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HomeMy WebLinkAbout2006-10-04 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES OCTOBER 4, 2006 Newcastle Village and District Historical Society King Street, Newcastle, Ontario Present: K. Isnor, Chair P. Ford M. Van Dyk S Laing J. Witheridge J. Vinson Regrets: H. St. Croix Absent: T. Oke J. Murray Councillor G. Robinson 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 J. Witheridge requested a change to the agenda to delete ‘Long Term Vision’ under New Business as the Committee had not held a meeting. Moved by: M. Van Dyk Seconded by: S. Laing THAT the agenda be approved with changes. MOTION CARRIED 3.APPROVAL OF MINUTES Moved by: M. Van Dyk Seconded by: P. Ford THAT the minutes of the meeting of September 6, 2006 be approved. MOTION CARRIED 4.BUSINESS ARISING a) The Administrator advised the board that approximately $50,000 has been raised for the Kirby Church project in the form of pledges and cash donations although she is still tallying a current accounting for the project. The new banner for the Kirby Church project was on display at the Orono Fair and was well received; some smaller donations were received as well in addition to the $200. metre donations. The Administrator stated that it is hoped that the banner will be mounted on the Church shortly. Two mailouts have been sent out, as well, a news bulletin will be issued in the near future. Our MP Bev Oda has expressed support for the project and we are hopeful that the federal government would have capital for this project. We are looking for support from the province in the form of MTO waiving their fees which would account for around $35,000 . Moved by: J. Witheridge Seconded by: J. Vinson THAT the Kirby Church Update be accepted. MOTION CARRIED 5.CORRESPONDENCE Moved by: S. Laing THAT the Board move in camera at 7:20 p.m. Moved by: K. Isnor THAT the Board move out of camera at 7:40 p.m. Moved by: J. Witheridge Seconded by: P. Ford THAT the Board accept the motions made in camera. MOTION CARRIED 6.COMMITTEE REPORTS a)Finance Committee: The Finance Chair mentioned that it is difficult to get the report ready for the first Wednesday in the month. Moved by: S. Laing Seconded by: J. Witheridge THAT the finance report be accepted. MOTION CARRIED Friends Report: b) Susan reported the Friends are busy getting ready for the sale at the Santa Claus parade. Moved by: M. Van Dyk Seconded by: P. Ford THAT the Friends Report be accepted. MOTION CARRIED c)Executive Committee: Moved by: J. Witheridge Seconded by: P. Ford THAT the Executive Report be deferred to the next board meeting. MOTION CARRIED 7.ADMINISTRATOR’S REPORT The Administrator provided the Board with a memo from Fred Horvath. Plans have been finalized for capital improvements to the Clarke Museum. The work will begin immediately. A walk around the Clarke Museum was conducted between the contractor and the Administrator. The Administrator informed the board that a stone mason will be present and will demonstrate the building of a stone cairn during the Pumpkin Bee at Clarke Museum. As well, there will be fiddlers, carving of pumpkins and a collector of st post cards present. The date of the Pumpkin Bee is October 21. Moved by: J. Witheridge Seconded by: J. Vinson THAT the Administrator’s Report be accepted. MOTION CARRIED 8.PAYROLL PROCESS b) Discussion was held regarding the Museum taking over the payroll process which is currently being handled by the Municipality. The Administrator advised the date the payroll process will be taken over by the Museum will be January 1, 2007. c) The Administrator advised that the air quality in all three sites is being tested as complaints have been received from an employee regarding the air quality. 9. DATE AND PLACE OF NEXT BOARD MEETING The next board meeting will be held November 1, 2006 at 7:00 p.m. at the Sarah Jane Williams Heritage Centre. 10. ADJOURNMENT Moved by: J. Witheridge THAT the meeting adjourn at 8:42 p.m.