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HomeMy WebLinkAbout2015-11-11 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 Nov. 11, 2015 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: B. Seto M. Adams (ED) S. Laing O. Casimiro M. Morawetz K. Warren J. Sturdy T. Thompson Regrets: S. Elhajjeh S. Cooke W. Woo The regular business meeting was deferred for guest presentations at 7:00 p.m. Board OrientationMunicipal Relations regarding and resources with guests Nancy Taylor, , and Fred Horvath, Director of Finance/TreasurerDirector of took place prior to the regular business meeting of the board. Operations Presentations included insurance and risk management for boards, budget processes, investment possibilities on reserve funds, donations and receipt processes, and next steps for operating procedures regarding financial duties presently being undertaken by the Finance Department, as well as maintenance of the buildings including plans for Hvac updates, fire inspections and meeting legislative requirements like safe water monitoring, accessibility, and asbestos management, along with projected capital investments needed to maintain and improve the building envelopes using annual budget and long range planning. 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. Call to Order: 1. B. Seto called the meeting to order at 8:00 p.m. 2.Adoption of Agenda: Moved by: T. Thompson Seconded by: K. Warren THAT: the agenda be adopted as presented. MOTION CARRIED 3.Disclosure of Interests: No interests were disclosed. 4.Correspondence: None was received. Announcements: 5. M. Adams, Executive Director (ED) confirmed with regrets the th resignation of Charles Taws, Curator, effective Nov. 17. Charles gave two weeks’ notice but has some vacation and lieu days to be paid out. M. Adams, ED, is working with the Finance Department to finalize wages owing. The board and the community at large wish Charles well knowing his depth of local knowledge along with his unique ability to tell the stories will never be replaced. 6.Approval of Minutes: Moved by: T. Thompson Seconded by: J. Sturdy THAT: the Board meeting of October 14, 2015 minutes be approved as submitted with corrections in the Committee Reports of Finance and Collections that the date noted as the next meeting of the board should read th Nov. 11, 2015. MOTION CARRIED Business Arising from Minutes: 7. Nothing was brought forward. Executive Director’s Report: 8. M. Adams, Executive Director, reviewed his report noting that the 2015 year has been one of transition. Success has been evident though in significantly increased visitors to the museum nearly doubling previous numbers. M. Adams highlighted the Museum Structure & Policy section noting that reviewing staff structure and responsibilities will be of even greater significance with the Curator’s departure. One plan would be to feature guests who have been local historians and writers. With regards to Municipal, Community & Corporate Relations, M. Adams has engaged several municipal departments working toward collaborative events like the unveiling of the recently donated original Charles Bowman (Founder of Bowmanville) painting which was very successful, and sharing of the Sports exhibit presently in place at the Sarah Jane Williams Heritage Centre, along with community service groups now as a member of the Bowmanville Rotary with plans to participate in Rib Fest 2016 as an opportunity to promote the museum to a larger audience. Exhibit, Event & Programming schedules are an integral part of the 5 year Exhibit plan and are under review. The Avro Arrow exhibit will be in place as planned early in 2016 but will continue to be built upon with local components as time passes and things are ready. During this year of transition, exhibit planning and development for 2016 was a priority. Still a lot of work to be done. Plans are almost complete to create a permanent Camp 30 exhibit. Regarding Fundraising, Sponsorship & Marketing the CMOG grant has been confirmed as $25,161 for 2015 – 2016 having met the requirements this year. There is a need to re-examine timing of top tier sponsors to support programs effectively as during this transition year, some sponsorship funds cover activity in both 2014 and 2015 (i.e. War Exhibit and associated programming). Volunteer positions continue to be developed and filled to support programming, administration, archives and grounds. Previous to the Curator’s resignation, which challenges our ability to meet the 2016 exhibit schedule, plans were in place regarding staffing but will be reassessed. Staff are returning from and leaving for parental leaves Jan 1, 2016. Restructured positions with realigned responsibilities will be brought before the board for review at a future meeting. Moved by: J. Sturdy Seconded by: K. Warren THAT: . the Executive Director’s report be accepted as submitted MOTION CARRIED Committee Reports: 9. a) Finance Report – O. Casimiro reported that a meeting had been scheduled for 6:30 this evening prior to the regular board meeting, but was postponed with guests anticipated for the orientation and several committee members unavailable at the earlier hour. Noted on the report a surplus year to date, but with a deficit existing from 2014, an accumulated deficit is showing at this time. The December report is expected to reflect a much more positive picture of our financial situation with a $71,000 donation anticipated. O. Casimiro plans to meet with the Finance committee prior to the Dec. board meeting when more information will be available for planning purposes along with the new account ledger that the municipality is working to build on our behalf. Moved by: K. Warren Seconded by: J. Sturdy THAT: the Finance Report be accepted as presented. MOTION CARRIED b) Collections Report – Committee met as planned Nov. 3, 2015 and submitted a report of items recommended for accessioning along with recommendations after reviewing the museum’s statement of purpose and mandate for each site and the archives. Several processes need to be updated perhaps including the use of a transferable form to perform the dual purpose of documenting incoming pieces as well as items approved for accession. Next meeting is th planned for Thursday, Nov. 26 for other pieces including a Rolex watch collection that have not yet been dealt with. Processes for tax receipts for goods received were reviewed. It was noted that with C. Taws departure, the collections committee will have a greater interim level of responsibility of working with M. Adams regarding accessioning, donations and tax receipts. Moved by: S. Laing Seconded by: J. Sturdy THAT: the Collections Report be accepted as submitted. MOTION CARRIED c) Membership Report – M. Adams reported that all previous members have been contacted to try to encourage return memberships. It was recognized that as in the past research was free with a membership which may only provide a onetime need for engagement. M. Adams recommended the committee consider other draws/offers like a discount program while avoiding unlimited “free” offers, or VIP appreciation & thank you events. Moved by: J. Sturdy Seconded by: K. Warren THAT: the Membership Report be accepted as discussed. MOTION CARRIED d) Property Report – M. Adams gave a brief update supporting insights discussed earlier in the evening with Fred Horvath, Director of Operations. 10. New Business: a) Governance Structure – to be carried over to the February board meeting for further discussion as planned with the request to include email policy, electronic voting, executive meeting procedures & reporting etc. These items and other policies and procedures are being requested as a result of the handling of the $35,000 transferred from the reserves to the general operating accounts required after the September 2015 but prior to the October board meeting. 11. Date and Place of Next Board Meeting The next meeting will be held, Wednesday Dec. 9th, 2015 at the Sarah Jane Williams Heritage Centre starting at 7 p.m. 12.Adjournment: K. Warren moved the meeting be adjourned at 9:00 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