HomeMy WebLinkAbout2016-10-22 Minutes
SPECIAL BOARD MEETING
October 22, 2016
Clarington Town Hall
40 Temperance Street, Room 1A, Bowmanville, Ontario
Present: B. Seto S. Cooke S. Middleton K. Warren
M. Morawetz W. Woo S. Elhajjeh
1. Call to Order:
B. Seto called the meeting to order at 7:08 p.m.
2. Adoption of Agenda:
Moved by: S. Cooke Seconded by: W. Woo
THAT: the agenda be accepted with the change that In Camera be moved to
the final item as directed becoming standard practice.
MOTION CARRIED
3. Local Parents Magazine Advertisement:
Following discussion of the known outstanding amount of $836.00,
it was determined that W. Woo will review all ad and marketing as
known along with any invoices received from other agencies that the
Board is not presently aware of.
Moved by: K. Warren Seconded by: W. Woo
THAT: H. Ridge be instructed to pay Local Parents Magazine any
outstanding invoices & cease further advertising as of Oct. 24, 2016.
MOTION CARRIED
Moved by: K. Warren Seconded by: S. Middleton
THAT: as any invoices come in, H. Ridge be instructed to pay them
and include correspondence that the relationship with the Museum if
an ongoing contract is concluded for now, and report all information
to the Board.
MOTION CARRIED
Further discussion on outstanding issues focused on Paul Bobier
who had been working under contract without the approval of the
Board on Advertising and Marketing among other assigned tasks.
K. Warren requested that a formal letter be composed and sent to
Mr. Bobier stating that his contract with the Museum had been
terminated. He had been notified by phone. B. Seto was asked to
contact HR at the Municipality to request assistance in writing the
letter which should be sent as soon as possible. Consensus.
4. Snow Removal Contract – Acorn Landscaping Quote:
Moved by: S. Cooke Seconded by: K. Warren
THAT: the Board will renew with Acorn Landscaping for the
winter snow clearing requirements of 2016 / 2017 as quoted.
MOTION CARRIED
5. Board Member Attendance Bylaw Report:
B. Seto had been asked to review the bylaw direction on Board
member attendance. Under the subsection on Attendance, it was
noted that in the bylaw it states “Should any Member of the board
miss three consecutive meetings without cause (sending regrets prior
to the meeting) or miss a total of six meetings with cause over the
course of a twelve month period, the Board reserves the right to
remove the Member of the board and request Council to appoint a
new Member to serve for the duration of the term vacated.”
Discussion followed including attention drawn to another statement
in the bylaw that “Membership on a museum board is a position of
community responsibility which demands commitment of an indivi-
dual’s time and energy.”
Consensus to table this item until the next general Board meeting.
6. Distribution of Board Correspondence:
Review of the definition of Private and Confidential, and the trust
demanded requiring Board members to be vigilant ensuring all
documents marked as such are handled with extreme care. B. Seto
expects in the spirit of transparency, to share everything with all
Board members so members should expect to see items marked “In
Confidence” along with “Time Sensitive” when appropriate, and
should have in place processes to receive, store and/or destroy as
appropriate. Nothing marked as such should be exposed to others.
B. Seto requested S. Cooke chair the meeting through further
discussion on this item.
7. In Camera Items:
Moved by: S. Cooke Seconded by: K. Warren.
That: at 8:20 in accordance with Section 239 (2) of the Municipal Act, 2001,
as amended, the meeting be closed for the purpose of discussing the following
matter that f) deals with advice that is subject to solicitor-client privilege,
including communications necessary for that purpose.
MOTION CARRIED
Discussion followed.
Moved by: S. Cooke Seconded by: W. Woo
That: at 9:15 pm the meeting move out of camera, returning to Open Session.
MOTION CARRIED
8. New Business:
No items.
9. Date and Place of Next Board Meeting
The next regular Board meeting will be held Wed. November 9, 2016 at 7
p.m. Location: TBA
10. Adjournment:
S. Middleton moved the meeting be adjourned at 9:18 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