Committee Reports Board of Managers Meeting Nacogdoches, Texas

Transcription

1 Committee Reports Board of Managers Meeting Nacogdoches, Texas March,

2 Archives and History Committee Tom M. Whitelock, Chairman M I S S I O N Our continuing goal is to acquire significant historical documentation, photographs and recorded membership participation in Texas Society s State & Chapter activities as well as all SAR promotional events for archiving in the TXSSAR Collection. In addition the Committee will endeavor to expand its base by encouraging all Chapters to assign Historian officer positions, periodically publishing our state society s history and securing donations of memorabilia and financial aid for future projects. MEETING REPORT Opening Statement I would like to begin by thanking Tom, Jim, and Don for all of the years of dedication to preserving our heritage. If it had not been for their efforts, this Society would know far less about its founding and we would all be not be as strong as we are today. I am very encouraged by the support they have offered to me and the numbers of compatriots that regularly attend the Archives Committee Meeting, and the door prizes will continue. Meeting Report We had 16 in attendance in the Rusk room of the Fredonia Hotel, Nacogdoches at 1500 on Friday, 20 March We began with the first of 7 door prizes. Tom then led us on a discussion of the Committee structure. The Archives Committee is Chaired by Peter Baron of San Antonio Chapter, Vice Chairman John Thompson of Freedom Chapter, Treasurer Don Stone of Conroe Chapter, and made up off 19 additional Compatriots. This is the official TXSSAR Committee put together by the State Society President. The Archives Network is the above committee, with the same leadership structure, but includes all Chapter Historians, Chapter Presidents for chapters that do not have historians, and any other interested party. The Network represents the working body of the Committee. No archiving gets done at the State Meeting. All of our work is done at the Chapter level. The Network provides a means to reach every Chapter and hopefully every Compatriot who is will to help preserve our heritage. It was encouraged to submit material to the Texas Compatriot for publication. The next deadline is 15 April. Second door prize, which I won. Thank you. We then continued into our financials. Don Stone was unable to attend. Tom advised the Committee of the status of the Albertsons rebate program. Albertsons should inform us of our rebate in the next 2 months. It is anticipated to be approximately $500. Third door prize. 2

3 Auditing Dr. Wendell E. Edwards, Chairman Mission The Mission of the Audit Committee is to provide oversight of internal and external audits of all functions involving the finances of the Society in order to maintain adequate internal control over the Society s procedures and operations; make recommendations for the selection of external independent auditors; review the scope of audits; and review the findings of the external independent auditor. 1. Audit Committee members present were: Absent were: Wendell Edwards, James Jones, Larry Forrest, Howard Roach, Marvin Morgan, Tom Jackson Peter McLellan (who had a flat tire while in route to the meeting) and Roy Adams who has found it necessary to resign from the committee. 2. Larry Magerkurth, a National Officer, was invited to share with the TXSSAR Audit Committee and give an update on the National Audit Committee and some issues and concerns for the NSSAR in accounting and finance areas. 3. Larry Magerkurth reported that National was working diligently to comply with the Sarbanes Oxley requirement that has now been imposed on Non Profit Organizations effective with the year He reported that there was now more documentation required to show (1) the goals and objectives of the TXSSAR, (2) the procedures for all the organizations, (3) that the procedures were followed, and (4) the decisions that resulted. 4. Audit Committee members reported they were not aware of these requirements being imposed on the TXSSAR and its Chapters. All Texas Chapters, except one that is required to file 990, filed the 990 N last year in There was some confusion on what the current 990 and 990 N filing requirements are. 6. The Committee recessed at 11:00 a.m. with the intent to do some quick research later at night on Sarbanes Oxley requirements for Non Profit Organizations like the TXSSAR and its chapters and the 990 and 990 N filing requirements. 7. A subcommittee of Tom Jackson and Wendell Edwards did some internet research over the 990 form. It was learned that the form and information requirements had been extensively changed for 2008, and there were changes for 2009 and Some information was printed out for the special called Audit Committee Meeting the next morning at 7:00 a.m. 3

