Historic Shepherdstown
Board Meeting - Agenda
January 9, 2008
7:30 p.m.
Purpose: The purposes of the Historic Shepherdstown Commission are:
AGENDA
5. New Business
Historic Shepherdstown
Board Minutes
November 7, 2007
Members present included: B. Ayers, P. Cox, J. Griffith, M. Lehman, B. Lowe, K. Maiden, E. Moore, J. Shank, V. Smith, A. Wayt and R. Winkel. Also present was C. Cook, Administrator.
The meeting was called to order at 7:34 by President E. Moore.
The minutes of the October 3, 2007 board meeting were accepted with a motion by J. Griffith, second by B. Ayers.
The Treasurer’s Report was given next. Historic Shepherdstown Administrator C. Cook said Historic Shepherdstown’s books will have to be audited since our income this year exceeded $100,000. It is the first time the organization’s books have required an audit. Cindy said the audit may require changing some of the organization’s financial procedures. She asked for recommendations for a CPA, who could do the audit. K. Maiden recommended Karen Kinnett, who is a member of many local not-for-profit organizations.
C. Cook reported that Historic Shepherdstown’s membership numbers were good – 300 families or 550 to 600 individuals. Membership donations so far this year amount to $29,337 or $1,337 over the amount budgeted. C. Cook attributed the increases to personal notes by board members affixed to membership appeal letters. “They really do make a difference,” she said. Other increases in income came from the bridge event, individual donations, a Corporation of Shepherdstown grant and a state Arts and Humanities grant that paid for work in the museum archives by intern Jill Hartley.
However, C. Cook added, even with the increase in income, expenses also increased. She cited increased printing and postage costs, gardening costs, the purchase of two new computers, the cost of museum renovation, and the purchase of Henry Kyd Douglas’ Civil War campaign desk for the museum. C. Cook also said Historic Shepherdstown will not meet its goal for the rental of public rooms in 2007.
The Treasurer’s Report was accepted upon a motion by B. Ayers and a second by P. Cox.
President E. Moore gave an update on the museum renovation. He lauded J. Griffith for the extensive work he has done in painting the museum rooms.
Following recommendations by John Allen and Byron Smith the floors in the museum’s downstairs hall and rooms will be painted a dark brown (Appalachian Brown). Both men said that painting floors was customary during the time the Entler operated as a hotel.
J. Shank, who is overseeing the design and renovation of the downstairs rooms in the museum, said these rooms will be representative of a country inn circa 1847. The date was selected after E. Moore found an invitation to an event at the Entler dated 1847. The rooms will be furnished as such an inn of that period would be with wooden chairs, tables, and an area rag rug. The board upon a motion by K. Maiden and a second by B. Ayers unanimously approved the purchase of the rug, an antique, for $700. As rugs of the period were it will be tacked to the floor.
The board also unanimously approved, upon a motion by B. Ayers, second by A. Wayt, a motion to have GIS Images do three 24”x36”panels or timetables for the front hall of the museum for a cost of $1,750. This cost includes the text and graphics for all 3 boards. Each panel will include a different century in Shepherdstown’s history, photos, and 20 dates.
The future of the Entler property was discussed in New Business. President Moore said the Shepherdstown Council selected the building of a New Town Hall over either the Entler Hotel or the Smith house. Both E. Moore and C. Cook said Mayor Lance Dom called each of them saying he thought it was a good idea to sell the Entler property to Historic Shepherdstown for $350,000. Following a thought by K. Maiden that if the mayor’s proposal reached other than board members, “someone might give us the money,” the mayor will be invited to give his proposal to board members during a special meeting to be called the first week in December.
R. Winkel reported on a proposal for landscaping and a new patio in the Entler garden. Landscaping will cost $3,000. Flagstone and labor for a new patio will cost $17,000. Roy is seeking a grant through the Shenandoah Garden club who will present the proposal to the Garden Council in February that would fund part of the work. C. Cook said R. Winkel had put an enormous amount of work into working up the proposal and seeking funding.
Nine items from the former Victorian Room in the museum and a wooden cabinet used in one of the front parlors were unanimously approved for de-accessioning upon a motion by J. Shank and a second by P. Cox. (list attached). Also approved for de-accessioning were a display cabinet, and desk and a table used as office furniture in the archives. De-accessioning is being done in accordance with the Scope of Collections policy and will help to defray the costs of upgrades to the museum.
Discussion ensued regarding de-accessioning of a potbelly stove made in Shepherdstown. As this was not an agenda item it was not up for a vote. However, the board did discuss the need to keep items made in Shepherdstown as part of the museum. The board unanimously agreed that this was important to the museum.
Board members were reminded that the holiday social is December 14. A. Wayt is to call board members with requests for hors d’oeuvres contributions.
The meeting was adjourned upon a motion by B. Ayers and a second by J. Griffith.
Respectfully submitted
Mary Lehman
Secretary