Loading...
HomeMy WebLinkAboutCSD-07-02 Addendum , ,_.- , ! . -: ,,>" ~ UNFINISHED BUSINESS ClwigglOn REPORT COMMUNITY SERVICES DEPARTMENT Meeting: Council Date: April 29, 2002 Resolution #: Report #: Addendum to CSD-07 -02 File#: By-law #: Subject: CULTURAL REVIEW Recommendations: It is respectfully recommended that Council approve the following: 1. THAT the Addendum to Report CSD-07-02 be received; 2. THAT Report CSD-07-02 be received; 3. THAT the Municipality of Clarington Cultural Review 2002 be endorsed; 4. THAT the Visual Arts Centre maintain the present organizational structure; 5. THAT the Bowmanville Museum Board and the Clarke Museum Board merge to form the new Clarington Museum Transitional Board and appoint a Transitional Chair and Officers for the balance of the Boards' respective terms; 6. THAT Council advertise for appointments to the Clarington Museum Board to assume office at the expiration of the terms of the present Bowmanville Museum Board and the present Clarke Museum Board; 7. THAT the Clarington Museum Transitional Board, in conjunction with the Corporate Services Department, immediately initiate a job search to hire a Museums Administrator at an appropriate annual salary and the applicable contract for employment be forwarded to Council for ratification; " ;" , ADDENDUM TO REPORT NO. CSD-07-02 PAGE 2 8. THAT the Clarington Museum Transitional Board, in conjunction with the Corporate Services Department, initiate a job search to hire a Museums Curator at an appropriate annual salary and the applicable contract for employment be forwarded to Council for ratification; 9. THAT the main floor of the present Bowmanville Library building be dedicated to the Clarington Museum Board for use as archival, display, program, meeting and office space, upon its availability; 10. THAT the appropriate By-laws be forwarded to Council for approval; and 11. THAT the Bowmanville Museum Board, the Clarke Museum Board and the Visual Arts Centre of Clarington be thanked for their support and involvement in the Cultural Review 2002 and advised of action taken. Submitted by: Jo Di . Caruana tor of Community Services Reviewed bQ ~----...,~ ranklin Wu Chief Administrative Officer JPC/BT/SC/ta ;\t ADDENDUM TO REPORT NO. CSD-07-02 PAGE 3 1.0 BACKGROUND 1.1 At the March 25, 2002 General Purpose and Administration Committee Meeting, staff presented the Municipality of Clarington Cultural Review. Subsequently, Report CSD-07-02 (attachment #1) was approved as amended. 1.2 At the April 2nd, 2002 Council Meeting, the by-laws (attachment #2) associated with the Cultural Review were referred back to staff pending further discussion. 1.3 On Thursday April 18th, 2002 a meeting was held at the Clarke Museum and Archives to discuss the ramifications of the new by-laws. 1.4 Board members are now satisfied that the passage of the original by-laws should be approved. Attachments: Attachment #1 - Report CSD-07-02 Attachment #2 - By-laws CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-5506 .., ..' ~, , ATTACHMENT #1 TO ADDENDUM TO REPORT CSD-07-02 Cl~ilJglOn REPORT COMMUNITY SERVICES DEPARTMENT Meeting: General Purpose and Administration Committee Date: March 25, 2002'"l Resolution #:(~/Jfi -/1C/-r::L- I i r/ Report #: CSD-07 -02 File #:~ ()~ By-law #: Subject: CULTURAL REVIEW Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report No. CSD-07-02 be received; and 2. THAT Council endorse the Municipality of Clarington Cultural Review 2002; and 3. THAT the ViSual Arts Centre maintain the present organizational structure; and 4. THAT the Bowmanville Museum Board and the Clarke Museum Board merge to form the new Clarington Museum Transitional Board and appoint a Transitional Chair and Officers for the balance of the Boards' respective terms; and 5. THAT the Clarington Museum Transitional Board be represented with 5 voting members from each of the existing Museum Boards and the four Council appointees retain their respective appointments and voting privileges, with other current appointees serving as members at large; and 6. THAT Council advertise for appointments to the Clarington Museum Board to assume office at the expiration of the terms of the present Bowmanville Museum Board and the present Clarke Museum Board; and 7. THAT Council appoint a staff liaison from the Community Services Department to the Clarington Museum (Transitional) Board; and, the Visual Arts Centre of Clarington; and lUjj ;'1. I . REPORT NO. CSD-07-02 PAGE 2 8. THAT the Clarington Museum Transitional Board, in conjunction with the Community Services Staff Liaison and the Corporate Services Department, immediately initiate a job search to hire a