Most Recent Minutes

August 17, 2026

PRESENT: Alan Jones, Griffin Jones, Mark Obbie, David Pierce, Seth Thomas, Mary Ann Strasser, AJ Magnan, Deirdre Crofton, Tracey Howe. Guests; Lyle Jenks, Lynn Bogart, Sue Forsyth and John Holtz

CALL TO ORDER: Tracey called the meeting to order at 6:37pm

MINUTES: Approved July minutes.

Alan motioned to approve, 2nd by Mary Ann. All agreed. Moved

TREASURER REPORT: Dave summarized the July Treasurer Report and reviewed the highlights of our Church account and payments made to Images in Glass for $10,291 and $3,000, equal to 50% of the H&M2 video project. Dave advised the balance due to FLCC scheduled for November. John Holtz advised FLCC is filming at Cummings Nature Center, Wednesday August 18, 2026, featuring the Frost Town story in H&M Book 2. The team at FLCC and book committee decided to hold off on the H&M video 2 screening until after the new year. The tentative date is January 9, 2027. Stressed the date is tentative and also acknowledged it is the last weekend of the NFL season, which is why they selected Saturday. Right now, they do not have a firm release date for Book 2. Dave then continued his report; $11,000 was moved from VanGuard to our accounts to cover the two payments. Dave opened three envelopes containing donations to the BHHS. We were all speechless to receive two checks for $30,000 each, one designated for the 1846 Church window project, the other for our general fund account. The donors stressed they wanted the donations to remain anonymous. Harmony Circle generously donated $2,000. To say the Board was stunned, shocked, grateful, speechless would be understated. Dave also advised he will account any proceeds from the South Bristol Community Engagement events correctly to cover the cost of renting the Grange, with the remainder of the proceeds accounted for as donations. We also are so grateful for the support of this South Bristol Town Committee. We recapped based on John’s overview of the SBEC events and Beth Thomas’ summary, our Board vote to approve both events was unanimously approved.

Mark motioned to approve, 2nd by Griffin. All agreed. Moved

SECRETARY REPORT: Secretary position is still open. Deirdre Crofton has reiterated her willingness to assume the secretary’s duties. The Board will vote on the Board position at our September meeting.

VICE PRESIDENT REPORT: Vacant

PRESIDENT REPORT: Tracey welcomed our guests, Lyle Jenks and John Holtz. Everyone thanked them for their continued support. Tracey asked for help covering the Highlander Bicycle Tour this coming weekend. Mark Obbie volunteered.

Alan motioned to approve, 2nd by Mary Ann. All agreed. Moved

BLDGS & GRNDS: Seth shared an update of the stained-glass window restoration project. The painter, Terry Tillman is coordinating with Images in Glass contact, Colin to get the windowsills and exterior painted before the windows are replaced. Seth is also ready to tackle the repairs to the E corner of the church now that the bee removal is complete. Seth advised he will reconnect the propane / gas lines that were disengaged when we thought we had a buyer for the stove. He will also make an assessment on the entire propane system and gas lines at the Grange. He advised it will be safe to use during the Highlander Tour this weekend and the September 3 Bus Tour, however for long term use it needs some TLC.

PUBLIC RELATIONS and PROGAMS: Mark will be sharing and promoting the SBEC events, as well as the Morgan Chapter Codding Mill site dates and membership requirements. Mark expressed disappointment that no one from the Barn Quilt Trail or the barn quilt community has stepped up to take over the Trail Group. He shared BQT details with Trish L from the Naples Historical Society after they promoted an event in their town. The Board unanimously agreed after many years of inactivity and participation from any of the original or potential new Trail members we should remove it from our website and responsibilities. Alan Jones presented moving the date of our 2027 Burning Springs event to Fall. This met with excitement from the Board. The chance to see a different look at their beautiful gardens, fall foliage in and around the property and visitors who may not frequent the Bristol area in the spring. The Board hardly agreed and graciously thanked Alan and Griffin Jones for their continued support and contributions, opening their property to the public to benefit BHHS. The group turned their attention to the need to find program content that is history based and educational. Lyle Jenks again extended an offer to assist, expressing an interest in finding common ground on the 1816 Farmington Quaker Meeting House programs. Mary Ann Strasser offered to take the lead if we decide to have a 2027 Halloween Party at the Grange that was an extremely successful and fun community event in the past. David P asked what the result of our Historians was regarding the grant work. This opened the discussion for a need to have the Historian report on a consistent basis, to share in NYS and County initiatives as well as local projects she is working on. The bottom line, we need a dedicated Board Member to create a process to make programming consistent.

HISTORIAN and ACCESSIONS: David shared his unfamiliarity with the NYS guidelines regarding accessions. Tracey agreed to meet with Beth about this subject and present a plan for tackling the inventory in our buildings.

MEMBERSHIP: Griffin shared the July membership report. We have 125 active members. 2 new members for July and 1 additional since the report was generated. Mary Ann Strasser suggested a local resident as a potential board candidate. Mary Ann agreed to contact the resident to see if there is any interest. Lyle Jenks asked how many board members are required per our by-laws. We answered 13 and he suggested possibly adjusting that to make the requirement a range vs a fixed number. He also offered to make a general announcement in his community. Tracey suggested another resident and Alan is very familiar with the family. He said he would be happy to contact them. The books are hard covered, and the final costs will be determined when the book committee makes their final decision on the printer. They are doing great work looking for the best quality and price.

1846 CHURCH: The Board held a roundtable discussion on our approach to our 1846 Church. The 3 paths discussed;

1. Maintaining the exterior of the building and the windows to ensure this historical church does not deteriorate further and remains in a condition that presents itself proudly to the public, again, exterior only.

2. Completing exterior renovations and maintenance. Next, assess and complete the necessary interior repairs to ensure visitor’s safety. We would then be able to host the annual church service for Bristol Fun Days and possibly 2 or 3 other services.

3. Complete steps 1 and 2 before addressing cosmetic needs and the basement.

The Board agreed to implement a plan to make this decision asap. A few of the considerations on what is needed to complete each path are cost, time, securing insured, qualified restoration craftsman, community and town leadership involvement, possible grant opportunities. That is a summary of what we know needs to take place. Tracey committed to presenting an outline to the Board by September 7 by email. The Board will then make additions to the outline, so we are prepared to dive right into the start of the decision-making process at our September meeting. Our guests asked if they could be included in this process. The Board agreed.

NEW BUSINESS: Lynn Bogart stated we really need to find ways to improve our fundraising efforts. Tracey agreed and reiterated her desire to send a postcard to Bristol and South Bristol residents asking for donations. Lyle shared in this suggestion. Mary Ann suggested a Gayle Wyn chicken dinner fundraiser. While the Board desires to maintain it’s dignity and stature in the community the need to raise funds is the roots of a non-profit organization. Humbly we need to proceed and seek new members and new donors.

Griffin motioned to adjourn, 2nd Mark. All agreed. Moved

ADJOURNMENT: Meeting adjourned at 7:34pm

Next Meeting: Monday, September 21, 2026, 6:30pm at The Grange Hall