Minutes and agenda archive

Historic Shepherdstown

Board Minutes

June 3, 2009

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

The meeting was called to order by President John Griffith at 7:31 p.m.

The minutes of April 1, 2009 were approved unanimously on a motion by J. Shank and a second by D. Pratt.

Treasurer’s Report:  Treasurer E. Dunleavy presented the report.  The balance in checking and savings is $39,135.54.  The good news is that while income is down, so are expenditures and membership is holding steady.  Treasurer’s Report was unanimously accepted on a motion by E. Moore and a second by B. Lowe.

Old Business:  Committee Reports

• Museum Committee:  V. Smith reported.
• A guided museum tour with 75 first graders, 2 docents, and 2 runners took place in May and went more smoothly than last year’s tour.
• Donna Northouse obtained a Humanity Council grant to develop a teacher curriculum guide for student instruction prior to an Entler museum tour.  D. Northouse will probably be the one who develops the curriculum guide.
• The “No Photography Rule” needs discussion. (Pros and cons of this rule were discussed.  President J. Griffith wants an agreed-upon policy regarding “Food, Drink, and Artifact Touching” within the museum. He asked the Museum Committee to look into similar policies of other museums as a guide.)
• C. Schott, Administrator, reported that we are still short 4 docents, and we also need volunteers to lock up at 5 p.m. and check on the arrival of 2 p.m. docents for the 2:00 shift on Saturdays.
• Fundraising:  A. Wayt reported.
• The Treasure Sale is scheduled for Saturday 27 June.  Advertising will appear in a press release and flyers.
• Our Fall Fundraiser plan is “The Historic Men of Shepherdstown Calendar.”  Committee members have created a list of 35 candidates, whose pictures will be posted for votes at the Autumn Social in September. 
• Marketing:  J. Shank reported.
• No report.
• Preservation:  J. Griffith reported.
• There are 3 possibilities for the annual preservation award:  Reynolds Hall, and 2 restored houses on Old Prospect.
• Dan Tokar’s cabin is not ready.

New Business:

• Membership:  P. Cox  reported completion of the 2009 Annual Membership
• There were 85 non-renewals and 53 new members, the result of 700 new member appeal letters sent out into the community.
• P. Cox outlined a 3-step plan for personalized mailing reminders and personal calls made to people known to us.
• By-Laws Review:  J. Griffith reported that this committee has met a couple of times made suggested changes and additions for Board approval.
• C. Schott, Administrator, reported that 1 reading of the revised by-laws are required with a month in between before a vote.  She then read the Historic Preamble and pointed out highlighted areas denote changes or additions.
• By general agreement, it was decided that each Board member take the revised by-laws home for reading and call a special meeting to vote on accepting. 
• C. Schott will send red-lined copies so that the board can see what changes have been made.

President’s Remarks:

• Look at the new trash area, which is nicely done.
• The new Entler Hotel signs have arrived and been placed.
• The Preservation Awards are in the works.
• We are still looking at a company for our audit.
• The basement clean-up has begun, students from Shepherd helped to take two truck loads to the dump.
• The Executive committee can up last week and came up with a 5 step plan to come up with the structural repairs.

Motion to adjourn by L. Cox, second by E. Dunleavy at 8:56 pm.  Unanimously carried.

Respectively submitted,

Donna Pratt

Secretary