HomeMy WebLinkAbout2011-06-14 MinutesCLARINGTON MUSEUMS AND ARCHIVES
BOARD MEETING
MINUTES
June 14, 2011
at the Sarah Jane Williams Heritage Centre
Bowmanville, Ontario
Present: J. Witheridge, Chair
S. Laing
M. Morawetz
M. Speelman Viney
J. Cashin -Oster
B. Seto
P. Ford
Councillor Neal
Regrets: M. Carlton
Mayor Foster
Absent: B. Shields
Staff: Martha Rutherford Conrad, Executive Director
1. CALL TO ORDER
The meeting was called to order by the Chair at 7:44 p.m.
2. ADOPTION OF AGENDA
Moved by: Councillor Neal Seconded by: B. Seto
THAT the agenda be approved.
MOTION CARRIED
3. KIRBY CHURCH REPORT
The Board reviewed a report on the Kirby Church project.
Moved by: M. Speelman Viney Seconded by: P. Ford
NOW THEREFORE the Museum Board requests a letter of support from
Council to assist in obtaining funding' from external agencies. .
WHEREAS Clarington Museums and Archives Board endorses the project
to re- locate the Kirby Church to the Clarice Museum property.
MOTION PASSED unanimously
4. APPROVAL OF MINUTES
Moved by: Councillor Neal Seconded by: P. Ford
THAT the minutes of the meeting of May 11, 2011 be accepted as printed.
MOTION CARRIED
5. CORRESPONDENCE
Moved by: S. Laing Seconded by: J. Cashin -Oster
THAT the correspondence be accepted.
The Executive Director was asked how items donated to the museum
through a Last Will and Testament is handled. She replied that all items
are reviewed for suitability. Anything that does not meet the mandate of
the museum is sold with the proceeds used for the benefit of the museum
collection as per our policies.
MOTION CARRIED
6. BUSINESS ARSING
a) Board Member Absenteeism
After a discussion and a review of the current policies, the following
resolution was passed;
Moved by: Councillor Neal Seconded by: B. Seto
WHEREAS a position from Ward 2 has been vacated on the Board
through three consecutive meetings missed without regrets;
THEREFORE as per Policy and By -Law a request is made to fill the ,
vacated position.
MOTION CARRIED
The Executive Director was directed to follow up with the Heritage
Committee regarding the liaison between the two entities.
The Executive Director was asked to review applicants for eligibility and
make recommendations to the Board.
6. COMMITTEE REPORTS
a) Finance Committee
Moved by: S. Laing
Seconded by: T. Cashin -Oster
THAT the Finance Report be accepted.
The Finance Chair addressed late fees indicating that turnaround on some
of the bills is a very tight schedule and can be difficult to get the payment
back on time through the mail. The Executive Director was asked to
investigate the possibility of electronic billings and .payment.
The Executive Director identified a need to replace the server at the
museum. She was directed to spend the appropriate funds for a new
server.
b) Property Committee
Moved by: B. Seto
MOTION CARRIED
Seconded by: M. Morawetz
THAT the Property Committee Report be accepted.
The Property Chair summarized the property inspection including the
process used to review issues.
The Committee focused its review on the high priority items. The
committee also reviewed the capitol projects currently underway at the
museum.
An update was.provided regarding the leaks in the Sarah Jane Williams
roof in that Operations does not have the funds to fix the roof in 2011.
The need for a fire separation wall at the Bowmanville Museum was
discussed. A architect is looking at some additional options beyond
walling off the back staircase.
The Executive Director was asked to approach Operations regarding
exterior locking mechanism on the front door of Sarah Jane Williams. due
to Health and Safety concerns.
MOTION CARRIED
c) . Evaluation Committee
M. Speelman Viney updated the Board with information from the meeting
conducted just prior to the Board meeting.
The Committee is reviewing her report and has additional meetings
planned throughout the summer.
7. EXECUTIVE DIRECTOR'S REPORT
Moved by: J. Cashin -Oster Seconded by: S. Laing
THAT the Executive Director's report be accepted.
A discussion was held regarding needs for upcoming Canada Day
celebrations.
MOTION CARRIED
8. NEW BUSINESS
a) Resignation of Exhibit Curator
The Executive Director advised the Board of the plans to fill in this
position with existing staff while undertaking a search for a new Exhibit
Curator.
b) M. Speelman Viney asked M. Morawetz when the Collection
Committee would be meeting.
9. 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 September 14, 2011, at the Sarah Jane
Williams Heritage Centre beginning at 7:00 p.m.
10. Moved by: Councillor Neal
THAT the meeting adjourn at 8:49 p.m.
Minutes for the June 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