Pennsylvania Society of Sons of the Revolution

Minutes of the Board of Managers Meeting

11 November 1999

President Lloyd called the meeting to order promptly at 4:00 p.m. in the Grant Room of the Union League in Philadelphia. Chaplain Proctor led the Board in prayer.

PRESENT: Messrs. Burke, Clattenburg, Di Stefano, Fenstermacher, Frick, Gresh, Johnson, Lewis, Lloyd, Moore, Morgan, Morris, Proctor, Van Gulick, Walkup, Ward, and G. Wood.

MINUTES: President Lloyd noted that the Executive Secretary had distributed a packet of reports to the Officers and Managers present. These papers included the minutes of the October meeting; the Treasurer’s year-to-date profit and loss statement for the period ending 30 October 1999; the Registrar’s necrology report; the Budget Committee’s proposed budget for Fiscal Year 2000; the Independence Day Committee’s report on the planning for Let Freedom Ring 2000 program; and the Membership Committee’s report on applications in process. In addition, the packet included a photocopy of a news article that recently appeared in the Local Daily News of West Chester, Pennsylvania. The article praised Thomas J. McGuire’s forthcoming book, Battle of Paoli, and noted the sponsorship of the publication of the book by the Society and its Color Guard.

President Lloyd noted that review and approval of the minutes of the October meeting would be brought before the Board under New Business.

SECRETARY'S REPORT: Secretary Clattenburg reported that ten members of the Board had regretted their absence from the meeting. They were Messrs. Bowden, FitzGerald, Flood, Gordon, Graham, Groff, Hoyt, Lincoln, Maiden, H.C. Wood.

The current membership of the Society, as of 31 October 1999, stands at 1,082 active members. This number includes 18 Life Members and one annual member for whom the Society has no current address. Total membership includes 21 Junior Life members, raising the sum of all names on the roster to 1,103.

The Secretary reported that in the period since the last meeting of the Board no member or former member had requested reinstatement, transfer or resignation.

At the conclusion of the Secretary’s report, Regent Moore noted that a search on the Internet could easily be conducted to find the addresses for those members for whom the Society lacks current mailing addresses. President Lloyd replied that the online services available are generally limited to those who have listed telephone numbers, but agreed that such a search should be conducted. He asked the Secretary and Executive Secretary to follow up and report to the Board at its December meeting.

There being no other comments or questions, President Lloyd asked if there was a motion to adopt the Secretary’s report. On motion made and duly seconded, the Board voted unanimously to accept the Treasurer’s report.

TREASURER'S REPORT: Treasurer Ward distributed copies of his Profit and Loss Budget Comparison reports for the period 1 January through 30 October 1999. He thanked the Officers and Managers for keeping expenditures under budget and stated that the Society’s finances continue to show positive trends. The portfolio now stands at a steady $3 million plus and deferred further comments to Vice President Johnson during the Finance Committee report.

At the conclusion of his report, Treasurer Ward asked for questions or comments. Hearing none, President Lloyd asked for a motion to accept the Treasurer's Report, subject to audit. On motion made and duly seconded, the Board voted unanimously to accept the Treasurer’s report.

REGISTRAR'S REPORT: In the absence of Registrar Fitzgerald, Secretary Clattenburg stated that it was his unhappy duty to report that in the period since the October meeting of the Board that the Society had suffered the death of one of its most beloved members, James Goddard MacBride, of Wyndmoor, Pennsylvania (PA Soc. #5344, elected 8 June 1978). Jim MacBride was Assistant General Secretary of the General Society of Sons of the Revolution at the time of his death. He had served as a member of the Board of Managers from 1988 through 1991 and chaired the Pennsylvania Society’s committee on arrangements when the Society hosted the 1988 Triennial of the General Society. Jim and his wife had joined President Lloyd and his wife at the head table of the Musket Ball just four days before his death.

President Lloyd asked all those present to rise and Chaplain Proctor led the Board in memorial prayer.

