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11-13COUNTY OF ELGIN By -Law No. 11 -13 "BEING A BY -LAW TO PROVIDE FOR THE OPERATION OF THE ELGIN COUNTY MUSEUM" WHEREAS pursuant to Section 11(2) of the Municipal Act, 2001, S.O. 2001, c.25, an upper -tier municipality may pass by -laws respecting matters within the spheres of jurisdiction described in the Table to this section; and WHEREAS said Table authorizes an upper -tier municipality to pass by -laws regulating culture and heritage; and WHEREAS Council did pass By -Law No. 05 -44 to provide for the operation of the Elgin County Museum as amended through By -Law No. 09 -40; and WHEREAS it is deemed necessary and appropriate to further amend and consolidate all By -Laws pertaining to the operation of the Museum; NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin hereby enacts as follows: 1. NAME The name of the Museum is the "Elgin County Museum 2. ASSETS The lands, buildings, furniture, equipment, goods, chattels, artifacts and objects of any nature whatsoever whether acquired by or donated to the former Elgin County Pioneer Museum and /or the Elgin County Museum, including objects and artifacts held in trust by the Museum under any previous enactments of this by -law, shall be the property of the Corporation of the County of Elgin. Ownership of the artifacts is assigned unto the Corporation of the County of Elgin, its successors, administrators and assigns absolutely. 3. a) STATEMENT OF PURPOSE The principle objectives of the Museum are two- fold: 1) to acquire, document, preserve, display and interpret for the benefit of the public those artifacts donated to, or maintained by, the Museum which relate to the history and development of the geographic County of Elgin in order to encourage public interest in the history of the County; ii) to provide leadership and professional support to museums located within the County of Elgin in the promotion of a heritage network within the County, including documentation of resources, coordination of exhibits, marketing, training and advisory services. MISSION STATEMENT The Elgin County Museum exists to promote Elgin County's rich historical and agricultural heritage to all Canadians by acquiring, documenting, preserving, exhibiting and interpreting artifacts pertaining to the history of the County of Elgin; and to provide leadership and support to County museums in the promotion of a heritage partnership. b) The Museum shall carry out its statement of purpose and mission through the following activities: ACQUISITION The Museum is committed to acquiring artifacts pertaining directly to the history of the County of Elgin or its citizens. All acquisitions must meet the terms of clearly defined acquisition policy approved by Elgin County Council. Sufficient space and resources will be devoted to managing all acquisitions in accordance with museum standards and professional practice. 4. GOVERNANCE AND STAFFING 2 DOCUMENTATION The Museum is committed to properly documenting all artifacts in its collection in order to record provenance, transfer of ownership and context of use. Such documentation will include use of instruments such as temporary receipts, deeds of gift and accession registers. PRESERVATION The Museum is committed to ensuring the long-term preservation of artifacts under its care. Every effort will be made to store artifacts in a suitable repository wherein temperature, relative humidity, lighting and air quality are all controlled according to museum standards as defined by the Canadian Conservation Institute. Adequate security systems will be in place. Staff will furthermore promote the responsible care, handling, conservation and/or reproduction of all artifacts in accordance with preservation policies and procedures. EXHIBITION The Museum is committed to providing ample space for thematic, permanent and travelling exhibits, which will be made accessible to the general public in a secure environment and within suitable hours. Ample resources will be devoted to producing and providing public access to such exhibits, both on-site and through use of available technology. INTERPRETATION The Museum is committed to interpretation and educational programs to encourage widespread interest in the history of the County of Elgin. Programs, displays, activities and events will be developed to appeal to groups such as elementary and secondary school students, senior citizens and the public at large. OUTREACH The Museum is committed to engaging the general public and the museum community in its operations. Outreach activities include advertising, soliciting volunteers, forming partnerships with other County museums, participating in educational opportunities and facilitating professional development. Suitable resources will exist for promoting the Museum and its activities within the community. a) The Museum and its staff shall be governed by Elgin County Council through the Director of Community and Cultural Services (or designate as established by Council) in accordance with the County's policies and procedures. This includes: authority for