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HomeMy WebLinkAbout2012-12-12 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES December 12, 2012 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present: J. Witheridge, Chair M. Speelman-Viney B. Seto M. Morawetz P. Ford J. Neal J. Cashin-Oster Regrets: Mayor A. Foster M. Carlton Staff: M. Rutherford Conrad, Executive Director 1. Call to Order: The meeting was called to order by the Chair at 7:07pm. 2. Adoption of Agenda: Moved by: J. Neal Seconded by: M. Speelman Viney THAT the agenda be approved with the correction of the Finance Report number from 2012-F-08 to 2012-F-09. MOTION CARRIED 3. Announcements: M. Speelman Viney commended the Executive Director and her staff for the Volunteer Appreciation dinner. 4. Approval of October 10, 2012 Board Meeting Minutes Moved by: M. Morawetz Seconded by: J. Cashin-Oster THAT the minutes from October 10, 2012 be approved with the following amendments; A) under 9b change S. Laing to J. Neal B) on page 1 change "low attendance reasons" to "low attendance numbers" C) on page 5, third line from the top change "with" to "without" MOTION CARRIED Moved by: J. Neal Seconded by: B. Seto THAT the In Camera minutes from October 10, 2012 be approved. MOTION CARRIED The Chair requested that the Executive Director distribute the minutes from the November meeting to the Board. 5. Executive Director's Report Moved by: B. Seto Seconded by: J. Cashin-Oster THAT the Executive Director Report be accepted. M. Speelman Viney questioned the dates for the CMOG testing with the province following a call she had made to the Ministry to verify dates. Executive Director reminded Board that due to an issue with the delivery of the 2nd round of testing, she had negotiated alternative dates with the province and that we are on schedule with those dates. J. Neal enquired about evening hours and whether there is value in being open some evenings. Executive Director did not think number of visitors would support this additional staffing; however, it might be something to take into consideration during a popular exhibit. B. Seto queried the low numbers for our Edwardian Christmas Open House. Executive Director commented that with 150 visitors we actually had a good turnout for the event. General concerns expressed over the use of social media with the desire to see it used more. Concern was also expressed regarding the impact of the teacher action on our programming revenue. Membership needs to be addressed within the 3-6 month action plan for the museum. An update on Robbie Burns was requested and provided. Executive Director reviewed issue with Mastodon not fitting into exhibit space. A potential partnership with the Clarington Public Library was unsuccessful; therefore the Mastodon was cancelled. MOTION CARRIED 6. Correspondence There is no correspondence. 7. Reports: a) Treasurer's Report 1) Finance Report Moved by: M. Morawetz Seconded by: G. Humes THAT the Treasurer Report No.2012-F-09 be approved as presented. M. Speelman Viney requested that Museum booking reservation system be removed from the project comments on page 5 of projects. M. Speelman Viney requested an update on the recognition tree. Executive Director committed to following up with artist for an update. G. Humes clarified that the reserves from legacy funds is $192,000 MOTION CARRIED 2) Ad Hoc Budget Report Moved by: M. Morawetz Seconded by: M. Speelman Viney THAT the minutes from the Ad Hoc Budget Committee be accepted with the date of the minutes changed to October 25, 2012. Discussion ensued regarding the dates of the different meetings and to which meeting the minutes applied. MOTION CARRIED b) Executive Committee Moved by: B. Seto Seconded by: M. Speelman Viney THAT the Executive Committee Meeting Minutes be accepted. MOTION CARRIED Following the reports a budget discussion ensued regarding the 2013 Budget numbers. G. Humes queried whether the projected program revenue was realistic considering the teacher action. Moved by: G. Humes Seconded by: J. Neal THAT educational admissions be adjusted to $4,500 in consideration of the uncertainty of teacher actions. MOTION CARRIED Moved by: P. Ford Seconded by: M. Speelman Viney THAT Revenues 2013 be accepted. MOTION CARRIED G. Humes queried exhibit curator salary, OMERS, and exhibit expense columns. He also identified that there is no contingency in the budget. Moved by: M. Speelman Viney Seconded by: J. Neal THAT the Board move In Camera. MOTION CARRIED Board moves out of camera. Moved by: J. Neal Seconded by: G. Humes THAT benefits be reduced to $10,000 assuming that we are moving off the town benefit plan. MOTION CARRIED Moved by: G. Humes Seconded by: M. Morawetz THAT 2013 Expenses be accepted. MOTION CARRIED 8. Business Arising: a) Marketing Policy (M. Rutherford-Conrad) Moved by: J. Cashin Oster Seconded by: M. Speelman Viney THAT the Marketing Policy be accepted. MOTION CARRIED Moved by: M. Speelman Viney Seconded by: G. Humes THAT the first line in section 16.6.3 be removed from the policy. MOTION CARRIED b) Policy Amendment re: Board Terms (M. Rutherford-Conrad) Moved by: J. Neal Seconded by: B. Seto THAT the amendment to Section 3.4.0 regarding voluntarily leaving the Board when a members term is up be accepted. MOTION CARRIED c) Section 1 —Policy Manual (M. Rutherford-Conrad) Moved by: J. Neal Seconded by: M. Speelman Viney THAT this item be tabled. MOTION CARRIED d) Banking Update (M. Rutherford Conrad) The Executive Director has been meeting with Scotia Bank to review their offerings. She is considering the benefits of online banking for the museum. e) By Law Review (M. Rutherford Conrad) Moved by: J. Neal Seconded by: G. Humes That By-Law 2007-138 be accepted as amended and communication regarding this decision be sent forthwith to the December 17 Council meeting. MOTION CARRIED f) Website Update (M. Rutherford Conrad) The Executive Director provided an update on the progress of the new website. Anticipated roll out will be in January 2013. 9. New Business: a) Personnel Updates (M. Rutherford Conrad) Executive Director provided updates to both the Programme Co-orindator position and the hiring of the new Exhibit Curator. Executive Director delivered resignation letter for her position. Moved by: J. Cashin-Oster Seconded by: M. Morawetz\ THAT the resignation of the Executive Director be accepted. MOTION CARRIED Some discussion ensured regarding communication of resignation and recruitment process. Recruitment Committee was appointed by the Chair and consists of G. Humes M. Morawetz B. Seto J. Witheridge M. Rutherford Conrad Moved by: J. Neal Seconded by: M. Speelman Viney THAT the appointments to the Recruitment Committee be accepted with the mandate of hiring an Executive Director. MOTION CARRIED b) New Agenda Format (J. Witheridge) The Chair advised that he would be adding a new section to the agenda called "Policy Discussion" and that it would be right before the Reports section. c) Meeting Schedule (S. Laing) Moved by: S. Laing Seconded by: J. Cashin Oster THAT regular meetings of the board would be on the 2nd Wednesday of the month. MOTION CARRIED J. Cashin Oster leaves the meeting at 9:45 PM. S. Laing makes an announcement that the Friends raised over $1,100 at their annual craft and bake sale. Moved by: J. Neal Seconded by: B. Seto THAT the Board move In Camera MOTION CARRIED Board moves out of camera 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 JANUARY 9, 2013 at the Sarah Jane Williams Heritage Centre at 7:00 p.m. 11. Adjournment: THAT the meeting adjourn at 10:35p.m. Minutes for the December 12, 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