PENNSYLVANIA SOCIETY OF SONS OF THE REVOLUTION

Board of Managers Meeting

14 January 1999

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

PRESENT: Messrs. Byrne, Cheyney, Clattenburg, Di Stefano, Ermine, Lloyd, Marvin, Morgan, Morris, Shirk, Ward, and G. Wood.

READING OF THE MINUTES: President Lloyd noted that the Executive Secretary was distributing Minutes of the Board of Managers meetings for both November and December and that all present should have copies at their seats. He also noted that the headers on both sets of Minutes required correction with regard to the dates of the respective meetings. President Lloyd asked for any additional comments, questions or criticisms. It was agreed that the Board would review the minutes during the course of the meeting and consider voting upon them under Old Business.

SECRETARY'S REPORT: Secretary Clattenburg reported that regrets had been received from Messrs. Burke, Davy, FitzGerald, Frick, Graham, Groff, Hoyt, Johnson, Lewis, Truscott, Van Gulick, Walkup, and H. Wood.

The membership of the Society, as of 1 January 1999, stands at 1,071 active members; twelve Life Members and two regular, annual members for whom the Society has no current address; and 19 Junior Life members, for a total of 1,104.

The Secretary further reported that in the period since the December meeting of the Board of Managers, there have been no resignations or requests for reinstatement or transfer to Old Guard Status.

President Lloyd asked if there were any comments or questions on the report of Secretary Clattenburg. Hearing none, he asked for a motion to adopt the report. A motion by Counselor Cheyney was duly seconded, and on vote, carried unanimously.

TREASURER'S REPORT: Treasurer Ward distributed copies of his Profit and Loss Budget Comparison report for the period ending 31 December 1998. He noted that while this was not an audited report, he expressed pleasure in announcing the continued excellent financial picture for the Society. The Society's total income for the fiscal year was $217,425, against a budgeted amount of $211,200, showing strong revenue streams in every budgeted category. Total expenditures for the year were $206,735, against a budgeted amount of $216,900, demonstrating strong fiscal controls over spending. The Treasurer noted that these totals are slightly different from the amounts indicated on the report due to the accountant's adjusting entries in the designated funds accounts. The Treasurer was pleased to report that expenditures were not only less than budget, but also included some extraordinary items such as support for the re-enactment of the Battle of Germantown, an additional New Citizens' Reception, unanticipated accounting fees, and two months rent from 1997 that fell into 1998. In addition, he noted that during 1998 none of the impressive capital gains of the investment portfolio were transferred to the operating fund under the Society's total return policy. The operating fund received only dividends and interest from the portfolio, in the amount of $27,407.54. The Society's spending rate under the total return policy was therefore lower than in any other year in recent memory.

Treasurer Ward stated that this is the first time in recent memory that the Society's total expenses had fallen below total income. Such stewardship of the Society's resources has had a significant, positive impact on the Society's portfolio and is a sound financial management practice for the future. In 1998 the Society's investment portfolio grew from $1,980,000 to $2,410,000, an increase of 21.8%. The Treasurer thanked all Officers and Managers for their continued hard work to manage the Society's affairs within the budget established by the Board. Doing so gives him the opportunity to present such a strong year-end financial report.

President Lloyd asked if there were any comments or questions on the report of Treasurer Ward. Hearing none, he asked for a motion to accept the report, subject to audit. Such a motion was made and duly seconded. On vote, the motion carried unanimously.

REGISTRAR'S REPORT: In the absence of Registrar Fitzgerald, Secretary Clattenburg reported that in the period since the December meeting of the Board of Managers, the Society's membership roll had not decreased in number due to death.

HISTORIAN'S REPORT: In the absence of Historian Groff, President Lloyd reported that an appraisal of the Society's historical collections is under way. Mr. Groff expects to have an updated report at the next meeting of the Board.