HISTORIAN’S REPORT: Historian Groff regretted his absence from the meeting, but submitted a report to President Lloyd on a proposal received recently from the Valley Forge Historical Society. Mr. Groff will present his report in greater detail at the December meeting of the Board. The U.S. Congress has recently authorized the Valley Forge Historical Society to construct a new facility within the bounds of Valley Forge National Historical Park.

PRESIDENT’S REPORT: President Lloyd reported first on several communications he had received in period since the last meeting of the Board. He noted, in particular, that The Hyde Collection Art Museum in Glen Falls, New York has requested permission to use a photographic reproduction of the Society’s Rembrandt Peale of George Washington. This is the "Porthole" portrait of ca. 1855, which was used as the frontispiece of the Centennial Register and is currently on loan to the Valley Forge National Historical Park. What is notable about this request is that the curators at the Hyde Collection discovered this object of fine art on the historical collections pages of the Society’s web site. This communication is indicative of the greatly expanded audience the Society is reaching as a result of its web site.

President Lloyd also noted that he had spent three days on Society business, Friday, 15 October through Sunday, 17 October at the General Society’s Board of Managers meeting in Southern Pines, North Carolina. His report on that meeting will follow under the agenda heading of the Representative to the General Society.

ADMISSIONS COMMITTEE: Vice President Di Stefano noted that the Committee had not met in the period since the last meeting of the Board and that he therefore had no report at this time.

BUDGET COMMITTEE: Vice President Frick reported that the Committee met on Thursday, 28 October 1999 and adopted a budget proposal for Fiscal Year 2000. He noted that the proposal had been distributed to those present. He noted further that this is the first reading of the proposed budget for FY 2000 and that he would present it again at the December meeting of the Board for a second reading and adoption. Chairman Frick urge the Officers and Managers to review the proposal carefully and to bring any suggestions for change to his attention. In this manner, the Budget Committee may consider any revisions prior to the final vote in December.

Vice President Frick discussed in some detail a budgeting policy issue concerning subscription events. He did so for the benefit of those Officers and Managers who may be unfamiliar with this budgeting procedure. In recent years, budgeting policy has required the Society to subsidize the fixed costs of its events and the subscription price is determined and adjusted as necessary to cover the variable costs. In order to provide better guidance for FY 2000 budgeting, the proposed budget distinguishes fixed and variable costs for five regular events: the George Washington Birthday dinner dance; the Annual Meeting of the membership; the Valley Forge Commemoration and annual church service; the Independence Day luncheon; and the Saratoga-Yorktown Anniversaries dinner dance.

When Chairman Frick had concluded, President Lloyd called the Board’s attention to the expense line for the Triennial. The Triennial meeting of the General Society will take place from Thursday, 20 September through Sunday, 24 September 2000 in New Orleans, Louisiana. He noted that it is his intention, in partnership with the officers of the Color Guard, to make available to all members of the Board, a subsidy sufficient to cover registration fees, round-trip air travel to and from New Orleans, and hotel accommodations for the days the Triennial is in session. He strongly encourages all members of the Board to attend the Triennial, both because the Pennsylvania Society will host the 2003 Triennial and because the Pennsylvania Society is better served by Officers and Managers who are well informed on the mission and activities of the General Society and the respective State Societies.

There being no other comments or questions, President Lloyd asked if there was a motion to accept the Budget Committee’s proposed FY 2000 budget and direct that it be re-submitted for final hearing at the December meeting of the Board. Vice President Johnson moved the same and his motion was duly seconded. On vote, the Board unanimously adopted the motion.

FINANCE COMMITTEE: Vice President Johnson reported that on 31 October 1999 the market value of the Society’s portfolio stood at $3,034,250.

RESOLUTIONS COMMITTEE: In the absence of Counselor Cheyney, there was no report.

AMERICAN HERITAGE COMMITTEE: Chairman Walkup reported that 150 copies of the Battle of Paoli book will be purchased distributed free of charge to libraries and historical societies throughout the Delaware Valley. Shipping costs are estimated at approximately $400.

