THE
MONTICELLO
ASSOCIATION

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2001 Annual Meeting Minutes

 

MINUTES OF THE ANNUAL MEETING AT THE OMNI HOTEL
CHARLOTTESVILLE, VA 
MAY 6, 2001

The Annual Meeting of The Monticello Association was held on Sunday, May 6, 2001 at the Omni Hotel in Charlottesville, VA in accordance with paragraph 3 of the By-Laws. The meeting was held in conjunction with a luncheon and approximately 133 members and guests were in attendance.

Susan Stein of the Thomas Jefferson Foundation was the first of two guest speakers. Her report pertained to the developments at Monticello. There will be three campuses:

     1. Monticello Mountain Top: The goal is to restore it to its condition at the time Thomas Jefferson lived there. All offices will be moved as will the gift shop.
     2. Kenwood: The historical building there will be enhanced. The Jefferson Library, the first for a founding father, will be there. It will have a research center; Thomas Jefferson's papers will be published and housed in the library. Eventually all Thomas Jefferson papers and manuscripts will be on-line.
     3. Gateway Historic Site: The object is to better educate Monticello visitors. There will be a theatre, museum, gift shop, restaurant and a hands-on learning center for children.

A slave graveyard has been discovered with 20 burial shafts. There will be a sign, fence and a dedication ceremony.

Ms. Stein commented on the foundation's position regarding the Scholar's Commission Report. They will review the report. She acknowledged that there could be different opinions and conclusions.

Professor Robert Turner, Chairman of the Scholars Commission summarized their report, including the procedures that were followed and the Commission's conclusions. Professor Turner pointed out that their yearlong study was completely independent of the Thomas Jefferson Heritage Society. He provided the names and credentials of the 13 scholars who took part in the study. The conclusion of 12 of the 13 ranges from serious skepticism to conviction that Thomas Jefferson did not father any of Sally Hemings' children, that the charge is almost certainly false. One of the 13 felt that a lack of information made it impossible to resolve and while in general agreement with the majority, concluded that it was somewhat more likely Thomas Jefferson fathered Eston. Professor Turner stated that a 35 page Summary Report was available to those who wanted a copy.

Both Ms. Stein and Professor Turner were available for a limited question and answer period following each of their reports.

James Truscott, President, called the business meeting to order at 3:13 p.m. and introduced Helen Anderson as our Parliamentarian. A time limit of two minutes was established for questions and comments.

The President called for a motion to suspend reading of the minutes of the 2000 Annual Meeting. A motion was made and seconded to approve the minutes as printed. The motion passed.

Report of Secretary - Betsy Mackey: She had no formal report but made a request that members keep the Association current with changes of address, marriages, births and deaths. Ms. Mackey expressed her appreciation for all the assistance given to her by Gerald Morgan, Jr. Mr. Morgan was presented a plaque in recognition of his many years of service to the Association in which he served as Vice President, President and Secretary. He received a standing ovation.

Report of Treasurer - Cynthia Spangler

The 2002 budget is $10,650 less than 2001 because the Membership Advisory Committee work will be completed.

A motion was made and seconded to approve the budget as presented. The budget was approved.

The Trustees Report was given by Cynthia Spangler in the absence of Randy Lougee. The Treasurer has received $4,125 from the Trust Fund as of March 2001. The fund is -$8,000, which is a result of market fluctuations. The question was asked if we anticipate a deficit in 2001 and the response was no.

The Graveyard Custodian Report was presented at the graveyard ceremony.

Historian's Report: Bob Coolidge reviewed the function of the Historian which is to record births, deaths and marriages of the Jefferson descendants and to determine who is and who is not a descendant in cases of doubt. He asked the Secretary, Betsey Mackey, to contact 10th generation Bankhead's to ask for their assistance in recording births of the 11th generation.

Mr. Coolidge made note of his participation as a member of the Membership Advisory Committee. He asked that we address the issues of whether Sally Hemings children are descendants of Thomas Jefferson and that we debate the issue at this meeting. He then presented a resolution as an amendment to the Constitution which must be submitted in writing. Mr. Coolidge asked that this amendment be voted on at the next Annual Meeting or that a special meeting be called for that purpose. Mr. Coolidge then read his proposed amendment:

As he concluded the proposal, he asked for a motion to approve the proposed amendment.

A motion was made from the floor to refer the proposed amendment to the Membership Advisory Committee for consideration. This motion was seconded.

Mr. Coolidge asked for open debate on his proposed amendment. The Parliamentarian ruled that the second motion to refer the amendment proposal to the Membership Advisory Committee should be brought to vote because that is in order with The Monticello Association rules. The chair asked for discussion to the motion to refer the amendment to Committee. Question was called to close the debate and vote. Vote to refer the proposed amendment to the Membership Advisory Committee carried.

