Historic Port Royal

Executive Committee Meeting

January 14, 2009

 

 

The Executive Committee met on January 14, 2009 at the Port Royal Town Hall for their regular meeting.  Members present were Cleo Coleman, Bill Henderson, Terri Harrison, Phyllis Sue Carpenter, Theresa Kirtley, Jim Heimbach, Bonnie Cannon and Mike Newman.

 

The meeting was called to order at 7:03 PM by Cleo Coleman, she welcomed the members for coming out and for their attendance. Cleo made a formal thank you to past members John Gilliland and Brian Penniston for their past service on the board. 

 

Minutes:        

Accepted as presented by motion made by Jim Heimbach, and seconded by Bonnie Cannon.  All members were in favor, the motion carried.

 

Treasurers Report::         

Accepted as presented by motion made by Terri Harrison and seconded by Jim Heimbach.  All members were in favor, the motion carried.

 

President’s Report:

 

January 25, 2009 HPR will be awarded the Caroline Historical Society Award which is given on an annual basis to a deserving group or individual.  Board members are encouraged to attend the meeting.  The meeting will be held at the Caroline Community Center in the library from 3pm to 5pm.

 

January 26th Citizens for Caroline Historical Preservation will meet at 7:00 pm.  If interested in attending, please contact Cleo Coleman. 

 

Cleo stated that we were all saddened by the passing of John Gilliliand’s father; he was a big supporter of the organization. He will be missed.

 

2009 Calendar – In process.  Incomplete at the present time.

 

Old Business:

 

Election of Officers:

Motion was made by Jim Heimbach to nominate Cleo Coleman to continue in her capacity of President, Motion was seconded by Bill Henderson, motion carried.

 

Motion was made by Bill Henderson to nominate Phyllis Sue Carpenter as Vice President, motion was seconded by Terri Harrison, motion carried.

 

Motion was made by Bill Henderson to nominate Terri Harrison as secretary, motion was seconded by Theresa Kirtley, motion carried.

 

Motion was made by Terri Harrison to nominate Bill Henderson for Treasurer, motion was seconded by Jim Heimbach, motion carried. 

 

New Slate of Officers:

President –                  Cleo Coleman

Vice President –          Phyllis Sue Carpenter

Treasurer –                  Bill Henderson

Secretary –                   Terri Harrison

Board Member –          Mike Newman

Board Member-            Theresa Kirtley

Board Member –          Jim Heimbach

Board Member –          Bonnie Cannon

 

VCU Partnership with Historic Port Royal – Cleo Coleman and Clarence Kunstmann will work with the students as they begin a second project in the town for their school project.  They plan to work on the Zoning Ordinance.  Cleo requested Bill Henderson to supply a copy of the email received by Ashley Peace regarding this partnership to the Secretary to be maintained as permanent file along with this set of minutes.

 

Doctors Office – Allen Ramsey will begin the work as much as VDOT provides via the Grant Proceeds. Cleo Coleman is working with Allen Ramsey to oversee this project. Bill Henderson questioned the bid proposals and the guidelines pertaining to the bid process as he has a friend in Tappahannock who would like to submit a bid.

 

Booth Event (April 2008 Event) Reimbursement from county have not been received to date.  Cleo requested Bill Henderson, Treasurer to give her a second copy of the statement he prepared for reimbursement so that she may follow up with Kathy Beard, Tourism Director.

 

The board discussed the outlining of the old Methodist Church on Middle Street.  It was agreed that the organization would take on this as a project.

1.      Outlining of the church with oyster shells

2.      Placement of a historical marker, same as the one in front of the Peyton House.

 

Coloring Book – Cleo is drafting a coloring book to be an educational tool for youngsters and older “children” as well.  She is the Author, Vivian Motley is doing illustrations, and Terri will do typing and photography. 

 

General Meeting – Speaker will Be Jim and Liz Heimbach giving an overview of the History and Renovations of their home. The refreshment committee will be Phyllis Sue Carpenter and Terri Harrison.

 

July 4th update –

St. Peter’s has given permission for use of their church grounds.

Helmut and Denise have agreed to lead the music in the church.

PA System still needed.

Pride in Community Award - $100.00 award to recipient.  Terri to work on this project.

Phyllis Sue will give oral history on the Surrey Rides. 

Mike Newman will continue his role.

 

Booth Tour – April Tentative Cleo to check with VDOT

House Tour –  Sept or Oct.  Tentative - HELP Group – would like to assist if we have this event.

 

Website – Jim Heimbach will work on a walking tour of the town  which will be downloadable to the web site for the town of Port Royal.  He will work with Theresa who is updating the web site.

 

New Business:

 

New Bi-Laws Committee – committee was appointed by Cleo Coleman.

Members serving will be, Chair, Carolyn Roth Pat Morris and Clyde Cannon. 

 

Meeting Ideas Committee – Jim Heimbach – January

                          John Gilliland -  April (Masons)

                          Mike Newman – Mote Spoon, Tea

 

Hearing no further business the meeting closed at 9:30 pm.

 

 

Respectfully submitted,

 

Terri

 

M. Therese Harrison