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HomeMy WebLinkAbout2005-03-09 Minutes I - 7 . 1t , _.. CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES MARCH 9, 2005 Location: Newcastle Village and District Historical Society Room Newcastle, Ontario Present: K. Isnor, Chair S. Laing H. St Croix J. Witheridge J. Vinson M. Van Dyke J. Murray Councillor G. Robinson Councillor P. Pingle Regrets: D. Climenhage T. Oke P. Ford Staff: M. Rutherford Conrad,Administrator 1. CALL TO ORDER The meeting was called to order at 7:04 p.m. by the Chair. The Chair welcomed John Murray to the Museum Board. J. Murray responded that he was new to the area having moved to Courtice 4 years ago but he was looking forward to working on the Board. 2. ADOPTION OF AGENDA The Chair add F. Horvath to the agenda as the first item and deferred D. Climenhage's New Business to the next Board meeting in April. Moved By: M Van Dyke Seconded By: Councillor G. Robinson THAT the Agenda with amendments be approved. MOTION CARRIED F. Horvath Presentation DRAFT F. Horvath indicated that he wanted to informally visit the Board to update them on the Clarke Museum. 1. Water quality problems at Clarke Museum continue. The problems are caused by HPC which is a bacteria that can be found in distribution lines. The well and lines have been super chlorinated twice (January and February). F. Horvath noted that HPCs do not typically cause the same serious health implications as e.coli; however, he is still treating the situation seriously. HPCs can be caused by a high concentration of water in the ground or not a lot of use of the water system. An engineer has reviewed the well and will be making recommendations in a report due to F. Horvath the week of March 14th. F. Horvath is expecting that either a chlorination system or a UV light will need to be installed. 2. On the Kirby United Church proposal, F. Horvath indicated that he received the 1St draft of the report from TSH in late September/early October. He did not want to release the report until MTO put in writing the preferred route for moving the church. In December, F. Horvath received route information in writing from MTO. F. Horvath gave the report to the Museum Administrator for distribution to the Board. F. Horvath indicated that he would meet with the Museum Administrator to review the report. 3. Improvements planned at the Clarke museum in 2005 are; a. Paint building b. Replace board on front of schoolhouse c. Review building envelope d. Replace corrugated roof on lean-to e. Replace drywall in lean-to f. Repair wet spot identified in bathroom g. Improve air circulation under school house with an air circulation unit H. St. Croix asked F. Horvath about the mould situation at the museum. F. Horvath indicated that he believes the high incident of mould was due to a wet summer and it was aggravated by the storage of yard waste in the lean-to. He noted that the initial mould clean-up was not conducted properly. A more complete clean up needs to be done including the removal of contaminated wood. Councillor G. Robinson asked about planned capital expenses for Bowmanville Museum and Sarah Jane Williams Heritage Centre. F. Horvath indicated there were not any planned for 2005. The Museum Administrator thanked F. Horvath for the support he has given the museum and staff with our operational issues and capital improvements such as the new roof on the Bowmanville Museum. F. Horvath stated that he is working with the police to reduce vandalism. F. Horvath left the Museum Board meeting. DRAFT 3. APPROVAL OF THE MINUTES OF FEBRUARY 9, 2005 Moved By: J. Witheridge Seconded By: Councillor G. Robinson THAT the minutes of the Board Meeting of February 9, 2005 be approved. MOTION CARRIED 4. BUSINESS ARISING a) Board Protocol K. Isnor asked that when there is a complaint or an issue to bring it to the attention of the Chair of the Board or the Executive Committee. If there are staff concerns, they should be addressed to the Museum Administrator. Councillor P. Pingle responded that she did not feel that the minutes were distributed to the Board in a timely manner. K. Isnor indicated that the Board had decided last year not to set a policy for the distribution of the minutes; however, if the Board could revisit that decision. The By- Law does state that the minutes should be to the Municipal Clerk 10 working days after a Board meeting. The Museum Administrator responded that the minutes were late to the Municipal Clerk this month due to health issues with staff. Moved By: Councillor P. Pingle Seconded By: H. St. Croix THAT Museum policy correspond with Municipal By-Law by distributing the minutes to the Board within 10 days after the Board meeting. MOTION DEFEATED Moved By: J. Witheridge Seconded By: S. Laing THAT the Executive Committee reviewed the distribution of the Board minutes at their next meeting. MOTION CARRIED 5. CORRESPONDENCE Moved By: J. Witheridge Seconded By: S. Laing DRAFT THAT the correspondence by accepted. MOTION CARRIED The Museum Administrator gave an update on the Milligan artifacts and the request by a family member to have them returned. M. Van Dyke advised that the Board should be careful not to set a trend to return artifacts. S. Laing requested clarification on the process for loans in place at the Clarke Museum at that time. The Museum Administrator advised that there were not long term loan forms because the museum did not accept long term loans. The items were numbered and accessioned which is the process used for donations. J. Witheridge counseled that we should attempt to work with all parties in resolving the issue. The Chair directed the Museum Administrator to set up a meeting with the Chair, Collections Chair, Museum Administrator and the author of the letter to discuss the issue. H. St. Croix requested that all correspondence be date stamped when it is received. 6. COMMITTEE REPORTS a) Finance Committee: Moved by: Councillor P. Pingle Seconded by: J. Witheridge THAT the Finance Committee Report be received. MOTION CARRIED 7. ADMINISTRATOR'S REPORT The Administrator reported that the Egypt Gift of the Nile exhibit was a huge success. The Board was reminded of their Board Open House on April 2 at the Sarah Jane Williams Heritage Centre featuring the opening of the Threads of Time Exhibit. Moved by: J. Witheridge Seconded By: Councillor Robinson THAT the Administrator's Report be received. MOTION CARRIED DRAFT 8. NEW BUSINESS Deferred to next meeting. 9. DATE AND PLACE OF NEXT BOARD MEETING: The next meeting will be at the Sarah Jane Williams Heritage Centre at 7:00 PM on April 13, 2005. The Chair noted he will be setting up an Executive Committee meeting. Councillor G. Robinson thanked M. Van Dyke for hosting the Board at the Newcastle Village and District Historical Society Room. ADJOURNMENT Moved by: Councillor G. Robinson THAT the meeting adjourn at 8:17 p.m. DRAFT