Minutes and agenda archive

Historic Shepherdstown

Board Minutes

August 6, 2008

Members present included: L. Cox, E. Dunleavy, J. Griffith, A. Levitan, B. Lowe, E. Moore, D. Pratt, V. Smith, A. Wayt, and R. Winkel.  Also present was C. Cook, Administrator.

The meeting was called to order at 7:34 by President E. Moore.

The June 11, 2008, HS Board meeting minutes were approved on a motion by A. Levitan and a second by V. Smith. Unanimously carried.

Treasurer’s Report—E. Dunleavy reported that the total income is on track thanks to the May Sundback Garden Tour and June Treasure Sale.  Generally, costs are down but replacing the air conditioner/heat pump has added unbudgeted costs. The current income shortfall remains at $3,382.00. 

C. Cook, administrator, reported that the town contributed $5,000 and a possible Government Community grant will add another $2,000 toward the new air conditioning equipment and labor costs.  C. Cook also reported that rent income at the Entler is steady for now but the 2 office suites will be empty in the next month or so.)

Old Business—Future Fundraising

• Autumn Social:  C. Cook reported that the date is set for September 20, 2008; the invitations will go out Aug. 23. There were no objections to continue the barbeque catering arrangement of last year, which will cost the same as last year.  Discussion followed about the pros and cons of using the Autumn Social as a fundraiser with underwriters for the tent, food, etc. Members discussed various names of possible sponsors, but no motion was made to attempt that approach for now.  (The question of the Autumn Social’s location, patio or the street, was also discussed.)
• Taste of the Town:  The board members agreed that this proposed event should be cancelled until the spring of 2009.
• Sundback Garden Tour:  The Fall Garden Tour is scheduled for October 25 and 26; will cost $20 per person; wine, cheese, grapes or large strawberries will be served to attendees.

New Business

Nominating Committee:  John Griffith volunteered to head this committee.

Walking Tour Brochure:  Hagerstown Book Binding and Printing has submitted their estimate to reprint the Walking Tour Brochure.  The cost will be $1600 for 10,000 copies.  This is one of the outreach programs Historic Shepherdstown has sponsored in the past paying for the brochures.  Brochures are distributed by the Visitors’ Center and Museum.

Charles Town Race Track Commercial:  Historic Shepherdstown is going to be in a commercial for local preservation efforts in the Jefferson County area.  C. Cook, HS administrator, will appear in the commercial.  While the law requires that a percentage of video lottery money goes back into 5 municipalities, the commercial will be good public relations for Historic Shepherdstown.  Phyllis la Tart is the liaison person for the commercial.

September Annual Membership Meeting:  The speaker will be Keith Alexander and his subject is “Service Learning through Volunteering”, he will focus on their recent project of restoring tombstones at the Lutheran Church.

Shepherd University’s Day of Sharing:  On August 13, student volunteers will be working at the Historic Shepherdstown and the Visitor Center.

Donor Appreciation Night:  The dinner for major donors was scheduled for August 21, with 16 likely attendees.  As Ann Wayt has a conflict on that date, it will be changed for sometime in September, possibly September 11. (Attendees will be notified of a change.)  As soon as the menu is planned and a new date scheduled, invitations will be sent. 

Preservation Awards:   Board members adjourned to the newly-renovated German Street home of Jack Kendall and Jim Puglisi where 2 preservation awards were presented. The Historic Shepherdstown preservation award for a house was presented to Jack Kendall and Jim Puglisi, and the HS award for a cemetery was presented to Mrs. Ed Black, on behalf of the Christ Reform Church.  

Respectfully Submitted,

Donna Pratt

Secretary