Board

AGM 2020: New Date

SUNDAY, AUGUST 16 AT 3PM

This will be a Zoom meeting, as per Covid-19 requirements.

Please try your best to attend this meeting to ensure we have quorum so we can move forward with the bylaw amendments. They can be viewed on our blog, on our Facebook page, and on the door of the Museum Admin and Archive Centre (MAAC 201 Railway Avenue).

To join the meeting, please click on the link below or phone 1-647-374-4685 and enter meeting ID number 865 9683 9914.

AGM 2020 Zoom Link

Board

Update: AGM 2020 Postponed

Due to circumstances out of our control, the AGM has been postponed. We will announce a new date as soon as possible. Thank you.

APRIL 26, 2020 – – 2PM ONLINE

Due to social distancing requirements, Clayton McLain Memorial Museum’s 2020 Annual General Meeting will be held online. Zoom link TBA.

On the Agenda: Bylaw amendments, the Annual Report and the Financial Report.

Please try your best to attend this meeting to ensure we have quorum so we can move forward with the bylaw amendments. They can be viewed on our blog, on our Facebook page, and on the door of the Museum Admin and Archive Centre (MAAC 201 Railway Avenue).

Questions? Contact us here, or message our Facebook page.

Board, Events

Proposed Amendments

PLEASE REVIEW.
THESE AMENDMENTS WILL BE UP FOR A VOTE AT AGM 2020

Proposed amendments to CMMM Bylaws as presented by the Policy and Procedure committee – Colton Stapley, John Rutley, Terri Paziuk

Amendment #1:

Whereas a review of the Museum Associations general rules and regulations note there is a 15 day notice requirement.
Therefore be it resolved that:
ARTICLE IV: ANNUAL MEMBERSHIP MEETING
Notice of Annual Membership Meeting shall be advertised in the local paper at least two weeks before it is held.
Be amended to read
Notice of Annual Membership Meeting shall be advertised in the local paper at least 15 days before it is held.

Amendment #2:

Whereas it is becoming more difficult to have people interest in attending our AGM or be a trustee, and
Whereas a minimum of 8 members to attend and vote at the AGM meeting is attainable now and into the foreseeable future,
Therefore be it resolved that:
ARTICLE IV: ANNUAL MEMBERSHIP MEETING
C) A quorum for the Annual Membership Meeting shall be a minimum of 10 persons.
Be amended to read
C) A quorum for the Annual Membership Meeting shall be a minimum of 8 persons.

Amendment #3:

Whereas Article V: Section 4 is redundant with the approval of ARTICLE III: Museum Membership
Therefore be it resolved that:
ARTICLE V: BOARD OF TRUSTEES
Section 4: To be eligible for election to the Board a person shall be a member in good standing.
Be deleted in its entirety and renumber the remaining Sections in
ARTICLE V: BOARD OF TRUSTEES accordingly.

Amendment #4:

Whereas we do accept the appointment of members from our Town and local Rural municipalities as part of their Council appointments and,
Whereas we wish to retain and welcome the support and collaboration of our councils this bylaw can place our board in an awkward position and,
Whereas we have struggled to maintain a good level of Trustees to conduct the business of the museum and
Whereas we can address the issue of absenteeism within Board Policy;
Therefore be it resolved that:
ARTICLE V: BOARD OF TRUSTEES
Section 5: A Trustee, who fails to attend two consecutive regular meetings without reasonable explanation to the Chair of the Board, may be requested by a simple majority vote to submit a resignation forthwith. A Trustee who has not acted on that request by the next regular meeting may be removed from the Board at that meeting by a simple majority vote of the Board.
Remove Section 5 in its entirety and renumber the sections under Article V: Board of Trustees accordingly.

Amendment #5:

Whereas to accommodate those trustees that travel for long periods and
Whereas to assist the Board in meeting quorum requirements in order to conduct the business of the Museum in a timely fashion,
Therefore be it resolved that:
ARTICLE V: BOARD OF TRUSTEES
Section 6: A Trustee may be granted one leave of absence per term of Board membership. While on leave, that board member will not be counted as necessary for a quorum for board or committee meeting. To request a leave of absence, a letter to the Executive Committee with a reasonable explanation must be submitted prior to the leave of absence dates. The Executive Committee will approve or deny the leave. The Executive Committee may appoint an interim Board member to serve subject to the Board’s approval.
Amended to read
Section 6: A Trustee may be granted one leave of absence per term of Board membership. While on leave, that board member will not be counted as necessary for a quorum for board or committee meeting. The Executive Committee may appoint an interim Board member to serve subject to the Board’s approval.

Amendment #6:

Whereas at times, when regular or special Board meetings are held, it is necessary to wait for a period of time until quorum requirements are met,
Therefore be it resolved that:
ARTICLE VI: MEETINGS OF THE BOARD
Section 3: A quorum for any meeting of the Board shall be a majority (50% plus 1) of the voting Board members. In the case of an odd number of members, the number shall be rounded up to the next whole number.
Be amended to read
Section 3: A quorum for any meeting of the Board of Trustees shall be a minimum of 5 (five) members of the voting Board members.

