Committee Reports Board of Managers Meeting Dallas, Texas

Transcription

1 Committee Reports Board of Managers Meeting Dallas, Texas October-November

2 Archives and History Committee Peter Baron, 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 Attendee s Chairman Peter Baron, Vice Chairman John Thompson, Immediate Past Historian Tom Whitelock, Past Historian Jim Johnson, Past Historian Don Stone, James Alderman, Frank Rohrbough, James Taylor, Jack Morton, Larry Stevens, and Donald Babbs. The Meeting was called to order by Chairman Baron and Compatriots were welcomed. Agendas were distributed and door prizes presented. The first order of business was discussion of the Field Trip. Approx 40 persons visited the UNT Rare Book room on 30 October. Edward Hoyenski and Dr. Jennifer Sheehan introduced the guests to our collection. Examples of artifacts and publications from different aspects of the collection were represented. Compatriot Willie Walker s Continental Uniform was proudly displayed. The tour lasted approximately 30 minutes and was very well received. Special thanks goes out to Compatriot Charles Baker for setting up the tour and to the staff of the Rare Book room for an excellent outing. Discussion then shifted to the TXSSAR Yearbook competition. The previous decision to judge the competition consistent with last year s requirements was maintained. Discussion and an approved motion proposed to cease any future Archives Committee Competition and have the yearbook become a high value item on the annual report. This item will be forwarded to M&A committee for approval and recommendation. Discussion was held on the Brakebill project and additional grave markings were added to the updated list. Discussion was held on the state of the Spanish Patriot Project and it is moving forward. Discussion was held concerning the publication of Patriot Vignettes in the Compatriot. Compatriot Stevens advised to forward material to him and he would get it into the Compatriot. Discussion moved to the TXSSAR History books and was extensive. Finally, a motion was made and unanimously approved to sell the books for $50 a set. It was also approved to allow sets to be signed out by Compatriots to take back to their local Chapters to sell. Eight sets were taken and at this time 3 have been sold. The Committee voted to dissolve the TXSSAR Archives Committee bank account. A check for $ was written to TXSSAR. A second check for $ was written to a newly created TXSSAR Archives Asset Account. This account is for the future needs of the TXSSAR Archives Committee. The funds remain dedicated to the Archives Committee for use on major projects. The expense 2

3 must be approved by the BOM or Executive Committee. The Friends of UNT returned an uncancelled check from the old bank account for $200 from The committee approved reissuing the 2008 donation to the Friends of UNT and authorized a $ donation. The $400 expenditure was forwarded to the TXSSAR Treasurer to issue the check. Finally, Compatriot Sisson was recognized for his Codicil. The meeting was adjourned with 6 door prizes having been awarded and all business concluded. 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. Minutes 1. Opening a. The meeting was chaired by Marvin Morgan as Wendell Edwards was not present. Committee members present included: Jim Jones, Peter McLellan, Tom Jackson, Marvin Morgan, Howard Roach and Russell Dart. Minutes were taken by Tom Jackson. b. Visitors present included: John Beard. c. Committee Members not present included Stephen Tanner and Larry Forrest. 2. Report of the Internal Audit Sub Committee a. The Internal Audit Sub Committee was composed of Tom Jackson, Pete McLellan, Jim Jones, and Wendell Edwards. Copies of the report and Internal Audit Procedures were made available to all members prior to the meeting. On October 16, 2009 the Internal Audit Sub Committee met in Fairfield, TX and conducted an Internal Audit. An Internal Audit Report was prepared based on the selected procedures that were performed. Copies of the Report were distributed to visitors and each of the report recommendations were reviewed in detail. b. A copy of the Report has been provided to each Executive Committee Member. The report was presented by Marvin Morgan and Tom Jackson to members of the TXSSAR Executive Committee Meeting. Jim Jones reported that the Executive Committee accepted all of the recommendations. 3

