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HomeMy WebLinkAbout2015-10-14 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 Oct. 14, 2015 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: B. Seto M. Adams (ED) S. Laing O. Casimiro M. Morawetz W. Woo K. Warren Regrets: J. Sturdy S. Elhajjeh T. Thompson S. Cooke The regular business meeting was deferred for guest presentations at 7:08 p.m. Board OrientationMunicipal Relations regarding and resources with guests Anne Greentree, , Andy Allison, and Marie Mun. Clerk - DirectorMun. Solicitor, Marano, took place prior to the regular business Director of Corporate Services meeting of the board. Presentations included Guidelines for Parlimentary Procedure in a Board, Duties of Board Members, Municipal Freedom of Information & Protection of Personal Privacy Act (MFIPPA), and recording of minutes for public record. Reference documents were provided to board members. The board would like to thank our guests for providing information and resources to us, and for taking the time to attend our meeting. The board also thanks Councillor Woo for arranging for the municipal staff to attend. At a future meeting, municipal staff from Finance and from Operations will be in attendance to continue the orientation and review of resources process. 1.Call to Order: B. Seto called the meeting to order at 7:50 p.m. 2.Adoption of Agenda: Moved by: S. Laing Seconded by: W. Woo THAT: the agenda be adopted as presented. MOTION CARRIED 3.Disclosure of Interests: No interests were disclosed. 4.Correspondence: None was received. Announcements: 5. th M. Morawetz reminded board members that Applefest is Sat. Oct. 17 and that museum will have a display beside Clarington Tourism and the ACO/Jury Lands Foundation displays. All are encouraged to attend. K. Warren represented the board at the Heritage Week Committee meeting held this week to start planning for the 2016 event to be held during the second week of August. 6.Approval of Minutes: Moved by: W. Woo Seconded by: K. Warren THAT: the Board meeting of September 9, 2015 minutes be approved as submitted. MOTION CARRIED Business Arising from Minutes: 7. Nothing was brought forward. Executive Director’s Report: 8. M. Adams, Executive Director, reviewed the report noting that targets are set and visitor numbers are reported on an annual basis but the trend this year is very encouraging with increased numbers especially at outreach events. The teacher’s strike action will impact visitor numbers for programs running in Nov. and Dec. of 2015. S. Laing suggested that as opportunities to bring students into the museum are limited this year, perhaps museum programming could go to the schools instead utilizing donations intended for 2015. TD provided sponsorship money this year for school programing and will be approached again soon to negotiate a donation for 2016. OPG has already made a generous commitment for the current year and discussions have started regarding 2016. Regarding municipal, community & corporate relations the most recent and successful event was the Orono Fair display. It was challenging as it had not been anticipated but with staff commitment it was effectively and creatively done along with partners like the Visual Art Centre, ACO/Jury Lands Foundation, and Heritage Committee displays among others. Sports Hall of Fame collaborative discussions are underway with the goal of utilizing display pieces from the present museum exhibit. Exhibits and events have been very well received this year with the latest being the featured Spirit Walks and Proo(f) both being sold out completely during Oct. For 2016, planning is underway for the th 50 celebration of the Bowmanville Horticultural Assoc. to be held on the museum grounds with commemorative features included. Membership and fundraising are ongoing with a regular process now in place. M. Adams has also joined the Rotary Club of Bowmanville meeting every Tues. morning at 7:15 over breakfast. The 2013 Trillium Grant is being closed off successfully bringing to a conclusion the commitments related to the Clarke Museum living wall collaborative project with the Orono Horticultural Society. Moved by: K. Warren Seconded by: W. Woo THAT: . the Executive Director’s report be accepted as submitted MOTION CARRIED Committee Reports: 9. a) Finance Report – No report submitted this month. The Finance Committee met to prepare a Terms of Reference document and th recommended course of action. The next meeting is planned for Nov. 4 with plans to review a draft of the 2016 budget being prepared by M. Adams, Executive Director. The proposed budget will be presented to the full board at th the Nov. 15 meeting before being submitted as required to the municipality mid-November. Moved by: O. Casimiro Seconded by: K. Warren THAT: the Financial Terms of Reference document be accepted as presented. MOTION CARRIED The Finance Committee asked that the minutes reflect the majority support, passed by email vote, of the recent decision to transfer $35,000 from the reserve funds into the general operating accounts to manage payments required since the last board meeting. The Financial Committee received unanimous support for the transfer from the Executive Committee using email voting prior to looking to the full board to support the transfer. This situation shed light on a need to have discussions around cash flow and a better understanding of how it impacts the financial health of the museum. Moved by: O. Casimiro Seconded by: S. Laing THAT: the Board continue discussions regarding the $35,000 transfer until the Municipality has completed updating financials, and as previously requested provide the tools necessary to monitor cash flow and assist in developing a work plan for bookkeeping requirements. MOTION CARRIED Moved by: K. Warren Seconded by: W. Woo THAT: the Finance Report be accepted. MOTION CARRIED b) Collections Report - No report submitted this month. As recommended to address Financial concerns that were a priority, the meeting was deferred with th the promise of a meeting and report for the Nov. 15 Board meeting. c) Membership Report – no report submitted. Plans were reviewed in M. Adam’s ED (Executive Director) report. d) Property Report – O. Casimiro stated that there is no report at this time. At the next board meeting, Fred Horvath, Director of Operations will attend. Preceding that, F. Horvath will meet with M. Adams, Executive Directors, to review plans so that the 2016 budget can be prepared. In another meeting with R. Groen, Building & Property Supervisor for the Municipality, it was decided that after a report on the Bowmanville Museum house porch and its critical condition was reviewed, money that had be allocated for the repairs scheduled on the Boy’s Bedroom are to be redirected to address the significant work required on the porch. M. Adams also stated that work needs to be scheduled to make the Sarah Jane Williams Heritage Centre into a manageable “museum” environment. 10. New Business: a) Board Manual / Orientation – The Board Manual has been distributed electronically to all board members but no complete orientation has taken place. Suggestions for opportunities when the board could meet all the staff th would include Nov 5 in the Council Chambers at the unveiling of the original painting of Mr. Bowman and his family, or at the Tree Lighting th evening on Friday, Dec. 4 when all staff are on duty for the museum event. It was decided that at the Jan. 13, 2016 meeting when elections are held for Board executive positions as per the bylaws, that an orientation would be part of the agenda. Moved by: S. Laing Seconded by: W. Woo th THAT: the Boardaddress Governance Structure at the Feb.10 , 2016 meeting. MOTION CARRIED 11. Date and Place of Next Board Meeting The next meeting will be held, Wednesday Nov. 11th, 2015 (Remembrance Day) at the Sarah Jane Williams Heritage Centre starting at 7 p.m. 12.Adjournment: B. Seto declared the meeting adjourned at 9:05 p.m. 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