PRESIDENT'S REPORT: President Lloyd reported that at year's end he made a contribution of $1,000 from the President's Discretionary Fund to the Friends of Benjamin Franklin House in London. This gift is consistent with the Society's previous support of the restoration of the Benjamin Franklin House. More than a decade ago the Society and the Color Guard jointly made a major contribution to this project. At this time the Society is signaling its continuing support, but will not be a large benefactor. The President stated that the restoration of Benjamin Franklin House is a worthy project, but has not had a significant, educational impact for Pennsylvanians interested in the American Revolution. He noted also that while Franklin made this house his residence for many years in the late Colonial period, he returned to Philadelphia in 1775 and did not live again in London.

President Lloyd announced that he is scheduled to fly to California on 28 January to meet with the officers, directors, and members of the California Society and to participate in that Society's Annual Meeting. President Lloyd will then return to Philadelphia and issue a report on his fact-finding to the Executive Committee of the General Society.

During the past four to six weeks President Lloyd has devoted a large number of hours to developing the Society's web site. In particular, he has created a "virtual" tour of Revolutionary War historical sites in the Delaware Valley. He did so by using a guide book to the organizations joined in the Council of American Revolutionary Sites (CARS), an association of approximately 35 different historic house museums and public historic sites that celebrate the history of the Revolution. President Lloyd wrote a brief narrative of the progress of the War in 1776, 1777, and 1778 and directed the viewer to CARS sites by creating HTML hot links to those organizations which maintain web sites. He found that almost all CARS organizations have established a presence on the World Wide Web. A number of the CARS web sites are quite impressive. Professional web designers have created many, while other organizations have done the work with in-house talent. It is clear that a significant presence on the World Wide Web is widely believed as essential to good public programming. President Lloyd continues to urge that the Sons do all that it can to make its presence as strong as possible.

President Lloyd stated that this experience only confirms and strengthens his belief that in terms of communication and information, our culture is headed quickly towards the World Wide Web. He explained that he has written a brief narrative of the first two years of the Revolutionary War. It begins with the Declaration of Independence at Independence Hall and the arrival of General Howe in New York Harbor in July 1776, just a few days after the public announcement of the Declaration. His account then moves through the battle of Long Island, the Battle of Harlem Heights, the Battle of White Plains, and south through New Jersey, as the British forces routed the Americans in the fall of 1776. As Mr. Lloyd developed his narrative, he "surfed the web" and was astonished to discover that he was able to identify HTML hot links to almost one of these important historic sites. By bringing the hot links into a single narrative, he was able to assemble a "virtual" walking tour of several dozen sites, geographically distributed over an area whose longest dimension is more than one hundred miles.

Within the next month the Miller DesignWorks will release the next update of the Society's web site and it promises to be a major improvement. President Lloyd stated that there will be a "What's New" section, featuring (1) the project curator's color photographs and descriptions of the fine and decorative arts collections and memorabilia of the Society and the Color Guard; (2) the announcement of the Annual Meeting and the report of the Nominations Committee; and (3) the CARS narrative. President Lloyd also stated that he plans to make the Minutes of the Board of Managers available on the web site, under a password-protected page. The name of the Secretary of the Society will be underlined, indicated a hot link to an underlying page. Any person who clicks on this hot link will move to a page that asks for "User Name" and "Password." The user name is "Board" (with a capital B only) and the password is "Wolcott" (with a capital "W" only). Unless those two words are entered using precisely that format, no one will be able to access the index of Minutes online. In the future, the Executive Secretary will also use the Society's web site to send out meeting notices

ADMISSIONS COMMITTEE: Vice-President Di Stefano stated that the Admissions Committee had no report this month, but expected to meet again before the February meeting.

BUDGET COMMITTEE: In the absence of Vice President Frick, there was no report.

FINANCE COMMITTEE: In the absence of Vice President Johnson, Treasurer Ward reiterated the fact that through the efforts of this Committee, the investment portfolio of the Society increased approximately 21.8% in fiscal year 1998.

RESOLUTIONS COMMITTEE: Counselor Cheyney reported there were no resolutions pending.

AMERICAN HERITAGE COMMITTEE: In the absence of Chairman Walkup, President Lloyd reported that the new history of Fort Mifflin has been purchased and the only decision remaining to be made is whether the books will be mailed out by the publisher, the University of Pennsylvania Press, for $3.20 each, or by Compliance Publishing, which has handled bulk mailings for the Society in the past.

