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HomeMy WebLinkAbout2007-10-10 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES October 10, 2007 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present: K. Isnor, Chair P. Ford B. Colville W. Tanner J. Witheridge M. Carlton Mayor Abernethy S. Laing J. Rook Councillor Robinson Regrets: J. Murray Staff: M. Rutherford Conrad, Administrator 1.CALL TO ORDER The meeting was called to order by the Chair at 7:04 p.m. 2. ADOPTION OF AGENDA Moved by: J. Witheridge Seconded by: J. Rook THAT the agenda be approved. MOTION CARRIED 3. ADOPTION OF MINUTES Moved by: Mayor J. Abernethy Seconded by: J. Witheridge THAT the minutes of the September 12, 2007 Board Meeting be approved. MOTION CARRIED 4.BUSINESS ARISING Long Term Vision – The Chair reminded everyone of their commitment to put together long term visons during their Committee meetings in preparation for the November Board meeting. The Administrator was asked to send a copy of the Committee Lists to everyone. J. Witheridge stressed that we want visions and goals and it should include items that may micro-manage our daily business. The Chair advised that we should be focused on medium and long range planning goals. Councillor G. Robinson requested a copy of the Administrator’s Vision documentation. J. Witheridge asked the Administrator to not provide this document prior to the November meeting so that Board members were not unduly influenced by the information in that report CORRESPONDENCE 4. Moved by:Councillor G. Robinson Seconded by: Mayor J. Abernethy THAT the correspondence be accepted. MOTION CARRIED 5.COMMITTEE REPORTS (a)Finance Committee: S. Laing identified the bequest line in the budget. This money is non- operational and the Administrator and Book Keeper are working on a solution to remove that figure from our operational lines within the budget. Mayor. J. Abernethy requested that the percent column be represented using traditional percentages rather than reverse decimals. Salary columns need to be updated to reflect Board decisions from the September meeting. Administrator advised that grants from province and federal government are still outstanding. The Board reviewed the Reserve Funds held in trust by the Municipality. S. Laing advised that the figures were in keeping with expectations of the Board. The draft 2008 budget was reviewed by Board. It includes a 2% increase in the Municipal grant request. Moved by: S. Laing Seconded by: J. Witheridge THAT the Finance Committee report be accepted. MOTION CARRIED b) Property Committee J. Rook identified the verandah at the Bowmanville Museum as being a priority item for 2008 due to extensive vandalism. The kitchen has also been included in the capital budget for 2008 for improvements. The Fire Marshall conducted an inspection of the museums and his report is currently being reviewed. A sound barrier at the Clarke Museum is another high priority for the Board. A formal report will be provided at the next meeting. 6.ADMINISTRATOR’S REPORT The Administrator drew everyone’s attention to the Visitor graphs that show statistics for programs and events have increase threefold in September as compared to September 2006. Moved by: J. Witheridge Seconded by: Mayor J. Abernethy THAT the Administrator’s Report be accepted. MOTION CARRIED 7.NEW BUSINESS a)Star Lab Moved by: Councillor G. Robinson Seconded by: J. Rook THAT the StarLab be booked for two weeks in 2008 as a traveling exhibit. MOTION CARRIED 8.DATE AND PLACE FOR THE NEXT BOARD MEETING The next meeting of the Clarington Museums & Archives Board will be held November 14, 2007 at the Sarah Jane Williams Heritage Centre commencing at 7:00 p.m. 9.ADJOURNMENT Moved by J. Witheridge that the meeting adjourn at 8:25 p.m.