Pennsylvania Society of Sons of the Revolution

Minutes of the Board of Managers Meeting

9 December 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. Clattenburg, Di Stefano, Fenstermacher, FitzGerald, Frick, Gordon, Graham, Gresh, Groff, Hoyt, Johnson, Lloyd, Loughran, Moore, Proctor, Van Gulick, and Ward.

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 November meeting; the Treasurer’s year-to-date profit and loss budget comparison for the period ending 30 November 1999, the Registrar’s necrology report; the Budget Committee’s proposed budget for Fiscal Year 2000; and the Membership Committee’s report on applications in process. In addition the packet included short lists of members in four categories: the 37 current members who had not paid their 1999 dues as of 1 December; those men who had been disenrolled for non-payment of dues in 1997 and 1998; and the 21 Life and two annual members for whom the Society had no current mailing addresses.

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

SECRETARY'S REPORT: Secretary Clattenburg reported that regrets had been received from Messrs. Bowden, Burke, Byrne, Cheyney, Lewis, Lincoln, Morgan, Morris, Salisbury, Walkup, G.S. Wood, and H.C. Wood.

The current membership of the Society, as of 30 November 1999 stands at 1,082 active members. This number includes 21 Life Members and two regular members 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.

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 Secretary’s report.

TREASURER'S REPORT: Treasurer Ward distributed copies of his Profit and Loss Budget Comparison reports for the period 1 January through 30 November 1999. He thanked the officers and managers for keeping expenditures under budget and stated that the Society’s finances continue to show positive trends. He asked the Board to direct its attention to the Public Programs portion of the reports and noted that the final accounting for this year’s Let Freedom Ring event showed that the program had been concluded 4.5% under budget. He thanked President Lloyd for successfully managing the Let Freedom Ring budget, as that program had typically run over budget in the past. He noted also that the Independence Day luncheon and the Saratoga-Yorktown Anniversaries dinner dance had both been concluded slightly under budget. Treasurer Ward was very pleased to note that for 1999 year-to-date, only two Board committees have exceeded their budget.

He also advised the Board that the 1998 audit has been completed and the Society’s independent auditors, Zelenkofske & Axelrod, have issued their final report. It shows the finances of the Society, its Color Guard, and its Lancaster County Chapter are reported fairly and in accordance with sound accounting procedures, in short, that they are in good order. The independent auditors disagree only with the Society’s practice of carrying its historical collections at market value rather than at original purchase price.

There being no comments or questions, 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: Registrar Fitzgerald stated that it was his unhappy duty to report that in the period since the November meeting of the Board of Managers the deaths of five members of the Society had been reported to the office of the Society: Ward Stephenson Curtiss, Sr. of West Chester, Pennsylvania (PA Soc. #3302, elected 13 May 1937); Robert LeConte Halberstadt of Philadelphia (PA Soc. #4538, elected 19 January 1962); William Douglas Hood of Honey Brook (PA Soc. #3426, elected 9 February 1939); Dean Leete Keefer of Wayne (PA Soc. #5253, elected 16 October 1976); and Johann Andreas Peter Strassburger of Gwynedd Valley (PA Soc. #3796, elected 8 November 1945).

President Lloyd noted that many members of the Board knew Mr. Halberstadt, who had served the Society as both a Manager and for a single year, as Vice President. The President also recalled Mr. Curtiss as an active and loyal member who attended many events, despite being bound to a wheelchair. In addition to Mr. Curtiss, Mr. Hood and Mr. Strassburger were 50-year members of the Society.

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

HISTORIAN’S REPORT: Historian Groff began his report by noting that his schedule required that he leave the meeting early and that he would therefore combine his Historian’s report with that of the Special Projects Committee. The Valley Forge Historical Society has recently submitted a request for financial support to the Special Projects Committee. Acting through its re-grant Heritage Improvement Program at the Preservation Alliance for Greater Philadelphia, the Pew Charitable Trusts has awarded a $15,000 grant to the Valley Forge Historical Society (VFHS) conditional upon the VFHS obtaining a full, dollar-for-dollar match. The funds offered to the VFHS are designated for planning the design of storage and exhibitions for a new museum, and to deaccession artifacts not related to the mission of the VFHS. PSSR funds would be used to inventory the VFHS collection of museum objects with the specific purpose of identifying those museum objects related to the Revolutionary War, General George Washington, and the encampment at Valley Forge. These objects would then be retained, integrated into a thematic collection, and exhibited. This collections management project will be one of the building blocks in the $48-million campaign to establish a new VFHS museum within the bounds of the Valley Forge National Historical Park. The Commonwealth of Pennsylvania has tentatively committed $10 million towards the museum construction project and an individual donor has pledged $1 million in addition. The VFHS is creating a very exciting educational package on the history of the American Revolution, but needs first to gain comprehensive intellectual control over its historical collections.

