ft
Anniversary celebration and lily garden project, BIA sfreet festival displays,
Clarington Sports Hall of Fame display at Rickard Centre, Municipal
Recreation Facility Sport Display Project to start in Courtice.
Annual successes of note included the Edwardian summer teas parurering
with caterers KCC that by demand were extended into September, and the
summer camp program doubled in size this year thanks to a $2500
sponsorship from the Bowmanville Rotary Club to allow more children with
challenges to attend. The take away was that a requirement for future success
is more fraining for staff to deal well with the demands of the children and
their unique needs.
Lighting improvements at Sarah Jane facility will be a facilities priority.
Other tasks ahead include work on a new web site plan (compatible with
smartphones), formal acknowledgement of $5000 progamming grant from
Veteran Affairs, and continued promotion in print and on social media.
Regarding stafl a statutory freeze has been put in place during unionization
process. M. Adams feels there is a noticeable difference in efficiency and
morale during this transition. The municipality HR department will engage
in the work and meetings ahead during negotiations and decisions as directed
in the last Special Meeting of the Board, will require full board participation
as the Collective Agreement is determined.
Moved by: K. Waren Seconded by: S. Middleton
That: the Executive Director's report be received.
MOTION CARRIED
Questions from the floor included clarification regarding the regularity of
newsletters produced and sent to members. Some previous members have
disclosed to B. Seto that they are no longer with the museum as they feel they
get little value and the regular newsletters used to keep them better engaged
and informed. M. Adams asked for the contact information so he could
follow up and asked that with items like this, board members come to him as
soon as possible so he can seek a resolution. It was also shared that other
guests and members have remarked to some board members that they would
like to see the ED attending more of the museum events. M. Adams replied
that he has been at virtually all special events.
9. Committee Reports:
B. Seto asked the board members forpermission to defer the reports from
Membership, Property, and Mun. Heritage Commifiees until the next meeting
of the board. Consensus to do so.
1.0. New Business:
a) W. Woo presented two resolutions recently considered and carried at the
General Government Commiffee meeting Sept 6,2016 of council.
Moved by: Councillor Neal Seconded by: Councillor Woo
Resolution#GG-442-16
That the minutes of the Clarington Museums and Archives Board, dated July
5,2016 and July 27,20t6,be received for information;
And,
That the Clarington Museums and Archives Board members and staffbe
directed to provide access to financial records up until August 31,2016.
Carried.
Resolution #GG-443-16
That Staff report back to the Council meeting of September 19, 2016 regarding
possible options of dealing with the Clarington Museums and Archives Board,
including:. Dissolution;
o Takeover by the Municipality of Clarington; and. Any other recommendations by Staff, opening the financial records to
the internal auditor.
Moved by: K. Warren Seconded by: O. Casimiro
That: the board endorse these resolutions, requesting M. Adams to arrange for
the financial records to the end of August 2016 be made available as requested.
MOTION CARRIED
Andrew Allison, Mun. Solicitor, remarked that Council is aware that the new
interim CAO starts in his position on Monday, Sept 19ft and although he is
aware of this request, has stated that he will not be able to report back by that
date.
W. Woo stated that the responsibility of the board to oversee expenses is
onerous and extensive. O. Casimiro suggested a complete review of the policy
with recommendations for changes.
Moved by: W. Woo Seconded by: S. Cooke
That: from this day forward, and until further determined by the board, the
museum VISA card be turned over to the chair of the board and no further
capital expenses be incuned.
Discussion followed in which O. Casimiro asked W. Woo if the Executive
Director was being disciplined and on what grounds. W. Woo said no.
MOTION DEFEATED
Moved by: W. Woo Secondedby: S. Cooke
That: from this day fonvard, an expenses form be filled out fully and with
complete discloser of all details, submitted with the original receipts, and
requiring two board member signatures.
MOTION CARRIEI)
Discussion followed on an appropriate form to capture all requirements. O.
Casimiro stated that she had already requested the bookkeeper make
recommendations on purchase requisition and dispersement forms. A
significant concern raised by S. Cooke was regarding cash advances, use of
VISA for ongoing purchases, and the lack of control on decisions regarding
those practices. S. Cooke will provide a copy of the form used by the
municipality at the next meeting of the Finance committee. W. Woo stated
that the details of all transactions need to be disclosed fully on whatever form
is used.
O. Casimiro stated that she wanted included in the minutes that she feels it is
offensive to staff, the Executive Director, and to her as Finance chair to have
this motion put in place until the municipal audit is complete as it implicates
significant concerns and undermines confidence in the Executive Director.
Moved by: K. Warren Seconded by: W. Woo
That: the current expenses form continue to be used for every VISA
transaction and be submitted with detailed back up until a new process is
determined and approved.
MOTION CARRIED
O. Casimiro requested that the minutes reflect that S. Cooke does not have
confidence in the financials at the moment.
b) M.Adams then asked that B. Seto stop using the resources of the museum
and stafffor in his opinion, personal printing along with emailing of
confidential unionization coffespondence to the front desk for printing. B.
Seto disagreed with M. Adams stating emails and material regarding the
unionization is public information.
O. Casimiro asked that it be noted the fieasurers of the Board knew nothing of
the request to review the VISA and expense files by W. Woo, S. Cooke, and B.
Seto.
K. Warren raised the fact that the board still does not have a Vice Chair.
W. Woo nominated S. Cooke.
Moved by: K. Warren Seconded by: O. Casimiro
That: S. Cooke be appointed as Vice Chairman on the Board.
MOTION CARRIED
At the request of the Board, Andrew Allison, Mun. Solicitor, agreed to attend
the next board meeting. He will address the Board regarding the Unionization
process as well as process for In Camera sessions.
11. Date and Place of Next Board Meeting
The next meeting will be held Wed. October 12,2016 at7 p.m.
Location: Sarah Jane Williams Heritage Centre
12. Adjournment:
K. Warren moved the meeting be adjourned at 9:55 p.rn
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
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and proerammes that inspires future qenerations and enlivens our community
SPECIAL MEETING OF TI{E BOARD:
UMONIZATION UPDATE
August 23,2016
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
Present: B. Seto M. Adams (ED) W. Woo O. Casimiro
K. Warren S. Middleton S. Elhajjeh
Regrets: S. Cooke M. Morawetz J. Sturdy W. Woo
1. Call to Order:
B. Seto called the meeting to order at 7:08 p.m.
2. Unionization Update:
B. Seto reviewed motion from last special meeting July 27,2016 as
follows:
Moved b'y: W. Woo Seconded by: S. Cooke
THAT: Municipal Staff and Legal Counsel, Hicks Morley, be requested to
meet with the Executive Director, and thereafter provide advice to the
Clarington Museum Board respecting the implications of the Union
Certification and the appropriate steps to be taken going forward; and
THAT: any documentation provided to the Museum Board respecting such
matters be provided to Municipal Council and the Municipal Clerk.
MOTION CARRIED 7:36 pm July 27 ,2016.
M. Adams read report (see Attachment) prepared by Michael S. Smyth of
Hicks Morley Hamilton Stewart Storie LLP, Toronto (approved legal
consultant for the unionization processes) after a 40 minute conference call that
took part between M. Adams, M. Smyth (labour counsel), A. Allison
(municipal legal counsel) and HR representative from the Municipality.
Two key points in the report:
l) A collective agreement must be negotiated which will require a team.
2) Board needs to create a mandate for the negotiating team to follow.
M. Adams has started to investigate collective agreements. He is referencing
the Municipality's Library one as it is most similar to the museum situation.
Further discussion followed on what negotiations might look like. Anticipated
negotiating team: M. Adams, ED., and H. Ridge, Curator, for the Museum;
Municipality HR representative (union experience preferred); Legal Counsel
when needed (due to cost, limited to meetings deemed essential; to participate
in discussions after Labour meetings & at regular meetings of the team).
Discussion followed on payment of legal fees that will be forthcoming.
Moved by: S. Middleton Seconded by: S. Elhajjeh
THAT: Board directs ED M. Adams to send a request to council for
reimbursement for lesal fees incurred towards unionization.
MOTION CARRIED
Further discussion on related concerns.
Moved by: K. Warren Seconded by: S. Elhajjeh
THAT: Negotiating team will consist of M. Adams, ED, H. Ridge, Curator,
Municipality HR Representative, and M. Smyth, Legal Counsel.
MOTION CARRIED
B. Seto asked about the timeline anticipated. M. Adams stated that the CUPE
representative is presently on vacation as are some others, but the negotiation
meeting will most likely take place this fall in September. M. Adams has been
asked to propose some dates when the members of the negotiating team will be
available.
For the first meeting, it was decided that M. Smyth (labour counsel) will not
be asked to attend as part of the team, but will be included for the discussions
following.
Further discussion regarding mandate and creating it.
Moved by: S. Middleton Seconded by: K. Warren
THAT: The whole board will work as a committee to create the unioni zation
mandate.
MOTION CARRIED
Motion to Adjoum by K. Warren 8:20 pm.
Attached Report os Referenced in "speciol Meeting of the Boord August 23 2015 (final)"
From: Michael S. Smyth lmailto:Michael-Smyth@hickmorley.com]
Sent: August4,2016 12:08 PM
To: Allison, Andrew; MichaelAdams
Subject: Clarington Museum and Archives and CUPE ceftification - Privileged and Confidential
Andrew and Michael
I am writing to follow up to our discussion yesterday morning regarding the recent certification by CUPE
of employees at the Clarington Museum and Archives.
The conference call was arranged to comply with a Resolution passed by the Board of the Museum
asking for a discussion between Municipal Staff and Michael Adams and me regarding the implications
of the certification and the appropriate steps to take going forward.
CUPE has been certified to represent all employees employed by the Clarington Museum and Archives
in the Municipality of Clarington save and except Curator and Executive Director. The union has written
to Michael Adams giving notice to bargain and requesting that he provide them with available dates to
bargain a collective agreement.
There are two main implications that flow from CUPE's certification.
First, the Museum is now under a statutory obligation to negotiate a collective agreement with the
union. TheunionhastherighttorepresentallemployeesoftheMuseum(withtheexceptionof the
Curator and the Executive Director) and negotiate their terms and conditions of employment. Once the
collective agreement is negotiated, all new employees will be covered by its terms and the Board will
not be ableto enter into separate individual agreements outside of the terms of the collective
agreement.
Second, the Board is currently subject to a statutory freeze under the Labour Relations Act,
1995. Consequently, the Board cannot change terms and conditions of employment of employees
without first negotiating them with the union. This does not prevent the Board from making changes in
the normal course without negotiating with the union. The Ontario Labour Relations Board has applied
a "business as usual" test to determine whether a particular change is something that the employer
should have negotiated with the union. For example, the Board could not decide to simply close one of
its locations if that was not something that it had already planned to do without notifying the union and
negotiating it with them. In broad terms, this statutory freeze continues until the parties negotiate a
new collective agreement, or they end up in a strike or lockout situation.
In terms of the appropriate steps going forward, the main concern will be negotiating a collective
agreement with CUPE. At this point, we do not know who will be negotiating for CUPE. I assume it will
be a staff representative, an employee from the bargaining unit, and perhaps a representalive from
a,nother CUPE local at the Municipality.
The Museum will have to identify a negotiating team to meet with the union. Given that the union will
have at least one and perhaps two experienced negotiators at the bargaining table, it is important that
the Museum select a negotiating team that also has experience in negotiations. Michael Adams will be
on the negotiating team. lf the Museum wanted someone else from operations on the team as well,
then the Curator could also be part of the team. In addition, my recommendation would be that there
be a Municipalstaff member either on the team or available to assist in the background. I understand
that Municipal staff have extensive experience negotiating with CUPE for other bargaining units at the
Municipality. Such experience would be invaluable in negotiating a first collective agreement with
CUPE.
The potential risk associated with having a Municipal staff member at the negotiations is that it
increases the risk that the union could successfully argue (if it chose to do so) that the Municipality and
the Museum are common or related efrployers for the purposes of the Labour Relations Act, L995.
