Minutes and agenda archive

Historic Shepherdstown

Board Minutes

May 7, 2008

Members present included: M. Austin, L. Cox, P. Cox, E. Dunleavy, J. Griffith, A. Levitan,

E. Moore, J. Shank, V. Smith, A. Wayt and R. Winkel.  Also present was C. Cook, Administrator and D. Pratt, nominee for board membership.

The meeting was called to order at 7:30 by President, E. Moore. 

The minutes of the April 2, 2008 HS Board meeting were approved on a motion by E. Dunleavy and a second by J. Griffith with the correction that R. Winkel name be removed as having voted regarding entrance fees to the museum as she was not present at that meeting.  Unanimously carried.

Treasurer’s Report – E. Dunleavy reported that our budgeted income to date is $48,485 and our actual income to date is $48,615 so we are on target with income to date.  Our budgeted expenses to date are $34,228 and our actual expenses to date are $42,440 which makes us $8,200 over budget.   Part of the overage of expense is due to the museum upgrades that were not budgeted for.  E. Dunleavy reported that if we continue on this tract we will be between $12,000 to $15,000 over budget for the year.  Motion by J. Griffith, 2nd by L. Cox to accept treasurer’s report as presented.  Unanimously carried.

Entrance fee museum – E. Moore reported that the sign for entrance fee to the museum reads suggested donation fee $5.00.  We will continue that for a while to see what response we are getting.

Preservation Awards: J. Griffith will talk with B. Lowe and M. Austin about helping with the Preservation Awards.  They will report at the next meeting.

June Luncheon Series: The Wednesday noon luncheon series will begin in June with the following topics;

Nick Blanton – Sheet Rifles, Dan Tokar – Schindler Kettles, Jim Horner – Tall clocks, and Ren & Pam Parziale – Pottery in Jefferson County

These lunches are for one hour, noon till one with people bringing a brown bag lunch.  We provide lunch for the speaker.

New acquisition to the museum: HS has been gifted with a tall clock from Helen Cook Barrow.  She believed it to be a Craft Clock, but it is actually a Woltz clock.  The Woltz family was a prominent Hagerstown clock family,  yet this clock has Shepherds Town on it.  We are researching the origin.  The clock needs some cleaning and work done which we will move forward with.

Fundraising: E. Moore reported that we needed between $10,000 to 15,000 in fundraising to support the budget.  The following ideas have been discussed:

• Sundback Garden Tour – The Sundback’s are open to a tour of their gardens as a fundraiser for HS and the Garden Conservancy. Eric would like the tour to take place this May, but the group felt it was too soon to pull together; his next choice would be in October.  The group felt strongly that it would have to be next spring in order for time to plan to make it successful as they would like to advertize in the DC market.

• Yard Sale – this event will take place June 28th, the day of the Street Fest.  We will be asking members of the organization and community to donate items for the sale.  Members working on this project are A. Wayt, D. Pratt, R. Winkel, V. Smith and J. Shank.

• End of the year appeal to members.

Air Conditioner – C. Cook reported that the air conditioner in the reception rooms has broken again needing a new condenser at the cost of $2,500.  We have already put in three new compressors and made countless other repairs to this unit.  The unit will continue to break down as it is not sufficient for the type of heavy use it gets.  We are in the process of getting bids for a new system.  At this point we have received only 1 estimate for $15,000.  Motion by J. Griffith, second by A. Wayt to move forward with getting bids and having C. Cook send bid information via email to board members to vote on.  Unanimously carried.  C. Cook will have all bids in the office for any board member that would like to come and review them.

Nomination of new board member: E. Moore reported that M. Lehman has resigned from the board and a seat was open.  We also will have to look at electing a new secretary to fill her position.  E. Moore presented Donna Pratt as a new board member.  Motion by L. Cox, second by E. Dunleavy to accept the nomination of Donna Pratt.  Unanimously carried. 

Meeting was adjourned at 9:00 pm on a motion by E. Dunleavy and a second by L. Cox.  Unanimously carried.

Respectfully submitted

Cynthia S. Cook, Administrator