Minutes and agenda archive
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.
- 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.
- 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.
- 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.