However, as I understand it, ultimately it is the Municipality that has responsibility for the operation of
the Museum, and it would have difficulty asserting that it is not the true employer of the employees of
the Museum. As a result, the benefit of having Municipal staff involved in the bargaining likely
outweighs the potential risk associated with it.
In addition, the Museum could have legal counsel either at the bargaining table, or in the background to
assist with specific issues. Obviously, there is a cost associated with having legalcounsel directly
involved.
The Museum's negotiating team will take its mandate from the Board of the Museum, and will report to
the Board. Ultimately the Board will have to ratify any agreement reached at the bargaining table. lt is
usually advisable in such situations that the Board not appoint a Board member to the negotiating
team. The Board may wish to create a small committee to whom the bargaining team can provide
updates and status reports.
Once the Museum has established the bargaining team, dates for negotiations can be set. At the first
meeting, CUPE will likely provide its comprehensive proposals which will no doubt be similar to its other
collective agreements with the Municipality. The Museum negotiating team will then have to negotiate
terms and conditions which reflect its specific operation and enable it to continue to operate
effectively. To that end, it may be helpful for the Museum bargaining team to obtain and review any
other collective agreements that exist at other similar types of museums.
In the event that the parties-are unable to negotiate a collective agreement, the parties could eventually
be in a strike or lock-out situation. However, the likelihood of this occurring can only be determined
once negotiations have commenced and the Museum has an understanding of the issues and demands
of the union. lt is impossible to make that assessment at this stage.
I trust that this is satisfactory in terms of providing a high level overview of the issues and next steps.
Please do not hesitate to contact me if you require clarification or if there are other issues that need to
be addressed.
Tha n ks
Michael
f!:FE€l Mrchaels. Smyrh
HI*i,$S$S-q ll michael-smvth@hicksmorlev.com
tltrfri"fffi,#{l Direct: 416.864.703s
Hrfi#tffi$l
I ri&DlllIIS'I
G f ilLfF.+-|lt{l www. hicksmorlev.com
Hicks Morley Hamilton Stewart Storie LLP
77 King St. W., 39th Floor, Box 371 , TD Centre
Toronto, ON MsK 1KB
Tel: 416.362.101 1 Fax: 416.362.9680
This E-mail contains legally privileged and confidential information intended only for the individual or entity named in the message. lf the reader of
this message is not the intended recipient, or the agent responsible to deliver it to the intended recipient, you are hereby notifled that any review,
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COG rnu
To illuminate Ctarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and proqrammes that inspires future eenerations and enlivens our communitv
SPECIAL MEETING OFTHE BOARD:
UNIONIZATION UPDATE
August 23,2016
Sarah Jane Williams Heritage Centre
62 T emperance Street Bowmanville, Ontario
Present: B. Seto M. Adams (ED) W. Woo O. Casimiro
K. Warren S. Middleton S. Elhajjeh
Regrets: S. Cooke M. Morawetz J. Sturdy W. Woo
l. Call to Order:
B. Seto called the meeting to order at 7:08 p.m.
2. Unionization Update:
B. Seto reviewed motion from last special meeting July 27,2016 as
follows:
Moved by: W. Woo Seconded by: S. Cooke
THAT: Municipal Staff andLegal Counsel, Hicks Morley, be requested to
meet with the Executive Director, and thereafter provide advice to the
Clarington Museum Board respecting the implications of the Union
Certification and the appropriate steps to be taken going forward; and
THAT: any documentation provided to the Museum Board respecting such
matters be provided to Municipal Council and the Municipal Clerk.
MOTION CARRIED 7236 pm July 27,2016.
M. Adams read report (see Attachment) prepared by Michael S. Smyth of
Hicks Morley Hamilton Stewart Storie LLP, Toronto (approved legal
consultant for the unionization processes) after a 40 minute conference call that
took part between M. Adams, M. Smyth (labour counsel), A. Allison
(municipal legal counsel) and HR representative from the Municipality.
Two key points in the report:
1) A collective agreement must be negotiated which will require aheam.
2) Board needs to create a mandate for the negotiating team to follow.
M. Adams has started to investigate collective agreements. He is referencing
the Municipality's Library one as it is most similar to the museum situation.
Further discussion followed on what negotiations might look like. Anticipated
negotiating team: M. Adams, ED., and H. Ridge, Curator, for the Museum;
Municipality HR representative (union experience preferred); Legal Counsel
when needed (due to cost, limited to meetings deemed essential; to participate
in discussions after Labour meetings & at regular meetings of the team).
Discussion followed on payment of legal fees that will be forthcoming.
Moved bv: S. Middleton Seconded by: S. Elhajjeh
THAT: Board directs ED M. Adams to send a request to council for
reimbursement for lesal fees incurred towards unionization.
MOTION CARRIED
Further discussion on related concerns.
Moved by: K. Wamen Seconded by: S. Elhajjeh
THAT: Negotiating team will consist of M. Adams, ED, H. Ridge, Curator,
Municipality HR Representative,'and M. Smyth, Legal Counsel.
MOTION CARRIED
B. Seto asked about the timeline anticipated. M. Adams stated that the CUPE
representative is presently on vacation as are some others, but the negotiation
meeting will most likely take place this fall in September. M. Adams has been
asked to propose some dates when the members of the negotiating team will be
available.
For the first meeting, it was decided that M. Smyth (labour counsel) will not
be asked to attend as part of the team, but will be included for the discussions
following.
Further discussion regarding mandate and creating it.
Moved by: S. Middleton Seconded by: K. Warren
THAT: The whole board will work as a committee to create the unionization
mandate.
MOTION CARRIED
Motion to Adjourn by K. Warren 8:20 pm.
Confidential Attachment to Special
Meeting of the Clarington Museums
and Archive Board filed in Clerk's
Vault confidential cabinet
Claliugtrlrt N{rrscurns
To illuminate Clarington and its heritage through lasting and meaningful experiences with aftifacts, exhibitions
and programmes that inspires future eenerations and enlivens our communitv
SPECIAL MEETING OF THE BOARD:
UMONIZATION UPDATE
July 27,2016
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
Present: B. Seto M. Adams (ED) W. Woo
K. Warren S. Middleton
Regrets: M. Morawetz O. Casimiro J. Sturdy
Not Attending: S. Elhajjeh
1. Call to Order:
B. Seto called the meeting to order at 7:08 p.m.
S. Cooke
2. Unionization Update:
M. Adams reported that the initial vote to unionize was held off site by staff.
The consulting lawyer stated this was common practice. A 40% vote in favour
is required to start moving forward with unionization and that was met.
Chronologt: Wednesday, June 15 2016 before the scheduled following Monday
vote, M. Adams was notified that there was a 5 pm deadline for the same day, to
fill out paperwork regarding the Museum's side. Also noted by lawyer as a
common strategy.
M. Adams and the consulting lawyer, Michael S. Smyth of Hicks Morley
Hamilton Stewart Storie LLP, Toronto, met with the union facilitator in Toronto
to go over two points:
l) who is considered to be part of the management of the museum?
- determination: Curator is management along with Executive Director.
Programmer is less clear but the lawyer advised that this
position be given up to the union with the stipulation that the job description will
be reworked and may not always fall into that category (the lawyer has minutes
on this meeting)
2) what is the official name of the museum for paperwork reasons?
- determination: Clarington Museum & Archives
The process that has been followed has been accepted as the correct course by
the municipal HR department.
S. Cooke stated that the whole board, not just the executive, should be part of all
communication regarding the union from this point forward. Consensus.
B. Seto confirmed that the executive was notified promptly by M. Adams when
he received notification June 15, and stated that she thought it was appropriate
that a board meeting not be called until the vote of union certification took place.
It was noted that O. Casimiro had requested a meeting prior to the vote.
Chronologt Continued: M. Adams continued to review timeline of all activity.
As noted, Wed June 15 he was notified and responded with an email to the
executive and with required paperwork prior to the 5 pm deadline that day. M.
Adams stated that he agreed with the discussion at this meeting that the whole
board should be part of the communications regarding the unionization
application and process, and in future would notify all board members along
with executive regarding this matter, but had proceeded June 15th as directed by
Chair, B. Seto.
Monday the vote took place as prescheduled.
Thursday at the regular staff meeting, M. Adams addressed what a union is in a
prepared statement of facts provided to him by the consulting lawyer. Board
members also received a copy of this communication by email (attached).
Next Steps: Process is to have a negotiation meeting at which time the union
can state what demands are being presented. Consulting lawyer advised M.
Adams that he needs a mandate from the board to set up the bargaining team.
No meeting date with the union has been determined at the time of this special
meeting of the board.
W. Woo presented a paper drawn up by the Municipality HR department in
consultation with the Municipality Solicitor.
Moved by: W. Woo Seconded bv: S. Cooke
THAT: Municipal Staff and Legal Counsel, Hicks Morley, be requested to
meet with the Executive Director, and thereafter provide advice to the
Clarington Museum Board respecting the implications of the Union
Certification and the appropriate steps to be taken going forward; and
THAT: any documentation provided to the Museum Board respecting such
matters be provided to Municipal Council and the Municipal Clerk.
MOTION CARRIED 7:36 pm
W. Woo circulated the OLRB Certification Notice (OLRB Case No.: 0746-16-
R) (attached) that Council received but had not been informed about
beforehand by M. Adams, in an effort to point out that not everyone (board
members and members of Council) was apprised of the unionization. He
restated that we must be more proactive in making sure all of the board and the
municipality is informed at the same time on matters of this importance.
W. Woo, at the request of S. Cooke, checked the bylaws to see what positions on
the board also sit as the executive for the Museum Board. It was determined
that there needs to be 2 members from the board appointed to the executive at
this time, and also noted that vice chair is still to be elected and would also sit on
the executive.
Discussion followed on potential items of staff concern. B. Seto asked how
frequently staff meetings are held, and when discussions regarding maternity
leave coverage and expectations afterward were had. M. Adams stated that he
held a meeting with staff members before any duties were altered to help cover
tasks during maternity leaves, and that staff were aware that their hours and pay
would return to original rates after the maternity leaves were over. They were
also told that he would sit down with them asain after the term. for discussions.
M. Adams reminded board members that any job description changes must be
approved by the board.
S. Middleton asked if part time staff have a benefit system in place or if anyone
working part time might have qualified for them due to number of hours
worked. His concem was if any were overlooked when or if benefits could have
been awarded. M. Adams stated that he has kept assignments within allowable
hours.
M. Adams requested that someone from Municipality HR be at the first meeting
with the union. All present agree.
Upcoming Meetings and Expectations of M.Adams and of Board Members:
l) M. Adams will meet with Municipality Solicitor &Legal Depart.
2)M. Adams will follow up with update to Board members.
3) A formal board meeting will be called to decide who will attend the
negotiation meeting with the union.
4) Union meeting will take place with M. Adams and determined team to.hear
the demands.
M. Adams brought forward the bill for fees from the consulting lawyer thus far,
due end of August 55179.36. Rate is $515/hour with estimated total by end of
the process at $8000. M. Adams was directed to pay the current bill.
M. Adams will email the board the confidential email from the lawyer and the
Q&A sheet that he had drawn up for M. Adams to present to the staff at the
meeting held just prior to the vote. (both attached)
S. Middleton requested that the next "emergency" meeting be specified as
such rather than "special" so that all members of the board are aware of the
importance of attending if at all possible.
Motion to adjourn by K. Warren at9:ll pm.
Minutes'for the meetins of the Clarineton Museum and Archives Board have been
accepted and approved on
Chair, Executive Director,
Clarington Museums and Archives Board Clarington Museums and Archives
LOG.e-L
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and proqrammes that inspires future generations and enlivens our communitv
SPECIAL MFTTING OF TI{E BOARD:
UMONTZATION UPDATE
July 27,2016
Sarah Jane Williams Heritage Centre
62 T emperance Street Bowmanville, Ontario
Present: B. Seto M. Adams (ED) W. Woo
K. Warren S. Middleton
Regrets: M. Morawetz O. Casimiro J. Sturdy
Not Attending: S. Elhajjeh
t. Call to Order:
B. Seto called the meeting to order at 7:08 p.m.
S. Cooke
2. Unionization Update:
M. Adams reported that the initial vote to unionize was held off site by staff.
The consulting lawyer stated this was common practice. A 40% vote in favour
is required to start moving forward with unionizationand that was met.