4 8. The 7:00 a.m. Saturday special called Audit Committee meeting was held in the Hotel Restaurant. The accumulated research information on the filing requirement for the 990 was reviewed and discussed. Larry Magerkurth was present and the information was shared with him. Some of the information he had not seen before. He advised the Committee to contact the NSSAR Finance Director and the Committee Chair of the California Society. They have more information on the requirement for Non Profit Organizations and have made more progress in determining the requirements. (Note: Since the Annual Meeting, these two other men have been contacted for sharing information.) During this 7:00 a.m. meeting it was strongly emphasized to Larry Magerkurth the helpfulness of the NSSAR and their Independent Auditors in providing advice, guidance, AND ASSISTANCE TO THE State Societies and Chapters in complying with the Sarbanes Oxley and properly filing the appropriate 990. They need to take the initiative to help bring about uniform compliance. 9. Because of the urgency of efforts to attempt to satisfy or at least show some good faith efforts to comply with the Sarbanes Oxley requirements, the Chairman was instructed to get on the Agenda for the BOM to explain generally the requirements for the TXSSAR and its Chapters. This was done. 10. The Audit Committee made and urged that the following recommendations be implemented as soon as possible by the TXSSAR. A. All TXSSAR Officers and Committee Chairs will be required to sign a Conflict of Interest and Code of Conduct Statement similar to the one required by the NSSAR. (Note:The National form was modified and a copy was printed out for the State Officers to consider if so desired.) B. All Chapters must file the 990 N or the appropriate form for Non Profit Organizations and to notify the TXSSAR Treasurer that the form has been filed. `C. description. A Sarbanes Oxley Compliance Officer position be established with a job D. The TXSSAR is committed to providing the information and the operating procedures necessary to comply with the Sarbanes Oxley Act. This will require additional documentation from Officers, Committees, Trustees, and members. The specifics will be more thoroughly defined in the future. 11. The Audit Committee Chair was approved to have extra time in the BOM to make a presentation. The Chair presented the general filing requirements. (NOTE: The TXSSAR has appointed James T Jones, Jr., as the TXSSAR Sarbanes Oxley Compliance Officer.) 12. Because of the lack of time at the scheduled Special Called Committee Meeting, most of the items on the Agenda could not be completed. The Committee was still concerned about and urged action in securing a bond to cover those TXSSAR persons who have Signature Authority with TXSSAR monies. 4

5 Color Guard/Flag Committee Michael J. Radcliff, Chairman TXSSAR Color Guard Mission Statement 1. To promote and participate in patriotic, historical, and educational events and activities, in the state of Texas or other locations as requested, while wearing U. S. Revolutionary War period clothing. 2. To convey a commitment to excellence when presenting the colors and the Flag of the United States in a respectful military manner at all Texas State Society SAR meetings and in our communities as visual spokespersons of the Texas Society. Minutes The meeting was chaired by Color Guard Commander Mike Radcliff and was opened with the Pledge to the American Flag. Eleven Color Guard Compatriots were in attendance. Many items were discussed during the meeting. a. Furlong award we should receive it in Atlanta 2009 b. Flag Certificates. Remember we need to give them. c. Implemented the title Vice Commander for Area Commander. d. Color Guard Mission statement revealed and disseminated to all present. e. South Vice Commander Marvin Morgan reported activity with the DAR, SAR. SRT. f. General made announcement of pending 1812 breakfast on Sunday. g. North Vice Commander Peter Rowley gave a report on Robby Hall President of the Plano Chapter had completed 60 Color Guard events and was working with the McKinney Chapter on other events and that he was focused on more Naturalization Events. h. Color Guard Commander Dallas Chapter gave a short report on the Dallas Chapter activity for i. Compatriot Charles Luna requested CG support for the presentation of a Certificate to the Nacogdoches Visitor Center. j. Compatriot Tom Whitelock formally introduced the new Color Guard lapel pin. k.compatriot Peter Baron introduced the new State Color Guard pin and requested a motion for his proposal. Motion passed with voice vote. He will go forward and present his approved proposal to the Awards Committee and State President. l. A suggestion was made by by the Color Guard Commander Mike Radcliff to present a Certificate of Congratulations and participation to all new Color Guard members. m. Procedure for Presenting the Colors as TXSSAR Meetings was passed out. 5

6 Compatriot Newsletter Committee H. Charles Baker, PhD, Chairman The newsletter committee met and discussed the format of the newsletter on line. Dr. Charles Baker demonstrated his difficultly navigating through the pages using his lap top, projecting the image on a screen. He suggested a landscape format on the website would make it much easier. And, he asked the new Texas Compatriot Editor if this was feasible. Compatriot Stevens said he did not know but would check. Compatriot Stevens said the Newsletter would be available on the Texas Website and due to the cost of printing, nearly $2300 and issue, compatriot were going to be asked to go to the web page to read the Compatriot. It can be printed and it is in color. He stated that there was only $4000 dollars in the newsletter budget and after the spring issue there would only be about $1700. This will be not enough to mail a fall newsletter to all Texas compatriots. No other business was discussed. Attendees: Chairman Dr. Charles Baker Larry Forrest Larry Stevens George Harcourt Ron Barker Don Pugh Ray Cox Americanism, Contest Medals and Wards Committee Stephen W. Rohrbough, Co Chairman Robert B. Schwart, Jr., Co Chairman I. Attendance: a. Present: Vice President CMA Stephen Rohrbough Chairman for Annual Reports Robert Cohen Chairman for Awards Russell Dart Chairman ROTC/JROTC Contest Ron Barker Chairman History Teacher Contest Willie Walker Chairman Veterans Committee Willie Walker Chairman, Orations Contest Peter Rowley Commander, Color Guard Commander Mike Radcliff Chairman State Historian/Yearbook Tom Whitelock Chairman Newsletter Contest Larry Stevens Chairman CAR Liaison Committee Mike Radcliff Chairman CAR Essay Contest Stephen Rohrbough b. Absent: Chairman, ACMA Committee Bud Schwart 6

