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HomeMy WebLinkAbout2013-12-11 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 December 11, 2013 Sarah Jane William Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: J. Witheridge, \[Chair\] C. Morgan M. Morawetz J. Cashin-Oster S. Laing M. Carlton Mayor A. Foster J. Neal Regrets: G. Humes and B. Seto 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.Adoption of Agenda: Moved by: J. Cashin-Oster Seconded by: A. Foster THAT: the agenda be approved. MOTION CARRIED 3.Disclosure of Interests: No interests were disclosed. 4.Approval of Minutes a)THAT: the Board meeting November 13, 2013 minutes be approved with amendments. M. Morawetz requests the wording in the November minutes under #10 b) Motion that “M. Morawetz lead the Camp 30 Committee” change to M. Morawetz is the appointed representative of Clarington Museums and Archives on the Camp 30 committee. Moved by: C. Morgan Seconded by: M. Carlton MOTION CARRIED 5.Correspondence No correspondence. 6.Announcements: Program co-ordinator Melody Mitchell will be leaving Clarington Museums and Archives rd to pursue her career as a teacher. She will be with the museum until January 3, 2014. The Board congratulates her and thanks her for all her hard work. 7.Executive Director’s Report J. Fielding presents her report highlighting her meeting with the C.M.O.G. representative. She explains the C.M.O.G. papers are due April/May 2014 and that the representatives see no problem in the museum getting their funding back. She says preparing for the C.M.O.G. grant should be a board and staff initiative rather than have one person do it all. Melody Mitchell visited schools in Clarington to talk about the museum’s educational programs and this has resulted in more program bookings. J. Fielding had a cultural meeting plan with the Visual Arts Centre (VAC), Clarington Tourism, Peterborough Tourism and more, they discussed Clarington’s cultural future. A. Foster advises J. Fielding to seek out Joe Caruana, Community Director for the Municipality of Clarington – he is doing a similar cultural study. th Admissions for 2013 were 7,792 people and on Dec. 6 for the Edwardian Christmas event there were approximately 300 more people to be added to that total. There is a small discussion about the compost bin being tipped over repeatedly and the possibly of security cameras. Motion that : the Executive Director’s report be accepted. Moved by: A. Foster Seconded by: M. Morawetz MOTION CARRIED 8.C.M.O.G. Updates: Exhibition Policy A. Foster clarifies that the polices were copied and edited from other museum polices by J. Fielding to suit our museum and that is acceptable. The Chair said “transported safely without harm to the staff,” should be added to #4 of the policy. It should be recommended that movers are requested, so staff members are not injured. Motion THAT: the revised Exhibition Policy be accepted. Moved by: S. Laing Seconded by: J. Cashin-Oster MOTION CARRIED 9.Committee Reports: a)Finance (G. Humes absent, spoken by J. Fielding) Motion that : the Board accept the Finance report. b)Friends (S. Laing) S. Laing reports that the Friends of the Museum made more than $1,000 with their Christmas craft and bake sale. Motion that : the Board congratulate the Friends of the Museum on their great job. Moved by: M. Morawetz Seconded by: C. Morgan MOTION CARRIED c)Fund-raising (J. Neal) There is no news concerning fund-raising or raising funds. d)Collections (S. Laing) Archivist Charles Taws will need until February or March to complete the Collections Report. But it will be ready in time for C.M.O.G.. e) Property (M. Morawetz) C. Morgan explains his opinion as an industrial engineer, that the company assigned to assess the boy’s bedroom will open up the floor, etc… more than the Board assumes. And it might become more expensive as they continue work on it. He inquires about what the Museum will do if the company leaves a big (expensive) holein the museum. J. Neal recommends the museum also get another quote for this project, to compare. There is a small discussion about the high price of Edwin Rowse (architect) and Mark Shoalts (structural engineer) and also the benefits of having experts do this job. The first part (assessing the boy’s bedroom) will cost approximately $9,000. Motion that : the Board approve the first part of the property plan to assess the boy’s bedroom in the Bowmanville Museum. Moved by: M. Morawetz Seconded by: J. Cashin-Oster opposed One person. MOTION CARRIED 10.Business Arising: a)Readdress the Budget (J. Fielding) J. Fielding has spoken with council and is waiting for a response. A. Foster says council might be concerned with the funds and the budget may be a one time only thing. b) Camp 30 (M. Morawetz) Camp 30 committee member candidates from Clarington are: The Architectural Conservancy of Ontario (ACO) Bill Humber, Municipality of Clarington representative Willie Woo and M. Morawetz, representative of Clarington Museums and Archives. c) Fair Board Report and Heritage Tractor (Chair) rd Heritage Tractor Day will be held on August 23 2014. The Visual Arts Centre (VAC) would like to organize hay rides from the museum to the VAC and back. The purpose of this event is to bring tractors into the city (Bowmanville) and to let the children have fun. It will also be promotion for the Orono Fair. 11.New Business J. Fielding presents the notes from the Municipal Clerk’s meeting on Dec 9 regarding appointments to the Museum Board on B. Seto’s behalf. Bonnie wished to demonstrate her frustration at not getting appropriate appointments to the Board. C. Morgan recommends having a science fair type set-up where all the Clarington boards are set up in one building for people to come to each table, learn more and apply. Motion that : the two reports submitted by B. Seto be accepted. Moved by: C. Morgan Seconded by: J. Neal MOTION CARRIED J. Fielding explains that to fill in for Melody Mitchell she has posted a job description for nd Exhibit Curator that is due by Dec. 22/2013. This will be a full-time position. Temporarily, she would also like a teacher hired to work three days a week until March 2014 (when Jen is back). That person would work on matching the museum educational programmes to the Ontario curriculum. Then for two days a week one of the current museum interpreters would work on the family programmes that Melody has started, this would also be just until Jen returns. There was some discussion over appropriate people for the teaching position including a discussion over using the skills of Shaun Fielding Julia Fielding’s husband which was not felt appropriate due to museum policies. 12.Date and Place of Next Board Meeting: th The next meeting will be held January 8 2014 at the Sarah Jane Williams Heritage Centre at 7 p.m. 13.Adjournment: THAT the meeting adjourn at 8:40 p.m. Moved by: C. Morgan MOTION CARRIED December 11, 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