Museums Administrator at an annual salary of $46,000.00 and the applicable contract for employment be forwarded to Council for ratification; and 9. THAT the Clarington Museum Transitional Board, in conjunction with the Community Services Staff Liaison and the Corporate Services Department, initiate a job search to hire a Museums Curator at an annual salary of $40,000.00 and the applicable contract for employment be forwarded to Council for ratification; and 1 O. THAT the main floor of the present Bowmanville Library building be dedicated to the Clarington Museum Board for use as archival, display, program, meeting and office space, upon it's availability; and 11. THAT the appropriate Bylaws be forwarded to Council for approval; and 12. THAT the Bowmanville Museum Board, the Clarke Museum Board and the Visual Arts Centre of Clarin9ton be thanked for their support and involvement in the Cultural Review 2002 and advised of action taken. S"bm~ed bY\. ~ j.uA~ Jo~ P. Caruana Di~tor of Community Services ',,- ("" \, (. Reviewed by~.-.J I-':~ / '- "---" 1: L Franklin Wu Chief Administrative Officer JPC/BT/SC/ta lUJ4 " , REPORT NO. CSD-07-o2 PAGE 3 1.0 BACKGROUND 1.1 The Community Services Department was directed by Council to initiate a review of the cultural services offered by the Bowmanville Museum, the Clarke Museum and Archives and the Visual Arts Center of Clarington. 1.2 Staff developed Terms of Reference, an Action Plan and a Critical Path for the review, which were presented to the three organizations at a meeting on November 20, 2001. 1.3 Individual meetings with the three Boards were initiated, which were very positive. The Boards welcomed the review and expressed appreciation for the support they presently receive from the Municipality. Staff also surveyed a sampling of stakeholders associated with the organizations. 1.4 Subsequently a joint meeting of all three Boards was held on February 19, 2002, to discuss observations and conclusions of the review. The presentation by staff was generally well received by the Boards. 2.0 STAFFING 2.1 The recommended Clarington Museum Board identifies a new position defined as Museums Administrator and a revised position of Museums Curator. 2.2 The responsibilities of both new positions were reviewed internally by the review team with the assistance of the Director of Corporate Services and the Human Resource Manager. 2.3 Staff also conducted a review of similar positions in other municipalities and are confident that the recommended salaries are consistant within the industry. 3.0 PHYSICAL SPACE 3.1 During the course of the study and through discussions with both Museum Boards it became evident that the museums have an interest in expanding their facilities. With this in mind staff conducted a title search of the existing Bowmanville Library property and found that in 1960 the lands were originally granted to the Municipality in fee simple "to have and to hold for the establishment and maintenance of a park and museum to be used in connection with historical, cultural and recreational activities for the benefit of the community". lUJ5 REPORT NO. CSD-07-02 PAGE 4 3.2 Subsequently in 1964 by memorandum of agreement, the Grantor of the property agreed that the said lands and premises described, "may be used for the purpose of constructing, establishing and maintaining a library building for the use of the Community." 3.3 As such use of the Bowmanville library building for Museum purposes is consistent with the intent of the Indenture and staff is recommending the main floor of the Bowmanville Library Building be dedicated to the Clarington Museum Board at such time as it becomes available. 4.0 SUMMARY 4.1 The Bowmanville Museum Board has provided a letter of support (attachment #1) and the Clarke Museum and Archives Board has provided an email endorsement (attachment #2) of the Cultural Review 2002 through motions at their respective Board meetings. 4.2 In those endorsements, a number of questions were also raised. Of those questions it is noteworthy that the existing By-Laws provide for 8 appointments to the Bowmanville Museum Board plus 2 members of Council, and, 7 appointments to Clarke Museum Board plus 2 members of Council. Currently the Bowmanville Museum Board is at full compliment, however, the Clarke Museum Board has one vacancy with an additional member that is inactive due to illness. 4.3 Recommendation #5 of Report CSD-07-02 addresses this issue and provides for equal voting privileges (for each of the 2 existing Boards) on the Transitional Board. Other questions received in the attachments #1 and #2 must be referred to the Transitional Board for resolutions. 4.4 The Cultural Review 2002 (attachment #3) and subsequent recommendations provide a basis to serve the Municipality in the areas of cultural services including arts and heritage. The recommendations address issues of efficiency and effectiveness. 4.5 The identified need for cooperative programming will be served by the staffing recommendations included in the report, yet permit the Visual Arts Center and the new Clarington Museum Board to serve their respective mandate. -1 U iJ 6 ,'J, REPORT NO. CSD-07-02 PAGE 5 Attachments: Attachment #1 - Letter of Support - Bowmanville Museum Board Attachment #2 - Email Endorsement - Clarke Museum and Archives Attachment #3 - Cultural Review and Recommendations Interested party to be advised of Council's decision: Jeff Brooks Vice-Chairman, Bowmanville Museum 4 Sagewood Avenue Courtice, Ontario, L 1C 2G1 Julie Cashin-Oster Chairman, Clarke Museum and Archives 4375 Regional Road 18 Newtonville, Ontario, LOA 1 JO Joe Dalrymple President, Visual Arts Center of Clarington 23 George Street Bowmanville, Ontario, L 1 C 2Y8 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-5506 1 OJ 7 March 14, z'60211ver s"..t, P.o. Ro.\, "y...9 188 'v\G ,80 ~\o wrnClnvi!te, 0'0\7) .{,..;.}~ ~-~';' ~~. :." ,~ . ~'~CC: ,~~) 8," " . -= ATTACHMENT #1 TO REPORT CSD-07-02 - 905/623-2734 Skip Crosby Recreation Coordinator Municipality ofClarington RE: CULTURAL REVIEW At the Bowmanville Museum Board Meeting, held Wednesday, March 13,2002, the Board discussed the Review and the following is for your information. Susan Laing, Friends Representative, questioned whether the new Transitional Board will include the voting "Friends of the Bowmanville Museum" member. It was discussed whether they would have to be renamed the "Friends of the Clarington Museum." Susan noted that there could be two chapters: one Bowmanville and one Clarke, and that she would report back to the "Friends" at their next meeting. Harold St. Croix asked whether the By-Laws would be changed for this new Board and if the Chair and Vice Chair would come from different Wards for fairness to the different areas Jeff Brooks said he anticipates that the Transitional Board will review these matters with Town at a later date. Don MacArthur asked if there will be new job descriptions for each staff person. Jeff Brooks thought that it was only the curator and administrator's duties that were being laid out at this time and that the other positions would be discussed when the Transitional Board takes over. Motion - that the Bowmanville Museum Board supports the Cultural Review in principle and is looking forward to working with the Town and the Clarke Museum Board, with a request for two clarifications. The lint is of the "Friends" voting representative and whether they will continue to be part of the Museum Board. The second is Page 4, Item 3 of the Review and whether the Clarington Museum Board will be two separate groups until the terms of the present Boards are completed or one Board, made up of the Clarke and Bowmanville Museum Boards, immediately. Move by S. Laing 2"" by J. Cashin-Oster carried 02-A-39 Yours truly, e'. l-,-~----~ C._ Ellen Logan Secretaryrrreasurer Toll!'re. 1.888-567-2598 ,,--- B(iiinoc';HWLE'M'iiiiaJM BOARi)--- of"'~"'a....- Fax 905-623.5684 1 DUB ," . ATTACHMENT #2 TO REPORT CSO.Q7.Q2 Barrie, Patti From: ted & julie [ted.julie.oster Sent: Thursday, March 14. 2002 12:46 AM To: Bame, Patti Subject: Clarke Museum - Cultural Review GPA March 25 Hi Patti. Here is the motion brought forth by the CLarke Museum Board re: Cultural Review. I will be at the GPA on March 25,2002. And would be happy to address them. Thank you, Julie Cashin-Oster, ChaIr. Clarke Museum & Archives Motion to endorse cultural review with suggestions and comments attached Mover: Don Brown Seconder: Dave Clirnenhage MOTION CARRIED Clarke Museum Archives Cultural Review Comments a) Transitional Board have equal representation on voting issues (Bowrnanville, 8 members; Clarke. 5 members) b) Input in hiring ofrelated museum staff by equal representation by transitional board. c) Appointed Board members not have any known conflicts (i.e. financial or nepotism). Suggestion on application forms that questions be asked. "do you have any relatives working in the Museum?" "do you have any fmancial dealings with the museum?" d) Concerns of staffing of Clarke Museum hours. e) Clarke and Bowmanville Museum Boards have ajoint meeting in May. Clarke would like to host this meeting on Tuesday May 7, 2002. -1 U;J ') 3/15/2002 ATTACHMENT #2 TO ADDENDUM TO REPORT CSD-07-02 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON By-Law 2002-044 being a by-law to establish a Transitional Board of Management to operate museums on its behalf - Clarington Museum Transitional Board; and, to repeal by-laws 79-67. 79-68. 88-154. 92-128, 92-188 and 92-231 WHEREAS the Municipal Act. R.S.O. 1990, c MA5. as amended. S.207(58), authorizes the Council of a Municipality to maintain and operate museums and to appoint a Board of Management to act on its behalf for this purpose; AND WHEREAS it is desirable that a board be appointed and known as the CLARINGTON MUSEUM TRANSITIONAL BOARD for the purpose of operating Museums in the Municipality of Clarington; AND WHEREAS at their meeting held on April 29th. 2002. the Council of the Municipality of Clarington adopted the recommendations contained in the Addendum to Report CSD-07 -02; NOW THEREFORE. the Council of the Corporation of the Municipality of Clarington HEREBY ENACTS as follows: 1. THAT the buildings and lands as per Schedule "A" attached hereto shall be known as the CLARINGTON MUSEUM - CLARKE BRANCH: and. 2. THAT the buildings and lands as per Schedule "A" attached hereto shall be known as the CLARINGTON MUSEUM - BOW MANVILLE BRANCH; and. 3. THAT the main floor of the existing Bowmanville Library located at 62 Temperance Street. Bowmanville. as per Schedule "A" attached hereto be dedicated to the Clarington Museum Transitional Board for use as archival, display, program, meeting and office space upon its availability. 4. THAT the CLARINGTON MUSEUM - CLARKE BRANCH, CLARINGTON MUSEUM - BOWMANVILLE BRANCH. and main floor of the existing Bowmanville Library (upon its availability). shall be managed by a Board of Management known as the CLARINGTON MUSEUM TRANSITIONAL BOARD. 5. THAT the CLARINGTON MUSEUM TRANSITIONAL BOARD shall be established to manage the Clarington Museum - Clarke Branch, Clarington Museum - Bowmanville Branch and main floor of the existing Bowmanville Library (upon its avaiiability) until the expiry of the term of the existing Boards. a) The Clarington Museum Transitional Board shall consist of eighteen (18) members, including all members of the existing Clarke Museum Board (5 active members) and Bowmanville Museum Board (8 active members); and, four (4) existing appointed members of Council; plus a non-voting Museums Administrator. b) In the case of a vacancy by the death or resignation of a member, or from any cause other than the expiration of the term for which the member is appointed, Council shall appoint another eligible person in the member's place for the unexpired portion of the term. 6. The members of the Board shall serve without remuneration. 7. The majority of the members of the Board constitute a quorum. 8. No members of the Board, or of Council. shall have any contract with the Board, or be pecuniarily interested, directly or indirectly. in any contract work relating to the operations or functions of the Board. 9. Subject to such limitations and restrictions as Council may from time-to- time impose. by by-laws. resolution or otherwise, the Board may: a) Fix the times and places for meetings of the Board. and the mode of calling and conducting the meetings, and make regulations governing the conduct of its members and employees. b) Elect a Chairman. Vice-Chairman and Secretary-Treasurer, all of whom shall hold office at the pleasure of the Board; or for such period as the Board may prescribe. c) Employ such full-time and part-time persons. prescribe their duties. and fix their salaries and other benefrts of employments as the Board considers to be necessary and appropriate provided that: i) No person shall be employed as a full or part time officer or employee other than a student employee unless his Or her employment is first approved by Council; ii) No contract shall be made with a new officer or employee of the Board. nor shall a contract with a continuing officer or employee of the Board be amended in any respect without the prior approval of Council; iii) No full or part time officers or employees shall be added to the Board's complement of officers and employees except in accordance with the current estimates of expenditures for the Board approved by Council; and. iv) The salaries and benefits of employment of all full and part time officers and employees shall not exceed the salaries and benefits for full and part time officers and employees of the Board provided for in the current estimates of expenditures approved by Council and such benefits shall not exceed those offered to Town employees in the years in question. v) Subject to the above. the Clarington Museum Transitional Board establish a Search Committee for the purposes of hiring a Museums Administrator at an approved salary; and. that