HomeMy WebLinkAbout2019-02-13MEETING OF THE BOARD:
February 13, 2019
Sarah Jane Williams Heritage Centre
62 Temperance St, Bowmanville, Ontario
Present: A. Anderson Mayor Foster S. Middleton
S. Reiner H. Ridge (ED) K. Warren
1. Call to Order:
C'lariiigiRm museumti
M. Morawetz
M. Witvoet
H. Ridge, Executive Director (ED), called the meeting to order at 7:01 p.m. as
this was the first meeting for the new Board since the municipal election in
2018. H. Ridge (ED) welcomed all members of the Board and recommended
holding a special orientation meeting as well as delaying elections until a
subsequent meeting as has been the practice in recent years.
2. Adoption of Agenda:
Moved by: S. Middleton
Seconded by: S. Reiner
THAT: the agenda be approved as presented with the addition of the
Archivist's Report, and New Business item b) Cultural Survey being
considered by Council.
MOTION CARRIED
3. Approval of Minutes:
Moved by: S. Middleton Seconded by: M. Morawetz
THAT: the minutes be approved with corrections in f) Executive Director's
Report regarding the museum's fiscal responsibilities at the museum's four
buildings. The addition reads: In the past, Pest Control at the Clarke site has
been paid for by the municipality while the others (buildings) have been paid
for by the museum.
MOTION CARRIED
4. Business Arising from Minutes:
None.
5. Disclosure of Interests:
None.
6. Correspondence:
None received.
7. Announcements:
H. Ridge (ED) introduced herself and stated her tenure with the museum after
inviting Board members to introduce themselves. H. Ridge (ED) thanked
everyone for their interests and commitment to the museum.
M. Morawetz announced plans for Doors Open Clarington in 2019 as the
Municipality and Museum are longstanding partners. This will be the 10th
Doors Open tour here and the theme for this year on Saturday June 8' will
highlight Clarington's diverse Agribusiness in the area from Highway 2 to
Taunton Road, east from Gibson Road approximately to west at Lambs Road.
The Museum Board & staff as well as the Municipality were thanked for their
ongoing support.
8. Reports:
a) Finance: See Appendix A
H. Ridge (ED) reviewed the documents thoroughly with Board members to
assist with background and to answer questions bringing everyone up to date.
Discussion followed on several items including the increasing fees of Tourism
Oriented Directional Signs (TODS) intended for this year but with pushback
from many museums and associations, the provincial government delayed the
increase for one year. Alternative signage options were discussed. S. Reiner
offered that staff should be asked to survey guests to learn more about how
they find the museum and learn of its resources to aid in future decisions.
Moved by: S. Reiner
Seconded by: M. Witvoet
THAT: the Finance Report of February 2019 be received.
MOTION CARRIED
Moved by: S. Middleton
Seconded by: S. Reiner
THAT: a formal request be made to Trevor Pinn, the Treasurer/Director of
Finance for the Museum to receive 25% of their previous year's grant in
advance in February.
MOTION CARRIED
b) Membership: See Appendix B
H. Ridge noted that attendance is higher this year than historically for January
due to the exhibit openings and the Soper Creek exhibit and school program.
The membership program was explained for new members and discussed.
January is renewal and membership drive month.
Moved by: S. Middleton
Seconded by: M. Witvoet
THAT: the Membership report of February 2019 be received.
MOTION CARRIED
Moved by: S. Reiner
Seconded by: M. Witvoet
THAT: Board members hold a current membership with the museums.
MOTION CARRIED. 6 in favour; 1 opposed
Moved by: S. Reiner Seconded by: G. Anderson
THAT: membership fees be paid in full to cover a calendar year with no pro-
rated reduction in fees for mid -year membership purchases.
MOTION CARRIED
c) Property: See Appendix C
The biggest challenge is engaging volunteers to look after the gardens. There
used to be a team of 12 to 15 but now we are fortunate to have 2 or 3. A
proposal for a new garden done in 2018 in partnership with Home Depot has
been shelved without volunteers and money in the budget. Volunteer drives
were discussed as well as invitations to Horticultural clubs but they are
struggling as well to find members. Grass mowing is paid through the
municipality; snow clearing costs are included in the museum budget along
with a one-time tree trimming cost which was significant in 2018.
Mayor Foster offered the name of a local church pastor who has requested
volunteer opportunities, ideas like "adopt a bed" were discussed, G. Anderson
said he would check with the local colleges, and Earth Day efforts by the muni-
cipality might be a good partnership opportunities. The Volunteer Policy now
requires vulnerable sector screening on police checks and becomes another
road block to having volunteers just come & help when available occasionally.
Clarington Volunteers website may also be a good place to register.
Mayor Foster requested an outstanding projects list from H. Ridge (ED) for
reference & suggested municipal staff from Operations attend a future meeting.
Moved by: S. Reiner
Seconded by: G. Anderson
THAT: the Property report of February 2019 be received.
MOTION CARRIED
Moved by: S. Reiner
Seconded by: M. Witvoet
THAT: the planned garden installation for 2019 be postponed for future
discussion and review.