7 Chairman Poster Contest Tom McCormick Chairman Eagle Scout Contest John Knox Chairman Knight Essay Contest Randoll Reagan c. Visitors: Peter Baron President Elect, San Antonio Chapter # 4 Frank Rohrbough Past President, San Antonio Chapter # 4 David Bowles President, San Antonio Chapter # 4 Donald Stallings Member, Piney Woods Chapter # 51 John Bouton President, East Texas Chapter # 57 David Temple 2 nd VP, Dallas Chapter # 2 Gerald Irion President, Hill Country # 31 Tom Jackson Past President, Robert Rankin Chapter # 62 Farrar Bentley Chaplain, Fredonia Chapter # 58 Art Manford President, Victoria Chapter # 50 II. III. Mission Statement: The Americanism, Contests, Medals, and Awards Committee is composed of as many sub committees as deemed necessary by the BOM to conduct the Awards Program and Youth Contests of the Texas Society, Sons of the American Revolution. Sub Committee Chairmen conduct and administer the Awards and Youth Programs including Orations, Knight Essay, Eagle Scout, JROTC/ROTC, Poster, CAR Essay, and History Teacher Contests. Other Sub Committee Chairman include Chapter Annual Reports, Public Service and Law Enforcement, Color Guard, Yearbook, Newsletter, CAR Activities, CAR Liaison, and CAR Award Programs. Goals/ Projects to implement mission. a. Chapter Annual Reports All Chapters submit Annual Reports by January 30 th each year. (Note that suspense date is January 10 th of each Year). b. Chapter Activities Chapters participate in nine (9) of the twelve (12) reporting elements of the Chapter Annual Report and participate in at least one (1) Youth Contest or Program. c. Youth Contest Due Dates Develop a Handout and post it to society web site for easy reference so that all chapters and society Officers know and are aware of Youth Contest Programs, contacts, and contest due dates. d. Youth Budget Develop a budget for Youth Contests to include scholarship amount, meals, hotel and authorized travel expenses. e. Youth Program Expense Matrix Prepare a Matrix to clarify who pays for what expenses; i.e. Patriots Fund, Richie Fund, War of 1812, Chapter, Escort, or Sponsor. These expenses should be highlighted in Youth Contest and Program Instructions. f. Youth Program Brochure Develop and provide a Youth Program Brochure to encourage Chapter to invite contestants to participate in Youth Contests. g. Youth Programs 30 Chapters participate in at least one (1) Youth Contest. h. Poster Contest Rules Revised Revise contest rules to address problems with posters being submitted that have artistic value, but do not conform to the guidelines required for National competition. i. Youth Medals Awarded Track the number of medals presented to youth contestants to determine how to increase youth participation in Youth contests. j. Flag Presentations 30 Chapters present a flag certificate to an individual, company, or organization that flies the flag proudly and deserves recognition. 7

8 k. Monetary Donations to Patriots Fund 25 Chapters make annual contributions to the Patriot fund or a selected Youth Program. l. CAR Activities and Awards 20 Chapters participate in the John K. Harrell Awards Program by submitting end of year CAR Activities Report. m. History Teacher Award 6 Chapters to nominate outstanding history teachers for this Award and recognize their work to educate the Youth in public, private, and home school programs. n. CAR Essay Contest 10 Chapters nominate an applicant from the TSCAR to compete in the TXSSAR CAR Essay Contest. o. Medal for Veterans Genealogist General Joe Dooley suggested that there was a need to create a medal to give to deserving Veterans. There is no SAR Medal that is appropriate for presentation to Veterans. p. Establish a sub committee for Awards the person holding this position determines who receives Society Contests Awards presented at the state convention. Also, he maintains an inventory of TXSSAR Award Streamers, handles the TXSSAR Service Medals, and sells medals to Chapters. q. Establish a sub committee for Annual Reports The chairman for this sub committee receives Chapter Annual Reports and consolidated them into a Consolidated Summary Report in order to provide data and information to prepare Society Reports for national awards; and determine TXSSAR Awards for Chapters. r. Brochure for Public Service Awards Russell Dart prepared the Public Service Award brochure and placed copies in all mailboxes. New Item. s. Cash Awards pay cash awards to Youth Contest winners in lieu of sending scholarship funds to university registrars and eliminate the current procedure. New Item. t. TXSSAR Color Guard Medal Establish a TXSSAR Color Guard Medal for Society compatriots who participate in Society Color Guard sponsored events. This medal would be used to invite more compatriots participate in Society activities and events and improve the image of SAR to the public. New Item. IV. Projects Status Open or Completed. a. Chapter Annual Reports for 2008 see paragraph III a Completed. b. Chapter Activities see paragraph III b Open. c. Youth Contest Due Dates see paragraph III c Completed. d. Youth Budget see paragraph III d Completed. e. Youth Program Expense Matrix see paragraph III e Open. f. Youth Contests Brochure A Youth Contest Brochure was handed out to all attendees and placed in Officers mailboxes. See paragraph III f Completed. g. Chapter Participation in Youth Programs Results will be tracked based on Chapter Annual Reports for See paragraph III g Open. h. Poster Contest Rule Changes The Chairman Poster Contest did not attend the BOM meeting and did not provide status on changes to the Rules of the Poster Contest. See paragraph III h Open. i. Youth Medals Awarded see paragraph III i The LRP Committee created a line item in the District VP Reports to track this information and tasked District VP s to report this information. Results will also be tracked based on Chapter Annual Reports for 2008 Open. j. Flag Presentations see paragraph III j Completed. 8

