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HomeMy WebLinkAbout2013-01-09 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES January 9, 2013 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 J. Neal J. Cashin-Oster Staff: Martha Rutherford Conrad, Executive Director V. Michalowsky 1. Call to Order: The meeting was called to order by the Executive Director at 7:04pm. 2. Adoption of Agenda: Moved by: Mayor Foster Seconded by: J. Neal THAT the agenda be approved with the change to move 11. to 9b. MOTION CARRIED 3. Voting and Nominations J. Witheridge was nominated as Chair by Mayor Foster and S. Laing. No other names were submitted. M. Speelman-Viney was nominated as Vice Chair by B. Seto and J. Neal. No other names were submitted. G. Humes was nominated as Treasurer by M. Speelman-Viney and M. Morawetz. No other names were submitted. J. Neal was nominated as Fund Development by M. Speelman-Viney and S. Laing. No other names were submitted. M. Morawetz was nominated as Property Management by S. Laing and J. Cashin- Oster. No other names were submitted. 4. Voting Only one name was submitted for each position. 5. Announcements The Orono paper has an ad for the Clarington Museum on the back in quite a large space for Robbie Burns Supper. 6. Approval of November 21st Board Meeting Minutes Moved by: J. Cashin-Oster Seconded by: M. Speelman-Viney MOTION CARRIED Approval of December 12th Board Meeting Minutes Moved by: M. Carleton Seconded by: J. Cashin-Oster MOTION CARRIED Approval of December 12th In Camera Board Meeting Minutes Part One Moved by: M. Morawetz Seconded by: J. Neal MOTION CARRIED Approval of December 12th In Camera Board Meeting Minutes Part Two Moved by: J. Neal Seconded by: B. Seto MOTION CARRIED 7. Executive Director's Transition Exit Report The Executive Director gave a different type of report rather than giving statistics and instead gave recommendations for the new Executive Director. Discussion about the Robbie Burns event ensues. Mayor Foster asked about what the biggest issues for the new executive to deal with are; The Executive Director says that all the issues are listed in the report; one of the biggest issues is the hiring of a new Programmer effective February 19th and the need for more staff capable of doing programming. M. Speelman-Viney commended the Executive Director on the new Twitter account and suggested that it was important to follow other community members on it. Discussion of a charitable status for the museum was brought up. The Museum did not have one before because of the municipal act but can now apply for one. Discussion of"The Ball House" as a future museum site was discussed and was suggested by the Executive Director to be put on the "watch list" for council to buy in the future when it becomes available. Its use as a permanent collection space for the museum's doll collection could be essential. Moved by: Mayor Foster Seconded by: J. Neal MOTION CARRIED 8. Correspondence None. 9. Reports: a) 1.1.0 Mission Statement Discussion of the rewriting of the Museum's Mission Statement was brought before the board with a time limit of 15 minutes. Whether or not the museum should keep collecting dolls is an issue because of space, etc. The Executive Director's recommendation is that if the museum keeps collecting the dolls to limit the requirements and sell the rest. There is a great opportunity for a travelling exhibit for the dolls. Local artefacts are being compromised because of improper storage. Mayor Foster suggests a different place for discussion of the mission statement where it can be discussed at length. The Chair says the purpose of going through the mandate is not to redo it but to open discussion and identify problems. THAT the discussion of the Mission Statement be tabled until the new Executive Director is hired. Moved by: M. Speelman-Viney Seconded by: J. Neal MOTION CARRIED. THAT inventory is taken of the doll collection by staff and have them make recommendations. Moved by: M. Carleton Seconded by: J. Cashin-Oster MOTION CARRIED b) Delay Hiring of Executive Director THAT the session be moved in camera. Moved by: Mayor Foster Seconded by: J. Neal MOTION CARRIED 10. Business Arising: a) 2013-F-01 Discussion of user fees is brought up by Mayor Foster. Approximately 1.8% of total expenses are covered by user fees; we need to go forward and see what needs to be done to bring more people in. 11. New Business: In camera session 12. 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 February 20th, 2013 at the Sarah Jane Williams Heritage Centre at 7:00 p.m. 13. Adjournment: Minutes for the January 9th, 2012 meeting of the Clarington Museums and Archives Board have been accepted and approved on