MOTION CARRIED
d) Curatorial: See Appendix D
Discussion followed on collection clean up and need for volunteers with that
process. Presently none are needed but as the collection is sorted and cleaned
there will be a time in future when we will need to reengage volunteers.
Moved by: S. Middleton
Seconded by: M. Witvoet
THAT: the Curator report of February 2019 be received.
MOTION CARRIED
e) Archivist Report: See Appendix E
The Archivist's report was received as a new item by consensus. M. Witvoet
asked H. Ridge (ED) to provide a list of future exhibit plans.
f) Programming: See Appendix F
School & public programming, rentals and upcoming events were highlighted.
Discussion followed on Passes available at the Library & on rental agreements.
Moved by: S. Reiner
Seconded by: S. Middleton
THAT: the Program Coordinator Report of February 2019 be received.
MOTION CARRIED
g) Executive Director Report: See Appendix G
The Strategic Plan expired in 2016. K. Warren, as acting Executive Director in
2018, took that document & updated it for CMOG. It was given a pass with the
provision that it would be reviewed and updated again for CMOG in 2019 and
be resubmitted along with the new standards required. All these are due in June
which doesn't leave much time. Strategies and processes were discussed. M.
Witvoet asked that the most recent version of the Strategic Plan be circulated
for reference.
K. Warren asked if Board members following the Orientation meeting might
start to work on this process. S. Reiner offered to bring samples from her past
experiences with similarly sized organizations.
Moved by: M. Witvoet
Seconded by: A. Foster
THAT: the Executive Directors Report of February 2019 be received.
MOTION CARRIED
9. New Business:
a) 2019 Budget delegation to Council:
The Proposed Budget was reviewed during the Financial Report. Board
members were reminded they could attend Council on Friday February 15th
in support of the museum delegation. H. Ridge, ED, will present. K. Warren
and S. Reiner will be available to attend.
b) Cultural Survey being considered by Council:
Mayor Foster stated that this is something to anticipate in 2019. It was
suggested previously and would engage the museum, library, VAC for example
and consider the viability of a combined board or other scenarios with no pre-
determined or expected outcomes. More to follow in future.
10. In Camera
Moved by: A. Foster Seconded by: S. Reiner
That: at 9:08 pm in accordance with Section 239 (2) of the Municipal Act,
2001, as amended, the meeting be closed for the purpose of discussing the
following matter that deals with d) labour relations or employee negotiations.
MOTION CARRIED
Discussion on CUPE negotiations.
Moved by: G. Anderson
Seconded by: S. Middleton
That: at 9:15 pm the meeting move out of camera, returning to Open Session.
MOTION CARRIED
For the purpose of the public record one motion to Council was made as
follows;
Moved by: A. Foster
Seconded by: S. Middleton
That: the Board approves that the provisions in the Collective Agreement are
applicable to the Non -Affiliated staff as appropriate.
MOTION CARRIED
11. Date and Place of Next Board Meeting:
The next meeting will be held March 13, 2019 at 7 p.m.
Location: Library at Town Hall Meeting Room 1 C
Discussion followed on the date for an Orientation Meeting at the Sarah Jane
Williams Heritage Centre with the suggestion of Wednesday February 271
2019. H. Ridge, ED, will confirm the viability of that meeting date.
12. Adjournment:
Moved by: S. Middleton
Seconded by: M. Morawetz
THAT: the meeting be adjourned at 9:27 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
February 2019 Finance Report
Overview
1.1 H. Ridge, Executive Director and I. Locke, bookkeeper have worked
together to update the Chart of Accounts to better reflect the
Museum's revenue lines and expense lines with regards to
operations and special projects.
1.2 The new permanent children's area, called "ClaringTOWN" was
funded in 2018 by Federal grants totalling $32,900, corporate
sponsorships totalling $15,500, and museum reserve funds totalling
$24,000. A sponsorship of $10,000 is expected in 2019 for the
remaining balance. (Total funding: $72,400 in 2018, $10,000 in 2019)
1.3 The majority of the design, fabrication and installation of
"ClaringTOWN" were completed in 2018. Payments were divided into
4 phases to correspond to installation, 30%, 30%, 25% and 15%. A
first payment of $21,600 (30%) was paid to Point of View exhibits in
August 2018. Another payment of $21,600 (30%) was paid to Point of
View exhibits in January 2019, but it will be reflected in the 2018 year.
Another payment of $18,000 is pending, also to be reflected in the
2018 year. The final invoice of $10,800 is expected at the end of this
month when the final buildings are installed. (Total cost: $72,000 plus
tax for Point of View, - $1,500 other)
1.4 The Tourism Oriented Directional Signs (TODS) cost was to increase
this year. Our fee was set to increase from $1,356 to $3,525. The
provincial government put a hold on the increase until next year. The
museum will need to decide if we wish to continue our participation in
the program at the increased fee, and if so, how to cover the cost of
the increase.
1.5 H. Ridge inquired as to how to request an advance from the
Municipality for the museum's municipal grant. C. Carr advised a
formal request be sent to Trevor Pinn, the Treasurer/Director of
Finance.
