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HomeMy WebLinkAbout2011-03-14 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES March 14, 2011 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present J. Witheridge S. Laing M. Carlton B. Shields M. Morawetz M . Speelman Viney J. Cashin-Oster Councillor J. Neal Absent B. Seto P. Ford Mayor Foster Staff: M. Rutherford Conrad, Executive Director M. Horne, Recording Secretary 1. CALL TO ORDER The meeting was called to order by the Chair at 7:00 p.m. 2. ADOPTION OF AGENDA Moved by: J. Cashin-Oster Seconded by: S. Laing THAT the agenda be approved with the following changes: 5. Business Arising b) Board Introductions, changed to item a) c) Board/Committee Education, changed to item b) d) Committee Appointments, changed to item c) a) Policy Follow Up, changed to item d) 6. Committee Reports Friends Committee Report be added b) MOTION CARRIED 3. APPROVAL OF MINUTES OF NOVEMBER 10, 2010 Moved by: M. Carlton Seconded by: S. Laing THAT the minutes of the meeting of November 10, 2010 be approved. MOTION CARRIED 4. APPROVAL OF MINUTES OF FEBRUARY 16, 2011 Moved by: J. Cashin-Oster Seconded by: S. Laing THAT the minutes of the meeting of February 16, 2011 be approved. MOTION CARRIED A notation was made by M. Speelman Viney to "members present" at the February 16, 2011 meeting stating she had not received notification that she had been accepted to the Clarington Museums and Archives Board of Directors at that time; but would have attended the February meeting had she known. 5. BUSINESS ARISING a) The Chair asked board members to introduce themselves and give a brief history along with thoughts they may have to offer while on the Board of Directors of the Clarington Museums and Archives b) The Chair asked the Executive Director to explain the responsibilities of the various committees: the Collections and Event Planning Committee, the Finance Committee and the Property Committee, as well as the Executive Committee. C) Appointments of the committees were then held with the following results: Collections and Event Planning Committee Chair: M. Morawitz B. Shields Councillor J. Neal J. Witheridge Finance Committee Chair: S. Laing J. Witheridge J. Cashin-Oster M. Speelman Viney Property Committee Chair: B. Seto J. Witheridge M. Carlton B. Shields d) Policy Follow Up Discussion took place regarding changes in the election process. It was suggested by the Chair that 3.4.1 of Section 3 be brought Forward for review prior to January of 2012 in order to address future elections. Moved by: S. Laing Seconded by: M. Speelman Viney THAT the new policy regarding Section 3 be adopted by the Clarington Museums & Archives Board of Directors. MOTION CARRIED 6. COMMITTEE REPORTS a) Finance Committee Moved by: S. Laing Seconded by J. Cashin-Oster THAT the Finance Committee Report be approved. MOTION CARRIED b) Friends of the Museum S. Laing reported on the Friends of the Museum stating that this group has been together since the 1970's and outlined the work that it does for the benefit of the museum. 7. EXECUTIVE DIRECTOR'S REPORT Moved by: B. Shields Seconded by: J. Cashin-Oster THAT the Executive Director's Report be accepted. MOTION CARRIED 8. NEW BUSINESS a) Appointment to CHC The Executive Director advised that a member is needed to represent the museum on the Clarington Heritage Committee. The purpose of this Committee is to protect heritage buildings and architecture. B. Shields volunteered to serve on this Committee. b) Board Member Details for the Bank The Executive Director explained that it would be necessary for board members to provide employment information to the museum's banking institution. Board members were asked to forward that information to the Executive Director at their earliest convenience. C) Social Networking Moved by: M. Speelman Viney Seconded by: M. Morawetz THAT the Clarington Museums and Archives Board investigate a project to leverage the power of Facebook and Twitter for the benefit of Clarington Museums and Archives. Discussion followed the motion and the Executive Director advised the board members that in addition to the website and facebook, the museum is already using blog which was passed by the board to be used on a trial basis last year. MOTION CARRIED Moved by: J. Cashin-Oster Seconded by: M. Carlton THAT the use of Blog be approved by the Board of Directors of the Clarington Museums and Archives. MOTION CARRIED d) Fundraising for Doll Collection On a motion from M. Speelman Viney, discussion was held regarding the initiation of a project to determine : a) the number of artefacts available for display, determine the amount of space required for a permanent display and all associated costs; and b) develop a fundraising initiative to finance a permanent display such as an Adopt-a-Doll campaign allowing the public to `adopt' a doll/toy and when the artifact is on permanent display a small plaque could be placed with the donor's name if authorized by the donor to do so. Moved by: M. Speelman Viney Seconded by: S. Laing THAT this motion be referred to the Collections and Events Planning Committee. e) Performance Review for Executive Director Moved by: M. Speelman Viney Seconded by: J. Cashin-Oster THAT the performance review for the Executive Director be tabled to the Executive Committee. MOTION CARRIED f) Security—Front Doors The Executive Director advised that there have been ongoing problems documented through our property inspection process with the front doors of the Sarah Jane Williams Heritage Centre resulting in a recent break and enter attempt. The problem with the doors has been fixed by the Municipality; however, this does not resolve the safety issue of staff entering and exiting the site through a backdoor. The Executive Director is collecting quotes from the same company used by the Municipality to fix the front doors to install a key system for entry and exit purposes. As well, a quote is being obtained to replace the inner doors to facilitate the moving of exhibit material. g) Executive Committee Meeting The Chair asked the Executive Committee if a meeting could be held Wednesday, March 23, 2011 at 7:00 p.m.; all were in agreement. h) Meeting Procedures The Chair acquainted the members of meeting procedures, agenda and minutes. 9. DATE AND PLACE OF NEXT BOARD MEETING Meeting dates for the year are: APRIL 13, 2011 MAY 11, 2011 JUNE 8, 2011 JULY 13, 2011 AUGUST 10, 2011 SEPTEMBER 14, 2011 OCTOBER 12, 2011 NOVEMBER 9, 2011 The next meeting of the Board of Directors of the Clarington Museums and Archives will be held on APRIL 13, 2011, commencing at 7:00 p.m. at the Sarah Jane Williams Heritage Centre 10. ADJOURNMENT Moved by: Councillor Neil THAT the meeting adjourn at 8:45 p.m. Minutes for the March 14,2011 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