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Home My WebLink AboutCSD-17-03 Addendum , , . UNFINISHED BUSINESS CJ!llpn REPORT COMMUNITY SERVICES DEPARTMENT Meeting: Council Date: December 15,2003 Resolution #: Report #: Addendum to CSD-17 -03 File #: By-law #: Subject: Clarington Museum Board / Newcastle Village and District Historical Society Recommendations: THAT Council approve the following: 1. THAT the Addendum to Report CSD-17-03 be received; and, 2. THAT recommendation #5 of Report CSD-17-03 be lifted from the table and approved: and, 3. THAT the amending by-law be approved; and, 4. THAT the Clarington Museums Board and Newcastle Village and District Historical Society be advised of the action taken. Submitted by: o ph P. Caruana D' ector of Community Services Reviewed bY:U~ ' jJ Fr I Wu 1) Chief Administrative Officer JPC/BRT/jm REPORT NO.: Amendment to Report CSD-17-03 PAGE 2 1.0 BACKGROUND 1.1 At the June 23, 2003 meeting of Council, Report #CSD-17 -03, (see attachment #1) was received. Included in the report was a recommendation to amend by- law #2002-45. 1.2 "THAT By-law 2002-45 (being a by-law to establish a Board of Management to operate museums on its behalf - Clarington Museum Board) be amended to include a representative of the Newcastle Village and District Historical Society on the board as one of the eight voting members." 1.3 At that time, the Newcastle Village and District Historical Society had not formally approved the proposal. As such, the recommendation was tabled until such time as the Newcastle Village and District Historical Society could deal with this issue. 2.0 COMMENTS 2.1 On December 8,2003, correspondence has now been received from the Secretary of the Newcastle Village and District Historical Society (see attachment #2) which confirms the general membership of the Newcastle Village and Historical Society has approved the informal partnership with the Clarington Museum Board. 2.2 As such, the appropriate by-law (see attachment #3) has been prepared for approval which would amend By-law 2002-045 to include the Newcastle Village and District Historical Society as one of the eight voting members of the Clarington Museum Board. Attachments: Attachment #1 - Report #CSD-17-03 Attachment #2 - Correspondence - Newcastle Village and District Historical Society Attachment #3 - Amending By-Law Interested party to be advised of Council's decision: Clarington Museum Board Newcastle Village and District Historical Society CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-5506 ADDENDUM TO CSD-17-03 ATTACHMENT #1 Clarin IH uDdinK the w., 'gllJ REPORT COMMUNITY SERVICES DEPARTMENT Meeting: General Purpose and Ad.ministration Committee Date: June 16, 2003 Resolution #: Report #: CSD-17'()3 File #: By-law #: Subject: Clarington Museums Transitional Board/Newcastle Village and District Historical Society Recommendations: It is respectfully recommended that the General Purpose and Administration Committee- recomm~nd to Council the following: 1. THAT Report CSD-17-03 be received; -". -: 2. THAT Council encourage the Clarington Museums Transitional Board and the Newcastle Village and District Historica! Society to establish an informal working -'. ..relationship;. 3. THAT the.Museums Curator be permitted to provide services to the Newcastle Village and District Historical Society without additional compensation; "."................r .... _'..... __,_.' .. 4. THAT such services would be under the direction of the Museums Administrator; 5. THAT By-Law 2002-45 (being a by-law to establish a Board of Management to operate museums on its behalf - Clarington Museum Board) be amended to include a representative of the Newcastle Village and District Historical Society on the board as one of the eight voting members; and 6. THAT the Clarington Museums Transitional Board and the Newcastle Village and District Historical Society be advised of action taken. CORPORATION OF THE MUNICIPALITY OF'PLARINGTON 40 TEMPERANCE STREET, BOW MANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-5506 REPORT NO.: CSD-17-03 PAGE 2 Submitted by: JPC/jm ...- e h P. Caruana rector of Community Services Reviewed by: Franklin Wu Chief Administrative Officer \ R~PORT NO.: CSD-17-D3 PAGE 3 1.0 BACKGROUND \ 1.1 At the April 14, 2003 Council Meeting, correspondence (Attachment #1 ) from Martha Rutherford Conrad, Administrator of the Clarington Museums Transitional Board was received and referred to staff. 