4 i. Jim Jones and Peter McLellan will write management s response to all items which were noted. ii. Peter McLellan noted that the Finance Committee could draft Management s Discussion and analysis. c. Comments on the procedures included: i. Tom Jackson distributed a copy of the Internal Audit Procedures Guide and noted that these procedures were not meant to be complete or exhaustive. He further noted that consideration needed to be given to rotation of procedures and that procedures utilized would be constrained by manpower resources. ii. Internal audit work papers were prepared electronically and discussion ensued as to further utilization of features of Quik Books and Access. 3. Function of the Independent Audit Committee and Internal Audit Committee as well. a. The Internal Audit Subcommittee recommended that it be established as a subcommittee of the Independent Audit Committee. The consensus of the Committee was that this would not conflict with any requirements of SOX or Independent Audit purposes. b. John Beard noted that in public companies the audit committee serves to hire the auditing firm and typically oversees the internal audit function. He further noted that the Committee should be more involved with the auditor and John urged greater transparency. 4. John Beard was invited to offer information, suggestions, respond to questions, and share experiences. He urged the creation of a national whistleblower hotline for additional SOX compliance. He also distributed two reports: (1) Accountability for Non Profit Organizations, and (2) Learning from Sarbanes Oxley: A Checklist for Charities and Foundations. 5. Conflict of Interest Policy. Jim Jones, State and National SOX Compliance Officer, reported that the implementation of the Conflict of Interest Policy has been initiated and most officers have signed the form. Jim Jones further noted that a separate Investment Conflict of Interest Form was not necessary as the requirement for completion of the Conflict of Interest Statement was now extended to all Patriots Fund Trustees and Perpetual Fund Trustees. 6. Destruction and Retention of Records. The Committee noted that a records retention policy should apply to all types of records, magnetic and hard copy. John Beard noted that when hard copy records were destroyed a Certificate of Document Destruction was used and that a calendar needed to be developed and followed. Jim Jones noted that National was in the process of preparing a policy and when it was adopted he would use that as a format for the state. 4

5 7. The Committee noted that there needs to be a paper trail to document the process for making TXSSAR decisions, how and what decision was actually made, and document compliance with the established procedure. Members observed that Don Pugh was obtaining minutes from each of the Committees and ensuring that they were posted timely on the web site by Ray Cox. 8. Peter reported that a TXSSAR independent member, Billy Thompson of the McKinney Chapter, has begun to open the Bank statements, perform the independent bank reconciliation, and Peter forwards a report of the same to the TXSSAR President and the Chair of the Audit Committee. This has been implemented and is working well. Compatriot Thompson signs and dates the bank statements. In response to suggestions from the Committee, Marvin and Peter will work together to have bank reconciliations electronically signed. 9. Other topics for information and/or action from Audit Committee Members. a. Compatriot Jackson noted that he would like to have a copy of the Independent Audit Report as it was difficult to write procedures and perform the work in its absence. Peter noted that he had sent out copies to all members and would send/resend a copy to Compatriot Jackson. b. John Beard requested to become a member of the Committee. c. Jim Jones noted that a comparison of budget and actual needed to be presented and the capabilities of Quik books was explored. d. Tom Jackson noted that the Committee needs to review the appropriateness of including supplemental unaudited information with the annual audit. e. Tom Jackson urged that an expanded report of promises be provided to CMA and Jim Jones noted that he would review with Stephen Rohrbough if he wanted to see such a report. Compatriot Jackson noted that the job of the Committee was also to provide individuals with information that they might not be aware of the necessity of receipt. 10. The Committee adjourned at 10:30am Committee Members: Wendell Edwards, Chairman Marvin Morgan, Co Chairman Russell Dart, Larry Forrest, Tom Jackson, Howard Roach, Stephen Tanner James T. Jones, Jr., Past Treasurer and President Elect Peter McLellan, Treasurer 5

6 Internal Audit Report with Management Response Texas Society Sons of the American Revolution Internal Audit Sub Committee Report As of September 30, 2009 And for the nine months then ended October 16, 2009 To: The Executive Committee Texas Society Sons of the American Revolution The Internal Audit Committee conducted its review of the books and records of the Texas Society Sons of the American Revolution (the Organization) using the review procedures and guidelines as enumerated herein and such other procedures as deemed necessary and appropriate by the Review Committee. This review was conducted October 16, The review included, but was not limited to the following: Cash, cash disbursements, cash receipts Review of bank statements and monthly bank reconciliation reports which reconciled bank balance to month-end financial statement. Review of disbursements. All disbursements selected were examined to ascertain that: o checks issued were supported by valid invoices, receipts, or other supporting documentation; o all disbursements were properly recorded in the Organization s books and records; checks were issued to the proper payee for the correct amount; o checks were signed by the authorized signers. o all checks either cleared the bank or were listed on the end of the year bank reconciliation. The photocopy of the front side of the check, as returned by the bank, was reviewed for propriety. 6

7 o all bank statements were reviewed for evidence of withdrawal other than by check. o Transfers were reviewed for propriety o Payments to related parties (officers) were reviewed to determine adequate business purpose and sufficient support o Review checks for numerical integrity. Agree cash receipts and deposits to the bank statement for accuracy. Agree cash receipts and deposits from the bank statement to the records for accuracy. Review of tax matters: o 1099 s were issued as required. o Form 990 was filed o Review of tax-exemption status under IRS 501(c) (3). o Verified that all applicable sales tax reports were submitted to the State Comptroller s Office, and that the related taxes were paid, if required. (None were filed.) Review of Pay Pal Procedures Review of Investments o Investments as of August 31, 2009 and September 30, 2009 were reviewed for reasonableness of investments made.. Procedures not employed and conclusions not reached: Review the list of members not renewing. Review of minutes A proof of cash was not performed. A reconciliation of dues was not made. Bank confirmations were not requested. Copies of organizational documents and IRS Tax Exemption Letters No confirmations were sent to the recipient of awards to determine receipt. No discussions were held with the individuals performing the independent opening of bank statements and the review of the bank reconciliation. Confirmations were not sent to Chapters to determine that dues were properly remitted. No analytical review procedures (such as ratio analysis, receipts/expenses per member, or trend analysis) were utilized with the exception of that used for dues. Test of Dues o Perform an analytical test of dues to determine that the amount received is equal to the number of members multiplied by the annual dues amount, o Perform a reconciliation of dues. o Perform a test of dues received and deposited to determine that supporting information identifying the chapter number associated with the dues receipt is recorded properly in the subledger (Batch Excel spreadsheet) and ledger (Quik books). 7

8 The results of the review were as follows: We examined approximately 95% of total disbursements of $41,405. These were disbursements issued under the direction of Treasurer Peter McLellan. The activities of Treasurer James T. Jones were previously reviewed February 6, All disbursements to related parties were reviewed. All bank transfers were reviewed. All transfers to or from the investment accounts were reviewed. No material exceptions were identified. The report of immaterial exceptions and recommendations follow. Please contact us if you have any questions. Wendell Edwards Chairman, Internal Audit Sub Committee Texas Society, Sons of the American Revolution Audit Sub Committee Report of Immaterial Exceptions and Recommendations Fiscal Year Period January 1, 2009 through September 30, 2009 The Committee believes that the two Treasurers have done an excellent job. The review committee is cognizant that the Treasurer s position is a voluntary non-paid position and is most appreciative of the hours contributed by the Treasurers and appreciative of the cooperation shown by the two Treasurers. Certain matters came to our attention to be considered in the future. The review committee has neither made a determination as to whether or not any of the recommendations detailed herein are cost effective nor if they are unduly burdensome upon the Treasurer or TXSSAR. 8

9 Board Minutes No comment. Bank Statement Reconciliations No comment for improvement. Bank reconciliations were prepared for every month. Numerical integrity of checks No comment. The numerical integrity of checks used during the year was confirmed. Support for payment Recommendation: The Treasurer is encouraged to have all support for disbursements maintained in the same file including and postal correspondence. The Executive Committee should require written documentation of third party invoice approval for all invoices in excess of a specified dollar amount. It is suggested that a minimum dollar limit of $ be established Management Response: 1. The Treasurer will have all support for disbursements maintained in the same file including and postal correspondence. 2. Written documentation of third party invoice approval for all invoices in excess of $ is required. Review of two signatures on all checks Standard best management practices require two signatures. The Society has only one signature on all checks and only one signature on the investment account Recommendation: The Treasurer and the Executive Committee should investigate the feasibility and cost effectiveness of requiring two signatures on all checks in addition to the investment account. They should also determine if adopting this procedure would be unduly costly. Management Response: 1. The requirement of two signatures on all checks would be unduly burdensome on the authorized officers as they generally do not live in the same city. Mailing of checks and invoices can cause further problems and the possible loss of items in the mail. To require two signatures would lead to a delay in payment of invoices and the receipt of the same by the vendor. 9

10 2. The Treasurer has established a procedure where a non officer opens bank statements and reviews the bank reconciliations. Further the individual who opens the bank statement now signs and dates the statement. In addition, copies of the bank statements and bank reconciliations are mailed to both the State President and the Chairman of the Audit Committee. Review of proper endorsement of checks It was not possible to determine that checks were properly endorsed by the payee without alteration since cancelled checks are not returned in the bank statement and only the front side of the check has been photocopied in reduced format by the bank. Recommendation: The Treasurer should investigate the feasibility and cost effectiveness of requiring the bank, where the operating account is located, to return cancelled checks or a reduced photocopy of the obverse of the check. The Treasurer should also determine if adopting this procedure would be unduly costly. Management Response: We will review our procedures but currently the bank does not supply us with the obverse of the check. The number of our disbursements makes this recommendation not likely to be cost effective. Treasurer will copy the obverse of checks in excess of $ from the online copy of checks which have cleared the bank accounts. Review of Tax Matters Recommendation: The Treasurer should review current sales tax laws to document that no sales tax returns are required to be filed. Management Response: The Treasurer will review and document his review of the current sales tax laws. Cash Receipts Documentation was available to be reviewed for all cash receipts. Recommendation: o The President or Treasurer should send thank you notes for all donations and maintain a copy in the file. o The Treasurer is encouraged to print an extra copy of the excel spreadsheet used for dues recordation and include that with the deposit slip information to make a complete cash receipt support file. Management Response: 10

11 1. The Treasurer will send thank you notes for all donations of $50.00 or more and maintain a copy in the file. 2. The Treasurer will print an extra copy of the excel spreadsheet used for dues recordation and include with deposit slip information to make a complete cash receipt support file. Investments Recommendation: The Investment Committee should adopt an investment policy. The policy and the investments should be reviewed on an annual basis. Management Response: Management accepts the recommendation. Audit Report Recommendation: o The Executive Committee should write a Management s Discussion and Analysis of Earnings to be included with the annual report. o Scholarship dollars promised should be disclosed as a footnote in the annual report. Management Response: 1. The Treasurer and the Audit Committee will write a Management Discussion and Analysis of Earnings to be included with the annual report. 2. The Independent CPA will be notified in writing by the Treasurer to include the footnote in the annual audit report. Comments made during prior periods and the status Fidelity bond insurance should be obtained. o Fidelity Bond Insurance in the amount of $50,000 at an approximate annual cost of $250 is in the process of being obtained. The audit report should be amended to identify that we are on a modified cash basis. o Done The audit report should include a Management s Discussion and Analysis of Earnings. o No action taken. Request has been repeated. The audited financial statements should include footnote disclosure of outstanding scholarships. 11

12 o No action taken. Request has been repeated. Certain cash accounts including impressed accounts for the registrars, petty cash accounts for the sales of medals, and cash accounts for the archives committee should be reflected on the books and records of the Society. o This has been accomplished. Cash Disbursements o Require two signatures on every check No action taken. Request has been repeated. o Cancelled checks should be obtained with the bank statements. Banks were changed and photocopies of the front of the check are now received and kept with the bank statements. Request for copies of the obverse were maintained. A schedule of scholarship dollars outstanding should be maintained. o Done Outstanding scholarship dollars should be reported on the internal financial statements. o Done A schedule of scholarship dollars listing beginning balance, additions, payments and ending balance by payee should be provided to the Executive Committee and to such other committees as appropriate. This schedule should also note both the date and expiration date of promise. o This is in process. Request has been repeated. 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. 12

13 Minutes The session was called to order at 8:04am by State CG Commander Michael Radcliff. Mike reminded those in attendance to record their presence on the sign in sheet being circulated. (Those present who signed in were: James E. Mitchell, Howard Roach, Fred Hill, Frank Rohrbough, Peter Rowley, Bob Northcraft, Ron Barker, Ray Cox, James Taylor, Pete Baron, Marvin Morgan, Jim Johnson, Don Stone and Mike Radcliff). He asked Marvin Martin (Southern Region Vice Commander) to relate the recent and future CG activities for his area. He noted that all Houston and San Antonio Chapters were very busy over the past few months. Marvin commented that he is now feeling physically better and making rounds for the region. Plans are underway for participation in parades and Veterans Day ceremonies, as well as the rededication of a 1949 WWII Statue on the Capitol grounds in Austin. Compatriots Beal & Thompson from the Freedom Chapter are bringing their muskets in order to present a salute. On December 5 th Ray Cox and the Drum & Fife Corp will be in Galveston to lead the Christmas parade. Pete Lenes of Galvez Chapter is the contact member. Peter Rowley (Northern Region Vice Commander) said that he did not have anything to report at this time as to activities, but did have Robert Northcraft come forward to present Mr. Radcliff a special Certificate of Appreciation. Former State Historian Donald Stone informed all that he hoped their Chapters would purchase a set of the TXSSAR History Books; and since he made sure (as editor) our State Society s Color Guard was prominently displayed, he strongly suggested CG members get a copy/set which would also help reduce the remaining supply and gain needed funds for the Archive s Collection. Peter Baron alerted the group that only fifty sets remain. Jim Mitchell of Piney Woods Chapter told of how the listing of the Garr boys TXSSAR numbers #125, 128 & 132 in the books helped him prove his line for an additional supplemental application; thus again proving the value of owning a set. Dr. James Johnson reiterated that all members of the Color Guard will enjoy reading the history of the Society s guard activities since its inception. A question was asked if President Lawrence had bought a set, to which Compatriot Stone replied that as far as he knew, the chief had purchased volume II (It was ascertained later that President Lawrence had purchased both Volumes I and II). Chairman Radcliff called on Peter Baron to discuss about the new TXXSAR Color Guard medals. Compatriot Baron noted that the $12.00 Bronze Galvez ones are now available for any member who has participated in either the Atlanta Congress (because of the strong Texas showing & Judge Butler being installed as PG), Laredo Parade or South Central District Conference to purchase. He also reviewed the regulations for qualification to wear the medal and mentioned 13

14 that they could not obtain a miniature medal since a matching ribbon was unavailable. Silvers will be available in 2010 and 2011 respectfully, and the CG Staff will determine what events and/or time service are the basis for qualification. All purchase funds go to TXSSAR. Some Gold medals were struck in order that the PG can take them to Spain for special presentation. The Commander reported that the proposed Color Guardsman of the Year award and program has been postponed until 2010 due to a lack of entries this year. The Command Staff or selected committee will decide the recipient of the Gold Medal. In addition he stated that the new CG Procedures Guide/Manual is being prepared and will have various protocol and directives for better standardizing of operations by Compatriots serving in group activities or events. Topics include uniform attire, TXSSAR Color Guard staff and management, rank & promotion, proper ceremonial activity such as posting colors, funerals, honors presentations etc. The two divisions of the guard participants are the Continental Line and Militia or Irregulars. Don Stone promised to get a better pair of pants and most others agreed to not wear their medals when on formal duty. Peter Baron showed off a powder horn that he had created after acquiring a book on how to design a personal and antique look of this type of gear. He said that San Antonio Chapter will sponsor a workshop for those that wanted to create their own piece at a special $50 price. Peter indicated that he would probably be able to get the basic horn from a taxidermist for $6 each. Tom Green spoke on various upcoming Veterans Day Events. Commander Radcliff then read the roll of those Compatriots that had signed up for serving in the BOM's Color Guard activities (in uniform) during this weekend. Those in attendance received a special "thank you gift" from him. He also announced that Tom Green would need assistance at 3:00 pm to assist in transporting display flags from his car for use during the business and dining sessions. It was stated that we need to make reservations for the Laredo Parade now. Tom Green has the room code to qualify for the $85 per room. Also, we need to plan to attend the South Central District meeting to be held in Arkansas. We were instructed to be in uniform by 3:30 p.m. for the BOM opening session. It was suggested that 4 6 local color guardsmen present the colors at the Sunday opening session. Ray Cox indicated that the state website has a section on the color guard and it needs to be updated for future events. Dr. Jim Johnson suggested that we recognize deceased member on a Wall of Honor kept at the TXSSAR archives at UNT. A committee was picked including Tom Green, Peter Rowley, Bob 14

15 Northcraft and Dr. Johnson who are to determine the qualifications needed to be on the Wall of Honor. The meeting was adjourned. (However, Bob Northcraft asked members to remain for a special discussion, without the Commander being present.) It should be noted that Dr. James J. Johnson was promoted to Major General at the Saturday banquet. APPENDIX COLOR GUARD BUDGET: Don Stone presented the Budget to the Finance Committee. It should be noted that this should be done each year at the Fall BOM. If there is no request, it will not be in the budget. In addition, expenditures will be decided by the Finance Committee depending upon the availability of funds. The planned budget financial figures are as follows: 1.Purchase of NSSAR streamers for the TXSSAR flag.$150 2.Purchase of the Galvez Silver Medals $50 to be ordered in early $ Ten (10) DVD s of the Von Steuben training available at NSSAR to be used for training among the chapters $20).$200 4.Administrative Costs for printing, postage for flyers, promotions, certificates $150 TOTAL COST $1,000. The Finance Committee was reminded that the Color Guard generates income to offset at least part of these costs i.e. approximately $500 was raised by selling the bronze Galvez Medals at the October 31, 2009 BOM. Compatriot Newsletter Committee Larry Stevens, Chairman Committee Chairman Larry Stevens began the meeting at 10:05 AM Committee Attendees: James Alderman, Delbert Taylor, J. A. Rice, Steve Lee, Don Pugh, and Ray Cox The two 2009 issues were discussed and it was agreed that the Newsletter did report TXSSAR meetings and chapter news throughout the state. It was agreed to keep the same format. Editor Larry Stevens said he would look into it but that he felt his software would not easily allow this format. He said the plan will be to continue posting supplemental on the TXSSAR Web Site. He says he receives far too many reports with pictures and the supplemental allows the room required to report our events and activities in more detail. Chairman Stevens said currently the plan is to publish three issue per year; January 15th, May 15th, and September 15th. He said this would fall in line with our state and national meetings. 15

16 And, if TXSSAR continues mailing the newsletter, it would reduce the cost of printing and mailing by US Mail. The Committee discussed secession planning. And, it was agreed that more than one person should be able to write and edit our newsletter. It was agreed that the newsletter should have topic editors, as discussed in the August BOM and the need for topic editors be published in the next Compatriot. The meeting was adjourned at 9:50 AM. Americanism, Contest Medals and Wards Committee Stephen W. Rohrbough, Co Chairman Russell Dart, Co Chairman I. Attendance: Present: Vice President CMA Stephen Rohrbough Chairman, ACMA Committee Russell Dart Co Chairman for Annual Reports Robert Cohen Co Chairman for Annual Reports Bud Schwart Chairman ROTC/JROTC Contest Ron Barker Chairman Veterans Committee Ron Barker Chairman, Orations Contest Peter Rowley Commander, Color Guard Commander Mike Radcliff Chairman Newsletter Contest Larry Stevens Chairman CAR Liaison Committee Mike Radcliff Chairman CAR Essay Contest Stephen Rohrbough b. Absent: Chairman History Teacher Contest David Jones Chairman State Historian/Yearbook Peter Baron Chairman Poster Contest Tom McCormick Chairman Eagle Scout Contest John Knox Chairman Knight Essay Contest Randoll Reagan c. Visitors Delbert Taylor Member, Edmund Terrill Chapter #34 Thomas Jackson Past President, Robert Rankin Chapter #62 David Temple 2 nd VP, Dallas Chapter # 2 Gerald Irion President, Hill Country # 31 Art Munford President, Victoria Chapter Doc Rice Alexander Hodge Chapter John Greer Amb. Fletcher Warren Chapter II. 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 16

17 Chapter Annual Reports, Public Service and Law Enforcement, Color Guard, Yearbook, Newsletter, CAR Activities, CAR Liaison, and CAR Award Programs. III. 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). Further, the Annual Chapter Report Sub Committee will review the report for accuracy, content, and clarity of Instructions. b. Chapter CAR 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. Have at least 10 Chapters win John K. Harrell CAR Activities Streamers each year. 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. Have 50% of Chapters participate in one Contest. 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 plans to use the 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 Have 30 Chapters present flag certificates to an individual, company, or organization that flies the flag and deserves recognition. 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 Have 10 Chapters 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 Have 10 Chapters nominate an applicant from the Texas Society CAR to participate in the TXSSAR CAR Essay Contest. 17

18 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 subcommittee 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. s. Cash Awards pay cash awards to Youth Contest winners in lieu of sending scholarship funds to university registrars and eliminate the current procedure. 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. u. Increase Recognition of Citizens (non SAR) and number of Contestants participating in the TXSSAR Youth Contests. This is a theme of President Tom Lawrence s year in office as President, TXSSAR. He asked tasked the CMA Committee, District Vice President s and Chapter Presidents to work on this effort using the Marketing brochures noted above. Open v. Standardize instructions for travel arrangements and approved expenses for Youth Contest Programs. Open w. TXSSAR Veterans Activities Report. The USS Stark Report Veterans activities is part of the Chapter Annual Report. John Greer has agreed to work with the Chapter Annual Reports Sub Committee to receive Chapter USS Stark Report from the Committee and prepare the State Society USS Report and submit it to NSSAR. New Item x. Youth Contest Budget and Funding for 2010 Awards. New Item IV. Projects Status Open or Completed. (Note these items track with goals and projects in Paragraph III above.) a. Chapter Annual Reports for 2009 Annual Chapter Reports are being revised adding line items tracking the NSSAR PG and Americanism Reports, clarifying Report Instructions, and revising the Chapter Groups by size more evenly. The changes will be posted on the TXSSAR web site about December 1, There will be bonus points for early submission and penalty points for late submission. Open. b. Chapter CAR Activities Open. 18

19 c. Youth Contest Due Dates Completed d. Youth Budget Completed e. Youth Program Expense Matrix Open. f. Youth Contests Brochure A Youth Contest Brochure has been distributed. Completed g. Chapter Participation in Youth Programs Results will be tracked based on Chapter Annual Reports for 2009 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 Open. i. Youth Medals Awarded The Long Range Planning 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 2009 Open. j. Flag Presentations This is an on going program each year. The TXSSAR Society won the NSSAR Furlong Award for third year in a row and given the Award again during the National Congress in Atlanta, GA in July Open. k. Chapter Monetary Donations to Patriots Fund see paragraph III k Results will be tracked based on Chapter Annual Reports for 2009 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 2009 Open. m. History Teacher Award Results will be tracked based on Chapter Annual Reports for 2009 Open. n. CAR Essay Contest Results will be tracked based on Chapter Annual Reports for 2009 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 Brochure distributed. Completed s. Cash Awards Motion withdrawn by Compatriot John Knox. The BOM was advised of this decision when the VP, ACMA gave his report. Completed t. The BOM approved the purchase of the Color Guard medals on August 2, Completed u. Increase Recognition of Citizens (non SAR) and number of Contestants participating in the TXSSAR Youth Contests. VP Americanism responded to 19

20 Tom Lawrence s message Of May 29, 2009 to Youth Contest Chairmen, Public Service Awards Chairman, CMA Committee, District VP s to report how they would reach Chapter Presidents to increase participation in Youth Contests and further recognize more non SAR citizens in their local areas. Youth Contest Chairmen and Public Service Awards Chairman were tasked to prepare an Activities Plan and report their initiatives to the CMA Committee and in turn to the BOM. Reports were presented from 5 of the 8 Activities Projects. Plan from the 3 other programs after the BOM This is an on going effort to be tracked over the year. Activities in 2009 will be compared to 2008 to determine success of this program. Open v. Standardize instructions for travel arrangements and approved expenses for Youth Contest Programs. The Chairman, CMA prepared a revised instruction to standardize travel arrangements contained in all Youth Contests and presented it to the CMA. The revised text will be sent to all Youth Contest Chairman to update their information on the web site. Completed w. The USS Stark Report for the Veterans activities is part of the Chapter Annual Report and is attached to the Cover Form for Chapter Annual Reports. Compatriot John Greer has agreed to work with the Chapter Annual Reports Sub Committee to receive Chapter USS Start Report from the Committee and prepare the State Society USS Stark Report and submit it to NSSAR to compete for NSSAR Veterans Activities Award. New Item x. Youth Contest Budget and Funding for 2010 Awards i. TXSSAR President, Tom Lawrence, tasked the President Elect, Jim Jones to head up an ad hoc committee to resolve the problem for funding Youth Contests. The ad hoc committee met on June in College Station to define the problem and identify paragraphs in the TXSSASR By laws that must be met or changed to correct the problem. The problem was Youth Contests awards were announced for the current year before the actual earnings, interest, and donations were determined by the State Treasurer to show what money was available as of December 31 st each year. This was 9 12 months earlier than the Trustees could review the money awards for the following March Annual State Convention where the money would be approved for the Patriots Fund Projects Committee to use for such awards. ii. Therefore, the ad hoc committee presented their recommended changes required in the TXSSAR By laws to during the Summer BOM. It will now go the General Membership meeting during the Annual State Convention in March 2010.for final approval. If the revised by laws are approved, the Trustee will approve fund for 2010 programs awarded in March iii. With the approval of the By Law changes, we will face a unique problem of raising out of cycle funds to fund the Youth Contests for 2009 and have the funds available in March 2010 to present to awardees during the TXSSAR Annual State Convention. During the Summer BOM in Lake Jackson, Texas, we have already asked and have received some $4,000 contributed to the Youth 20

21 Program expenses for 2009 contest year. We have a projected budget of $15,340 approved by the CMA Committee and Patriot Project Fund Committees (same as budget in 2008) and have a current shortfall of $11,340. iv. An active fund raising project is underway to get strong support from Chapters and/or Fund Raising efforts between the Fall BOM in November 2009 and the Annual State Convention in March 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: 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 Americanism and Activities Award, and USS Stark Memorial Award. Information is found on the NSSAR web site. The Committee supports the TXSSAR Society by completing Award Report Forms to compete for National Awards. i. Using the Consolidated Chapter Annual Reports Summary, The Reports Sub Committee can prepare the Society Reports to compete for the President General s Americanism and Activities Awards, the USS Stark Memorial Award. ii. The CAR Liaison Committee prepared the Society CAR Activities Award; iii. The Flag Committee prepares the repot for the Admiral Furlong Flag Award; and iv. The Editor of the Compatriot prepares the report for Graham T. Smallwood, Jr. Newsletter Award. 21

22 Council of Chapter Presidents Larry Stevens, Chairman Steve Lee, Vice Chairman Tom Jackson, 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 1. Chairman Larry Stevens began the meeting promptly at 8:00 AM. There were 18 compatriots present representing 16 different chapters. 2. Chairman Stevens noted that the BOM for the Summer of 2010 that was scheduled for College Station was now open and invited chapters to volunteer to host the event. He also noted that the State Convention for 2011 was open and following the geographical rotation the San Antonio/Austin area should host the event. 3. Stephen Rohrbough, VP. Contest, Medals, and Awards was introduced and made the following points. a. Bob Cohen and Bud Schwart have updated the annual report form and instructions. b. The size of the groups used for contests was unbalanced and needed to be reviewed. c. Texas was going to pattern the state reports after National and not permit a chapter to win an award two years in a row. i. Compatriots from the floor voiced concern about the rule change on not permitting repeat winners. ii. An alternative proposal from the floor was consideration of special recognition for those chapters not permitted to compete but performing at high levels. d. Veteran reporting needs to be improved and there would be continued focus on completion of new items. 4. Bud Schwart, Chairman and Bob Cohen, Vice Chairman of the Reports Sub Committee were recognized and they proceeded with a Power Point presentation of the state and national annual report with comments following. a. The state reports needed to be sent to Bud Schwart, Bob Cohen, and your District VP. 22

23 b. It is strongly urged that all reports be sent electronically. i. Compatriots from the floor voiced concern that supporting documentation would be difficult to send electronically. ii. The Sub-Committee suggested sending the information as a scanned attachment or as an excel spreadsheet or a word document. c. All older Annual Report Forms will no longer be accepted and if received would be rejected. The 2009 Annual Report Form is being revised and will be posted December 1, 2009 on the TXSSAR Web Site. i. Compatriots from the floor requested a review to determine that all old forms were removed from the state website via browsers. d. Enhancements in the electronic spreadsheet included the completion of the Stark Report would flow to the State Annual Report e. Work is underway to permit transfer of data from the State report to the President s General Report. i. It was noted that there are certain maximum point limits on the National Report and these may appear on the State Report. ii. On the PG Report no one category may be more than 20% of the total. f. Timely reporting was to be awarded with additional points and non timely reporting would be penalized. Timeliness would be based upon receipt by Bud and Bob and not by postmarked date. g. The report format has been changed and donations have been moved to the end. The Sub-Committee noted that they rely upon information from the Treasurer for donations. i. Compatriots from the floor requested that the Council of Chapter President request a report from the Treasurer on Chapter level donations be sent to all Chapter Presidents. h. The Sub-committee has designed a new rule which is predicated on one venue one program. This replaces the school assembly rule. School assembly presentations now count as one program. Multiple speakers as part of the same program should not be counted as different programs. i. This rule change was necessitated because a chapter that was doing good work had become creative in the counting of points. ii. Compatriots from the floor voiced concern that more points are being awarded if you make presentations to individual classes as opposed to an assembly of all of the classes. Other Compatriots from the floor voiced support of the rule change. 5. TXSSAR President Tom Lawrence welcomed the chapter members and noted that the real work of the organization is done at the chapter level. a. He further noted that this was a critical time of the year for the Texas Society as this is when youth contests start to move into full swing. b. President Lawrence urged chapters to award at least one flag certificate and also a public service award. He reminded the chapters that publicity should always accompany public service awards. 23

24 c. Chapters were reminded that dues could now be paid on line through Pay Pal, a first within the National Society, through the laudable efforts of Ray Cox and Alan Henshaw. 6. Charles Luna, Chairman of the Patriot s Fund Endowment Committee, urged Compatriots to make their donations for the current year operations of the Patriot s Fund as the Fund was still $10,000 short of the projected goal. He also suggested that every chapter should obtain at least one Wall-Mart grant and urged Compatriots to contact and re-contact. a. Compatriots were reminded that the package of information was on the hidden website. b. Mike Radcliff noted that Target grants were also available. 7. Peter Baron, Chairman of the Public Service/Flag Sub-Committee, urged the awarding of Public Service medals and reminded Compatriots that the Color Guard Galvez medals were available for purchase. 8. The meeting was adjourned at 9:00 am. Expansion and Membership Harry Fife, Chairman The Membership and Expansion Committee met with 8 attendees. District 10 VP Mike Everheart discussed what he has done to in District 10 to grow the membership in two chapters and the efforts he has implemented, as to Community involvement, to retain those members. We also discussed the Dallas Chapter s proposal to begin implementing a program of Associate individuals while they are awaiting their membership approval at National. Executive Committee Thomas E. Lawrence, Chairman The TXSSAR Executive Committee met in Board Room B of the Holiday Inn Select in Richardson, Texas on October 31, Members present were: Tom Lawrence, President James T. Jones, President Elect Bill Marrs, Secretary Peter McLellan, Treasurer Don Pugh, Staff Secretary Robert Clark, Chancellor George West, Trustee Harry Fife, Former State President 24