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HomeMy WebLinkAbout2008-09-10 Minutes Present: Regrets: Staff: 1-6 CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES September 10, 2008 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario J. Rook S. Laing W. Tanner K. Isnor B. Colville M. Carleton P. Ford Mayor J. Abernethy Councillor G. Robinson J. Witheridge J. Murray M. Rutherford Conrad, Executive Director M. Home, Recording Secretary 1. CALL TO ORDER The meeting was called to order by the Chair at 7:05 p.m. 2. ADOPTION OF AGENDA Moved by: Councillor Robinson Seconded by: K. Isnor THAT the agenda be approved. MOTION CARRIED 3. APPROVAL OF MINUTES Moved by: K. Isnor Seconded by: W. Tanner THAT the minutes of the Board Meeting of June 28,2008 be approved. MOTION CARRIED 4. BUSINESS ARISING a) The Executive director advised the board that the repairs to the balcony, verandah and eaves of the Bowmanville museum would be paid from a portion of the provincial grant the municipality is receiving as well as from the municipality's Works department budget. b) Changes to the telephone system at the museums are still in transition and will be of benefit as this will provide the use of a cell phone for staff when working outdoors. c) The board was advised that a grand piano and three organs have been de-accessioned following the policies for de- accessioning. They have been donated to a museum in Calgary,Alberta. d) The board was advised that a professional development opportunity is being offered at the Canadian Museum of Civilization in Gatineau, P.Q. and that the museum's program co- ordinator should be attending this worthwhile event. The Executive Director advised that as there is $100.00 left in the account for professional development another $350.00 would be required in order to take advantage of this opportunity. This item to be discussed later in the meeting after the Finance Report. 5. COMMITTEE REPORTS a) Finance Report: Discussion was held regarding the Finance Report. Moved by: K. Isnor Seconded by: S. Laing THAT the Executive Director be directed to transfer the necessary funds out of professional fees account for the purpose of the professional development training in Gatineau, P.Q. MOTION CARRIED Moved by: K. Isnor Seconded by: Mayor Abernethy THAT the Finance Report be accepted. MOTION CARRIED b) Property Report: Discussion of delays in invoicing from the municipality to the museum was held. Moved by: Mayor Abernethy Seconded by: P. Ford THAT the Property Report be approved. MOTION CARRIED 6. EXECUTIVE DIRECTOR'S REPORT The Executive Director reported that the summer camp program was sold Out. As well, response to the new Professional Development Day program is very promising. The Victorian Teas had lower response than usual, due probably to poor weather. Sign at the Sarah Jane Heritage Centre has been installed, the Clarke Museum signs are in final design stages. The Executive Director advised that plans were ongoing with St. Mary's Cement to gain sponsorship for a traveling exhibition in 2009. The Kirby Church Project is continuing with a new letter campaign and corporate sponsorship letters are in draft form. A banner is being installed on the front of the Church. The Surf 'n' Turf evening has been re- scheduled to the spring of2009. The Executive Director advised that a meeting will be held with Federal Government to obtain grant money to help move the building. Moved by: K. Isnor Seconded by: B. Colville THAT the Executive Director's Report be accepted. MOTION CARRIED 7. NEW BUSINESS The Executive Director advised that the probation period for our Program Co-Ordinator expires on 24th September. The Executive Committee will be meeting to review the performance of the employee along with recommendations from the Executive Director. P. Ford advised that he had met the grand daughter of Sarah Jane Williams at the museum during the summer and that he had been asked by her to convey her thanks to everyone for what is being done at the museums. 8. DATE AND PLACE OF NEXT BOARD MEETING The next meeting of the Board of Directors of the Clarington Museums and Archives will be held OCTOBER 8, 2008 at the Sarah Jane Williams Heritage Centre, beginning at 7:00 p.m. 9. ADJOURNMENT Moved by: Councillor Robinson THAT the meeting adjourn at 8:05 p.m. Minutes for the September 10, 2008 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