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HomeMy WebLinkAbout2013-10-09 Minutes To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions and programmes that inspires future generations and enlivens our community 62 Temperance Street, Bowmanville, Ontario L1C 3A8 905-623-2734 at Sarah Jane Williams Heritage Centre BOARD MEETING MINUTES October 9, 2013 Sarah Jane Williams Heritage Centre 62 Temperance Street, Bowmanville, Ontario Present: J. Witheridge, \[Chair\] M. Morawetz Camp 30 Guest C. Morgan J. Neal B. Seto J. Cashin-Oster M. Speelman Viney \[Vice-Chair\] Regrets: A. Foster \[Mayor\] S. Laing G. Humes Absent: M. Carlton Staff: J. Fielding, \[Executive Director\] N. Ellis \[recording secretary\] 1.Call to Order: The Chair called the meeting to order at 7:00 p.m. 2.Announcements: The Heritage Harvest raised approximately $5,000. 3.Adoption of Agenda: Moved by: C. Morgan Seconded by: J. Neal THAT: the agenda be approved. MOTION CARRIED 4.Disclosure of Interests: No interests were disclosed. 5.Approval of Minutes a)THAT: the Board meeting September 2013 minutes be approved as corrected. Moved by: J. Cashin-Oster Seconded by: J. Neal MOTION CARRIED 6.Communications: a)Municipality of Clarington (Appendix 1) is reviewed. Moved by: M. Speelman Viney Seconded by: C. Morgan MOTION CARRIED 7.Announcements: a)The Chair explains he has written a letter to Mr. Finnerty the deputy minister in charge of the C.M.O.G. grants asking for him to look at the case again. Motion that: The written letter with amendments be sent to the deputy minister. Moved by: M. Speelman Viney Seconded by: J. Cashin-Oster MOTION CARRIED b) There is a discussion about the Clarington This Week article by Jennifer O’Meara, printed and online as front page news on October 5, 2013. It is evident that there are more details in the online version. New information for a couple of board members is stated, that the rule is if the grant deadlines are missed two years in a row, the museum is ineligible to apply for the grant in the third year. Motion that: An ad hoc committee be created to reconstruct how C.M.O.G.grant was lost, and to create a new policy be created to ensure it does not happen again. The committee will be M. Speelman Viney, B. Seto, J. Cashin-Oster and the Chair. Moved by: M. Speelman Viney Seconded by: J. Cashin-Oster MOTION CARRIED 8.Executive Director’s Report: The Executive Director discusses the museum’s progress. She explains she has secured four University of Ontario Institute of Technology (UOIT) students who will conduct a marketing strategy study. They will gather and present information. Their intent is to come to events, ask patrons questions and discover how the museum can better market itself. The Executive Director mentions she has applied for an Arts Education grant. She will send a copy of the grant forms to all Board members. The museum should have a response for this grant by February 2014. Motion that : the Executive Director’s report be received. Moved by: J. Neal Seconded by: B. Seto MOTION CARRIED 9.Finance Report : G. Humes is absent. Motion that: the Financial report be received. 10.2014 Budget Proposal Approval: Motion that: the Board approve the 2014 Budget Proposal. Moved by: M. Morawetz Seconded by: J. Neal MOTION CARRIED 11.Business Arising: Motion that: the Executive Director’s plan for C.M.O.G. presentation be accepted. Moved by: J. Neal Seconded by: M. Speelman Viney MOTION CARRIED Motion that: a standing committee with S. Laing as Chair be formed for collections. Moved by: J. Neal Seconded by: M. Morawetz MOTION CARRIED 12.Committee Reports: a)Finance (G. Humes absent) Motion that : the Board accept the Finance report. Moved by: M. Speelman Viney Seconded by: J. Cashin-Oster MOTION CARRIED b)Fundraising (J. Neal) The Heritage Harvest was a great success. Archivist Charles Taws did a great job with his talk about the site’s heritage. Congratulations from the Chair to everyone for doing a fantastic job. J. Neal will select a date to have a courtyard meeting this year about Heritage Harvest improvements that can be made for 2014. Motion that : the Board accept the Fundraising committee report. Moved by: M Morawetz Seconded by: B Seto MOTION CARRIED c)Property (M. Morawetz) The veranda has been painted. The conservatory is currently being painted and preserved. Still waiting for a report on the boy’s room. There is some discussion about a fundraising position, this also waiting for approval. There will be more of a report on this next meeting. Motion that : the Board accept the Property committee report. Moved by: Julie Cashin Oster Seconded by: Joe Neal MOTION CARRIED d)Membership (B. Seto) There are a few new members. No new members from the Heritage Harvest, that the Board is aware of. Moved by: J. Neal Seconded by: M. Speelman Viney MOTION CARRIED 13.New Business: The Chair would like to have an antique tractor show in front of the SJWHC to support the Orono Fair. It would be held in August to promo Orono Fair and bring the tractors to Bowmanville, to children who do not have the money to attend the Orono Fair. A small discussion is had about the Santa Claus Parade in Bowmanville and the best time to have the tractor show and where. Motion that : Julia present to the Orono Fair Board (Alliance) for a Tractor show. Moved by: M. Morawetz Seconded by: M. Speelman Viney MOTION CARRIED 14.Date and Place of Next Board Meeting: The next meeting will be held November 13, 2013 at the Clarke Museum at 7 p.m. 15.Adjournment: THAT the meeting adjourn at 9:04 p.m. MOTION CARRIED October 9, 2013 Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on ______________________________. ________________________________ ______________________________ Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives