Sheldon Historical Society
Board meeting
October 15, 2024
6:30PM
Agenda
Secretary’s report (crane)
Treasurer’s report (Churchill)
2025 Budget
Committee reports
Events/fundraising (Mercure)
Finance: endowment policy/procedures.
Building (crane)
Collection (McFeeters)
Media/membership (Smith)
Education (Valenta)
Exhibit (Crane)
House
Other business:
Open hours for 2025
Listings in Vermont calendar/event listings?
Winter zoom board meetings
The meeting was convened at 6:30 by vice president D Crane with board members B Derry, A Crane (sec), D McFeeters, P Kaseoru, K Valenta, K Churchill (treas) present; Ms F Mercure also present for the fundraising and event committee. Mr McFeeters took the chair.
Mr Crane circulated minutes of the September meeting previously by e-mail, with print copies provided. No additions or corrections were offered, and on a motion by Mr Valenta/Mr Derry 2nd, the minutes were accepted unanimously.
Ms Churchill presented the treasurer’s report (qv), noting the recent purchase of a QuickBooks subscription to serve Society reporting needs. Accounting categories are being identified, and ongoing data entry will reflect appropriate codes. Our Certificate of Deposit has been renewed for 6 months. On another matter, concern was raised about the absence of insurance on artifacts in the Society’s collections. Mr McFeeters noted that the St Albans Museum likewise carries no scheduled insurance on artifacts in its collections, due to the high cost relative to the risk.
Mr Crane /B Derry 2nd moved to accept the treasures report as presented. Passed unanimously.
On behalf of the Finance Committee Ms Churchill offered the 2025 Budget (qv). Mr McFeeters suggested certain modifications to the format of the budget to facilitate member’s understanding of our financial position. Ms Churchill will incorporate these suggestions and the 2025 budget will be considered for final approval at the November meeting.
Ms Mercure reported on the recent Calcutta, which realized a gross in excess of $19,000. Some funds remain uncollected. On behalf of the committee Ms Mercure observed several minor changes in process would be implemented for the 2025 event (already on the calendar for Sept 26th, 2025). Sally Severy was commended for the excellent table decorations she donated, which contributed a great deal to the elegance and success of the evening.
The Finance committee introduced the proposed Endowment Policy (qv): an instrument to insure appropriate oversight of, and accountability for, invested donor funds. Mr Crane expressed the interest of the finance committee in establishing guardrails for legacy gifts, both as a demonstration of corporate sustainability, as well as an invitation to community members and corporate donors to invest in our mission. Following active discussion, Mr Valenta/Ms Ghurchill 2nd moved to accept the policy. The motion passed unanimously.
Mr Crane spoke to ongoing work on the building, and noted that the painter John Little, commended by Mr Valenta, has agreed to squeeze us in, weather permitting. Work on the second floor continues, with remaining Bruhn-funded work wrapping up. Discussion of replacing the cement stairs on the west side was inconclusive. Mr Crane announced he is stepping down as chair of the building advisory committee.
Mr Valenta, chair, expressed his aspirations for the Education Committee.
In other business, Mr Crane asked that our 2025 open hours be discussed so that our Spring reopening can be advertised in various media. He observed that the recent Franklin/Grand Isle regional meeting proposed a shared publication, promoting the common interests of our regional societies. In the same vein, event planning needs to be confirmed early, to meet deadlines for inclusion on Vermont marketing sites.
A consensus emerged concerning winter board meetings: suspending monthly meetings, the board will meet on the third Tuesday of November, January, and March. Zoom will be an option, insuring the valued input of all our board members. Mr Smith will be asked to facilitate the Zoom connection.
Ms Mercure reminded all of the November 2 Holiday craft show, a fundraiser for the Sheldon Library. The Sheldon Historical Society will partner again as the lunch provider for this 33 year old event. Member volunteers have their assignments!
Meeting adjourned at 8:15
Respectfully submitted,
Andrew Crane, secretary.
The mission of the Sheldon Historical Society is to tell the stories of Sheldon’s complex natural and cultural history through the collection and conservation of artifacts, information, and resources about people, places, and events of significance to the Town and its inhabitants.
As a reminder, the Society’s work is organized with the following committees. Board members serve as committee chairs, although committees should be constituted from a broader pool including Society members, community enthusiasts, and experts. The description of the tasks and structure which follows isn’t cast in stone…..
House Committee: oversee the operation of the building to insure it remains clean and secure; control the calendar for use by Society programs or community members seeking to use the space; coordinate recurring maintenance tasks as needed; set up space for special events, if needed.
Building Advisory Committee: oversee building repairs, alterations, and major maintenance projects. May involve some writing of grants, contracts, and proposals.
Finance Committee: oversee financial strength and integrity of the organization; prepare annual budget proposal for Board approval; draft related policy and procedures as necessary for Board consideration.
Collections: develop policies and procedures for acquiring, conserving, and cataloging artifacts of importance to the history of Sheldon. Create and maintain effective, appropriate and secure storage and retrieval of the collected artifacts, and enable public access to original or reproductions of the collected materials, as appropriate.
Programs and Special Events: develop programs and events that bring the Society to the attention of the wider community, and tell the story of Sheldon’s diverse social, economic, and natural history. Coordinate with the Collection, Exhibit, and Education committees to maximize exposure of Society resources; typically may involve some grant writing and public relations work.
Fundraising Committee: create and execute fundraising strategies to insure the financial stability of the Society. The Calcutta has become the largest single fundraising activity, and a Calcutta subcommittee oversees this activity. Other Fundraising activities include a small retail exposure, and certain special events like the Tea Party and Ice Cream Social.
Membership: maintain a record of Society members, active and lapsed; including physical and email addresses, years of membership and renewal dates; draft and circulate communications to invite membership and encourage annual giving. At minimum, a quarterly newsletter will be sent to all active and lapsed members by email, with a link to the Society web site; hard copies are mailed to members without email or internet access.
Media Committee: create, populate and maintain the Society web site and Social Media platforms (presently FaceBook). Develop and recommend internet capability for the 200 Bridge Street property, and budget for ongoing maintenance and operation.
Exhibit Committee: Design, execute, and curate exhibits for the building’s public spaces, inside and out; prepare a major “headline” exhibit for each new season’s opening; refresh old exhibits as needed, retiring some as warranted to make space for new; documenting and cataloging exhibits for permanent reference.
Education Committee: Establish an open and effective channel of communication with Sheldon school and the area schools serving Sheldon students; connect with teachers in areas where our collections may be of particular value; encourage student involvement in Society activities, event planning and development.
Each committee serves the goal of the Society to keep the stories of Sheldon vibrant and accessible.