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HomeMy WebLinkAbout2009-07-08 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES July 8, 2009 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present K. Isnor, Chair B. Colville J. Rook P. Ford W. Tanner M. Carlton S. Laing Mayor Abernethy J. Witheridge Regrets: J. Murray Councillor G. Robinson 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. Moved by: J. Witheridge Seconded by: B. Colville THAT the agenda be approved with the removal of item 6 a) Finance Report and the addition of Meeting Room Table under New Business MOTION CARRIED 3. APPROVAL OF MINUTES Moved by: Mayor J. Abernethy Seconded by: B. Tanner THAT the minutes of the June 10, 2009 board meeting be approved. MOTION CARRIED 4. BUSINESS ARISING (a) Museum Website The Executive Director took Board members on our tour of the new museum website. The website was developed by a student from the Graphic Design Course at Durham College. (b) Kitchen Upgrade Project The Executive Director reviewed the only bid submitted for the kitchen upgrade project at this time. The Executive Director will be going through the process again to ensure there are three quotes for the work. Mayor J. Abernethy inquired about the involvement of the municipal purchasing department in the process. The Executive Director confirmed that she consults with this department and ensures that all contractors meet municipal requirements where necessary. Moved by: J. Witheridge Seconded by: S. Laing THAT the Property Committee be given the power to review bids and select a bidder if bids are under the project cost of $25,000. MOTION CARRIED (c) Metal Detecting Board members reviewed the metal detecting policy as written by B. Tanner. They would like a section added on locates for underground wiring and digging on museum grounds. Moved by: J. Witheridge Seconded by: P. Ford THAT the policy as written is forwarded to the Director of Finance for comments. MOTION CARRIED . MOTION CARRIED 6. COMMITTEE REPORTS (b) Collections and Event Planning Moved by: S. Laing Seconded by: B. Colville THAT the Collections and Event Planning verbal report be accepted. MOTION CARRIED (c) Kirby Church B. Colville reported that the Used Book Sale is running every Saturday from 10:00 AM – 3:00 PM. It is run by volunteers. It averages @ $60.00 per Saturday. He presented a cheque in the amount of $600.00 as a donation to the Kirby Church Fund. B. Colville had paid electricity and water bills at the church in the amount of $873.00. Moved by: J. Witheridge Seconded by: B. Tanner THAT B. Colville be reimbursed for $873.00 spent for heating and water costs from the Book Sale Fund; AND THAT if funds are available in the Book Sale account that ongoing maintenance costs be covered from that account. MOTION CARRIED 7. EXECUTIVE DIRECTOR’S REPORT Moved By: J. Witheridge Seconded by: B.Tanner THAT the Executive Director’s report be accepted. MOTION CARRIED 8. NEW BUSINESS (a)Blog The Executive Director reviewed the Museum blog created by summer student Erin Walsh. Board members requested a disclaimer on the blog that the logo is museum property. They also support a process to review blog comments prior to having them posted. Moved by: Mayor J. Abernethy Seconded by: J. Rook THAT we move forward with a Museum Blog on a 90 day trial and report back to the Board at the time. MOTION CARRIED (b)The Executive Director presented Community Memories Project. Bowmanville 150 Years. (c ) Meeting Room Table The Executive Director informed the Board that a further donation had been made to the Museum from the Rinch Estate in the amount of $2,014. She requested that the funds be used for a meeting room table. Moved by J. Rook Seconded by: J. Witheridge THAT the Executive Director use funds in the amount of $2014 for a meeting room table. MOTION CARRIED 9. DATE AND PLACE OF NEXT BOARD MEETING: The next meeting of the Board of Directors of the Clarington September 9, 2009 at 7:00 Museums and Archives will be held on PM with the location to be determined by the Executive Director 10. ADJOURNMENT: Moved by: J. Rook THAT the meeting adjourn at 9:03 p.m.