Chronolog,,: Wednesday, June 15 2016 before the scheduled following Monday
vote, M. Adams was notified that there was a 5 pm deadline for the same day, to
fill out paperwork regarding the Museum's side. Also noted by lawyer as a
common strategy.
M. Adams and the consulting lawyer, Michael S. Smyth of Hicks Morley
Hamilton Stewart Storie LLP, Toronto, met with the union facilitator in Toronto
to go over two points:
1) who is considered to be part of the management of the museum?
- determination: Curator is management along with Executive Director.
Programmer is less clear but the lawyer advised that this
position be given up to the union with the stipulation that the job description will
be reworked and may not always fall into that category (the lawyer has minutes
on this meeting)
2) what is the official name of the museum for paperwork reasons?
- determination: Clarington Museum & Archives
The process that has been followed has been accepted as the correct course by
the municipal HR department.
S. Cooke stated that the whole board, not just the executive, should be part of all
communication regarding the union from this point forward. Consensus.
B. Seto confirmed that the executive was notified promptly by M. Adams when
he received notification June 15, and stated that she thought it was appropriate
that aboard meeting not be called until the vote of union certification took place.
It was noted that O. Casimiro had requested a meeting prior to the vote.
Chronolog,t Continued: M. Adams continued to review timeline of all activity.
As noted, Wed June 15 he was notified and responded with an email to the
executive and with required paperwork prior to the 5 pm deadline that day. M.
Adams stated that he agreed with the discussion at this meeting that the whole
board should be part of the communications regarding the unionization
application and process, and in future would notiff all board members along
with executive regarding this matter, but had proceeded June 15fr as directed by
Chair, B. Seto.
Monday the vote took place as prescheduled.
Thursday at the regular staff meeting, M. Adams addressed what a union is in a
prepared statement of facts provided to him by the consulting lawyer. Board
members also received a copy of this communication by email (attached).
Next Steps: Process is to have a negotiation meeting at which time the union
can state what demands are being presented. Consulting lawyer advised M.
Adams that he needs a mandate from the board to set up the bargaining team.
No meeting date with the union has been determined at the time of this special
meeting of the board.
W. Woo presented a paper drawn up by the Municipality HR department in
consultation with the Municipality Solicitor.
Moved by: W. Woo Seconded by: S. Cooke
THAT: Municipal Staffand Legal Counsel, Hicks Morley, be requested to
meet with the Executive Director, and thereafter provide advice to the
Clarington Museum Board respecting the implications of the Union
Certification and the appropriate steps to be taken going forward; and
THAT: any documentation provided to the Museum Board respecting such
matters be provided to Municipal Council and the Municipal Clerk.
MOTION CARRIED 7:36 pm
W. Woo circulated the OLRB Certification Notice (OLRB Case No.: 0746-16-
R) (attached) that Council received but had not been informed about
beforehand by M. Adams, in an effort to point out that not everyone (board
members and members of Council) was apprised of the unionization. He
restated that we must be more proactive in making sure all of the board and the
municipality is informed at the same time on matters of this importance.
W. Woo, at the request of S. Cooke, checked the bylaws to see what positions on
the board also sit as the executive for the Museum Board. It was determined
that there needs to be 2 members from the board appointed to the executive at
this time, and also noted that vice chair is still to be elected and would also sit on
the executive.
Discussion followed on potential items of staff concem. B. Seto asked how
frequently staff meetings are held, and when discussions regarding matemity
leave coverage and expectations afterward were had. M. Adams stated that he
held a meeting with staff members before any duties were altered to help cover
tasks during maternity leaves, and that staff were aware that their hours and pay
would return to original rates after the matemity leaves were over. They were
also told that he would sit down with them again after the term, for discussions.
M. Adams reminded board members.that any job description changes must be
approved by the board.
S. Middleton asked if part time staff have a benefit system in place or if anyone
working part time might have qualified for them due to number of hours
worked. His concern was if any were overlooked when or if benefits could have
been awarded. M. Adams stated that he has kept assignments within allowable
hours.
M. Adams requested that someone from Municipality HR be at the first meeting
with the union. All present agree.
Upcoming Meetings and Expectations of M. Adams and of Board Members:
1) M.Adams will meet with Municipality Solicitor &Legal Depart.
2)M. Adams will follow up with update to Board members.
3) A formal board meeting will be called to decide who will attend the
negotiation meeting with the union.
4) Union meeting will take place with M. Adams and determined team to hear
the demands.
M. Adams brought forward the bill for fees from the consulting lawyer thus far,
due end of August S5179.36.. Rate is $5l5/hour with estimated total by end of
the process at,$8000. M. Adams was directed to pay the current bill.
M. Adams will email the board the confidential email from the lawyer and the
Q&A sheet that he had drawn up for M. Adams to present to the staff at the
meeting held just prior to the vote. (both attached)
S. Middleton requested that the next "emergency" meeting be specified as
such rather than "special" so that all members of the board are aware of the
importance of attending if at alI possible.
Motion to adjourn by K. Warren at9:11 pm.
Minutes for the meeting of the Clarington Museum and Archives Board have been
accepted and approved on
Chair,Executive Director,
Clbrington Museums and Archives Board Clarington Museums and Archives
L6. cL
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and programmes that inspires future generations and enlivens our communitv
BOARD MEETING
July 5,2016
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
Present: B. Seto
K. Warren
Regrets: M. Morawetz
M. Adams (ED) W. Woo
S. Middleton S. Elhajjeh
S. Cooke
O. Casimiro J. Sturdy (called 7:03)
l. Call to Order:
B. Seto called the meeting to order at7:04 p.m.
2. Adoption of Agenda:
Moved by: S. Elhajjeh Seconded by: K. Warren
THAT: the agenda be accepted.
Addendum: B. Seto requested the addition of item on Labour Union.
Confirmed agreement with change in motion: S. Elhajjeh & K. warren.
MOTION CARRIED
Moved bv: W. Woo Seconded by: S. Cooke
THAT: be added to the agenda routinely as item 11. "In Camera" providing
an opportunity at each board meeting as needed.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence:
No correspondence was brought forward.
5. Announcements:
W. Woo gave an update on Camp 3O/Jury Lands site as an agreement with the
developers has been passed by Council. The land including five of the historic
buildings will be acquired by the municipality after developers Kaitlin and
Fandor meet requirements including a cleanup of the property and providing
security on the buildings. They will also give the municipality $500,000 for
upkeep after the transition. The Jury Lands Foundation will be charged with
the task of sustaining the buildings and grounds afterwards. (See attachment
for Press Release from the Municipality).
6. Approval of Minutes:
Moved by: W. Woo Seconded by: S. Cooke
THAT: the Board meeting of June 8,2016 minutes be approved as
submitted with the correction that J. Sturdy did not send regrets prior to the
meeting as stated.
MOTION CARRIBD
7. Business Arising from Minutes:
None brought forward.
8. Executive Directoros Report:
M. Adams reported (as recorded by acting secretary K. Warren):
o Attendance numbers are up for this year as compared to same time last year
o Canada Day was very successful, although numbers were not as high as last
year due to the predicted rain for the day. The event ran much more
smoothly than last year and the municipality's involvement was also much
more streamlined.
o Gift shop sales were great during Canada Day and overall are more cost
effective than last year so financially there is more success this year
. CMOG grant has been files and the audit from the municipality has come in
and been sent on to CMOG. They have notified receipt of that audit
. Veterans Affairs $5000 grant reported previously has come in & is in the
bank account
o Jen Stein is back from matemity leave
o Manual ledgers have been digitized and are all backed up now. Some data
from 2012 was not uploaded correctly and needs to be redone
o 2000+ dolls are in the collection;50Yo have come from outside Clarington
including l3 or 14 different multiple donatiohs now part of this collection.
W. Woo inquired about partner events from last month including Doors Open
Clarington and the Racing Expo at Garnet B. Rickard arena during Rotary
Ribs N Brews. M. Adams reported that the museum did not participate in
Doors Open Clarington as planned. The display was to be focused on a plow in
the collection which turned out to be built at the Toronto Massey Factory rather
than in Newcastle. It was decided not to provide a display because a plow from
Newcastle was already on display. The museum provided access for Doors
Open members to do research for the event and a staff member to assist at the
Massey Building site for Doors Open on event day. The museum focused on
current displays at the museum and the Clarington Racing Expo. 2800 people
came through the Racing Expo; Rotary Club made money on its very successful
event. Canadian Tire Motorsport was at the expo and were quite impressed
with the museum display. Bowmanville Rotary event Chair, Kevin Anyan, and
other Rotarians reported thoroughly enjoying the display.
Moved bv: K. Warren Seconded by: S. Elhajjeh
THAT: the Executive Director's report be accepted as submitted.
MOTION CARRIED
9. Committee Reports:
a) Finance Report - B. Seto reported as O. Casimiro was absent. $16600 has
been spent out of the operating funds od new cabinets. Discussion followed on a
question of why this expense did not come out of Farr funds as expected. M.
Adams stated he has not yet allocated where the Farr funds will be used. S.
Cooke asked for a summary of the expenses from the Farr donation and for the
amount still available. Discussion diverged with no specific answer given. The
discussion was tabled and will be brousht forward asain at the next meeting.
Moved by: K. Warren Seconded by: S. Elhajjeh
THAT: the Finance Committee report be accepted as presented.
MOTION CARRIED
b) Collections Report - The doll collection has been examined and there are
over 2000 in the collection. The budget for collection management needs to be
set up to include money for a research section. Funds can be raised to
accommodate that. M. Adams mentioned that perhaps collections could be
absorbed by the curator and Executive Director instead of needing a committee.
Moved by: W. Woo Seconded by: S. Elhajjeh
THAT: the Collections Committee report be accepted as presented.
MOTION CARRIED
c) Membership Report - M. Adams reported that numbers are up over the
same time last year.
Moved bv: S. Cooke Seconded bv: K. Warren
THAT: the Membership Committee report be accepted as presented.
MOTION CARRIED
d) Facitities Report - The air conditioning at the Sarah Jane building is being
replaced due to noise and noise complaints by neighbours. The assessment done
showed above acceptable decibel levels. The boiler in the Bowmanville
O
Museum building is still to be replaced but will be done soon.
Moved by: S. Middleton Seconded by: K. Warren
THAT: the Facility Committee report be accepted as presented.
MOTION CARRIED
e) Municipal Heritage Committee Report - no report given.
10. New Business:
a) Expense & Travel Policy - B. Seto spoke to revisions that she drafted after
reviewing the draft of 4.5 Expense & Travel Policy dealing with reimbursements
distributed at the last meeting by M. Adams, and circulated them to board
members.
Discussion followed regarding what the CRA rate of mileage states & includes;
board members agreed that the standard should be followed.
8:07 p.m. B. Seto relinquished chair to W. Woo to participate more fully in
motions regarding the revisions prepared.
S. Middleton offered that a possible way to handle remote display set up would
be to use some sort of fine arts truck for larger event transportation to offset
wear and tear on personal vehicles.
B. Seto stated she is not comfortable with the additional $1500 vehicle
maintenance per year addition included in the draft expense policy and CRA
does not specifu one; maintenance is included in the CRA mileage calculation.
S. Elhajjeh stated at times the CRA rate recommendation even decreases after a
certain number of kilometers. S. Cooke suggested a budget line item be
included in future for rental vehicle expenses to allow for events when bigger
transportation issues, which should be evident in yearly plans, need to be
managed. K. Warren agreed the CRA rate should cover expenses and noted that
the CRA website states that anything paid beyond the CRA rate must be
reported as taxable income. W. Woo agreed that rental vehicles would be a
good strategy for handling larger event set up.
Moved by: B. Seto Seconded by: S. Cooke
THAT: the reimbursement rate for the 4.5 Expense & Travel Policy be set at
CRA recommendations and the additional $1500 allowance recommended be
removed from the policy. In addition, the presented 9 point "personal vehicle
use for business" become the standard instead of the draft verbiage "use of
employee owned automobile for business use".
