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HomeMy WebLinkAbout2010-11-10 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES November 10, 2010 at the Sarah Jane Williams Heritage Centre Bowmanville, Ontario Present: K. Isnor, Chair J. Witheridge W.Tanner B. Colville S. Laing M. Carlton J. Rook P. Ford Regrets: Mayor Abernethy Absent : Councillor G. Robinson J. Murray Staff: Martha Rutherford Conrad, Executive Director 1. CALL TO ORDER The meeting was called to order by the Vice Chair at 7:07 p.m. 2ADOPTION OF AGENDA . Moved by: J. Witheridge Seconded by: P. Ford THAT the agenda be approved with the amendment of removing the 2011 budget from the Financial Report and adding it as a separate agenda item. MOTION CARRIED 3. APPROVAL OF MINUTES Moved by: J. Witheridge Seconded by: B. Colville THAT the minutes of the meeting of October 13, 2010 be approved. MOTION CARRIED 4. BUSINESS ARISING a) Policy Follow Up: Discussion ensued on how to handle Section 3. Chair suggested that it be dealt with under Executive Committee Report and at the same time as the Section 3 proposed by the Executive Committee. This proposal was accepted with concerns expressed about putting new policies in place at this late date and in advance of a new Board. 6. COMMITTEE REPORTS a) Finance Committee: Moved by: J. Rook Seconded by: S. Laing THAT Parts 1, 2, and 3 of the Finance Report be accepted. Questions were brought forward about payroll and the timing for receiving invoices from the Municipality. J. Witheridge reminded J. Rook about the need for a Finance Committee meeting in order to review the finance reports and streamline the process. Questions were raised about the balance in the Kirby Church Fundraising fund with concern expressed about having a negative balance. MOTION CARRIED Moved by: S. Laing Seconded by: B. Colville THAT Part 4 of the Finance Report containing the 2011 Budget be approved. Chair requested that the Executive Director verify that permanent staff salary increases be confirmed at 3%. MOTION CARRIED b)Executive Committee Report The Executive Committee presented a report containing their edits of the proposed new Section 3 of the policy manual. M. Carlton inquired if Board should be making these changes late in their mandate. S. Laing inquired as to why the section on Board advocacy should be removed from the policy. J. Rook responded that the Board was not responsible for advocating for the museum. J. Witheridge asked the Executive Director for her comments on the revisions made by the Executive Committee. The Executive Director responded with concerns about the edits. She reminded the Board that the proposed new section was based on recommendations from the Canadian Museum Association. The changes proposed by the Executive Committee could jeopardize future funding. She also expressed concern with the removal of the health and safety criteria under the proposed Section 3.3.5 Moved by: S. Laing Seconded by: J. Witheridge THAT Section 3 amendments be tabled from the Executive Committee Report; AND THAT the Chair call a special board meeting prior to the next regularly scheduled meeting for the purpose of reviewing Section 3 amendments. MOTION CARRIED J. Rook requested that the Executive Director provide an original Section 3 with highlights showing Executive Committee changes and changes recommended by Executive Director to the Board members. Moved by: J. Rook Seconded by: J. Witheridge THAT the Executive Committee Report regarding the performance evaluation of the Executive Director be approved. J. Witheridge commented that this review method is used in other areas of the municipality and it is important to have an evaluation on the books for the incoming board. MOTION CARRIED c) Collections and Event Planning Moved by W. Tanner Seconded by: J. Witheridge THAT the Collections and Event Planning Report by accepted. Executive Director reviewed the schedule of events for 2011 and the items listed for de-accessioning. It was requested that dolls be incorporated into existing th exhibits. The 50 anniversary celebration for Bowmanville Museum was nd changed to October 22. The date of the cemetery walk in October is to be reviewed by staff. MOTION CARRIED d) Friends Report S. Laing reported that the Craft and Bake Sale will be held this Saturday at Sarah Jane Williams Heritage Centre from 9:30 AM – 1:30 PM. 7. EXECUTIVE DIRECTOR’S REPORT Moved by: J. Witheridge Seconded by: M. Carlton THAT the Executive Director’s report be accepted. Discussion was held about the Fire Safety Plans for the buildings and rating on the curtains. No news to date. MOTION CARRIED 8. NEW BUSINESS a)Kirby Bazaar B. Colville updated the Board that the next fundraising sale for the Kirby Church would be held on November 27, 2010 at Kirby Church. b)Christmas Meet and Greet The Executive Director was asked to invite the staff for a Christmas social th at 6 PM on December 8. 9. DATE AND PLACE OF NEXT BOARD MEETING The next meeting of the Board of Directors of the Clarington DECEMBER 8, 2010 Museums and Archives will be held on at 7:00 p.m. the Sarah Jane Williams Heritage Centre at 10. ADJOURNMENT Moved by: J. Witheridge THAT the meeting adjourn at 9:04 p.m. . November 10, 2010 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