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HomeMy WebLinkAbout2012-02-08 MinutesCLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES February 8, 2012 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present: J. Witheridge, Chair S. Laing M. Morawetz M. Speelman Viney J. Cashin -Oster B. Seto P. Ford G. Humes Councillor J. Neal Mayor A. Foster Absent: M. Carlton Staff: Martha 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: Mayor Foster Seconded by: M. Speelman Viney THAT the agenda be approved with the addition to item 8 - Business Arising, of Office Equipment; the addition to item 9 — New Business, of Committee Members; the addition to item 9 — New Business, of Referrals from Council; and the addition to item 9 — New Business, of Heritage. MOTION CARRIED 3. ANNOUNCEMENTS M. Morawetz announced that on Saturday,February 25, 2012 at 2:00 pm in the Council Chambers, Municipal Administration Building, the Architectural Conservancy of Ontario Clarington Branch is hosting their Annual General Meeting with the guest speaker being Peter J. Stokes and the topic of Inspired Adaptations — New purposes for old churches. 4. APPROVAL OF JANUARY 11, 2012 BOARD MEETING MINUTES Moved by: Councillor Neal Seconded by: S. Laing THAT the minutes of January 11, 2012 Board Meeting be approved with the correction of ` Members Absent, P. Ford,' being amended to `Regrets, P. Ford.' MOTION CARRIED 5. - EXECUTIVE DIRECTOR'S REPORT Moved by: J. Cashin -Oster Seconded by: G. Humes THAT the Executive Director's report be 'received. MOTION CARRIED 6. CORRESPONDENCE There was no correspondence. 7. COMMITTEE REPORTS a) Finance: Moved by: G. Humes Seconded by: M. Speelman Viney THAT the Finance Report be approved. MOTION CARRIED b) Ad Hoc Committee: Moved by: M. Speelman Viney Seconded by: J. Cashin -Oster THAT the verbal report be received. MOTION CARRIED c) Collections & Event Planning Committee Moved by: M. Morawetz Seconded by: Councillor Neal THAT Collections and Event Planning Committee Report #2012 -CE -01 be accepted. Discussion was held regarding item 4 of the report and the de- accessioning process of items was explained by the Executive Director. d) Property Report: Moved by: B. Seto MOTION CARRIED Seconded by: M. Morawetz THAT the Property Report be approved as presented with the exception of the date `2011 -P -04' to be changed to `2012- P -04'. u•__9 -1 BUSINESS ARISING a) Office Equipment The Executive Director has done cost comparisons on office equipment in the past and most recently this month. Estimates from our suppliers came back less than other suppliers. The Executive Director tests existing contracts to ensure we are getting the best service and rate possible. Moved by: G. Humes Seconded by: S. Laing THAT the Executive Director has the authority to replace equipment within her spending limits; AND THAT the Executive Director pursue a fix to our photocopier before engaging in a lease agreement for another machine. MOTION CARRIED 9. . NEW BUSINESS Councillor Neal questioned the number of committees the Museum has, and the feasibility of adding a Fund Raising Committee. 10. Moved by: Councillor Neal Seconded by: J. Witheridge THAT a review be undertaken of the Committee structure as a whole at the next Executive Committee. MOTION CARRIED Moved by: Councillor Neal Seconded by: B. Seto THAT this review be TABLED to the next meeting of the Clarington Museums and Archives Board of Directors pending recommendations from the Executive Committee. MOTION CARRIED Councillor Neal advised the board members of correspondence that had been received by Council from Rosemary McConkey regarding the launch of the 2012 Local Look Back project. Discussion was held and agreed that this is a worthwhile project. Moved by: Councillor Neal Seconded by: M. Speelman Viney THAT the Executive Director contact Mrs. McConkey to determine our level of participation in this project. MOTION CARRIED J. Cashin -Oster volunteered to work with the Executive Director on this project. 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 MARCH 7, 2012 at the Sarah Jane Heritage Centre at 7:00 p.m. 10. ADJOURNMENT Moved by: Councillor Neal THAT the meeting adjourn at 8:35 p.m.