Quinte Educational Museum & Archives

Policy - Governance

Board Governance

Preamble       Quinte Educational Museum and Archives (QEMA) is an independent,
               non-sectarian, incorporated, not-for-profit organization governed by a
               Board of no less than ten members.  The Board is responsible for the
               conduct of QEMA and its affairs.  The Board is vested with the powers
               by the Quinte Educational Museum and Archives Constitution (rev.
               Nov. 9, 2003) and is subject to the provision of the Corporations Act and
               the Directors Act.

               The Board of Directors, as the governing authority for QEMA, is
               responsible for the institution, its policies, its operational continuity and
               well-being, and the various assets which it holds in trust for the people
               of Ontario to whom it is ultimately accountable.

               Governance policies will guide directors, employees, volunteers and
               others affiliated with QEMA who are responsible for any aspect of
               museum operation, management, or governance.

               Museums and their employees and volunteers have duties,
               responsibilities, and opportunities; from time to time, they encounter
               ethical dilemmas and conflicts which must be resolved, considering both
               the needs of the institution and the broader public interest.  In this regard,
               QEMA will be guided by the Canadian Museums Association's Ethics
               Guidelines (1999).
Principles of
Governance     The Board will:
               Provide strategic leadership.
               Set future goals.
               Emphasize outward vision.
               Encourage diversity of viewpoints.
               Be proactive.
               Provide links between QEMA and its stakeholders.

               The Board recognizes the Canadian Museums Association's Ethics
               Guidelines (1999) as the basis for QEMA's own ethics and other
               operational policies.

Responsibilities In this spirit the Board will:
                Exercise the powers and duties vested in it by the Quinte Educational
                Museum and Archives Constitution.
                Set strategic priorities including broad curatorial and operational
                priorities while focusing on intended long term impacts (i.e. Ends),
                not on administrative or programming means of attaining these ends.
                Ensure there are in place appropriate policies funding management's
                practices and procedures in all areas of QEMA's operations.
                Adopt annual and long-term business plans for QEMA, which cover all
                QEMA collections, programs, and services.
                Assure the ongoing viability of QEMA through ensuring the financial
                support and resources necessary for QEMA to fulfill its mandate and
                Monitor QEMA's vision, mission, and corporate strategy and its
                performance against policies and approved plans on a regular basis.
                Evaluate the Director's performance in accomplishing the proper
                conduct of QEMA's affairs.
                Maintain an awareness of social and economic factors affecting the
                communities served by QEMA.
                Conduct active and enthusiastic advocacy of QEMA's behalf.
                Assess its own effectiveness in striving to govern with excellence and
                continually improve as a Board.

Conduct of
Board of Directors       
                Directors have fiduciary responsibilities in law.  They must always prefer
                QEMA's best interests to any other interests that a director may also have
                or represent. Directors will observer the following Code of Conduct.
                They will:
                Demonstrate a genuine interest in QEMA and maintain high ethical
                Distinguish clearly between Board and employee and/or volunteer roles
                and refrain from any appearance or interference with institutional
                Be willing to suppress differences of temperament and opinion in the
                broader interests of effective governance.
                Support Board decisions and policies outside of the boardroom.
                Avoid, wherever possible, conflicts of interest and perceptions of
                conflicts of interest.
                Declare immediately any conflict of interest, either business or personal,
                to the Chair, or designate, and have it officially recorded and
                thereafter to refrain from participating in further discussion of the
                Refrain from divulging any confidential information obtained as a
                trustee unless legally required to do so.
                Abstain from using information obtained as a trustee for the advantage
                of other than QEMA.
                Avoid any conduct of private or personal services with QEMA;
                and not use their position to obtain for themselves, family members
                or close associates, employment or preferment within QEMA and
                resign from the Board prior to making application for an employee
                position at QEMA.
                Direct any request requiring a material amount of employee time to the
                Director, who may reasonably refuse a request with a rationale for so

Chair's Role    The Chair will:
                Ensure that the Board operates in a manner consistent with its policies.
                Represent the Board to outside parties.
                Be the only official spokesperson for the Board, other than in
                specifically authorized instances.

