Minutes and agenda archive

March 5, 2008 Historic Shepherdstown Board Minutes

The meeting was called to order by President Ed Moore.

Members present were:  M. Austin, B. Ayers,  L. Cox, P. Cox, E. Dunleavy, M. Lehman, E. Moore, J. Shank, V. Smith, and R. Winkle.  Also present was C. Cook, Administrator.

Administrator Cindy Cook told members timelines for the Historic Shepherdstown Museum were “in the works.” She also said there was a lot of work still to be done on displays.  Invitations to the April 11 premier opening cocktail party for the newly renovated museum were being mailed to all board members and donors who gave $250 or more to the museum. Cook said the party would be a major to-do and include a ribbon cutting ceremony. She strongly recommended that all board members attend the premier opening party “because it gives us an opportunity to really push what we do.” The opening date for the 2008 season for public viewing of the museum is Saturday, April 12.

President Ed Moore said he had responded to Curt Mason, president of Friends of Happy Retreat. Mason is part of a coalition seeking to preserve and consolidate the five Washington family properties in Jefferson County as the Washington Family Legacy National Historical Park. Mason had asked the board during their February 12 meeting for support for the pro.

E. Dunleavy called attention to a typo in the February minutes and then made a motion that the minutes be accepted as amended. V. Smith seconded. The m inutes were accepted unanimously.

Treasurer E. Dunleavy then presented the financial report to the board. He said rents, both public areas and offices, were down and would probably not increase until March. He said total expenses for the year so far were up 10 percent over last year. He said Historic Shepherdstown would draw from its reserve funds as needed to make up any deficit. The deficit to date for 2008 is $7, 544.77. Reserves total $24,997.65. The treasurer’s report was unanimously accepted on a motion by M. Lehman, second by P. Cox.  

Administrator Cook added that membership dues would begin to arrive in March. “These will carry us as far as October,” she said, “and then we start drawing again from reserve funds.” Over 1,000 membership letters have been sent out this year, she said.

Cook said membership dues last year totaled $400 short of $30,000. She said that when she first was employed as the Historic Shepherdstown administrator ten years ago only $5,000 was realized from dues. She attributed part of the huge increase in dues to the fact that for the past three years board members have been writing personal notes on membership letters. M. Austin said this year may be slow because of the economy and because so many members are on fixed incomes.

A discussion about charging fees to the museum then took place. E. Dunleavy proposed charging $5.00/adults; $2.50/students’ under 12/free. M. Austin felt these were very reasonable admission fees.. C. Cook said there was no formal entrance area to the museum. “It would be very difficult for our docents to collect money,” she said. But, she added, “I am not opposed to the challenge.” E. Moore suggested putting a sandwich board in the hall with the fees printed on it and visitors could deposit the fees in the box now used for donations. V. Smith said such a system worked really well at the mill in Millwood, Va. M. Austin said Historic Shepherdstown has to generate more money. “We have to rethink what we’re doing.”  He then offered the suggestion that Historic Shepherdstown have the Shepherdstown Visitor’s Center sell tickets to the museum and collect money. B. Ayers then suggested that museums in the region be surveyed to find out if and what they charged and how it was done. M. Austin made a motion to accept Ayers suggestion, Ayers seconded and the motion was unanimously accepted. “Hearing the results will be useful to us, “ Austin said.

R. Winkle reported that the Shenandoah Potomac Garden Council had awarded Historic Shepherdstown a $9,000 grant to help redo the side yard of the Entler. Pete Spaulding’s bid of $9,000 came closest to the grant amount and meeting Historic Shepherdstown’s goal. “Work will start sometime this spring,” Winkle said. Board members applauded Winkle for the hard work she did in writing and securing the Garden Council grant. Garden Council officers would like to be installed in the garden and Administrator Cook said there was no problem with this.

E. Moore made the motion to adjourn. It was seconded by M. Lehman and unanimously approved by the board.

Respectfully submitted,

Mary Lehman

Secretary