Historical Society approves budget
Lead Summary
By
Caitlin Forsha-crforsha@gmail.com
The Highland County Historical Society Board of Trustees approved a budget for the year and accepted the resignation of two board members, Thursday evening at Highland House Museum.
With eight board members present, along with Highland County Historical Society Executive Director Catie Schafer in attendance, the board discussed financial matters and settled on an annual budget after months of debate.
Board member Jeremy Shaffer discussed his previously presented budget for 2013, along with a budget proposed by Margaret Van Frank in December 2012. Shaffer said that Van Frank's budget had not included plans for the Scott House. The 2013 budget is already anticipated to operate at a loss due to the additional expenses incurred with acquiring the Scott House, Shaffer said.
Shaffer's proposed budget had a projected net loss of $11,560.62.
"I think the utilities are way underestimated," board member Dwight Crum said. "I realize you were looking at this winter when it really wasn't occupied. If you would lease that out there during the winter five times a month to groups, and if you do get a long-term person [renting the facility], there's no way [utilities would be so low]."
"What do you think a more realistic number would look like?" Shaffer asked.
"Well, what did we get from the school board?" board member Bob Lambert asked.
Board member Mary Todd Hardeman said that the school board had paid about $8,500 to $9,000 annually for all utilities.
"If we pass a motion to adopt this motion as amended, but have in the motion the ability to adjust the budget as necessary, we can do so," Hardeman said.
Lambert moved to adopt the budget as amended, with $8,000 set for Scott House utilities, and the provision to adjust the budget as needed throughout the year. The budget was approved by an 8-0 vote. A revised budget that reflects the changes to line item "Scott House Utilities," which will adjust the projected net loss to $15,140.62, will be distributed at the May board meeting.
Shaffer reported that he has spoken with Andrew Cimis of Merrill Lynch, who handles the Society's investment account. They discussed the Society's investments and plans to use the account to assist with funding the Scott House.
"We're drawing down money as we need it," Shaffer said. "It's reactive. [The Board of Directors] put some projections together … if we did a drawdown that was regular that went to the Scott House, we could, if we have more money in the account, we could always tell them 'no, we don't need the drawdown this month.'
"But I know Andrew's concern is: where's it going to stop?"
Shaffer said that Cimis would like to have a set number for the drawdown in place.
"I'm just throwing this out here for some feedback," Shaffer said.
"We've got to realize that that is our income," board member Pauline Cameron said.
Board member Jean Wallis said that the Society needs to find another source of income, as memberships are down and the number of major fundraisers for the year is low.
"We just can't draw out continually off of our investments, because that's not going to work," Wallis said. "We'll wake up one day, and we won't have any. We'll be completely broke."
"I think we're limited on how many major fundraisers we can do in a given year without a discrete cause," Hardeman said. "This year, I suggest that's going to be the Scott House."
Hardeman proposed setting up an Annual Fund with the next membership drive for the operating budget, and to continue to have specific fundraisers for special projects.
"I think the community expects us to take care of our investments," board president Midge Rose said. "I think our members would rather donate than have us keep digging into our investment account."
Lambert explained that they set up donations for the Scott House for people to donate toward specific items and that they could consider setting up fundraisers for Highland House in the same vein.
Secretary Paulette Donley suggested composing a brochure on estate planning for local attorneys and funeral homes to give to clients, explaining how to set up contributions for the historical society. Hardeman volunteered to work on such brochures.
Shaffer also said that Cimis also has stressed the need to set up a paper trail – specifically, an electronic one, with electronic checking and all funds being transferred to a specific account.
• • •
In her president's report, Rose announced that she accepted the resignation of board member Margaret Van Frank.
"Her contributions to the Highland County Historical Society are so great, they can't be measured or counted," Rose said. "Margaret's touch can be seen everywhere at this museum."[[In-content Ad]]
Wallis reported that the nominating committee has selected Mike McCarty as a new board member. McCarty is an engineer and CEO of McCarty Associates, and he and his wife are members of the Historical Society.
"I think Mike will be a great addition, and he brings a lot of expertise to the board," Lambert said. "He and his wife are tireless workers and volunteers."
McCarty's nomination was approved by an 8-0 vote.
Later in the meeting, Crum submitted a letter of resignation to Rose.
"I am very concerned about the board and some things that are happening," Crum said. "I've taken on too many commitments, and I think there's just too much division and problems within the board. It just is very, very frustrating to me.
"There's just a lot of friction and hard feelings within the board, and I don't see any solution to them. I think that the society itself is going to have to take serious involvement in getting things straightened out. I don't believe the board can do it itself."
• • •
In other action:
• In the director's report, Schafer invited the board to attend the June 6 program, "Relics of the Civil War," which will also include a lasagna dinner.
Schafer announced plans to have author Roy Kerr visit for a book signing and discussion. Kerr is the author of "Buck Ewing: A Baseball Biography," a biography of the Hoagland native and former Baseball Hall of Fame catcher. Schafer said that Kerr would also provide the Society with photos for the event that they could keep or sell. The event is tentatively planned for August.
