Pennsylvania Society of Sons of the Revolution
Minutes of the Board of Managers Meeting
12 October 2000
President Cheyney called the meeting to order promptly at 4:00 p.m. in the Farragut Room of the Union League in Philadelphia. Chaplain Proctor led the Board in prayer.
PRESENT: Messrs. Burke, Cheyney, Clattenburg, Congdon, Coyne, Darby, Di Stefano, FitzGerald, Flood, Frick, Gordon, Gresh, Groff, Johnson, Lewis, Lincoln, Lloyd, Moak, Morgan, Morris, Proctor, Salisbury, Shirk, Van Gulick, Walkup and Wood.
READING OF THE MINUTES: President Cheyney asked if there were any questions, additions or corrections to the minutes of the meeting held on 14 September 2000. There being none, Counselor Di Stefano moved the adoption of the minutes as published. The motion was seconded and carried unanimously.
SECRETARY'S REPORT: Secretary Clattenburg reported that regrets had been received from Messrs. Byrne, Fenstermacher, Gordon, Maiden, Moore, Morgan, and Peltier.
The current membership of the Society, as of 1 October 2000, stands at 1,038 active members. The roster also includes an additional 22 life members and one regular member for whom the Society has no current address. Total membership includes 26 Junior Life members, raising the sum of all names on the roster to 1,089.
The Secretary reported that since the last Board meeting there were no requests for resignations, transfers or reinstatements.
The Society received fifteen requests for Old Guard status and action on their confirmation will be requested during the President’s report.
In order to maintain accurate membership records, a motion was made and duly seconded that all Life Members over the age of 85 for whom the Society has no current address will be sent a registered letter at their last known current address. The letter will notify these members that their names will be dropped from the membership rolls unless contact is reestablished with the Society. The motion was unanimously approved.
TREASURER'S REPORT: Treasurer Van Gulick apologized for not having available a current Profit and Loss Budget Comparison report, due to the late arrival of the Principal and Permanent funds financial statement and the Executive Secretary’s vacation. He did, however, review a draft of the Profit and Loss report prior to this meeting and assured Board members that the Society’s finances continue in good order. The final Profit and Loss Budget Comparison report will be included with the October Minutes.
The Society’s final 1999 Independent Auditor’s Report is due to be issued by the auditors, Zelenkofske, Axelrod & Co., on Friday, 20 October 2000. An electronic version will be provided to President Emeritus Lloyd for inclusion in the Proceedings.
REGISTRAR'S REPORT: In the absence of Registrar Morgan, there was no report.
HISTORIAN’S REPORT: Historian Groff deferred his report to the Special Projects Committee.
PRESIDENT’S REPORT: President Cheyney stated that September has been a busy month. He recommended that the Board confer Old Guard status on the following Society members who are all in good standing, all having paid their 2000 dues: John Absalom Baird, Jr. (PA Soc. #4030), Frederick Eaton Crispin (PA Soc. #2782), Bertram Lively Davidson, Jr. (PA Soc. #4277), Robert Pugh Diffenbaugh (PA Soc. #3343), Burton Hazell Etherington, Jr. (PA Soc. #3459), John Raymond Fuller (PA Soc. #3393), Leroy Moody Lewis, Jr. (PA Soc. #3608), Joseph Wharton Lippincott, Jr. (PA Soc. #4040), Charles Ridgway Marshall (PA Soc. #5220), John Williamson McPherson (PA Soc. #4095), Frank Gardiner Pearson (PA Soc. #3817), Joseph Maxfield Ritter, III (PA Soc. #4256), Martin Pullinger Snyder, Jr. (PA Soc. #3470), Lewis Harlow Van Dusen, Jr. (PA Soc. #3967) and Taylor Horace Weaver (PA Soc. #3821). Upon motion made and duly seconded, President Cheyney’s recommendation was unanimously approved.
President Cheyney also represented the Society at the National Constitution Center’s Ground Breaking Ceremony on 10 September 2000. He distributed to the Board members individual copies of the Constitution Center’s educational and public outreach folder, which contained a number of papers relating to the Constitution Center, as well as the vest-pocket booklet of the U.S. Constitution and the Declaration of Independence sponsored by our Society. The contents of the folder describe in detail the goals and worthiness of the Constitution Center, which deserves continued support from the Society and its Color Guard. The Constitution Center also provides an entrée to national speakers who can relate to the goals and purposes of this Society, and the Center’s booklet can serve as a great introduction to the Triennial 2003. President Cheyney recommended to Vice President Johnson that he and the 2003 Triennial Committee write to each of the State Societies, introduce them to the Pennsylvania Society’s planning for 2003 and include a copy of the National Constitution Center’s booklet. The Constitution Center is scheduled to open its new $110 million building on Independence Mall in September 2002.
Plans are being formulated to include Society members in the Center’s planning and programming. Many prestigious and nationally known people are members of the Center’s Board of Directors, and it may serve this Society’s interest to have its representatives included.
President Cheyney invited six Society members who reside in the Pittsburgh area to a breakfast meeting on September 25th. While this effort was initially unsuccessful, as all either cancelled or offered regrets, President Cheyney followed up with a gift copy of Tom McGuire’s book, The Battle of Paoli. The recipients called and expressed delight in hearing from — not their Society — but from "Philadelphia." Several expressed their thanks for the book, many stated that they did not know what the Society did. At least two expressed an interest to increase their relationships with those Society members in Philadelphia but they did not know how. President Cheyney will again attempt to schedule a meeting — next time for dinner — with Pittsburgh members and their western Commonwealth compatriots towards the end of the year. President Cheyney also said he would recommend the Society offer to underwrite some expenses if these Pittsburgh members could induce at least five members to participate at an event in Philadelphia. These members also acknowledged that they do not have any public Let Freedom Ring ceremony or program on the 4th of July. This is an opportunity for the Let Freedom Ring Committee to expand interest intrastate as we look to expand programming to other states as well.
President Cheyney stated he has set a personal goal to visit every site where the Society has a public project or historical artifacts on display. On Wednesday, 11 October he visited Valley Forge and viewed the Society film at the Visitors’ Center. Unfortunately, the film’s condition detracted from the message of Valley Forge, which the Society proudly sponsored, and the equipment does not work well. He recommended that the Special Projects Committee meet with representatives from Valley Forge and partner with the National Park Service to provide modern equipment to show the film every 30 minutes. This will provide a more informative and effective presentation of what historically occurred at Valley Forge.
President Emeritus Lloyd added that the Valley Forge National Park staff are prohibited from appealing directly to the Society for financial support, which explains, in part, why the Society has learned of this problem only indirectly. He also noted that NFL Films, in Laurel Hill, New Jersey produced the most recent edition of the Society’s film and they might have the original master in its vaults. Valley Forge Park estimates that the cost to convert the Society’s film to a digital format and to buy the necessary equipment is approximately $30,000. Both the Special Projects Committee and the Executive Committee of the Color Guard need to consider this amount for funding the re-filming and equipment purchase.
The President further recommended that the Society’s Special Projects Committee periodically review all active programs and projects to ensure they are still effective in conveying the message as originally intended. As the Budget Committee will be meeting within the next four weeks, he recommended the inclusion of the Valley Forge film improvement project in the 2001 budget. A report can be presented at the next Board meeting.
The President’s message for the next Newsletter has been written, but a delay in publication may result because the membership survey has not been finalized.
Every Board member will receive a copy of The Battle of Paoli at the November meeting of the Board.
At a recent meeting with Ellen Soloff and another Welcome America staff person, President Cheyney reviewed past program services provided to this Society. Welcome America will present a revised proposal for 2001, which will include an expanded national component. A copy of the proposal for 2001 will be given to Vice President Frick, as he evaluates Let Freedom Ring for the coming year.
Discussions have begun with Jupiter Products regarding the creation of a film based on The Battle of Paoli. A representative is reading the book and will advise about further plans.
An MBNA credit card carrying the logo of the Pennsylvania Society has been tentatively approved and it is hoped that members will respond to an appeal to acquire it, especially Younger Members. A minor delay may be encountered as special cards are usually provided for organizations with memberships of 3,000 or more. The President also reviewed the issue of providing the Sons’ membership mailing list to MBNA. It was agreed that the mailing list would be provided to MBNA for the sole purpose of offering the credit card to Society members. The Board also discussed the possibility of other State Societies offering the card to members.
The Society, through the office of the President, has been communicating with local Pennsylvania legislators to give support for the Washington-Rochambeau National Historic Route. The bill will be voted upon during this session of Congress. Present supporters include Congressmen Curt Weldon and Joe Pitt.
A thank you note was sent to Mrs. Easton, the French Consul in Philadelphia, for her attendance at the Musket Ball.
President Emeritus Lloyd commented further on the National Constitution Center and the publicity folders distributed earlier by President Cheyney. He asked, in particular, that Captain Salisbury take additional copies for those officers of the Color Guard not members of the Board, as well as a copy for Immediate Past Captain Wright. The Society’s present relationship with the Center has evolved from the Society and Color Guard’s support for publishing the Declaration of Independence and U.S. Constitution booklet. A copy of this booklet is included in every folder distributed by the Constitution Center and the Society’s logo and an acknowledgment of support are both printed on the inside front cover. 200,000 copies of these booklets are available for annual distribution to Pennsylvania school children because of the Color Guard’s generosity and commitment. As a result, the Society has been given a "ground floor opportunity" to participate in the largest undertaking to take place at Independence National Historical Park since it was opened to the public in the early 1950’s. The new National Constitution Center will cost $110 million with approximately $90 million being provided by the Federal Government. Mr. Lloyd stated that it is a wonderful accomplishment for the Society to be in company with such distinguished patrons as Governor Ridge, who released the first $15 million for this project, John Bogle, the chairman of the Center and the former chairman of the Vanguard Funds, he will be leading the drive for an endowment campaign; and Walter Annenberg who has donated $10 million as a lead gift in that campaign. He also recommended to Vice President Johnson that plans for the 2003 Triennial include arrangements for the Pennsylvania Society’s cocktail reception to be held at the National Constitution Center.
ADMISSIONS COMMITTEE: Counselor Di Stefano, Chairman, reported that the Admissions Committee had not met since the Board’s last meeting in September 2000. He asked the Board to review the Applications in Process Report to see if they could render assistance with any candidate who might be approaching the deadline for completion.
Manager Moak asked that future reports of the Admissions Committee include the name of the Revolutionary War ancestor from whom each prospective member’s eligibility is derived and further, that whenever the Board votes to admit a candidate to membership, the minutes of that meeting include the name of the newly admitted member, his Revolutionary War ancestor, and the Pennsylvania Society number assigned to the new member. On motion made, seconded and unanimously adopted, the Board voted to establish Mr. Moak’s recommendation as its formal policy.
BUDGET COMMITTEE: Vice President Frick stated he had scheduled a Budget Committee meeting for Thursday, 26 October 2000, at 12:15 p.m. in the Acorn Club.
FINANCE COMMITTEE: Vice President Johnson reported that as of 30 September 2000 the market value of the Society’s portfolio stood at $3,481,808. While this is a slight decrease from the market value of a month earlier, the portfolio is still on track to meet the Society’s long-term goals.
RESOLUTIONS COMMITTEE: Counselor Di Stefano, Chairman, reported that the Committee is offering a resolution to amend the Society’s by-laws to provide for an Audit Committee. A copy of the Resolution is attached to the Minutes. After review by the entire Board, a vote for presentation of the proposed amendment to the members at the next Annual Meeting will be taken.
AMERICAN HERITAGE COMMITTEE: Chairman Walkup stated that Historian Groff would provide a joint report later in the meeting.
INDEPENDENCE DAY COMMITTEE: In the absence of both Co-Chairmen Byrne and Fenstermacher, there was no report.
NEW CITIZENS’ RECEPTION: In the absence of Chairman Hoyt, there was no report. The next New Citizens’ Reception is scheduled for Thursday, 16 November 2000.
SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: In his absence, Chairman Morgan’s written report was distributed. President Cheyney stated a "wrap-up" meeting would be scheduled shortly. He thanked Mr. Ralph Davy, Captain Salisbury and Second Lieutenant Smith for their assistance in the reception line and for introducing guests to the President.
SPECIAL PROJECTS: Historian Groff reviewed the Committee’s mission in funding projects that have a broad scope and accomplish particular goals. He described several attributes which together define Committee’s standards. Foremost among these are the aims of reaching a large audience rather than lending support to one small organization and of providing "seed money" rather than funding for ongoing operations. The Council of American Revolutionary War Sites (CARS) has prepared a program that may fit these criteria and be worthy of the Society’s support. The council has created an ambitious program designed to celebrate the 225th Anniversary of the 1777 and 1778 Campaigns at an exhibit tentatively titled "Revolution on the Mall." The National Park Service is organizing this public program and it will open in Washington, D.C. CARS will represent all public sites dedicated to the Revolutionary War which are located in Pennsylvania, New Jersey, and Delaware. The CARS program will include promotional literature, guides to each state’s revolutionary sites, and a web site. During 1777 and 1778, on or near the 225th anniversary dates of several events, CARS will present major local programs, including re-enactments of the battles of Germantown, Brandywine, and Paoli. CARS has developed a preliminary, total budget of approximately $80,000 and Historian Groff recommended the Society make an initial contribution of $10,000 to fund set-up costs for the exhibit and development of the promotional literature, with a matching contribution from the Color Guard. The Society and its Color Guard will receive full recognition for contributions made.
In response to a question from Captain Salisbury, Historian Groff explained that it is not certain that CARS will be incorporated as a Section 501 (c) (3) organization prior to its fundraising campaign. If non-profit incorporation is not obtained before the Society makes its contribution, Historian Groff recommended the Society channel its support to one of the member sites of CARS, such as Brandywine Battlefield. He explained further that this practice is customary in the museum field when there is collaborative program. Captain Salisbury explained, however, that the Color Guard preferred that Society support not go directly to non-profit corporations, but rather directly to the providers of services to those organizations. This was done, for example, in the case of funding the publication of The Battle of Paoli, when the Society and its Color Guard paid the publisher directly rather than making a contribution to the Paoli Battlefield Preservation Fund.
After a general discussion, the Board determined that a contribution to the CARS umbrella organization would not preclude the Society from also making a contribution to the Battle of Brandywine re-enactment. Further discussion of funding Special Projects will be taken up at the November meeting of the Board.
President Emeritus Darby reported that the Society’s equestrian statue of Anthony Wayne at the Philadelphia Museum of Art is missing the letter "W" in the word Wayne and also that the number "9" in the date 1779 is discolored. The letter is approximately three inches wide by two and one-quarter inches high and should be replaced. The discolored number should be cleaned or replaced. Mr. Darby has communicated with Society member Harvard Wood, whose company is prepared to reproduce the missing letter and either clean or reproduce the discolored number. Mr. Darby offered to pay any costs associated with this repair and maintenance of the Wayne statue and asked the Board to authorize it.
President Cheyney noted that the Society donated the statue to the Fairmount Park Commission and would need the Commission’s permission to undertake these tasks. As soon as permission is obtained, the Society will authorize Mr. Wood to proceed. President Cheyney thanked Mr. Darby for bringing this matter to the Board’s attention and for his offer to cover the cost of the repairs.
VALLEY FORGE COMMEMORATION: In the absence of Chairman Wood, President Cheyney reported that because of a calendar conflict with the Lancaster County Chapter the Chairman is working to reschedule the event.
WASHINGTON’S BIRTHDAY PARTY COMMITTEE: Chairman Morris reported there were no changes or updates concerning this event since the last Board meeting. A meeting of the Committee is planned for the near future. He asked the Board members for suggestions for a speaker.
YOUNGER MEMBERS: In the absence of Chairman Fenstermacher, President Cheyney reported that the Committee hosted a successful dinner party at the Corinthian Yacht Club on Wednesday, 27 September 2000. All in attendance enjoyed a wonderful evening and the event has sparked the interest of at least one prospective new member. One other benefit was the significant number of younger members in attendance at the Musket Ball.
THE COLOR GUARD: Captain Salisbury reported that the Color Guard shipped 30 flags with stands to New Orleans for the Triennial of the General Society. They were arranged in static display behind the head table during the Saturday evening dinner festivities on 23 September 2000. The Color Guard paraded 30 flags from the Hotel Monteleone to the St. Louis Cathedral on Jackson Square on Sunday, 24 September for the Church Service. In addition, the Guard was pleased to share evenly with the Society the cost of the reception given to all those in attendance on Friday evening, 22 September 2000. The Color Guard’s flags have been returned to the Union League, with appreciation extended to Counselor Di Stefano, the new Chairman of the Color Guard’s Flag Committee.