Historian Groff stated that the Special Projects Committee intends to respond favorably and disburse $5,000 early in FY 2000. In keeping with the Society’s traditional aim in special projects giving, the funds committed to this project should serve as "seed" money for a program that its backer hope will grow to very large dimensions. The Historian asked that if any member of the Board has comments or questions of the Committee’s intended disbursement he should speak up before the end of January.

PRESIDENT’S REPORT: President Lloyd reported on four points:

a) He spent a portion of his day on Tuesday, 16 November touring the new National Liberty Museum at 321 Chestnut Street and responding to that institution’s request for funding. The National Liberty Museum occupies the former building of the Philadelphia Maritime Museum (which has moved to Walnut Street and the Delaware water front and is now known as the Independence Seaport Museum). The Liberty Museum is renovating the entire building and installing new exhibition halls. The Liberty Museum’s Vice President for Development, Marcia Bronstein, gave President Lloyd a guided tour through the exhibition areas.

The exhibits of the Liberty Museum will focus on the issues of bigotry and violence that have dominated much of America’s social and political discussion over the last half century. In delivering its message on the extraordinary suffering these ills have imposed on human kind, the museum will focus almost exclusively on the 20^th century. While the museum’s subtitle is "America’s Home for Heroes", there was not a single hero on display from the 18^th century, no signers of the Declaration of Independence, no Revolution War heroes and none from the early national era. As presently conceived and focused, therefore, it seems that the mission and programs of the National Liberty Museum do not overlap with those of the Sons of the Revolution. President Lloyd explained this to Ms. Bronstein and she agreed that the mission of the Liberty Museum, as presently constituted, is substantially different from the programs that the Society supports.

b) President Lloyd has written a "Foreword" to Thomas J. McGuire’s book The Battle of Paoli and distributed copies to the Board. The Foreword is dated January 2000 because the book will be published in the year 2000. The President noted that it is his intention that the Foreword speak well of Society’s charter purposes and the decades of work invested in fulfilling those purposes. He asked that the Officers and Managers share with him any comments, questions, or criticisms they may have, as he will be offered an opportunity in late January or early February to correct page proofs of the essay. He noted, finally, that in the last paragraph of the Foreword, he has thanked, by name, five individual members of the Society and its Color Guard who he believes were principally responsible for bringing this public program to a successful conclusion. He asked that if any Officer or Manager thought still another name or names should appear, that suggestion should be relayed as soon as possible. A copy of the Foreword is attached to these minutes.

c) President Lloyd reported that he has virtually concluded his work on the Proceedings. Likewise, final edits to the "Newsletter" are complete and it will be at the printer shortly. He expressed his appreciation to the Board for its patience on these two projects and noted his confidence that the members will be pleased with the results.

d) President Lloyd concluded by noting that he is preparing a draft of a 1500-word brief history of this Society for inclusion in the General Society’s centennial history. He hopes to be able to distribute that draft for comment at the January meeting of the Board of Managers. The General Society has imposed a deadline of 15 February on the submission of all state society histories. As noted in the minutes of the November meeting, the General Society’s centennial history will be published and available for distribution at the triennial meeting in New Orleans.

ADMISSIONS COMMITTEE: Vice President Di Stefano reported that the Committee had not met in period since the November meeting of the Board. Candidates for membership do continue, however, to submit completed applications to the office and the Society’s verifying genealogist is scheduled to spend a day in Philadelphia in early January reviewing and approving both regular and supplemental applications. The next meeting of the Committee is scheduled for early February. Chairman Di Stefano noted that his goal is to hold the roll of members at or above its current count of 1,103.

BUDGET COMMITTEE: Vice President Frick began his report by noting that he was presenting the Society’s Fiscal Year 2000 for a second reading and adoption. He noted that two significant expenditures voted by the Board -- $12,500 in support of the General Society and $7,000 for publishing the Pennsylvania Society’s Proceedings — would both take place in Fiscal Year 1999 and are therefore not reflected in the proposed Fiscal Year 2000 budget.