MOTION CARRIED
For Reference:
9 Point "Personal Vehicle Use for Business" as presented for approval:
1 . It is the responsibility of the driver to ensure that adequate insurance is in place for the use of a
personal vehicle for a Museum related activity. Coverage should be equal to or greater than the
minimum specified in the Insurance Act. Drivers must satisfu themselves as to whether or not
their motor vehicle insurance coverase should include business use of their vehicle.
2. Personal vehicles are not covered by the Museum insurance policy.
3. The Museum will not reimburse for cost of business use coverage or collision and liability
coverage or any other costs associated with a personal vehicle, except for the car allowance
allocated on a per kilometer basis or gas usage based on receipts.
4. In the event of a claim, the owner of the vehicle will be required to approach his/her own
insurer for reimbursement of expenses.
5. All costs incurred as the result of a collision or other physical damage to a personal vehicle is
the responsibility of the driver and are not reimbursable. Such costs may include but are not
limited to: increases to premiums on driver's license, insurance costs and deductibles.
' 6. No reimbursement can be made for travel to and from an employee's residence and normal
place of business.
7. The standard is that a personally owned vehicle may be used for trips up to 500km in round
trip length. For longer trips a traveller may elect to use his or her own vehicle, but
reimbursement for kilometrage will be limited to the equivalent least expensive mode of
transportation to and from that destination.
8. All car expenses are covered by the CRA kilometrage rate including maintenance, repair,
towing and fuel cost. Additional charges for parking and highway tolls while on Museum
business are eligible expenses.
9. All parking, speeding and other traffic fines are ineligible expenses.
Moved by: S. Middleton Seconded by: K. Warren
THAT: the 9 point section for "Accommodation" provided by B. Seto replace
the draft accommodation section.
MOTION CARRIED
For Reference:
9 Point t'Accommodationtt as presented for approval:
1. Staff should use the most economical accommodation available (generally a standard
quality hotel room) that is convenient to the event being attended.
2. No reimbursement will be made for suites, executive floors, or concierge levels.
3. Staff is responsible for all room charges and must review the hotel bill carefully to ensure
charses are correct.
O 4. A detailed copy of the hotel bill must be attached to the expense report.
5. Staff will not be reimbursed for entertainment, valet, pay TV or movies, alcohol or special
facility charges (e.g. fitness clubs). Laundry provided at the hotel is only allowable for
reimbursement if the trip is longer than five or more days.
6. Long-distance business and personal calls are reimbursed, however discretion should be
used in the frequency and length. Reimbursement will be made for reasonable costs for
necessary personal calls home for each night away.
7. Standard tips and gratuities are reimbursable but must be documented on the expense
report.
8. Additional business expenses not otherwise covered will be reimbursed, such as computer
access charges, photocopying, word processing services, facsimile transmissions, provided the
charges incurred are reasonable and related to Museum business.
9. The Museum expects discretion to be applied with any expenses incurred and reserves the
risht to limit reimbursement to reasonable costs.
Moved by: B. Seto Seconded by: S. Middleton
O THAT: be added to the policy, "in cash advance" as suggested by B. Seto.
Cash Advances: (as new section) Cash advances are restricted and only issued for when travel
will extend longer than two days. In all cases, employees should use their corporate credit card
or if a corporate card is not available, use a personal card and claim reimbursement upon their
return. If there are exceptional circumstances warranting a cash advance for travel and non-
travel pu{poses, cash advance is limited to $100 per day and full accounting should be provided
within five business days.
MOTION CARRIED
Moved by: B. Seto Seconded bv: K. Warren
THAT: be included in the existing automobile/vehicle rental portion of the
policy, the following "only the driver authorized by the rental agency may
operate the vehicle, & driver must adhere to all rules & regulations of the rental
agreement".
MOTION CARRIED
Moved bv: K. Warren Seconded by: B. Seto
THAT: be added to the "business meals" section of the policy, the 5 points
provided for discussion by B. Seto.
For Reference:
5 Points ooBusiness Meals'o as presented for approval:
1. It is the responsibility of the employee to ensure that there are approved funds available for
expenditure on hospitality and working meals. Actual costs may be claimed for meals on
Museum business related trips. Meals while attending a conference, seminar, workshop, or other
appropriate business purposes may be expensed using the CRA guidelines.
2. Expenses incurred in relation to the following events are considered to be personal in nature
and therefore not reimbursable: parties or meals for birthdays, weddings, births, showers, and
other similar occasions.
3. If travel is a regular part of the claimant's job, meals will not normally be reimbursed unless a
prior approval is obtained.
4. After-hours meals between two or more employees without a clear business purpose which
ordinarily could be conducted during normal working hours are not reimbursable.
5. Employees required to work in excess of two (2) hours past their normal quitting time or when
called in for more than two (2) hours, may claim meal expenses, with receipts, using the CRA
guidelines.
Please note that it is not permitted to claim meals when at a conference, seminar or workshop if the
fees include a meal component. Reasonable gratuity usually 15% will be reimbursed. Alcohol
cannot be claimed and will not be reimbursed as part of a business, travel or meal expenses.
MOTION CARRIED
Moved by: K. Warren Seconded by: B. Seto
THAT: be added to the hospitality section "Alcohol cannot be claimed and will
not be reimbursed as part of hospitality".
MOTION CARRIED
Moved by: S. Cooke Seconded by: S. Middleton
THAT: strike the point in the draft policy "gifts section" regarding holiday gifts
for staff.
MOTTON CARRIED
Moved by: K. Warren Seconded by: B. Seto
THAT: be removed entirely the section in draft policy for "alcoholic
beverages".
MOTION CARRIED
Moved by: K. Warren Seconded by: B. Seto
THAT: to accept 4.5 Expense & Travel Policy for reimbursements as amended.
MOTION CARRIED
O 9:11 p.m. W. Woo returns command of the chair to B. Seto.
9:1 I p.m. As per motion presented earlier in the meeting, a regular "In Camera"
session was held.
9:28 p.m. End "In Camera" session after discussion on a personnel issue.
b) Labour Union Update - M. Adams stated that union labour fees will be due
during summer hiatus and asked for direction.
Moved by: K. Warren Seconded by: W. Woo
THAT: M. Adams continue to use the services of Michael Smyth of Hicks
Morley Law Firm.
MOTION CARRIED
11. Date and Place of Next Board Meeting
To be determined as needed or to resume in September on Wed 14th as per usual
procedures. Location to be announced.
12. Adjournment:
K. Warren 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
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and proqrammes that inspires future qenerations and enlivens our communitv
BOARD MEETING
July 5,2016
Sarah Jane Williams Heritage Centre
62 T emperance Street Bowmanville, Ontario
Present: B. Seto M. Adams (ED) W. Woo S. Cooke
K. Warren S. Middleton S. Elhajjeh
Regrets: M. Morawetz O. Casimiro J. Sturdy (called 7:03)
1. Call to Order:
B. Seto called the meeting to order at7:04 p.m.
2. Adoption of Agenda:
Moved by: S. Elhajjeh Seconded by: K. Warren
THAT: the agenda be accepted.
Addendum: B. Seto requested the addition of item on Labour Union.
Confirmed agreement with change in motion: S. Elhajjeh & K. Warren.
MOTION CARRIED
Moved by: W. Woo Seconded by: S. Cooke
THAT: be added to the agenda routinely as item 11. "In Camera" providing
an opportunity at each board meeting as needed.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence:
No correspondence was brought forward.
5. Announcements:
W. Woo gave an update on Camp 3O/Jury Lands site as an agreement with the
developers has been passed by Council. The land including five of the historic
buildings will be acquired by the municipality after developers Kaitlin and
Fandor meet requirements including a cleanup of the property and providing
security on the buildings. They will also give the municipality S500,000 for
upkeep after the transition. The Jury Lands Foundation will be charged with
the task of sustaining the buildings and grounds afterwards. (See attachment
for Press Release from the Municipality).
6. Approval of Minutes:
Moved by: W. Woo Seconded by: S. Cooke
THAT: the Board meeting of June 8,2016 minutes be approved as
submitted with the correction that J. Sturdy did not send regrets prior to the
meeting as stated.
MOTION CARRIED
7. Business Arising from Minutes:
None brousht forward.
8. Executive Director's Report:
M. Adams reported (as recorded by acting secretary K. Warren):
o Attendance numbers are up for this year as compared to same time last year
o CanadaDay was very successful, although numbers were not as high as last
year due to the predicted rain for the day. The event ran much more
smoothly than last year and the municipality's involvement was also much
more streamlined.
o Gift shop sales were great during Canada Day and overall are more cost
effective than last year so financially there is more success this year
. CMOG grant has been files and the audit from the municipality has come in
and been sent on to CMOG. They have notified receipt of that audit
o Veterans Affairs $5000 grant reported previously has come in & is in the
bank account
o Jen Stein is back from maternify leave
r Manual ledgers have been digitized and are all backed up now. Some data
from 2012 was not uploaded correctly and needs to be redone
o 2000+ dolls are in the collection;50%o have come from outside Clarington
including l3 or l4 different multiple donations now part of this collection.
W. Woo inquired about partner events from last month including Doors Open
Clarington and the Racing Expo at Garnet B. Rickard arena during Rotary
Ribs N Brews. M. Adams reported that the museum did not participate in
Doors Open Clarington as planned. The display was to be focused on a plow in
the collection which tumed out to be built at the Toronto Massey Factory rather
than in Newcastle. It was decided not to provide a display because a plow from
Newcastle was already on display. The museum provided access for Doors
Open members to do research for the event and a staff member to assist at the
Massey Building site for Doors Open on event day. The museum focused on
current displays at the museum and the Clarington Racing Expo. 2800 people
came through the Racing Expo; Rotary Club made money on its very successful
event. Canadian Tire Motorsport was at the expo and were quite impressed
with the museum display. Bowmanville Rotary event Chair, Kevin Anyan, and
other Rotarians reported thoroughly enjoying the display
Moved by: K. Warren Seconded by: S. Elhajjeh
THAT: the Executive Director's report be accepted as submitted.
MOTION CARRIED
9. Committee Reports:
a) Finance Report - B. Seto reported as O. Casimiro was absent. $16600 has
been spent out of the operating funds on new cabinets. Discussion followed on a
question of why this expense did not come out of Farr funds as expected. M.
Adams stated he has not yet allocated where the Farr funds will be used. S.
Cooke asked for a summary of the expenses from the Farr donation and for the
amount still available. Discussion diverged with no specific answer given. The
discussion was tabled and will be brought forward again at the next meeting.
Moved bv: K. Warren Seconded by: S. Elhajjeh
THAT: the Finance Committee report be accepted as presented.
MOTION CARRIED
b) Collections Report - The doll collection has been examined and there are
over 2000 in the collection. The budget for collection management needs to be
set up to include money for a research section. Funds can be raised to
accommodate that. M. Adams mentioned that perhaps collections could be
absorbed by the curator and Executive Director instead of needing a'committee.
Moved by: W. Woo Seconded by: S. Elhajjeh
THAT: the Collections Committee report be accepted as presented.
MOTION CARRIED
c) Membership Report - M. Adams reported that numbers are up over the
same time last year.
Moved by: S. Cooke Seconded by: K. Warren
THAT: the Membership Committee report be accepted as presented.
MOTION CARRIED
d) Facilities Report - The air conditioning at the Sarah Jane building is being
replaced due to noise and noise complaints by neighbours. The assessment done
showed above acceptable decibel levels. The boiler in the Bowmanville
Museum building is still to be replaced but will be done soon.
Moved by: S. Middleton Seconded by: K. Warren
THAT: the Facility Committee report be accepted as presented.
MOTION CARRIED
e) Municipal Heritage Committee Report - no report given.
10. New Business:
a) Expense & Travel Policy - B. Seto spoke to revisions that she drafted after
reviewing the draft of 4.5 Expense & Travel Policy dealing with reimbursements
distributed at the last meeting by M. Adams, and circulated them to board
members.
Discussion followed regarding what the CRA rate of mileage states & includes;
board members agreed that the standard should be followed.
