Minutes and agenda archive

Historic Shepherdstown

Board Minutes

April 7, 2010

The April 7, 2010 board meeting was called to order at 7:34 p.m. by President John Griffith.

Members present were: : M. Austin, J. Bock, L. Cox, E. Dunleavy, J. Griffith, C. Moore, E. Moore, F. Phillips,  V. Smith, A. Wayt, and A. Wright.

The minutes of the March 3, 2010 meeting were unanimously approved on a motion by E. Moore and a second by J. Bock.

Treasurer’s Report.   (Attached)  The Treasurer’s Report was approved unanimously on a motion by M. Austin and a second by E. Moore. 

Old Business:

Museum Opening Party:  A. Wayt described plans for the upcoming party, which will be held in the Museum and on the porch, and solicited assistance with food, clean-up and bartending.

Museum Opening:  More docents are needed.  C. Schott will hold docent training on April 19 at 7:00 p.m.

F. Phillips asked J. Griffith to update the Board on progress on building repairs.  He reported that joists have been reconnected, walls repaired, two fireplaces—part of the Museum’s foundations—restored, and the big oak beam under the reception rooms replaced.  Still to be done is work on the chimneys and roof, which was delayed by the snow.  The ceiling work is about done.  Of the $60,000 loan from Shepherdstown, $36,000 is left.  C. Schott completed a W.V. Division of Culture and History grant application for $106,000 for further capital improvements.  It has been submitted.

New Business:

Recommendations from the Executive Committee:  J. Griffith circulated a memo outlining three options considered by the Executive Committee for dealing with funding needs, both for capital improvements and operating expenses.  The Committee recommended that the Board approve Option 1, which included three steps:  A) the Town of Shepherdstown would be asked to take over responsibility for all capital improvements at the Entler, since they are the owners of the building; B) the HS Administrator’s job would be reduced from full to part-time—3 days a week; and C) a planner would be found to help HSC develop more and better marketing and fundraising. 

After considerable discussion, E. Moore proposed adoption of Option 1, and A. Wayt seconded.  The motion was passed unanimously. 

J. Bock moved that the Administrator be given 90 days notice—until July 15—that her position will be reduced to 3 days a week.  M. Austin seconded.  The motion was approved unanimously.  She will continue to get $350 per month for health insurance.

J. Griffith will work with C. Schott to determine which duties will and will not be part of the reduced job and how the deleted duties will be accomplished. 

Nominations Committee:  Five Board members will complete their second terms in 2010, so the Nominating Committee has a critical role in shaping the organization's future.  C. Moore is Nominations Committee Chair.

Joint History Lectures:  M. Austin discussed the future plans for joint history lectures sponsored by the Jefferson County Historical Society, the Shepherdstown Men’s Club, and Historic Shepherdstown.

J. Griffith adjourned the meeting at 9:21 p.m.

Submitted by

Vicki Smith