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Home My WebLink About2013-11-13 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 November 13, 2013 Clarke Museum 7086 Old Kirby School Rd., Kirby, Ontario Present: J. Witheridge, \[Chair\] C. Morgan B. Seto J. Cashin-Oster S. Laing M. Carlton G. Humes M. Mitchell C. Taws Regrets: Cllr Joe Neal, Mayor Adrian Foster, Michelle Speelman Viney, 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. The Chair announces a small change in agenda order will take place today. Presentation #6 b) with C. Taws and onwards will be after #10 a). 2.Adoption of Agenda: Moved by: C. Morgan Seconded by: J. Cashin-Oster THAT: the agenda be approved. MOTION CARRIED 3.Disclosure of Interests: No interests were disclosed. 4.Approval of Minutes a)THAT: the Board meeting October 9, 2013 minutes be approved. b)THAT: the Executive meeting November 6, 2013 minutes be approved. Moved by: C. Morgan Seconded by: B. Seto MOTION CARRIED 5.Correspondence: a)Michelle Speelman Viney has emailed and let the Chair know that she is resigning from the Board because she has sold her place of residence and is moving. The Board regrets the resignation of Michelle Speelman Viney. Moved by: J. Cashin-Oster Seconded by: S. Laing MOTION CARRIED 6.Presentations: Events 2014 (M. Mitchell) a) M. Mitchell shows her schedule of programs and events for 2014. She highlights that the museum has partnered with Ontario Power Generation (OPG) for family programming. OPG has donated $5,000 and the museums and promised ten days next year to be OPG FAMILY DAYS. The museum would like to continue to be a part of the Historic Downtown Bowmanville events, will be continuing with the membership program and summer camps, which will focus on current exhibits. Bowmanville historic walks will return next year along with curator talks, summers teas and the Kirby Church book sale. M. Mitchell said she will try to promote the museum with teacher open house and personal teacher meeting at different st schools in Clarington. Two changes will take place in 2014; July 1 tea on the veranda will st cancelled and an extra tea will take place on Sept.1, Spirit Walks will not take place in September, they will be held instead in October every Wednesday and Thursday. th C. Morgan inquires about the Feb 17 family day event and the family tree activity. A small discussion is had about the importance of family and the diversity many families nowadays. The museum will offer probably two activity options. rd The Chair recommends August 23 (OPG FAMILY DAY) as tractor day. The Chair thanks Melody for all her hard work. Motion that: The Events 2014 plan be accepted. Moved by: S. Laing Seconded by: J. Cashin-Oster MOTION CARRIED 10. Business Arising a)Re-address the Budget (J. Fielding) J. Fielding presents a renewed budget request for the Municipality. She explains that the museum needs more money. Staff overtime is not always counted, the collection needs care and the museum needs better marketing and she can’t have Bowmanville Museum open if there is low staff and there is nothing worse than saying no patrons. J. Fielding mentions that the money being requested will help the Museum meet its Strategic Objectives. She reminds the Board that if the museum doesn’t get more money, the chances of getting the C.M.O.G. grant money is less likely if the collection is not taking care of. A small discussion is had. Motion that : the Executive Director’s re-addressing of the Budget be accepted. Moved by: B. Seto Seconded by: J. Cashin-Oster MOTION CARRIED 6. Presentations (con’t) b) Collection (C. Taws) C. Taws talks through the de-accessioning process currently being carried out. To ensure a correct and accurate process a chart for summer students and volunteers was created to show them where an item belongs (which collection). Approx. eight to twelve items will be allowed to go to other museums. As of today 286 books, 80 china/metal/glass items and 25 items of clothes have been removed from the museums’ collection. The un- numbered items have not been counted. Many ceramic and glass items have been moved to Clarke and there is more room in the S.J.W.H.C. basement. C. Taws notes the museum has a collection Victorian funeral clothes, that are not local but are in great shape. The Collection Committee will discuss the use of these items would be great for a travelling exhibit. 7.Announcements: There are no announcements. 8.Executive Director’s Report: The Executive Director’s report was delivered. THAT: the executive director’s report be accepted. Moved by: G. Humes Seconded by: B. Seto MOTION CARRIED 9.Committee Reports: a)Finance (G. Humes) Motion that : the Board accept the Finance report. Moved by: G. Humes Seconded by: J. Cashin-Oster MOTION CARRIED b)Fund raising & Event Planning (J. Neal *absent, spoken by J. Fielding) A discussion is had about the contract position andalthough J. Fielding has someone in mind for this position, B. Seto said maybe there should still be meeting other candidates. G. Humes says that they will have to look into policies for hiring this position and that hiring a person from the community is important. Julie Cashin Oster felt this was a very good proposal but did point out she knew the person concerned. Motion that : the Board approve release of $16,000 project funds to pay for a fundraiser to complete a Fundraising Plan, a case for support and 6 months of supporting implementation of the fundraising plan. the Motion. S. Laing objects to Moved by: Julie Cashin Oster Seconded by: Grant Humes MOTION CARRIED c)Property (M. Morawetz* absent, spoken by J. Fielding) There is small board discussion about the official name of 37 Silver St. whether is should be Waverly Place or Bowmanville Museum. S. Laing mentions it was decided about five or six years ago at a prior meeting. B. Seto says the Board should look for this in the past Board Minutes. Motion that : the Board accept the Property committee report. Moved by: Bonnie Seto Seconded by: Mavis Carlton MOTION CARRIED d)Membership (B. Seto) There are six new members. The museum now has 80 members. Moved by:Susan Laing Seconded by: Julie Cashin Oster MOTION CARRIED e) Friends (S. Laing) th The Friends Craft and Bake Sale is this Saturday Nov. 16 2013 from 9:30 a.m. to 1 p.m. at the S.J.W.H.C.. Moved by: B. Seto Seconded by: J. Cashin-Oster MOTION CARRIED 10.Business Arising (con’t): b) Camp 30 M. Morawetz* absent (spoken by J. Fielding) Motion that : M. Morawetz the lead the Camp 30 Committee. Moved by: Chair Seconded by: B. Seto MOTION CARRIED c) Fair Board Report (Chair) The Orono Fair will support Tractor Day. d) Heritage Tractor (Chair) The Heritage Tractor Committee said they are thrilled to a part of this upcoming event. 11.New Business None. 12.Date and Place of Next Board Meeting: The next meeting will be held December 11, 2013 at the Sarah Jane Williams Heritage Centre at 7 p.m. 13.Adjournment: THAT the meeting adjourn at 8:58 p.m. Moved by: S. Laing MOTION CARRIED November 13, 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