9 k. Chapter Monetary Donations to Patriots Fund see paragraph III k Results will be tracked based on Chapter Annual Reports for 2008 Open. l. TXSSAR John K. Harrell Activities and Awards see paragraph III l A Handout announcing the CAR Activities Award and Report was included in the Handout noted above during the August BOM. Results will be tracked based on Chapter Annual Reports for 2008 Open. m. History Teacher Award see paragraph III m Results will be tracked based on Chapter Annual Reports for 2008 Open. n. CAR Essay Contest see paragraph III n Results will be tracked based on Chapter Annual Reports for 2008 Open. o. Medal for Veterans Genealogist General Joe Dooley moved that a Medal be created to give to deserving Veterans. The Committee presented the motion to the BOM in August It was passed unanimously. Report from NSSAR is pending Open. p. Establish a sub committee for Awards see paragraph III p Completed. q. Establish a sub committee for Annual Reports see paragraph III q Completed. r. Brochure for Public Service Awards Tom Lawrence asked the Committee to develop a Brochure to help chapters and fellow Compatriots to market and participate in the Society s Public Service Awards Open. s. Cash Awards The Committee discussed the pros and cons of giving cash awards versus sending scholarship funds to university registrars. Treasurer, Jim Jones provided information on the current procedure saying that tracking past winners not to exceed 5 years was not difficult. Also, giving cash awards requires preparation of an IRS Form 1099 and does not ensure the winner attends a college or university as the Society intended when the Youth Contests were established. Based on the remarks made by Treasurer Jim Jones, Compatriot John Knox withdrew the motion. The BOM was advised of this decision when the VP, ACMA gave his report. Completed. t. Society Color Guard Medal Compatriot Peter Baron developed, designed, and made a motion to approve a new medal for Society Color Guardsmen. The purpose of the medal is to recognize TXSSAR Color Guardsmen attending society approved and sponsored events and increase member interest and show the public who and what SAR is. This medal follows the California initiative and helps forward the goals and objectives of the National Society SAR. Compatriot Frank Rohrbough seconded the motion. The committee approved the motion for submission to the BOM. The VP, CMA presented the motion to the BOM on Saturday, March 20, Peter Baron explained the need for the medal and the objectives to be achieved by establishing it. After some debate, the motion was seconded and approved. Completed V. Other Information. a. Chapters submit Chapter Annual Reports to report activities in 12 categories including: chapter meetings, programs, media relations, patriotic special events, presentation of medals and certificates, donations to state society and national programs, participation in Youth contests, submission of membership applications, attendance at State and National conventions, color guard activities, veterans activities, and participation in Children of the American Revolution programs and events. By submitting Chapter Annual Reports, Chapters compete for awards in categories by size of membership to win TXSSAR Awards including: 9

10 Adrian Drouilhet Award John Bruce Stuart Jr. Award Col. Joe M. Hill Patriot Fund Streamers Karl E. Wallace Award Col. Joe M. Hill Membership Award Marshall Hunter Attendance Award E. A. Limmer Award Outstanding Chapter Award Frank Watkins Award Wilbur S. Strong Award Galveston Award TXSSAR Americanism Award Hartsell Stephens Award TXSSAR Flag Recognition Award b. The Committee encourages Chapters to compete for National Awards including the President General s Chapter Activities Award, President General s Cup Award, and USS Stark Memorial Award. Information is found on the NSSAR web site. c. The Committee supports the TXSSAR Society by completing Award Report Forms to compete for National Awards by using the Consolidated Chapter Annual Reports Summary, which is used to prepare Society Reports. Reports are submitted to NSSAR in order to compete for the President General s Award, the USS Stark Memorial Award, the CAR Activities Award, the Admiral Furlong Flag Award, and the Graham T. Smallwood, Jr. Newsletter Award. Council of Chapter Presidents Charles Luna, Chairman Dr. Wendell E. Edwards, Vice Chairman Larry G. Stevens, Secretary Mission Statement Provide a forum for discussion and dissemination of various aspects of operational information, community service programs and Chapter leadership between Chapter Presidents and officers / leadership of the Texas Society. Minutes Committee President Charles Luna called the meeting of order. Dr. Wendell Edwards, Secretary said a prayer. Mr. Luna stated the minutes of the last meeting are posted in the Officer Reports. President Luna said the main order of business was the election of Council of Chapter Presidents officers, President, vice President, and Secretary, for Since there was not a quorum, he said we would wait until near the end of the meeting. 10

