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HomeMy WebLinkAbout2012-04-11 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES April 11, 2012 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present: J. Witheridge, Chair S. Laing M. Morawetz M. Speelman Viney B. Seto P. Ford M. Carlton G. Humes Councillor J. Neal Mayor A. Foster Regrets: J. Cashin-Oster Staff: Martha Rutherford Conrad, Executive Director M. Horne, Recording Secretary 1. CALL TO ORDER The meeting was called to order by the Chair at 7:04 p.m. 2. ADOPTION OF AGENDA Moved by: B. Seto Seconded by: Mayor Foster THAT the agenda be approved with the addition of item 7c) —Ad Hoc Oral Report, addition of 8b) —Election, addition 9d) —Economic Plan and 9e) St. Mary's Cement. MOTION CARRIED 3. ANNOUNCEMENTS There were no announcements. 4. APPROVAL OF MARCH 7, 2012 BOARD MEETING MINUTES Moved by: M. Speelman Viney Seconded by: P. Ford THAT the minutes of March 7, 2012 Board Meeting be approved. MOTION CARRIED 7. COMMITTEE REPORTS a) Finance Moved by: G. Humes Seconded by: M. Speelman Viney THAT the Finance Chair Report be accepted. MOTION CARRIED Councillor Neal entered the meeting at 7:15 p.m. b) Property Moved by: B. Seto Seconded by: Mayor Foster Discussion was held regarding 1) Museum Development Fund included in the report and it was agreed that this should be included in the Finance Report; and that item 2) Kirby Church project be included in the May meeting of the Board of Directors. MOTION CARRIED C) Ad Hoc Committee Verbal Report Moved by: M. Speelman Viney Seconded by: Councillor Neal THAT the Ad Hoc Committee be disbanded and the Executive Director be directed to bring forward to the board Section 7.9.5 Professional Development, Section 7.10.1 Direct Financial Compensation and a policy regarding out of range compensation. MOTION CARRIED 8. a) Committee Policy Review The Executive Director presented a policy review which contained the revised committee structure. Copies of new sections of the Policy and Procedures Manual were distributed to the board. Moved by: M. Speelman Viney Seconded by: Mayor Foster THAT the proposed new structure of officers will be a Chair, Vice Chair, Treasurer, Fund Development Chair, and Property Management Chair. MOTION CARRIED b) Election Moved by: P. Ford Seconded by: Mayor Foster THAT the Chair and Vice Chair positions remain held by the present members of the Board of Directors. Both members agreed to stand. MOTION CARRIED Moved by: Councillor Neal Seconded by: B. Seto THAT Councillor J. Neal be nominated for the position of Fund Development Chair. No other person being nominated, Councillor J. Neal agreed to stand. MOTION CARRIED Moved by: S. Laing Seconded by: M. Speelman Viney THAT G. Humes be nominated for the position of Treasurer. No other person being nominated, G. Humes agreed to stand. MOTION CARRIED Moved by: B. Seto Seconded by: S. Laing THAT M. Morawetz be nominated for the position of Property Management Chair. No other person being nominated. M. Morawetz agreed to stand. MOTION CARRIED The Chair suggested that all positions on the committees of Fund Development and Property Management be filled by voluntary members of the board. 5. EXECUTIVE DIRECTOR'S REPORT Moved by: Mayor Foster Seconded by: M. Carlton THAT the Executive Director's Report be received. MOTION CARRIED Some discussion was held regarding the Executive Director providing peer reviews for Young Canada Works applications. 6. CORRESPONDENCE There was no correspondence. 9. a) Whitby Museum The Executive Director advised the board that the Whitby Museum has been having trouble operating for the past several years. b) Federal Budget Impacts The Executive Director advised the Board that while the Department of Heritage had significant cuts with the federal budget, funding for museums had been protected and there was no anticipated impact on our plans for grant funding this year. c) Digitization Project with CPL The Executive Director presented a program that we as the museum could partner with the Clarington Public Library to digitize all the newspapers. A sample of this program was shown to the board. It was pointed out that this program would open up much needed storage space for the museum and therefore, the Executive Director asked the Board for direction on whether this work could be included within the scope of the Storage Management Project currently underway. Moved by: Councillor Neal Seconded by: B. Seto THAT this be deferred to the 2013 budget. MOTION DEFEATED Moved by: M. Speelman Viney Seconded by: Mayor Foster THAT this project be referred to Property Management. MOTION CARRIED d) Economic Plan Moved by: Chair Seconded by: Mayor Foster THAT staff be asked to participate in suggestions for the economic plan. MOTION CARRIED Amendment to the Motion Councillor Neal Seconded by: Mayor Foster THAT the Executive Director investigate a new benefit plan. AMENDMENT CARRIED e) St. Mary's Cement Mayor Foster and M. Speelman Viney identified the potential of the fossil collection from St. Mary's Cement for a future exhibit. The Executive Director advised that the museum was aware of the collection and had worked with St. Mary's Cement in the past with regards to the fossil collection. 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 MAY 9, 2012 at the Sarah Jane Heritage Centre at 7:00 p.m. 11. ADJOURNMENT Moved by: Councillor Neal THAT the meeting adjourn at 9:05 p.m.