INDEPENDENCE DAY COMMITTEE: In the absence of Chairman Byrne, President Lloyd reported that the committee had held an initial planning meeting on 3 November, when representatives of Sunoco Welcome America presented their proposal to manage Let Freedom Ring 2000. A detailed explanation of the services that would be performed for the Society is contained in the papers distributed at the beginning of the meeting. The multiple advantages of partnering with Welcome America in 2000 seem very clear to the Committee. President Lloyd invited the Officers and Managers to read over the proposal carefully and to suggest improvements and refinements on any of the items described there. Any comments, questions, and recommendations should be forwarded to the Committee by the January meeting of the Board, as that is the time when an agreement with Welcome America will be finalized.

NEW CITIZENS’ RECEPTION: In the absence of Chairman Hoyt, there was no report.

SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: Chairman Morgan reported the Musket Ball had been held on Saturday evening, 23 October, at the Philadelphia Country Club and that it had been a delightful success. The Committee’s decision to provide music by The Moonlighters appeared well received, as many members and guests took their turn on the dance floor. While there were some who felt that the band should have played later into the night, Mr. Morgan believes that the change in music is off to a good start. He noted that he hopes next year to accommodate the wishes of those who asked for later entertainment.

Mr. Morgan also noted that the Committee will convene on its regular follow-up meeting this coming Monday, 15 November 1999 at the Marriott Hotel in Conshohocken at 4:00 p.m. He invited all interested Officers and Managers to attend and offer their comments and suggestions for improving next year’s event.

Among the improvements Mr. Morgan will seek in 2000 are greater participation by the Lancaster Chapter; better coordination with the calendars of other societies when scheduling the event (so as to avoid the conflict in dates that occurred this year); and better attendance by the press, as there was little publicity in the local papers this year.

SPECIAL PROJECTS: In the absence of Historian Groff, there was no report.

VALLEY FORGE COMMEMORATION: Chairman George Wood reported that the Committee has secured Old St. David’s Episcopal Church for the annual church service set the date and time for Sunday afternoon, 30 April 2000 at 5:00 p.m. The Rector at St. David’s is delighted to host the Society. The reception will be held at Waynesborough, the historic house museum of the Philadelphia Society for the Preservation of Landmarks (not the country club), at 2049 Waynesborough Road in Paoli. Museum guides will offer tours of the house during the reception and Society members and their families will also be free to spread out over the museum grounds and gardens.

President Lloyd suggested to Chairman Wood that he contact Historian Groff to identify the museum objects the Society has on exhibit at Waynesborough. The Society has recently restored and placed on exhibit Anthony Wayne’s officer’s sash and has made other contributions to Waynesborough over the years. The Society’s close ties to Waynesborough should be included in the invitation to the Valley Forge Commemoration and annual church service.

WASHINGTON’S BIRTHDAY PARTY COMMITTEE: Chairman Morris reported that he has confirmed the Society’s reservation of the Union League for 19 February 2000 and has engaged Jack Keller to provide music for the event. The Union League has raised its charges, but friendly negotiations resulted in pricing similar to last year’s event. Mr. Morris reiterated his previous invitation for suggestions on a guest speaker. He will continue his search to invite someone who will draw members and offer a brief, entertaining, and interesting talk.

YOUNGER MEMBERS: Chairman Bowden regretted for today’s meeting. The Executive Secretary advised that the Committee has planned a candlelight Christmas party and cocktail celebration with the Colonial Dames of America, to be held at Lemon Hill Mansion on Sunday, 19 December from 4:30 to 7:00 p.m.

THE COLOR GUARD: In the absence of Captain Salisbury, there was no report.

MEMBERSHIP COMMITTEE: In the absence of Chairman Harvard Wood, President Lloyd called the Board’s attention to the Committee’s report on applications in process. In particular he noted candidacies more than a year old. He encouraged the Officers and Managers to contact the candidates, their proposers and seconders in order to expedite the admission to membership procedure. After discussion, individual Board members agreed to follow up personally with all but four candidates. In those cases, President Lloyd asked the Executive Secretary to follow up.