8:07 p.m. B. Seto relinqu.ished chair to W. Woo to participate more fully in
motions regarding the revisions prepared.
S. Middleton offered that a possible way to handle remote display set up would
be to use some sort of fine arts truck for larger event transportation to offset
wear and tear on personal vehicles.
B. Seto stated she is not comfortable with the additional $1500 vehicle
maintenance per year addition included in the draft expense policy and CRA
does not speciff one; maintenance is included in the CRA mileage calculation.
S. Elhajjeh stated at times the CRA rate recommendation even decreases after a
certain number of kilometers. S. Cooke suggested a budget line item be
included in future for rental vehicle expenses to allow for events when bigger
transportation issues, which should be evident in yearly plans, need to be
managed. K. Warren agreed the CRA rate should cover expenses and noted that
the CRA website states that anything paid beyond the CRA rate must be
reported as taxable income. W. Woo agreed that rental vehicles would be a
good strategy for handling larger event set up.
Moved bv: B. Seto Seconded bv: S. Cooke
THAT: the reimbursement rate for the 4.5 Expense & Travel Policy be set at
CRA recommendations and the additional S1500 allowance recommended be
removed from the policy. In addition, the presented 9 point "personal vehicle
use for business" become the standard instead of the draft verbiage "use of
employee owned automobile for business use".
MOTION CARRIED
For Reference:
9 Point ttPersonal Vehicle Use for Businesst' as presented for approval:
I . It is the responsibility of the driver to ensure that adequate insurance is in place for the use of a
personal vehicle for a Museum related activity. Coverage should be equal to or greater than the
minimum specified in the Insurance Act. Drivers must satisfy themselves as to whether or not
their motor vehicle insurance coverase should include business use of their vehicle.
2. Personal vehicles are not covered by the Museum insurance policy.
3. The Museum will not reimburse for cost of business use coverage or collision and liability
coverage or any other costs associated with a personal vehicle, except for the car allowance
allocated on a per kilometer basis or gas usage based on receipts.
4. In the event of a claim, the owner of the vehicle will be required to approach hislher own
insurer for reimbursement of expenses.
5. All costs incurred as the result of a collision or other physical damage to a personalvehicle is
the responsibility of the driver and are not reimbursable. Such costs may include but are not
limited to: increases to premiums on driver's license, insurance costs and deductibles.
6. No reimbursement can be made for travel to and from an employee's residence and normal
place of business.
7. The standard is that a personally owned vehicle may be used for trips up to 500km in round
trip length. For longer trips a traveller may elect to use his or her own vehicle, but
reimbursement for kilometrage will be limited to the equivalent least expensive mode of
transportation to and from that destination.
8. All car expenses are covered by the CRA kilometrage rate including maintenance, repair,
towing and fuel cost. Additional charges for parking and highway tolls while on Museum
business are eligible expenses.
9. All parking, speeding and other traffic fines are ineligible expenses.
Moved by: S. Middleton Seconded by: K. Warren
THAT: the 9 point section for."Accommodation" provided by B. Seto replace
the draft accommodation section.
MOTION CARRIED
For Reference:
9 Point.'oAccommodationtt as presented for approval:
1 . Staff should use the most economical accommodation available (generally a standard
quality hotel room) that is convenient to the event being attended.
2. No reimbursement will be made for suites, executive floors, or concierge levels.
3. Staff is responsible for all room charges and must review the hotel bill carefully to ensure
charges are correct.
4. A detailed copy of the hotel bill must be attached to the expense report.
5. Staff will not be reimbursed for entertainment, valet, pay TV or movies, alcohol or special
facility charges (e.g. fitness clubs). Laundry provided at the hotel is only allowable for
reimbursement if the trip is longer than five or more days.
6. Long-distance business and personal calls are reimbursed, however discretion should be
used in the frequency and length. Reimbursement will be made for reasonable costs for
necessary personal calls home for each night away.
7. Standard tips and gratuities are reimbursable but must be documented on the expense
report.
8. Additional business expenses not otherwise covered will be reimbursed, such as computer
access charges, photocopying, word processing services, facsimile transmissions, provided the
charges incuned are reasonable and related to Museum business.
9. The Museum expects discretion to be applied with any expenses incurred and reserves the
right to limit reimbursement to reasonable costs.
Moved by: B. Seto Seconded by: S. Middleton
THAT: be added to the policy, "in cash advance" as suggested by B. Seto.
Cash Advances: (as new section) Cash advances are restricted and only issued for when travel
will extend longer than two days. In all cases, employees should use their corporate credit card
or if a corporate card is not available, use a personal card and claim reimbursement upon their
return. If there are exceptional circumstances warranting a cash advance for travel and non-
travel pulposes, cash advance is limited to $100 per day and full accounting should be provided
within five business days.
MOTION CARRIED
Moved by: B. Seto Seconded by: K. Warren
THAT: be included in the existing automobile/vehicle rental portion of the
policy, the following "only the driver authorized by the rental agency may
operate the vehicle, & driver must adhere to all rules & regulations of the rental
agreement".
MOTION CARRIED
Moved bv: K. Warren Seconded by: B. Seto
THAT: be added to the "business meals" section of the policy, the 5 points
provided for discussion by B. Seto.
For Reference:
5 Points ttBusiness Meals" as presented for approval:
l. It is the responsibility of the employee to ensure that there are approved funds available for
expenditure on hospitality and working meals. Actual costs may be claimed for meals on
Museum business related trips. Meals while attending a conference, seminar, workshop, or other
appropriate business purposes may be expensed using the CRA guidelines.
2. Expenses incurred in relation to the following events are considered to be personal in nature
and therefore not reimbursable: parties or meals for birthdays, weddings, births, showers, and
other similar occasions.
3. If travel is a regular part of the claimant's job, meals will not normally be reimbursed unless a
prior approval is obtained.
4. After-hours meals between two or more employees without a clear business purpose which
ordinarily could be conducted during normal working hours are not reimbursable.
, 5. Employees required to work in excess of two (2) hours past their normal quitting time or when
called in for more than two (2) hours, may claim meal expenses, with receipts, using the CRA
guidelines.
Please note that it is not permitted to claim meals when at a conference, seminar or workshop if the
fees include a meal component. Reasonable gratuity usually 15% will be reimbursed. Alcohol
cannot be claimed and will not be reimbursed as part of a business, travel or meal expenses.
MOTION CARRIED
Moved by: K. Warren Seconded by: B. Seto
THAT: be added to the hospitality section "Alcohol cannot be claimed and will
not be reimbursed as part of hospitality".
MOTION CARRIED
Moved by: S. Cooke Seconded by: S. Middleton
THAT: strike the point in the draft policy "gifts section" regarding holiday gifts
for staff.
MOTION CARRIED
Moved by: K. Warren Seconded by: B. Seto
THAT: be removed entirely the section in draft policy for "alcoholic
beverages".
MOTION CARRIED
Moved bv: K. Warren Seconded by: B. Seto
THAT: to accept 4.5 Expense & Travel Policy for reimbursements as amended.
MOTION CARRIED
9:11 p.m. W. Woo returns command ofthe chair to B. Seto.
9: I I p.m. As per motion presented earlier in the meeting, a regular "In Camera"
session was held. ,
9:28 p.m. End "In Camera" session after discussion on a personnel issue.
b) Labour Union Update - M. Adams stated that union labour fees will be due
during summer hiatus and asked for direction.
Moved by: K. Warren Seconded by: W. Woo
THAT: M. Adams continue to use the services of Michael Smvth of Hicks
Morley Law Firm
MOTION CARRIED
11. Date and Place of Next Board Meeting
To be determined as needed or to resume in September on Wed l4th as per usual
procedures. Location to be announced.
12. Adjournment:
K. Warren moved the meeting be adjoumed at 9:35 p.m.
Minutes for the meetine of the Clarinston Museums and Archives Board have
been accepted and approved on
Chair, Executive Director,
Clarington Museums and Archives Board Clarington Museums and Archives
To illuminate Clarington and its heritage through lasting and meaningfulexperiences with aftifacts, exhibitions
and proqrammes that inspires future eenerations and enlivens our communitv
SPECIAL MEETING OF THE BOARD:
Present: B. Seto
K. Warren
UMONIZATION UPDATE
July 27,2016
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
M. Adams (ED) W. Woo S. Cooke
S. Middleton
Regrets: M. Morawetz O. Casimiro J. Sturdy
Not Attending: S. Elhajjeh
r. Call to Order:
B. Seto called the meeting to order at 7:08 p.m.
2. Unionization Update:
M. Adams reported that the initial vote to unionize was held off site by staff.
The consulting lawyer stated this was common practice. A 40% vote in favour'
is required to start moving forward with unionization and that was met.
Chronologt: Wednesday, June 15 2016 before the scheduled following Monday
vote, M. Adams was notified that there was a 5 pm deadline for the same day, to
fill out paperwork regarding the Museum's side. Also noted by lawyer as a
common strategy.
M. Adams and the consulting lawyer, Michael S. Smyth of Hicks Morley
Hamilton Stewart Storie LLP, Toronto, met with the union facilitator in Toronto
to go over two points:
l) who is considered to be part of the management of the museum?
- determination: Curator is management along with Executive Direptor.
Programmer is less clear but the lawyer advised that this
position be given up to the union with the stipulation that the job description will
be reworked and may not always fall into that category (the lawyer has minutes
on this meeting)
2) what is the official name of the museum for paperwork reasons?
- determination: Clarington Museum & Archives
The process that has been followed has been accepted as the correct course by
the municipal HR department.
S. Cooke stated that the whole board, not just the executive, should be part of all
communication regarding the union from this point forward. Consensus.
B. Seto confirmed that the executive was notified promptly by M. Adams when
he received notification June 15, and stated that she thought it was appropriate
that aboard meeting not be called until the vote of union certification took place.
It was noted that O. Casimiro had requested a meeting prior to the vote.
Chronologt Continued: M. Adams continued to review timeline of all activity.
As noted, Wed June 15 he was notified and responded with an email to the
executive and with required paperwork prior to the 5 pm deadline that day. M.
Adams stated that he agreed with the discussion at this meeting that the whole
board should be part of the communications regarding the unionization
application and process, and in future would notiff all board members along
with executive regarding this matter, but had proceeded June 15ft as directed by
Chair, B. Seto.
Monday the vote took place as prescheduled.
Thursday at the regular staff meeting, M. Adams addressed what a union is in a
prepared statement of facts provided to him by the consulting lawyer. Board
members also received a copy of this communication by email (attached).
Next Steps: Process is to have a negotiation meeting at which time the union
can state what demands are being presented. Consulting lawyer advised M.
Adams that he needs a mandate from the board to set up the bargaining team.
No meeting date with the union has been determined at the time of this special
meeting of the board.
W. Woo presented a paper drawn up by the Municipality HR department in
consultation with the Municipality Solicitor.
Moved by: W. Woo Seconded by: S. Cooke
THAT: Municipal Staff and Legal Counsel, Hicks Morley, be requested to
meet with the Executive Director, and thereafter provide advice to the
Clarington Museum Board respecting the implications of the Union
Certification and the appropriate steps to be taken going forward; and
THAT: any documentation provided to the Museum Board respecting such
matters be provided to Municipal Council and the Municipal Clerk.
MOTION CARRIED 7:36 pm
W. Woo circulated the OLRB Certification Notice (OLRB Case No.: 0746-16-
R) (attached) that Council received but had not been informed about
beforehand by M. Adams, in an effort to point out that not everyone (board
members and members of Council) was apprised of the unionization. He
restated that we must be more proactive in making sure all of the board and the
municipality is informed at the same time on.matters of this importance.
W. Woo, at the request of S. Cooke, checked the bylaws to see what positions on
the board also sit as the executive for the Museum Board. It was determined
that there needs to be 2 members from the board appointed to the executive at
this time, and also noted that vice chair is still to be elected and would also sit on
the executive.
Discussion followed on potential items of staff concern. B. Seto asked how
frequently staff meetings are held, and when discussions regarding maternity
leave coverage and expectations afterward were had. M. Adams stated that he
held a meeting with staff members before any duties were altered to help cover
tasks during maternity leaves, and that staff were aware that their hours and pay
would return to original rates after the maternify leaves were over. They were
also told that he would sit down with them again after the term, for discussions.
