Pennsylvania Society of Sons of the Revolution

Minutes of the Board of Managers Meeting

10 February 2000

President Lloyd 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, Byrne, Cheyney, Clattenburg, Di Stefano, Fenstermacher, FitzGerald, Flood, Frick, Gordon, Graham, Gresh, Hoyt, Johnson, Lewis, Lincoln, Lloyd, Morgan, Morris, Proctor, Salisbury, Van Gulick, and Walkup.

READING OF THE MINUTES: President Lloyd noted that the minutes of the January meeting of the Board of Managers had been mailed to the Officers and Managers several days prior to this meeting. He asked if all present had received copies and if there were any additions or corrections to the minutes as distributed. Hearing no requests for additions or corrections, he asked for motion that the minutes be adopted as published. On motion made and duly seconded, the Board adopted the minutes without change. The President also noted that the Executive Secretary had distributed several reports to the Officers and Managers present. They included the Treasurer’s year-to-date profit and loss budget comparison for the period ending 31 January 2000; the Registrar’s Necrology report; and a list of all applications for membership currently in process.

SECRETARY'S REPORT: Secretary Clattenburg reported that regrets had been received from Messrs. Bowden, Loughran, Moore, Ward, G. Wood and H. Wood.

The current membership of the Society, as of 31 January 2000, stands at 1,066 active members. This number includes 21 Life Members and one regular member for whom the Society has no current address. Total membership also includes 20 Junior Life members, raising the sum of all names on the roster to 1,086.

The Secretary reported that in the period since the last meeting of the Board, no member of the Society had requested transfer or resignation. There were, however, three requests for reinstatement. They were made by: Lindley Murray Cowperthwait, Jr. (PA Soc. #5151; elected 10 October 1974), a resident of Norristown, Pennsylvania; Frank Stout Deming (PA Soc. #4513; elected 11 May 1961), a resident of Media, Pennsylvania; and Charles Suplee Strickler (PA Soc. #3958; elected 11 May 1950), a resident of Haverford, Pennsylvania. All three gentlemen were disenrolled on 31 December 1999 for failure to pay annual membership dues. All three have since paid both those dues in arrears and current dues and appear otherwise eligible for reinstatement. Upon motion made by Vice President Di Stefano and duly seconded, the Board voted unanimously to reinstate all three to regular membership in the Society.

The Society has also received an inquiry from Dayton Maxwell Lummis, Jr., a member of the California Society (CA #3194 A; General Society #28,071), requesting transfer from that State Society to membership in the Pennsylvania Society. Mr. Lummis presently lives in St. Davids, Pennsylvania and copies of his application papers have already been received from the California Registrar. The papers of Mr. Lummis will be forwarded to the Admissions Committee for its consideration.

TREASURER'S REPORT: President Lloyd noted that Treasurer Ward had regretted his absence from today’s meeting. He turned to Secretary Clattenburg and asked him to present the Treasurer’s report. Mr. Clattenburg briefly summarized the Treasurer’s Profit and Loss Budget Comparison report for the period ending 31 January 2000. Vice President Johnson noted that the report included the monthly increase or decrease in the market value of the Society’s investment portfolio as a line item of ordinary income and expense. Vice President Frick commented that the report includes this line item as a result of a change made by the independent auditors when they conduct their annual audit. He commented further that Treasurer Ward is aware of this problem and will correct it in upcoming reports. As soon as he does so, the profit and loss budget comparison report will again contain a bottom line that is useful in comparisons against the budget numbers. He noted thirdly that he and Treasurer Ward intend to discuss this matter with the Society’s accountants.

Noting the Board’s concurrence in these remarks, 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 duty to report that in the period since the January meeting of the Board of Managers the deaths of two members had been reported to the office of the Society: Howard Ellis (PA Soc. #5221, elected 9 October1975), whose precise date of death was not reported and William Shuler Burns (PA Soc. #4472, elected 9 June 1960), who died on 20 March 1999.

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

HISTORIAN’S REPORT: In the absence of Historian Groff, there was no report.

