Minutes and agenda archive

Historic Shepherdstown

Board Minutes

February 4, 2009

Members present included: L. Cox, P. Cox, E. Dunleavy, J. Griffith, A. Levitan, B. Lowe, C. Moore, E. Moore, F. Phillips, D. Pratt, J. Shank, A. Wayt, R. Winkel 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 January 7, 2009 was approved unanimously on a motion by E. Moore and a second by E. Dunleavy.

Treasurer’s Report:  Treasurer E. Dunleavy presented the report.  He pointed out that HSC’s checking account as 31 January 2009 was up by $2000.00, and total expenses were down somewhat because of several factors such as lower utility and maintenance costs.  The Treasurer’s Report was accepted as presented unanimously on a motion by A. Wayt and a second by P. Cox.

Old Business: 

Committee Reports:

1.       Membership:  P. Cox, who agreed to serve again as Chair, reported.  Identified needs include an ad hoc committee to help increase total membership and a personalized approach to encourage lapsed members to rejoin.  C. Schott, administrator, reported that Annual Appeal donation money received since 1 January ’09 has been reported as 2009 membership.  

2.       Museum:  E. Moore reported in V. Smith’s absence, commenting upon the welcome volunteerism of new HSC members Cam and Donna Northouse.

3.       Fundraising:  A. Wayt reported.  Committee members have determined that fall might be a nice time to hold an event that avoids being yet another “Gala” in Shepherdstown.  One idea she likes is “Taste of the Towns People”, still under discussion in committee.  Another fundraiser possibility under consideration is raffle ticket sales at each of the 4 events HSC holds annually.

4.       Marketing:  No report.

5.       Programs:  F. Phillips reported.  The first Luncheon speaker of the season will be Don Amoroso.

New Business:

1.       Membership card changes:  Three changes were offered as motions and all 3 unanimously carried: the lowest membership category was raised from $15 to $25; Entler Hotel note cards will be dropped from the Sustaining Membership level and moved to the Sponsor Membership level; and the Donor Dinner offer will be kept for Benefactor and Preservation Memberships, those of $500 and above.

2.       President J. Griffith suggested that the board reassess the issue of the donor dinner offer, which is completely prepared and served by volunteers, before the 2010 membership appeal.  Board members agreed unanimously.

3.       Proposal for museum entrance fees:  The adult fee will be $4 per person; children and students are free (college students can use their student ID’s).  Rack cards will be offered for distribution around town in places such as local B & B’s, hotels, the library, O’Hurley’s, etc. which offer a 50% museum fee discount and good museum advertising at the same time.  The board unanimously agreed with the proposal.

4.       Historic Shepherdstown Foundation:  C. Schott, administrator, explained that this foundation, originated when the Mill came up for sale, is a supporting organization but it has separate board entity from HSC.  The officers of HSC board do sit on the foundation board in an ex-officio role, however.  Since the Foundation has been inactive the Executive Committee recommended that HSC allow the Foundation to lapse but keep the charter.  A $3,000 bequeath which has been held in a CD by the Foundation has been transferred by the Foundation Board to the HSC CD. Discussion followed. President J. Griffith asked that the board vote to not request that the Foundation Board keep the Foundation active.  The vote was unanimous in favor of the recommendation.

5.       Museum Staffing:  Since C. Schott, administrator, will no longer be available on the weekends, non-docent volunteer staffing is required to open and close the museum on Saturdays and Sundays and make sure docents have made the shift change.  This additional staffing requirement would be 4 weekends each month during the museum season, April through October.  Calendar assignments will be made and distributed to all volunteers.

President J. Griffith adjourned the meeting at 8:55 p.m.

Respectfully submitted

Donna Pratt

Secretary