Pennsylvania Society of Sons of the Revolution

Minutes of the Board of Managers Meeting

14 September 2000

President Cheyney 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. Cheyney, Clattenburg, Congdon, Coyne, Di Stefano, Fenstermacher, Frick, Gordon, Gresh, Johnson, Lewis, Lincoln, Lloyd, Moore, Morgan, Morris, Peltier, Proctor, Salisbury, Shirk, Van Gulick, Walkup and Wood.

READING OF THE MINUTES: President Cheyney asked if there were any questions, additions or corrections to the minutes of the meeting held on 8 June 2000. There being none, Mr. DiStefano moved the adoption of the minutes as published. The motion was seconded and carried unanimously.

SECRETARY’S REPORT: Secretary Clattenburg reported that regrets had been received from Messrs. Burke, Byrne, FitzGerald, Flood, Groff, Hoyt, Loughran, Maiden and Moak.

The current membership of the Society, as of 1 September 2000 stands at 1,038 active members. The roster also includes an additional 22 life members and one regular member 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 1,084.

The Secretary reported that there were no requests for resignations, transfers or reinstatements.

The President referred the Board to a list of regular members 80 years of age and older who have been members for 40, 50 and 60 years. These members qualify for Old Guard Status and President Cheyney stated the importance for the Society to communicate with as many members as possible in a personal way. He recommended that all receive written notice advising them of their eligibility for Old Guard Status. Since the Bylaws state that a member must request this status, the letter will include a provision allowing such request to be made. There are twelve men 80 or older who have been members for 40 years; eight have been members for 50 years; and ten have been members for 60 years. The loss in income, if all 30 request Old Guard Status, will be $260, $260 and $330 respectively or a total of $850 annually. The Board unanimously agreed the Membership Chair should send a letter advising all 80-year-old members of their eligibility for Old Guard Status.

TREASURER’S REPORT: Referring to the Profit and Loss Budget Comparison report for the year-to-date period ending 31 August 2000, previously distributed, Treasurer Van Gulick noted that both income and expenses remain ahead of budget. Expenses are approximately $45,000 less than budgeted and he will review with the Color Guard a possible overpayment connected with Let Freedom Ring!. The Principal and Permanent Funds Activity Report shows the current market value as of the period ending 31 August 2000 to be $3,791,400, a net increase since the last report of approximately $500,000. Year-to-date value has increased by more than $300,000.

President Cheyney asked if there were any comments or questions for the Treasurer. There being none, and on motion made and duly seconded, the Board voted unanimously to accept the Treasurer’s report.

REGISTRAR’S REPORT: Registrar Morgan stated that since the last meeting of the Board, there were two deaths to report. Ernest G. Abell died 30 June 2000 (PA Soc #4755, elected 8 February 1968) and Halsey A. Frederic died 24 August 2000 (PA Soc #5593, elected 13 December 1984).

President Cheyney 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 Cheyney welcomed all members on their return from the summer recess and he reviewed Society events since the Board’s last meeting in June.

The Society members celebrated July 4^th at their annual luncheon and conducted Let Freedom Ring ceremonies at Independence Park. Both events were well attended and successful. At the Committee’s debriefing meeting held 31 August, many excellent ideas were expressed on ways to modify, improve, enhance and fine-tune the successful LFR program. Vice President Frick has been asked to review the most prominent issues for Let Freedom Ring with one or two committee members and with at least one member of the Color Guard. They will make their recommendations to the Board by the November meeting.

President Cheyney accepted recognition in July on behalf of the Society and its Color Guard from the Paoli Battlefield Preservation Fund in appreciation for the financial support necessary to underwrite the cost of Thomas McGuire’s book, The Battle of Paoli. The book, now published, is available at bookstores and a copy was passed among the Board members. As a gesture of good will, President Cheyney proposed that the Pennsylvania Society purchase approximately 50 books and distribute them at the upcoming Triennial meeting in New Orleans, giving one to each State Society and to each officer of the General Society. This will also demonstrate the type of projects this Society undertakes and the good will that the Pennsylvania Society offers for the Triennial, in keeping with its educational mission.

Mr. Johnson moved that President Cheyney’s proposal be approved. The motion was seconded and unanimously adopted. Mr. Coyne suggested that President Cheyney inscribe all books distributed.

Mr. Morgan moved that additional books be purchased by the Society and made available to Board members. The motion was seconded and adopted with one dissenting vote.