the Search Committee be comprised of one representative of the existing Clarke Museum Board. one representative of the existing Bowmanville Museum Board. and a representative of the Municipal Corporate Services Department; and. vi) Subject to the above. and upon the successful placement of a Museums Administrator. The Clarington Museum Transitional Board establish a Search Committee for the purposes of hiring a Museums Curator at an approved salary; and. that the Search " Committee be comprised of one representative of the existing Clarke Museum Board. one representative of the existing Bowmanville Museum Board, the Museums Administrator, and a representative of the Municipal Corporate Services Department. d) Fix the hours when the Museums shall be open to the public. and required payment of fees or charges for admission thereto or the use thereof. and prescribe such fees and charges. e) Adopt policy for rules for the use of the Museums and for the admission thereto or the use thereof. and prescribe such fees and charges. f) Sell literature of historical significance or interest. sell within the museum, souvenirs and refreshments at such prices as the Board may decide. g) Produce. copy and distribute historical publications and documents related to the history of the Municipality. h) Encourage and develop volunteer groups to assist in the further development of museums. archives and historical matters within the Municipality. i) Carry out such others duties relating to the history and development of the Municipality as may be assigned by Council. 10. The meetings of the Board shall be open to the public. and no person shall be excluded there from except for improper conduct. 11. The Board shall keep minutes of its meetings and all books. papers and documents used in, and pertaining to the business of the Board. and all such minutes books, papers and documents shall be open to the members of Council and to any other person or persons appointed for that purpose by Council; in accordance with the Municipal Freedom of Information and Protection of Privacy Act. The minutes of all Board meetings are to be submitted to the Municipal Clerk within ten (10) business days following the meeting. 12. The Board shall, on or before the 1st day of February in each year, prepare and submit to Council. an estimate of its financial requirements for the ensuing financial year. and the Municipal Director of Finance shall pay to the Board, out of the moneys appropriated for it by Council, such amounts as may be requisitioned from time-to-time. (Or shall pay the Museum accounts approved by the Board directly, in respect to. and to the limitations of. the approved budget, revenues and appropriation.) 13. The Board shall keep distinct and regular accounts of its receipts (including any private donations received by it and the terms, If any, upon which such donations were made). payments, credits and liabilities. 14. The accounts and transactions of the Board shall be audited by the Municipal Auditor in the same manner as the accounts of the Municipality and all minutes, books, records, documents, transactions, accounts and vouchers of the Board shall be open to the Auditor's inspection at all times. 15.lmmediately after its accounts and transactions have been audited. the Board shall submit the audited statement. together with an annual report of its affairs. to Council. ", 16. The Board may. with the approval of Council, establish a Museums Development Fund. into which donations and net revenues, if any, may be placed for future museum and archives development projects and may apply any private donations in such manner as it deems advisable but not inconsistent with the terms upon which any amount was donated. 17.This by-law will be in effect from the date of passage until December 31, 2003, and the appointments shall be at the pleasure of Council and. unless sooner removed. the members shall hold office until the expiration of the term of Council that appointed them and until their successors are appointed. 18.That by-laws 79-67, 79-68, 88-154, 92-128. 92-188. 92-231 are hereby repealed. By-Law read a first time this 29th day of April 2002. By-Law read a second time this 29th day of April 2002. By-Law read a third time and finally passed this 29th day of April 2002. MAYOR CLERK . . " THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON Schedule "A" to By-Law # 2002-044 1. That the building and grounds fronting on Silver and Temperance Streets (Municipal Address - 37 Silver Street) in the Municipality of Clarington (former Town of Bowmanville) be known as the CLARINGTON MUSEUM - BOWMANVILLE BRANCH. 