INDEPENDENCE DAY COMMITTEE: Chairman Byrne stated he had no report.

SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: Chairman Morgan re-ported that the final financial figure shows that the 1998 event was conducted $1,550 under budget. This came about from an increase in attendance, resulting in an additional $1,000 in revenue and a decrease in expense, through $500 in savings made possible by the newly acquired bulk mail permit. Planning for the 1999 program is already under way and a Committee meeting scheduled. The date of the 1999 event is set for Saturday, 23 October.

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

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

VALLEY FORGE COMMEMORATION: Chairman G. Wood reported that the annual Church Service will be held on 16 May 1999 at the Ardmore Presbyterian Church in Ardmore, Pennsylvania. The reception will be held at the Merion Cricket Club and a deposit of $500 has already reserved space at the Club. Chairman Wood believes both sites will lend themselves to a well-attended event due to location and ease of availability. Upon a preliminary review of last year's reception costs and the projected costs for this year, Chairman Wood assured the Board that costs will be contained within the limits of this year's budget. Treasurer Ward reminded Chairman Wood that the Younger Members Committee does not subsidize the subscription costs for this particular event. In view of the fact that the Younger Members Committee has a budget surplus at this time, Chairman Bowden may be asked to consider a subsidy for the children of Younger Members since the children's participation enhanced the presence of younger families, particularly at last year's Church Service.

WASHINGTON'S BIRTHDAY PARTY COMMITTEE: Chairman Morris reported that General Anthony Zinni and his family have been invited as the Society's honored guests and we have agreed to share his and the family's lodging costs with the Philadelphia-Continental Chapter of the SAR. The speaker for the evening will be Thomas J. McGuire, who will present on the Paoli Massacre.

Washington Birthday Party invitations have been approved for printing and will be mailed during the coming week. The program will contain a historical perspective from Historian Groff, no doubt with reference to 1999 as the 200th anniversary of Washington's death.

YOUNGER MEMBERS: In the absence of Chairman Bowden, there was no report.

MEMBERSHIP COMMITTEE: In the absence of Chairman H. Wood, President Lloyd noted that there are presently far fewer Junior Life members in our Society that there were 10 years above. At that time the Society had over 40 Junior Life members, but now there are only 19.

President Lloyd stated a Board member had suggested that the "100 for 2,000" campaign would receive stronger support if the Board agreed that life memberships could be paid in installments, over an extended period of time, such as twelve to eighteen months or perhaps even three years. This would allow the $900 life membership fee to be paid in two $450 installments or three $300 installments spread out over time. Counselor Cheyney has advised President Lloyd that the Board is not constrained by the Bylaws in this matter. Instead of our present one-time payment of $900, the Board could make a life membership available by payment other than a single payment, simply through the adoption of a resolution.

Vice President Di Stefano asked what category of membership would be assigned to a member who, for example, made only two payments totaling $600 and failed to complete his payments within the stipulated time frame. Mr. Di Stefano pointed out that such a member could not be expelled, nor could he be considered a life member. President Lloyd responded by suggesting that such a member would retain regular, active status and his partial life membership payments could be applied to future years' payments of annual dues. President Lloyd also stated that there are no doubt other alternatives to managing such a contingency equitably and he hoped that any resolution brought before the Board by Counselor Cheyney would address the issue of incomplete life membership payments. Finally, President Lloyd stated that he does not wish to impose the "100 for 2000" life membership campaign upon his successor as President and a campaign end date no later than 31 December 2000 should be specified in any resolution. Counselor Cheyney will review the Bylaws and draft a resolution to this effect.

NEWSLETTER COMMITTEE: In the absence of Chairman Van Gulick, the Executive Secretary stated that the Committee had made final edits in the December 1998 issue, which she will keyboard for the printer by early next week. The Newsletter will then go to press and be ready for distribution by the end of January.

OPERATIONS COMMITTEE: In the absence of Vice President Burke, the Executive Secretary stated that the Committee is obtaining pricing information from several parking garages in the area of the Union League. The Committee desires the Board to have discount coupons for parking, but the prices that have been quoted to date are exorbitant and Chairman Burke has asked the Executive Secretary to continue the search for more cost-effective parking.

