Minutes and agenda archive

Historic Shepherdstown

Board Minutes

March 3, 2010

Meeting Called to order by President J. Griffith at 7:32 P.M.

Members Present:  M. Austin, J. Bock, E. Dunleavy, J. Griffith, A. Levitan, B. Lowe, C. Moore, E. Moore, D. Pratt, V. Smith, A. Wayt, A. Wright.  Also present was C. Schott, Administrator.

Minutes of December 2, 2009:  Unanimously accepted on a motion by M. Austin and a second by J. Bock.

Treasurer's Report:  Attached.  J. Bach, treasurer, reported and introduced the colorful new format.   Jerry informed the board that the $60,000 from the town has been received and $23,939 has been paid to Latimer for work performed, this leaves $36,000 for the other work contracted.  E. Dunleavy would like for the loan to be taken out of the total income and shown as a long term liability.  If the grant from the Division of Culture and History for the renovation work is awarded, it will be shown as a separate line item, labeled WV Preservation Grant.   Jerry informed the board that we are below what we were last year by $10,218 due to the fact that we did not run an end of the year appeal.  The Treasurer’s Report was unanimously accepted on a motion by E. Moore and a second by B. Lowe.

New Business:

• Historic Shepherdstown has been included in the Jefferson County Historic Society's Speaker Series. President J. Griffith shared the upcoming speaking schedule.  Board members were asked to think of possible speakers and get back with John with your recommendations.  V. Smith shared that we are cosponsoring a program with NCTC at NCTC this year on archeology.  Nothing other then our name will be required of us.

• Membership:  Johnny Allen has agreed to be our honorary membership chair.  President J. Griffith asked that each board member come to Administrator C. Schott's office and add personal comments on membership letters to those we know.

• Chairs: J. Griffith shared with the board that he had been contacted by M. Austin of the Men’s Club regarding the purchasing of new chairs for the reception rooms.  We are down about 30 chairs. If between the Men’s Club and ourselves we can order a minimum of 50 chairs there will be no shipping charges.  The costs of the chairs are $20.  E. Dunleavy does not believe in our current financial situation that we should be doing any discretionary spending.  A. Wayt asked if any board members would be willing purchase chairs.  E. Moore, J. Griffith, A. Wayt and J. Bock agreed to purchase a few chairs each.

• 2010 Budget:  J. Bock, Treasurer presented the proposed budget for 2010.  Budgeted income was proposed as $164,000.00 with budgeted expenses proposed as $164,000.00.  E. Dunleavy felt that the income budgeted was too optimistic and that a more conservative approach should be followed.  After much discussion, a motion was made by E. Dunleavy with a second by A. Wayt charging the Executive Committee to come up with a plan to present to the board at the April board meeting as to how meet our financial obligations.  Unanimously carried.  Three options were discussed 1) this is where we are, how do we raise money?      2) Employee to go to part time with a salary reduction?  3) Do we rethink HSC?   On a motion by M. Austin and a 2nd by E. Moore, the budget was approved as presented to be revisited in a 2 month period. Unanimous consent by the board. 

Presidents Remarks:

• J. Griffith shared that signs for the outside door of the Visitors Center has been ordered which will have the hours of operations.
• The exclusive dinner in the museum will take place for the Patron & Benefactor donors.  He asked that everyone step up to the plate and help out.
• J. Griffith asked that the board please consider how they represent to the community conversations that occur in our board meetings.  Rumors about board disagreement are very destructive to the organization.  Board meetings are the venue for board members to thrash out issues regarding the organization but representing them in a negative way to the community hurts us.  Please be careful what you say and how you say it.

The meeting adjourned at 9:24 pm.

Respectively submitted

Cynthia Schott

Administrator