Minutes and agenda archive

Historic Shepherdstown

Board Minutes

November 3, 2010

The November 3, 2010 board meeting was called to order at 7:32 p.m. by President John Griffith.

Board Members present were: A. Asam, J. Bock, J. Griffith, R. Horowicz, H. Lanham, B. Lowe, C. Mason, E. Moore, and J. Thomas.  Also present was C. Schott, Administrator.     

Board Members Absent: J. Loeffler, C. Moore, F. Phillips and V. Smith.

I.   Minutes from October 6, 2010 Meeting:  

Motion by C. Mason, 2nd by E. Moore to approve the October 6, 2010 Board meeting with the following amendments; Correction of C. Mason’s phone number to 304-724-7008 and correct the spelling R. Horowicz’s name.  Unanimously carried.

II. Treasurer’s Report

The October 6, 2010 Treasurer's report was distributed (attached to the official minutes).  It was noted that HS has a slight operating profit of $1,877.00.   Operating expenses to date are $79,812.00 which excludes the loan from the Corporation of Shepherdstown.  Finances have been stabilized due to the increased income from rents and the decrease in payroll expenses.  The Money Market account, our reserve, is very thin.  This is not good should we have any major issues.

After a motion by E. Moore and a second by B. Lowe the board voted unanimously to file the treasurer's report for audit.

III. Museum Report

E. Moore reported that the Museum Committee has had several meetings with the following conclusions:             

              The docent program is adequate, but in need of more docents,

              There needs to be a more formalized and professional approach to docent training,

              They are looking at the possibility of extending museum hours.

Christmas in Shepherdstown Essay Contest is underway.  Middle Schools, Elementary Schools, Private Schools and Home Schooled students have been invited to participate.  The topic is “Shepherdstown during the 1860’s”.  Prizes for the winners will be as follows; 1st place ~ $150 Savings Bond, 2nd place ~ $75 Savings Bond and 3rd place ~ $50 Savings Bond.  E. Moore and J. Griffith have volunteered to contribute to the prizes.

HSC’s participation in Christmas in Shepherdstown will take place on the December 5th after the parade.  There will be story hour in the museum followed by crafts, cookies and cider in the Bedinger Room.  A. Asam has agreed to head up this event.

IV. Old Business

Building Update – J. Griffith reported that he, C. Schott and J. Latimer (Grubber –Latimer); meet with the Mayor and Finance Committee earlier in the week.  The purpose of the meeting was to discuss the possibility of finishing phase 2 & 3 instead of just phase 2.  The costs of the repairs would be slightly less and would address the issue of enveloping the building.  The town has agreed to upfront the money for all the work adding the amount to our loan. Work on the building will begin in January of 2011.

V.  New Business

Request from John Allen – J. Allen has requested financial support for the publishing of his book – Historical Structures of Jefferson County.  J. Allen has the financial support of the Jefferson County Historical Society.  Should we decide to do this, we will be acknowledged in the book.  Discussion centered on the fact that this is the type of project that we should be associated with.  Motion by B. Lowe and a second by E. Moore to donate $1500.00 towards the publication of John Allen’s book.  Unanimously carried.

 250th Anniversary of Shepherdstown Committee – J. Thomas reported that there is a limited amount of time to come up with programs for the 250th Anniversary Celebration.  After much discussion a motion by J. Bock was made to allow the Program Committee the authority to make the decisions as to Historic Shepherdstown’s contributions to the 250th Anniversary Celebration, 2nd by E. Moore.  H. Lanham amended the motion requiring the Program Committee to notify HS board members of the Program Committee’s meetings and invite their participation and ideas.  The Program Committee has the authority to make the final decisions.  J. Bock accepted the amendment as presented by H. Lanham as did E. Moore.  The question was called by J. Griffith and unanimously carried.  J. Thomas announced that the next meeting will be November 22 at 7pm.  Any board member is welcome.

VI. President’s Remarks

1. Committee assignments update – A. Asam will Chair the Fundraising/Event Committee.  R. Horowicz has asked to be included on the Marketing Committee.
2. The new handle on the outside of the Visitors Center has been put on.
3. We are looking for volunteers for decorating for Christmas
4. Capital Campaign Committee – The following people have agreed to be on the Capital Campaign Meeting: Hank Willard, Carl Moore, John Griffith, Elizabeth Staro, Sue Kemnitzer, John Loeffler and Cindy Schott.  We will begin meeting the beginning of 2011.
5. The three empty offices have been rented but need to be painted before the new tenants move in, any volunteers?  J. Bock, C. Moore, J. Griffith and R. Horowicz all volunteered.
6. C. Schott reported that Joe Mayer, a past resident of Shepherdstown and a contributing comic strip cartoonist to the Shepherdstown Chronicle, has donated his collection of cartoons to HS to use as we wish.  They could be used to auction off – or in some fashion for a fundraiser!

There being no further business the meeting was adjourned at 9:13 PM.       

Respectfully submitted,

Cynthia Schott

Administrator, in absence of the Secretary