The proposed Fiscal Year 2000 budget projects total income of $260,700 and total expenditures of an equal amount. This includes $45,500 budgeted for public programs and $20,000 for Triennial-related expenditures. The public programs budget has increased more than 50% over the past three years and the Triennial-related budget will permit the Society and its Color Guard to send all Officers and Managers (and their wives) to New Orleans in September for the General Society’s Triennial Meeting. Under the Society’s practice of total return budgeting, a 3.8% spending rate will enable total income to match total expenditures for the coming year. This rate compares with actual spending rates of 0.4% in FY 1996; 4.8% in FY 1997; 1.5% in FY 1998; and an estimated spending rate of 3.1% for the current year, FY 1999. Chairman Frick pointed out that as a Triennial year, 2000 should be compared to the most recent Triennial year, 1997. When that comparison is made it may be seen that the proposed spending rate for FY 2000 is conservative by the standards of total return budgeting and very conservative in view of the Triennial expenses the Society will incur.

Chairman Frick reported further that he has developed the proposed FY 2000 budget in conjunction with the Finance Committee. Over a period of several years the Finance Committee has given much consideration to the long-term preservation of the Society’s endowment and principal funds. The Committee has periodically issued an updated report on the growth rate the portfolio must sustain in order to make the Society financially independent by 2022, the year when the substantial income provided by the Rorer Trust is scheduled to end. At the present time the Finance Committee projections assume an annual spending rate of 5% and a continuing inflation rate of 2.5%. Under those conditions the Society must achieve only a 6.5% total annual return in order to reach its long-term goal.

Chairman Frick reported further that late in 1998 the Commonwealth of Pennsylvania adopted a new law that codified the use of total return and allowed non-profits to define income as a percentage of their assets. The statute requires that non-profits must select a percentage between 2 and 7 percent of the value of the assets as determined by the calculation of the average fiscal-year-end value of the institutional portfolio in three or more preceding years. The law requires further that non-profits formally select the percentage to be budgeted in each fiscal year. The directors or trustees of the non-profit must make a determination that the percentage selected is consistent with the long-term preservation of the real value of the assets of the organization.

Chairman Frick then asked the Board to adopt a resolution approving a 3.8% budgeted spending rate for FY 2000 and to declare that this rate is consistent with the long-term preservation of the real value of the assets of the Society. Vice President Johnson moved the same. President Emeritus Loughran seconded the motion and on vote, it carried unanimously.

President Lloyd asked if there were any other comments or questions. Hearing none, he asked for a motion to adopt the proposed FY 2000 budget. Vice President Johnson moved the same. Treasurer Ward seconded the motion and on vote, it carried unanimously.

FINANCE COMMITTEE: Vice President Johnson reported that the market value of the Society’s portfolio of endowment and principal funds stood at $3,143,023.50 on 30 November.

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

AMERICAN HERITAGE COMMITTEE: In the absence of Chairman Walkup, there was no report. President Lloyd noted that at the November meeting the Board received materials outlining the Society’s plans for Let Freedom Ring in partnership with Sunoco Welcome America for the year 2000. He invited the members to make their suggestions, comments or criticisms before the January board meeting when the plans will be finalized and the project will move forward.

INDEPENDENCE DAY COMMITTEE: In the absence of Chairman Byrne, there was no report.

NEW CITIZENS’ RECEPTION: Chairman Hoyt stated he had no report.

SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: In the absence of Chairman Morgan, President Lloyd read his brief written report. The Committee has reserved two dates at the Philadelphia Country Club for next year’s event: Saturday evening, 21 October and Saturday evening, 28 October. Another party has placed a hold on both dates and the Society accept the date not chosen.

SPECIAL PROJECTS: Historian Groff noted that he presented the report of the Special Projects Committee earlier in the meeting, under his report as Historian.

VALLEY FORGE COMMEMORATION: In the absence of Chairman George Wood, there was no report. President Lloyd noted that the reception will be held at "Waynesborough," the Wayne family homestead near Paoli. At successive intervals over the past twenty years, the Society has assisted in the purchase, restoration, and furnishing of this historic house museum. President Lloyd asked Historian Groff to prepare a brief account of the Society’s support of public programs at Waynesborough and to identify the museum objects on exhibit there which the Society has purchased, loaned or restored. The Historian’s account (or some abstract of it) should be incorporated in a special section in the invitation to the Valley Forge Commemoration. The Historian’s full report will be printed and made available for use by those in attendance to identify those objects that have connections to our Society. In response to a question, the President noted further that the Society’s members and their guests will be accorded full access to the house and grounds and that trained guides of the Philadelphia Society for the Preservation of Landmarks will offer informative tours of the house.

