Minutes and agenda archive

Historic Shepherdstown

Special Meeting

Board Minutes

September 16, 2009

The September 16, 2009 Special meeting of the HS board was called to order by President J. Griffith at 6:35 p.m.

Members present included: M. Austin, J. Bock, L. Cox, E. Dunleavy, J. Griffith, K. Maiden, C. Moore, E. Moore, A. Wayt and R. Winkel.  C. Schott, Administrator was present.

The only issue before the board concerned the renting of the Morgan Room to the Visitors Center.

J. Griffith related to the board his meeting with Carol Asam, President of the Visitor Center, to negotiate an agreement to rent the Morgan Room, as he was directed to do by the board of Historic Shepherdstown at the August 12, 2009 board meeting.      J. Griffith reported that the VC would be meeting September 24th and would like to address this issue.  This is the reason for the special meeting this evening.  J. Griffith reported that in his meeting with C. Asam, the following was agreed upon:

1) Rent – J. Griffith asked for $750 per month, C. Asam responded that they were now paying $650 and would like to stay at that rent.  Both agreed upon $700 per month with an incremental increase every 2 years.

2) J. Griffith and C. Asam both agreed to a long term lease of 5 years.

E. Dunleavy reported figures for rental income for the past three years.  They were as follows:

2006 - $11,555, 2007- $10,962, 2008 - $9,319 and September 08 thru August 09 $5,888.

Discussion followed expressing concerns regarding not having use of the front (Morgan) room for HS functions and that it would be harder to rent just the back portion (Bedinger room) of the building for functions such as art shows and weddings.  Concern was also expressed about the use of the bathroom.   The pros for renting the Morgan room expressed were consistent income, more exposure of the building, working together with another non-profit could be beneficial in securing grants, and the town might be more willing to help with maintenance with two town organizations in the building. 

It was suggested that the entrance way could be used for our socials but wouldn’t be able to be used for art shows as there was no way to secure the hallway.

J. Bock made a motion to lease the Morgan room to the Visitor Center for $700 a month with incremental increases every two years and a 5 year lease, second by K. Maiden.   M. Austin asked to amend the motion to $700 a month with rent increasing to $750 in 2 years, and incremental increases thereafter every two years with a 5 year lease.  J. Bock amended his motion, seconded by K. Maiden.  J. Griffith called the question: 7 in favor; R. Winkel, J. Griffith, K. Maiden, C. Moore, J. Bock, M. Austin, E. Moore.  3 opposed; E. Dunleavy, A. Wayt, L. Cox.  Motion carried.

Motion by K. Maiden, second by M. Austin to have the Executive Committee draw up the lease and present it to the board for approval.  Unanimously carried.

Meeting was adjourned at 7p.m. by J. Griffith, President.

Respectively submitted

Cynthia Schott, Administrator

(Due to absence of the Secretary)