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HomeMy WebLinkAbout2006-04-12 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES APRIL 12, 2006 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: K. Isnor, Chair S. Laing P. Ford J. Vinson T. Oke J. Murray Regrets: J. Witheridge Councillor G. Robinson Absent: H. St. Croix Councillor P. Pingle 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 brought to the attention of the Board; “4. Business Arising”, an addition to the Agenda to be “a) vacant position on the Board”. Moved By: T. Oke Seconded By: J. Vinson THAT the Agenda be approved with the addition. MOTION CARRIED 3.APPROVAL OF MINUTES Moved By: T. Oke Seconded By: S. Laing THAT the minutes of the Board meeting of March 1, 2006 be approved. MOTION CARRIED 4.BUSINESS ARISING a) Vacant position on board. Moved By: P. Ford Seconded By: T. Oke THAT the Administrator advise the Clerk of the Municipality of the vacancy on the Clarington Museums and Archives Board and request that this position be filled. MOTION CARRIED 5.CORRESPONDENCE Moved By: T. Oke Seconded By: P. Ford THAT the correspondence be received. MOTION CARRIED 6.COMMITTEE REPORTS a)Finance Committee The Chair of the Finance Committee provided to the Board a Profit & Loss Budget Performance January through March 2006 and a Transaction List by Vendor for the same period. It was noted that some of the transactions shown were from last year. Moved By: S. Laing Seconded By: T. Oke THAT the Finance Committee Report be accepted and bills be paid. MOTION CARRIED 7.ADMINISTRATOR’S REPORT The Administrator advised that there has been a great response to the programs being offered and that now programs are booked up in advance, making it necessary to book ahead. Pioneer Day at Clarke on April 8 was a great success with 70 people attending. The grand opening of the upcoming Window Dressing by Jane Eccles will be held on May 7, from 1 p.m. to 4 p.m.at the Sarah Jane Williams Heritage Centre. This event promises to be a prestigious one with many dignitaries in attendance. The Administrator asked that as many Board members as possible be in attendance as this event will be the Board Open House for this year. Various grants have been submitted and it is expected that information on these th grants will be received by April 30. Moved By: S. Laing Seconded By: J. Murray THAT the Administrator’s Report be received. MOTION CARRIED 8.NEW BUSINESS a)Microfilm Collection The Administrator brought to the attention of the Board that newspaper collections are in fact archival collections and should be transcribed on microfilm. The use of the originals is damaging to the newspapers. The library has offered the museum a microfilm reader and the museum is investigating the ongoing microfilming of the collection. Moved By: T.Oke Seconded By: J. Murray THAT the Administrator initiate the microfilming of the archival newspapers and that the newspapers reside with the Museum in future. MOTION CARRIED 9.DATE AND PLACE OF THE NEXT BOARD MEETING The next Board meeting will be held on May 3, 2006 at 7:00 p.m. at the Clarke Museum. 10.ADJOURNMENT Moved By: J. Murray THAT the meeting adjourn at 7:55 p.m.