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HomeMy WebLinkAbout2007-05-09 Minutes I - 2 CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES May 9, 2007 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: K. Isnor, Chair P. Ford S. Laing M. Carlton B. Colville J. Rook J. Murray Mayor Abernethy Councillor Robinson Regrets: J. Richardson Guests: Nancy Taylor, Treasurer, Municipality of Clarington W. Tanner, Volunteer, Clarington Museums &Archives Staff: M. Rutherford Conrad, Administrator M. Horne,Recording Secretary 1. CALL TO ORDER The meeting was called to order by the Chair at 7:05 p.m. 2. ADOPTION OF AGENDA The Chair advised that there was an additional piece of correspondence to be added to the agenda. Moved by: Councillor Robinson Seconded by: S. Laing THAT the amended agenda be approved. MOTION CARRIED 3. ADOPTION OF MINUTES Moved by: J. Murray Seconded by: S. Laing THAT the Minutes of the April 11, 2007 Board Meeting be approved. MOTION CARRIED 4. BUSINESS ARISING a) Financial Issues: Nancy Taylor, Treasurer, Municipality of Clarington, spoke to the Board members regarding the issues of Reserve Fund Management. Discussion was held regarding monies donated or willed to the Museum and how this would be dealt with by the Municipality. The Administrator stated that at times a donation would be made or willed to the Museum and the donor had been concerned about the fact that his/her donation might be going to the Municipality instead of the Museum. Discussion and questions of Ms. Taylor followed. The Finance Section of the By-law was discussed at length also and board members had questions for Ms. Taylor. Ms. Taylor offered to attend a board meeting occasionally if requested, stating that she does attend other board meetings from time to time. The Chair thanked Ms. Taylor for attending the meeting. S. Laing left the meeting to attend another meeting at 7:45 p.m. b) Board Minute Amendments: The Administrator explained that an amendment had to be made to the Board Minutes of December 2006 due to an error discovered in the audit. Moved by: J. Murray Seconded by: P. Ford THAT the December 2006 Minutes of the Clarington Museums and Archives Board be amended under Business Arising 4 a) indicating that approximately$50,000 has been raised for the Preserve Kirby Church project in the form of cash donations, pledges and fundraising revenues. MOTION CARRIED c) EHT Premiums: The Administrator stated that the Ministry of Revenue has advised that an account will be set up and that the museum will be reimbursed for amounts submitted in excess of what was paid retroactive to 2003, amounting to $6,000. d) Walbridge House Proposal: The Administrator provided the members with an Expression of Interest in the Walbridge House in Newcastle for the renovation and conversion of the house into a heritage restaurant as well as preserving a valued heritage resource. The Administrator explained the benefits of having the house as a site administered by Clarington Museums and Archives stating that the teas on the verandah at the Bowmanville Museum are an overwhelming success but cannot provide any further function because of the size of the Museum. Heritage restaurants are becoming very popular and there is great possibilities for a unique venue in this old home. The proposal was discussed and members agreed this would take some time and that a vision should be put together, expressing the fact that the Municipality would have to absorb all costs. Moved by: J. Rook Seconded by: J. Murray THAT the Expression of Interest in the Walbridge House be endorsed by this board and forwarded to Council. MOTION CARRIED e) Vacant Board Position: The Administrator advised that there is still one vacant board position open. The Claerk's department is following up with all applicants and will recommend an appointment at the next council meeting. 5. CORRESPONDENCE Moved by: Councillor Robinson Seconded by: B. Colville THAT the correspondence be accepted. MOTION CARRIED 6. COMMITTEE REPORTS a) Finance Committee: Moved by: Councillor Robinson Seconded by: J. Murray THAT the Finance Committee Report be accepted. MOTION CARRIED b) Property Committee: A Property Committee Report was not available. 7. ADMINISTRATOR'S REPORT The Administrator advised that `Historica', held at Orono on May 4th was very successful with programs both at the Orono Town Hall and the Clarke Museum. Workshops were held at Clarke Museum and the Administrator and a Board member judged the projects at the Orono Town Hall. Board members were reminded of the Book Sale at Clarke Museum May 12, and the annual Board Open House at the Sarah Jane Williams Heritage Centre in conjunction with the opening of the exhibit `Things Unseen'. Board Members were asked to attend if possible. In addition,the Annual Plant Sale or"garden party" sometimes referred to will be held May 26 at the Bowmanville Museum. Moved by: P. Ford Seconded by: J. Murray THAT the Administrator's Report be accepted. MOTION CARRIED 8. NEW BUSINESS The Chair advised that William Tanner requests that his name be put forward as a member of the Clarington Museums and Archives Board. 9. DATE AND PLACE OF NEXT BOARD MEETING The next meeting of the Clarington Museums and Archives Board will be held on June 13, 2007 at the Clarke Museum, commencing at 7:00 p.m. A `walk around' will take place before the meeting. 10. ADJOURNMENT Moved by J. Murray the meeting adjourn at 8:45 p.m.