Minutes and agenda archive

Historic Shepherdstown

Board Minutes

November 10, 2008

Members present included: J. Bock, L. Cox, J. Griffith, A. Levitan, K. Maiden, C. Moore, E. Moore, F. Phillips, and A. Wayt.  Also present was C. Schott, Administrator.

The meeting was called to order by President J. Griffith at 7:32 p.m.

The minutes of October 10, 2008 were unanimously on a motion by E. Moore and a second by C. Moore.

Treasurer’s Report— In his absence, E. Dunleavy sent the financials for board review.  The treasurer’s report was approved unanimously on a motion by E. Moore and a second by A. Wayt.

Old Business—

Sundback Fall Garden Tour:  Held on Saturday, October 25th from noon to 5 p.m., and Sunday, October 26th from 2-5 was not as profitable as the previous tour in the spring.  Rain on Saturday and lower entrance fees could be a factor.  $500 was collected with $250 going to the Garden Conservancy.  The Sundback’s expressed interest in having a Gala in the spring.

• E. Moore’s Challenge letter:  To date board members have donated $550 towards the end of the year appeal.  E. Moore expressed his hope that all board members would contribute something to the appeal so that we can let the public know that there has been 100% participation from the board.  The end of the year appeal letter will go out before Thanksgiving.

Old Business—

• Docent/Volunteer Appreciation Luncheon:  The luncheon will be held on Saturday the 12th this year.  In the past the luncheon has always been on a Sunday but the Bavarian has started a Sunday Brunch that doesn’t end until 2pm and they can’t allow us to have a private dining room.    
• Christmas In Shepherdstown events:
• K. Maiden reported that there will be an essay contest, “Christmas in Shepherdstown during the 1800’s”, and an art contest.  The essay contest will be for middle school age students and the art contest for the elementary school students.  E. Moore and J. Griffith have agreed to underwrite the cost of Savings Bonds for the winners.
• On November 29th (Saturday) there will be story telling in the Museum for children.  E. Moore and J. Young have offered to be readers. 
• Arts & Crafts – After story time A. Wayt
• Request to return a Mary Swagler sampler on loan to the museum by Georgia Lee McElhaney:  Georgia Lee McElhaney made said request in a phone call to HS.  All loan returns must be in writing to HS for the records.  C. Schott will contact Ms. McElhaney and inform her of the decision of the board requesting a written request of loan return to Historic Shepherdstown.  Move to return the on-loan sampler unanimously approved on a motion by E. Dunleavy and a second by M. Austin.
• Volunteer & Docent Luncheon:  The annual volunteer appreciation luncheon is tentatively scheduled for 1 p.m., Sunday, November 16, 2008, at the Bavarian Inn. Motion by E. Dunleavy, second by J. Griffith to approve expenditure for luncheon and change date of luncheon to November 9, 2008.  Unanimously carried. Board members as well as docents are asked to attend.
• Christmas in Shepherdstown:  The event will be held the 2 weekends after Thanksgiving.  E. Moore suggested that refreshments be offered at the Entler. Decorating the Entler with 1840’s themes will be done by volunteers in addition to whatever the garden club provides.  K. Maiden volunteered to head a decorating committee, to include the following board members: E. Moore, E. Dunleavy, A. Wayt, F. Philips, and V. Smith.
• Donation income/ marketing the museum:  Following a brief discussion of the need for museum promotion and marketing it was recommended that this new business be placed on the agenda for a future board meeting.  Move to place on the November Board agenda was unanimously approved on a motion by M. Austin and a second by K. Maiden.
• Approval of New Board Officers:  M. Austin presented the following slate of candidates for approval:

John Griffith—President

Ann Wayt—Vice President

Ed Dunleavy—Treasurer

Donna Pratt—Secretary

                  The board officer’s slate was approved on a motion by M. Austin and a second by L. Cox.

Nominations were requested from the floor.  None were offered.   Nominations were closed. Motion by F. Phillips, second by B. Lowe to elect the proposed board officers, unanimously carried. 

Transfer of HSC Board Presidents:

John Griffith then formally assumed the presidency of HSC.  First, he honored the memory of Bill Ayers, whose years of volunteerism and activism at the Entler were extraordinary. Second, J. Griffith acknowledged the progressive leadership of outgoing president E. Moore, saying “He left “big shoes to fill.”  Third, J. Griffith named 4 goals he will promote as president:  1. Update bylaws; 2. Encourage board participation in all events, policy and procedures; 3. Welcome and encourage open expression from all board members; 4. Provide presidential accessibility to the board and as it faces the challenges ahead, remembering “The best bridge between hope and despair is a good night’s sleep.”

The board honored outgoing president Edward Moore with a commissioned charcoal and watercolor scene of the Entler Hotel parlor by Harriet Arthur.

The meeting was adjourned by President John Griffith at 9:35 p.m.

Respectfully Submitted,

Donna Pratt

Secretary