M. Adams reminded board members that any job description changes must be
approved by the board.
S. Middleton asked if part time staff have a benefit system in place or if anyone
working part time might have qualified for them due to number of hours
worked. His concern was if any were overlooked when or if benefits could have
been awarded. M. Adams stated that he has kept assignments within allowable
hours.
M. Adams requested that someone from Municipality HR be at the first meeting
with the union. All present agree.
Upcoming Meetings and Expectations of M. Adams and of Board Members:
1) M.Adams will meet with Municipalify Solicitor & Legal Depart.
2)M. Adams will follow up with update to Board members.
3) A formal board meeting will be called to decide who will attend the
negotiation meeting with the union.
4) Union meeting will take place with M. Adams and determined team to hear
the demands.
M. Adams brought forward the bill for fees from the consulting lawyer thus far,
due end of August Rate is /hour with estimated total by end of
the process at . M. Adams was directed to pay the current bill.
M. Adams will email the board the confidential email from the lawyer and the *
Q&A sheet that he had drawn up for M. Adams to present to the staff at the
meeting held just prior to the vote. (both attached)
S. Middleton requested that the next "emergency" meeting be specified as
such rather than "special" so that all members of the board are aware of the
importance of affending if at all possible.
Motion to adjourn by K. Warren at9:ll pm.
Minutes for the meeting of the Clarington Museum and Archives Board have been
'accepted and approved on
Chair, Executive Director,
Clarington Museums and Archives Board' Clarington Museums and Archives
COlo,CL
To illuminate Clarington and its heritage through lasting and meaningful experiences with aftifacts, exhibitions
and proerammes that inspires future qenerations and enlivens our communitv
BOARD MEETING
June 8.2016
Sarah Jane Williams Heritage Centre
62 T emperance Street Bowmanville, Ontario
Present: B. Seto
K. Warren
Regrets: J. Sturdy
M. Adams (ED) W. Woo
S. Middleton O. Casimiro
M. Morawetz
S. Elhajjeh S. Cooke
1. Call to Order:
B. Seto called the meeting to order at7:07 p.m.
2. Adoption of Agenda:
Moved by: K. Warren Seconded by: W. Woo
THAT: the agenda be adopted with two items under New Business added:
10. a) Draft - Expense & Travel Policy; b) Processes for Executive Director
Salary & Performance Reviews.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed
4. Correspondence:
No correspondence was brought forward.
5. Announcements:
M. Adams informed board members that Taullie Thompson had contacted
the Municipality to resign from the board as he no longer resides in
Clarington. B. Seto will request a formal letter from him for the records.
O. Casimiro requested M. Adams send a thank you card on behalf of the
board thanking Taullie Thompson for his service to the museum.
M. Morawetz reminded board members that Doors Open Clarington was
taking place Saturday, June 11th featuring Newcastle village, and that the
museum was participating at the Massey Building site.
O. Casimiro asked board members to recall that the Mavor's Golf
Tournament will take place on Thurs, July 7th and that the museum is this
year's recipient of funds raised so a presence at the event should be planned.
M. Adams and staff member Dennis Jeffery had attended an organizational
meeting. Tickets for a foursome have been purchased. M. Adams will play
with three others. Each ticket costs $120 and after a discussion, it was decided
that the three remaining tickets will be offered for purchase to museum
members on a first come first served basis. Six volunteers will be needed to
help at the beginning of the toumament to handle bags/caddie for participants.
Museum staff will be present to man displays before, and during the banquet
following
M. Adams announced that Snap'd Oshawa is holding a Wine and Cheese at
- the museum.Tues, June 2I't 3:30 - 5:30 p.m. to introduce the new Clarington
section they are adding to their monthly publication. All invited to attend.
1
8.
6. Approval of Minutes:.
Moved by: K. Warren Seconded by: S. Middleton
THAT: the Board meeting of April 16,2016 minutes be approved as
submiued, noting there was no meeting held in May due to lack of quorum.
MOTION CARRIED
Business Arising from Minutes:
B. Seto asked M. Adams to send a card of sympathy to J. Sturdy.
Executive Director's Report:
M. Adams was pleased to report.that visitor numbers and earned revenue are
well above the same period last year with significant increases sighting more
special events and successes in outreach. Volunteer hours are up but have not
been summarized yet although data will be analyzed before the end of June as
reporting on that is part of the CMOG requirements for 2016. Also required
for CMOG is a Social Media Plan and a Three Year Exhibit Plan.
Municipal Operations department will provide by year end an updated binder
on topics including Health & Safety, Accessibility Policy, Handling of
Asbestos etc for Facility operations. Municipal Solicitor Andrew Allison has
been working with M. Adams to review Bylaws and Policies.
A new membership with the Bowmanville Legion has been established. M.
Adams received a very positive response to the announcement that there is
now a pennanent war exhibit on display at the museum. CBOT recently
presented a 55 year award to the museum. Rotary Ribs & Brews, Doors Open
Clarington and Heritage Week are all partnership events being worked on.
Collaborations with both Community Services and the Jury Lands Foundation
for Canada 150 grant applications are being prepared.
S2500 donated by Bowmanville Rotary has doubled attendance for Summer
Camps by providing funding for 25 disadvantaged children to attend. O.
Casimiro suggested camps be included in the annual Recreation Guide as a
way of increasing demand and making parents aware. $5000 grant from
Veterans' Affairs was confirmed to support the war and the Avro exhibits.
Canada Day plans are underuay; board & other volunteers are still needed.
Volunteer Karen MacNeil should be thanked for a tremendous amount of
work done on Collections & Archives as well as a 5 year Archive Research
assessment. Collaborative work has also been completed with the Library
identifuing and documenting Genealogy resources available.
Two summer students have been hired and started May 30th using therCanada
Summer Grants program.
Moved by: K. Warren Seconded by: O. Casimiro
THAT: the Executive Director's report be accepted as submitted.
ilIOTION CARRIED
W. Woo requested clarity regarding the Earned Revenue reported under
Targets for 2016 in the Executive Director's report sighting confusion as
numbers from previous months were greater. M. Adams explained that the
difference was because numbers reported previously included CMOG
201512016 grant money while this month's reporting on revenues included
only money other than from that accrued grant. After some discussion it was
decided that in future Earned Revenues will not be included on the ED's
report under Targets, and that moving forward any figures will stay within the
Financial Report. Consensus.
9. Committee Reports:
a) Finance Report - O. Casimiro stated that reports had just been received
the day previous and that a meeting should be scheduled with S. Cooke, K.
Warren, O. Casimiro, B. Seto'and M. Adams. Wednesday, June 22nd;7 p.m.
was set. A fuIl report will be made available after that meeting.
b) Collections Report, c) Membership Report and d) Facilities Report -
Details were covered in M. Adams Executive Directors report.
e) Municipal Heritage Committee Report - K. Warren, board representative
on this committee, reported that a Durham wide annual conference hosted by
Clarington's Heritage Committee is being planned at Town Hall for Oct.29th
20t6.
Moved by: W. Woo Seconded by: S. Middleton
-t
10.
THAT: the Heritage Committee report be accepted as presented.
MOTION CARRIED
New Business:
a) Draft - Expense & Travel Policy - The draft policy was distributed.
Board members are asked to come to the next meeting with questions and
comments for a full discussion and further work. The basic policy used is the
Municipality's. M. Adams highlighted in blue the additions he recommends
for consideration.
b) Processes for Executive Director Salary & Performance Reviews -
Following some discussion, the Finance Committee is requested to prepare a
recommended timeline leading up to the municipal November budget
submission deadline such that annually time will be allocated for a full
discussion on salaries and all line items.
The Executive Committee will schedule a meeting to do a performance
review with M. Adams. Staff salaries can be considered during those
discussions and a recommendation to the board will follow for the 2017
budget. It was clarified that previously salary and wage increases have been
determined using the calendar year so M. Adams, Executive Director, and H.
Ridge, Curator, need to be reimbursed wages retroactive to January l't 2016 as
determined in the November budget of 2015 for the 2016 year.
Date and Place of Next Board Meeting
The next meeting will be held Tuesday July sth,2016 at 7 p.m.
Location: Sarah Jane Williams Heritase Centre
Adjournment:
W. Woo moved the meeting be adjoumed at9:21 p.m.
Minutes for the meeting of the Clarington Museums and Archives Board have
been accepted and approved on
11.
12.
Chair,
Clarington Museums and Archives Board
Executive Director,
Clarington Museums and Archives
CO{e " Cl-
To iltuminate Ctarington and its heritage through tasting and meaningful experiences with artifacts, exhibitions
and proqrammes that inspires future eenerations and enlivens our communitv
BOARD MEETING
April L6,2016
Sarah Jane Williams Heritage Centre
62 T emperance Street Bowmanville, Ontario
Present: B. Seto M. Adams (ED) W. Woo
K. Warren S. Middleton T. Thompson
Regrets: J. Sturdy O. Casimiro S. Elhajjeh
l. Call to Order:
B. Seto called the meeting to order at 7:06 p.m.
M. Morawetz
S. Cooke
2. Adoption of Agenda:
Moved by: T. Thompson Seconded by: K. Warren
THAT: the agenda be adopted as presented.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence:
No correspondence was brought forward.
5. Announcements:
M. Morawetz provided information about an upcoming church supper in Solina
and offered to get tickets for those interested. The Ham & Salad supper is a
tradition that many look forward to enjoying annually and to be held this year
on May 1".
M. Morawetz reminded board members that they are invited to the Official
Opening ceremony of the Ehrenwort Trail hosted by the Jury Lands Foundation
taking place on the Camp 30lBoys Training School property at 2020 Lambs
Road, Bowmanviile; planned for 5:30 p.m. on Wed. May 1lth (rain date May
l2'n). All welcome; fundraising BBQ; ribbon cutting 6 p.m.
B. Seto requested that a card of sympathy be sent to J. Sturdy from the board
members. K. Warren suggested that it would be appropriate for board members
collectively to make a personal donation to the Canadian Cancer Society in
memory of his daughter. Consensus.
6. Approval of Minutes:
Moved by: W. Woo Seconded by: K. Warren
THAT: the Board meeting of March 9,2016 minutes be approved as
submitted noting that "S. Miller" should have read "S. Middleton" on both the
Approval of the Minutes and the Properties Report.
MOTION CARRIED
7. Business Arising from Minutes:
W.Woo reported that Regional Councillor J. Neai, formerly a member of the
museum board, requested that council send a letter of thanks to Susan Laing for
her years of service to the community as a member of the Museum Board
representing the Friends of the Museum recently disbanded as noted in the
March 9,2016 minutes.
8.Erecutive Director's Report:
M. Adams, Executive Director, reported that as the second Transition year
proceeds, there are many good things happening at the museums. This year one
primary focus is on Fundraising, Sponsorship and Marketing, plus fine-tuning
updates to the Multi-Year Exhibit and Social Media plans, which are a
requirement for the annual Community Museum Operating Grant. Three
exhibits arc available to enjoy at this time and visitor numbers are increasing as
a result. The Night at the Museum initiative has been very successful starting
with the Robbie Bums event earlier this winter, followed by the Avro Arrow
events now selling tickets for a third evening. Programs, outreach projects and
facility rentals are all being increased to engage the public and increase
numbers.
Museum structure and policy review is underway. M. Adams met with
Municipal Council A. Allison to review bylaws and policies. Some of the
bylaws &lor issues in particular that have been highlighted include clarification
of responsibilities of the municipality and of the museum as tenant for the three
facilities, review of sections referring to services such as the Gift Shop, and
review of wording which sounds restrictive and not in the spirit of the intent of
the By Laws.
The Municipal Alcohol Risk Management Policy is being developed and
training is underway. Museum staff are already meeting the standards outlined
including Smart Serve training.
