HomeMy WebLinkAbout2008-05-14 Minutes
CLARINGTON MUSEUMS AND ARCHIVES
BOARD MEETING
MINUTES
May 14, 2008
Sarah Jane Williams Heritage Centre
62 Temperance Street, Bowmanville, Ontario
Present: J. Rook, Chair
K. Isnor
W. Tanner
J. Witheridge
P. Ford
Councillor Robinson
M. Carlton
Regrets: S. Laing
B. Colville
Mayor Abernethy
Absent: 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
Agenda amended to remove Executive Committee Report and add Position Titles
under New Business.
Moved by: P. Ford Seconded by: K. Isnor
THAT the agenda be approved with amendments.
MOTION CARRIED
3. APPROVAL OF March 19, 2008 BOARD MEETING MINUTES
Moved by J. Witheridge Seconded by: B. Tanner
THAT the minutes of the March 19, 2008 Board Meeting be approved.
MOTION CARRIED
4. BUSINESS ARISING
a)The sign is designed and ready for installation at SJWHC. Electrical
issues need to be resolved prior to installation. Clarke Museum sign
will become priority once SJWHC sign is installed.
5. CORRESPONDENCE
Moved by: Councillor Robinson Seconded by: J. Witheridge
THAT the correspondence be accepted.
MOTION CARRIED
6. COMMITTEE REPORTS
a)Finance Report:
Review included Museum Reserve Funds. J. Witheridge commented
that format of reports is satisfactory.
Moved by: J. Witheridge Seconded by: B. Tanner
THAT the finance report be accepted.
MOTION CARRIED
b)Preserve Kirby Church Report
A verbal report provided by J. Witheridge. There is a new grant
possibility that would assist in the move of the Church building.
Administrator currently pursuing this possibility. Fundraising events are
being planned for this summer including a Surf n’Turf meal with live
music by Friendly Fire and a Horse Race game. This event will be a
significant event that will raise the profile of the project. Historic Dinner
Theatre in the town hall is also being planned.
7. ADMINISTRATOR’S REPORT
The Administrator acknowledged the support that her staff received from
the Planning Department of the Municipality of Clarington with the Bowmanville
th
150 Exhibit. Star Lab school bookings were lower than the previous time we
had Star Lab; however, the public walk in traffic was higher.
Moved by: J. Witheridge Seconded by: P. Ford
THAT the Administrator’s Report be accepted.
MOTION CARRIED
8. NEW BUSINESS
a) Dinosaur Travelling Exhibit
The Administrator requested permission to book a traveling exhibit from
Montreal on Dinosaurs. The museum will collaborate with St. Mary’s
Cement and their fossil collection for this exhibit. We would also have
access to a Federal Grant program to subsidize traveling exhibits from
other provinces. Total cost of exhibit is estimated at $18,000 with
estimated revenues at $25,000.
Moved by: J. Witheridge Seconded by: P. Ford
THAT the Administrator proceed with signing a contract for the Dinosaur
Travelling Exhibition.
MOTION CARRIED
b)Position Titles
Policy Manual needs to be updated to reflect current position titles and
responsibilities. Titles and responsibilities were endorsed by the Board as
part of the Staff Management Plan. There is no impact on salary
compensation.
Moved by: J. Witheridge Seconded by: K. Isnor
THAT the Policy Manual be updated with current position titles and
responsibilities.
MOTION CARRIED
c)Follow Up Items
Councillor Robinson brought forward request from M. Marano for an
update on Performance Appraisal System. Administrator advised that
Executive Committee was still undertaking their review. As soon as that
is complete, it will be shared with M. Marano.
J. Witheridge asked the Administrator to contact B. Colville and J. Murray
to Spring Inspections of sites.
Administrator was advised to review new sign by-laws on Highway
35/115 prior to installation of Clarke Sign.
9. DATE AND PLACE OF NEXT BOARD MEETING
The next meeting of the Board of Directors of Clarington Museums and
June 11, 2008
Archives will be held at Clarke Museum commencing at
7:00 p.m.
0. ADJOURNMENT
1
Moved by K. Isnor
THAT the meeting adjourn at 8:05 p.m.
May 14, 2008
Minutes for the meeting of the Clarington Museums and Archives
Board have been accepted and approved on ____________________.
__________________________ ______________________________
Chair, Clarington Museums and Archives Board Administrator, Clarington Museums and Archives