11 President Luna reviewed the community serve grant programs he introduced. He described the process for chapters to obtain funding from local business and organizations, in the $1000 range, to support their youth programs. Luna reviewed success stories from East Texas and encouraged chapter president to use this program to get funds for chapter youth awards. President Luna then introduced the Ray Cox, who is working on TXSSAR Web DADA member notification system. Compatriot Cox explained the DADA process and capabilities and demonstrated how easy it is to use by projecting live screen images. He said there has been a very large problem with members buying in and registering. He said this will be the notification vehicle for the TXSSAR President and officers, plus chapter presidents. It will be the notification system for issues of the compatriot. He then explained another aspect of compatriot use of our network, the Forums, where members can read messages on various topics, and respond, in a secure environment. Ray said he would be providing more information in meetings letter in the day. He encouraged all members to register, now. President Luna and VP Larry Stevens then took attendance and it was agreed there was a quorum present. President Luna said the slate of officer were Larry Stevens, President. Since there was no candidate for Vice President, he nominated Steve Lee from the William Barron Chapter 25. There was no candidate for Secretary. Tom Jackson said he could serve. Those present were asked to approve the slate of officers; President Larry Stevens, Vice President Steve Lee, and Secretary Tom Jackson. The slate was approved unanimously. President Luna passed the gavel to new President of the council to Larry Stevens. President Stevens asked all to be in Lake Jackson and adjourned the meeting on time. Members in Attendance: Russell Dart Chap 33 Stephen Rohrbourgh Chap 4 David Bowles Chap 4 Garvin Germany Chap 33 Harman Adair Chap 47 Gerald Irion Chap 31 Delbert Taylor Chap 34 John Gulley Chap 1 Bob Cohen Chap 40 James Alderman 6 Larry Stevens Chap 51 Charles Luna President Tom Jackson 62 Wendell Edwards 43 Willie Walker 63 Vic Smith 45 Steve Lee 25 Art Munford 50 Ray Cox Chap 51 Mark Hanson Dist 6 VP John S. Bolton 57 District Vice Presidents Thomas E. Lawrence, Chairman Report is not available at press time. Expansion and Membership Thomas E. Lawrence, Chairman Report is not available at press time. 11

12 Executive Committee Harry M. Fife, Jr., Chairman Members Present: Harry Fife Tom Lawrence W. M. Bill Marrs Don Pugh James T. Jones, Jr. Robert M. Clark, Jr. George West Members Absent: None Minutes The meeting was called to order in Cabana Room 101 of the Fredonia Hotel on March 20, 2009 at 7:30 am. The following members were present: Harry Fife Tom Lawrence James T. Jones William M. Marrs Donald W. Pugh Robert M. Clark, Jr. Larry G. Stevens Arnold Seidule George West Members Absent: None Tom Lawrence along with Larry Stevens made a report about the planning for the South Central District meeting in Dallas. The Fort Worth Chapter will assist in the planning for the meeting in Arlington. The meeting will be August 21 22, George Harcourt will complete the arrangements. The committee discussed some of the elections of the National Society and determined that we would move to endorse Judge Butler for President General of the National Society. Tom Lawrence discussed his committee list and some changes in the way he made assignments to committees. One was clarifying the assignments to make them conform to the By Laws. 12

13 Some discussions about the legality of raffles. Jim Jones repeated his earlier discussions about IRS guidelines which apparently did not involve us. Chancellor Clark was going to check with Mark Hansen, the previous Chancellor about his research on the matter. The Fee Committee will discuss the new Junior Member State Fee Committee and the proposed increase in National Fees for new members. The recommendation concerning the publication of the Newsletter was that the Society send notice of the newsletter on the web to all members who have addresses. The new President will send notices to chapters asking them to send in the addresses of their members. The budget next year will only have money to pay for 2 issues of the newsletter as published now. It was reported that the Patriot Fund earning shortfall currently was $1460 and there would be some efforts to raise that shortfall during this meeting. It was announced that in order to use any current funds to be donated they must be earmarked for expenses. If it was not so marked it would necessarily go to the corpus. Old Business: None New Business: There was a form in the packets a request for members to report the number of medals and send them to President Fife. The meeting adjourned in good order. Finance Committee James T. Jones, Jr., Chairman Mission Statement The mission of the Finance committee is to monitor, advise and assist the Treasurer in the performance of his duties in accordance with the TXSSAR Constitution and Bylaws. Meeting Members Attending: James T. Jones, Jr., Chairman; Russell Dart, Vice Chairman; Arthur H. Hall, Registrar. Visitors Attending: Mark Hansen; Peter McLellan; Marvin Morgan; Wendell Edwards; Ray Cox: Tom Green. The Committee reviewed and discussed the Profit & Loss Statement, Balance Sheet, and TXSSAR Investment Performance for the year 2008 and the first two months of The Chairman discussed the need for a resolution, or other document, to authorize the new Treasurer to transfer signature authority on TXSSAR bank accounts and investment accounts, and to open new bank accounts. The authorizing document will be discussed during the General Session. 13