Partnerships within the community are being developed including the Sports &
Leisure Show, Beach Street Theatre, Rotary Ribs & Brews (Racing Theme
Exhibit), collaborations with Community Services on the Canada 150 Grant and
displays in Rec Centres. M. Adams will attend along with S. Middleton, chair
of the Facilities Committee, the Sat. May 28th Hall Boards meeting put on by
Mun. Operations Department. A grant.application was submitted to Veteran's
Affairs to enable continuing the temporary Clarington Remembers war exhibit
in a new exhibit space. A permanent War theme will be developed through
revolving displays/themes with increased programming and signage to interpret,
promote and develop it.
Recognition was given for generous donations received from St. Marys, OPG
and Hydro One, as well as the Municipal Grant approved at $282K which is a
2Yo inqease over last year. The Young Canada Works Grant has approved 2
students for the museum this summer. The board discussed the Rickard/Tarr
estate donation and it was asreed that the eenerous unconditional donation
provide the museum with the capacity, in year one of its restructuring, to
purchase and budget for further purchases of the foiiowing, but not limited to:
exhibit cabinets, renewed and new signage, artefact climate control measures as
they relate to conservation and highway/street directional signage.
Regarding staffing updates, hiring of a new Bookkeeper is underway with
interviews being conducted. New volunteers continue to signup and a spring
recognition event wili be planned as has been done in the past. As this is
National Volunteer Week, acknowledgements have been posted on Facebook
and appreciation letters will be sent out. The 8 week Administration Intern will
finish April 15th, a university student intern will start April 18th, and museum
staff have recently enjoyed working with a Seneca College student team
researching the archives on Camp 30 & Boys Training School.
Moved by: K. Warren Seconded by: T. Thompson
THAT: the Executive Director's report be accepted as submitted.
MOTION CARRIED
B. Seto initiated discussion leading to board request that the dnticipated Travel
and Expense Policy be presented before the end of the second quarter. M.
Adams stated that he reviewed the master policy manual with Mun. Council A.
Allison, who now has a copy of it, and will propose revisions. Many
administrative policies developed in January 2015 mimic those of the
municipality. Consensus.
9. Committee Reports:
a) Finance Report - K. Warren presented in O. Casimiro's absence, reviewing
the 2015 Actuals received just prior to the March board meeting. Discussion
followed on some details including 2015 budgeted amounts for grants &
programs that in the end were not offered. M. Adams noted that the Reserve
Account balance is $1 18,203 and will be included in the flext report.
Moved by: T. Thompson Seconded by: W. Woo
THAT: the Financial report be accepted as presented.
MOTION CARRIED
b) Collections Report - T. Thompson reported that no meeting had been held
since the March board meeting but requested Curator, H. Ridge, prepare a
10.
11.
report which was ciriulated. It was noted that M. Adams held a review with H.
Ridge after 90 days in the position and is satisfied with work and progress in
this new role.
Moved by: S. Middleton Seconded by: K. Warren
THAT: the Curator's Report be accepted as submitted.
MOTION CARRIED
c) Membership Report - defer to the Executive Director's report regarding
memberships and sponsorship progress noting that the renewal process is
ongoing and membership is increasing.
d) Facilities Report - S. Middleton and M. Adams will attend an upcoming
municipal meeting hosted by Operations. M. Adams has'completed Smart Serve
and museum staff members are fully trained as well to meet requirements for
alcohol service at museum events. No other report at this time.
e) Municipal Heritage Committee Report - K. Warren, board representative
on this committee, reported that an unscheduled meeting had been called out of
which a recommendation for designation of 6 of the Camp 30 buildings now on
the Municipai Register will be made to Council.
Moved by: W. Woo Seconded by: T. Thompson
THAT: the verbal reports of the Membership, Facilities and Heritage
Committees be accepted as presented and discussed.
MOTIOI{ CARRIED
New Business:
S. Middleton offered congratulations to M. Adams and the museum staff for the
exceptional work and ultimate success of the Avro Arrow Night at the Museum
events. The third event is now planned for Friday, April29'n.
Date and Place of Next Board Meeting
The next meeting will be held Wednesday May 1 lth,20I6at 7 p.m. Location:
Clarke Museum site.
It was noted that Council representatives to the Museum Board and M.
Morawetz, Secretary , ndy be late as a result of attending the Official Opening
event of the public trail at thq Camp 30 / Boys Training school, 2020 Lambs
Road property.
12. ddjournment:
K. Warren moved the meeting be adjourned at 8:49 p.m.
Minutes for the meeting of the Clarington Museums and Archives Board have been
accepted and approved on
Chair, Executive Director,
Clarington Museum5 and Archives Board Clarington Museums and Archives
cov'c,t-
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and programmes that inspires future qenerations and enlivens our communitv
BOARD MEETING
March 9,2016
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
Present: B. Seto (7:55) M. Adams (ED) O. Casimiro W. Woo
K. Warren S. ElhajjehS. Cooke
M. Morawetz T. Thompson
S. Middleton
Regrets: J. Sturdy
Absent with Notification: S. Laing (Friends of the Museum Representative)
t. CalI to Order:
T. Thompson called the meeting to order at7:03 p.m.
2. Adoption of Agenda:
Moved by: W. Woo Seconded by: S. Elhajjeh
THAT:the agenda be adopted as presented.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence:
No correspondence was brought forward.
5. Announcements:
M. Adams, Executive Director (ED), announced that B. Seto had received a
letter of resignation from Susan Laing, the Friends of the Museum
Representative to the Board, after The Friends had had a meeting and decided
to disband. With diminishing numbers and other challenges, the group felt it
was appropriate at this time and recognized that they would always be
welcome as volunteers with the museum. The Board asked that an exit
interview be conducted and that Susan Laing be invited to the next board
meeting to share the history of The Friends.
Further, a recorded history of The Friends would be appreciated for the
archives to document the significant contributions of this group. M. Adams
was asked to determine an appropriate thank you event where due recognition
to all Friends members can be made following a discussion regarding the
existence of The Friends in future and what role the group might serve.
6. Approval of Minutes:
Moved by: S. Miller Seconded by: K. Warren
THAT: the Board meeting of February I0,2016 minutes be approved as
submitted.
MOTION CARRIED
7. Business Arising from Minutes:
M. Morawetz asked that Board members check committee positions
carefully to ensure accuracy as recorded in the minutes. It was
noted that J. Sturdv had not committed to anv committee thus far.
Committee designation is determined by the expressed interest of
each Board member.
8. Executive Directoros Report:
M. Adams, Executive Director (ED), reviewed the report noting that 2016 is
Transition Year 2. Targets are raised to 12,000 visitors having had a
successful increase in2015 due to sponsored education programs, focus on
marketing including social media, new branding, community engagement,
great staff and a welcoming atmosphere all providing positive customer
experiences. Both sponsorships & memberships are expectedto be impacted
positively as a result. Volunteer hours are now better monitored with the
improvements made to the program developed using the grant funding, and
have doubled since 2014. The goal increases funher for 2016 from 3140 to
3300 as new volunteers come on board. Events, Exhibits, Programs and
Outreach opportunities are all being expanded including a commitment to
work with Rotary "Ribs N Brews" creating a racing themed display at the
Richard Centre. The trending focus'is on entertainment. The Visual Arts
Centre and museum are in discussions regarding the Bowman portrait and a
possible partnered event about the "art of the Bowman painting". March
break camp will be held as always. Ideas to increase attendance are being
considered including finding funding to support disadvantaged families.
The CMOG requirements for this year include a 3 year exhibit
budgeted/detailed plan which the curator is now working on. Travel &
Expense policy is being developed for review.
The "Night at the Museum" events have been very well received with good
attendance at the first which was a Robbie Burns dinner, and a second planned
for March 24th aboutthe new Avro Arrow exhibit. The exhibit opens March
23'd andwill run allyear and through next winter. The War exhibit is being
moved to the basement display area. Plans are in place to share the
Clarington Sports exhibit in local recreational facilities to continue to allow
people to enjoy it and increase awareness of the museum. A collaborative
effort with Community Services has been undertaken to submit a grant
application for Canada 150 for several events including "Paint the Town
Red", drama circles programming, and a workshop series at the library and
museum.
The Bookkeeper position advertisement is to be in the Clarington This Week
and on the museum website starting the week of March 14th. An eight week
administration intern will be working at the museum shortly, and a university
student intern will start next month. Durham College and Trent University
are willing participants.
Moved by: K. Warren Secondedby: S. Cooke
THAT: the Executive Director's report be accepted as submitted
MOTION CARRIED
9. Committee Reports:
a) Finance Report - O. Casimiro stated that the interim bookkeeper is
working with Quick Books and the new chart of accounts, the municipality
' and M. Adams. March 8th was the committee meeting (day prior) so a more
detailed report will be presented at the next board meeting. S. Cooke asked
for more information regarding Salaries, Wages & Benefits as outlined in the
2016 plan including the base line for projections and the impact of changes in
staffing.
Moved bv: O. Casimiro Seconded by: T. Thompson
THAT:the board accepts the Financial report as presented, anticipating
further discussion and recommendations at the April board meeting.
MOTION CARRIED
b) Collections Report - T. Thompson presented the report and will now act
as chair with S. Laing's departure from the board. Tax receipts were issued
and mailed out by end of Feb. The largest one was for the Bowman painting
which was professionally appraised (invoice not yet received but wilt be less
than $1000). Any donated items that are valued at under S600 are within the
abilities of the curator to appraise after seeking data to substantiate the
determined value.
O. Casimiro asked about the museum's ability to provide a Cultural Property
Status tax receipt should it be requested. M. Adams stated that presently the
museum does not apply to issue those because of climate controlled storage
requirements. It would be something that should be looked at for future
significant donations. The current procedures and policies for donations,
accession, and de-accessioning of donated items is under review by the
committee and recommendations will be presented to the Board in future.
The list presented in the report included all outstanding 2015 donations that
had not yet been documented and for which no tax receipts had been
requested.
Moved by: K. Warren Seconded by: S. Elhajjeh
THAT: the Collections Report be accepted as submitted.
MOTION CARRIED
c) Membership Report - S. Elhajjeh stated no report yet for 2016 but asked
M. Adams if advocating for memberships is an ongoing process (for example
at March break camps and other events and programs). M. Adams said that
work presently done could be improved upon and looks forward to
recommendations from thecommittee. The traditional Spring Volunteer
Thank You event as well as a formal opportunity to thank The Friends will be
part of the Membership Committee discussions at the next meeting. There
was some discussion about creating guidelines for expectations and possible
funding when event attendance is expected by board members.
d) Property Report - S. Miller as new chair has not called a meeting yet
although was able to have a tour with M. Adams of the Clarke site. There
remains the need to document and quantiff the capital expenses expected to
be managed by the municipality regarding the Porch and pillar repairs at the
Bowmanville Museum house as well as the Boys Bedroom there. New boilers
are included in the 2016 budget at the same site, and the sidewalks have
become uneven and so there is a health and safety liability making them a
priority as well. The boilers were updated at the Sarah Jane Williams
Heritage Centre in 2015.
e) Municipal Heritage Committee Report - K. Warren, board representative
on this committee, reported that the outreach and education subcommittee
work is underway. With no budget allotment for this committee, a proposal
for a fundraiser based on a photo calendar is being considered to create some
operating funds.
Moved by: T. Thompson Seconded by: S. Elhajjeh
THAT: the verbal reports of the Membership, Property and Heritage
Committees be accepted as presented and discussed.
MOTION CARRIED
10. New Business:
a) Travel & Expense Policy - M. Adams stated that it is being
worked on and will be presented at the next board meeting.
b) Friends of the Museum & Newcastle Village and District Historical
Society - S. Cooke shared thoughts regarding the two positions included in
the museum bylaws that no longer have representation attending board
meetings. This item was tabled until next board meeting with a request of M.
Adams to research options and the history of the relationships in particular the
Friends of the Museum as stated previously.
c) Jury Lands Foundation and Museum partnerships - M. Morawetz
stated several schools in the Oshawa area ure working with the museum to
provide educational tours this spring using the Ehrenwort Trail which is to be
opened officially on Wed May llth. The ribbon cutting ceremony is
scheduled for 6 p.m. at the Camp 30 site. The schools approached Clarington
Museums through the Oshawa Museum. All board members are encouraged
to attend the opening event. Museum staff will continue to play a significant
role in the ongoing education and tour delivery as well as in maintaining and
developing the official archives.