President Cheyney also attended, on behalf of the Society, annual dinner meetings of the Sons of the American Revolution (SAR) and the Descendants of the Signers of the Declaration of Independence (DSDI). Before the end of September, he will also attend a dinner meeting of the Daughters of the American Revolution (DAR) which will be held in the Pittsburgh area. While in that area, the President has arranged a breakfast meeting with Pennsylvania Society members in order to encourage their participation in Society events and, perhaps, to discuss the feasibility of a Pittsburgh Chapter. President Cheyney stated the importance of involving members in the western part of the state in all Society events and to consider moving some events to a more mid-state location.

Other projects are just in the formative stages and not yet ready to be formally undertaken by the Special Projects Committee. All of them are intended to encourage membership and greater member participation, especially younger members; they include:

a) making a full length feature film covering the trial of General Anthony Wayne and the battle of Paoli that is based on Mr. McGuire’s book. Hollywood actors are considered for the leading roles but the Society’s younger members can be cast in the role of army soldiers or jurors in order to create greater member involvement. Paoli is uniquely situated in proximity to Fort Mifflin, the Brandywine and Valley Forge and is connected with the defense of Philadelphia. This would be a significant endeavor and certainly a worthwhile educational project for the Society to undertake since the scholarly effort is available to us. McGuire discovered the transcript of Wayne’s court martial. The history channel, WHYY, has been contacted.

b) working with MBNA to issue a credit card with the Pennsylvania Society’s logo for use by members, especially younger members, in hopes of getting them more focused on the Society. This card can be seen as a benefit and it can be a "talking point" to promote our image and recognition.

c) attempting to upgrade products the Society can offer members for sale in its newsletter;

d) looking for a gift that the Society can offer to special guests and one that uniquely represents this Society such as a Pennsylvania general of the Revolutionary War period. This gift will have the Society logo and could even be sold to members. It is hoped that reputable companies such as Scully & Scully, Lenox, or Dresden can be commissioned to create this item.

e) reinstituting the grave marker program in conjunction with the Younger Members Committee.

f) conducting a member survey to be published in the next newsletter to show that this administration is reaching out to the members, seeking their input and their participation. It has not yet been decided whether the member response can also be via e-mail but it is most important to impress the need for a full reply. Responses will be tabulated and results made public; individual comments will remain private. It is hoped this survey will generate ideas, increase enthusiasm and participation.

As these proposals indicate, President Cheyney intends that for the next three years the Society will be very active and will make every effort to increase membership and participation.

ADMISSIONS COMMITTEE: Mr. Di Stefano, Chairman, reported that the Admissions Committee met 7 September 2000. At that meeting the Committee approved eleven proposals for membership. He noted that the average age of those proposed is 42 years. All have been advised of this decision. They will also receive working papers requesting timely submission of all support documents. No action by the Board needs to be taken at this time.

Chairman Di Stefano reported that the Society’s verifying genealogist, Robert Barnes, had approved the lineage and supporting documentation of three candidates for Junior Life membership and four candidates for regular, adult membership. The Admissions Committee has subsequently conducted its final review and recommends all seven for membership. The three candidates for Junior Life membership are Edward Dustin Kilgore, Robert Annis Kilgore, III and Robert Mitchell Shiles, Jr. all being the grandchildren of member Robert Annis Kilgore. The four candidates for regular, adult membership are Robert Annis Kilgore, Jr., Charles Alexander Burnet Landreth, Stefan Gilbert Pasymowski and Kenneth Whitaker Witwer, II. The average age of the junior members is 13 years and the average age of the adult members is 28 years.

President Cheyney asked if any member of the Board had any comments or questions concerning the recommendations of the Admissions Committee. Hearing none, he asked for a motion to elect Messrs. Kilgore, Kilgore, III and Shiles to Junior Life membership and Messrs. Kilgore, Landreth, Pasymowski and Witwer to regular, adult membership. On motion made and duly seconded, the Board unanimously elected all seven candidates to membership.

Chairman DiStefano requested that the names of all new members be published in the upcoming Newsletter. Any newly elected member attending the Musket Ball will also be publicly acknowledged and welcomed to the Society.

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

FINANCE COMMITTEE: Vice President Johnson, Chairman, reported that as of 31 August 2000 the market value of the Society’s portfolio stood at $3,791,000, which is a significant increase since the last meeting in June. In view of the recent volatility of the market, the portfolio has fared very well.

RESOLUTIONS COMMITTEE: Counselor Di Stefano, Chairman, reported that the Committee will be reviewing the current procedures used for the audit of the Treasurer to determine if any changes are needed in the Society’s bylaws.

