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HomeMy WebLinkAbout2012-01-11 MinutesI -3 CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES January 11, 2012 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present J. Witheridge S. Laing M. Carlton M. Morawetz M. Speelman Viney J. Cashin -Oster B. Seto G. Humes Councillor J. Neal Mayor A. Foster Absent P. Ford Staff: Martha Rutherford Conrad, Executive Director M. Horne, Recording Secretary 1. CALL TO ORDER The meeting was called to order by the Executive Director at 7:00 p.m. 2. ADOPTION OF AGENDA Moved by: J. Witheridge Seconded by: J. Cashin -Oster THAT the agenda be approved with the following addition: "10. Business Arising: Performance Appraisal Policy ". MOTION CARRIED 3. REVIEW OF ELECTION PROCEDURES The Executive Director reviewed the election procedures. 4. NOMINATION AND ELECTION OF OFFICERS Moved by: S. Laing Seconded by: J. Cashin -Oster THAT J. Witheridge be nominated for the position of Chair of the Clarington Museums and Archives. MOTION CARRIED J. Witheridge accepted the nomination. The Executive Director called for further nominations for the position of Chair of the Clarington Museums and Archives Board of Directors. There being no further nominations received, J. Witheridge is Chair of the Clarington Museums and Archives Board of Directors. At this time the meeting was turned over to J. Witheridge to chair the remainder of the meeting. Moved by: - S. Laing Seconded by: M. Morawetz THAT J. Cashin -Oster be nominated for the position of Vice Chair of the Clarington Museums and Archives. MOTION CARRIED J. Cashin -Oster accepted the nomination. The Chair called for further nominations for the position of Vice - Chair of the Clarington Museums and Archives Board of Directors. Moved by: B. Seto Seconded by: G. Humes THAT M. Speelman Viney be nominated for the position of Vice - Chair of the Clarington Museums and Archives. Wiffit "0 0 • "Ur"7101 M. Speelman Viney accepted the nomination. There being no further nominations received, a vote of the members present was called, at which time the Executive Director and the Recording Secretary left the meeting to record the votes and returned with the following result: M. Speelman Viney is Vice Chair of the Clarington Museums and Archives Board of Directors. Moved by: M. Speelman Viney Seconded by: G. Humes THAT S. Laing be nominated for the position of Chair of the Finance Committee. MOTION CARRIED S. Laing declined the nomination. Moved by: S. Laing - Seconded by: M. Speelman Viney THAT G. Humes be nominated for the position of Chair of the Finance Committee. G. Humes accepted the nomination. There being no further nominations for the position of Chair of the Finance Committee , G. Humes is Chair of the Finance Committee of the Clarington Museums and Archives Board of Directors. Moved by: M. Speelman Viney Seconded by: G. Humes THAT M. Morawetz be nominated for the position of Chair of the Collections, and Event Planning Committee, IT[o nEel►[�1_\ M. Morawetz accepted the nomination. Moved by: S. Laing Seconded by: Concillor Neal THAT J. Cashin -Oster be nominated for the position of Chair of the Collections and Event Planning Committee. MOTION CARRIED J. Cashin -Oster accepted the nomination. There being no further nominations for the Chair of the Collections and Event Planning Committee received, a vote of the members present was called, and the Executive Director and the Recording Secretary left the meeting to record the votes and returned with the following result: A tie vote was recorded. Moved by: J. Witheridge Seconded by: Mayor Foster THAT the position of Chair of the Collections and Event Planning Committee of the Clarington Museums and Archives Board of Directors be CO- CHAIRED between M. Morawetz and J. Cashin- Oster. MOTION CARRIED Moved by: M. Speelman Viney Seconded by: Councillor Neal THAT B. Seto be nominated for the position of Chair of the Property 'Committee. MOTION CARRIED B. Seto accepted the nomination. There being no further nominations for the Chair of the Property Committee received, B. Seto is Chair of the Property Committee of the Clarington Museums and Archives Board of Directors. Members of the various committees were then chosen resulting in the following members serving on the various committees: Finance Committee: Chair: G. Humes, S. Laing, M. Speelman Viney, J. Witheridge Collections & Event Planning Committee: Co- Chairs: M. Morawetz and J. Cashin Oster M. Speelman Viney, Councillor Neal, J. Witheridge Property 'Committee: Chair: B. Seto, M. Carlton, M. Speelman Viney, Councillor Neal In the absence of P. Ford, it was suggested that he serve on this committee also, with his permission forthcoming. The Executive Director advised that a Liaison with the Heritage Committee is required and asked for a volunteer. B. Seto agreed to stand for the position. 5. ANNOUNCEMENTS There were no announcements. 6. APPROVAL OF DECEMBER 14, 2011 BOARD MEETING MINUTES Moved.by: Mayor Foster Seconded by: M. Carlton THAT the minutes of December 14, 2011 Board Meeting be approved. MOTION CARRIED 7. EXECUTIVE DIRECTOR'S REPORT Moved by: J. Cashin -Oster Seconded by: M. Morawetz THAT the Executive Director's Report be received. MOTION CARRIED S. CORRESPONDENCE There was no correspondence. 9. COMMITTEE REPORTS Finance: Moved by: J. Cashin -Oster Seconded by:. S. Laing THAT the Finance Monthly Report be approved as presented. M. Speelman Viney questioned the possibility of transferring funds from uncompleted projects to cover overages with other projects. Discussion followed at which time S. Laing spoke against the idea as it would mean switching around different accounts and would not be feasible. The Executive Director advised it would not be advisable as money is allocated to certain projects within our Reserve Fund Accounting as well and we need to keep that data consistent. MOTION CARRIED 10. BUSINESS ARISING Performance Appraisal Policy: The Executive Director advised a draft has been set up for the Ad Hoc Committee. There is need for a policy on the matter of salary and performance appraisals. The Ad Hoc Committee was struck in February 2011. The Executive Director advised that the last Board of Directors failed to complete this documentation and it is an outstanding item within the Board's By -Law. 11. NEW BUSINESS Moved by: Councillor Neal Seconded by: M. Speelman Viney THAT once a committee votes on a report it must go to the Board of Directors unaltered: 12. DATE AND PLACE OF NEXT BOARD MEETING The next meeting of the Board of Directors of the Clarington Museums and Archives will be held on FEBRUARY 8, 2012 commencing at 7:00 p.m. 10. ADJOURNMENT Moved by: Councillor Neil THAT the meeting adjourn at 8:05'p.m.- At this point board members discussed matters not on the agenda, then reconvened at 8:15 p.m. The Executive Director was asked to obtain 2 more quotes on photocopier equipment. Moved by: Mayor Foster THAT the meeting adjourn 8:20 p.m.