HomeMy WebLinkAbout2014-03-26 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
Sarah Jane Williams Heritage Centre
BOARD MEETING
MINUTES
March 26th, 2014
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
Present: J. Witheridge \[Chair\] C. Morgan G. Humes
B. Seto \[Vice Chair\] M. Morawetz J. Neal
J. Cashin-Oster O. Cassimiro M. Carlton
Mayor A. Foster
Regrets: S. Laing
Staff: C. Taws (presentation) J. Mead (presentation)
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: M. Carlton
THAT:
the agenda be adopted.
MOTION CARRIED
3.Disclosure of Interests:
No interests were disclosed.
4.Welcome to new board member Olinda Cassimiro.
5.Approval of Minutes
a)THAT:
the Board meeting January 8th, 2014 minutes be approved.
Moved by: A. Foster Seconded by: G. Humes
MOTION CARRIED
6.Presentation on revenue generation background audit (Judy Mead):
J. Mead summarized her background and gave details of her position to the board. She
explains where museum funding comes from; earned rental money, fundraising,
government support (Provincial, Federal), and support from businesses for events/exhibits:
Ontario Power Generation, TD Bank, Roy Nichols, St. Mary’s Cement, Veridian etc. She
talked about the campaign, revenue background and highlights information – she’s been in
conversation with tourism partners and business operators. According to surveys,
community members view the following as important to the museum; community history
and research, school programs, travelling exhibits and tourism, and preserving archives.
All three museum sites need better signage to link all three site together as part of
Clarington Museums and Archives. Revenue distribution is relative and on par with other
museums of our size. She has created a communications plan that underlines the
importance of using social media to bring visitors to the museum. Within the last five
weeks, the museum’s Twitter page has grown from 193 to 260 followers and Facebook
page has grown 264 to 297.
J. Mead is also working on the new I Care About…our heritage campaign, slogan and
press release.
7.C.M.O.G. Updates:
Collections/Conservation and Research Policies (Charles Taws)
a)
The Collections Standard Report, written by C. Taws was distributed to board members. C.
Taws highlighted the points in the document; “we follow our mandate, follow collection
policies, make sure the collection contains the right things (our significant collection
sections include: dolls, Dominion Organ and Piano Co. and Victorian funereally), handling
of objects/storage and exhibits, research policy (new) –high quality and pertinent.
THAT:
the Board approve the Collections Standard Report.
Moved by: C. Morgan Seconded by: O. Cassimiro
MOTION CARRIED
8.Correspondence:
There is no correspondence.
9.Announcements:
a)OAC Grant
b)Queen’s Park Visit (J. Fielding *absent)
Moved to next board meeting
th
c)Upcoming Events – April 5 Antique Appraisal
th
C. Taws will be at Clarke Museum on April 5 with antique appraiser Barry Carmichael
from 11 a.m. to 2 p.m. for a free event. Donations welcome.
10.Executive Director’s Report: (J. Fielding)
Motion to accept the Executive Directors Written Report
11. MOTION THAT:
the Board moved into closed session for the purpose of discussing
staff issues.
Moved by: A. Foster
Seconded by: J. Cashin-Oster
MOTION CARRIED
12.Committee Reports:
a)Finance (G. Humes)
G. Humes talked about the June 2014 deadline, liabilities, Municipality of Clarington
versus Museum liabilities. It was noted that there are no records from the Kirby Church
book sales/donations. He also mentions that he will have to re-evaluate the worth of
commission (ie: cash flow, insurance etc…). Currently the museum has some major
expenses, $9,000 for the boy’s bedroom and $6,000 for the new signage. The museum
bookkeeping services may have to be improved. G. Humes is taking Julia through the
management report system. His main concern is making sure the museum has
documentation about where all money is going.
THAT
: the Board accept the Finance Report.
Moved by: J. Cashin-Oster Seconded by: J. Neal
MOTION CARRIED
b)Fundraising (J. Neal)
th
The Heritage Harvest will take place September 27, 2014. J. Neal would like to see about
200 people at this event.
c)Collections (S. Laing *absent)
Given earlier by Charles Taws
e) Property (M. Morawetz)
M. Morawetz said that a hole has been cut in the Bowmanville Museum ceiling to fix the
beam and the engineers are continuing their work.
d)Membership (B. Seto)
There is no news concerning membership.
12.Business Arising: 2014 Budget Presentation/Policy Book
J. Fielding is absent, this will be carried over to the next meeting.
13.New Business: Apprenticeship Program (C. Morgan)
a)
C. Morgan would like to recognize the many entrepreneurs in this area with an educational
series/exhibit that will teach younger generations about entrepreneurship. He would like to
focus on the early high school grades and invite a younger audience to learn about the many
entrepreneurs in our area that were successful. (See enclosed summary)
MOTION THAT:
the proposal be passed to Museum staff.
Moved by: C. Morgan Seconded by: J. Cashin-Oster
MOTION CARRIED
b)
The Chair inquired about the Kirby Church and asks J. Cashin-Oster to bring information
about this to the next Board meeting. There is a discussion about the Kirby Church
donations and book sale revenue. G. Humes said there are no official records from book
sale revenue or donations. A. Foster believes the museum needs to tell the Church that it is
unlikely they will get the money to move the Church. If this is case the Chair would
recommend the $8,000 from book sales be returned to the Kirby Church.
14. Date and Place of Next Board Meeting:
The next meeting will be held May 14th, 2014 at the Sarah Jane Williams Heritage Centre
at 7 p.m.
15.Adjournment:
THAT the meeting adjourn at 9:10 p.m.
Moved by: J. Neal
MOTION CARRIED
March 26, 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