Schafer also stated that the museum will be receiving donations of hundreds of historic Highland County photographs, many of which are from Lynchburg and Mowrystown. Schafer said she plans to add the photos to the museum's photographic archive and to their historic photo slideshow.
Highland House has arranged for an intern from Xavier University to work each Friday during the summer on various projects, including photography and graphics and other projects as designated by Schafer and the board.
• Board member John Glaze discussed his work in setting up a website for the Society at www.hchistoricalsociety.weebly.com. The site currently includes membership information, events and the Historical Society newsletters.
• Rose reported that an issue has arisen in which records were signed. The bylaws state that the president must sign records, and there is no bylaw allowing committee chairpeople, instead of the president, to sign. Rose said that she spoke with legal counsel, who told her that only the board president could sign records.
"We need to decide how much power a committee chairman has, to make big decisions," Rose said.
Shaffer said that he thought that all contracts or anything binding should be voted on by the board and signed by the president.
"Are contracts considered records, or are records just signing minutes?" Hardeman asked.
Rose said that the bylaws just specify "records."
"It's not clear," Glaze said.
"I think that John's point should be taken by this board," Rose said. "We need to update our bylaws. The bylaws are very weak."
Rose asked for a motion on the issue of power of committee chairpeople.
Shaffer motioned that all legal binding documents should be brought before the board before ratification. Wallis seconded.
"I would think at a certain level, the president of the board needs to sign, but not for little, minor things," Hardeman said.
Shaffer's motion was approved, 5-0 (with Lambert and Crum absent at this point of the meeting, and Hardeman abstaining).
In a separate report, Rose proposed joining the Kroger Community Rewards program. Nonprofit organizations can register with the program, and members of the community can sign up online with their Kroger Plus card to earn money for the Society. Schafer volunteered to register the Society.
• Hardeman discussed the accessions committee report. In it, Hardeman announced that the museum has been loaned several artifacts, and that they received a number of new items for the museum.
Hardeman also said that she has recruited Betty Ann Walker of Back Home to serve on the accessions committee, replacing Van Frank.
Hardeman reported that plans are in place to repaint the Highland House signs once weather permits.
• Cameron reported that the next Heritage Music Series will be held June 15, with Kaye York-Longworth providing the program. For the membership committee report, Cameron suggested working on corporate sponsorships for the Society.
• Rose, who read board member Jill Yochum's fundraising committee report in her absence, stated that the ice cream social will be June 16 and that a reception and auction will be held July 26 with a cash bar and hors d'oeuvres, along with music by Blue Steel.
With eight board members present, along with Highland County Historical Society Executive Director Catie Schafer in attendance, the board discussed financial matters and settled on an annual budget after months of debate.
Board member Jeremy Shaffer discussed his previously presented budget for 2013, along with a budget proposed by Margaret Van Frank in December 2012. Shaffer said that Van Frank's budget had not included plans for the Scott House. The 2013 budget is already anticipated to operate at a loss due to the additional expenses incurred with acquiring the Scott House, Shaffer said.
Shaffer's proposed budget had a projected net loss of $11,560.62.
"I think the utilities are way underestimated," board member Dwight Crum said. "I realize you were looking at this winter when it really wasn't occupied. If you would lease that out there during the winter five times a month to groups, and if you do get a long-term person [renting the facility], there's no way [utilities would be so low]."
"What do you think a more realistic number would look like?" Shaffer asked.
"Well, what did we get from the school board?" board member Bob Lambert asked.
Board member Mary Todd Hardeman said that the school board had paid about $8,500 to $9,000 annually for all utilities.
"If we pass a motion to adopt this motion as amended, but have in the motion the ability to adjust the budget as necessary, we can do so," Hardeman said.
Lambert moved to adopt the budget as amended, with $8,000 set for Scott House utilities, and the provision to adjust the budget as needed throughout the year. The budget was approved by an 8-0 vote. A revised budget that reflects the changes to line item "Scott House Utilities," which will adjust the projected net loss to $15,140.62, will be distributed at the May board meeting.
Shaffer reported that he has spoken with Andrew Cimis of Merrill Lynch, who handles the Society's investment account. They discussed the Society's investments and plans to use the account to assist with funding the Scott House.
"We're drawing down money as we need it," Shaffer said. "It's reactive. [The Board of Directors] put some projections together … if we did a drawdown that was regular that went to the Scott House, we could, if we have more money in the account, we could always tell them 'no, we don't need the drawdown this month.'
"But I know Andrew's concern is: where's it going to stop?"
Shaffer said that Cimis would like to have a set number for the drawdown in place.
"I'm just throwing this out here for some feedback," Shaffer said.
"We've got to realize that that is our income," board member Pauline Cameron said.
Board member Jean Wallis said that the Society needs to find another source of income, as memberships are down and the number of major fundraisers for the year is low.
"We just can't draw out continually off of our investments, because that's not going to work," Wallis said. "We'll wake up one day, and we won't have any. We'll be completely broke."
