The Friends of The Markham Museum Advisory Board

Meeting No. 1

TOWN OF MARKHAM
Markham Museum

Wednesday, January 13, 2010 - 5 p.m.

 

MINUTES

 

Attendance:

 

Members Present:

Councillor Moretti

John Buie, Chair

Bob Baird

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 5:15 pm with John Buie presiding as Acting Chair.

 

·         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 Markham formally adopted By-Law Number 1 of The Friends of the Markham Museum. The Board will be expected to endorse the same documents.

·         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 January 13, 2010.

 

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 Markham Museum. The presentation clarified the role of this new Board and the obligations of it’s members.

 

 

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: Markham Museum Work Plan Framework for 2010.

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).

Acadia Train – Discussions with private corporations and government agencies to develop a plan to restore the Acadia coach continue.

Governor General’s Horse Guard – The Manager requested that all members of the Board of Trustees mark their calendars and hold open June 12, 2010 for this important community celebration. The organization known as Buttons Troop and Company has struck a committee of volunteers and staff to work on this project. Meetings are moving well. More details will come forward as the event and the list of dignitaries attending are finalized.

 

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 Markham as well as the accountability guidelines. The document also outlines the requirements for an Annual Meeting and the process for Elections of Officers. The Memorandum grants the Board autonomy to execute financial documents with a value up to $100,000. For items greater than this amount Council approval is required.

 

MOTION:

Moved by Bob Baird

Seconded by Genny Landis

That the Board of The Friends of the Markham Museum accept and approve By-Law #1 and the Memorandum of Understanding, CARRIED.

 

Councillor Moretti is excused from the meeting by the Chair at 6:05 pm.

 

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 Markham. All new Trustees are requested to sign the attached list (circulated) confirming receipt of the pamphlet and a commitment to review the content outlined in the document. 

 

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.         MAIN STREET ENVIRONMENTAL ASSESSMENT

 

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 Markham Leader’.

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 FEBRUARY 3, 2010 at 5 pm

 

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.

(6:25 p.m.)