MEMBERSHIP COMMITTEE: Chairman FitzGerald reported the Society continues to receive requests for membership information from the web site, a very attractive means of communication for many. Efforts are presently underway to discover ways to make the web site even more inviting to a larger audience.
The Chairman suggested that the Board consider creative ways to encourage the membership of the sons of current members. One possibility is to subsidize the cost of a prospective younger member who attends an event with his member father.
NEWSLETTER: Reverend Proctor reported that a newsletter of approximately 16 pages has been written and is being prepared for printing. The membership survey still needs work and the target publication date is still the end of October.
OPERATIONS COMMITTEE: Vice President Burke reported that the search committee for a new Executive Secretary has narrowed the field of candidates. President Cheyney and Mr. Burke interviewed six candidates during September. Two finalists emerged from this process and one of the two has since been interviewed by a number of officers. Mr. Burke thanked all who participated for their assistance in the search. The second finalist will be interviewed on Monday, 16 October and the new Executive Secretary will be chosen shortly thereafter.
INFORMATION SYSTEMS & TECHNOLOGIES: In the absence of Chairman Gordon, Mr. Lewis reported that the Committee would be submitting a "Request for Proposal" to a several potential Internet Service Providers. In the first step of the process, however, committee members will meet to discuss the contents of the RFP, with particular emphasis on determination of interactive programming desired on the site. The cost of maintaining the site has increased and the Committee’s goal is to manage cost, but still provide a quality site.
Mr. Lewis will write the first draft of the RFP, which the committee will review and revise as needed. The committee’s final report will be presented to the Board in order to obtain as broad a consensus as possible. He noted further that IBM offers financial support to select organizations for initiatives such as this one and it is hoped the Society will qualify for such assistance.
Members were requested to forward their thoughts, suggestions and ideas on new features to either Mr. Lewis or Chairman Gordon to make sure all committee needs are defined and included in the report. One new idea is to incorporate video clips from Let Freedom Ring!, which will give the web site a jazzy new look.
REPORT OF LANCASTER COUNTY CHAPTER: In the absence of Regent Moore, Vice President Shirk stated that the Chapter meeting on 28 September was well attended. The Chapter own member, Jack Loose, gave an excellent presentation on the history of Lancaster politics.
On 29 September the Chapter sponsored its second Naturalization Day of 2000. Stephen Hoyt, Chairman of the Society’s New Citizens Committee, was in attendance to welcome new citizens to Lancaster County.
Mr. Shirk invited all Board members to the Chapter’s last meeting of the year, which will be held at the Stauffer Mansion on 13 November.
Mr. Shirk also expressed his appreciation to the Society for agreeing to change the proposed date of the Annual Church Service in order to accommodate the Annual Meeting of the Lancaster County Chapter. That event has been set for 6 May 2001 at the Lancaster Country Club.
REPRESENTATIVE TO THE GENERAL SOCIETY: Vice President Johnson reported that the Triennial of the General Society was a wonderful success. He submitted a written copy of his report.
OLD BUSINESS: President Emeritus Darby asked about the status of the Proceedings for the period April 1997 through April 2000. Mr. Lloyd informed him that the Independent Auditor’s Report for fiscal year 1999 was yet to be received, but that all other materials were in hand. Secretary Clattenburg and Mr. Lloyd will edit the Proceedings and coordinate its publication. No publication date has yet been established.
NEW BUSINESS: President Emeritus Darby recommended that the Society consider inviting William Summerfield, an actor who portrays General George Washington, as the speaker for the 2001 Annual Meeting of the Society. Mr. Darby recently attended a performance by Mr. Summerfield, in which "General Washington" reminisced with his guests for about one hour. The presentation was warm, witty, informative, even sad at one point and Mr. Darby suggested that this program would be of great interest to most of the members in attendance at the Annual Meeting.
President Cheyney asked Mr. Darby and Mr. Lloyd to provide Secretary Clattenburg with additional information on this program, along with a means of communicating with Mr. Summerfield. He also suggested that information be presented to Mr. Morris, Chairman of the Washington Birthday Party Committee, on the possibility of securing the services of an actress to portray Martha Washington, as that might also be of interest to guests attending that event.
There being no further business to come before the Board, President Cheyney adjourned the meeting at 5:30 p.m.
Respectfully submitted,
Theodore Clattenburg, Jr.
Secretary