TECHNOLOGY INITIATIVE: In the absence of Vice President Lewis, there was no report.

REPORT OF LANCASTER COUNTY CHAPTER: Regent Shirk introduced John Harlan Moore, a member of the Lancaster County Chapter and a guest of President Lloyd's at this meeting. Mr. Moore is expected to succeed Mr. Shirk in May as Regent of the Lancaster County Chapter. Mr. Shirk was also pleased to present the Treasurer with a check in the amount of $5,348.08. This sum includes both the return of the $5,000 advance the Board made to the Lancaster County Chapter for hosting the Board of Managers meeting of the General Society and a surplus of $348.08. There is still an outstanding receivable in the amount of $250 due from a member of the Tennessee Society.

President Lloyd congratulated Regent Shirk and expressed to him the Society's esteem and gratitude. The 1998 meeting of the Board of Managers of the General Society was a magnificent success. President Lloyd then turned to the Board and reminded the Officers and Managers of the strong sentiments expressed after the 1997 Triennial, when the host Society retained the large surplus they realized in hosting that event. In the aftermath of that discussion, it was agreed that the Pennsylvania Society, with regard to the 1998 Board of Managers meeting, would a portion of any surplus to the General Society. President Board asked the Board for its recommendation on the percentage of the surplus, which should be returned to the General Society. While the dollar amount, in this case, would not be significant, the Pennsylvania Society would set a precedent, which will guide other State Societies who host General Society meetings in the future. President Lloyd stated that he intended to ask the editor of the General Society newsletter to consider publishing this news, in order that the precedent should receive wide publicity.

Regent Shirk moved that the funds be distributed in accordance with the following schedule: 50% to the General Society; 25% to the host State Society and 25% to the host State Society Chapter, if different from the State Society proper. The motion was duly seconded and discussion followed. Counselor Cheyney then proposed that the Pennsylvania Society waive the receipt of its 25% portion of the surplus funds and return them to the Lancaster Chapter in gratitude and recognition of the work they did to make the Annual Meeting a success. Mr. Marvin seconded the motion, which Treasurer Ward promptly modified for bookkeeping expediency. The motion was amended to read that the General Society would receive a total of $175 and the remaining balance would be given to the Lancaster Chapter. There being no further discussion the motion passed unanimously.

REPRESENTATIVE TO THE GENERAL SOCIETY: In the absence of Vice President Johnson, there was no report.

OLD BUSINESS: President Lloyd then asked the Board's pleasure with regard to the Minutes of the Board's meetings in November and December. Mr. Marvin moved that the Board accept the minutes, with the minor corrections previously noted by President Lloyd. Mr. Ward seconded the motion and on vote, it carried unanimously.

NEW BUSINESS: Mr. Marvin moved that the Society provide Moland House with a gift of $5,000 to be used in the ongoing restoration effort at that historic site. He stated that the Color Guard has agreed to contribute one half of this sum or $2,500. President Lloyd pointed out that Committee Chairmen do not need to make motions to disburse funds allocated under their budget line. The amount requested in this instance is well within the budgetary authority of the Special Projects Committee. If Chairman Groff and the Committee agree to this disbursement, the Chairman needs only to instruct the Treasurer to disburse the funds. Mr. Marvin withdrew his motion.

Counselor Cheyney reminded the Board that the Society's insurance coverage should be reviewed and updated with regard to the fine and decorative arts and memorabilia collections of the Society and the Color Guard. The Society is still carrying these collections at their obsolete valuations. In addition, the Society's current insurance package does not include certain types of protections for Officers and Managers that would be advantageous. President Lloyd noted that the Society's insurance coverage is a function of the Operations Committee and asked Counselor Cheyney to speak with Vice President Burke and return to the Board with recommendations as to coverage.

There being no further business to come before the Board, President Lloyd adjourned the meeting at 5:05 p.m.

Respectfully submitted,

Theodore Clattenburg, Jr.

Secretary