PENNSYLVANIA SOCIETY OF SONS OF THE REVOLUTION

MINUTES OF THE BOARD OF MANAGERS MEETING

11 February 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. Burke, Cheyney, Clattenburg, Di Stefano, Ermine, Groff, Johnson, Lloyd, Marvin, Morris, Van Gulick, and Ward.

READING OF THE MINUTES: President Lloyd noted that he had not completed editing the minutes of the January meeting of the Board of Managers. They will be published and distributed before the next meeting of the Board.

SECRETARY'S REPORT: Secretary Clattenburg reported that nine members of the Board had regretted their absence from the meeting. They were Messrs. Byrne, FitzGerald, Frick, Graham, Jr., Hoyt, Loughran, Lewis, G. Wood, and H. Wood.

The current membership of the Society, as of 1 January 1999, stands at 1,085 active members. This number includes 12 Life Members and two annual members for whom the Society has no current address. Total membership also includes 19 Junior Life members, raising the sum of all names on the roster to 1,104.

The Secretary further reported that there were no requests pending for resignation, re-instatement, transfer to Old Guard status or transfer to other State Societies.

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 Secretary’s report. On motion made, duly seconded, and unanimously carried, the Board adopted the report.

TREASURER'S REPORT: Treasurer Ward distributed copies of his Profit and Loss Budget Comparison report for the period ending 31 January 1999. He referred first to his year-end report for fiscal year 1998, which had been distributed at the January meeting of the Board. That report has now been adjusted to account for additional fiscal year 1998 expense, but Treasurer Ward was pleased to note that the Society still finished the year $6,000 in the black.

After the Treasurer discussed his current report, President Lloyd asked if there were any comments or questions. Counselor Cheyney asked whether any decision had been made to increase the insurance carried by the Society. Treasurer Ward responded that there has not yet been any decision on that question. There were no other comments or questions. President Lloyd asked if there was a motion to accept the report of the Treasurer, subject to audit. On motion made, duly seconded, and on vote, carried unanimously, the Treasurer’s report was accepted.

REGISTRAR'S REPORT: In the absence of Registrar Fitzgerald, Secretary Clattenburg reported that the deaths of three members have been reported in the period since the January meeting of the Board. They are: John William Fawcett (PA #4222), of Wayne, Pennsylvania, who died 8 February 1999. Mr. Fawcett had been a member of the Society for 43 years; Lindsay Coates Herkness, Jr. (PA #3338), of Philadelphia, who died on 20 July 1998. Mr. Herkness had been a member of the Society for nearly 61 years; and Henry Scofield Sawin (PA #5531), who lived in Bryn Mawr. Mr. Sawin had been a member of the Society for almost 16 years. President Lloyd asked those present to rise and he led the Board in a prayer of remembrance.

HISTORIAN'S REPORT: Historian Groff reported that the appraisal process is progressing nicely. The appraiser, Society member Theodore Edward ("Ted") Wiederseim, is a certified and registered professional and therefore offers excellent credentials for obtaining the best available insurance coverage on the collections his appraisals value. Historian Groff was pleased to report that the most recent issue of the Drumbeat contained a brief article on this Society's professional approach to cataloging and appraising its historical collections. The project schedule aims for completion by the date of the Society’s annual meeting in April.

PRESIDENT'S REPORT: President Lloyd reported he that spent the last four days of January in Los Angeles, visiting the California Society on behalf of the Executive Committee of the General Society. He found the California Society to be well managed and harmonious, a far cry from what its critics have alleged. The California Society owns and operates a 35,000-volume genealogical and historical library, which is open to the public during regular business hours. This public service is undoubtedly one of the most important programs maintained by any of the State Societies of Sons of the Revolution. In addition, within the past year two California Society members published an extraordinary book entitled American Society Medals: An Identification Guide. President Lloyd purchased of copy of this fine, hardback book and found that it contained illustrations of the medals of virtually every hereditary society in the nation. He brought his copy with him to the meeting and circulated it to those present. President Lloyd will travel to New York City on Tuesday, 16 February 1999 to give a detailed report to the Executive Committee of the General Society. He expressed his optimism that his report will begin the process of a constructive movement to repair previous negative feelings and ill will.

ADMISSIONS COMMITTEE: Vice-President Di Stefano reported that the Admissions Committee met on 4 February 1999. The Committee reviewed and approved the proposals for membership of Carl Gissler Morgan and Howard Randall Morgan Jr., sons of Manager Howard Randall Morgan, Sr.

In addition, the Committee reviewed a total of nine sets of application papers -- four applications for junior life membership and five applications for membership -- which had been approved by the verifying genealogist. The Committee recommends that all nine be admitted to membership in the Society. The four prospective junior members are Skylar Garrett Bowman born December 14, 1988; Christopher Bradley Burke, born July 6, 1994, James Henry Burke, born July 6, 1994, and Duncan Mackenzie Lloyd, born January 31, 1984. Master Lloyd and the two Masters Burke are the sons of President Lloyd and Vice President Burke, respectively.

The five gentlemen prospective regular members are Rev. Gene Raymond Stuckey, Sr.; Charles Edmund Bowman; John Douglas Bowman; Sidney Frank Moore; and Edward Augustus Parker, IV.

Vice President Di Stefano moved that these nine candidates be admitted to membership in the Society. The motion was duly seconded and on vote, it carried unanimously. President Lloyd commended the Admissions Committee on its outstanding achievement. He could remember a time in his fifteen years on the Board when as many new members were elected at a single meeting of the Board.

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

FINANCE COMMITTEE: Vice President Johnson reported that as of 31 January

1999 the value of the investment portfolio stood at $2,563,000.

RESOLUTIONS COMMITTEE: Counselor Cheyney reported that he had prepared a draft resolution for adoption by the Board of Managers and submission to the membership for its consideration at the Annual Meeting in April. This resolution, if adopted, provides for a twenty-month window, from April 1999 through December 2000, when members may elect the life membership option by an installment schedule of three equal payments spread over that period of time. The $900 cost of the life membership would therefore be made more affordable, particularly to younger members. The aim of this resolution is to enhance President Lloyd's "100 for 2000" campaign, in which he has announced his hope that 100 members of the Society will pay in life membership fees by the end of calendar year 2000.

Counselor Cheyney presented the draft resolution to the Board by reading it out loud. Mr. Marvin moved that the Board accept the language of the resolution as read and approve Counselor Cheyney’s first reading of the resolution. The motion was seconded and on vote, unanimously adopted. The text of the resolution is attached to these minutes.

AMERICAN HERITAGE COMMITTEE: In the absence of Chairman Walkup, President

Lloyd reported for the Committee that the distribution of the books on the history of Fort Mifflin of Philadelphia is being implemented as planned.

INDEPENDENCE DAY COMMITTEE: In the absence of Chairman Byrne, there was no report on the plans for the Independence Day luncheon. With regard to the Let Freedom Ring celebration, President Lloyd reported that he had met earlier in the day with the Ira Rosen, the event planner assigned by Sunoco Welcome America to the Society’s national bell ringing ceremony on Independence Square. President Lloyd is satisfied that plans are sufficiently well developed for the event to move forward with implementation of the Society’s sponsorship of Sunoco Welcome America. He asked the Executive Secretary to invoice the Color Guard for its $10,000 contribution to this public program, a sum to be matched by the Society.

SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: In the absence of Chairman Morgan, there was no report.

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

SPECIAL PROJECTS: Chairman Groff reported briefly on two public programs. The Committee has reviewed and approved the proposal made at the January meeting of the Board to make a second contribution to the restoration and interpretation of the Moland House, in Warwick Township, Bucks County. $2,500 will be donated from the budgeted funds of the Committee and this sum will be matched by the Color Guard.

The Committee has also appropriated $3,500 in financial support of a dissertation fellowship at the McNeil Center for Early American Studies at the University of Pennsylvania. This program, which the Society sponsors in conjunction with the Society of the Cincinnati, is now in its seventh consecutive year and has developed an excellent reputation among our members, the Society of the Cincinnati, and the faculty at the McNeil Center.

VALLEY FORGE COMMEMORATION: In the absence of Chairman George Wood, President Lloyd reported that the Society’s annual church service is scheduled to be held at the Ardmore Presbyterian Church in Ardmore on Sunday, 16 May. The Executive Secretary added that Chairman Wood has scheduled a meeting with the banquet manager at the Merion Cricket Club to finalize arrangements for the reception to follow the church service. Chairman Wood will hold a meeting of the Committee before the end of February to review and complete the program for the event.

WASHINGTON'S BIRTHDAY PARTY COMMITTEE: Chairman Morris reported that he had completed virtually all preparations for this event, which will be held on Saturday, 20 February at the Union League of Philadelphia. A few problems have arisen, but they are relatively minor. The effort to trim costs by sending invitations to the members by bulk mail has resulted in some complaints of delays in delivery and in at least a few cases, no delivery at all. The program is finalized and at the printer. Through the able efforts of Vice President Frick, Rev. William Preston Proctor of the Ardmore Presbyterian Church has consented to serve as the guest chaplain at the event and give the invocation.

An issue of concern to Chairman Morris is the number of complimentary invitations the Society extends. It appears that the complimentary guest list for this year’s event will total as many as 24 people. This number includes the General President of the General Society and his wife; the New York State Society President; the New Jersey State Society President and his wife; the guest chaplain and his wife; the evening’s speaker, Thomas J. McGuire; and the Society’s honored guest, General Anthony Zinni, his wife, and a party of four; as well as two representatives of the press and their escorts. Mr. Morris pointed out that such a large number imposes a significant burden on the budget of the event.

Complimentary parking for the event has been arranged with the Parkway Corporation at two locations on 15th Street, both within two blocks of the Union League. All members who respond to the invitation will receive a post card notice of the change in parking arrangements.

The framed portrait of George Washington that is hung behind the podium at this event will be transferred from the Society’s office to the Union League and after the event will remain in storage there.

Chairman Morris concluded his report by commenting on the changing etiquette of invitations to the George Washington’s Birthday event. Mr. Morris has in his possession the insert that accompanied the Society's 1956 invitation to its members. It reads, "The enclosed invitation is extended to each member of the Pennsylvania Society Sons of the Revolution. If a member should desire invitations for his wife, daughter, son or friend, he may procure the same by communicating the fact to the Secretary accompanied by $5.00 for each guest, whose name and address must be included with the request."

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

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

MEMBERSHIP COMMITTEE: In the absence of Chairman Harvard Wood, there was no report.

NEWSLETTER COMMITTEE: Chairman Van Gulick reported that issue Number 15 of the Newsletter has recently been placed in the mail. He noted that another obligation will not permit him to attend the Washington’s Birthday event and that he has asked Committee member Montgomery Harris, III to take photographs on the evening of the 20^th. Mr. Van Gulick welcomes contributions from the officers and managers of the Society for each and every issue of the Newsletter.

OPERATIONS COMMITTEE: Vice President Burke began his report by thanking Vice President Lewis for the time he spent working in the Society’s office this past weekend, upgrading the software packages on the officer computers and confirming that they are Y2K compliant.

He reported secondly that staffing the office with a part-time assistant to the Executive Secretary has not yet been successful and the search for a qualified, suitable candidate will continue.

Chairman Burke thanked Treasurer Ward for assisting him in resolving the matter of the 403B deferred compensation payable to the Society’s former Executive Secretary, Elizabeth Richardson. The total amount due for the years 1996 and 1997 was clarified and paid at the end of 1998.

He reported lastly, that the Operations Committee has recently met with a representative of Zelenkofske and Axelrod, the Society's independent auditors. The Committee addressed a number of outstanding accounting issues and a resolution satisfactory to both sides was reached. The Committee also discussed with Z and A the possibility of conducting an annual review and a triennial audit, as opposed to the costly annual audit now performed. The Society’s bylaws, of course, require an annual audit by external auditors and until such time as the bylaws may be amended the Society will continue to contract annually for a full audit by an independent auditor. The Operations Committee believes there is some advantage to moving to annual reviews and triennial independent audits and the question will remain under study.

TECHNOLOGY INITIATIVE: In the absence of Chairman Lewis, the Executive

Secretary distributed his three-page report, a copy of which is attached to these minutes.

REPORT OF LANCASTER COUNTY CHAPTER: Regent Shirk regretted for today's meeting and headed south for warmer weather, but he will return in March.

Vice President Johnson, in his role as Society liaison to the Lancaster County Chapter, reported on his attendance at the Chapter's organizational meeting several weeks ago. The Lancaster County Chapter is enjoying strong membership growth. In addition, as a result of its huge success in hosting last September’s General Society Board of Managers meeting, the Chapter is experiencing a renewed sense of purpose and accomplishment. Mr. Johnson predicted that in the coming year the Board may expect the Lancaster Chapter to report that it is developing creative, new ideas and strong programmatic initiatives in fulfilling the Society’s charter purposes.

REPRESENTATIVE TO THE GENERAL SOCIETY: Vice President Johnson stated that he had no report.

OLD BUSINESS: President Lloyd brought to the Board’s attention the names of 19 members who, despite three mailings, had not paid their annual dues for 1998. Mr. Marvin moved that these men be dropped from the roll of members, effective 31 December 1998, in accordance with the provisions of the bylaws of the Society. Vice President Johnson seconded the motion. The Officers and Managers present reviewed copies of the list provided to them by the Executive Secretary. President Lloyd asked if there was any comments or questions. There was none. On vote, the motion carried unanimously.

NEW BUSINESS: President Lloyd reported that Board member Ralph Thomas Davy, Jr. has been seriously ill with cancer and has been undergoing treatment at Lankenau Hospital. He urged members to call Mr. Davy with words of friendship and support, as he would enjoy hearing from everyone. President Lloyd intends to visit him soon and urged others do the same.

Vice President Di Stefano reported that the Society’s former Historian, Edward West Richardson, is very seriously ill and is no longer able to recognize individuals or to communicate with anyone. In addition, Past Captain Graham Jeremy Cummin's wife is very ill and the family would be pleased to receive cards and letters of support from members of the Board.

Treasurer Ward recommended that the Society offer special invitations to the widows of recently deceased members, not only to the Church service, but also to other events. He pointed out that many of these women have given valuable time and talent to the Society over the years of their husbands’ membership. President Lloyd thanked Treasurer Ward for his thoughtful proposal and asked that the Board members consider the inclusion of widows of deceased member not only at the Annual Church Service, but also at other functions of the Society.

There being no further business to come before the Board, President Lloyd adjourned the meeting with prayer at 5:45 p.m.

Respectfully submitted,

Theodore Clattenburg, Jr.

Secretary