PRESIDENT’S REPORT: President Lloyd was pleased to report that General President Thomas Clifton Etter, Jr. has appointed Pennsylvania Society member Jefferson Monroe Moak to the post of General Registrar of the General Society. General President Etter’s decision is a tribute first to Mr. Moak, who served as the associate editor of the Society’s Centennial Register and this past summer updated the Register to include all members elected from 1 January 1989 through 30 June 1999, but also to the recognized leadership of the Pennsylvania Society in the work of the General Society.

ADMISSIONS COMMITTEE: Vice President Di Stefano stated that the Admissions Committee met on Monday, 7 February. At that meeting the Committee considered seven proposals for membership and reviewed eleven supplemental applications, one submitted by Joseph Charles Byrne and five submitted for both Richard Dana Smith Sr. and his son, Richard Dana Smith Jr.

Vice President Di Stefano reported that the Society’s verifying genealogist, Robert Barnes, had approved the lineage and supporting documentation of four candidates for membership. The Admissions Committee has subsequently conducted its final review and recommends all four for membership in the Society. The four candidates are Matthew Glenn Christ, who is proposed by Andrew Richard Sullivan; John William Gareis, who is proposed by Paul Harnish Ripple; John Scott Kegler, II who is proposed by Henry Harris Wilton; and Richard Smith Sperry, who is proposed by Winchell Smith Carroll.

President Lloyd asked for a motion to accept the Admissions Committee’s recommendation and elect all four men to membership. On motion made and duly seconded, the Board unanimously elected all four gentlemen to membership.

BUDGET COMMITTEE: Vice President Frick stated that he had no report.

FINANCE COMMITTEE: Vice President Johnson reported that as of 31 January 2000, the market value of the Society’s portfolio stood at $3,333,632, a decline of approximately $155,959 in the period since 31 December 1999. He noted the general decline in the market over the past month and thanked the members of the Committee for their diligence in the face of marketplace volatility. He also noted that the Committee is in the process of developing a formal investment policy and hopes to present it for review and possible action at the March meeting of the Board.

RESOLUTIONS COMMITTEE: Counselor Cheyney reported that there are no pending resolutions.

AMERICAN HERITAGE COMMITTEE: Chairman Walkup stated he had no report.

INDEPENDENCE DAY COMMITTEE: Chairman Byrne stated he had no report. Manager Fenstermacher reported that Ira Rosen, who is the event planner for the Let Freedom Ring portion of the Independence Day program, had prepared for the Board an outline of the several services which Welcome America / Entertainment-on-Location will provide to the Society and its Color Guard. A copy of Mr. Rosen’s submission is attached to these minutes. After summarizing the outline for the Board, Mr. Fenstermacher asked if anyone had any questions at this stage in the planning. Captain Salisbury requested the inclusion on the agenda of a walk-through for the Color Guard. Vice President Lewis noted that the Let Freedom Ring page on the Society’s web site contains outdated information and asked that Mr. Fenstermacher appoint a member of his committee as the contact person responsible for updating the webmaster with current-year information.

NEW CITIZENS’ RECEPTION: Chairman Hoyt reported that he has set tentative dates for holding New Citizens Receptions at the U.S. court house and is in the process of making final arrangements with the Clerk of the Court and the caterer. The dates for the receptions are all on Thursday; the first for 2000 will be 29 June; the second, 19 October; the third, 16 November. At the request of the Lancaster County Chapter, the Society is also planning to host two New Citizens receptions in Lancaster County during the current year.

SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: Chairman Morgan reported that the event has been scheduled for Saturday, 7 October 2000 at the Philadelphia Country Club. The Moonlighters orchestra has agreed to provide the music for that evening.

SPECIAL PROJECTS: In the absence of Historian Groff, President Lloyd was pleased to report that the National Constitution Center (NCC) has gratefully acknowledged receipt of the Society’s $20,000 contribution towards the printing and distribution costs of the United States Constitution booklet. The Color Guard supports this important public program on a biennial basis. President Lloyd noted that he has received letters of appreciation and thanks from U.S. Senator Arlen Specter, NCC President Joe Torsella, Senator Specter’s wife, Joan, who is now chief fundraiser for the Center, and NCC Chairman Emeritus Albert E. ("Ted") Wolf, who was the keynote speaker at the Society’s Let Freedom Ring program this past July.

President Lloyd also announced that the Betsy Ross House has engaged Nona Martin as its new Executive Director. Ms. Martin is one of the most highly regarded African Americans in the field of historic preservation and museum education. She is interested in the role that the Society and its Color Guard might play in interpreting the flags of the American Revolution at the Betsy Ross House. The Betsy Ross House is the second largest tourist attraction in all of Pennsylvania, ranking behind only Independence Hall itself. President Lloyd has communicated with both Historian Groff and Captain Salisbury regarding this potential project and a formal plan may emerge in the months to come.

VALLEY FORGE COMMEMORATION: President Lloyd noted that Chairman George Wood had regretted his absence from today’s meeting, but had e-mailed his report to the President. Mr. Wood reports that his planning for the Society’s Annual Church Service and reception is progressing smoothly. Historian Groff has written a brief, but excellent essay on the Society’s many links to Brigadier General Anthony Wayne, including its support for the preservation and furnishing of his home, Waynesborough, now one of the historic house museums of the Philadelphia Society for the Preservation of Landmarks. Chaplain Proctor and The Rev. William Franklin Allen, Sr., Rector of St. David’s Episcopal Church, have organized the church service itself and Historian Groff has assisted Mr. Wood in planning the reception at Waynesborough. The cost of erecting a tent for the reception will increase the overall cost for the event and Mr. Wood advised the Board that in all likelihood the total costs will exceed budget. President Lloyd recommended that the Board consider one of two alternatives: to permit the Valley Forge Commemoration event to exceed its budget in FY 2000 or to allocate funds from the Board’s discretionary budget to cover the extraordinary expense of the reception. Following discussion, a consensus emerged that the Board would consider these alternatives after the Treasurer prepared the final financial report on the event. Mr. Wood also reported that he had contacted the Chairman of the Younger Members Committee, Jay Bowden, in an effort to maximize attendance by that group of members.

WASHINGTON’S BIRTHDAY PARTY COMMITTEE: Chairman Morris reported that with the Washington’s Birthday dinner dance just nine days away, he was pleased to day that virtually all arrangements were in good order. The invitations were mailed by first class delivery in order to ensure prompt delivery and the response has been very encouraging. Attendance is certain to exceed that of 1999 and may be the largest in three to five years. The program has been finalized and sent to the printer. Parking will be subsidized by the Society and the discount confirmed by the parking lot operator. Mr. Morris distributed copies of his report, which included the program for the evening.

President Lloyd added that the Washington’s Birthday Party appears to be taking on the aura of a star-studded evening. U.S. Senator Arlen Specter and his wife, Joan, have tentatively accepted President Lloyd’s invitation to be the Society’s guests of honor. Vice Admiral Scott Fry, who was the principal speaker at the Society’s 1997 Independence Day program, will return as the guest of member Winchell Smith Carroll. Former Mayor Edward G. Rendell and his wife, U.S. Court of Appeals Judge, Marjorie O. Rendell also hope to attend as guests of Mr. Carroll. Robert W. Scammell, General Captain of the General Society Color Guard, will be in attendance with his wife, Linda. Robert M. Fritsch, Jr., President of the New Jersey Society, will be in attendance, with his wife, Anne. John S. Kerns, Jr., past President of the Maryland Society and the Assistant General Secretary of the General Society, will drive up from Baltimore to join the Pennsylvania Society. He will be accompanied by his wife Stephanie and also by M. Hall Worthington, current Vice President of the Maryland Society, and his wife, Carol.

In view of the large number of complimentary invitations provided for this event, President Lloyd recommended to the Board that it consider the use of a portion of its Discretionary Fund to defray this extraordinary cost. Such action should assist significantly in keeping the event within its budget. Vice President Johnson moved that the Board’s Discretionary Fund be used to pay the costs of all complimentary guests greater than the first six. Vice President Lewis seconded the motion.

In the discussion that followed, it was generally agreed that the President’s Discretionary Fund should absorb the costs of complimentary guests from other State Societies and from the General Society. The event budget should absorb the costs of complimentary guests required by the event itself, including the guest(s) of honor, their families and assistants (if any), and members of the press. This division of costs should generally be followed and the Board’s Discretionary Fund not generally utilized for subsidizing the costs of complimentary guests. In this instance, however, there is the possibility that the event would be required to absorb the costs of as many as 14 complimentary guest. A consensus emerged that this was an exceptionally large number. President Lloyd called the question and the Board voted unanimously to adopt Vice President Johnson’s motion.

YOUNGER MEMBERS: President Lloyd noted that Chairman Bowden had regretted his absence from today’s meeting. Mr. Bowden did not submit a report. Vice President Di Stefano noted that the younger members of the Society did receive a supplementary mailing notifying them of the discount available to them and encouraging them to attend the George Washington’s Birthday event. He expressed his opinion that this supplemental mailing is an essential factor in achieving a significant number of younger members at this event.

THE COLOR GUARD: Captain Salisbury reported that the Color Guard held its Annual Meeting on Thursday evening, 20 January 2000 at the Philadelphia Country Club and that the membership re-elected its officers for the coming year. In accordance with Section XXI of the Society’s Bylaws, the Captain advised the Board of Managers that it was its duty to ratify and approve the action taken by the Color Guard that evening with regard to the election of members. He then moved that the Board ratify and approve the Color Guard’s election of new members and its re-election of all current members of the Guard. Vice President Johnson seconded the motion and on vote, it carried unanimously. Captain Salisbury then reminded all those present that the Color Guard would hold a drill on Sunday afternoon, 13 February in preparation for parading the colors at the Washington Ball on the following Saturday evening.

MEMBERSHIP COMMITTEE: President Lloyd noted that Chairman Harvard Wood had regretted his absence from today’s meeting. Mr. Wood did not submit a report.

NEWSLETTER: The President offered his apology to the members for the delay in publishing but hopes to present a final page proof at the March meeting.

OPERATIONS COMMITTEE: Vice President Burke reported that the Society is no longer able to procure its customary goldenrod-colored stationery or its goldenrod-colored envelopes. The Executive Secretary has secured two samples of alternative papers and prepared a proposal for a revised letterhead. The color of the recommended paper was selected with regard for the buff of the uniform of the Continental Army and the blue ink recommended for the letterhead selected with regard for the blue of the same uniform. Mr. Burke invited those present to review the samples and comment after the meeting.

TECHNOLOGY INITIATIVE: Vice President Lewis reported that the Color Guard section of the Society’s web site has been updated in accordance with the directions of Captain Salisbury. Mr. Lewis noted that he plans to be on vacation during the last two weeks of March and requested that Board members submit proposed updates prior to that time.

REPORT OF LANCASTER COUNTY CHAPTER: President Lloyd noted that Regent Moore regretted his absence from today’s meeting. Mr. Moore did not submit a report.

REPRESENTATIVE TO THE GENERAL SOCIETY: Vice President Johnson reported that he will be traveling to New Orleans, along with the officers of the Color Guard, in mid-May in order to plan the Society’s participation in the General Society’s Triennial Meeting, which will take place from the 20^th through the 24^th of September. He noted also that the Society and the Color Guard will invite all members of the Board of Managers to attend, pay their registration fees, and provide a subsidy for transportation and lodging. He expects to be able to provide a statement at the March meeting of the Board, but in the interval all Officers and Managers should place the dates of the Triennial on their respective calendars.

There was no OLD BUSINESS.

There was no NEW BUSINESS.

President Lloyd asked Chaplain Proctor to lead the Board in prayer and thereafter adjourned the meeting at 5:45 p.m.

Respectfully submitted,

Theodore Clattenburg, Jr.

Secretary

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