Amendment #7:

Whereas the Board of Trustees may be a minimum of 7 trustees and,
Whereas a Trustee may be capable and willing to carry on the office as a combination Secretary/Treasurer role,
Therefore be it resolved that:
ARTICLE VII: OFFICERS AND THEIR DUTIES
Section 1: At the regular Board meeting following the Annual Membership Meeting, the Board shall consider the recommendations of the Policies and Procedures Committee and elect a Chair, a Vice Chair, a Secretary, and a Treasurer for two-year terms. An individual may not hold two of the above positions simultaneously and may serve not more than three consecutive terms in the same office unless the Board at a regular meeting, votes to extend their terms of office for an additional one-year term or until new officers have been elected.
Be amended to read
Section 1: At the regular Board meeting following the Annual Membership Meeting, the Board shall consider the recommendations of the Policies and Procedures Committee and elect a Chair, a Vice Chair, a Secretary, a Treasurer or a Secretary/Treasurer for two-year terms. An individual may not hold two of the above positions simultaneously and may serve not more than three consecutive terms in the same office unless the Board at a regular meeting, votes to extend their terms of office for an additional one-year term or until new officers have been elected.

Amendment #8:

Whereas we have not utilized a nominating committee for a number of years
Therefore be it resolved that:
ARTICLE VIII : NOMINATIONS AND ELECTIONS TO THE BOARD OF TRUSTEES
Section 3: The nominating committee shall determine the number of vacancies to be filled at the Annual Membership Meeting and shall nominate at least one candidate for each vacancy. Nominations for any position may be accepted from the floor at the Annual Meeting.
Be amended to read
Section 3: The Board shall determine the number of vacancies to be filled at the Annual Membership Meeting. Nominations for any position may be accepted from the floor at the Annual Meeting.

Amendment #9:

Whereas the 2009 bylaws were the beginning of a rotation of trustee term lengths to ensure consistency , continuation and renewal of Trustees in the governance of CMMM, and
Whereas that rotation has been maintained,
Therefore be it resolved that:
ARTICLE VIII : NOMINATIONS AND ELECTIONS TO THE BOARD OF TRUSTEES
Section 4: When these Amended Bylaws are approved, the Board shall designate fifty percent (50%) of Board positions as one (1) year terms and the other fifty percent (50%) as two (2) year terms. At all subsequent annual meetings 50% of the Board will be elected.
Be amended as follows:
Article VIII: Section 4 be removed in its entirety.

Amendment #10:

Whereas the Town of Cut Knife and surrounding RM’s may appoint representatives to the Board of CMMM as part of their Council obligations and,
Whereas we wish to retain and continue to welcome the support and collaboration of our councils within the Museum Board of Trustees,
Be it resolved that
ARTICLE VIII: NOMINATIONS AND ELECTIONS TO THE BOARD OF TRUSTEES
A New Section added as follows:
The Board of Trustees of CMMM will accept from the Town of Cut Knife and local Rural Municipalities the confirmation of their respective approved representatives to serve on the Board by ratification at the next regular CMMM Board meeting. These representatives will enjoy all the benefits of a CMMM Trustee as outlined in our Bylaws and Policies.

Amendment #11:

Whereas the title of Curator indicates an individual who has the formal education within the realm of museum collections, displays, organization, preservation, and administration, and,
Whereas the CMMM does not necessarily require, although it does encourage, a formal education of a Curator to assist with its museum operations,
Therefore be it resolved that:
ARTICLE XI: THE CURATOR
Be retitled to read:
ARTICLE XI: THE CURATOR OR MUSEUM ADMINISTRATOR (or “MA”)
And all reference to “CURATOR” within the bylaws and definitions of terms of Clayton McLain Memorial Museum Incorporated be changed to “Curator/Museum Administrator (“or MA”)”.

Amendment #12:

Whereas the Dissolution of the Corporation may not occur on the date of our regular Annual General Meeting,
Therefore be it resolved;
ARTICLE XVII: DISSOLUTION OF THE CORPORATION
Dissolution of the Museum, its property and assets shall, after payment of all liabilities, be donated to one or more recognized charitable organizations in Canada as may be decided by the CMMM Membership in a general meeting.
Be amended to read:
Dissolution of the Museum, its property and assets shall, after payment of all liabilities, be donated to one or more recognized charitable organizations in Canada as may be decided by the CMMM Membership in a duly called (regular or special) meeting.

Policy and Procedure Committee Recommendation #1
That the pages of the Bylaws of CMMM have a footer that contains the page 1 and latest date of revision.

Board

2015 AGM

BE A PART OF THE CMMM’S 2015 SEASON: ATTEND THE AGM

On Monday, March 16th, the Clayton McLain Memorial Museum and Archives will hold its Annual General Meeting (AGM) at 7:30 p.m. in the MAAC. The evening’s agenda will include our 2015 Annual Report, the nomination of new Board Members and the establishment of committees, as required. We ask that you consider joining us, either as a member of the Board of Trustees or as a Volunteer on one of our Committees

If you have any questions or would like more information, fill out the email form on our Contact page; email us at cmmmcutknife@gmail.com or call (306) 398-2345 and leave a message.