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HomeMy WebLinkAbout2007-02-01 Minutes I - 2 CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES February 1, 2007 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: K. Isnor S. Laing J. Richards J. Rook J. Murray M. Carleton B. Colville Mayor J.Abernethy Councillor G. Robinson Absent: P. Ford Staff: M. Rutherford Conrad,Administrator M. Horne,Recording Secretary 1. CALL TO ORDER The meeting was called to order by the Administrator at 7:05 p.m 2. ADOPTION OF AGENDA Moved by: K. Isnor Seconded by: S. Laing THAT the agenda be approved. MOTION CARRIED 3. NOMINATION AND ELECTION OF OFFICERS The Administrator reviewed the elections procedures as documented in the Policies of the Clarington Museums and Archives. The Administrator called for nominations for the position of Chair. Moved by: S. Laing Seconded by: J. Murray THAT K. Isnor be nominated for Chair. As there were no further nominations for Chair, nominations were closed and K. Isnor accepted the position. K. Isnor, Chair, then presided over the meeting. K. Isnor called for nominations for Vice Chair. Moved by: S. Laing Seconded by: J. Murray THAT Councillor G. Robinson be nominated for Vice Chair. As there were no further nominations for Vice Chair,nominations were closed and Councillor Robinson accepted the position. The Chair called for nominations for the Finance Committee Chair. Moved by: J. Richards Seconded by: J. Murray THAT S. Laing be nominated for the position of Finance Committee Chair. As there were no further nominations for Finance Committee Chair, nominations were closed and S. Laing accepted the position. Nominations were called for the Collection and Event Planning Committee Chair. Moved by: J. Richards Seconded by: S. Laing THAT M. Carlton be nominated for the position of Collection and Event Planning Committee Chair. As there were no further nominations for Collection and Event Planning Committee Chair, nominations were closed and M. Carlton accepted the position. Nominations were called for the Property Committee Chair. Moved by: S. Laing Seconded by: Councillor G. Robinson THAT J. Richards be nominated for the position of Property Committee Chair. As there were no further nominations for Property Committee Chair, nominations were closed and J. Richards accepted the position. 4. APPROVAL OF MINUTES Moved by: Councillor G. Robinson Seconded by: S. Laing THAT the minutes of the Board meeting of December 6, 2006 be approved. MOTION CARRIED 5. BUSINESS ARISING a) Policies/Procedures: The Administrator provided the new board members with an orientation which included a description of each of the three museum sites,the Bowmanville Museum,the Sarah Jane Williams Heritage Centre and the Clarke Museum, and the variety of events held at each. The board members were provided with a mandate for each of the sites as well. An explanation of the policies and procedures was provided along with invitations to tour all the sites. Future plans for the Clarke Museum include the move of the Kirby United Church to the museum site and, in long term plans, the log cabin from the area, which would provide a site depicting an early pioneer village in Clarice Township. 6. COMMITTEE REPORTS a) Finance Committee: A brief report was submitted by the Finance Chair and handouts were given on 2007 expenses. The members were advised that the museum has a new bookkeeper who works on site. Moved by:Mayor Abernethy Seconded by: J. Rook THAT the Finance Committee report be accepted. MOTION CARRIED 7. ADMINISTRATOR'S REPORT The Administrator provided the board members with a Schedule of Events for 2007. Discussion was held regarding some of the exhibits held in the past from the Royal Ontario Museum and the current exhibit from Bruce County and costs of such exhibits. The Administrator informed the board members that these programs are very well received by the schools, both in Clarington and in other municipalities. The dates for these various exhibits fill up very early. Clarington Museums and Archives could have a great travelling exhibit of our own with our collection of dolls, as we have the largest collection of Canadian made dolls in the world, as well as our collection of dolls which is probably the largest in Canada. As well, Camp 30 is of great interest and would make an excellent travelling exhibit 8. NEW BUSINESS Mayor Abernethy presented the board members with a report which has been submitted to Council regarding the Museum By Law 2002-045. Board members were asked to peuse the report. General discussion was held on this subject. It was agreed that the Museum Board would use the existing By Law for the museums as a starting point for reviewing any By Law issues. Moved by: Mayor Abernathy Seconded by: Councillor Robinson THAT a committee be formed to review the existing current by-law, consisting of the Executive Committee on the Board and Mayor Abernethy, and this committee will highlight areas of concern and present to staff for clarification in the very near future. MOTION CARRIED Moved by: Councillor Robinson Seconded by: J. Richards At this point the Chair welcomed a guest to the meeting, Mr. W. Tanner, a volunteer of the museum. 9. DATE AND PLACE OF NEXT BOARD MEETING The next meeting of the Board of Directors of the Clarington Museums and Archives will be held MARCH 7,2007 at the Sarah Jane Williams Heritage Centre, beginning at 7:00 p.m. Future meetings of the Board will be held on the second Wednesday of each month, April 11, May 9, June 13, Sept 12, Oct 10,Nov 14 and Dec 12, 2007, at the Sarah Jane Williams Heritage Centre, beginning at 7:00 p.m. 10. ADJOURNMENT Moved by: S. Laing THAT the meeting adjourn at 8:50 p.m.