HomeMy WebLinkAbout2016-09-15 Minutes
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and programmes that inspire future generations and enliven our community
BOARD MEETING
September 15, 2016
Sarah Jane Williams Heritage Centre
62 Temperance Street Bowmanville, Ontario
Present: B. Seto M. Adams (ED) W. Woo S. Cooke
K. Warren S. Middleton M. Morawetz O. Casimiro
Regrets: S. Elhajjeh
1. Call to Order:
B. Seto called the meeting to order at 7:18 p.m.
Public guests introduced themselves and included representation from
Museum volunteers and staff, along with Andrew Allison, Municipal
Solicitor, and Regional Councillor for Ward 1 & 2, Joe Neal.
2. Adoption of Agenda:
Moved by: K. Warren Seconded by: W. Woo
THAT: the agenda be accepted with changes including withdrawal of
delegation from Suzanne Reiner, and an addition in New Business, W. Woo
will speak to two resolutions before council.
MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence
M. Adams shared a very positive letter of congratulations from MP Erin
O’Toole regarding the successes of the Canada Day event.
B. Seto received two emails and asked that they be included with the
minutes, from Matt Cronin, National Service Representative, CUPE, Friday,
Sept 2/16 requesting information regarding posting of the September staff
schedule, and a health & safety issue regarding lighting concerns in the
Women’s washroom. B. Seto asked for clarification from M. Adams as he as
Executive Director should have received the emails and acted on the
oversights, but did not appear to be available even though not on documented
bereavement or vacation leave. M. Adams stated that he responded as soon
as he received the emails from the union and had the light bulbs in the
women’s washroom replaced. He asked the Curator about the light bulb
issue at the time and she did not recall any complaints from staff, although
when questioned again after the issue was raised by the board chair, the
Curator did recall there had been an enquiry by the staff. M. Adams stated
that the staff schedule had been posted although with unique fall schedules to
accommodate fairs and outreach (offsite) events, along with vacation
absences needing cover, it was not up as quickly as usual, and once posted
was also marked with many change requests. M. Adams also stated that a
Collective Agreement needs to be put in place and then requirements
included like timelines for posting schedules, will be followed. O. Casimiro
asked why B. Seto received emails from the union to begin with. B. Seto
countered that that was precisely the question. O. Casimiro requested that in
future, operational emails from the union be directed to M. Adams.
W. Woo asked follow up questions to clarify including what staff members
are to do if the schedule is not available and M. Adams cannot be contacted,
how far in advance of each month should staff expect to see the schedule, and
what is the procedure for changes and alterations including who approves
those changes. Clarification of documentation and pay practices was also
requested as well as an explanation of how often regular meetings are held
with staff to address items that might be considered routine to manage (like
light bulbs and staff schedules). M. Adams stated that informally he meets
with or contacts Heather and Jennifer most weeks, although no formal staff
meeting was held in August at all and only a wrap up meeting in July
following the Canada Day event. O. Casimiro noted that realistically
vacations for a small staff make summer meetings harder to schedule. W.
Woo asked if summer is a higher demand period for staffing and M. Adams
stated that demand mirrors programming requirements. Camps and events all
require higher staffing levels so summer does tend to be busy. O. Casimiro
asked if this was a ratio issue.
M. Adams stated again that immediately following receipt of the email from
the union, the light bulb situation in the Women’s washroom was addressed.
He added that he feels there is a greater concern in the Archives area where
lighting has been an issue for a period of time. An electrician identified that
ballasts may need to be replaced and estimates have been requested as he also
identified that the existing lighting system is old and that soon the museum
would not be able to source the light bulbs. M. Adams is working with
Operations to address this. Staff was likely not aware this was happening.
For an immediate solution, bulbs still available at the time were installed. A
recent Health and Safety Inspection was done and documented by municipal
staff, with no mention made of light bulbs out in that report. The Archive
lighting was flagged thus prompting the involvement of the electrician.
B. Seto reiterated M. Adam’s email response to her follow up regarding the
nd
two emails from the CUPE representative, Sept 2, which included the
comment “As you can see there is going to be a lot of pettiness coming down
the wire (plus legitimate ones) and we need to act professionally and
swiftly.” M. Adams withdrew the word “pettiness”
5. Announcements:
B. Seto stated that a letter of resignation from John Sturdy had been received
Sept 11/16. He joined the board after the last election and sited personal
challenges for his decision. He wished all well.
Moved by: S. Cooke Seconded by: K. Warren
That: a letter of thanks from B. Seto on behalf of the board be sent to J.
Sturdy.
MOTION CARRIED
6. Approval of Minutes:
Moved by: W. Woo Seconded by: S. Cooke
THAT: the Special Board meeting of July 27, 2016 minutes be approved as
submitted.
MOTION CARRIED
Moved by: S. Middleton Seconded by: K. Warren
THAT: the Special Board meeting of Aug. 23, 2016 minutes be approved as
submitted.
MOTION CARRIED
O. Casimiro asked that it be noted in the minutes that all members should be
in attendance with full disclosure and all included in discussions of this
magnitude. She continued stating that to be challenged with motions made
during meetings when not all are in attendance is not acceptable, and referred
to previous board meeting discussions regarding this behaviour. Discussion
followed regarding the practice of motions being circulated before meetings
when possible. M. Adams agreed this was an acceptable process. S. Cooke
disagreed with M. Adams interpretation of board governance regarding this
matter, stating that motions can still be accepted from the floor even with this
protocol.
Moved by: S. Cooke Seconded by: S. Middleton
THAT: the Board meeting of July 5, 2016 minutes be approved as
submitted.
MOTION CARRIED
7. Business Arising from Minutes:
B. Seto asked M. Adams for the Marion Farr estate donation summary as
requested at the last board meeting. M. Adams stated it had not yet been
prepared. S. Cooke remarked that any communication in the minutes to the
ED should be enough and that a motion as well should not be necessary. He
stated that this continues to be frustrating and inefficient, and that normal
expectations for meetings are that directions in the minutes should be acted
upon respecting time lines stipulated.
Moved by: S. Cooke Seconded by: W. Woo
That: the agenda be altered at this time to bring forward the financial report.
MOTION CARRIED
Finance Report – O. Casimiro stated there is no report as the financials
had only been received this afternoon and there had been no meeting of the
Finance Committee since the July board meeting. She requested that M.
Adams speak to the financial details as provided.
M. Adams stated that the totals for the year so far show that 92% of the
expected revenues have been received while 71% of the budgeted expenses
have occurred, and that the overall budget is solid given projected revenue
streams will surpass overall budget revenue projections.
M. Adams noted that there will be funds coming following the Mayor’s Golf
Tournament for which the Museum had been named the 2016 benefactor. It
is expected to bring in well over $30,000; a record year for the fund raiser.
OPG had previously confirmed the 2016 donation of $6000, and other
sponsorship money has come in this year as well.
Of note in the revenue section, the Gift Shop revenues have increased
significantly. Events like the Avro Arrow and other Night at the Museum
events have been very revenue positive.
Camp numbers are not yet in so that information is not included, and facility
rentals have dropped off. M. Adams said he has yet to investigate why that
is happening.
The annual CMOG grant has come in at $25,161.00 which is consistent with
the past few years, and so the revenue side looks very good for the year.
M. Adams and B. Seto have reviewed the Exhibit and Program expense
allocations recently. M. Adams stated that the expense side is less accurate
when comparing 2016 to past years. This is because some allocations are
not consistent with the past as line items now more specific and reflecting
the new chart of accounts created by the municipality. Traditionally the
numbers are divided almost equally for events versus programs with both
about $15,000 each adding up to $30,000.