Recommendations:
1. That the Finance Report for February 2019 be received:
2. That a formal request be made to Trevor Pinn, the Treasurer/Director
of Finance for the Museum to receive 25% of their previous years'
grant in advance in February.
Appendix A)
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February 2019 Membership Report
Overview
1.1
Attendance for 2018: 7274
1.2
Memberships sold in 2018: 51
1.3
Newsletters issued in 2018: 5
1.4
E -blasts issued in 2018: 25
1.5
Attendance for January 2019: 760
Recommendations:
1. That the Membership Report for February 2019 be received:
Appendix B)
February 2019 Property Report
Overview
1.1 Main floor carpet replacement has been completed (February 8/9).
New carpet tiles were installed to replace the stained, wall-to-wall
carpet.
1.2 Washroom renovations have begun (February 11). The middle "staff"
washroom is being replaced with a universal accessible washroom.
The women's and men's washrooms will receive new partitions, new
flooring and new paint. The work is planned to allow at least two
washrooms to be open and usable during the renovation work so as
not to conflict with museum programming.
1.3 Unfortunately, it was determined that replacing the flooring in the
corridor (lower level hallway) was outside of the budget for the
project.
1.4 North facing "alcove" shelf walls in the main level of the Sarah Jane
are to be repaired and replaced with a new surface wall due to
moisture issue.
1.5 Museum gardens will need some Board discussion as to how to
maintain. More volunteers are needed and currently there is no
separate budget line to support the work. We rely on donations of
materials from businesses. With minimal volunteers and no budget to
support, it is difficult to maintain the gardens and grounds. Even with
the support of a summer student, the grounds need more attention,
especially if we plan to increase wedding rentals. There was a
proposal in 2018 to add a new garden to the grounds, but there is
concern that there is already difficultly maintaining what we have.
Recommendations:
1. That the Property Report for February 2019 be received:
2. That the planned garden installation for 2019, be postponed for
further discussion and review:
Appendix C)
Curator Report
1.0 Exhibits
1.1 ClaringTOWN officially opened on January 31 St with an opening for
sponsors and members, 30 people were in attendance. Saturday
Feb. 2nd a public opening was held and 64 people were in
attendance. Please see attached budget for this exhibit.
2.0 Collections Management
2.1 Work is continuing on the reorganization of the collection and the
deaccessioning project.
2.2 All items that were previously approved for deaccessioning in 2018
and have not gone to other public institutions have gone to auction
with Stapleton Auction.
2.3 Working with Durham College 2nd year Journalism students on their
Land Where We Stand project. They need to use archival resources
to research land in their community. The articles are published at
https://chronicle.durhamcollege.ca/category/features/land-where-we-
stand/
Recommendations:
1. That the Curator Report of January 2019 be received
Appendix D)
Archivist Report
January/ February 2019
Alexandra Geropoulos
1.0 Collections Management
1.1 Work is continuing on the reorganization of the collection. The 2018
Found in Collection items were added to the database.
1.2 Accessions for 2018 are almost completely numbered and added
into the database.
2.0 Exhibits
2.1 A proposal is being written for the downstairs hallway where the
bathrooms are located. This space is being reimagined into an exhibit
space for two-dimensional framed displays. This exhibit space can be
changed thematically over the course of the year by inserting new
images and exhibit text in display frames. Proposal and research to
be completed and submitted at next meeting.
Appendix E)
November 2018 ED Report
Overview
1.1 The new children's exhibit area, called "ClaringTOWN", was officially
opened on January 31 It
with a ribbon cutting ceremony. Despite the
cold weather, the event was well attended. We were pleased to have
representatives from OPG, St. Mary's Cement, Clarington Council
and many of the museum board members in attendance. The public
opening was held on February 1 It
for families and was also well
attended with very positive feedback from guests.
1.2 In January, H. Ridge, Executive Director, submitted summer student
grant applications for both Young Canada Works and Canada
Summer Jobs. Six applications were completed with requests similar
to those made in 2018.
1.3 As part of the requirements to qualify for the Community Museum
Operating Grant that we receive, we are to maintain set museum
standards. In 2018, one of the standards was to ensure each
organization receiving funding had a well-defined strategic plan.
Clarington Museum's strategic plan was implemented in 2013 and
was to be completed in three years. The museum was given a
conditional pass on the understanding that Strategic planning will
need to take place this year with an emphasis on community input.
The Board will need to decide how they wish to undertake this
process.
1.4 In the coming months, H. Ridge, Executive Director, will be reviewing
the museum policies and making recommendations to the Board
regarding any necessary updates prior to the CMOG application
deadline in June.
1.5 The 2019 Proposed Budget was prepared at the November Board
meeting. It was submitted the next day to the municipality as part of
the application for the municipal grant. Delegations are being heard
by Council on Friday February 15th with presentations being made by
Boards requesting funding. H. Ridge, Executive Director has
requested a 10 -minute presentation to be heard from the Museum
Board. The Board will need to decide who they wish to have as a
representative at the Special Budget meeting.
Recommendations:
1. That the ED Report for February 2019 be received:
2. That the Board undertake a strategic planning process to begin
immediately:
3. That a Board representative will attend the Special Budget meeting to
present on the 2019 Budget submission:
Appendix G)