HomeMy WebLinkAbout2019-10-09— Cl nngtun Nlu um.
Clarington Museums & Archives
Meeting of the Board:
October 9, 2019
MAC Meeting Room 1C, 163 Church Street, Bowmanville, Ontario
Present: H. Ridge (ED), M. Morawetz, S. Reiner, K. Warren, S. Middleton, A.
Foster, M. Ross
Regrets: G. Anderson
1. Call To Order:
K. Warren, Chair of the Board, called the meeting to order at 7:05 p.m.
2. Adoption of Agenda:
Moved by: S. Middleton Seconded by: S. Reiner
THAT: The agenda be approved.
MOTION CARRIED
3. Disclosure of Interests:
None.
4. Adoption of Previous Minutes:
Moved by: A. Foster Seconded by: M. Ross
THAT: The minutes of September 11, 2019 be approved.
MOTION CARRIED
5. Business Arising from Previous Minutes:
a) Library/Museum merger:
A communication from June Gallagher, Deputy Clerk, was read regarding
Council's approval of Resolution #JC -112-19, where Council directed staff to
work towards merging the Clarington Public Library Board and the Clarington
Museums and Archives Board, effective January 1, 2020 in the manner set out in
the report CAO -009-19.
The Library -Museum merger was discussed in regards to budget preparations for
the year, specifically in terms of a joint or separate budget for the Library and
Museum. Museum and Library staff met with Municipal staff on Monday Oct 7 to
discuss preparing a joint budget for 2020. The Museum board has been asked to
approve a museum budget for 2020 and recommend it to the Library board for
submission. Budgets are due to the Finance department by November 15. There
is a 2% increase cap for external agency requests. Board members discussed
forming a working group to look at the budget to prepare two scenarios and
provide a report to the Library Board outlining the decisions. The group decided
to meet soon in order to meet the deadline. Fundraising was discussed as it was
planned for the Fall of 2019, but not carried out due to the merger. Board
members felt it was harder to find donors who would be willing to donate to the
Museum now that it is to become part of a bigger organization, with a much
larger budget. Members also discussed the difference of the Library's "free"
model compared to the Museum's "fee" model of charging for programs and
services in order to earn revenue. Members felt it is likely that there could be
challenges with the budget going forward in terms of fundraising and earned
revenues as the Library follows a different model.
b) Strategic Plan
Board members discussed their disappointment with not being able to enact the
plans set out in the Strategic Plan. The desire is to make sure the Museum is
organized and ready for the merging on January 1, 2020.
6. Correspondence:
None.
7. Announcements:
There is a 4H fundraising and pasta party at Maple Grove Church on Saturday
October 26 from 6-7pm for dinner and 7-9 pm for games.
Eldad United Church's annual beef dinner in on Sunday November 3 at 6 pm at the
Solina Community Hall.
Ontario Power Generation is holding an open house on Saturday October 26.
There is a Clarington Board of Trade networking event being held at the Sarah Jane
Williams Heritage Centre on Thursday October 17 at 5 pm sponsored by Evergreen
Farm and Garden.
8. Reports:
Moved by: A. Foster Seconded by: S. Middleton
THAT: All reports be received.
MOTION CARRIED
Moved by: S. Reiner Seconded by: S. Middleton
THAT: 2019 Accession List be approved.
MOTION CARRIED
Moved by: A. Foster Seconded by: M. Ross
THAT: The Criminal Reference Check Policy be approved.
MOTION CARRIED
Moved by: M. Morawetz Seconded by: M. Ross
THAT: The Personnel Records Policy be moved to the next regular board meeting.
MOTION CARRIED
Moved by: A. Foster Seconded by: S. Reiner
THAT: Executive Director H. Ridge will talk with the Clarington Public Library
regarding the possibility of consolidation of snow clearing services or choose a snow
clearing service provider.
MOTION CARRIED
9. New Business:
None.
10. In Camera:
None.
11. Date and Place of Next Board Meeting:
The next meeting will be held on November 13, 2019 at 7 p.m.
Location: MAC Meeting Room 1C, Bowmanville Library
12. Adjournment
Moved by: S. Middleton Seconded by: M. Ross
THAT: The meeting be adjourned at 8:05 p.m.
MOTION CARRIED
Minutes for the meeting of the Clarington Museums and Archives Board have been accepted
and approved on
Chair,
Executive Director,
Clarington Museums and Archives Board Clarington Museums and Archives