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HomeMy WebLinkAbout2015-08-20 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 BOARD MEETING DRAFT MINUTES Aug. 20, 2015 Kirby United Church & Clarke Museum 7086 Old Kirby School Road, Kirby, Ontario Present: B. Seto M. Adams (ED) S. Elhajjeh M. Morawetz W. Woo T. Thompson K. Warren Regrets: O. Casimiro J. Sturdy J. Witheridge . Laing S. Cooke S Old Kirby United Church tour at 7:00 p.m.with Brian Colville. M. Adams, B. Seto, M. Morawetz, S. Elhajjeh, W. Woo, and guest M. Khashmanian attended. 1.Call to Order : at Clarke Museum B. Seto called the meeting to order at 8:03 p.m. following a tour of the Clarke museum site with board members attending. 2.Adoption of Agenda: THAT: the agenda be adopted as presented. Moved by: W.Woo Seconded by: K. Warren MOTION CARRIED 3.Disclosure of Interests: No interests were disclosed. 4.Correspondence and 5. Announcements Letter of retirement was regretfully received from J. Witheridge. B. Seto asked that a letter of thanks for John’s years of service to the museum board be sent. Letters by J. Witheridge and by B. Seto will be included in the minutes noting that the final letter clarified his reasoning and his decision. The Vice Chair position is vacant as a result. Deferred until next meeting. 6.Approval of Minutes THAT: the Board meeting of May 13, 2015 draft minutes be approved with corrections noting K. Warren left prior to item 12, rather than during the elections. K. Warren was also present to offer her services on the Finance Committee. Moved by: K. Warren Seconded by: S. Elhajjeh MOTION CARRIED 7. Business Arising from Minutes None. 8. Executive Director’s Report Report was reviewed with highlights noting a 77% increase in visitors Jan to July compared with the same period 2014 and 2015. As the meeting was held after a tour of the Clarke site, ED talked about goals for its future specifically: rebuilding programs and events at the Clarke Museum site (this yearDurham East 4-H and Orono Horticultural Club along with Doors Open Clarington partnerships brought new life and visitors); and creating a plan for being open to visitors other than bookings, while allowing for archiving work to be done in the “volunteer building” (door bell system as an example). Clarification Re Museum Event, Program and Outreach Schedule: An event is one activity; an example is the Teas. There are 10 held this year but they are counted as one “Event” in the schedule and tracked separately in for attendance. Recommendations: 1) 2012 By Laws should be reviewed. Advisable every few years and prior to first Jan. meeting. 2) Strategic Plan Revision. Request a committee be organized to review and update. Other highlights: Heritage Week successes; Bowmanville Horticultural Club th plans for 50 celebrations in 2016. A committee was formed by the club and the museum Executive Director is on it; Bowmanville Museum outdoor theatre event attended by 175 people over six days duringHeritage Week (partnership with Beech St. Theatre group) in which the character of Mr. John H.H. Jury was incorporated into the storyline and featured the unveiling of the copy of the newly acquired 1838 painting of Mr. Bowman credited with founding BowmanvilleSafe permanent storage is . being considered with council chambers in Town Hall being favoured. Membership is down slightly with 35 overdue 2015 renewal being targeted first. B. Seto requested that training be considered for staff to enhance their abilities to deal with the challenges of mental health as front line workers. THAT: t. he Executive Director’s report be accepted as submitted Moved by: T. Thompson Seconded by: S. Elhajjeh MOTION CARRIED 9.Committee Reports a) Finance Report – Report Submitted from municipality; Reviewed by ED. Report is presented as a year to year comparison. Line item variances for budgetd vs actual revenues and expenses reviewed briefly. Variance notes to be circulated to the board. Detailed Staff and Casual Labour budget tool developed with the Finance Dept to facilitate future tracking and budgeting. A new chart of accounts was developed with the Finance Department has yet to be implemented. THAT: Finance report be approved as presented. Moved by: K. Warren Seconded by: T. Thompson MOTION CARRIED b) Collections Report – none submitted by S. Laing but a request for a new member to replace J. Witheridge was made. Deferred to September meeting. ED reminded board members that committee members do not have to sit on the board. Others with relevant skills can be committee members. Discussion on current process and policies followed regarding collections, acquisitions and de-assessioning. THAT: the Collections committee and the ED review the collections policy and make recommendations to the board for next board meeting. Moved by: K. Warren Seconded by: T. Thompson MOTION CARRIED c) Membership Report – no report submitted. Numbers were reviewed in the ED report. d) Property Report – ED made verbal report of recentwork including charts completed for each of the 3 sites, showing what services the municipality provides. Next steps include determining requirements for the budget that are the responsibility of the board as well as defining the “building envelope” so there is a clear understanding for the municipality and the board regarding responsibilities. CMOG requires ED to do a high level monthly inspection at each site. This will be done with a municipal representative. The committee will look at the list acquired from CMOG to meet its obligations. e) Friends – no report submitted. 10. a) Strategic Planning – recommendation included in motion accepting ED report. b) Governance Structure – motions made during ED & Collections reports. c) Treasurer / Signing Authority – Councillor S. Cooke had offered to fill this position. ED sought legal counsel and although it is deemed alright for a councillor to fill this position on a board, it is not recommended. As a result, O. Casimiro has put her name forward for this position and request that she be relieved of the duties of Property Committee chairperson. THAT: O. Casimiro be nominated for Treasurer for the CM & A board. Moved by: T. Thompson Seconded by: W. Woo MOTION CARRIED d) Police Check – After some discussion, W. Woo offered to seek legal advice from municipal solicitor and report back at next meeting. THAT: item be deferred until next meeting pending further information. Moved by: K. Warren Seconded by: S. Elhajjeh MOTION CARRIED e) Bookkeeping / Municipality – ED to send a letter to Finance requesting an extension of the Aug 18, 2014 Memo Of Understanding regarding management of the museum financial records. W. Woo will check into the of an extension for one calendar year, and ED was directed to respectfully request if it would be possible to continue these services by the municipality for another year. f) Board Vacancies – deferred until next meeting. g) Kirby Church – ED has assessed the building and regrets that it would not be an asset for the museum. As chair of ACO Clarington he will explore other possible users. THAT: the board respectfully declines the offer of the Kirby Church. Moved by: K. Warren Seconded by: S. Elhajjeh MOTION CARRIED h) Minutes – reviewed process for requirements in the by laws regarding submission of minutes to the municipality. ED clarified that, after speaking with the clerks department, changes to minutes submitted to the municipality be documented in the next meetings minutes. 11. Date and Place of Next Board Meeting The next meeting will be held, Wednesday Sept 9th, 2015 at the Sarah Jane Williams Heritage Centre starting at 7 p.m. 12.Adjournment: THAT: the meeting adjourned at 9:56 p.m. Moved by: T. Thompson MOTION CARRIED 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