Haldimand Museums Advisory Board

Mandate

The Haldimand Museums Advisory Board (“HMAB” or “Board”) is an advisory board reporting to the Haldimand County Council.

The Haldimand Museums Advisory Board provides advice and recommendations to Council with respect to policy issues related to the Haldimand County’s museums and artifact collections and will also provide leadership, vision, advocacy and continuity of purpose for Haldimand Museums. The Haldimand Museums Advisory Board is guided by the Mission, Vision, Values and Objectives of the Haldimand Museums Strategic Plan.

Goals/Purpose

The goals and purpose of the Haldimand Museums Advisory Board are to:

• Act as advisory body to Haldimand County Council on matters related to Ontario Regulation 877, Grants for Museums; the Province’s Standards for Community Museums in Ontario; and other matters relevant to the operation of Haldimand Museums; 
•  Encourage the preservation of Haldimand County's heritage;
• Provide feedback on museum policies and work plan
•           Provide input into Haldimand Museums strategic plan
•          Support community partnerships and interact with other heritage related organizations to broaden public awareness of and enjoyment of the County’s heritage and its residents

 Membership

1. One (1) voting member of Council.
2. Between five (5)  and seven (7) community representatives appointed by Council for the term of Council or until reappointed, all of whom should have demonstrated competencies, history or interest in matters pertaining to local history, events, or museum operations.
3.  Mayor is an ex officio voting member of the Board.
4. A Chair and Vice-Chair will be elected by members at the first meeting annually.
5. Council may terminate the appointment of any member without notice.

Roles

1. Members will actively participate, and provide support and expertise.
2. The Chair will facilitate meetings, ensure participation by members, maintain decorum, and be the primary contact of the Board.
3.  Council appointees will act as a liaison between the Board and Council. They will serve as voting members and count towards meetings quorum.
4. Staff will provide a board liaison to manage administrative functions, including assisting the Chair with preparation of agendas and minutes, and attending Haldimand Museums Advisory Board meetings.
5. The Clerks Office will provide procedural and legislative guidance to the Board.

Responsibilities of Museums Advisory Board

1. It is the responsibility of all appointed members to comply and work within County procedures, by-laws and Provincial legislation, with guidance from staff:
   1. Municipal Act
   2. Municipal Freedom of Information and Protection of Privacy Act
   3. Municipal Conflict of Interest Act
   4. The Provincial Occupational Health and Safety Act
   5. Ontario Regulation 877: Grants for Museums
   6. Standards for Community Museums in Ontario
   7.  Haldimand County’s Procedure By-law
   8. Council Code of Conduct
   9. Haldimand County Accountability and Transparency Policy
   10.  Haldimand County Social Media Policy
   11. Haldimand Museums Advisory Board Terms of Reference
   12.  Haldimand Museums Policies
   13. Other applicable Haldimand County by-laws and policies
2. The Board may make recommendations to Council on various issues related to the Board’s mandate, through meeting minutes, motions, and reports.
3. The Board may take on additional initiatives as recommended or approved by the Chief Administrative Officer (CAO) and/or the relevant General Manager.

Term

The term of office for the Haldimand Museums Advisory Board will be the term of Council.

Staff Support

While the Clerks Office  and staff liaison to the Board provide administrative support, the entire Corporation will provide input and support to the Board as required, with the approval of the CAO and/or the relevant General Manager.

Reporting Relationship to Council

The Board will act as an advisory body and does not have any delegated authority. Recommendations for implementation must first be considered and approved by Council or recommended by the CAO.

The Board will report to Council once per year with a written report and 10-minute presentation on its activities and its intended direction or projects.

All Board minutes will form part of the next regular Council agenda.

Finances

No member shall receive remuneration for services.

Attendance

If a Board Member is absent for three consecutive meetings, without being authorized to do so by a recommendation of the Board, they have forfeited their membership.

Meetings

The Haldimand Museums Advisory Board shall meet quarterly, and more frequently at the discretion of the Chair. Meetings shall be governed by The Haldimand County Procedure By-law as may be amended from time to time

The agenda for any regularly scheduled meeting, complete with all reports and attachments, will be made available to members of the public a minimum of two business days prior to the meeting. Meeting minutes will be made available to the public once they have been approved by the Board.

Meetings may be held electronically. A member may participate electronically in open or closed meetings. Any such member shall be counted toward quorum of members present at any point in time and shall be able to vote, as permitted by the Municipal Act. Virtual access to meetings may be provided to members of the public at the discretion of the Chair. In the event Board meetings are live streamed to the public, these meetings may occur in Council Chambers and members will be assigned seating to accommodate the technical requirements of the video recording system.

Chair:

• Nancy McBride

Citizen Members:

• Alexis Beltrano
• Rachel Berry
• Colleen Kelly
• Melissa Lloyd
• Dick Passmore

Council member:

• Councillor Lawrence