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HomeMy WebLinkAbout2016-06-08 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 June 8, 2016 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: B. Seto M. Adams (ED) W. Woo M. Morawetz K. Warren S. Middleton O. Casimiro Regrets: J. Sturdy S. Elhajjeh S. Cooke 1. Call to Order: B. Seto called the meeting to order at 7:07 p.m. 2. Adoption of Agenda: Moved by: K. Warren Seconded by: W. Woo THAT: the agenda be adopted with two items under New Business added: 10. a) Draft – Expense & Travel Policy; b) Processes for Executive Director Salary & Performance Reviews. MOTION CARRIED 3. Disclosure of Interests: No interests were disclosed. 4. Correspondence: No correspondence was brought forward. 5. Announcements: M. Adams informed board members that Taullie Thompson had contacted the Municipality to resign from the board as he no longer resides in Clarington. B. Seto will request a formal letter from him for the records. O. Casimiro requested M. Adams send a thank you card on behalf of the board thanking Taullie Thompson for his service to the museum. M. Morawetz reminded board members that Doors Open Clarington was th taking place Saturday, June 11 featuring Newcastle village, and that the museum was participating at the Massey Building site. O. Casimiro asked board members to recall that the Mayor’s Golf th Tournament will take place on Thurs, July 7 and that the museum is this year’s recipient of funds raised so a presence at the event should be planned. M. Adams and staff member Dennis Jeffery had attended an organizational meeting. Tickets for a foursome have been purchased. M. Adams will play with three others. Each ticket costs $120 and after a discussion, it was decided that the three remaining tickets will be offered for purchase to museum members on a first come first served basis. Six volunteers will be needed to help at the beginning of the tournament to handle bags/caddie for participants. Museum staff will be present to man displays before, and during the banquet following. M. Adams announced that Snap’d Oshawa is holding a Wine and Cheese at st the museum Tues, June 21 3:30 – 5:30 p.m. to introduce the new Clarington section they are adding to their monthly publication. All invited to attend. 6. Approval of Minutes: Moved by: K. Warren Seconded by: S. Middleton THAT: the Board meeting of April 16, 2016 minutes be approved as submitted, noting there was no meeting held in May due to lack of quorum. MOTION CARRIED 7. Business Arising from Minutes: B. Seto asked M. Adams to send a card of sympathy to J. Sturdy. 8. Executive Director’s Report: M. Adams was pleased to report that visitor numbers and earned revenue are well above the same period last year with significant increases sighting more special events and successes in outreach. Volunteer hours are up but have not been summarized yet although data will be analyzed before the end of June as reporting on that is part of the CMOG requirements for 2016. Also required for CMOG is a Social Media Plan and a Three Year Exhibit Plan. Municipal Operations department will provide by year end an updated binder on topics including Health & Safety, Accessibility Policy, Handling of Asbestos etc for Facility operations. Municipal Solicitor Andrew Allison has been working with M. Adams to review Bylaws and Policies. A new membership with the Bowmanville Legion has been established. M. Adams received a very positive response to the announcement that there is now a permanent war exhibit on display at the museum. CBOT recently presented a 55 year award to the museum. Rotary Ribs & Brews, Doors Open Clarington and Heritage Week are all partnership events being worked on. Collaborations with both Community Services and the Jury Lands Foundation for Canada 150 grant applications are being prepared. $2500 donated by Bowmanville Rotary has doubled attendance for Summer Camps by providing funding for 25 disadvantaged children to attend. O. Casimiro suggested camps be included in the annual Recreation Guide as a way of increasing demand and making parents aware. $5000 grant from Veterans’ Affairs was confirmed to support the war and the Avro exhibits. Canada Day plans are underway; board & other volunteers are still needed. Volunteer Karen MacNeil should be thanked for a tremendous amount of work done on Collections & Archives as well as a 5 year Archive Research assessment. Collaborative work has also been completed with the Library identifying and documenting Genealogy resources available. th Two summer students have been hired and started May 30 using the Canada Summer Grants program. Moved by: K. Warren Seconded by: O. Casimiro THAT: the Executive Director’s report be accepted as submitted. MOTION CARRIED W. Woo requested clarity regarding the Earned Revenue reported under Targets for 2016 in the Executive Director’s report sighting confusion as numbers from previous months were greater. M. Adams explained that the difference was because numbers reported previously included CMOG 2015/2016 grant money while this month’s reporting on revenues included only money other than from that accrued grant. After some discussion it was decided that in future Earned Revenues will not be included on the ED’s report under Targets, and that moving forward any figures will stay within the Financial Report. Consensus. 9. Committee Reports: a) Finance Report – O. Casimiro stated that reports had just been received the day previous and that a meeting should be scheduled with S. Cooke, K. nd Warren, O. Casimiro, B. Seto and M. Adams. Wednesday, June 22; 7 p.m. was set. A full report will be made available after that meeting. b) Collections Report, c) Membership Report and d) Facilities Report – Details were covered in M. Adams Executive Directors report. e) Municipal Heritage Committee Report – K. Warren, board representative on this committee, reported that a Durham wide annual conference hosted by th Clarington’s Heritage Committee is being planned at Town Hall for Oct. 29 2016. Moved by: W. Woo Seconded by: S. Middleton THAT: the Heritage Committee report be accepted as presented. MOTION CARRIED 10. New Business: a) Draft – Expense & Travel Policy – The draft policy was distributed. Board members are asked to come to the next meeting with questions and comments for a full discussion and further work. The basic policy used is the Municipality’s. M. Adams highlighted in blue the additions he recommends for consideration. b) Processes for Executive Director Salary & Performance Reviews – Following some discussion, the Finance Committee is requested to prepare a recommended timeline leading up to the municipal November budget submission deadline such that annually time will be allocated for a full discussion on salaries and all line items. The Executive Committee will schedule a meeting to do a performance review with M. Adams. Staff salaries can be considered during those discussions and a recommendation to the board will follow for the 2017 budget. It was clarified that previously salary and wage increases have been determined using the calendar year so M. Adams, Executive Director, and H. st Ridge, Curator, need to be reimbursed wages retroactive to January 12016 as determined in the November budget of 2015 for the 2016 year. 11. Date and Place of Next Board Meeting The next meeting will be held Tuesday July 5th, 2016 at 7 p.m. Location: Sarah Jane Williams Heritage Centre 12. Adjournment: W. Woo moved the meeting be adjourned at 9:21 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