Minutes and agenda archive

Historic Shepherdstown

Board Minutes

January 7, 2009

Members present included: J. Bock, L. Cox, P. Cox, E. Dunleavy, J. Griffith, A. Levitan, B. Lowe, K. Maiden, C. Moore, E. Moore, D. Pratt, V. Smith, and A. Wayt.  Also present was C. Schott, Administrator.

The meeting was called to order by President John Griffith at 7:30 p.m.

The minutes of 11/10/08 was approved unanimously on a motion by Bob Lowe and a second by E. Moore.

Essay Contest:  President J. Griffith announced the 3 winners of Historic Shepherdstown’s essay contest, entitled “Christmas in Shepherdstown During the 1800’s.”  There were 33 entries in the contest, which was open to local middle school students.  The winning entrants and their families were present to receive recognition certificates and savings bonds:  First place was Zoe Poindexter, age 13, who received a $100 savings bond; second place was Rachel Lawyer, age 13, who received a $75 savings bond; third place was Zoe Jenkins, age 11, who received a $50 savings bond. The 3 winning essays were published, one per edition, in 3 December issues of The Chronicle prior to Christmas.

Treasurer’s Report: Treasurer E. Dunleavy presented the report. (A copy is included in the record.)  The 2009 budget for Historic Shepherdstown, which included a projected income of $89,082.00, was approved.  The Treasurer’s Report was accepted as presented unanimously on a motion by B. Lowe and a second by D. Pratt.

Old Business—

Fundraising:  Ed Moore initiated an end-of-year fundraising appeal by donating $1000.00 to Historic Shepherdstown and challenging other members to match it.  Administrator C. Schott reported that as 01/07/09, 89 people had responded and the total amount collected in response to E. Moore’s challenge is $8,755.00. 

 Museum Update:  V. Smith reported that the Museum Committee has a lot of work to do.  First, it is a priority to replace a number of defective tour signs in the museum. Other tasks involve filling in gaps in some displays: a map of 18th century craftspeople on German Street (Mike Austen); the cement mill; the tobacco warehouse. Museum update plans include doing a display of photos of the renovation of the Entler in the 1970’s; organizing an opening day display (possibly about Shepherdstown in WWI and WWII); making use of a new banner featuring Frank Buckles, the oldest living WWI veteran. V. Smith reported that Cam and Donna Northouse, new HS members, have volunteered to catalogue all the documents and photographs in the archive collections, and progress is being made compiling a list of genealogical books in the museum.  The board unanimously voted to approve a recent acquisition of historical Shepherdstown photos, maps and other documents donated by Jim and Mary Holland.  Motioned by V. Smith and seconded by E. Moore.

New Business:

1. President J. Griffith has resurrected an executive committee to address issues, suggest solutions, and recommend the same to the board.  The executive committee includes J. Griffith, A. Wayt, E. Dunleavy, D. Pratt, B. Lowe, C. Moore, and C. Schott. 
2. Ad-hoc committee assignments have been made and are attached to the official record.
3. Membership appeal:  The executive committee has been asked to examine our membership donation cards for becoming members, identifying any changes that need to be made.
4. Emailing information to members: C. Schott reported that she contacted an email marketing company, Constant Contact, to help manage e-newsletters to members, the first of which was sent 01/13/09.
5. Cement Mill historical documents:  E. Dunleavy reported that the current Cement Mill property owners have conditions on the sale of the property and want the mill’s documents archived in an appropriate place. Historic Shepherdstown looks like the most appropriate place and E. Dunleavy made a proposal to pursue the possibility. The proposal was unanimously accepted on a motion by A. Levitan and a second by E. Moore.
6. The Executive Committee moved to approve the 2009 Budget. Unanimously carried by full board.
7. The Tentative 2009 Events Calendar was presented by Administrator C. Schott and passed out to the Board.  The Board unanimously voted to accept on a motion by A. Wayt and a second by E. Moore.

President J. Griffith adjourned the meeting at 9:30 p.m.

Respectfully submitted

Donna Pratt

Secretary