WASHINGTON’S BIRTHDAY PARTY COMMITTEE: In the absence of Chairman Morris, there was no report.

YOUNGER MEMBERS: In the absence of Chairman Bowden, President Lloyd read his brief, written report. The Younger Members Committee has extended an invitation to all members of the Board of Managers to attend the Candlelight Christmas Party 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 read his brief, written report and distributed three tables documenting different aspects of the Committee’s work. The first table contained information on the progress of each candidate for membership. President Lloyd asked that the Officers and Managers present to review the table in order to identify candidates whose application for membership they may personally assist in expediting. He noted that particular attention should be paid to those applications that are more than one year old.

The second table contained information on the 43 members of the Society who have not paid their 1999 dues. President Lloyd noted that the table provided telephone numbers for each delinquent member, thereby facilitating contacts from all Officers and Managers. He noted that there were 17 Officers and Managers present, which, by simple division, meant that all delinquent members could be contacted if each Board member would agree to be responsible for contacting just three individuals.

The Executive Secretary has drafted a letter for signature by Treasurer Ward informing the 43 delinquent members that this was a third and final notice and that payment must be received in the office of the Society no later than 13 January 2000, the day of the January meeting of the Board. Failure to submit payment by that date will result in disenrollment. The letter will be mailed on Monday, 13 December. Any Board member who receives a positive response to a personal appeal for payment may call the office anytime before the close of business on 13 December and prevent the mailing of the final notice.

Upon motion made and duly seconded, the Board of Managers voted unanimously to disenroll, effective 31 December 1999, any member whose 1999 dues have not been received in the office of the Society by 13 January 2000.

The third table contained information on the 74 members of the Society disenrolled at the conclusion of 1997 and 1998. 58 members who had failed to pay their annual dues were dropped at the close of 1997. This number was unusually high because the Board had decided not to disenroll any members at the end of any of the preceding three years. 16 members were dropped at the close of 1998. Chairman Wood’s report recommended that these 74 individuals be invited to reactivate their membership as a Millennium 2000 membership recruiting drive. These former members would be required to make two annual dues payments: the first payment equivalent to the dues of the final year of their former membership (which they failed to pay and which failure resulted in their disenrollment) and the second payment to cover the current year dues. After both payments have been received, the Board would consider the former member for reinstatement to membership. President Lloyd asked the Officers and Managers present if there was any reason why he should not advise Mr. Wood to send a letter to the last known mailing address of these former members, inviting them to apply for reinstatement to membership on these terms.

Treasurer Ward stated that he was in general agreement with the proposal, but cautioned that the birth years of several of the former members suggested that they are either deceased or very elderly. He urged careful review of available records in order to avoid the embarrassment of sending an invitation for reinstatement to a person now deceased or disabled. Registrar FitzGerald observed that the effort to reinstate former members may not be warranted. All had received at least three and possible more appeals for payment of their back dues and their failure to make payment strongly suggests that they have no continuing interest in the Society. President Lloyd suggested that Messrs. Ward and FitzGerald call Chairman Wood and advise him of their views. He encouraged other Board members to do likewise.

NEWSLETTER: President Lloyd noted that he had reported on the status of the Newsletter earlier in the meeting, under his President’s report.

OPERATIONS COMMITTEE: In the absence of Vice President Burke, there was no report.

TECHNOLOGY INITIATIVE: In the absence of Vice President Lewis, President Lloyd read his written report. Committee member Murray Gordon has registered the Society’s web site with several web search engines and the result has been a huge increase in the number of viewers visiting the site. The Society’s web site received more than 15,000 "hits" in October and nearly 32,000 hits in November. The average viewer spends 8 minutes and 38 seconds at our site and reads 7.2 pages while he or she is online. As it was in October, the on-line Centennial Register is the most popular section of our site. President Lloyd complimented Vice President Lewis and Manager Gordon for their excellent work.

Chairman Lewis also reported that the major new addition to the web site in the past month was the catalog of descriptions and illustrations of the flags in the custody of the Color Guard. Color photographs of all the flags are in production and the viewer taken directly to the catalog from a "hot link" in "What’s New" section of the home page.

