Minutes and agenda archive

Historic Shepherdstown

Board Minutes

October 6, 2010

The October 6, 2010 board meeting was called to order at 7:30 p.m. by President John Griffith.

Board Members present were: J. Griffith, R. Horowicz, J. Loeffler, B. Lowe, C. Mason, C. Moore, E. Moore, F. Phillips, V. Smith, J. Thomas and A. Waty.  Also present was C. Schott, Administrator.     

Board Members Absent were: A. Asam, J. Bock & H. Lanham

I.   Minutes from Earlier Meeting:  

After adjusting the August 2, 2010 minutes, they were unanimously approved based on a motion from E. Moore and seconded by A. Wayt.

II. Treasurer’s Report

The September 30, 2010 Treasurer's report (attached) was distributed.  It was noted that HS has $20,731 in our checking account and $13,388 in our reserve account.  This combined amount is $34,119 which is $11,414 ahead of the cash available as of 12/31/2009. 

Office rent thus far in 2010 is noted to be $7,466 ahead of this same time in 2009.   Public area rent is $7,205 ahead of this same time in 2009.  If we back out the rent of the Morgan Room for the first 9 months of the year we are still $905 ahead of 2009 public space rent for 2009 ($7,466 - $6,300 = $905).

It was also noted that the number of members and cash donations are down by 6.7% from the same time in 2009.  2010 = $27,658 while 2009 = $29,650.  See the complete Treasurer's report for additional detail regarding our financial health. 

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

III. Museum Report

The computer used to inventory and catalogue museum items crashed and could not be rebooted.  A new computer was ultimately purchased this past month.  Some data was lost when the system crashed since the routine back-up could not be completed.   All lost data has been reentered into the new computer system.

Twenty-five 8th graders from the Faith Christian Academy are scheduled to tour the museum on October 14, 2010.  The teacher of this group had been a participant in Donna Northouse's how to teach local history seminar for teachers conducted earlier in 2010.

The next Community Lecture presentation at NCTC is scheduled for November 3, 2010.  The topic "Buffalo in the East: A Tale of Pigs, People & Pigeons" will be presented by Stephen Potter starting at 7:00.  As a follow on to the lecture, Mr. Potter will visit our Museum on November 4, 2010 to help us identify Native American Artifacts.  He is very interested in examining our Sheetz rifle collection.  All board members interested in meeting Mr. Potter are invited to this event.

Five new docents have been located, trained and are actively working the museum during our week-end hours.  Due to some resignations but information has been due to an

IV. New Business

1.  Nominations for Officers for the 2010-2011 year are:

              a. John Griffith -- President

              b. Bob Lowe -- Vice President

              c. Jerry Bock -- Treasurer

              d. Carl Moore -- Secretary

There being no additional nominations from the floor the proposed slate was elected    unanimously after it was moved by Curt Mason and seconded by Rick Horowicz to do so.  

V.  Old Business

1.  The Annual Autumn Social was held at the hotel on September 25, 2010.  Although a good time was had by all in attendance, the number of attendees was less than we had experienced in previous years.  Ann Wayt chair of the 2010 event extended a big thanks to all the members that helped to make this evening successful.  Although some invoices are still outstanding it appears that the gross income will be $3,302 while the net profit will be $1,399. 

VI. President’s Remarks

1. New board members were officially welcomed by President Griffith.  He wanted our newest board members to know that discussions and even dissention regarding proposed board action are permitted.  It fact differences in opinion are welcomed and healthy for the organization to forge new directions.  He only cautioned all board members to remember what happens at board meetings stays at board meetings.   

2.  Our by-laws permit our board to meet as infrequently as six times a year.  For the 2010-2011 year we will meet seven times on the first Wednesday of each of the following months.  November 2010, January 2011, March 2011, April 2011, August 2011, September 2011 (Annual all member meeting) & October 2011.

3.  President Griffith challenged the board to complete all of the following over the next 12 months: 

a.   Conduct a Capital Campaign starting as soon as possible

b.   Commence with Phase 2 & Phase 3 of the building repair outlined in the February 2009 Gruber-Latimer Restoration, LLC bid

c.   Attract new members to the organization from a younger generation

d.   Brain storm to come up with new & creative fund raisers for the organization

e.   Mentor & prepare board members to take a leadership position for the 2011-2012 year

f.   Develop a new Historic Shepherdstown community outreach program

g.  Institute a special exhibits area for the museum that would be change each year.  The new exhibits would always commence with the opening of the museum each spring and be displayed for only a year   

VII.  Remarks for the good of the order:

1.  The Preservation Alliance of West Virginia will hold a meeting-workshop event attempting to clearly define what Historic Preservation is.  This discussion will be held on Friday November 12, 2010 from 7:00 to 9:00 PM.  Contact Curt Mason for additional information by calling 304-724-7008.

2.  Rick Horowicz wants the organization to investigate and institute building modifications to the entrance from German Street into the Morgan Room.  These modifications are to make this entrance handicapped accessible.   He is concerned that this entrance in its current state is hazardous to traverse and that HS is liable for any accidents that may occurs at this building entrance.  

3.  Cindy Schott will be sending out a schedule of events to each board member covering the period of time from now till January 1, 2011.   

There being no further business the meeting was adjourned at 8:35 PM.       

Carl Moore

Secretary 2010-2011