NEWSLETTER: President Lloyd noted that the newsletter was on his desk awaiting final edits and apologized to the Board for his tardiness.

OPERATIONS COMMITTEE: Vice President Burke stated he had no report.

TECHNOLOGY INITIATIVE: Vice President Lewis reported that he is in the process of developing a search engine for the updated historical member and ancestor rosters on the Society’s web site. President Lloyd commended Vice President Lewis for the tremendous amount of time and expertise he has invested in creating and expanding the Society’s successful web site.

Chairman Lewis also noted that the materials provided by Sunoco Welcome America make it possible for the Society to link its web site to that of Welcome America’s Birthday Celebration for 2000. President Lloyd will speak to the appropriate party at Welcome America in an effort to make this linkage reciprocal.

REPORT OF LANCASTER COUNTY CHAPTER: Regent Moore reported first that the Lancaster County Chapter celebrated its annual Capital Day event with a luncheon meeting attended by both the current and past mayors of Lancaster. He was pleased to report that the luncheon was well attended and enjoyed coverage from local newspapers and television.

He reported second that final arrangements have been made with libraries and schools in Lancaster and York counties for the distribution of National Constitution Center booklets, containing the Declaration of Independence and the United States Constitution. The Lancaster County Chapter will also distribute printed materials on history of the Revolutionary War in Lancaster and York counties, on the history of the Lancaster County Chapter of the Sons of the Revolution, and on membership in Sons of the Revolution. President Lloyd asked Regent Moore to bring to the December meeting of the Board several complete packets of the materials the Chapter is distributing.

President Lloyd commended the Lancaster Chapter on its commitment to public programs. He noted that broad public education and historic preservation were precisely the type of activities envisioned for the Sons of the Revolution by its founders. President Lloyd asked Regent Moore to convey his comments and compliments to the members of the Executive Committee of the Lancaster County Chapter.

REPRESENTATIVE TO THE GENERAL SOCIETY: Vice President Johnson reported that the General Society held its annual Board of Managers meeting at Southern Pines, North Carolina on October 15, 16, and 17. He and President Lloyd attended, as Representative from the Pennsylvania Society and member of the Executive Committee respectively. Pennsylvania Society President Emeritus D. Weston Darby, Jr. attended and reported as chairman of the General Society’s ad hoc Committee on Constitution and Bylaw Review. Pennsylvania Society President Emeritus Joseph Louis Loughran and Past Captain of the Color Guard James Thorington, II were also in attendance, both having previously served as General President of the General Society. The North Carolina Society organized the meeting and its members hosted an informal dinner on Friday evening, a formal dinner on Saturday, a church service on Sunday morning, and a farewell sherry hour on Sunday afternoon. The General Society officers held an Executive Committee meeting on Friday afternoon. Representatives of fifteen state societies attended morning and afternoon sessions of the Board of Managers meeting on Saturday.

The General Society took several important actions. It heard and approved a proposal from the Executive Committee to launch both annual and capital fund raising campaigns. A $25,000 goal was established for the initial annual giving campaign and it is already fully subscribed. Funds raised through the annual giving campaign will be used to defray the General Society’s operating expenses. A $1,000,000 goal was established for the capital endowment of the General Society. The General Society’s portfolio currently stands at about $775,000. General President Etter has personally pledged a challenge gift of $100,000 to match, on a one-for-one basis, all capital gifts up to that amount. If the several state societies and individual members meet his challenge, the General Society’s portfolio will approach very closely the $1 million goal. If the General Society should be successful in raising these funds, it will finally enjoy a solid financial base for its activities and growth.

The Board of Managers also adopted the recommendation of the Executive Committee that the General Society retain the services of professional historian John D. Kilbourne to prepare a comprehensive history of the Sons of the Revolution, to cover the entire 125-year history of the Society. It will be the General Society’s first institutional history and will be completed and published by the Triennial in September 2000. Each state society will be responsible for its own brief history of 1,000 to 1,250 words. Each state society will also be asked to publish a list of its presidents. The brief history of the state societies is due in Mr. Kilbourne’s hands by 15 February 2000.

The Board of Managers also heard a report from General Society WebMaster Reid Gryder, who reviewed the progress in building the General Society’s web site at www.sr1776.org.

As noted in President Lloyd’s report, the Triennial meeting of the General Society will take place in New Orleans, Louisiana, beginning on Thursday, 20 September and concluding on Sunday, 24 September 2000. In accordance with the resolution adopted by the Board at its October meeting, President Lloyd has informed the Louisiana Society that the Pennsylvania Society will host the Friday evening reception at the Triennial and will contract directly with the caterer. Mr. Johnson was pleased to report that the Color Guard has agreed to match the Society’s funding of this event. The Color Guard’s generosity will enable the Pennsylvania Society to offer a very fine event at the Triennial.

The General Society’s Board of Managers meeting in the year 2001 will take place in Princeton, New Jersey, beginning on Friday, 12 October and continuing through Sunday, 14 October.

In response to the appeal of the General Society’s fund raising campaigns, Mr. Johnson noted that President Lloyd has proposed that the Pennsylvania Society and its Color Guard donate the sum of $25,000 to the General Society. In making this gift, the Society would designate the use of the funds for the publication costs of the General Society history. In accordance with President Lloyd’s proposal, Mr. Johnson moved that the Board approve an unbudgeted expense in the amount of $12,500, to be accrued and paid out before 31 December 1999. He clarified the intent of the motion by stating that if the Board should approve it, the gift will be expensed against this year’s activities. The motion was duly seconded and President Lloyd asked for comments or questions. Treasurer Ward asked if this contribution was intended to be in addition to a contribution to the General Society’s capital endowment fund or if it was to be made in lieu of such a contribution. Mr. Johnson noted that this gift was intended for a one-time-only special project, which is in keeping with the Society’s past practice. He noted further that the Society does not generally fund operations or ongoing programs, which would be the effect of the gift if it was designated for the capital fund. There being no further discussion, President Lloyd called for a vote on the motion and it was unanimously adopted. President Lloyd thanked the Board and stated that he had discussed this gift with Captain Salisbury, who had indicated his support of a matching gift by the Color Guard. Under standing policy, the Board will review and vote a second time on this unbudgeted item at its December meeting.

Vice President Johnson then turned the report on the General Society over to President Lloyd, who discussed in some detail his fact-finding report and recommendations on the charges and counter-charges involving the General Society and the California Society. President Lloyd divided his report into three parts: the background of the case, beginning with the conflict which first erupted in May 1996 and continuing until his appointment as fact finder in September 1998; the actions he took as fact finder, including the effort to ensure a fair and impartial hearing for all concerned parties and the result of his visit in California in January of this year; and concluding with his recommendations to General President Etter and the Executive Committee of the General Society. President Lloyd concluded that the General Society had no substantive complaint with the California Society, that no further discussion of this matter will benefit either the California Society or General Society, and that his report be accepted and filed by the Executive Committee and the entire matter be closed without further unpleasantness. His report was accepted by the Executive Committee without dissent and subsequently unanimously adopted by the Board of Managers. President Lloyd distributed copies of his report to the Officers and Managers present and a copy is attached to these minutes.

OLD BUSINESS: Vice President Di Stefano asked for a status report on both the 1998 and 1999 Proceedings. President Lloyd replied that he is handling both issues for upcoming publication.

NEW BUSINESS: President Lloyd asked the Board if it was prepared to consider the adoption of the minutes of the October meeting. He noted that they had been distributed at the beginning of the meeting. Upon motion made and duly seconded, the Board voted to adopt the minutes as published.

There being no further business to come before the Board, President Lloyd asked Chaplain Proctor to close the meeting with prayer. The meeting was adjourned at 6:00 p.m.

Respectfully submitted,

Theodore Clattenburg, Jr.

Secretary

Attachments