Chairman Lewis reported further that it may not be necessary for the Society to post its Federal 990 tax form to its web site, as it has been discovered that Philanthropic Research, Inc., a 501(c)(3) public charity, has produced the Guidestar web site at www.guidestar.org and is in the process of posting the 990 tax forms of all 620,000 nonprofits in the entire United States. Philanthropic Research, Inc. is located in Williamsburg, Virginia and appears to be well connected in the world of charitable giving. Its operations are supported by The Philanthropic Collaborative, The Claude and Louise Rosenberg Foundation, The Evelyn and Walter Haas, Jr. Foundation, The Rockefeller Brothers Fund, The Andrew Mellon Foundation, the W.K. Kellogg Foundation, and others. When the existence of the Guidestar web site became known, Mr. Lewis discovered that a summary of the Society’s 990 tax filing for 1996 is posted on the web. It does not include detailed financial information or images of the pages of the form itself. Mr. Lewis continues to explore the possibility of posting the Society’s 990 form at the Society’s own web site.

Chairman Lewis reported lastly that he is exploring the feasibility of offering the Society’s merchandise for sale on the web with credit card payment options. When that enhancement has been tested, introduced, and proven, he will determine the feasibility of subscribing to Society events by web-based payments. A member desiring to attend the George Washington Birthday dinner dance or any other Society event will simply key his name, credit card number and expiration date, and number of subscriptions into an interactive screen and the web site will generate "e-tickets," reserving the desired seat (or seats) at the event.

REPORT OF LANCASTER COUNTY CHAPTER: Regent Moore reported that the Lancaster County Chapter has been engaged in a concerted educational effort in the Lancaster and York county communities, distributing a comprehensive packet of historical publications to students in private and public schools alike. These publications include the vest-pocket pamphlet published by the Society and the National Constitution Center entitled "The Constitution of the United States and the Declaration of Independence;" an historical sketch of Lancaster County; a booklet on Lancaster in the Revolutionary War; sample copies of the General Society’s "Flintlock and Powder Horn" magazines; pocket cards containing the Pledge of Allegiance and an "American Creed;" and a booklet containing a "Flag Code." An inventory of these published is attached to these minutes.

President Lloyd congratulated Regent Moore for assembling a magnificent example of educational historical literature and for successfully promoting the type of educational outreach activity the Society values highly. He asked the Regent to keep the Board posted on the responses the Lancaster County Chapter receives in the months to come from students, families, and schools throughout Lancaster and York counties.

REPRESENTATIVE TO THE GENERAL SOCIETY: Vice President Johnson reported that General President Etter has appointed a successor to James Goddard MacBride, the late Assistant General Secretary. He is John S. Kerns, Jr. of Maryland, a past President of that State Society, who served as chairman of the local arrangements committee for the General Society’s 1997 Triennial Meeting in Annapolis.

OLD BUSINESS: Vice President Johnson introduced an item of Old Business by noting that he was presenting it for a second reading and adoption. At its November meeting the Board unanimously voted to support the publication of a formal history of the General Society by contributing $12,500 in Society funds towards defraying the manufacturing costs of printing and binding. President Lloyd reported that Captain Salisbury had informed him that the Color Guard would match the Society’s contribution. Vice President Johnson therefore moved that the Pennsylvania Society of Sons of the Revolution and its Color Guard contribute a total of $25,000 to the General Society of Sons of the Revolution, such funds to be designated for the manufacturing costs of printing and binding the General Society’s institutional history. It was further understood that the $12,500 in Society funds would be accrued and paid prior to 31 December 1999, that is, in Fiscal Year 1999.

The motion was duly seconded and President Lloyd called for any discussion. Vice President Frick asked if there were any other State Societies contributing to the General Society’s institutional history project. President Lloyd replied that the Pennsylvania Society and its Color Guard is the sole sponsor of the publication and that we would be so acknowledged either on the frontispiece of the volume or the title page itself.

There being no further questions or comments, President Lloyd called the question. On vote, the motion carried unanimously.

NEW BUSINESS: President Lloyd brought to the attention of the Board an inquiry from Manager Morgan concerning transportation to and from New Orleans and hotel accommodations at the Triennial Meeting in September 2000. He noted that he is consulting on this subject with Vice President Lewis, who is making travel arrangements for the Color Guard. The Color Guard has yet to finalize its arrangements and the Society could not make any commitments until its budget for Fiscal Year 2000 was approved. These matters should be settled by the time of the January meeting of the Board of Managers and an announcement made at that time.

President Lloyd asked the Board if it was prepared to consider the adoption of the minutes of the November 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 the Chaplain to lead the members in prayer. Prayer being concluded, the President adjourned the meeting at 6:00 p.m.

Respectfully submitted,

Theodore Clattenburg, Jr.

Secretary