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HomeMy WebLinkAbout2013-02-13 Minutes CLARINGTON MUSEUMS AND ARCHIVES BOARD MEETING MINUTES February 13, 2013 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present: J. Witheridge, Chair Mayor A. Foster B. Seto M. Morawetz J. Cashin-Oster S. Laing Regrets: M. Speelman-Viney Staff: J. Fielding, Executive Director V. Michalowsky 1. Call to Order: The meeting was called to order by the Chair at 7:00pm. 2. Adoption of Agenda: Moved by: Mayor Foster Seconded by: S. Laing THAT the agenda be approved. MOTION CARRIED 3. Announcements The Chair gave an introduction to the new Executive Director. The Executive Director addressed the board to say that she is very excited to be working with the Museums and Archives of Clarington and would like to build a relationship between staff and board members. 4. Approval of November 21st Board Meeting Minutes In the Business Arising names are missing for a Motion Carried; the Motion Carried might have been put in as an accident. This will be edited. Moved by: J. Cashin-Oster Seconded by: B. Seto MOTION CARRIED 5. Executive Director's Report: The Executive Director reported that she had received a letter from the Commercial Museum Operating Grant administration stating that we cannot apply for a museum grant of$25 000 this year because of applying after the deadline. The Executive Director had talked to the representative who suggested looking over our mandate and policies and reapplying next year. The Museum received $5000 from OPG for the Ice Age Mammals exhibit. However $2000 is still owing from Veridian; The Executive Director and Mayor Foster are to check on the invoice. Moved by: Marilyn Morawetz Seconded by: Mayor Foster MOTION CARRIED 6. Correspondence None. 7. Reports: a) Finance (Grant) The Museum might need to be audited soon; Jackie already be working on the Year end report. Mayor Foster told the board that the budget had been approved and remains unchanged. Otherwise there is not much to report of as yet. b) Fund Development (Joe) To be moved to the next meeting. The original name of Collections and Event Planning was changed to Fund Development. Discussion about two "events," such as the tree and the boy's bedroom, should be a staff issue and does not need a board member in charge. 8. Business Arising: a) Phil's Replacement The position still needs to be advertised. b) Kirby Church The Chair suggests that we either need to do something with the Kirby Church or not. Need council to look at it and assign money. Mayor Foster says there was no formal movement to council about the Kirby Church. S. Laing debated that a discussion about letters set to council had happened in June 2012. J. Cashin-Oster agreed. Mayor Foster said he would get staff to look at the issue. Discussion started by M. Morawetz about adding another property to create a"village" with Kirby Church, Clarke Museum and the additional property. The Executive Director brought up the issue of there have been phone calls about bills not being paid at the Kirby Church even though the Museum is not in charge of paying those bills. Discussion is started about what the Museum would do if the Kirby Church was moved by the Clarke Museum. Mayor Foster asks why the board should worry about the Kirby Church before the board has concretely figured out the Museum's mandate and where the Museum wants to go. It is also brought up that the United Church still owns the Kirby Church. It is decided that this is a very complicated discussion and will have to wait until another meeting. 9. New Business: The Chair wants to instate a system of"responsibilities" to each board member to help the Executive Director when she needs help and to keep the board up to date. S. Laing brought up the issue that the board already has committees and asks why we should then have these placements on top of them. The Chair says this will not circumvent committees but will just make it easier for reports and to help the Executive Director. The Chair does not want to make this into a policy. M. Morawetz requests that the term"responsibilities" is changed to "point person." S. Laing and J. Cashin-Oster request that Salaries and Finance should be the same category. J. Neal is taken off Projects and given Fund Development instead; Projects is added to M. Morawetz's category. Discussion is changed to the subject of Camp 30. Some of the Camp 30 buildings were offered to Council but Council did not accept them. There is a potential of setting up a foundation for the camp. When Ottawa was approached, the response was "excited." It was suggested that Fay Langmaid, the lead person of the Camp 30 project, to come to the next meeting to talk more about this issue. It could potentially be a big piece. M. Morawetz says that Martha Rutherford-Conrad had applied for Camp 30 to become a National History site before and Ottawa had agreed to do more research. A grant to stabilize the property is needed. Once stabilized, there can be more time to set up a foundation. It would not be a museum property but would instead be utilized either as a conference centre, weddings, etc. The option as a museum could be considered but not as a building of the Museums and Archives of Clarington. THAT the board accepts the revised Point Person list. Moved by: S. Laing Seconded by: B. Seto 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 March 13, 2013 at the Sarah Jane Williams Heritage Centre at 7:00 p.m. 11. Adjournment: THAT the meeting adjourn at 8:07pm Minutes for the February 13, 2013 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