Minutes and agenda archive

Historic Shepherdstown

Board Minutes

March 4, 2009

Members present included: M. Austin, J. Bock, L. Cox, E. Dunleavy, J. Griffith, K. Maiden, C. Moore, E. Moore, F. Phillips, J. Shank, V. Smith, A. Wayt, 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 February 4, 2009 was approved unanimously on a motion by J. Young and a second by E. Dunleavy.

Treasurer’s Report:  Treasurer E. Dunleavy presented the report.  E. Dunleavy explained a variation in the way income and expenditures have been presented on the balance sheet, because, he reported, “We don’t budget on a monthly basis, but come up with a budget looking at the preceding 2 months.”  The report, therefore, has columns that show the difference between the actual income/expense and the budget income/expense by 2-month periods. (The first 2 columns report the actual income/expense amounts of a 2-month period the preceding year versus the current year; the 3rd column reports the $ Change between columns 1 & 2; the 4th column reports the budget income/expense for a preceding 2-month period in the current year; the 5th column reports the difference between the actual and the budget income/expense in the current year—columns 2 and 4.  Since the 5th column was identified only as $ Chge, it was suggested and agreed to that Actual vs. Budget be substituted.)  E. Dunleavy also explained that the 5-column balance sheet is now divided midway down by an empty bar.  The numbers presented in red above the empty bar equal “bad”; the numbers presented in red below the empty bar equal “good.”  The Treasurer’s Report was accepted unanimously on a motion by   E. Moore and a second by J. Young.

Presentation by Gruber-Latimer Regarding Work on the Building:  Spokesperson Jack Latimer made the presentation based upon his firm’s “Scope of Work” proposal for the Entler Hotel building.  J. Latimer provided copies of the proposal to board members and a PowerPoint presentation explaining the estimate of $160,000 for all the structural work identified as necessary. Following the PowerPoint presentation, board members asked questions about the total time required for the entire project and cost overruns. C. Schott, Administrator, explained that the thinking behind this project is to do structural repairs in such a way as to avoid costly repetitions, such as repainting and re-pointing exterior bricks every year or so. During post-presentation discussion, board members raised a number of concerns about Historic Shepherdstown’s lease of the Entler Hotel from the city, which owns the building.  As the lease is due to expire in 2012, and the HSC Board has no assurance the lease will be renewed, the board is concerned about committing to and raising money for an expenditure of $160,000 for structural repairs.  A motion was made by E. Dunleavy and seconded by M. Austin that President J. Griffith enter into a discussion as soon as possible with Shepherdstown’s mayor regarding the future of this building in recognition of the $160,000 needed for structural repairs.  The motion was carried unanimously.  A second motion was made by M. Austin and seconded by E. Dunleavy that the board initiate a grant process to access funds to help pay for needed masonry repairs.  The motion carried unanimously.  While the board agrees to pursue inquiry and initiation of a grant process, it remains aware and concerned about the realities of the current “serious national financial situation” and the caution required before rushing into a decision.  C. Schott, Administrator, reminded the board that the current lease originated on April 16, 1982.  “We can give notice 1 year before the lease renewal in 2012,” she said.

Old Business:  Committee Reports

1.       Museum:  V. Smith reported that docent training will be on Saturday March 28th, at 11 a.m.

2.       Membership:  P. Cox reported that one meeting has been held.  One thousand letters, with photo inserts are ready to mail to current members and former (lapsed) members as well.  He recommends that board members identify people on the list whom they know and write personal notes to encourage membership.  P. Cox also recommends that people be given thru May to join and then do a personalized follow-up with those who have not responded.

3.       By-laws:  J. Griffith reported that the committee met and was productive.

4.       Fundraising:  No report.

5.       Marketing:  J. Shank reported the rack card design has been created.  (Samples were distributed for board members to see.)  J. Shank also reported a letter is being drafted inviting new householders to the area to visit the Entler. A motion by J. Griffith and a second by K. Maiden that J. Shank make the final decision for a rack card design was accepted unanimously by the board.

New Business:

1.       Resolution regarding checking account signatures:  President J. Griffith needs authorization of the board to add his name as a checking account signatory.  A motion was made by E. Moore and seconded by L. Cox to accept the resolution.  The board unanimously agreed to accept.

2.       Garden recognition plaque:  R. Winkle proposed that a donated, removable granite plaque be placed in the Entler garden for the Spring House and Garden Tour.  R. Winkle offered to have the plaque engraved to recognize the Shenandoah-Potomac Garden Council and Spalding Landscaping.  The board agreed to have the engraved plaque placed in the Entler garden for the tour.

3.       President’s remarks:  a) Signs to be added to the exterior museum walls for advertising purposes will cost $425.00 for the larger one and $290.00 for the smaller one.  b) J. Griffith wants to replace the fence around the garbage cans and   asks for assistance with the project.  c)  Next Sunday, March 8, is free day at the dump, and J. Griffith wants help emptying the trash and junk in the Entler basement. d)  Board members are asked to give requests and/or suggestions  to the chairman of the Ad-Hoc Committee.

President J. Griffith adjourned the meeting at 9:45 p.m.

Respectfully submitted

Donna Pratt

Secretary