Minutes and agenda archive

Historic Shepherdstown

Board Minutes

October 28, 2009

Historic Shepherdstown President John Griffith called the special meeting to order at 7:32 p.m.

Members present were:  M. Austin, J. Bock, L. Cox, J. Griffith, A. Levitan, B. Lowe, K. Maiden, C. Moore, E. Moore, F. Phillips, D. Pratt, J. Shank, V. Smith, and A. Wright.  Also attending was Jim Auxer, Mayor of Shepherdstown.

J. Griffith stated that the sole purpose of the meeting was to reconsider the September 16, 2009 vote on the rental of the front (“Morgan”) room to the Shepherdstown Visitors’ Center.  The motion to reconsider was approved at the October 7 Board Meeting.   The original motion, as amended and approved at the September 16 meeting, stated that:  Historic Shepherdstown will lease the Morgan Room to the Visitors’ Center for $700 a month with rent increasing to $750 in 2 years, and the rental fee to be reviewed at the end of the fourth year of the 5-year lease.

He asked each member of the Board to give his or her views on the issue.

J. Bock:  Stated that it would make sense to get a guaranteed $8400 a year from renting the Morgan Room to the Visitors’ Center and that their mission is in keeping with HSC’s public purpose.

L. Cox:  Stated that she was concerned about the rush to complete the deal, which seemed to meet the Visitors’ Centers needs rather than those of HSC.  She asked if HSC’s new lease of the building from the town has been approved.  She expressed concern that the lack of a public bathroom is a disservice to the public served by the Visitors’ Center.  She referenced points in Ed Dunleavy’s memo about investigating the causes of the drop in rentals and improving marketing of the Entler’s space.

J. Shank:  Stated that he opposed the proposal because it will change the nature of HSC.  He indicated concern about the impact on HSC parties and noted that he intensely disliked the idea of the Visitors’ Center sign in front of the Entler. 

M. Austin:  Stated that he agrees that the Visitors’ Center rental would change the nature of HSC in its purpose and function.  He noted that losing the front room makes the space much less attractive for art shows and that he thinks the plan not to provide a public bathroom is unrealistic.  He also indicated concern about HSC’s “larger management issue,” stating that the Board needs to lower costs and that Board members need to take on more responsibility.  He said that the membership is the primary source of revenue and that HSC could lose identity by renting to the Visitors’ Center.

F. Phillips:  Stated concern about the lack of a signed lease with the town.  She would prefer to vote on this only after that lease is in place.  The lack of a public bathroom is a major drawback.

C. Moore:  Stated that renting to the Visitors’ Center is a good move.  HSC needs only to look at its financial records.  The organization has been using up its reserve funds.  Renting to the Visitors’ Center is an opportunity to reverse the financial problem—a way to show financial responsibility.

B. Lowe:  Stated that HSC and the Visitors’ Center should be synergistic, that it seems natural that the two should work together.  He pointed out that HSC needs a steady income.  He acknowledged that the lack of bathroom is a problem. 

D. Pratt:  Stated that, looking at the Treasurer’s report and the fall in revenues as well as the need to do major repairs, it is important to act to improve the financial picture.  She noted that the two organizations (Museum and Visitors’ Center) have similar purposes and stated that this is a reasonable solution that would benefit both.

V. Smith:  Stated that there are concrete reasons why revenue has declined, including loss of regular B’hai congregation rentals and availability of free space at Shepherd for art shows.  She pointed out that the lobby and/or the Museum (carefully monitored) can be used to expand space for HSC parties.  She noted that the bathroom problem, although a concern, is a concern for the Visitors’ Center, not HSC.

E. Moore:  Stated that he investigated other rental options in town for weddings, etc. and found the prices comparable to the Entler.  Referring to the written analysis he had provided to the Board, he noted the loss of the B’hai congregation and the student art shows, as well as the downturn in the economy.  He stated that HSC would have to do a lot to assure rentals comparable to the $8400 annually from the Visitors’ Center and that it would be financially prudent to take advantage of this opportunity.

A. Levitan:  Stated that he had no problem with the Visitors’ Center using the space.  However, he strongly recommended that the lease be amended to indicate that the VC would cooperate with HSC on permitting some art shows to be hung partly in the front room.  He suggested that it would be good for the VC as well as those with art shows.

K. Maiden:  Stated that the issues are clearly financial and that the decision to rent to the Visitors’ Center is a “no-brainer.”

A. Wright:  Stated that, as a former art student at Shepherd, she opposed the rental.  The Entler provided her an opportunity to put on a senior show that went beyond what could be done at Shepherd.  She would like for other students to have that opportunity.

J. Griffith:  Described his discussions with Carol Asam, in which it was agreed that:

              1)           HSC will have final say in any changes in the room.

              2)           The Visitors’ Center will have no parking places.

              3)           The VC will take care of their own cleaning.

              4)           The only signage will be on the corner.

              5)           The heating/air conditioning temperatures will be set by HSC.

              6)           The VC will not put in a phone line.

              7)           The public will have no access to bathrooms in the Entler.

8)           The VC would be open to discussions about using the Morgan Room for some art shows.

J. Griffith indicated that he is fully supportive of leasing the space to the Visitors’ Center and thinks it’s a win-win situation.  He has gathered opinions from a number of disinterested people and gotten positive responses. 

Additional discussion:

M. Austin suggested polling all the members.  J. Griffith said that the Executive Committee had discussed and decided against.

Following up on the approved motion to reconsider, J. Griffith asked for the vote on the original motion to lease the Morgan Room to the Visitors’ Center for $700 a month with rent increasing to $750 in 2 years, and the rental fee to be reviewed at the end of the fourth year of the 5-year lease.

Eight voted in favor.  Five voted against.  The motion was approved.

J. Griffith adjourned the meeting at 8:40 p.m.

Respectfully submitted,

Vicki Smith

(for the Secretary)