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HomeMy WebLinkAbout2012-03-07 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES March 7, 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 Councillor J. Neal Absent: M. Carlton Regrets: Mayor A. Foster G. Humes 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: Councillor Neal Seconded by: P. Ford THAT the agenda be approved with the deletion of 7b Ad Hoc Committee and the insertion of Executive Committee in its place. MOTION CARRIED 3. ANNOUNCEMENTS There were no announcements 4. APPROVAL OF FEBRUARY 8, 2012 BOARD MEETING MINUTES Moved by: Councillor Neal Seconded by: M. Speelman Viney THAT the minutes of February 8, 2012 Board Meeting be approved with the correction to item 4 "Approval of January 11, 2012 Board Meeting Minutes" to "Approval of February 8, 2012 Board Meeting Minutes" and in the first line, "THAT the minutes of January 11, 2012 Board Meeting be approved............" to "THAT the minutes of February 8, 2012 Board Meeting Minutes be approved.........." MOTION CARRIED 7. COMMITTEE REPORTS a) Finance: Moved by: Councillor Neal Seconded by: B. Seto THAT the Finance Report be accepted. Discussion took place on various projects and finances. MOTION CARRIED The meeting was passed to M. Speelman Viney in order for the Chair to make the following motion: Moved by: J. Witheridge Seconded by: S. Laing THAT congratulations be given to the Executive Director on the thorough and complete report submitted. MOTION CARRIED The Chair returned. b) Executive Committee: Some discussion took place regarding the re-organization of the Committees on the Board. Moved by: B. Seto Seconded by: M. Speelman Viney THAT the Board request that Council in considering appointments to the Museum Board include a review of expertise and qualifications of the applicants as specified by the Museum Board to meet the needs of the Museum Board. MOTION CARRIED Moved by: J. Neal Seconded by: P. Ford THAT the Board directs the Executive Director to update Section 3 and Section 4 in the policies of the Clarington Museums and Archives to reflect the Committee structure as documented in the Executive Director'r Report 2012-ED-01 MOTION CARRIED c) Property Report: Moved by: B. Seto Seconded by: M. Speelman Viney THAT the Property Committee Report be accepted. MOTION CARRIED 8. Business Arising: a) Distribution of Minutes to Board (S. Laing) S. Laing advised the board members that the By-Law for the Board requests distribution of minutes to the Council within 10 business days. A previous motion in December 2011 minutes of the Clarington Museums and Archives stipulated that minutes be sent to board members within seven days after the meeting. S. Laing requested that this direction be consistent. Moved by S. Laing Seconded by: M. Speelman Viney THAT as per Section 3.5.6 of the Policy and Procedure Manual the minutes of Board Meetings be sent to board members within ten business days after the meeting. MOTION CARRIED b) Metal Tree for Recognition The Executive Director produced a sample that has been selected for the Recognition Tree that is to be permanently hung in the museum in recognition of those people who have contributed outstanding service to the museum. The Executive Director advised that the actual product would be much larger than the sample and would cover the whole large wall in the museum. The Board of Directors approved the sample and it was agreed to proceed with the metal tree within the established budget. 9. New Business: B. Seto inquired after the vacancy on the Board. Moved by: B. Seto Seconded by: M. Morawetz THAT the Executive Director advise the Newcastle Village and District Historical Society of their vacancy on the Clarington Museums and Archives Board and encourage the Historical Society to fill this vacancy. MOTION CARRIED 10. 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 APRIL 11, 2012 at the Sarah Jane Heritage Centre at 7:00 p.m. 11. ADJOURNMENT Moved by: Councillor Neal THAT the meeting adjourn at 9:00 p.m. Minutes for the March 7,2012 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