14 The Chairman emphasized the requirement for all TXSSAR chapters to file Forms 990 N with the IRS each year. Ray Cox discussed the new website procedure to allow payment of dues, donations and registration for State meetings to be paid by credit card through Pay Pal. TXSSAR will not bear any additional cost through this procedure. The procedure may require TXSSAR to have a credit card; however, Ray will clarify this for the Committee. The Committee approved the 2009 TXSSAR Proposed Budget. The Committee also briefly discussed the new Sarbanes Oxley accountability requirements for Nonprofits, which are effective for the 2008 filing year Genealogy Committee Mission Statement: Arthur H. Hall, Co Chairman Michael J. Radcliff, Co Chairman The Mission of the Genealogy Committee is to serve as a resource to TXSSAR and individual chapters with respect to application preparation and genealogical research. Minutes The Genealogy Committee met in the Banita Ballroom of the Fredonia Hotel in Nacogdoches, Texas on 20 March 2009 in connection with the 114th annual meeting of the Texas Society Sons of the American Revolution. Co chairman Art Hall served as moderator of the meeting and called the meeting to order at 9 AM. As there were approximately persons in attendance, he declared a quorum present. The first order of business was the review of the mission statement of the committee which had been formulated and presented at the Board of Managers' meeting in Tyler in August, It was pointed out that both short term goals, namely the preparation and promulgation of a chapter registrar's handbook and the conduct of an application preparation seminar at the November 2008 BOM in Temple, had been accomplished. The long term goals of the committee were next discussed and it was the consensus of the committee that these were still valid goals. Moderator Hall next explained that he would recommend making several changes and additions to the chapter registrar's handbook, as follows: 1. Now that the NSSAR Genealogy Committee has reaffirmed its policy of not accepting the parent to child connection of those generations that have been "center checked" in DAR applications (those that have relied upon older DAR applications for proof), a more detailed explanation of this SAR policy will be included in the handbook, including examples. 14

15 2. A new section will be included which will explain those situations where a new application from the same applicant on a different patriot ancestor may be substituted for a pended application without having to submit another application fee. 3. A new section will be included explaining "preponderance of evidence" proof when other proof is not available and the use of DNA evidence in these cases. 4. A new section will be included outlining types of qualifying service for a patriot ancestor. 5. Since pended applications are displayed on the NSSAR application status web page for a short period of time only and then transferred to a pended status web page, the web address of this pended status site will be included in the handbook. Following discussion, the above recommended changes to the chapter registrar's handbook were approved by the committee by common consent. There being no further business to come before the committee, the meeting was adjourned at 9:45 AM. Information and Technology Committee No report submitted Long Range Planning Committee H. Charles Baker, PhD, Chairman Thomas E. Lawrence, Chairman Report is not available at press time. Nominating Committee George West, Chairman Voting Representatives of seven chapters were present: Panhandle Plains, Athens, Cradle of Texas, Bluebonnet, San Antonio, Dallas and William Hightower. The following slate of officers were nominated subject to floor nominations at the TXSSAR Convention in March, 2009: President President Elect Secretary Staff Secretary Treasurer Registrar (Coastal) Registrar (Inland) Chancellor Tom Lawrence James T. Jones, Jr. W. M. Bill Marrs Dr. Donald Pugh Peter McLellan Arthur H. Hall Michael J. Radcliff Robert M. Clark, Jr. 15

16 Chaplain Historian Vice President CM&A District 1 Vice President District 2 Vice President District 3 Vice President District 4 Vice President District 5 Vice President District 6 Vice President District 7 Vice President District 8 Vice President District 9 Vice President District 10 Vice President District 11 Vice President Trustee Alternate Trustee Dr. Wendell Edwards Peter Baron Bud Schwart Dr. Ron Livermore William G. Harper George W. Harcourt John W. Knox James Alderman J. Mark Hansen Allan M. Henshaw Ray Cox Joe Bruce Barrett Michael J. Everheart William K. Walker Harry Fife W. M. Bill Marrs Patriot s Fund Endowment Committee Charles E. Luna, Chairman Mission Statement The third meeting of the Patriot Fund Endowment Committee met at 11:00 a.m. Saturday, March 21, 2009 at the Fredonia Hotel in Nacogdoches, TX. The following members and visitors were present. Tom M. Whitelock Michael J. Everheart David J. Temple Thomas B. Greene, III James T. Jones, Jr. Arnold Seidule James Alderman Stephen Rohrbough Vice Chairman Secretary Member Member EX Officio Visitor Visitor Visitor Committee Chairman Charles Luna did not attend the meeting due to his many responsibilities as state meeting chairman and Vice Chairman Tom Whitelock did a great job of chairing this committee meeting with no prior preparation. Tom started the meeting by informing the committee that Charles Luna had an inside track with the Chesapeake Energy Corporation for a sizable grant contribution but that Chesapeake had suddenly backed off due to the continuing economic downturn and the slide in oil prices. Comments were made by several members that Chesapeake was selling off some of its assets and had shut down its planned production start up in the Shreveport/East Texas area. Tom brought up the list of potential grant contributing corporations that had been presented at the Tyler BOM meeting 16

