VARLEY MCKAY
ART FOUNDATION OF
TOWN OF
THORNHILL COUNTRY CLUB
MINUTES
|
Attendance: Members: Brian
Ayer Patty
Loveland Mahesh
Chokshi Bill
Pickering Karen
Chadwick Lana
Champion Councillor
Anna
Hudson Terrance
Pochmurksi |
Staff: Laura
Gold, Committee Clerk |
The fourth meeting of 2008
of the Varley-McKay Art Foundation of Markham Board convened at
1.
OPENING REMARKS
Mr.
Howard Back, Chair, formally welcomed and presented the bios of the new Board
Members Anna Hudson, and Terrance Pochmurksi. He spoke about a trip to Ottawa
for the opening of the “Varley Portraits into the Light” at the Museum of
Natural History, advising the Board that John Ryerson, Director of Culture,
Howard Back, Chair, Katerina Antanassova, Curator and Program Coordinator, and
Councillor Joseph Virgilio all attended the opening in Ottawa. Mr. Back congratulated Ms. Antanassova on the
success of the exhibit.
Mr.
Back spoke about the Varley McKay Art Foundation of
Mr.
Back explained that the vacancy created by Council is to be filled only if
there is a qualified member from the Unionville Business Improvement Area
(UBIA). The Board discussed the
resolution, as some members were concerned about the legality of the
resolution. The Board was advised that
Councillor
Joseph Virgilio advised the Board that he supports Council’s resolution, as he
felt it was important that the Gallery build and maintain a relationship with
the UBIA. He also noted that the Town is
very supportive of the Varley McKay Art Foundation of
2.
ADOPTION OF MINUTES OF THE VARLEY-McKAY ART FOUNDATION
OF
A slight change was made to
Item 4.A. Donation Policy-Clarification (Page 3 of the minutes). The wording of “bid price” was changed to
“successful bid”.
MOVED BY: NANCY COXFORD
SECONDED BY: PATTY
That the minutes of the Varley McKay
Foundation of
CARRIED
3. BUSINESS
ARISING FROM THE MINUTES
3. A. Approval of Policy with Respect to Donations
and Income Tax Receipts
Drew Gerrard, Treasurer, presented
to the Board the final version of the Policy with Respect to Donations and
Income Tax Receipts.
Moved by: Drew Gerrard
Seconded by:
That the Board of Directors approve the Policy
with Respect to Donations and Income Tax Receipts.
CARRIED
3. B. Gallery
Insurance Policy
Laura Gold, Committee Clerk, advised the Board that this item was in regard to an
inquiry from a Board Member with respect to the Gallery’s insurance policy. The Board Member had inquired if the policy
covers damage caused by a flood. Mr.
Ryerson will investigate this matter and report back at the next meeting.
3. C. Art
Committee
Brian Ayer reported to the
Board that the Art Committee had successfully acquired Moonlight, the Trial
from Rice Lake; circa 1935, by Fredrick Horsman Varley (1881 – 1969) from
the Heffel Fine Art Auction House for approximately $18,000 (excluding
commission and tax), and the United Church, Markham; May 13, 1933, by
Joachim George Gauthier from the Joyner Canadian Fine Art for approximately
$2,400 (excluding tax and commission).
4. FINANCIAL
REPORT
Drew Gerrard distributed to
the Board the Varley McKay Art Foundation of
MOVED BY: DREW GERRARD
SECONDED BY: NANCY COXFORD
That the Board approve the Statement of Operations
and Changes in Fund Balances, Period Ending Aril 30, 2008.
CARRIED
5. SUBCOMMITTEE
REPORTS
5. A. Development
Committee
Ms.
5. B. Art
Committee
Ms. Atanassova reported to
the Board that the Gallery has been approached and asked if it would like to
purchase a small water colour by Fredrick Horsman Varley. The Art Committee will organize a meeting to
discuss the potential purchase of the painting and report back at the next
meeting.
