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HomeMy WebLinkAbout2004-02-25 Minutes COUNCIL INFORMATION I-6 C'� CJI� CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES February 25, 2004 Location: 62 Temperance Street, Bowmanville, Ontario Present: P. Ford K. Isnor S. Laing T. Oke J. Rowe H. St. Croix J. Vinson Councillor G. Robinson Regrets: D. Climenhage J. Witheridge M. VanDyke Absent: Councillor P. Pingle Staff: M. Rutherford Conrad, Administrator S. Mariglia Bosgraaf, Recording Secretary CALL TO ORDER The meeting was called to order at 7:00 p.m. by K. Isnor, Chair. ADOPTION OF AGENDA Moved By: S. Laing Seconded By: J. Rowe THAT the Agenda be approved. MOTION CARRIED 2 APPROVAL OF DECEMBER 10, 2003 BOARD MINUTES Moved By: H. St. Croix Seconded By: S. Laing THAT the Minutes of the December 10, 2003 Board Meeting be approved. MOTION CARRIED APPROVAL OF FEBRUARY 11,BOARD MINUTES Moved By: J. Rowe Seconded By: P. Ford THAT the Minutes of the February 11, Board Meeting be approved. MOTION CARRIED BUSINESS ARISING a) Policy Manual Target dates were presented for completing the unfinished sections of the Policy Manual, as deferred to the current board by the previous Board. Ministry of Culture has recently altered standards, which will affect finalizing sections 8-15. Workshops were attended in December of 2003 by the Administrator and Curator, held by Ministry of Culture, Ontario Museums Association and the Canadian Museums Association, in order to understand these new standards. Dates were questioned by both J. Rowe and H. St. Croix. Administrator explained that the revisions would first go to the individual committees and then be presented to the Board. b) Ontario Power Generation Administrator followed up with Bev Forget from OPG. Administrator is waiting for a return call. Administrator assured Board that Ms. Forget had called the Museum once and her call was promptly returned. J. Rowe brought to attention the outstanding decision regarding Kirby United Church. It will be on the agenda of the March Board meeting. CORRESPONDENCE Moved By: S. Laing Seconded By: J. Vinson THAT the correspondence be received. MOTION CARRIED 3 COMMITTEE REPORTS a) Finance Committee Report delivered by Administrator, as per D. Climenhage. Outstanding Expenditures and Revenues were reviewed (refer to Finance Committee Monthly Report). Revenues up,primarily due to new grants. H. St.Croix queried $53.00 expenditure to S. Leetooze. Administrator advised it was to purchase reference material. Councillor G. Robinson queried expenses to Clarington This Week.. Administrator advised it was for special promotions, otherwise Page 2 of The Statesman is used for advertising. Moved By: K. Isnor Seconded By: T. Oke THAT the Finance Committee Monthly Report 2004-F-1 be received. MOTION CARRIED ADMINISTRATOR'S FEBRUARY 2004 REPORT The Administrator presented the recently developed staff procedures which ensure consistency throughout the organization, upcoming events and recent statistics (refer to Administrator's Report- February). Councillor G. Robinson asked Administrator to write a letter of thanks to Director of Operations, Fred Horvath for the use of the Hampton Community Centre. Moved By: H. St. Croix Seconded By: J. Rowe THAT the Administrator's Report 2004-A-0201 be received. MOTION CARRIED NEW BUSINESS T. Oke expressed his concern that the current mileage of.25 cents/km was too low. The Revenue Canada guidelines states that an acceptable amount is .42 cents for the first 5, 000 km, and .36 cents for additional kilometers. Moved By: T. Oke Seconded By: H. St. Croix THAT the current Revenue Canada guidelines governing fair mileage prices be adopted by the Board. MOTION CARRIED 4 DATE AND PLACE OF NEXT BOARD MEETING Discussion was held regarding dates of meetings to be changed from the 4th Wednesday of the month to the 3rd Wednesday of the month. It was agreed that the March meeting only would be changed to the 3rd Wednesday until all members could be consulted. The next meeting of the Board is Wednesday, March 17, 2004 at 7:00 p.m. at Clarke Museum, Kirby. ADJOURNMENT Moved By: Councillor G. Robinson Seconded By: J. Rowe THAT the meeting adjourns at 7:55 p.m.