recruiting, supervising and evaluating museum staff; establishing the budget and financial administration; facility maintenance; hours of operation; and final approval of all written policy governing operations and defining programs. b) The Museum shall have professional staff with responsibility for the acquisition, documentation, care and custody of all artifacts, outreach services, displays, management of volunteers and publicity pertaining to the Museum's operations. c) The County shall have an advisory committee, to be called the Elgin County Museum Advisory Committee, which shall be constituted to act in an advisory capacity to County Council and staff on an as needed basis on matters including (but not limited to): i Admission and membership fees; ii Ideas and research on exhibitions; iii Feedback on potential acquisitions; iv Fundraising activities, publicity and special events; v Review of draft policies and procedures; vi Liaison with County museums; vii Liaison with allied organizations such as Women's Institutes, IODE and Elgin County Tourism Services; viii Establishment and organization of related advocacy groups and friends organizations. Representation The Advisory Committee shall be comprised of seven members appointed by the Council of the County of Elgin in the following manner: One member of Elgin County Council; 3 Two appointees from Elgin County Women's Institutes; one from East Elgin and one from West Elgin; One appointee on behalf of Elgin -St. Thomas branches of the IODE; One appointee, to be named by Elgin County Council, who is representative of, or employed by, another museum located within the County of Elgin and who will act as a liaison with County museums; Two appointees, to be named by Elgin County Council, as "at large" members who shall be persons interested and knowledgeable about the affairs of the Museum. Any changes to membership shall require the approval of Elgin County Council. The Director of Community and Cultural Services (or designate) and Museum staff shall also attend meetings as non voting members. Officers The Advisory Committee shall appoint a Chairperson, Vice Chairperson and Secretary from its members at its first meeting in each year; The Chairperson shall be the presiding officer of the committee. He or she shall arrange for meetings, establish the agenda and preside at all meetings; The Vice Chairperson shall assume the duties of the Chairperson in his or her absence and shall have when acting so all the authority and responsibility of the Chairperson; The Secretary shall maintain a record of proceedings of the committee, provide notice of meetings, report attendance, disseminate minutes and be generally responsible for the correspondence of the committee. Term of Office The members of the Advisory Committee shall continue in office until their successors are appointed. With the exception of the representative on Elgin County Council, who shall be appointed on an annual basis, members shall be appointed for a term of four years and every effort shall be made for members terms to expire on a "staggered" basis for business continuity purposes. Persons serving on the Advisory Committee shall be eligible for re- appointment, but shall not be eligible for the same position for a period of more than eight (8) continuous years. After an absence of not Tess than one (1) year such person shall be eligible for re- appointment. In the event that a member is absent from three successive meetings of the Advisory Committee without being excused by resolution of the committee, such member shall be deemed to have resigned from the position and the committee shall forthwith notify such members by certified service mail and proceed to request the appointing body to fill the vacant position on the committee. Rules of Procedure 1. Members shall be recognized by the Chair before speaking; 2. No member shall speak a second time on the same topic until others have had an opportunity to speak to the item; 3. The Chair of the committee shall be encouraged to speak last, following the members of the committee; 4. The Chair reserves the right to limit debate after having provided members with sufficient opportunity to speak. Meetings Per Annum The Advisory Committee shall meet no less than two times per calendar year, with an appropriate meeting schedule to be determined by the Chair in consultation with the committee at the beginning of each calendar year. 5. Statement of Ethical Behaviour and Pecuniary Interest Staff, members of the Advisory Committee and volunteers are obligated to conduct their affairs in accordance with the Employee Code of Ethics as established by Elgin County Council and professional codes of ethics for museum practice. All individuals associated with the Museum shall avoid conflicts of interest, pecuniary or otherwise. If a conflict is declared, individuals shall absent themselves from all discussions on the particular matter. 6. That By-Law Nos. 05-44 and 09-40 be hereby repealed. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 31 DAY OF MAY 2011. gajonald, Chief Administrative Officer. 4 Dave Mennill, Warden.