17 and that we would approach these companies through the educational category on the grant application. Tom also informed the committee that he had approached Bank of America in Dallas and because of the current financial situation they had turned him down and told him to come back in David Temple had done a study on the institutions that offered grant programs and his summary was that their categories made it very difficult for us to qualify for grants. David stated that these institutions were very picky about whom they gave grants to and that grant institutions were focused primarily on minority education and environmental green type grants. Tom stressed that we still have the master list and we can continue to explore possible avenues that might result in grant money. Compatriot Whitelock then changed the discussion to the special plaque the Texas Society would present to the institution or corporation as recognition for the grant money we received from them. This would be a portrait painting that incorporated a patriot in the centerfold, and to his right side would be children of the Colonial period and to the left side would be children of the current era and that in turn they were exchanging from right to left a scroll that represented a copy of the U.S. Constitution in passing on that image. In the clouds in the background will be the images of Adams, Washington and Jefferson representing the three levels that we decided would be significant of the level of participation by the corporation. The predominant figure would be Washington, second would be Adams and third would be Jefferson. One of the other features that Tom had added would be in the background a very light form of the Philadelphia meeting house located on the right and on the left the Statue of Liberty. In other words we are transposing from country and liberty which is our motto for the SAR, said Whitelock. Tom stated that he had discussed this concept with the chairwoman and president of the Artist Association throughout the state, and that her board of directors would be interested in looking into this and possibly being a co sponsor in getting the word out in order to have a contest among their associates, or their associate s students that might give us examples of which we could select from. It was also mentioned that we might give a nice stipend for the artist that rendered the final selection. A sum of maybe $ was thrown out as an example. No vote by the committee would be taken at this committee meeting since the committee chair and other members were not present. Tom then turned to the Wal Mart grants that Charles Luna and Mike Everheart had been focusing on for their chapters and for all District #10 chapters. Mike Everheart told the committee that all chapters in District #10 and the Red River Valley Chapter in District #11 had submitted Wal Mart grants and that three chapters in District #10 had received Wal Mart grants in The Lt. Nathan Gann and Fredonia Chapters had to resubmit after February, 2009 because their particular Wal Mart stores had run out of grant funds by the end of James Alderman asked Everheart if he would forward a copy of the grant request and supporting documents to him, which Mike agreed to do. Mike also told the committee that he had two chapters in his district that had no youth award track record and that he had decided to attach the youth award programs printed off of the National SAR website to those two grant requests and indicated in the cover letter to the Wal Mart store that these would be the youth programs these two chapters would be participating in this year and in the future. He specifically indicated how the grant money would be distributed among each of the youth scholarship awards as well. Everheart stressed that chapters need to submit applications to Wal Mart now because some stores run out of community grant money before the end of the year. Depending on the Community Service Coordinator, the chapter should follow up on their grant requests on a regular basis because sometimes the grant application is lost, misplaced or simply has not been processed yet. 17

18 Tom stated that President Fife had given the directive to the committee to come up with ways to obtain large grants from corporations and to achieve a goal of one million dollars for the Patriot Fund so that we would be able to continue with these very worthy programs for a number of years. Tom Whitelock told the committee that when we go out to a school or some community activity that we should request letters back from their school principal, teacher, or community activity chairman stating that it was one of the best educational programs he or she had ever had or seen and that all of their youth enjoyed it. Those types of letters and newspaper articles on the event would then be added to any future grant requests showing what we do and thus justifying the request for grants. James Jones gave a financial report that the Patriot Fund devalued by a sum of $93,000 during 2008, and through January and February of 2009 the fund value had decreased by another $27,000. In response, Tom Whitelock stressed the importance of this committee finding future grant money that will sustain the Patriot Fund and allow us to give larger scholarship amounts, thus giving the SAR much greater recognition and stature throughout the country. The suggestion was made that it might be better to scale back on asking for large donations due to the current economic climate and go after Texas based and those local companies only and ask them if they would like to sponsor one of the youth contests, say the Rumbaugh oration contest and give one to five thousand dollars a year. If not, would they like to sponsor the contest this year? We would have to concentrate on Texas companies that have roots in the state and ask for less money. We are going to have to think smaller, in other words. The allotted one hour for the committee meeting having expired, the meeting was adjourned. Patriot s Fund Projects Committee Arnold Seidule, Chairman Mission Statement Generate and implement projects to be underwritten by the available funds of the Patriot Fund. Goals of the committee This committee in consultation with Contests, Medals and Awards Committee allocates the available funds to the TXSSAR approved projects for the budget year. Report Available funds were approximately $3000 less for 2009 than was available for The Executive Committee was able to identify several potential sources of income to cover this shortfall. It was important that the donations be designated for the Patriot Fund Project expenses. To date we have received funds from the Athens Chapter, Cradle of Texas Chapter and the Ladies Auxiliary totaling more than the $3000 that was needed. The budget for has been adopted and is $15,450. It is anticipated that next year the budget will be equally challenging. We may get enough available funds for our scholarships but be short on expense funds again. 18