11. Date and Place of Next Board Meeting
The next meeting will be held Wednesday April 13th, 20I6at7 p.^.
Location: Sarah Jane Williams Heritage Centre
The May 11th board meeting is tentatively planned to take place at the Clarke
Museum site.
12. Adjournment:
K. Warren moved the meeting be adjourned at 8:46 p.m.
Minutes for the meeting of the Claringlon Museums and Archives Board have
been accepted and approved on
Chair,
Clarington Museums and Archives Board
Executive Director,
Clarington Museums and Archives
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and proerammes that inspires future qenerations and enlivens our communitv
BOARD MEETING
February 10,2016
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
Presenti B. Seto
K. Warren
Regrets: W. Woo
2. Adoption of Agenda:
Moved by: K. Warren
THAT: the agenda be adopted as presented.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed
M. Adams (ED) O. Casimiro M. Morawetz
S. Elhajjeh S. Cooke S. Laing S. Middleton
T. Thompson J. Sturdy
Seconded by: S. Elhajjeh
1. Call to Order:
M. Adams (Executive Director) called the meeting to order at7:04 p.m.
4. Correspondence:
No correspondence was,brought forward.
5.' Announcements:
M. Adams, Executive Director (ED), announced that there will be a formal
reception to recognize the donation from Marion Farr who passed away in
2002. It will be held Fri. Feb. 19,2016 from 2 until 3:30 p.m. at the Sarah
Jane Williams Herit'age Centre. Speeches will commence at 2:15 and Marion
Farr's family, the Richards, will be in attendance. Board members are
encouraged to attend. The generous donation was approximately $71,000.
6. Election of Officers
M. Adams, Executive Director (ED), declared all positions open.
ED called for nominations for Chairperson.
Moved by: S. Laing Seconded by: O. Casimiro
That: nominations for chairperson be closed with one name brought forward.
ED congratulated B. Seto as Chairperson
ED called for nominations for Vice Chairperson.
Moved by: S. Cooke Seconded by: S. Elhajjeh
That: nominations for vice chairperson be closed with one name brought
forward.
ED declared T. Thompson as Vice Chairperson
ED called for nominations for Finance Chairperson.
Moved by: S. Cooke Seconded by: S. Laing
That: nominations for finance chairperson be closed with one name brought
forward.
ED declared O. Casimiro as Finance Chairperson
ED called for nominations for Collections Chairperson.
Moved by: M. Morawetz Seconded by: K. Warren
That: nominations for collections chairperson be closed with one name
brought forward.
ED declared S. Laing as Collections Chairperson
ED called for nominations for Membership Chairperson.
Moved by: O. Casimiro Seconded by: S. Cooke
That: nominations for collections chairperson be closed with one name
brought forward.
ED declared S. Elhajjeh as Membership Chairperson
ED called for nominations for Properly Chairperson.
Moved by: S. Laing Seconded by: K. Warren
That: nominations for property chairperson be closed with two names
brought forward. K. Warren declined to stand.
ED declared S. Middleton as Property Chairperson
Moved by: M. Morawetz Seconded by: S. Laing
That: all nominations be closed, new slate of officers be accepted, and
ballots be destroyed.
MOTIONS CARRIED
Chairperson B. Seto took the remainder of the meeting
7. Approval of Minutes:
Note - January meeting was cancelled due to lack of quorum.
Moved by: K. Warren Seconded by: S. Elhajjeh
THAT: the Board meeting of December 9, 2015 minutes be approved as
submitted.
MOTION CARRTED
8. Business Arising from Minutes:
O. Casimiro asked if the plan to provide the first year of museum
membership for free to new board members had been accomplished.
M. Adams stated that all new board members had received their
membership prior to the start of the meeting. ,r
9. Executive Director's Report:
M. Adams, Executive Director (ED), reviewed the report noting that20l6
will build on the progress made in 201 5 and be another year of transition.
Overall visitor numbers doubled in 2015 compared to 2014largely due to
more engaging programming and greater focus on outreach programs.
Fundraising/sponsorship and marketing will be high priorities this year.
.Community Museum Operating Grant (CMOG) requirements for this year
requires a focus on long term exhibit planning and exhibit budgeting.
Of note, volunteer hours are being captured more accurately and are reflected
in reporting. Numbers also include garden volunteers. Visitor numbers
continue to improve and community engagement efforts are key to those
successes which are expected expand to include outreach projects like
extension of our Sports Exhibit to municipal recreation centres with new
display cases. Plus involvement in Ribs and Brews with a Racing theme.
The War exhibit is going to continue with dedicated display space in the new
dedicated display space on the lower floor of Sarah Jane Williams Heritage
Centre. There are many local heroes to continue to recognize. The
board/meeting room will function as a children's program area with related
activities featuring "friendly" heroes.
Work is being done on policy updates and will include a proposed Travel and
Expense Policy. O. Casimiro reminded all that the bylaws and current
policies are often contradictory and so new policies need to work within the
bylaws which supersede the policies.
Bowmanville Rotarians have made a significant donation of $2,500 to the
museum after a presentation there by M. Adams. M. Adams also made a
presentation to the Bowmanville Men's Canadian Club that was well received.
The 2016 event calendar is full of exciting and well planned events. The year
kicked off with a very successful "Night at the Museum" on Jan. 22 to
celebrate Robbie Burns. 54 attended and Kings Court Catering provided the
food service. The second will be held March24'h to kick off the Avro Arrow
exhibit which opens March 23'd. The March Break camp is being organized
and promoted.
Bill Calver became a Life Time Member of the museum making the total now
three. CMOG rated the museum's grant at I5l15 for the 2015 application,
which was excellent news and will impact funding positively. OPG has
increased their support of the education program by $1,000 for 2016 and St
Marys has been approached to continue their support of the museums.
M.Adams will attend the March l8n Council meeting to present the Municipal
Grant application for 2016. Board members are encouraged to attend. The
Marketing and Outreach Plan continues to evolve around programming and
events, With the year already listed in tourism and community calendars.
Heather Ridge is our new Curator and has just returned from parental leave.
Exhibit Planning and Coordination is one of her main focuses. Dennis Jeffrey
moved into the position of Education Coordinator, and Paul Bobier continues
as the Events, Marketing and Development Specialist in a 3 month contract.
Irene Locke has taken on the role of interim bookkeeper working with
Quickbooks and the new Chart of Accounts implemented during the past year
when the municipality staff managed the books. The board would like to
thank council and municipal staff for their support during this transition and
their guidance moving the museum into a better process for managing
finances. A permanent hire for a new Bookkeeper is the next step in that
process. M. Adams has applied to Young Canada Works for four students for
this summer;2 for archives and2 for education programs.
Moved by: S. Cooke Seconded bv: K. Warren
THAT: the Executive Director's report be accepted as submitted.
MOTION CARRIED
10. Committee Reports:
a) Executive Committee Report - The Executive of O. Casimiro, S. Laing,
B. Seto (Regrets: S. Elhajjeh) along with M. Adams met on Feb I't,2016.
Minutes are attached with a recommendation for the board to approve and
implement an updated Travel & Expense Policy reflecting the use of personal
vehicles setting a reasonable allowance for cover of expenses referencing
CRA recommendations. M. Adams will develop a procedure for the
documentation of expenses and pre-approval of cash advances limited to
emergency use only.
Moved by: S. Elhajjeh Seconded by: K. Warren
THAT: the Executive Committee report minutes and recommendations be
accepted as presented.
MOTION CARRIED.
b) Finance Report - O. Casimiro circulated the recent Finance Report and
asked the board to acknowledge it stating that any report regarding the
information would be tabled until after the Finance Committee has had the
opportunity to meet. A date for that meeting will be set with the agenda to
review the yearend report and make recommendations back to the board at the
March meeting. O. Casimiro asked that the minutes reflect our appreciation
to the municipal staff for the work done on our behalf.
Moved by: K. Warren Seconded by: S. Laing
THAT: the board accepts the Financial report as circulated, anticipating
fuither discussion and recommendations at the March board meeting.
MOTION CARRIED
c) Collections Report - Committee members S. Laing and T. Thompson met
with M. Adams and H. Ridge to review collections and prepare the report.
They will meet again in one month with the new committee set at this meeting
to review processes and discuss items to be considered for assessioning. O.
Casimiro asked for further information on the appraisal of the Charles
Bowman painting.,The appraisal was done by StephenMcCanse Canadian
Art with the recorfirfrendation not to do image restoration work as it is in great
"aged" condition and it could diminish its value. Presently it is in excellent
condition for its age and history. It was valued at $20,000.
Moved by: K. Warren Seconded by: O. Casimiro
THAT: the Collections Report be accepted as submiued.
MOTION CARRIED
d) Membership Report - M. Adams noted there are 82 members including
now three lifetime members. New volunteers are coming forward working in
genealogy and collection management and have been a real asset to the
museum. The new chair and committee will report in future. O. Casimiro
asked the board to consider a free one year membership for volunteers as well.
It was decided to refer this item to the membership committee along with
other strategies like reduced membership fees for certain contributors,
implications for OMA & CMA membeiships, and a review of the membership
process.
e) Property Report - O. Casimiro noted there had been no meeting recently
but could report that Health and Safety inspections have been done by the
municipality at all three locations and recommendations will be forthcoming.
Capital expenses will be discussed at the first Property Committee meeting.
f) Heritage Committee Report - no report at this time.
1L. New Business:
Committee members were determined by those present as follows:
Executive Committee: B. Seto, T. Thompson, O. Casimiro, S.
Laing, S. Elhajjeh, S. Middleton.
Finance Committee: O. Casimiro (Chair), S. Cooke, K. Warren,
B. Seto
Collections Committee: S. Laing (Chair), T. Thompson, B. Seto
Membership Committee: S. Elhajjeh (Chair), K. Warren, B. Seto
Property Committee: S. Middleton (Chair), S. Elhajjeh, W. Woo,
B. Seto
It should be noted that these appointments were determined with
some input from J. Sturdy, W. Woo and T. Thompson who were not
able to attend, and will be confirmed at the next board meeting:
Moved by: S. Laing Secondedby: S. Cooke
THAT: M. Morawetz continue as Secretary on behalf of the board for 2016.
MOTION CARRIED.
l2.Date and Place of Next Board Meeting
The next meeting will be held Wednesday March 9, 2016 at 7 p.m. Location
to be determined. Recommendation at Dec. meeting was to hold the February
meeting at Robert Mclaughlin Gallery after a tour of the facility. Still under
consideration after the January meeting was cancelled with tasks realiened.
13. Adjournment:
S. Laing moved the meeting be adjourned at 8:50 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
Executive Committee Meeting
Date: Monday, 1 February 2016
Present: O. Casimiro, S. Laing, B. Seto.
Staff: M. Adams.
Regrets: S. Elhajjeh
The Executive Committee met to discuss information provided by Catherine Carr, Manager of
Internal Audit, Finance, Municipality of Clarington regarding Museum VISA and Expense.
The Committee discussed the need for updated policy and procedures. With 2015 as a year of
transition, the Museums are better positioned to make informed decisions to assist in the
understanding of organizational capacity.
It was agreed that M. Adams would update the Travel and Expense policy and procedures to
reflect the CRA recommendation and present update for Board approval at the next Board
Meeting, February I0, 2016.
M. Adams was requested to research and present information for board approval on t
organizational capacity of use of vehicles. Although, the intent of using a personal vehicle for
operation purposes and directly related to facility monitoring at Clarke Museum which is a
requirement set by Museum Standards, it is recommended the Board implement a policy to
reflect the use of personal vehicles and set a reasonable allowance for cover expenses. It was
agreed that M. Adams reimburse the Museums for minor auto repair and snow tires in the
amount of $1,486.45.
It was agreed that M. Adams would develop a procedure for documentation of expenses and the
requirement of receipts for reimbursement and that pre-approved cash advances on VISA
continue limited to emergency use only.
M. Adams was conunended for his progress in community engagement and development of new
relations.