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Museum and Heritage Advisory Committee (MHAC) South Grey Museum - 40 Sydenham Street, Flesherton Thursday, February 20, 2020 - 1:00 PM

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Museum and Heritage Advisory Committee (MHAC) South Grey Museum - 40 Sydenham Street, Flesherton Thursday, February 20, 2020 - 1:00 PM This document can be made available in other accessible formats upon request and as soon as practicable. All Council Committee meetings, with the exception of closed sessions, are open to the public AGENDA Museum and Heritage Advisory Committee (MHAC) South Grey Museum - 40 Sydenham Street, Flesherton Thursday, February 20, 2020 - 1:00 PM Page 1 CALL TO ORDER 2 APPROVAL THE AGENDA 2.1 Recommendation That the Agenda of be approved as circulated. 3 ELECTION OF CHAIR/VICE CHAIR 4 DECLARATION OF PECUNIARY INTEREST 5 DELEGATIONS/PRESENTATIONS 5.1 Procedural Presentation 3 - 24 Committee Board Procedure Training - CLS Jan 23 2020 6 Adoption of Minutes 6.1 Recommendation 25 - 29 That the Museum and Heritage Advisory Committee approve the Minutes of 2019-11-21 as circulated. Museum and Heritage Advisory Committee (MHAC) - 21 Nov 2019 - Minutes - Html 7 SUB-COMMITTEE MINUTES 7.1 Recommendation: 30 - 44 That the committee receive the following sub-committee minutes for information. • (South Grey Museum Board - 2020-01-23) Jan 23, 2020 - DRAFT Minutes SGM - Curator Report Jan 23 2020 8 ITEMS FOR CONSIDERATION 8.1 Heritage Grey Highlands Updates and Requests 45 - 48 That the Committee recommend that Council pass a motion confirming all of the properties currently listed on the register. That the Committee recommend that Council amend the Municipal Heritage Advisory Committee (MHAC) Terms of Reference to allow the Chair of the Heritage Grey Highlands sub-committee to by-pass MHAC and submit heritage property considerations directly to Council. That the Committee recommend that Council direct staff to bring forward information in order to pass a motion to list churches on the Municipal Heritage Register. HGH to MHAC Feb 28 8.2 Municipal Heritage Listing Requests 49 - Maxwell Presbyterian Church That the Museum and Heritage Committee recommend to Council to list the Maxwell Presbyterian Church as a Heritage Property and add to the online municipal register. Maxwell church listing info 8.3 Heritage Workshop 50 That the Committee receive the Heritage Workshop Flyer for information. Grey Highlands 30-Apr-20 8.4 South Grey Museum Board Update That the committee receive the update for information. 8.5 Municipal Register - Printing Discussion (brought forward from previous meeting) 8.6 Online Heritage Forms for inquiries - Discussion 9 CONSENT AGENDA 9.1 Ontario Heritage Week Bulletin 51 - 52 province-kicks-off-ontario-heritage-week 10 NEXT MEETING 10.1 Date: May 21, 2020 Time: 1:00 pm Location: South Grey Museum 11 ADJOURNMENT 11.1 Adjourn That the committee adjourn at . Page 2 of 52 COMMITTEE MEETING PROCEDURES Brief Page 3 of 52 Page OVERVIEW WHEN AGENDAS SCHEDULE OF HOW TO VOTE DELEGATIONS HOW TO DEBATE RELEASED MEETINGS ON AND PASS A MOTION HOW TO GET OPENNESS AND ETC… Page 4 of 52 Page ITEMS ON THE TRANSPARENCY AGENDA Statutory Committees are Boards are established and established as required Council establishes maintained as per separate based on legislative Committees as required legislation (Police Services & requirements (Committee of Library) Adjustment, Property Standards, Heritage) Other committees Committee minutes come to Committees report to established by Council must Council for information only Council. stay within their mandate and terms of reference COMMITTEES Recommendations requiring Council approval must come to Council for consideration separate from the minutes (i.e. to act or to spend funds) Page 5 of 52 Page HOLDING A MEETING Quorum is Required! NO QUORUM = NO MEETING Quorum = a majority of the appointed members present. If there is no quorum 30 minutes after the appointed time for the meeting, the secretary shall record the names of the members present and the meeting shall stand adjourned. No discussion of items or business of the Committee shall take place without quorum during a scheduled committee meeting time. The Chair shall schedule a new meeting date and time with the secretary. Page 6 of 52 Page DUTIES OF THE CHAIR to ensure that any questions on which there is an to open the meeting of Committee by taking the equality of voters shall be deemed to be in the Chair and calling the meeting to order; negative; to announce the business in the order of which it to adjourn the meeting when the business is is to be acted upon; concluded; to decline to put to vote motions which infringe to preserve order and decorum, decide the rules of procedure; questions of order (subject to an appeal to the Committee by any member) and, without to receive all messages and other unnecessary comment, cite the rule or authority communications and announce