HomeMy WebLinkAbout2019-06-12Clarington Museums & Archives
Meeting of the Board:
June 12, 2019
MAC Meeting Room 1 C, 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
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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
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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 1 C, 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
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