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HomeMy WebLinkAbout2014-01-08 Minutes Appendix 1 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 th January 8, 2014 Sarah Jane William Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: J. Witheridge, \[Chair\] C. Morgan G. Humes J. Cashin-Oster S. Laing M. Carlton Mayor A. Foster B. Seto Regrets: J. Neal and M. Morawetz Staff: J. Fielding, \[Executive Director\] N. Ellis \[ recording secretary\] 1.Call to Order: J. Fielding acting as Chair called the meeting to order at 7:02 p.m. 2.Adoption of Agenda: Moved by: J. Witheridge Seconded by: S. Laing THAT: the agenda be approved. MOTION CARRIED 3.Disclosure of Interests: No interests were disclosed. Appendix 1 4.Approval of Minutes a)THAT: the Board meeting December 11, 2013 minutes be approved. Moved by: A. Foster Seconded by: Clayton Morgan MOTION CARRIED 5.Elections of Board roles: a)THAT : J. Witheridge is nominated to be the Museum Board Chair. Moved by: J. Cashin-Oster Seconded by: S. Laing MOTION CARRIED J. Fielding (acting as Chair) asks three times if there are any other nominations. J. Witheridge is the only nominee and will be the Museum Board Chair for 2014. Note: J. Witheridge talks about having a second person in charge, a vice chair. b) THAT: S. Laing is nominated for Vice Chair. Moved by: M. Moratawetz (via correspondence) Seconded by: J. Cashin-Oster MOTION DEFEATED c)THAT: B. Seto is nominated for Vice Chair. Moved by: J. Witheridge Seconded by: A. Foster MOTION CARRIED d) THAT: C. Morgan is nominated for Vice Chair. Moved by: B. Seto Seconded by: Susan Laing MOTION CARRIED A vote is conducted with paper and pens. B. Seto had the most votes for C. Morgan so will be the Vice Chair. Appendix 1 e) THAT: G. Humes is nominated for Finance Committee Board Chair. Moved by: A. Foster Seconded by: B. Seto MOTION CARRIED G. Humes will be the Finance Committee Board Chair. f) THAT: J. Neal is nominated for Fundraising Committee Board Chair. Moved by: G. Humes Seconded by: S. Laing MOTION CARRIED J. Neal will be the Fundraising Committee Board Chair. g) THAT: S. Laing is nominated for Collections Committee Board Chair. Moved by: J. Cashin-Oster Seconded by: C. Morgan MOTION CARRIED S. Laing will be the Collections Committee Board Chair. h) THAT: M. Morawetz is nominated for Property Committee Board Chair. Moved by: S. Laing Seconded by: G. Humes MOTION CARRIED M. Morawetz will be the Property Committee Board Chair. i) MOTION TO: destroy the voting ballots. Moved by: G. Humes Seconded by: C. Morgan MOTION CARRIED Appendix 1 6.Correspondence: There is no correspondence. 7.Announcements: There are no announcements. 8.Executive Director’s Report: J. Fielding talks about C.M.O.G., safety, better management of staff (especially interpreters), and that announces that Judy Mead has been hired. She describes last year as very successful with new OPG Family Days and a partnership with The Toasted Walnut. This is bringing new people to the museum. An exhibit curator will be announced soon. J. Fielding explains she has conducted some interviews and has one more to do. She has also been interviewing a teacher for the three-day a week job. The museum has had approximately 10,000 visitors. A. Foster inquires about what the target amount of visitors should be. J. Fielding says 10,000 is on the low side for a museum with three sites, family programs and events. She would like to see 15,000. G. Humes mentions he would like to see her aggressively go after visitors. She will setting target audiences for future exhibitions. Motion THAT: the Board accept the Executive Director’s Report. Moved by: G. Humes Seconded by: C. Morgan MOTION CARRIED 9.C.M.O.G. Updates: Learning Policy Motion THAT: the Board accept the Learning Policy. A small discussion is had about museum goals, big vs. small museums and bench marks. G. Humes reminds the Board that C.M.O.G. will question the written policies and compare them to the former polices submitted by previous the Executive Director. S. Laing recalls about eight years ago the difference between polices wasn’t an issue. Moved by: J. Cashin-Oster Seconded by: A. Foster UNANIMOUSLY PASSED Appendix 1 10. Committee Reports: a)Finance (G. Humes/ J. Fielding) Motion that : the Board accept the Finance Report. J. Fielding notes that there was about $2,000 extra at the end of the year, but with the winter conditions the Museum might be breaking even. There was a discussion regarding finances and making them clearer for the Board to understand cash flow and the liabilities involved. G. Humes agrees to talk to Nancy Taylor with J. Fielding and will meet with the bookkeeper. the Board carry out a full reconciliation of money, full cash flow and work THAT: out a process for reporting that with the budget. Moved by: G. Humes Seconded by: B. Seto MOTION CARRIED b)Fundraising (J. Neal) There is no Fundraising Report. c)Collections (S. Laing) There is no Collections Report. e) Property (M. Morawetz) There is no Property Report. d)Membership (B. Seto) There are three new individual members and two new school memberships. e)Friends (S. Laing) S. Laing reports that the Friends of the Museum made exactly $1,435.25 with their Christmas craft and bake sale. Motion that : the Board thank the Friends of the Museum on their awesome work. Moved by: G.Humes Seconded by: A. Foster MOTION CARRIED Appendix 1 11.Business Arising: 2014 Budget The Chair asks for volunteers to help him with the budget presentation. G. Humes and J. Fielding agree to help. 12.New Business: A. Foster asks J. Fielding to follow-up with Ron Hooper regarding alarm systems. 13.Date and Place of Next Board Meeting: th The next meeting will be held February 12, 2014 at the Sarah Jane Williams Heritage Centre at 7 p.m. 14.Adjournment: THAT the meeting adjourn at 8:25 p.m. Moved by: A. Foster MOTION CARRIED January 8, 2014 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