Loading...
HomeMy WebLinkAbout2019-06-06[EariuGiuiE ]lt�umc Clarington Museums & Archives Special Meeting of the Board: June 6, 2019 MAC Meeting Room 1A, 163 Church Street, Bowmanville, Ontario Present: A. Foster, S. Reiner, M. Ross, K. Warren, H. Ridge (ED) Regrets: G. Anderson, S. Middleton, M. Morawetz 1. Call to Order: K. Warren, Chair of the Board, called the meeting to order at 5:11 pm 2. Adoption of Agenda: Moved by: S. Reiner Seconded by: M. Ross THAT: The agenda be approved. MOTION CARRIED 3. Disclosure of Interests: None 4. Memo from Andy Allison regarding Library/Museum Merger Discussion was held on the memo provided by Andy Allison regarding the potential Museum and Library Board merger. Board members discussed the Library Board's recent resolution to move to the next steps in the discussion, as well as the Visual Arts Centre Board's response. The board members shared their feelings on the opportunities and areas of concern. A draft response was discussed and it was decided that an official motion would be put forward for approval at the regular June 12th Board meeting. 5. In Camera: Moved by: A. Foster Seconded by: S. Reiner THAT: The meeting move in camera at 5:48 p.m. MOTION CARRIED Moved by: A. Foster Seconded by: S. Reiner THAT: The meeting move out of camera at 6:16 p.m. MOTION CARRIED 6. Adjournment: Moved by: S. Reiner Seconded by: A. Foster THAT: The meeting be adjourned at 6:29 p.m. 1of2 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 2of2 Clarington Museums & Archives Meeting of the Board: June 12, 2019 MAC Meeting Room 1C, 163 Church Street, Bowmanville, Ontario Present: M. Morawetz, S. Reiner, M. Ross, K. Warren, H. Ridge (ED), G. Anderson Regrets: A. Foster, S. Middleton 1. Call to Order: K. Warren, Chair of the Board, called the meeting to order at 7:04 p.m. 2. Adoption of Agenda: Moved by: S. Reiner Seconded by: M. Morawetz THAT: The agenda be approved with an amendment of one additional piece of correspondence (section 6.) MOTION CARRIED 3. Disclosure of Interests: K. Warren declared a pecuniary interest in the subject of the Museum's server re- location project as her husband's company submitted a quote for the relocation work. K. Warren will excuse herself from the room for the discussion and will not participate in any vote on the matter. 4. Adoption of Previous Minutes: Moved by: M. Morawetz Seconded by: S. Reiner THAT: The minutes be approved. MOTION CARRIED 5. Business Arising from Minutes: M. Morawetz recounted the high attendance at this year's Door's Open. Algoma, the largest site, had over 1000 people, while smaller sites had around 500-600 attendees. Many people complimented this year's event and commented that it was the best one they had attended so far. M. Morawetz mentioned an upcoming project to archive all older Door's Open material. 6. Correspondence: M. Ross put forth an email conversation between her and Shelagh Staunton, the Records Information & Legislative Projects Coordinator at the Municipality of Clarington. The conversation was regarding the archival materials that the 1of3 Municipality owns. This relationship is in an effort to understand the archival needs of the Municipality and where the Museum could be of assistance. 7. Announcements: M. Morawetz mentioned the Oshawa Peony Festival that was coming up that weekend. H. Ridge passed out posters for the upcoming Fun with Fascinator's workshop that the Museum was offering, and encouraged everyone to attend as well as put up posters. 8. Reports: a) Finance: Moved by: S. Reiner Seconded by: M. Ross THAT: The Museum purchase the accounting software, Quick Books, and that all related financial accounting files reside on-site for access by the Executive Director and members of the Board for risk management and budgeting purposing. MOTION CARRIED Moved by: S. Reiner Seconded by: M. Morawetz THAT: The Board approve requesting a temporary P -card from the Municipality for use by Helen Wright, Summer Hospitality Assistant to purchase food supplies for events and rentals. MOTION CARRIED b) ED Report: At 7:19 p.m. K. Warren exited the room and handed the meeting over to Vice Chair S. Reiner. H. Ridge presented 2 quotes that were submitted for the server re -location project. Quotes were very comparable in scope of work and cost. H. Ridge was asked to look into the warranties for the hardware and installations. Moved by: M. Morawetz Seconded by: S. Reiner THAT: The server re -location project be awarded (at the discretion of H. Ridge), and the work carried out as soon as possible. MOTION CARRIED At 7:33 p.m. K. Warren returned. Moved by: S. Reiner Seconded by: G. Anderson THAT: All reports be received. MOTION CARRIED 9. Strategic Plan Working Group: S. Reiner passed out updated Strategic Plans. Discussion was raised regarding the content of the acknowledgements page as the Museum would like to thank all supporters. It was decided that the Strategic Plan Working Group would continue to 2of3 meet monthly in order to monitor the progress made on goals and also to begin working on the upcoming 5 -year strategic plan process. Moved by: M. Ross Seconded by: G. Anderson THAT: The Strategic Plan be approved with corrections made to any grammatical errors. MOTION CARRIED 10. New Business a. Board members who were not able to attend the June 6t" special meeting were updated on the potential merger between the Clarington Museums and Archives Board and the Clarington Public Library Board. K. Warren read the proposed response letter, which would be sent to Andy Allison to include with his report to Council. G. Anderson, as Council Representative, was asked to convey to the members of Council, the Board's wish for a full review of the merger possibilities and models of potential reporting structure. Moved by: S. Reiner Seconded by: M. Ross THAT: The Clarington Museums and Archives Board advise the Municipality of Clarington that it is interested in continuing to meet with the Library Board and Municipal staff to discuss the possible merger of the Library and the Museum and that the Museum Board will support the Municipality in its decision. MOTION CARRIED 11. In Camera None 12. Date and Place of Next Board Meeting: The next meeting will be held on September 11, 2019 at 7 p.m. Location: MAC Meeting Room 1C, Bowmanville Library 13.Adjournment: Moved by: S. Reiner Seconded by: G. Anderson THAT: The meeting be adjourned at 8:19 P.M. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on Chair, Clarington Museums and Archives Board Executive Director, Clarington Museums and Archives 3of3