1.2 Through that correspondence, the Museum Board is request~ng Council to establish a formal working relationship between the Clarington .Museums Transitional Board and the Newcastle Village and District Historical Society. Further, the board is also requesting an amendment to the by-law (Attachment #2) that would provide representation of the Historical Society on the Clarington Museums Board. 2.0 COMMENT 2.1 Staff has met with Martha Rutherford Conrad, Museum Administrator and Myno Van Dyke representing the Newcastle Village and District Historical Society for clarification and to ensure that both parties are aware of any implications as a result of approval of the request. . 2.2 In essence, approval of the request for a formal working relationship would prompt the following: · The Newcastle Village and District Historical Society would no longer be recognized as a legal entity, and as such they would be required to surrender their financial assets to the Museum Board · The Historical Society would no longer qualify for municipal grants · The Massey Show would become a Museum Board initiative · The Museum Board would assume all inventories, assets and liability of the Historical Society · All activity would be governed by the Municipal By-law and the Museum rules and regulations 2.3 Subsequently, Mr. Van Dyke conveyed that it is not the Historical Society's intention to loose its identity and requested that Council not take any action regarding a formal working relationship at this time. 2.4 Mr. Van Dyke did however indicate interest in having a representative of the Historical Society sit as a member of the Clarington Museums Board and further would welcome any staffing assistance the Museum Board could offer. Our discussion with the Museum Administrator indicated a desire to have Mr. Charles Taws, Museum Curator work out of the Historical Society office in Newcastle Village for a maximum of three hours per week. '\ 2.5 If implemented, By-Law 2002-44 Section 9.i states that the Board may "Carry out such other duties relating to the history and development of the Municipality RepORT NO.: CSD-17.Q3 PAGE 4 as may be assigned by Council.", It should further be noted that the employment relationship between the Curator and the Museum Board will not change, and in fact, \the assignment will be offered without additional compensation. 3.0 SUMMARY 3.1 It is clear at this time that the Newcastle Village and District Historical Society wishes to continue its mandate without compromIsing their legal status. It is also evident that benefits could be realized by both the Clarington Museums Transitional Board and Newcastle and District Historical Society. should an informal working relationship be established. 3.2 Should an informal relationship be established, both organizations could, once again. request a formal amalgamation at such time as deemed appropriate by both groups. 3.3 Council will be required to make appointments to the Clarington Museum Board early into the term of the new Council. As the existing term of the Clarington Museums Transitional Board draws closer to conclusion, staff is recommending deferral of the requested appointment of a member of the Newcastle Village and District Historical Society to the Museums Board until such time that the Clarington Museums Board under By-Law 2002-45 is appointed by Council. 6- Attachments: Attachment #1 - correspondence from Martha Rutherford Conrad. Administrator. Clarington Museums and Archives Attachment #2 - By-Law amendment Interested party to be advised of Council's decision: Clarington Museum Transitional Board Newcastle Village Historical Society \ REPORT CSD-17-03 ATTACHMENT #1 Clarington Muzeum:s and Tlrchiv~ P.o. Box 188.37 Silver Street Bowmanville ON LIC 3K9 (905)623-2734 end: bm-c:hin@durbam.riCl 2S March 2003 Mayor and Councillors 40 Temperance Street Duwin6ll1ville ON Ll C 3A6 To Mayor and Councillors, The Clarington Museums Transitional Board and the Newcastle Village and District Historical Society would like to establish a formal working relationship. To that end, at the March 121h, 2003 Board meeting, the following resolutions were passed for "- consideration by Council. THAT the Clarington Museu""~ TnmS1t;"n!'ll Board recommend to Council that there be an amendment to By-Law 2002-044 to include the Newcastle Village and District Historical Society within Clarington Museums and Archives. THAT the Clarington Museums Transitional Board recommend to Council that Joan Anderson be appointed to the Clarington Museums Transitional Board to represent the Newcastle Village and District Historical Society. Regards Martha Rutherford Conrad Administrator Clarington Museums and Archives \ .cc Clarington Museums Transitional Board ~,/ I // .