HomeMy WebLinkAbout2016-02-01 Executive Committee Minutes
Executive Committee Meeting
Date: Monday, 1 February 2016
Present: O. Casimiro, S. Laing, B. Seto. Regrets: S. Elhajjeh
Staff: M. Adams.
The Executive Committee met to discuss information provided by Catherine Carr, Manager of
Internal Audit, Finance, Municipality of Clarington regarding Museum VISA and Expense.
The Committee discussed the need for updated policy and procedures. With 2015 as a year of
transition, the Museums are better positioned to make informed decisions to assist in the
understanding of organizational capacity.
It was agreed that M. Adams would update the Travel and Expense policy and procedures to
reflect the CRA recommendation and present update for Board approval at the next Board
Meeting, February 10, 2016.
M. Adams was requested to research and present information for board approval on
organizational capacity of use of vehicles. Although, the intent of using a personal vehicle for
operation purposes and directly related to facility monitoring at Clarke Museum which is a
requirement set by Museum Standards, it is recommended the Board implement a policy to
reflect the use of personal vehicles and set a reasonable allowance for cover expenses. It was
agreed that M. Adams reimburse the Museums for minor auto repair and snow tires in the
amount of $1,486.45.
It was agreed that M. Adams would develop a procedure for documentation of expenses and the
requirement of receipts for reimbursement and that pre-approved cash advances on VISA
continue limited to emergency use only.
M. Adams was commended for his progress in community engagement and development of new
relations.