Mandate         The mandate of QEMA includes:
                The collection and exhibition of objects, documents, and books of any
                kind to illustrate and make known to the public the natural history
                of Quinte, Ontario, Canada, and the World.
                The collection and exhibition of objects, documents, and books of any
                kind to illustrate and make known to the public the history of
                education; and
                The promotion of education, teaching, research, and publication in any
                or all fields referred to above.

Vision          QEMA will inspire wonder and build understanding of the history and
                evolution of education within early Canada.

Mission          QEMA is dedicated to researching, archiving, and exhibiting written,
                 recorded, printed, and pictorial materials or any artifacts which help to
                 illustrate the development of education in the Quinte Area, the
                 province of Ontario and Canada.
                 QEMA exists to:
                 Preserve and understand the history of Education in Prince Edward
                 County and, by doing so, promote the understanding of the evolution
                 of education in the Province of Ontario.
                 Collect and preserve archival materials which illustrate the growth and
                 development of education in the County of Prince Edward and
                 related material from the Province of Ontario, with a focus from the
                 earliest days to the transition from the one room school to the central
                 Arrange and describe these materials to archival principles and
                 make them accessible to the general public on a regular basis,
                 unless access is restricted by legal requirements.
                 Provide adequate and appropriate conditions for the storage, protection,
                 and preservation of archival material.
                 Provide regular reference services to individuals, organizations, the
                 municipal government, or other groups interested in the activities
                 and holdings of the Archives.
                 Provide educational and outreach programming whenever possible to
                 increase public awareness and appreciation of the history and
                 development of education.

Values           QEMA's values its key assets including its collections, its people, and its
                 interaction within the community.
                 QEMA's core values are:
                 Life-long discovery and learning using its research, collections,
                 and programs.
                 Respect for people, visitors, employees, volunteers, and partners.
                 Effective communication, innovation, and action.
                 To exceed the reach of QEMA's research, collections and education
                 programs to a diverse audience.
                 To use the highest ethical standards in all aspects of museum operations,
                 including human resource management, and to have policies which
                 are understandable, meaningful, and consistently and fairly applied.
                 To produce surpluses to fund operations and aspirations as defined in
                 business plans, while increasing the proportion of self-generated
                 revenues each year.
                 To raise the resources need, together with QEMA's Board of Directors,
                 to fulfill its strategic objectives.

Principles       QEMA embraces a working environment that recognizes individual
                 integrity, commitment, reliability, initiative, and co-operation.  QEMA
                 values teamwork in the achievement of its Mandate and will strive for
                 excellence in its endeavors.

                   In furtherance of creating such an environment, employees and
                   volunteers (including Directors) will:
                   Treat others with respect, tact, and courtesy, both within QEMA and
                   when representing QEMA.
                   Use their skills and experiences for the benefit of QEMA.
                   Keep confidential QEMA information, which involves a matter of trust.
                   Respect and protect QEMA property and facilities, including records,
                   and refrain from using them in a manner or for a purpose that may be
                   contrary to QEMA's interests.

                   In addition to these behaviors expected of all employees and volunteers,
                   managers have additional responsibilities that are implicit in the
                   organizational authority vested in them.  Managers will adhere to the
                   Work Environment Principles set out for employees and volunteers and 
                   in addition:
                   Use their knowledge, experience, abilities, and expertise to the best
                   advantage of QEMA in fulfilling its Mission and achieving its
                   Strive to unite management, employees, and volunteers in a sense of
                   shared purpose.
                   Respect and foster the professionalism of employees and volunteers.
                   Acknowledge achievements, and provide guidance and encouragement
                   in a productive work environment.
                   Exercise reasonable and non-discriminatory human resource practices.
                   Ensure that all applicable policies are communicated effectively, and
                   adhered to in daily operations.
                   Ensure that QEMA's individual employees and volunteers grow and
                   develop professionally in a manger consistent with states Values and
                   Work Environment Principles.
                   Use resources effectively and make decisions that are financially and
                   ethically responsible in furtherance of QEMA's Mission and Objectives.
                   Strive to produce and foster the production of outstanding and
                   innovative programs, which exceed visitor expectations.

Date               August 17, 2008
Amended            August 18, 2008

Policy Review
Method             Internal Report
Responsibility     QEMA's Board of Directors
Minimum Frequency  Annually

Last Updated on Sunday, 23 August 2009

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2013 Quinte Educational Museum and Archives, Inc.