~ ,; NEWeA5TLE ~LLAaiDANDTtiisfiIeT HI5TemeAL SeeIEfY P. o. Sox 585, Newcastle, Ontario LIS IHl Municipality ofClarington November 29, 2003 . '03DECOB PM 3:30:34 To: Mayor John Mutton and All Municipal Council Members . . Congratulations on your return to office, Mayor Mutton. We also congratulate the new members and all returning members of this Council. May this term be successful and interesting for each of you. This is to confirm that the general ,membership of the Newcastle Village and District Historical Society has approved this Society working in an informal partnership with Cl'lr1"~M 1.~'..~~""......... ,.~+l. - representative from the Newcastle Village and District Society sitting on the Clarington Museum Board as a voting member at a General meeting on September 29,2003. Please find attached those minutes. We very much appreciate the assistance and support, including financial, that you as a Council give us. Our active volunteers work very hard to maintain the records of our past and feel that this partnership will enable us to work cooperatively by maximizing our resources and minimizing costs, as we step together with the Clarington Museums Board into the future. Yours sincerely, ,~~~. JoBn Anderson Secretary \ Pride In Yesterday · Pride Today · A Proud Tomorrow ADDENDUM TO CSD-17-03 ATTACHMENT #3 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY -LAW 2003 - Being a By-law to amend By-law 2002-045, BEING A By-law to establish the Board of Management to operate Museums on its behalf - Clarington Museum Board WHERAS the Corporation of the Municipality of Clarington deems it expedient to amend By-law 2002-045: 1. Section 5 a) is deleted in its entirety and replaced with the following: 5 a) THE CLARINGTON MUSEUM BOARD shall consist of eleven (11) members, comprised of eight (8) voting members, (two (2) members from each ward; of which one member will be a representative of the Friends of the Museum; and, one member will be a representative of the Newcastle Village and District Historical Society); and, two (2) appointed voting members of Council; and one (1) non-voting Museums Administrator. By-law read a first time this 15th day of December 2003. By-law read a second time this 15th day of December 2003. By-law read a third time and finally passed this 15th day of December 2003. MAYOR CLERK , . NEWeASTLE VILLAUE AND UI5Tmer HI5TemeAL SeeIEfY P.o. Box 585, Newcastle, Ontario LIB IHl GENERAL MEETING Sept. 29, 2003 Council Chambers, Newcastle Community Hall PRESENT: Myno Van Dyke (President), Francis Jose (Treasurer), Joan Anderson (Secretary), Directors - Mabel Goode, Helen Schmid, Sanford Haskill., Wayne Blackb~ Carl Good, Ron Locke, many members (attendance approximately 75) CALLED TO ORDER at 7:35 pm by Myno Van Dyke (president). MOTION: Moved by Sanford HaskiIl, seconded by Carl Good that the Newcastle Village and District Historical Society work in an illfUllIlal partnership with the Clarington Museums Board, with a representative from our Society sitting as a voting member of their board. Carried. MOTION: Moved by Sanford Haskill, seconded by Wayne Blackburn that the Newcastle ViUage and District Historical Society raise the membership fees from $8 annually to $10 for an individual, and from $12 to $15 for a family., with corporate memberships remaining at $25. Carried. Ed Burtt did a great presentation with the videos of the wreck of the "Speedy" which changed the course of history in the Newcastle District .He also displayed silver pieces of eight and fmgers of gold from the Atoche, a Spanish galleon ~t sank in the Florida Keys, which he worked on recovering treasure for Mel Fisher. This presentation was most interesting. Helen Schmid thanked Ed for the presentation on behalf of all the members. NEXT BOARD MEETING - Nov. 18, 1:15 pm at the Historical Society Room, Newcastle Community Hall. Refreshments were served by Florence Taylor and enjoyed by the attendees. \ Pride In Yesterday · Pride TodaS' · A Proud Tomorrow