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HomeMy WebLinkAbout2012-10-10 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES October 10, 2012 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present: J. Witheridge, Chair Mayor A. Foster M. Speelman-Viney B. Seto M. Morawetz M. Carleton P. Ford J. Neal J. Cashin-Oster Staff: M. Rutherford Conrad, Executive Director V. Michalowsky, Recording Secretary 1. Call to Order: The meeting was called to order by the Chair at 7:02pm. 2. Adoption of Agenda: Moved by: P. Ford Seconded by: Mayor Foster THAT the agenda be approved with the addition of the Friends Report added to Reports and the Deaccession List be added to New Business MOTION CARRIED 3. Announcements: The museum was nominated for the 2012 Clarington Blooms program for their gardens. The nomination is a great honour for the museum's garden volunteers. (J. Cashin-Oster came in at 7:10) 4. Approval of June 13, 2012 Board Meeting Minutes Moved by: J. Neal Seconded by: M. Morawetz MOTION CARRIED 5. Executive Director's Report The Executive Director reported that the new roof for the Sarah Jane Williams Heritage Centre was postponed until this fall; the start date had been October 10th but started on the 11th. The building had a leak during the summer and because of that a piano from the collection was destroyed. Staff Performance reviews have been implemented. Jennifer Steen, the curator, is going on maternityh leave @ March 8th. Dave Cox, Program Coordinator, resigned effective October 24t . Moved by: J. Neal Seconded by: J. Cashin-Oster THAT the Board move in camera. MOTION CARRIED Moved by: P. Ford Seconded by: J. Cashin-Oster THAT the Board move out of camera. MOTION CARRIED M.Speelman-Viney asked for the reasons behind low attendance numbers. The Executive Director responds that marketing is an issue and that staff is analyzing statistics. She has engaged a website developer to redesign the museum website to make it easier to update and to make it look more current. Mayor Foster notes that all museums seem to be down in numbers and recommends looking at statistics from other museums to compare. The Executive Director thinks that some of the issues may be specific to Clarington Museums and that we have an opportunity to make improvements. Moved by: Mayor Foster Seconded by: M. Morawetz THAT the Executive Director's report be accepted. MOTION CARRIED 6. Correspondence The Clarington Public Library thanks the museum for sharing in the digitalization costs related to Microimage. The Organizer of the Clarington Terry Fox Run wrote to thank the museum for its support. The Historic Sites and Monuments Board of Canada wrote in response to furthering the application of Camp 30 as a national historic site. A final decision from its board is expected in December. Linda Oueller, a psychic, wrote asking to use the museum and some staff members for a pilot television show on Rogers Cable Durham. Moved by: M. Speelman-Viney Seconded by: M. Morawetz THAT the correspondence be accepted. MOTION CARRIED 7. Reports: a) Treasurer's Report Moved by: M. Speelman-Viney Seconded by: Mayor Foster 1. THAT the Treasurer Report No.2012-F-07 be approved as presented. The Chair received an e-mail from the financial chair in which the Treasurer identified Admissions as a significant shortfall in funding. M. Speelman-Viney asks about food for the Edwardian Teas. The Executive Director indicated that this event is normally a good fundraiser; however, this year there were management issues with the event. Ordering the correct amount of food, better training of summer students and more marketing will be implemented next summer to correct some of these issues. There is discussion concerning having too many free events versus events with admission. Moved by: J. Neal Seconded by: M. Speelman Viney THAT the Board move into carmera. MOTION CARRIED. Moved by: M. Speelman Viney Seconded by: Mayor Foster THAT the Board move out of camera. MOTION CARRIED b) Fund Development—Heritage Harvest Moved by: J. Neal Seconded by: M. Speelman-Viney THAT the Fund Development—Heritage Harvest Report be accepted. J. Neal reported that the Heritage Harvest was a great success and raised approximately $4000 for the museum. He thinks the event will do even better next year and can contribute to fundraising revenue. MOTION CARRIED c) Executive Committee Report (J. Witheridge) J. Witheridge asks members of Executive Committee and Executive Director stay behind after the meeting to set the date for the next Executive Committee Meeting. d) Friends Report S. Laing announces that the Friends Craft and Bake Sale will take place on November 17, 2012. There are dwindling numbers in the organization so they are focusing their efforts on items that have proven to sell well. Moved by: P. Ford Seconded by: B. Seto THAT the Friends Report be accepted. MOTION CARRIED 8. Business Arising: a) Membership (M. Rutherford-Conrad) The Executive Director is booking time with staff to work on mail-outs for members. M. Morawetz points out a new bill stipulation in e-mailing to include strict e-mail regulations for mail-outs. She will follow up with the Executive Director. b) EHT Update (M. Rutherford-Conrad) The Executive Director made a presentation to the Board regarding the current EHT issue. She is currently working with the Ministry of Finance to resolve the issue and to correct issues with our business account to ensure that our EHT remains at the level it should be at. The Ministry of Finance is providing good support on this issue as they investigate how changes were made to the museum business account without our authorization. The Executive Director is working with staff at the Municipality to amend the museum's by-law so that payroll and benefits may be provided by another source. MOTION CARRIED c) Marketing Policy (M. Rutherford-Conrad) Tabled to the November 14th meeting. 9. New Business: a) Budget 2013 (M. Rutherford-Conrad) An Ad Hoc Committee will work with the Executive Director to set up the Budget for 2013. b) Resignation (P. Ford) Moved by: Councillor Neal Seconded by: J. Cashin-Oster THAT the policy 3.4.0 be revised and reviewed next meeting. The Chair would like to amend the policy from "resign" to another term. The actual topic of P. Ford leaving the board is tabled until the next meeting. 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 NOVEMBER 14, 2012 at the Sarah Jane Williams Heritage Centre at 7:00 p.m. 11. Adjournment: THAT the meeting adjourn at 9:35p.m. Minutes for the October 11, 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