AMERICAN HERITAGE COMMITTEE: Chairman Walkup stated that 150 copies of the book Fort Mifflin of Philadelphia: an Illustrated History have been purchased and distributed to local historical and genealogical societies. Approximately 25 to 35 remain in the Society’s office for sale. This information will be announced in the upcoming Newsletter.

In accordance with President Cheyney’s recommendation, the American Heritage Committee has two additional members, Dick Howal and Richard Smith. A meeting is planned in the near future to determine goals and worthwhile projects and Mr. Groff will be available as a consultant.

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

Chairman Fenstermacher reported that the general consensus of the Committee members at the debriefing meeting was that the Let Freedom Ring event was most successful. A number of positive comments were received on the day of the event from members of the general public as well as Society members.

The debriefing meeting on 31 August was very well attended and the input and suggestions of those present have been compiled. A final report will be presented shortly. The general consensus was that the Society handles the ceremony very well but it needs some fine tuning.

On the national level, however, the members would like to see certain efforts expanded. The new subcommittee under Mr. Frick’s direction will address those issues. Concern was raised about using or not using Washington Square next year. Under the City’s grandfather clause for that Square, the Society will not be able to use the park again if it is not incorporated into the program next year. Mr. Frick’s task will be to examine how to incorporate the Square from a logistical perspective. For example, can we use closed circuit television and keep the crowd at Independence Park while they watch a portion of the program on a large screen at Washington Square on TV.

President Cheyney commended Chairman Fenstermacher on a job well done considering this was his first year. He asked the Board to support Mr. Fenstermacher’s reappointment as Chair for the event in 2001. In response the Board’s approval was expressed in affirmative applause.

NEW CITIZENS’ RECEPTION: In the absence of Chairman Hoyt, there was no report. The next New Citizens’ Reception will be held on Thursday, 19 October 2000.

SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: Chairman Morgan reported that Committee members attended a very spirited meeting at the Big Fish Restaurant on Monday, 26 June. Invitations to the Musket Ball were mailed in timely fashion during late August and responses are being received. The orchestra will modify its music selection to accommodate past requests for more sedate selections during dinner and it will also play an extra hour this year until 11:30. Newly elected members will be invited and any in attendance will be recognized.

Members of the Board are asked to form a reception line to welcome Society guests. They can rotate on and off the line every 10 to 15 minutes. Volunteers for this assignment are asked to contact President Cheyney and he will compile a schedule of assignments to ensure an even flow in and out of the line.

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

VALLEY FORGE COMMEMORATION: Chairman Wood reported that the Church Service for 2001 has been scheduled for Sunday 6 May at 5:00 p.m. at Saint George’s Episcopal Church in Ardmore. A reception will follow at the Merion Golf Club on the patio under a tent. This will allow freedom for children in attendance. Mr. Moore, Regent of the Lancaster Society, noted that this date conflicts with the date set for the Lancaster Chapter’s Annual Meeting. Regent Moore and Mr. Wood will attempt to readjust the May schedule.

The Committee members have not yet met but assignments will include coordinating the event with the Color Guard, church pastor, caterer, etc.

WASHINGTON’S BIRTHDAY PARTY COMMITTEE: Chairman Morris reported that the drill for the Color Guard is scheduled for Sunday 18 February 2001 and the event will be on Saturday, 24 February. The Union League is confirmed for both dates.

YOUNGER MEMBERS: Chairman Fenstermacher reported that this Committee had a great meeting last month and many new ideas were brought forth. One was to have the senior members of the Society actively reach out to younger members and act as mentors, confidants and advisors in business and social areas or in any endeavor that the younger member may need guidance. This program will foster recognition that the younger members are the sons of members and they can benefit from the guidance of senior members, as they may have knowledge about joining a club, provide opportunities to network, etc.

A Younger Members dinner is planned at the Corinthian Yacht Club for Wednesday, 27 September 2000.

THE COLOR GUARD: Captain Salisbury reported that the guard has made arrangements to travel to New Orleans for the Triennial scheduled for 22 to 24 September. The flags will be paraded on Sunday morning, 24 September. Lieutenant Smith has confirmed that the flag transportation is finalized and the Guard members look forward to serving the Society at this event.

MEMBERSHIP COMMITTEE: In the absence of the Chairman, Mr. FitzGerald, there was no report. President Cheyney called the Board’s attention to Mr. FitzGerald’s report, which noted that approximately 30 members have not yet paid dues for 2000. Traditionally the Society notifies members whose dues remain unpaid that they will be dropped from the membership rolls unless payment is received by 31 December. He recommended that these members first receive a special letter reminding them of their tardiness and requesting payment. If no response is received, a follow-up phone call would be made.

NEWSLETTER: Reverend Proctor reported that a newsletter has been written and he thanked all who submitted articles for publication. Final articles will be written on the Triennial and pictures will be selected. Publication is still planned for late October.

OPERATIONS COMMITTEE: In the absence of Vice President Burke, President Cheyney reviewed Mr. Burke’s report, especially item three, the renewal of the lease with The Racquet Club. The lease expires 1 March 2001 and intent to vacate must be presented in writing by either party 60 days prior to the end of the lease. It is President Cheyney’s recommendation that the Society continue leasing offices at the Club despite the fact that there have been some recent inconveniences with the air conditioning. The Club has given no indication of raising the rent and the President asked for the Board’s consensus that the Society continue in its lease location as long as the space is available at the present rent. The present term is five years and in March 2001 it will become a year-to-year lease, renewable annually.

It was suggested that attention be given to changes at the Club relative to their capital improvement projects. Some of the Club’s present plans are somewhat expensive and controversial. The Board members concurred and unanimously agreed to continue renting offices at the Racquet Club.

INFORMATION SYSTEMS & TECHNOLOGIES: Chairman Gordon reported that the Committee met at noon on Friday, 14 July in the Gold Room at the Racquet Club. It was agreed that each Chairman will work with the web site editor to develop some pre-event reports and build hype. Events will be listed by month without specifying the date since these are private events by invitation only. A written account of each event will be prepared and posted, along with pictures, no later than two weeks after the event takes place. The purchase of a digital camera will facilitate getting good visuals. It was also recommended that the Society hire a professional photographer for events as this obligates the professional and would assure having good pictures.

The domain name was renewed for through 12 July 2006 and the web site was registered with the AOL volunteer review panel. This past month the site had 20,000 page views and that is a record. One year ago in September the site only had about 4,000 page views. Through the creative efforts of this Committee and the general growth in Internet usage, it is anticipated that newer society members and younger members will use it as a communications tool more frequently.

The committee will also be looking at "best practices" and members can view the website stats at any time by going to www.webstats2 as indicated in the Chairman’s report. Each chairman will receive an e-mail requesting ideas and/or any modifications that they would like to see implemented on the web. The ideas will be prioritized and in conjunction with the President, they will be gradually implemented.

The Chairman returned a check issued in the amount of $189.99 in payment of a "ProBoost" subscription which was cancelled. The Executive Secretary was asked to void it.

REPORT OF LANCASTER COUNTY CHAPTER: Regent Moore announced that the year 2000 marks the 75^th anniversary of the year in which charter of the Lancaster County Chapter was issued. Chapter meetings have been scheduled for the coming year. At the meeting on September 28^th, the speaker will be member Jack Loose, who was cited as Lancaster County Historian of the 20^th Century.

On September 29^th the Chapter will sponsor its second Naturalization Day and welcome new citizens to Lancaster County.

The chapter will hold its last meeting of the year at the Stauffer Mansion on November 13^th. Dr. Richard Keller, Professor Emeritus of American History from Millersville University, will be the guest speaker and will address the Chapter on the highlights of the Revolutionary War in a talk entitled "American Political History."

The Chapter’s Annual Meeting is set for 6 May 2001 at the Lancaster Country Club. President Cheyney is invited as the guest speaker. Along with President Cheyney, his wife, President Emeritus Lloyd, his wife, Vice-President Johnson, the Chapter’s Liaison, and his wife, a large member turnout is expected.

In recognition of their 75^th Anniversary, Manager Walkup recommended the Chapter be given a copy of the book Fort Mifflin of Philadelphia: an Illustrated History. The members of the Board unanimously agreed. The Executive Secretary will mail a copy to the Regent.

REPRESENTATIVE TO THE GENERAL SOCIETY: Vice President Johnson reported that arrangements at the Triennial for the cocktail party hosted by the Pennsylvania Society and its Color Guard on Friday evening, 22 September, have been completed. Approximately 250 people have been invited.

Hotel reservations and reservations for special events for all delegates and alternates have all been completed.

There was no OLD BUSINESS to come before the Board.

NEW BUSINESS: President Cheyney informed the board that he completed and signed new loan agreements with Valley Forge Historical Park and Waynesborough. The assets and artifacts have all been re-appraised and new values established. Insurance policies have been updated with current values and all assets are protected in their respective locations.

There being no further business to come before the Board, President Cheyney adjourned the meeting at 5:15 p.m. He asked all delegates and alternates to remain for an Executive Session in order to discuss the amendments to the General Society constitution as they are on the agenda for the upcoming Triennial.

Respectfully submitted,

Theodore Clattenburg, Jr.

Secretary