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HomeMy WebLinkAbout2014-09-10 Minutes0 ' . Clari11~1011 \l u~l:u111s To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions and programmes that inspires future generations and enlivens our community Present: BOARD MEETING MINUTES September 10, 2014 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville , Ontario J. Witheridge [Chair] B. Seto [Vice Chair] J. Cashin-Oster C. Morgan M. Morawetz M. Carlton S. Laing J. Neal Regrets: Mayor A. Foster Call to Order: G. Humes 0. Cassimiro The Chair called the meeting to order at 7:00p.m. 1. Adoption of Agenda: Moved by: Joe Neal Seconded by: Clayton Morgan THAT: the agenda be adopted. MOTION CARRIED 2. Disclosure of Interests: No interests were disclosed. 3. Presentations: Nancy Taylor from Municipality of Clarington reviewed the financial record keeping support the Museum is receiving. Nancy explained the Statement of Operations, Statement of Financial Position, Statement of Reserve Funds, Current Development Fund and Forecasted Development Funds all dated as of July 31, 2014. A discussion ensued about the Board's current projects and where they might be at end of 2014, Nancy made a suggestion to down the road investing some of the funds. They will proceed with preparing payroll for museum using the current program, Nancy has secured a cash register and drop safe for the Museum from surplus at town office and is still looking for a file cabinet with a lock to keep confidential material. Municipality will continue payroll until our new ED is hired and hand it back to us or keep maintaining the books, whatever is decided by Board. 4. Approval of Minutes THAT: the Board meeting of August 25, 2014 minutes be approved. Moved by: Julie Cashin Oster Seconded by: Marilyn Morawetz Business arising form minutes: • Julie gave a update about the C.M.O.G. grant. She spoke to someone at Ministry and was advised they were waiting for further grant information. Looking thru the files , Julie found this information was sent to Ministry Augustl3 , 2014 on time. • John and Grant met with the museum staff to discuss calendar of events for the rest of 2014. We agreed to do what needs to be done. it was decided to cancel Day of the Dead as everyone was quite busy with the current events going on. It was decided to postpone our new WWI exhibit opening from October 3 to October 10. It was felt it was competing with our Heritage Harvest; The museum members preview night will be October 10 and open to public October 11th to coincide with Bowmanville Apple Fest.The Volunteer Appreciation evening will be announced after hiring our new Executive Director. Edwardian Christmas will be December 5th this year. 5. Correspondence: • Heather sent her letter outlining her maternity leave. Her last day will be December 2/14. The chair will look after this. • The chair has been in and signed application for liquor licence for Harvest Fest. MOTION: To receive correspondence for information. Moved by: Clayton Morgan Seconded by: Susan Laing MOTION CARRIED 6. ANNOUNCEMENTS Jennifer has been visiting local schools and has 5 school booking already for the WWI exhibit. 7. COMMITTEE REPORTS Friends of the museum will be having a sale of jams etc. the night of the Edwardian Xmas in the Sarah Jane Centre. Joe gave us an update on the Heritage Harvest and everything is coming together. Tickets are ready to hand out. Starts at 4 pm, dinner at 6 pm. John reported 7 resumes have come in for the ED position, most applicants have worked in a museum but have not done the business, managing position. Our positing for ED should ask for business and managing skills. An excellent summer camp report came in; the group did so well we had to turn away children. It is hoped that next year we can look at running more camps. A grant has come thru to recruit and train more senior volunteer for the museum. We will need to post for a person to run the Senior Program. 7. Date and Place of Next Board Meeting: The next meeting will be held, October 08. 2014 at the Sarah Jane Williams Heritage Centre at 7 p.m . 8. Adjournment: Chair, THAT the meeting adjourn at 9:00 p.m. Moved by: C. Morgan September 10, 2014 MOTION CARRIED M,inutes for the meeting of the Clarington Museums and Archives Board on September 10, 2014 have been accepted and approved on Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives