The Friends
of The
TOWN OF
MINUTES
|
Attendance: Members Present: Councillor
Moretti John Buie,
Chair Randy Barber Genny Landis Gunter Langhorst Martha Mingay Ardy Reid Glenn Schick Vince Tortorici Staff: John Ryerson Cathy Molloy Janet Reid (minutes) |
Absent: Brenda Librecz |
1.
CALL TO ORDER & OPENING REMARKS
Meeting called to order at
·
Welcomed the Board to this first formal meeting. Seven
of the members served on the previous Advisory Board and three individuals are
new.
·
The Acting Chair reviewed the minutes of the Inaugural
meeting of the Board and Council November 30th and the informal
meeting and holiday gathering held on December 10th.
·
The Council of the Corporation of the Town of
·
This is an exciting time in the history of the Museum
and there will be opportunities for the Board to assist creatively with
developing our new future.
2. DECLARATIONS
None.
3. REVIEW OF MINUTES OF ANNUAL MEETING
The Acting Chair tabled the draft minutes of
the first meeting. As these are considered the first record of the inaugural
annual meeting, they will not be approved until the next Annual Meeting to be
held next year.
Tasks following from the meeting include:
appointing signing officers to the bank account, confirming a contract with our
auditors, and confirming the executive committee of the Board.
4.
ADDITIONS / CHANGES TO THE AGENDA
The date of the meeting is
5.
ORIENTATION
a) the Museum
The Museum Manager delivered a power point
presentation previously offered at a conference of the Ontario Museums
Association that outlined the history of the Museum and the future direction of
the institution. Copies of the following documents were tabled: International Council Of
Museums Code of Ethics, and Town of
Markham Organizational Chart.
b) Town Council
The Councillor explained that her role on the
Board is to serve as a liaison between the Council and the Board. In this role,
the Council representative facilitates planning for capital projects and engenders
support for the Board’s initiatives at Council ensuring that there is a voice
for the Board at the political level of the Municipality. The present Council
has a very positive view of the Museum and an appreciation of its value which
is clearly illustrated by the support for the new $9M capital project.
c) Foundation Board
The Acting Chair delivered a power point
presentation outlining the role of The Friends of the
6.
ELECTIONS OF EXECUTIVE
The Past Chair of the former Markham Museum
Advisory Board, G. Langhorst presented a slate of
officers for the Executive Committee: John Buie,
Chair/President; Bob Baird, Vice President; Gunter Langhorst,
Vice President/Past President; Martha Mingay,
Secretary; Ardy Read, Treasurer.
Other Nominations were called for the Board
three times and the nominations were closed.
MOTION:
Moved by Gunter Langhorst
Seconded by Randy Barber
That the slate of officers consisting
of: John Buie,
Chair/President; Bob Baird, Vice President; Gunter Langhorst,
Vice President/Past President; Martha Mingay,
Secretary; Ardy Read, Treasurer be elected by acclamation,CARRIED.
The Chair confirmed that the terms of office for the Executive Committee
are one year. The individual serving as the First Vice President is intended to
be the current Chair’s successor.
7.
APPOINTMENT OF COMMITTEES
A draft List of Committees of the
Board was also tabled identifying the primary roles of each group. The
standing committees include: Executive, Museum Collection, Development and
Volunteer. All Board Members are presently named as representatives on two
committees. Individuals are invited to contact the Chairs of each Committee if
they wish to serve in additional groups. All Board members are expected to
contribute to at least one committee. The Chairs of the standing committees are
encouraged to add external stakeholders to increase community engagement and as
a means to test potential new Board Members and retain the expertise of those
retiring from service on the Board, Each Committee Chair is responsible for
organizing their own meetings. The Board Chair is ex officio to all committees. Staff resources are also available to
inform each Committee. The Committee Chairs are responsible for establishing
their constituents. The constituent lists do not require the approval of the
Board.
8.
DIRECTOR’S REPORT
The Museum Manager
tabled a document entitled:
Curatorial Centre – the
building project is back on schedule. The contractors worked over the holidays
to make up for the delays in the Fall and bring the
project back on track. The opening date for the building is not yet set,
however we are considering setting a possible public opening event target of
Heritage Week 2011 (February).
Governor General’s Horse Guard – The Manager
requested that all members of the Board of Trustees mark their calendars and
hold open
9.
BOARD MEMBER
MATTERS
a) By-Law #1
and Memorandum of Understanding
The By-Law and companion Memorandum outline the nature of the
relationship between the Board and the Council of the Corporation of the Town
of
MOTION:
Moved by Bob Baird
Seconded by Genny
Landis
That the Board of The
Friends of the
Councillor
Moretti is excused from the meeting by the Chair at
b)
Accessibility
The Chair distributed an educational pamphlet that explains the new
Accessibility Customer Service Standard developed for all volunteers including
Board members of the Town of
c) Statement
of Qualification
During the next meeting, the Secretary of the Board will distribute the
Statement of Qualifications to all members of the Board. Each member will be
asked to confirm that they are in compliance with the conditions outlined.
d) D&O Insurance
Board members will also be asked to supply information to be submitted
as part of the Board’s application for the Directors &
Officers Liability Insurance.
e)
Collections Policy
The Museum Collections Committee will review this policy and return the
updated document for approval by the Board.
f) Donations
Policy
The Board also requires a policy for the acceptance of donations of cash
as well as materials and services in-kind. The Director of Culture recommends
using the Donations Policy of the Varley Gallery’s Board
as a framework for this document. The Development Committee will present the recommended
Policy for approval to the Board.
10.
CULTURE
POLICY
The Director of Culture reported on the current process for developing
the first Cultural Policy and Plan for the Municipality. Staff received
approval from Council to proceed with the development of both the policy and plan
over the next year with the support of an advisory committee. The process
involves a progressive process of engagement that it is believed will generate
a higher level of social capital. The activities will inform the 2020 Town Plan
which recognizes culture as a key component of the community’s future.
11.
The First Vice President of the Board reported on the ongoing planning
for the redevelopment of Highway #48/Markham Main Street and in particular the
impact of the proposed designs on the streetscape in front of the Museum. The
process is still under review and revision with the professional staff of the
Town’s Development Department, but there is a planned Public Meeting for
February 2010 (exact date to be confirmed) where the design details will be
tabled. The draft designs indicate that the road will be widened in front of
the Museum and a traffic light will be added at our new north entrance to
manage traffic to our site and the plaza on the east side of the road. All
departments of the Town are now working closely together to ensure that the
design for the Museum’s landscape will not require significant alterations once
the widening commences in 2011.
The Director of Culture encourages the Board to consider this planning
review and public meeting as an opportunity to inform the design of a new
gateway between the rural and urban areas of the Town that will feature the
Museum.
12. OTHER BUSINESS
Randy Barber requested a contact list for the Board.
The Museum Manager tabled a report from the Economic Development
Department entitled ‘the
Gunter Langhorst inquired about the intentions
of the Municipality with regard to the naming of the new building. The Chair
confirmed that there is a need to establish a technical name for this public
structure and also indicated that at the present time there is not a strong
desire to establish a sponsored naming right for this structure although
individual interior components could be funded in this manner. A brief
discussion on the merits of the working name of the building ensued. It was
suggested that a competition be held amongst Museum visitors over the coming
months to choose the name for the facility.
13. NEXT
MEETING
The Chair confirmed the time of the next
meeting and requested that the Executive Committee remain at the end of this
session to set the time of their first meeting. Other Committees are encouraged
to establish times for their first sessions prior to the March Board Meeting.
14. ADJOURNMENT
Moved by Randy Barber
Seconded by Bob Baird
That the meeting of the be
adjourned. CARRIED.
(