Pennsylvania Society of Sons of the Revolution
Minutes of the Board of Managers Meeting
11 May 2000
President Cheyney 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, Cheyney, Clattenburg, Congdon, Coyne, Di Stefano, Fenstermacher, Frick, Gordon, Gresh, Johnson, Moak, Morgan, Peltier, Proctor, Shirk, Van Gulick, and Walkup.
MINUTES: President Cheyney welcomed all Board members to a new year and gave special acknowledgment to the newly elected board members, Messrs. Congdon, Coyne, Moak and Peltier. He noted that the Executive Secretary was on vacation and therefore, the assistant secretary distributed the following reports to the Officers and Managers: Treasurer’s year-to-date Profit and Loss Budget Comparison for the period ending April 30, 2000, the Registrar’s Necrology report, the Technology Committee report and the report of the Regent of the Lancaster County Chapter.
President Cheyney noted that several members of the board had not received the March 2000 minutes in the mail and therefore, review and approval of the minutes would be considered under Old Business.
SECRETARY’S REPORT: Secretary Clattenburg reported that regrets had been received from Messrs. Byrne, FitzGerald, Flood, Groff, Hoyt, Lewis, Lincoln, Lloyd, Loughran, Moore, Morris, and Wood.
The current membership of the Society, as of 30 April 2000 stands at 1,040 active members. The roster also includes an additional 22 life members and two regular members for whom the Society has no current address. Total membership includes 23 Junior Life members, raising the sum of all names on the roster to 1,087.
The Secretary reported that there were no requests for resignations. However, the Society has received three requests for reinstatement: the first from Eugene Pendergrass Hough, (PA Soc. #5847; elected 9 March 1995), the second from Philip Lawrence Mossburg, III, (PA Soc. #5278; elected 12 May 1977) and the third from Alfred Harry Williams, IV, (PA Soc. #5762, elected 13 December 1990). On motion made by Vice President Di Stefano and duly seconded, the Board voted unanimously to reinstate all men to membership in the Society.
The final item in Secretary Clattenburg’s report was a request for "Old Guard" status from Robert Allen Fuller (PA Soc. #4083), who is 76 years old and has been a member in good standing for over 50 years. On motion made by Vice President Di Stefano and duly seconded, the Board voted unanimously to grant Old Guard membership status to member Fuller.
At the conclusion of Secretary Clattenburg’s report, the President asked for 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 Van Gulick reported that the Society’s finances continue in good order. The Profit and Loss Budget Comparison report for the year-to-date period ending 30 April 2000 was distributed. The Treasurer noted that total income for the period was $72,763 and expenses year-to-date totaled $72,375. Omissions due to time differences between expenditures and recording the Annual Meeting invoice and expenses for the Annual Church Service; they have been received but not posted, pending approval; budget and expenditures are in line. The budget line items for these events will appear in the May report but are not represented for the period ending April 30th.
The Mellon Account activity is presented separately at the end of the report. The current market value of cash and securities for the period ending 30 April 2000 is $3,517,477. While there has been a slight decrease in value since last month (due to fluctuations in the marketplace), year-to-date the portfolio has maintained a positive increase of $28,886.
At the conclusion of Treasurer Van Gulick’s report, President Cheyney asked if there were any questions. There being none, the President 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 Morgan reported that since the last meeting of the Board, Clifford Lewis, III (PA #2976) died on April 23, 2000. His death was reported in time to be included in the Necrology for the Annual Church Service held on Sunday, April 30, 2000.
President Cheyney asked all those present to rise and Chaplain Proctor led the members in memorial prayer.
HISTORIAN’S REPORT: Historian Groff offered his regrets for today’s meeting and President Cheyney reported that the Society has received a request from the Valley Forge Historical Park to acknowledge and renew our loan and to confirm the list of items in their possession and on display at the Park. An initial review of the Park listing reveals that a number of the items do not appear in the Society’s appraisal. After meeting with the Historian, President Cheyney stated that it was agreed to increase the Society’s Appraisal from the last noted values by 20 percent (across the board) where there was not a specific amount indicated in the Wiederseim Appraisal Report. The net effect of this 20 percent increase was that the value of the Society’s properties, both at the National Park and elsewhere, increased to approximately $750,000 as compared to the Society’s previous insurance coverage for unscheduled personal property fine arts and artifacts valued at approximately $600,000.
President Cheyney reported that with the consent of Historian Groff and Counselor Di Stefano, he has increased the limits of the Society’s coverage and included in the limits a description of every item that appears on the list of items on display at the Valley Forge National Historical Park. Therefore, the Society now has full coverage up to $750,000 applicable to any and all pieces possessed by the Society, including the Color Guard.
PRESIDENT’S REPORT: President Cheyney thanked all participants for their efforts in presenting the Annual Church Service Program. It was truly a wonderful event.
Next, he reminded the Board that the Society contributed $10,000 to support improvements at Washington Square Park. For this contribution, the Society would receive attribution and recognition. The Society selected the two most prominent benches on the first diagonal leading from Independent Square to and through Washington Square up to the fountain. To ensure that the benches are correctly and appropriately designated, he asked the members present to recollect whether the two payments of $5,000 included one $5,000 payment from the Color Guard. Vice President Burke recalled that both $5,000 payments were made by the Society, but that he would check further and advise.
The next item of business by President Cheyney involved the tentative list of committees for the term 2000-2001. He presented a proposed draft of committee members and the chairman and asked those with whom he did not specifically discuss their position to please consider these appointments. Anyone wishing an appointment to another committee was asked to speak privately with the President after the meeting. He expressed his desire to have the committee structure operate such that the chairperson will be responsible for developing programs, delegating and producing the result required of the committee. The Chairman would not need to do everything but rather manage the delegation and establish lines of communication to fulfill the charge to the Committee. Oversight is by a Vice President and together, the Vice Presidents and the President will provide direction, assistance, and the evaluation of proposals and budgets will also be available. Problems that arise with committee members, with meeting deadlines or in scheduling and/or in keeping appointments should be resolved through the Vice President for help and assistance to the Chairman. Because the Committee structure lacks full participation at the present time, it is hoped that this approach will prevent "burnout" of chairmen and provide a learning path for an orderly transition of responsibilities as more men begin to know and understand the committee’s business and process. Committees are encouraged to meet before, during and after their events. It is expected that there will be more follow-up reports defining what happened, what worked well; but more importantly, how the program can work better or be improved the next time.
President Cheyney read a letter of appreciation from President Emeritus Lloyd to the Board. A copy is attached to these minutes.
Regarding the upcoming Triennial Meeting in New Orleans, President Cheyney reported that there seems to be a debate developing regarding the nomination process and the nominee for president of the General Society. These issues came to his attention in communications he received from two state societies, and also in conversations with the chairman of the nominations committee for the General Society. President Cheyney further stated that, as the Nominations Committee of the General Society has not made its final report, these discussions should be regarded as privileged and confidential.
It appears the Nominations Committee may propose a candidate unsatisfactory to the New York Society. In the alternative, they advance the candidacy of Mark Lloyd who, from discussions with New York Society members, appears a ready candidate, if in fact a contest develops. Another prominent society has also expressed interest in supporting the candidacy of Mr. Lloyd.
Caution was expressed for the good of the Pennsylvania Society to avoid embroiling our state society in a fight with the General Society. However, if there is indeed a challenge to the nomination for president and the challenging nominee is President Emeritus Lloyd of the Pennsylvania Society, then the members need to support him based on merit. It was recommended, however, that the Pennsylvania Society be in the vanguard to head off any challenge. If the three major state societies wish to support someone who is not a candidate of the Nominations Committee, it is evident that the Nominations Committee’s candidate will lose, the process will be damaged and the Committee’s candidate could be wounded. All of this is certainly not a desirable result.
It was also noted that the proposed candidate of the Nominations Committee has less time served in an officer’s position of the General Society and does not appear to possess the credentials of Mr. Lloyd, who has served longer and in a higher position in both his respective State Society and in the General Society.
President Cheyney asked the Board for authority, with the counsel of the Vice Presidents and Counselor Di Stefano, to suggest, in writing to the General Society’s Nominations Committee that the Pennsylvania Society does not wish to be part of or begin any challenge to the Committee’s nominee at the Triennial. Further, that the interests of the General Society will best be served by choosing a candidate that is acceptable to the New York Society, the California Society and the Pennsylvania Society in order to bring the General Society and all state societies together, without controversy. If they can nominate a candidate acceptable to the societies, the Pennsylvania Society would have no reason, at this point, to challenge the nominating process. However, if there is a debate and Mr. Lloyd’s name is offered in candidacy, and he accepts the nomination, the Pennsylvania Society would be prepared to support his nomination.
At the close of his remarks, President Cheyney invited comments reminding everyone that the abiding principle here is what is best for the National Society.
The Board engaged in an extensive discussion exploring the political ramifications, personal sentiments, and past history of floor fights at Triennials. It was noted that the Nominations Committee would make its report sometime after the next Board of Managers meeting in June and probably not report publicly until the official announcement at the Triennial.
Upon motion made and seconded, the Board authorized President Cheyney, the Vice Presidents and Counselor Di Stefano to formulate a written response to the Chairman of the Nominations Committee that expressed the position defined above.
President Cheyney also stated that the Annual Proceedings had not been published during the time of Mr. Lloyd’s presidency and it has been suggested that one book, covering the entire three-year term be published at this time. While this runs contrary to the regular past practice of the Society, publishing a three-year combined history would save money and it appears as the best course at this time. However, President Cheyney cautioned against any future change in the Society’s practice and culture regarding the annual publication of the Proceedings.
Manager Jefferson Moak, recently appointed to the position of General Society Registrar, strongly recommended an annual publication. He stated that when he compiled the Centennial Register, the annual Proceedings were an invaluable tool, as they reflected changes in membership and new member listings on only a few pages, as compared to a three-year period that would likely involve many pages. He also noted that the General Society has not published any Proceedings for 15 years and now faces a dilemma on how to catch up. He cautioned against delaying publications and relying on web-site publication because it is too easy to avoid hard-copy printing. From an archival standpoint it is important to have a hard copy available as a permanent memorial of what has taken place.
Vice President Johnson expressed the importance of maintaining a record of membership chronology of admittance, resignations, transfers, and deaths by each year.
A motion was made to allow President Emeritus Lloyd to compile a three year record of Proceedings for the period of his presidency for publication in the early Fall, subject to demarcation by year, of the record for admission, resignation, transfer, death and reinstatement. Seconded and unanimously approved.
In conclusion, President Cheyney announced that the Executive Secretary had tendered her resignation effective upon her return from vacation at the end of May.
ADMISSIONS COMMITTEE: Vice President Di Stefano, Chairman, reported that the Admissions Committee has not met and there was no report.
BUDGET COMMITTEE: Vice President Frick, Chairman, stated he had no report.
FINANCE COMMITTEE: Vice President Johnson, Chairman, reported that the market value of the Society’s portfolio was $3,304,000 as of the close of business on May 10, 2000 compared to the value on April 30 of $3,517,000, a $200,000 decrease. On March 31st, the value was $3,801,000, and the high for the year was $4,000,000. From this overall high, the portfolio is down approximately 17%. At the last Finance Committee meeting, the members agreed to sell some securities and increase cash to approximately $350,000.
RESOLUTIONS COMMITTEE: Counselor Di Stefano, Chairman, reported that there are no pending resolutions.
AMERICAN HERITAGE COMMITTEE: Chairman Walkup reported on the status of mailing the Fort Mifflin book. The Society ordered and paid for the distribution of approximately 1,000 books to be mailed to Pennsylvania libraries and historical societies. Unfortunately, the Pennsylvania University Press lost the list of addresses sent by Chairman Walkup and the books have been sitting at the distribution center for several months. Now that the addresses have been resent, it is expected that the books will be mailed within the next several weeks.
INDEPENDENCE DAY COMMITTEE: In the absence of Chairman Byrne, President Cheyney reported that he signed the contract with the Sheraton Society Hill Hotel for the luncheon and planning for Let Freedom Ring! is ahead of schedule. The luncheon invitations should be mailed by June 1st.
Co-Chairman Fenstermacher reported on preparations for the Let Freedom Ring! National Bell Ringing program and ceremony. He stated that the recruitment letters were sent out the last week of April while last year they were mailed the first week of June. We have performance confirmations from a choir, trumpeter, drum and bugle corps and bagpiper, all of whom were in attendance last year. We will have more ushers on hand this year to avoid the confusion over reserved seating that arose last year.
The special guest list is still being compiled and the appearance and participation of Mayor Street is expected. The committee expects to meet in about two weeks
NEW CITIZENS’ RECEPTION: In the absence of Chairman Hoyt, President Cheyney reminded members that the first New Citizens Reception for 2000 is scheduled for Thursday, 29 June.
SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: Chairman Morgan reported that the next Musket Ball is scheduled for Saturday, 7 October 2000. There was some concern expressed over the fact that this date was within Columbus Day weekend, but, in discussions with Captain Salisbury, it was decided to keep October 7th since the date for the Ball had already been changed once before.
SPECIAL PROJECTS: In the absence of Historian Groff, there was no report.
VALLEY FORGE COMMEMORATION: In the absence of Chairman George Wood, there was no report.
WASHINGTON’S BIRTHDAY PARTY COMMITTEE: In the absence of Chairman Morris, there was no report.
YOUNGER MEMBERS: Chairman Fenstermacher reported that the Committee is sponsoring a tailgate party at the Radnor Races on Saturday, 20 May; notices to the younger members will be sent in a few days.
President Cheyney praised Chairman Fenstermacher for agreeing to take on the responsibilities of this Committee. Every member needs to think of ways to encourage the youth to be a part of the Society and whether it takes the form of mentoring, or sharing an avocation interest, the senior members need to be present at functions to encourage younger members and the chairman with their support.
Vice President Burke clarified that younger members are designated by age 40 for activities and benefits and by age 35 for membership dues.
THE COLOR GUARD: In the absence of Captain Salisbury, there was no report.
MEMBERSHIP COMMITTEE: In the absence of the proposed Chairman, Mr. FitzGerald, there was no report.
An inquiry was made whether the Membership Committee schedules regular meetings as several membership issues exist that could be "brainstormed" and presented to the Committee. Counsellor Di Stefano stated that this Committee had not held regularly scheduled meetings during the past years, but there was no reason for not doing so.
Vice President Burke added that with the expansion of the website, many inquiries for membership are received at the Society office. During the course of the membership process, it is sometimes necessary for committee members to meet with prospective candidates who do not know anyone in the Society to determine their eligibility, and decide whether to propose the candidate for membership. A fully engaged committee would be a benefit to the process; these discussions will be reported for the benefit of the new Chairman.
NEWSLETTER: President Cheyney proposed that Chaplain Proctor be the Editor of the Society Newsletter and in partnership with the President revitalize the Newsletter. He proposed Rev. Proctor’s position as Editor, rather than Chairman, because it would not be the job of the Editor to write articles. Rather, it would be his responsibility to oversee and edit reports and articles submitted by the chairmen of the various committees to publicize their events and to create interest.
OPERATIONS COMMITTEE: Vice President Burke, Chairman, stated he had no report.
INFORMATION SYSTEMS & TECHNOLOGIES: Chairman Gordon reported that the page views has grown significantly during the past several months and referred members to page two of his report.
The Committee is trying to increase "fresh content" at the website as this is one of the ways to ensure that it is revisited.
Another issue is expanding "key words" within the site to enable search engines to find the PSSR site. If the words and articles are not crafted correctly, search engines will not recognize the site. Therefore, it is important that when new articles are posted, they contain as many of these "key" words as possible.
The committee is also working on search engines to elevate the site’s visibility so that when a user types certain "key" words, these search engines know that the PSSR site is ranked very high and will therefore go to our site first.
In the interest of reducing expenses, Chairman Gordon is looking at alternative Internet Service Providers because it does not appear that LibertyNet is providing a fair value for the money spent. He will be comparing their package against other ISP’s in the hopes of reducing costs and attaining better service.
REPORT OF LANCASTER COUNTY CHAPTER: In the absence of Regent Moore, Vice President Shirk reported that the Lancaster County Chapter’s Annual Meeting was held Sunday, 7 May and Mr. Lloyd was the guest speaker. There were 96 members present. It was agreed to bring a group to attend the Let Freedom Ring! ceremonies on July 4, 2000. A copy of Regent Moore’s report is attached to the minutes.
REPRESENTATIVE TO THE GENERAL SOCIETY: Vice President Johnson reported that on May 20 and 21, he will travel to New Orleans to make arrangements for the reception to be sponsored by the Society and its Color Guard. That event will take place on the Friday night at the Triennial.
Vice President Johnson will also be coordinating arrangements for those who are attending and those who regret. He asked members to inform him of their plans via e-mail. He will then be able to timely notify alternates to know whether they can attend.
OLD BUSINESS: Vice President Burke mentioned for the benefit of new members present that parking coupons are provided by the Society for the Parkway Garage located on 15th Street across from Bookbinders.
President Cheyney asked the Board if it was prepared to consider the adoption of the minutes of the March meeting which had been previously mailed. As a number of the members present stated they did not receive and/or reviewed the minutes, Counselor Di Stefano made a motion to table the reading and approval of the March minutes until next month. The motion was duly seconded and unanimously approved. President Cheyney requested the Executive Secretary to include the March minutes in the mailing with the May minutes and that they also be distributed at the beginning of the meeting in June.
NEW BUSINESS: Manager Gordon asked whether it would be possible to set up an AT&T teleconference ability for some committees who need to meet, but can not easily make arrangements for all committee members to be present in one place. Vice President Burke concurred that this was a great idea and President Cheyney stated that arrangements could be made through the Society office.
President Cheyney 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
Attachment
Attachment:
Monday,
1 May 2000
Curtis Paul Cheyney, III
President
Pennsylvania Society of Sons of the Revolution
Suite 27
The Racquet Club
215 South 16th Street
Philadelphia, PA 19102
Dear Curt:
Please convey to the Officers and Managers of the Society my deep sense of appreciation and gratitude for the honors conferred upon me at the close of my term as President of the Society. I thoroughly enjoyed the opportunity and privilege to lead the Society and hope to continue my service for many years to come. No person, it seems to me, can effectively serve as President unless he believes that the work of the Society advances only through the work of every one of its members. I only wish there was a ready means by which I could present gifts to the countless members of our Society who make it one of the leading organizations of its kind in the entire country.
I also extend my congratulations to you personally, as you set out on your term as President. I pledge myself to support you and your initiatives and look forward to your call to continuing service.
Sincerely yours,
Mark Frazier Lloyd
President Emeritus