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HomeMy WebLinkAbout2004-05-12 Minutes COUNCIL INFORMATION I-42 CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES MAY 12, 2004 Location: Sarah Jane Williams Heritage Centre 62 Temperance Street,Bowmanville, Ontario Present: K. Isnor, Chair D. Climenhage, Chair, Finance Committee S. Laing, Chair Collections &Event Planning Committee H. St. Croix M. Van Dyke,NVDHS J. Rowe J. Vinson Councillor P. Pingle Regrets: J. Witheridge T. Oke Absent: Councillor G. Robinson P. Ford Staff. M. Rutherford Conrad,Administrator S. Mariglia Bosgraaf,Recording Secretary CALL TO ORDER The meeting was called to order at 7:05 p.m. by the Chair ADOPTION OF AGENDA Moved By: J. Rowe Seconded By: M. Van Dyke THAT the Agenda by approved with the addition of two topics under New Business,being `Delegation to Council' and `Invitation to Council'. MOTION CARRIED APPROVAL OF THE MINUTES OF APRIL 21, 2004 Moved By: Councillor P. Pingle Seconded By: J. Vinson THAT the minutes of the Board Meeting of April 21, 2004 be approved with the correction of Councillor P. Pingle moved to the regrets section instead of absent. MOTION CARRIED BUSINESS ARISING a) Logo: The Administrator informed the Board that legal issues may complicate using the municipal crest in the logo and advising excluding that logo. The Administrator will bring forward the logo with the Durham Boat at the June Board Meeting. CORRESPONDENCE Moved By: J. Rowe Seconded By: Councillor P. Pingle THAT the correspondence be received. MOTION CARRIED COMMITTEE REPORTS: a) Finance Committee Report: Finance Chair,D. Climenhage informed the Board that expenses for the year are currently$20,000 below planned. Revenue is also below planned. However, no flags should be raised as summer is the busiest season. Chair of Finance Committee and Administrator will watch both revenues and expenses closely as both are uncertain due to new location(SJWHC). Finance Committee set date for next meeting,May 26, 2004. Moved By: H. St.Croix Seconded By: Councillor P. Pingle THAT the Finance Committee Report be received. MOTION CARRIED b) Friends Report: Friends of the Clarington Museums and Archives continue to meet Tuesday nights. Moved By: S. Laing Seconded By: M. Van Dyke THAT the Friends Report be received. MOTION CARRIED ADMINISTRATOR'S REPORT The Administrator presented the May Report. Reminders of the two May events were given; Book Sale at Clarke, May 15 and Garden Party and Plant Sale at Bowmanville, May 29. Donations to both sales are welcome. Museum Fun Run being held June 6, 2004 has changed route due to cost of route in downtown core. The Administrator will approach council to reverse the decision and re-categorize the run as a Fun Run and not one of competition, in time for next year's run. Canada Day plans are underway. The Board was asked for suggestions of possible businesses to approach for sponsorship. Moved By: Councillor P. Pingle Seconded By: D. Climenhage THAT the Administrator's Report by received. MOTION CARRIED NEW BUSINESS The Administrator presented the idea of a Regional History Display to fill empty space at the Bowmanville Museum and to make use of a generous donation by the late Elsie Lunney. A motion to go in camera was put forth by S. Laing at 8:10 p.m. MOTION CARRIED Motion to go out of camera put forth at 8:35 p.m. MOTION CARRIED Moved By: J. Rowe Seconded By: Councillor P. Pingle THAT the Board approves the use of the Elsie Lunney bequest towards the 'Regional History Display' as defined by the Administrator in the Project Execution Plan and recommend Susan Mariglia Bosgraaf as the Project Manager with the approval to work up to 80 hours under the direction of the Administrator effective immediately to complete a detailed Project Plan and; THAT the Project Plan comes back to the Board at their June 9, 2004 meeting for ratification. MOTION CARRIED DATE AND PLACE OF NEXT BOARD MEETING Moved By: J. Vinson Seconded By: S. Laing THAT the next Board meeting will be held on June 9, 2004 at 7:00 p.m. at Kirby United Church in Orono. MOTION CARRIED ADJOURNMENT Moved By: D. Climenhage THAT the meeting adjourn at 8:45 p.m.