them; applicable to the case if called upon to do so; to authenticate, by his/her signature, when to adjourn the meeting without question put in necessary, all minutes; the case of grave disorder arising in the meeting room for a time to be named; to represent and support the Committee, declaring its will, and implicitly obeying its to declare a recess at any time with the leave of decisions in all things; Page 7 of 52 Page Committee. The Chair may expel any person for improper conduct at a meeting EFFICIENT & EFFECTIVE oEveryone does not have the same questions you do oEveryone learns differently oEveryone has different time constraints oProfessional meetings portray professional image of the Municipality oCome prepared – do your own homework Page 8 of 52 Page Minutes of the Council or Committee, whether it is closed to the public or not, shall record: MINUTES the date of the meeting; the record of the attendance of the members; the reading, if requested, correction and adoption of the minutes of prior meeting(s); all resolutions and decisions; all proceedings of the meeting without note or comment; a list of business items discussed. NOTES: Individual commentary is not included. General discussion overview may be included if required to give background to the recommendation that is not included in the agenda information. Page 9 of 52 Page Who said what is not included. Delegation – a request from the public to present new information to the Committee or make a request of the Committee in person Page 10 of 52 Page DELEGATIONS DELEGATIONS Request to be received 7 days in advance of the meeting and include 10 minutes allotted per written brief and copies delegation (7.5) of any presentations Maximum of 3 Presentations are delegations (or 30 scheduled by staff to minutes) available for present consultant reports Delegations or or provided by an st Page 11 of 52 Page Presentations – 1 come, agency in partnership 1st served (7.10) with the Municipality (7.2) • All items to be included on the agenda shall be submitted to the secretary a minimum 1 week in advance of the meeting and shall include background information to be made available to the members. • Committees may wish to include “items for discussion”. Whenever possible, attachments and background information shall be supplied. • The items put forward by the members may be reviewed by the Chair to determine whether it shall be included. • Requested items not in keeping with the Terms of the Committee shall not be included on the agenda. Page 12 of 52 Page AGENDA ITEMS AGENDA HEADINGS Call to Order Approval of Agenda Pecuniary Interest Approval of Minutes Delegations/Presentations Items for Consideration New Business Next Meeting Page 13 of 52 Page Adjournment AGENDA HEADINGS Call to Order Approval of Agenda Pecuniary Interest Approval of Minutes Delegations/Presentations Items for Consideration New Business Next Meeting Page 14 of 52 Page Adjournment AGENDA HEADINGS Call to Order Approval of Agenda Pecuniary Interest Approval of Minutes Delegations/Presentations Items for Consideration New Business Next Meeting Page 15 of 52 Page Adjournment AGENDA HEADINGS Call to Order Approval of Agenda Pecuniary Interest Approval of Minutes Delegations/Presentations Items for Consideration New Business Next Meeting Page 16 of 52 Page Adjournment AGENDA HEADINGS Call to Order Approval of Agenda Pecuniary Interest Approval of Minutes Delegations/Presentations Items for Consideration New Business Next Meeting Page 17 of 52 Page Adjournment RULES OF CONDUCT •No Member shall • Use offensive language • Speak on any subject other than the subject in debate • Disturb the meeting with disorderly conduct • Leave his/her seat during the call of the vote • Make any noise or disturbance during the call of the vote • Interrupt a member who is speaking (except to raise a point of order) • Direct or interfere with the performance of any work being carried on by an employee • Request any additional reporting from any employee Page 18 of 52 Page A. Go along with it, clearly SOMETHING others know more than I do. ISN’T QUITE RIGHT. THE B. Expect the staff to speak up if there is a known infraction or RULES AREN’T violation of the procedure by- BEING law. FOLLOWED. C. Speak up and point out the DO I… infraction. Page 19 of 52 Page A. Go along with it, clearly SOMETHING others know more than I do. ISN’T QUITE RIGHT. THE B. Expect the staff to speak up if there is a known infraction or violation RULES AREN’T of the procedure by-law. BEING FOLLOWED. C. Speak up and point out DO I… the infraction. Page 20 of 52 Page RULES OF DEBATE Members may only speak when recognized by the Chair, and in the order in which the Chair determines (15.5) There is no time limits for Committee, however all members should be afforded the opportunity Page 21 of 52 Page to speak Generally all motions shall be moved and seconded before debate occurs Order of precedence for motions (see
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