5. C. Building
and
Mr. Bill Pickering advised
the Board that the Parking Agreement discussed at the last meeting
regarding the Gallery’s use of the
He presented the plans for
the Gallery addition, some of which included:
·
the architecture
will resemble the existing architecture of the Gallery;
·
the entrance to
the new gallery space will be from the window of the introductory gallery;
·
the second floor
will be used for office space;
·
the existing
office space will be transformed into a classroom/meeting room;
·
the kitchen area
will be extended to approximately double its current size.
Mr. Pickering explained that
Unionville is built on filled land, which creates building challenges due to
poor soil conditions, and the slope of the land. He advised the Board that the
addition meets the museum environmental standards, but will not utilize
environmental energy sources, such as thermal energy or solar energy.
Mr. Pickering advised the
Board the Toronto Region Conservation Authority (TRCA) has tentatively approved
the addition, on the condition that the slope of the land can support the
addition. Mr. Pickering advised the
Board that no further soil testing has been requested at this time, but
believed the TRCA may ask for future testing later in the planning process. He recommended the Committee conduct another
geo tech survey on the soil condition, and on the slope of the land. He felt this was important because if the
slope of the land becomes an issue it will affect the building plans, which
would be costly to change later in the planning process. Mr. Pickering advised the Board that
additional funds may need to be allocated to the Gallery addition feasibility
study. He noted the project is still within budget, and that he was hoping to
be able to hire a project manager to oversee the project.
Mr. Pickering advised the
Board that the plans will need to be approved by the Town’s Planning Department
once it receives the final approval from the TRCA. The next step will be to obtain Council’s
approval. Mr. Ryerson reported the plans
must be approved by Council before they are reviewed by the Heritage Markham
Committee.
MOVED BY: STAN NEAL
SECONDED BY: NANCY COXFORD
That the Board of Directors allocate an additional
$10,000 to the feasibility study for the Gallery addition (increasing total
expenditure from $30,000 to $40,000).
CARRIED
5. D. Volunteer
Report
Ms.
Lana Champion reported with regret that Marjorie Bielawski resigned from her
position as Volunteer Coordinator, and advised the Board the position will need
to be filled by the fall. She stated a committee has been formed to discuss the
job description, and the type of qualifications the applicant should have.
Ms.
Champion advised the Board that on Thursday June 26, from
Ms.
Champion reported the Varley Volunteer Book Club meeting took place earlier
this month. She noted it was a wonderful opportunity for the volunteers to
socialize outside of Varley Gallery activities, and the next meeting will be
scheduled for the fall.
Ms.
6. EVENTS
6.A Homes
for the
Robert McCulloch reported to
the Board that the planning for the Homes for the
7. NEW
BUSINESS
7. A.
Mr. Ryerson advised the
Board that it needs to appoint a Board Member to the
7. B. Volunteer
Coordination Position
Ms.
Ms. Coxford proposed
changing the job description of the Volunteer Coordinator position to include the
following functions: 1) organizing, motivating, maintaining, a pool of
volunteers for the Gallery; 2) ensuring all volunteers receive the Town’s
volunteer training; and 3) providing the Board with administrative support.
The Board Members also
discussed the possibility of creating a full time position that will be
responsible for volunteer coordination, providing the Board with administrative
support, and special event coordination. Mr. Back noted the Foundation would have to
make contributions to unemployment insurance and the Canadian Pension Plan if
it were to hire a full time employee. The
Board questioned if they could find a candidate that has all of these
qualifications and felt it would have to screen candidates carefully. This matter was referred to the Executive
Committee, which will call a meeting and report back at the next meeting.
8. DIRECTORS
REPORT
Mr. Ryerson reported that
the
9. NEXT
MEETING
The next meeting of the
Varley McKay Art Foundation of Markham Board will be held on
10. ADJOURNMENT
That the fourth meeting of
the Varley McKay Art Foundation of