2. That the building and grounds on the south east corner of Church and Centre Streets (Municipal Address - 7086 Old Kirby School Board) in the Municipality of Clarington (former Village of Orono) be known as the CLARINGTON MUSEUM - CLARKE BRANCH 3. That the main floor of the building and grounds fronting on Temperance Street (Municipal Address - 62 Temperance Street) be dedicated to the CLARINGTON MUSEUM TRANSITIONAL BOARD for use as archival. display. program, meeting, and office space. upon it's availability. 'c ATTACHMENT #2 TO ADDENDUM TO REPORT CSD-07 -02 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON By-Law 2002-045 being a by-law to establish a Board of Management to operate museums on its behalf - Clarington Museum Board. WHEREAS the Municipal Act, R.S.O. 1990, c MA5, as amended. S.207(58), authorizes the Council of a Municipality to maintain and operate museums and to appoint a Board of Management to act on its behalf for this purpose; AND WHEREAS it is desirable that a board be appointed and known as the CLARINGTON MUSEUM BOARD for the purpose of operating Museums in the Municipality of Clarington: AND WHEREAS at their meeting held on April 29~. 2002, the Council of the Municipality of Clarington adopted the recommendations contained in the Addendum to Report CSD-07-02; NOW THEREFORE. the Council of the Corporation of the Municipality of Clarington HEREBY ENACTS as follows: 1. THAT the buildings and lands as per Schedule "A" attached hereto shall be known as the CLARINGTON MUSEUM - CLARKE BRANCH; and. 2. THAT the buildings and lands as per Schedule "A" attached hereto shall be known as the CLARINGTON MUSEUM - BOWMANVILLE BRANCH; and, 3. THAT the main floor of the existing Bowmanville Library located at 62 Temperance Street, Bowmanville. as per Schedule "A" attached hereto be dedicated to the Clarington Museum Board for use as archival, display. program, meeting and office space upon Its availability, 4. THAT the CLARINGTON MUSEUM - CLARKE BRANCH. CLARINGTON MUSEUM - BOWMANVILLE BRANCH, and main floor of the existing Bowmanville Library (upon its availability), shall be managed by a Board of Management known as the CLARINGTON MUSEUM BOARD. 5. THAT the CLARINGTON MUSEUM BOARD shall be established to manage the Clarington Museum - Clarke Branch. Clarington Museum - Bowmanville Branch and main floor of the existing Bowmanville Library (upon its availability) until the expiry of the term of the existing Boards. a) The CLARINGTON MUSEUM BOARD shall consist of eleven (11) members. comprised of eight (8) voting members (two (2) members from each ward); of which one member will be a representative of the Friends of the Museum: two (2) appointed voting members of Council; and one (1) non-voting Museums Administrator. b) In the case of a vacancy by the death or resignation of a member. or from any cause other than the expiration of the term for which the member is appointed, Council shall appoint another eligible person in the member's place for the unexpired portion of the term. 6. The members of the Board shall serve without remuneration. " 7. The majority of the members of the Board constitute a quorum. 8. No members of the Board, or of Council. shall have any contract with the Board, or be pecuniarily interested. directly or indirectly, in any contract work relating to the operations or functions of the Board. g. Subject to such limitations and restrictions as Council may from time-to- time impose, by by-laws. resolution or otherwise. the Board may: a) Fix the times and places for meetings of the Board, and the mode of calling and conducting the meetings. and make regulations governing the conduct of its members and employees. b) Elect a Chairman, Vice-Chairman and Secretary-Treasurer. all of whom shall hold office at the pleasure of the Board; or for such period as the Board may prescribe. c) Employ such full-time and part-time persons. prescribe their duties. and fix their salaries and other benefits of employments as the Board considers to be necessary and appropriate provided that: i) No person shall be employed as a full or part time officer or employee other than a student employee unless his or her employment is first approved by Council; ii) No contract shall be made with a new officer or employee of the Board. nor shall a contract with a continuing officer or employee of the Board be amended in any respect without the prior approval of Council; iii) No full or part time officers or employees shall be added to the Board's complement of officers and employees except in accordance with the current estimates of expenditures for the Board approved by Council; and. iv) The salaries and benefits of