HomeMy WebLinkAbout2009-12-16 Minutes
CLARINGTON MUSEUMS AND ARCHIVES
BOARD MEETING
MINUTES
December 16, 2009
Sarah Jane Williams Heritage Centre
62 Temperance Street, Bowmanville, Ontario
Present K. Isnor, Chair
M. Carlton
J. Rook
J. Witheridge
W.Tanner
Councillor G. Robinson
S. Laing
B. Colville
Regrets: Mayor Abernethy
J. Witheridge
Absent: J. Murray
Councillor G. Robinson
M. Carlton
Staff: M. Rutherford Conrad, Executive Director
1.CALL TO ORDER
The meeting was called to order by the Chair at 7:11 p.m.
ADOPTION OF AGENDA
2.
The agenda was amended to include Snow Clearing under Business Arising,
Friend Report under Committee Reports and Elections under New Business.
Moved by: B. Colville Seconded by: S. Laing
THAT the amended agenda be approved.
MOTION CARRIED
3. APPROVAL OF MINUTES
Moved by: S. Laing Seconded by: J. Rook
THAT the minutes of the November 11, 2009 board meeting be approved.
MOTION CARRIED
4. BUSINESS ARISING
(a) Grants - The Executive Director informed the board members that
she has applied for a grant under Celebrate Ontario to purchase
new tables, chairs, ramps and storage units for use at the
Edwardian Teas. The museum has also been notified that we were
not approved for the Stimulus Funding for the Clarke Museum
Capital Project. The museum did qualify for the program as a not-
for-profit institution and the project met the criteria of the program;
however, we were unable to demonstrate Municipal support for the
project which would have affected the success of our application.
There are three other potential grants that would cover a portion of
the project. The Executive Director recommends that we review
our plan for the project in 2010.
(b) Meeting Room – The Executive Director reviewed options with the Board
for the new meeting room tables. The Board indicated they were pleased
with the options and advised she continue with the purchase using Rinch
Estate funds.
(c) Snow Clearing – The quality of snow clearing has need met contract
obligations with the new service provider. In consultation with the
Municipality and with the support of the municipal purchaser, the
Executive Director will terminate the contract with the service level does
not improve over the holidays.
6. COMMITTEE REPORTS
(a) Finance Committee:
It was noted that the bank interest on the 2009 budget was not
realistic. The Executive Director will ensure it is correct on the
2010 budget.
Moved by: J. Rook Seconded by: S. Laing
THAT the Finance Committee report be accepted.
MOTION CARRIED
(b) Friend’s Report:
S. Laing reported that the Friends raised $1,100 through their Craft
and Bake Sale. They will work with the Executive Director to
identify a project for these funds in 2010.
7. EXECUTIVE DIRECTOR’S REPORT
The Executive Director informed the board members that Mills
Landscaping has begun the removal and pruning of woody plants
on the museum grounds.
Moved by: B. Tanner Seconded by: J. Rook
THAT the Executive Director’s Report be accepted.
MOTION CARRIED
8. NEW BUSINESS:
The Chair directed the Executive Director to ensure the reminder for the
January meeting include a notification for upcoming elections.
Moved by: S. Laing Seconded by: J. Rook
THAT Council Representatives shall not hold position on the Museums’
Executive Committee nor hold Committee Chair positions.
MOTION CARRIED
The Executive Director is requested to update the policy manual with the
above change.
9. DATE AND PLACE OF NEXT BOARD MEETING
The next meeting of the Board of Directors of the Clarington
January 13, 2010
Museums and Archives will be held on
at the Sarah Jane Williams Heritage Centre beginning at
7:00 P.M.
10. ADJOURNMENT
Moved by: B. Colville
THAT the meeting adjourn at 8:26 p.m.
December 16, 2009
Minutes for the meeting of the Clarington Museums and Archives Board have
been accepted and approved on ____________________.
__________________________ ______________________________
Chair, Clarington Museums and Archives Board Executive Director, Clarington Museums and Archives