19 A creative approach on how to administer the Expense Budget is needed. The approach might be a set of rules that will apply year to year and not be dependent of the available funds. Expense funds not used one year could be carried over for subsequent years. We have asked the M & A committee to work on this since they have the knowledge and experience. Patriot Fund Trustees Harry Fife, Chairman At the State Meeting in March at Nacogdoches, the Patriot Fund Trustees voted to funnel all receipts from the raffle for the musket and that the host chapter, Athens, would donate another amount earmarked as Patriot Fund Expenses. The Trustee also recommended to the Ladies Auxiliary that they also earmark the receipts for the quilt raffle as Patriot Fund Expenses which they did. These decisions were made as to the shortfall of funds in the Patriot Fund for awarding your awards. Promotion and Media Relations No separate report submitted. Tom M. Whitelock, Chairman Public Service Subcommittee Peter T. Baron, Chairman The new Public Service Awards pamphlet was distributed to all Chapters and State Officers. It has been updated to include the new Chairman s e mail. Chapters and State Officers also received a copy of page 13 of the new Merchandise Direct catalog from National. It lists all of the Public Service medals and the requirements. Summary of 2008 is 46 total recipients as follows: Law Enforcement 10 Fire Safety 9 Heroism 17 EMS Comm. 10 Chapters that gave recognition are (12): #4 San Antonio #6 Maj. K.M. Van Zandt #22 Daniel Wood #25 Capt Wm. Barron #28 Lt. Nathan Green #35 Wm Hightower 19

20 #45 Brazos Valley #46 Mesquite #54 Athens #57 East Texas #58 Fredonia #65 Red River Valley I encourage all Chapters to recognize their Public Servants. I encourage Chapters to give these Awards as soon as possible after the recognized service is preformed. I would discourage waiting to give the recognition during the month of recognition, May Law Enforcement or October Fire Safety. The recognition is not to be given to satisfy the program, it should be given to recognize the sacrifice of our Public Servants. State Meetings Committee Larry G. Stevens, Chairman State Meetings Committee Chairman was called to order by Larry Stevens at 3:00 PM. He introduced George Harcourt who would chair this committee for Mr. Stevens gave a short report on current 114 th Convention, stating that Charles Luna and Art Hall said there were 108 members registered with only three no shows, 173 scheduled to attend the Awards Luncheon, and 187 for the Banquet. He congratulated the hosting chapters on a job well done. The Chairman reviewed the following schedule: Lake Jackson Jul 31 Aug 2, 2009 Complete; Dallas Oct 30 Nov. 1, 2009; Dr. Baker stated he had a contract with the Holiday Inn in Richardson. Chairman Stevens asked him to send that to the committee for review and for the State President s concurrence. Houston 115 th Convention Mar 25 27, 2010; a contract has been signed and sent back to Jim Hoffman, President, Paul Carrington Chapter. Collage Station (Independence) August 2010 waiting for letter of intent; Katy (Robert Rankin) Oct Nov 2010 Chapter voted yes, waiting for letter of intent. TXSSAR 116 th Convention The South Central District meeting, to be scheduled for August 22, 2009 in the Arlington/Dallas area was discussed since Texas would be hosting. Dr. Charles Baker said he would contact the hotels and work with George Harcourt. Tom Lawrence stated he would furnish any information that he had to help setup the meeting. The meeting was adjourned. 20

21 Veteran s Committee Harmon L. Adair, Jr. Chairman The TXSSAR Veteran s Committee met 20 Mar 2009 at 1:00 pm, with 9 compatriots attending. Committee Chairman Harmon L. Adair, Jr., hadair2@gmail.com I introduced the Veteran s Committee Chairman for 2009 Ron Barker who is a member of the Veterans Committee of the NSSAR. I invited Ron to co chair this meeting. I reported an question I received inquiring why a TXSSAR did not have a winner in the Stark Award from NSSAR. I explained that a chapter is required to enter to win an I did not know how many chapters in TXSSAR applied. We had a wide ranging discussions on the following subjects: VAVS the web site for this VA Voluntary Service Home page At this web site you can read about the kinds of volunteer services that are needed and an volunteer application can be filled out and a VA representative will contact you to assist you in finding a time and place to volunteer. The NSSAR USS Stark Memorial Award Scoring Sheet & Service to Veterans Medal Guidelines. It was noted that each individual who volunteers must send in his hours spent with qualifying veteran s service to the chapter to be included in the Chapter Presidents annual report to TXSSAR. It was the opinion of all the people attending that the individuals in attendance that most people do not submit the time they spend in service to veterans to their Chapter President. The following compatriots attending this meeting requested that they be appointed to membership on the TXSSAR Veterans Committee: Garvin Germany John Pete Lenes Frank Rohrbough Bob Northcraft James C. Taylor Howard A. Roach Compatriots attending this meeting: Harmon Adair hadair2@gmail. com Ron Barker ron.barker@hp.com Milt Wing thetwowings@sbcglobal.net Garvin Germany ggermany@earth_comm.com John Pete Lenes jplwso@comcast.com Frank Rohrbough frankr@gvtc.com Bob Northcraft hrnorty@acc.com James C. Taylor jamestaylor22@live.com Howard A. Roach watkins7@aol.com 21