employment of all full and part time officers and employees shall not exceed the salaries and benefits for full and part time officers and employees of the Board provided for in the current estimates of expenditures approved by Council and such benefits shall not exceed those offered to Town employees in the years in question. d) Fix the hours when the Museums shall be open to the public, and required payment of fees or charges for admission thereto or the use thereof, and prescribe such fees and charges. e) Adopt policy for rules for the use of the Museums and for the admission thereto or the use thereof, and prescribe such fees and charges. f) Sell literature of historical significance or interest. sell within the museum, souvenirs and refreshments at such prices as the Board may decide. g) Produce. copy and distribute historical publications and documents related to the history of the Municipality. '" h) Encourage and develop volunteer groups to assist in the further development of museums, archives and historical matters within the Municipality. i) Carry out such others duties relating to the history and development of the Municipality as may be assigned by Council. 10. The meetings of the Board shall be open to the public. and no person shall be excluded there from except for improper conduct. 11. The Board shall keep minutes of its meetings and all books. papers and documents used in, and pertaining to the business of the Board, and all such minutes books, papers and documents shall be open to the members of Council and to any other person or persons appointed for that purpose by Council; in accordance with the Municipal Freedom of Information and Protection of Privacy Act. The minutes of all Board meetings are to be submitted to the Municipal Clerk within ten (10) business days following the meeting. 12.The Board shall, on or before the 1st day of February in each year, prepare and submit to Council. an estimate of its financial requirements for the ensuing financial year. and the Municipal Director of Finance shall pay to the Board. out of the moneys appropriated for it by Council. such amounts as may be requisitioned from time-to-time. (Or shall pay the Museum accounts approved by the Board directly. in respect to, and to the limitations of. the approved budget. revenues and appropriation.) 13. The Board shall keep distinct and regular accounts of its receipts (including any private donations received by it and the terms, if any, upon which such donations were made), payments, credits and liabilities. 14. The accounts and transactions of the Board shall be audited by the Municipal Auditor in the same manner as the accounts of the Municipality and all minutes. books, records. documents, transactions, accounts and vouchers of the Board shall be open to the Auditor's inspection at all times. 15. Immediately after its accounts and transactions have been audited, the Board shall submit the audited statement. together with an annual report of its affairs, to Council. 16. The Board may. with the approval of Council. establish a Museums Development Fund, into which donations and net revenues, if any, may be placed for future museum and archives development projects and may apply any private donations in such manner as it deems advisable but not inconsistent with the terms upon which any amount was donated. 17.This By-Law shall take effect on the 1" day of January 2004; and. the appointments shall be at the pleasure of Council and, unless sooner removed. the members shall hold office until the expiration of the term of Council that appointed them and until their successors are appointed. \ t '. -'. By-Law read a first time this 291h day of April 2002. By-Law read a second time this 291h day of April 2002. By-Law read a third time and finally passed this 29'" day of April 2002. MAYOR CLERK " . 1, THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON Schedule "A" to By-Law # 2002-045 1. That the building and grounds fronting on Silver and Temperance Streets (Municipal Address - 37 Silver Street) in the Municipality of Clarington (former Town of Bowmanville) be known as the CLARINGTON MUSEUM - BOWMANVILLE BRANCH. 2. That the building and grounds on the south east corner of Church and Centre Streets (Municipal Address - 7086 Old Kirby School Board) in the Municipality of Clarington (former Village of Orono) be known as the CLARINGTON MUSEUM - CLARKE BRANCH 3. That the main floor of the building and grounds fronting on Temperance Street (Municipal Address - 62 Temperance Street) be dedicated to the CLARINGTON MUSEUM BOARD for use as archival. display. program, meeting, and office space. upon it's availability.