Unfinished Business: Mr. Virginius Shackelford, III, chairman of the Membership Advisory Committee, gave an overview of the Committee. It was founded in May 1999 with a charge to report to the Executive Committee with recommendations to be presented at the 2000 Annual Meeting. The Committee was not able to meet that deadline because of the complexity of the issues and other factors such as the timing of the Thomas Jefferson Foundation Report. An Interim Report was given that contained important background material. Again the final report and recommendations have been delayed in part to give ample time to review the Scholars Commission Report.

Mr. Shackelford encouraged those who had not done so to read the Interim Report. Copies are available from him or Betsy Mackey and it can be viewed on our website. The next meeting is scheduled for July 2001 and the plan is to have written recommendations to the Executive Committee in September 2001 so that the Executive Committee will have enough time to consider the recommendations an to receive comments prior to the Annual Meeting in May 2002. It is anticipated that recommendations will be mailed to each member of The Monticello Association and that a press conference will be held to announce its release. Mr. Shackelford cautioned that the scope of the Membership Advisory Committee mission cannot and will not resolve the historical debate whether Thomas Jefferson fathered any or all of Sally Hemings' children. The recommendations will deal with membership in The Monticello Association and may or may not deal with related issues such as burial rights in the family graveyard. Mr. Shackelford also cautioned everyone not to make any assumptions or conclusions about the Membership Advisory Committee's recommendations. He stressed that each person on the Committee is keeping an open mind, each person may be developing a personal opinion but personal opinions are subordinate to what is best for The Monticello Association now and in the future.

The meeting was opened for questions. Sal Pace expressed concern about the procedure - the release of the Membership Advisory Committee report. He preferred that the membership receive and give approval prior to release to the press. The Monticello Association, by its Charter, is a defender of the Thomas Jefferson Legacy. The media may conclude that the Membership Advisory Committee report represents the position of the entire organization. Mr. Shackelford stated that the Membership Advisory Committee report will be given to the Executive Committee and pointed out it will get to the press once it is given to the membership. There was much discussion about the advisability of giving information to the press prior to membership having the information, an opportunity to discuss and vote. Mr. Truscott recognized the validity of the issues and gave the process to be followed. The Membership Advisory Committee will make its recommendations to the Executive Committee and the Executive Committee will decide how to proceed including how to involve the press.

A motion was made by Mr. Pace to prohibit the Membership Advisory Committee and the Executive Committee from releasing its report prior to release to and approval by The Monticello Association. The motion was seconded. Call to question and majority vote to close debate. The motion as presented by Mr. Pace passed. The Membership Advisory Committee Report cannot be released to the press prior to release to and approval by The Monticello Association.

Next on the agenda was the election of officers. Mr. Gillespie explained that the Nominating Committee was proposing the same officers due to the enormity of the Membership Advisory Committee task, and that Mr. Shackelford remain as Vice President one more year to complete the Membership Advisory Committee work. He presented the following slate:

John Works, Jr. called for a point of order referring to the tradition of The Monticello Association of Vice President and President completing terms of two years suggesting that the Nominating Committee is out of order. If following tradition, the Vice President elevates to President and the Vice President slot is open. Mr. Truscott pointed out that it is deviation from custom but not a violation of Association By-Laws or Constitution. He further pointed out that these are not normal circumstances.

Mr. Works stated his intent to propose a new candidate for Vice President but urged Mr. Shackelford to run for President.

The Parliamentarian ruled that the vote for President should be first.

There was discussion of the election of officers. Tom Coolidge made the point that there are reasons for maintaining the tradition of revolving officers. There was verbal support for Mr. Shackelford assuming the Presidency. Question was asked of Mr. Shackelford if he was willing to do so and he stated that for many reasons he declined to accept and recommended acceptance of the Nominating Committee slate.

Question was asked from the floor if Mr. Shackelford feels so overburdened, would he remove himself from consideration as Vice President or Chairman of the Membership Advisory Committee. The question was ruled out of order by Mr. Truscott.

Mr. Truscott stated that the order of business was to consider nominations for each office beginning with the President. That decision was sustained by a vote of the members present. The chair asked for each office/

There was a call for vote. Prior to the vote, proxies for Nat Abeles were presented. A motion was made to ask for a statement from each candidate and that the vote be written. Status of the proxies, which were faxed and received at this time, was discussed in terms of their validity. John Works, Jr. pointed out that they are not general proxies and are being given to the Secretary. They conform to our Constitution. Bob Gillespie commented very few proxies are allowed by our Constitution but it does allow for proxy vote for officers. It appears these proxies would be valid and in accordance with Articles.

There was reference to the motion for nominees to be done by written ballot. It was seconded and put to vote. The motion failed.

