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HomeMy WebLinkAbout2006-07-05 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES JULY 5, 2006 Sarah Jane Williams Heritage Centre 62 Temperance Street Present: K. Isnor, Chair S. Laing P. Ford J. Witheridge M. Van Dyke Councillor G. Robinson J. Murray Regrets: T. Oke Councillor P. Pingle J. Vinson Absent: H. St. Croix Staff: M. Rutherford Conrad, Administrator 1.CALL TO ORDER The meeting was called to order by the Chair at 7:10 p.m. 2.ADOPTION OF AGENDA Moved By: M. Van Dyke Seconded By: P. Ford THAT the Agenda be approved with changes. MOTION CARRIED 3.APPROVAL OF MINUTES Moved By: S Laing Seconded By: P. Ford THAT the minutes of the Board meeting of May 3, 2006 be approved. MOTION CARRIED 4.BUSINESS ARISING a)Museum Signs Administrator has contacted Forsey Signs to make new signs for museum sites and is waiting for meeting date. b)Kirby Church The fundraising campaign called The Metre March has been launched and the mail out campaign has begun. c)Bookkeeper Reports have been developed that are working to the satisfaction of the Finance Chair. 5.CORRESPONDENCE Moved By: Councillor G. Robinson Seconded By: J. Witheridge THAT the correspondence be received. MOTION CARRIED 6.COMMITTEE REPORTS a)Finance Committee Concern was expressed over telephone fees. The Administrator will investigate other options. Other areas that warranted watching are building services, heating, and brochures/posters. Moved By: S. Laing Seconded By: P. Ford THAT the Finance Report be accepted and bills paid. MOTION CARRIED b)Property Report The Administrator is waiting for follow up from the Director of Operations regarding capital plans at the Clarke Museum. c)Collections and Event Planning Report Moved By: M. Van Dyke Seconded By: J. Murray THAT the Administrator get three quotes and proceed with the purchase of a trailor for under $2,000.00. MOTION CARRIED Moved By: M. Van Dyke Seconded By: J. Murray THAT the report be accepted with the list of items for deaccessioning. MOTION CARRIED d)Newcastle Village and District Historical Society Report Concern was expressed that C. Taws is not at the Historical Society Room every Tuesday. The Administrator advised that C. Taws had indicated that there was not any work for him to do at the room. She requested that the Historical Society review their needs for professional guidance from the museum and based on that need a museum professional would be available to provide guidance and direction. M. Van Dyke will be discussing this issue with the Historical Society and will follow up with the Administrator. M. Van Dyke suggested that the Historical Society be added to the museum website. Administrator indicated that this has been a standing offer and whenever Historical Society is ready a page can be added for them. M. Van Dyke indicated that the Sesquicentennial went very well. Administrator advised that she had been unable to submit the Trillium application on the July 1 deadline because she was missing the two letters of reference required from the Newcastle Village and District Historical Society. 7.ADMINISTRATOR’S REPORT Recommended that on Canada Day the Belvedere Door be locked or that there be a staff person assigned to that room. More volunteers would be helpful on that day and include a responsibility list for all volunteers so that they understand what they are to be doing for the day. Aprons should be provided for the people serving cake. Moved By: Councillor G. Robinson Seconded By: P. Ford THAT the Administrator’s Report be received. MOTION CARRIED 8.NEW BUSINESS Moved By: J. Witheridge Seconded By: S. Laing THAT the list of artifacts under consideration for accessioning into the museum collection be accepted including the Bounsall stone if considered appropriate by the Administrator. MOTION CARRIED Moved By: J. Witheridge Seconded By: M. Van Dyke THAT the Executive Committee meet to develop a long range plan for the museums. MOTION CARRIED 9.DATE AND PLACE OF THE NEXT BOARD MEETING The next Board meeting will be held on September 6, 2006 at 7:00 p.m. at the Clarke Museum. 10.ADJOURNMENT Moved By: J. Murray THAT the meeting adjourn at 9:45 p.m.