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Historic Shepherdstown
Board Minutes
April 1, 2009
Members present included: M. Austin, J. Bock, L. Cox, E. Dunleavy, J. Griffith, K. Maiden, C. Moore, E. Moore, F. Phillips, J. Shank, V. Smith, A. Wayt, and J. Young. Also present was C. Schott, Administrator
The meeting was called to order by President John Griffith at 7:30 p.m.
The minutes of March 4, 2009 were approved, with changes to the wording regarding the explanation of the Treasurer’s Report, unanimously on a motion by E. Moore and a second by M. Austin.
Treasurer’s Report: Treasurer E. Dunleavy presented the report. Income is down $6,000 from last month and $10,987.56 from same time last year. Partial explanation is due to rents being down. The Treasurer’s Report was accepted unanimously on a motion by M. Austin and a second by C. Moore.
Old Business: Committee Reports
1. Museum: V. Smith reported the museum opens April 11th.
- Shepherd students have been working in the office as part of their practicum.
- Although we have two new docents, we need more.
- Clock works for the Woltz clock have been repaired and reinstalled.
- Shepherd Elem School first graders will be coming to the museum for a tour the first of May, with the newspaper covering the tour.
2. Membership: C. Schott reported that membership to date is 170 members, 9 of them new members. Membership amount as of today is $16,740. We are down 16% in income from same time last year.
3. By-laws: J. Griffith reported that the committee has not had a meeting but will have something ready for the next board meeting. Policy & Procedures will be the next task of the committee.
4. Fundraising: Will meet next Tuesday to discuss the Treasure Sale & Calendar. The Bridge fundraiser will take place June 12th & 13th.
5. Marketing: J. Shank reported the ½ off rack card has been distributed throughout Jefferson & Berkley County. The committee will brainstorm other ideas to promote the organization.
6. Executive Committee – It was felt that there were too many loose ends at this time to apply for a grant for the infrastructure work on the building. The Issue of the lease needs to be address prior to investing time and money on the building. A meeting will take place with the Mayor next week regarding the work on the building and the lease.
New Business:
1. Walking Tour Brochure – A quote for the reprint of the Walking Tour Brochure is $1,800 for 10,000 brochures. It was recommended that the Visitors Center contribute half of the cost to reproduce. C. Moore, a VC board member will request the funds from the Visitors Center. It was mentioned that there might be a few errors on the brochure. Jack Young volunteered to review the brochure and check for errors. Motion by E. Dunleavy, second by J. Young to reprint the brochures. Unanimously carried.
2. Museum Opening Reception – will be taking place April 24th. A. Wayt passed around a sign up sheet and will be contacting everyone regarding their contribution.
3. President’s remarks:
- J. Griffith will be going to the Planning Commission this month to request permission for the new signage. Once that is received the new signs will be ordered.
- J. Griffith requested help with a garden clean-up day – the garden needs a good cleaning from the winter, weeds pulled and mulch spread. The following board members volunteered: A. Wayt, J. Young, E. Moore, L. Cox and F. Phillips. J. Griffith will be in touch regarding the day and time.
- J. Griffith shared that a new garbage area is going to be built to clean-up the parking lot area and keep the garbage from blowing around in everyone’s yard.
- Basement clean-up. J. Griffith took a truck load to the dump, but there is still a lot in the basement. Tink Fraley has been contacted about cleaning out and taking to the dump the rest of the junk in the basement. It is becoming a catch all for everything and needs to be cleaned out.
President J. Griffith adjourned the meeting at 9:45 p.m.
Respectfully submitted
Cynthia C. Schott
Administrator