At this time, the nominees were asked to make a statement. Mr. Shackelford stated, "Everyone know who I am. This type of maneuver is detrimental to the overall operation of The Monticello Association." Mr. Abeles: "Many don't know me. Feel I've been tracking the issue at length looking at documentation that's come out in the last few years. I'm not entering this lightly. I believe Mr. Shackelford could do an excellent job. I want to take racism off the table. I want to take as much information as is available and make sure everyone is aware of it, weigh it, give weight to what is important. Maintain integrity of this organization - making sure we aren't forced into discussions by outside forces that we don't need to or don't want to make. I think I could do an excellent job and would serve at the pleasure of Mr. Truscott."

Mr. Truscott clarified that the Chairmanship of the Membership Advisory Committee is independent of the office of Vice President. Regardless of the outcome of the vote for Vice President, Mr. Shackelford remains Chair of the Membership Advisory Committee.

Continuing the comments about proxies, Lucian Truscott commented that these proxies were not fair because people did not know ahead of time what the slate was. People assumed Mr. Shackelford would be President and did not have the opportunity to vote for Mr. Shackelford. This is an unfair maneuver. Tom Coolidge stated that he did not know the strategy of keeping the same slate and assumed Mr. Shackelford would be moving to President and that the Vice President would be open for nominations. It was not intended as a negative toward Mr. Shackelford.

Discussion continued pertaining to the validity of these proxies because they were faxed, time of faxes, and whether those who submitted proxies were regular members. After looking at all questions, Mr. Truscott asked for a motion where or not to accept the proxies. Motion was made to ask the Treasurer and one other person not on the slate to clarify signatures. It was seconded, voted on and the motion passed.

A motion was made and seconded that we proceed with the agenda while the proxy signatures were being reviewed. Motion passed.

Nomination for Secretary - Betsy Mackey. A motion was made to close nominations and Betsy Mackey was elected.

Nomination for Treasurer - Cynthia Spangler. A motion was made to close nominations and Cynthia Spangler was elected.

The Secretary then presented those nominated for Associate membership.

Sterling Paula Gallagher Abeles, wife of Nathaniel Abeles
Robert Carson Glenn, Jr., widower of Janet Elizabeth Hutchinson Glenn
Ruth Brito Mackey, wife of Charles Errett Mackey
Jennifer Whire Militano, wife of Anthony Militano
Janice Lee Randolph, wife of William Franklin Randolph
Jane Lin Randolph, adopted daughter of Paul Raymond and Linda Bird Randolph
Susan Boyer Randolph, wife of Thomas Joseph Randolph
Margaret Wahlen Shine, wife of John Randolph Shine
Kevin Smyth, husband of Angela Militano Smyth
Bebe Kearn Somerville, wife of Atwell Wilson Somerville, Jr.
Dean Thomas Stamoulis, husband of Catherine Ashley Sparks Stamoulis

A motion to accept those proposed as Associate Members was made, seconded and passed.

John Works, Jr. asked that persons who received proxies determine their authenticity. Mr. Truscott suggested that we await the outcome of the signature review. Mr. Truscott asked those who had received proxies to be identified at the meeting. That was accomplished.

Mr. Truscott then stated that the vote for Vice President would be held and he would ask the Secretary to contact those who had voted by proxy and ask them to put in writing their intent to vote and the validity of the proxy, sign the statement and send to the Secretary. If the proxies affect the vote, the Secretary will follow the President's instructions.

Vote for Vice President:   Shackelford 21, Abeles 20

With the addition of the 11 proxy votes for Mr. Abeles (when the proxies are verified by the Secretary), Mr. Abeles will become Vice President. Ms. Mackey asked for phone numbers of those who submitted proxies. In view of the 21-20 vote, only two proxies are necessary to elect Mr. Abeles.

New Business: Mr. Truscott asked if there were motions from the floor regarding new business.

Lucian Truscott asked that the Association thank the President of the U.S. for inviting us to the White House to celebrate Thomas Jefferson's birthday. There was no second and the motion was not brought to vote.

Chris Coolidge made a motion that the membership receive copies of the agenda by mail prior to the Annual Meeting. Motion was seconded. During discussion, it was pointed out that often in the Executive Committee Meeting held the day before the Annual Meeting, items come up that will be included and it is not possible to notify the membership. Bill Randolph suggested this requirement could be satisfied by use of the website. It was noted that not everyone will have access to the Internet. Mr. Coolidge asked to amend the motion to ask for a tentative agenda. Mr. Truscott suggested that the issue seems to be around the slate of officers and that could be sent in advance. Another suggestion was to indicate ahead of time the items that need a vote. There are some administrative problems in getting this out to the entire membership - postage and timing. We would need to have a draft agenda to be sent out with the meeting notice which goes out at least six weeks before the Annual Meeting.

The motion on the floor to send out a tentative agenda prior to the Annual Meeting so that membership have time to assimilate the information prior to the Annual Meeting was voted on and passed. The Secretary will send the tentative agenda out with the meeting notice.

The President called for a motion to adjourn the meeting. A motion was made, seconded and passed to adjourn the meeting at 5:15 p.m.