M. Adams stated that with the significant increase in funds available this
year cabinet purchases (listed under Exhibition Expenses) at $16,600 have
been possible. He noted that prior to his arrival the museum had not
purchased display cabinets in recent memory. Specifically, funding as a
result of the Mayor’s Golf Tournament and the Marion Farr donation, not
allocated for specific items, increased the museum’s capacity to afford these
purchases.
M. Adams read from the ED’s report documented in the April 16, 2016
approved board minutes regarding the direction given for the Marion Farr
donation. “The board discussed the Rickard/Farr estate donation and it was
agreed that the generous unconditional donation provide the museum with the
capacity, in year one of its restructuring, to purchase and budget for further
purchases of the following, but not limited to: exhibit cabinets, renewed and
new signage, artefact climate control measures as they relate to conservation
and highway/street directional signage.”
Continuing with the financial statements, salaries continue to be the largest
expense and are in line with the 2016 budget plan.
O. Casimiro asked for a confirmation regarding the date for Budget
submissions to Council. M. Adams stated November. Previously it had
been suggested to schedule preliminary work by the Finance committee
before proposing a budget reflecting the new chart of accounts as established
to the board for approval.
Moved by: S. Cooke Seconded by: W. Woo
That: the Finance statements be received.
MOTION CARRIED
S. Cooke reported that he and W. Woo had reviewed the VISA and expense
statements during the afternoon prior to this meeting for April, May, June
and July. They were concerned by what they saw and asked who signs off
on expenses. It was noted that B. Seto did until the end of May when she
stated she was no longer comfortable signing for items she felt needed to be
addressed in the new Travel & Expense Policy, which at that time had not
been completed. O. Casimiro took over those duties and met with M.
Adams every two weeks to review, ask questions and sign off on receipts.
Specifically S. Cooke stated there were concerns over hundreds of dollars in
cash advances that had been signed for. O. Casimiro stated she was always
satisfied with the explanations for the advances and VISA payments, and
verified receipts for gas, food and meal expenses believing all were
legitimate in M. Adam’s pursuit of museum business and relationship
building. M. Adams gave an example of when a cash advance was needed
for last minute supplies purchased from COSTCO for Canada Day, where
VISA is not accepted.
S. Cooke questioned O. Casimiro’s opinion on many of those, and she asked
that the minutes reflect she felt it was inappropriate for him to question her
opinion. She stated in her experience, the ED should be able to decide what
to spend within the budget he is given, and that it is his call on specific
items. She also stated that she believed that the process in place is fluid and
transparent.
S. Cooke responded with a clarification that the question was not about
incurring expenses but rather to explain why mileage and gas were both
been claimed and paid when the policy now clearly defines only mileage is
acceptable and gas expenses are included in those calculations. Several
examples of expenses were disclosed and discussed including gas expenses
in June. M. Adams responded that the demands of the June Clarington
Motorsport Expo required significant travel. The consensus was that
mileage is reasonable and expected as an expense but that gas as well is not
considered a typical and reasonable additional expense. B. Seto also
questioned an LCBO expense to which M. Adams replied that the expense
was for a liquor license for an event at the museum and not for alcohol.
S. Middleton added that the bookkeeper should red flag anything that falls
outside the policy. O. Casimiro stated that the bookkeeper is CPA certified.
S. Cooke noted that previously that had happened when the books were in
the hands of the municipality regarding the snow tire expense.
In the past a revenue shortfall year after year made it challenging to pay staff
wages in the early months of each year so adjusting accounts or borrowing
from reserves was common practice. In 2016 the revenues for the museum
are very good but the concern is that at any time, as a publicly funded entity,
it is important to be accountable and spend responsibly so a review is felt
necessary.
O. Casimiro stated that it would be prudent for the Finance committee to
meet as soon as possible. The committee is O. Casimiro as chair, K.
Warren, S. Cooke and B. Seto along with ED, M. Adams.
Moved by: K. Warren Seconded by: W. Woo
That: a summary on the Marion Farr donation is expected at the next board
meeting even if the Finance committee has been unable to meet in the
interim.
MOTION CARRIED
8. Executive Director’s Report:
M. Adams noted that “Archives” is not included in the report as this is a
transition year and it was not previously listed as a target for 2016. Work
assessing and developing procedure and policy around it is ongoing with the
Curator; staff and volunteers are engaged.
Visitor numbers are up considerably over last year surpassing all of 2015.
Significant events, outreach and new initiatives including Nights at the
Museum have been key. Canada Day attendance suffered slightly due to
poor weather in the morning but was successful in content. M. Adams will
continue to look at traditional as well as untraditional ways to continue the
upward trend.
Membership continues to change with emphasis on membership drives at
special events, outreach projects and with continual updated branding. The
goal is to get members more engaged rather than joining just for access to the
archives (often means only a one year commitment). Volunteer hours
continue to increase as well; gardeners and archives are now included more
accurately in the numbers.
M. Adams stated customer service is a key focus; working to improve it with
more face to face time with staff and the public at the Sarah Jane Williams
Heritage Centre. Energy has been focused there on major exhibits, events
and gift shop sales. Entry to the Bowmanville Museum is driven through the
Heritage centre for great efficiency and exposure.
Staff have been directed to revisit processes to engage local schools and
increase the formal education programing. Formal education numbers so far
in 2016 need to improve. The programme coordinator position saw 2
overlapping maternity leaves in a 12 month period.
Health and Safety training has been flagged. M. Adams has put in a request
to the municipality to assist with training and it will be scheduled once the
new Health and Safety Committee meets.
M. Adams stated concerns that successes of the museum are not being
reflected in the board discussions. In an effort to have the minutes reflect the
many successes of the museum, a list of 2016 relationships will be included:
Mayor’s Golf Tournament, Clarington Motorsport Expo at the Bowmanville
Rotary Rib and Brews event, Orono Agricultural fair exhibits (Avro Arrow &
Canadian Tire Motorsport Park displays), Heritage Week walking tours and
th
outdoor play (Beech St Theatre), Bowmanville Horticultural Society 50
Anniversary celebration and lily garden project, BIA street festival displays,
Clarington Sports Hall of Fame display at Rickard Centre, Municipal
Recreation Facility Sport Display Project to start in Courtice.
Annual successes of note included the Edwardian summer teas partnering
with caterers KCC that by demand were extended into September, and the
summer camp program doubled in size this year thanks to a $2500
sponsorship from the Bowmanville Rotary Club to allow more children with
challenges to attend. The take away was that a requirement for future success
is more training for staff to deal well with the demands of the children and
their unique needs.
Lighting improvements at Sarah Jane facility will be a facilities priority.
Other tasks ahead include work on a new web site plan (compatible with
smartphones), formal acknowledgement of $5000 programming grant from
Veteran Affairs, and continued promotion in print and on social media.
Regarding staff, a statutory freeze has been put in place during unionization
process. M. Adams feels there is a noticeable difference in efficiency and
morale during this transition. The municipality HR department will engage
in the work and meetings ahead during negotiations and decisions as directed
in the last Special Meeting of the Board, will require full board participation
as the Collective Agreement is determined.
Moved by: K. Warren Seconded by: S. Middleton
That: the Executive Director’s report be received.
MOTION CARRIED
Questions from the floor included clarification regarding the regularity of
newsletters produced and sent to members. Some previous members have
disclosed to B. Seto that they are no longer with the museum as they feel they
get little value and the regular newsletters used to keep them better engaged
and informed. M. Adams asked for the contact information so he could
follow up and asked that with items like this, board members come to him as
soon as possible so he can seek a resolution. It was also shared that other
guests and members have remarked to some board members that they would
like to see the ED attending more of the museum events. M. Adams replied
that he has been at virtually all special events.
9. Committee Reports:
B. Seto asked the board members for permission to defer the reports from
Membership, Property, and Mun. Heritage Committees until the next meeting
of the board. Consensus to do so.
10. New Business:
a) W. Woo presented two resolutions recently considered and carried at the
General Government Committee meeting Sept 6, 2016 of council.
Moved by: Councillor Neal Seconded by: Councillor Woo
Resolution #GG-442-16
That the minutes of the Clarington Museums and Archives Board, dated July
5, 2016 and July 27, 2016, be received for information;
And,
That the Clarington Museums and Archives Board members and staff be
directed to provide access to financial records up until August 31, 2016.
Carried.
Resolution #GG-443-16
That Staff report back to the Council meeting of September 19, 2016 regarding
possible options of dealing with the Clarington Museums and Archives Board,
including:
Dissolution;
Takeover by the Municipality of Clarington; and
Any other recommendations by Staff, opening the financial records to
the internal auditor.
Moved by: K. Warren Seconded by: O. Casimiro
That: the board endorse these resolutions, requesting M. Adams to arrange for
the financial records to the end of August 2016 be made available as requested.
MOTION CARRIED
Andrew Allison, Mun. Solicitor, remarked that Council is aware that the new
th
interim CAO starts in his position on Monday, Sept 19 and although he is
aware of this request, has stated that he will not be able to report back by that
date.
W. Woo stated that the responsibility of the board to oversee expenses is
onerous and extensive. O. Casimiro suggested a complete review of the policy
with recommendations for changes.
Moved by: W. Woo Seconded by: S. Cooke
That: from this day forward, and until further determined by the board, the
museum VISA card be turned over to the chair of the board and no further
capital expenses be incurred.
Discussion followed in which O. Casimiro asked W. Woo if the Executive
Director was being disciplined and on what grounds. W. Woo said no.
MOTION DEFEATED
Moved by: W. Woo Seconded by: S. Cooke
That: from this day forward, an expenses form be filled out fully and with
complete discloser of all details, submitted with the original receipts, and
requiring two board member signatures.
MOTION CARRIED
Discussion followed on an appropriate form to capture all requirements. O.
Casimiro stated that she had already requested the bookkeeper make
recommendations on purchase requisition and dispersement forms. A
significant concern raised by S. Cooke was regarding cash advances, use of
VISA for ongoing purchases, and the lack of control on decisions regarding
those practices. S. Cooke will provide a copy of the form used by the
municipality at the next meeting of the Finance committee. W. Woo stated
that the details of all transactions need to be disclosed fully on whatever form
is used.
O. Casimiro stated that she wanted included in the minutes that she feels it is
offensive to staff, the Executive Director, and to her as Finance chair to have
this motion put in place until the municipal audit is complete as it implicates
significant concerns and undermines confidence in the Executive Director.
Moved by: K. Warren Seconded by: W. Woo
That: the current expenses form continue to be used for every VISA
transaction and be submitted with detailed back up until a new process is
determined and approved.
MOTION CARRIED
O. Casimiro requested that the minutes reflect that S. Cooke does not have
confidence in the financials at the moment.
b) M. Adams then asked that B. Seto stop using the resources of the museum
and staff for in his opinion, personal printing along with emailing of
confidential unionization correspondence to the front desk for printing. B.
Seto disagreed with M. Adams stating emails and material regarding the
unionization is public information.
O. Casimiro asked that it be noted the treasurers of the Board knew nothing of
the request to review the VISA and expense files by W. Woo, S. Cooke, and B.
Seto.
K. Warren raised the fact that the board still does not have a Vice Chair.
W. Woo nominated S. Cooke.
Moved by: K. Warren Seconded by: O. Casimiro
That: S. Cooke be appointed as Vice Chairman on the Board.
MOTION CARRIED
At the request of the Board, Andrew Allison, Mun. Solicitor, agreed to attend
the next board meeting. He will address the Board regarding the Unionization
process as well as process for In Camera sessions.
11. Date and Place of Next Board Meeting
The next meeting will be held Wed. October 12, 2016 at 7 p.m.
Location: Sarah Jane Williams Heritage Centre
12. Adjournment:
K. Warren moved the meeting be adjourned at 9:55 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