"I think we're limited on how many major fundraisers we can do in a given year without a discrete cause," Hardeman said. "This year, I suggest that's going to be the Scott House."
Hardeman proposed setting up an Annual Fund with the next membership drive for the operating budget, and to continue to have specific fundraisers for special projects.
"I think the community expects us to take care of our investments," board president Midge Rose said. "I think our members would rather donate than have us keep digging into our investment account."
Lambert explained that they set up donations for the Scott House for people to donate toward specific items and that they could consider setting up fundraisers for Highland House in the same vein.
Secretary Paulette Donley suggested composing a brochure on estate planning for local attorneys and funeral homes to give to clients, explaining how to set up contributions for the historical society. Hardeman volunteered to work on such brochures.
Shaffer also said that Cimis also has stressed the need to set up a paper trail – specifically, an electronic one, with electronic checking and all funds being transferred to a specific account.
• • •
In her president's report, Rose announced that she accepted the resignation of board member Margaret Van Frank.
"Her contributions to the Highland County Historical Society are so great, they can't be measured or counted," Rose said. "Margaret's touch can be seen everywhere at this museum."[[In-content Ad]]
Wallis reported that the nominating committee has selected Mike McCarty as a new board member. McCarty is an engineer and CEO of McCarty Associates, and he and his wife are members of the Historical Society.
"I think Mike will be a great addition, and he brings a lot of expertise to the board," Lambert said. "He and his wife are tireless workers and volunteers."
McCarty's nomination was approved by an 8-0 vote.
Later in the meeting, Crum submitted a letter of resignation to Rose.
"I am very concerned about the board and some things that are happening," Crum said. "I've taken on too many commitments, and I think there's just too much division and problems within the board. It just is very, very frustrating to me.
"There's just a lot of friction and hard feelings within the board, and I don't see any solution to them. I think that the society itself is going to have to take serious involvement in getting things straightened out. I don't believe the board can do it itself."
• • •
In other action:
• In the director's report, Schafer invited the board to attend the June 6 program, "Relics of the Civil War," which will also include a lasagna dinner.
Schafer announced plans to have author Roy Kerr visit for a book signing and discussion. Kerr is the author of "Buck Ewing: A Baseball Biography," a biography of the Hoagland native and former Baseball Hall of Fame catcher. Schafer said that Kerr would also provide the Society with photos for the event that they could keep or sell. The event is tentatively planned for August.
Schafer also stated that the museum will be receiving donations of hundreds of historic Highland County photographs, many of which are from Lynchburg and Mowrystown. Schafer said she plans to add the photos to the museum's photographic archive and to their historic photo slideshow.
Highland House has arranged for an intern from Xavier University to work each Friday during the summer on various projects, including photography and graphics and other projects as designated by Schafer and the board.
• Board member John Glaze discussed his work in setting up a website for the Society at www.hchistoricalsociety.weebly.com. The site currently includes membership information, events and the Historical Society newsletters.
• Rose reported that an issue has arisen in which records were signed. The bylaws state that the president must sign records, and there is no bylaw allowing committee chairpeople, instead of the president, to sign. Rose said that she spoke with legal counsel, who told her that only the board president could sign records.
"We need to decide how much power a committee chairman has, to make big decisions," Rose said.
Shaffer said that he thought that all contracts or anything binding should be voted on by the board and signed by the president.
"Are contracts considered records, or are records just signing minutes?" Hardeman asked.
Rose said that the bylaws just specify "records."
"It's not clear," Glaze said.
"I think that John's point should be taken by this board," Rose said. "We need to update our bylaws. The bylaws are very weak."
Rose asked for a motion on the issue of power of committee chairpeople.
Shaffer motioned that all legal binding documents should be brought before the board before ratification. Wallis seconded.
"I would think at a certain level, the president of the board needs to sign, but not for little, minor things," Hardeman said.
Shaffer's motion was approved, 5-0 (with Lambert and Crum absent at this point of the meeting, and Hardeman abstaining).
In a separate report, Rose proposed joining the Kroger Community Rewards program. Nonprofit organizations can register with the program, and members of the community can sign up online with their Kroger Plus card to earn money for the Society. Schafer volunteered to register the Society.
• Hardeman discussed the accessions committee report. In it, Hardeman announced that the museum has been loaned several artifacts, and that they received a number of new items for the museum.
Hardeman also said that she has recruited Betty Ann Walker of Back Home to serve on the accessions committee, replacing Van Frank.
Hardeman reported that plans are in place to repaint the Highland House signs once weather permits.
• Cameron reported that the next Heritage Music Series will be held June 15, with Kaye York-Longworth providing the program. For the membership committee report, Cameron suggested working on corporate sponsorships for the Society.
• Rose, who read board member Jill Yochum's fundraising committee report in her absence, stated that the ice cream social will be June 16 and that a reception and auction will be held July 26 with a cash bar and hors d'oeuvres, along with music by Blue Steel.