Minutes and agenda archive

Historic Shepherdstown

Board Minutes

October 1, 2008

Members present included: M. Abshire, M. Austin, J. Bock, L. Cox, P. Cox, E. Dunleavy, J. Griffith, A. Levitan, B. Lowe, K. Maiden, C. Moore, E. Moore, F. Phillips, D. Pratt, J. Shank, V. Smith, A. Wayt, and R. Winkel.  Also present was C. Schott, Administrator.

The meeting was called to order by President E. Moore at 7:33 p.m.

The minutes of August 6, 2008 was approved unanimously on a motion by M. Austin and a second by E. Dunleavy.

Treasurer’s Report—E. Dunleavy reported that the checking/savings account levels are better than expected, partly because expenditures have been better controlled.  The bad news is that 2 offices are now vacant and a 3rd office vacancy is possible before the end of the year.  (C. Schott, administrator, reported that October income included $370 from the auction of a donated Peg McNaughton painting and half of the $2,225 realized from the sale of Peg’s paintings donated by her family.)  The treasurer’s report was approved unanimously on a motion by A. Levitan and a second by J. Shank.

Old Business—

• Sundback Fall Garden Tour:  Saturday, October 25, from noon to 5 p.m., and Sunday, October 26, from 2:00 to 5:00 p.m. have been scheduled.  There will be simple refreshments (wine, cheeses, crackers, apple cider, and cookies).

The cost will be $20 per person, and all proceeds will be split 50/50 with The Garden Conservancy.  (A. Wayt volunteered to get tour information to Shenandoah garden clubs, and M. Abshire volunteered to handle advertising.)

• E. Moore’s Challenge letter:  E. Moore has challenged the HSC board and membership to match his donation of $1,000 by year’s end.

New Business—

• De-accessing the Asbury Collection:  The Asbury Collection is comprised of 19th century sermons, pictures, letters, and news articles dating back to the time when Trinity Episcopal Church officially transferred Episcopal property to the Asbury United Methodist Church of Shepherdstown (now known as the “old” Asbury). Of this collection, only the pictures are original. V. Smith reported that while Stan Jones of Trinity originally gifted the collection of reproduction 19th century documents to the museum. There has been a request from Stan Jones on behalf of Asbury United Methodist Church that it is returned to Asbury as they have the funding to start a museum of their history at Asbury.  Current copies of the copies of these documents will remain with the museum, but the original Asbury Collection will be de-accessioned with Board approval.  Move to de-accession was unanimously approved on a motion by K. Maiden and a second by E. Dunleavy.  
• Accession: A 19th century mahogany mirror has been donated to the museum by Vicky and Peter Smith.  Move to access was unanimously approved on a motion by L. Cox and a second by P. Cox.
• 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