THE
MONTICELLO
ASSOCIATION
2002 Annual Meeting Minutes
MINUTES OF THE ANNUAL MEETING AT THE OMNI HOTEL
CHARLOTTESVILLE, VA
MAY 5, 2002
The Annual Meeting of The Monticello Association was held on Sunday, May 5, 2002 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 184 members, associate members and guests were in attendance.
James Truscott welcomed everyone. He then recognized Vice President Nat Abeles, Treasurer Cynthia Spangler and Secretary Betsy Mackey for their efforts and contributions to the activities of this weekend.
Mr. Truscott made an administrative announcement. Pattie Taylor Salazar, daughter of Ed Taylor, has informed us that her father, who is seriously ill, still has copies of the Collected Papers - Volume I and II. Anyone who wants either volume may contact Pattie Salazar by phone or by email.
Mr. Truscott explained that the Annual Meeting is a closed meeting and no recording devices or photographs are allowed. The meeting is recorded by the Association to provide the Secretary assistance in accurately presenting the minutes in the Association's Annual Report.
Active members in good standing were given two items upon registration. One, a ballot for voting for officers and a green card with which to vote on other matters. Voting for officers will take place during the meeting. Ballots will then be collected and the meeting suspended while counting and merging with mailed-in ballots occurs.
James Truscott introduced our Parliamentarian, Helen Anderson. He noted that Mrs. Anderson is certified and highly regard in her field.
In light of the intense media interest in the Association, some time ago the Executive Committee made the decision to hire a PR consultant to advise us and help us project our message in a positive light. Chris Meyers was introduced.
Roll Call was dispensed with in view of the attendance sheets on every table.
There was an introduction of a Special Rule of Order. If there is no objective, Roberts Rules of Order 10th edition, newly revised, will govern this meeting and all cases to which they are applicable unless they conflict with The Monticello Association By-Laws or any other special Rules of Order the Association may adopt. There was one objection by Tom Coolidge - that this is in conflict with our Constitution. The recommendation was to hold discussion until other resolutions are considered. James Truscott gave his opinion that there is no conflict and called for a vote - do we agree to use Roberts Rules of Order? There was discussion whether the ruling would impact proxies. The Chair clarified the intent of the ruling was simply to clarify the conduct of the business meeting. The objection necessitated a vote on whether to accept Roberts Rules of Order to govern the meeting. The vote was to accept Roberts Rules of Order to govern the meeting - 54 to 26.
James Truscott called for dispensing with the reading of the minutes of the previous Annual Meeting and that they be accepted as written in the 2001 Annual Report unless there was an objection. There was no objection and the minutes stand approved as written.
Secretary's Report - Betsy Mackey: It is important that we be able to locate you, correspond with you and send you material. We cannot do those things unless you advise us of changes of address. The Secretary requests that she be notified of those changes in a timely manner.
Treasurer's Report - Cynthia Spangler: The Association ended the year with approximately $30,000 in the checking account. Expenses for this year are much the same as last year except for the PR firm which was obtained at a reasonable rate. It is anticipated that the 2003 budget will be close to the 2002 Proposed Budget. We are in good financial shape. $10,640 is about what it costs to run the Monticello Association for one year.
Trustee - Randy Lougee: Calendar year 2001 Report is published in the 2001 Annual Report. The Trust Account has maintained its position. It has not grown but has not shrunk. The first quarter of 2002 shows a gain of $1,400 on $200,000 trust. The Bank of America handles the account.
Graveyard Custodian - Joy Boissevain: This report was presented at the graveyard this morning.
Historian - Bob Coolidge: We have the birth of the eleventh generation of descendants. There are no living members of the fourth generation. It is estimated that there are only 20 of the fifth generation who are living. He mentioned that Jefferson Library and that the Monticello Association archival materials would be stored there.
Unfinished Business
Membership Advisory Committee (MAC) Report - Joy Boissevain, Chair of the Membership Advisory Committee, addressed the group. The MAC Report was mailed to the membership and it contained two recommendations. One had to do with membership criteria and the other the proposal of the exploration of a new organization. Bob Coolidge proposed an amendment to the Constitution at last year's annual Meeting that was forwarded to the MAC for consideration. The MAC voted to not adopt the amendment but procedurally that proposal must come back to this Annual Meeting for a vote. The resolution was read (it was written in the Meeting Minutes of the 2001 Annual Meeting and appears in the 2001 Annual Report.) The procedure followed was the reading of the Coolidge proposal and the two MAC recommendations, followed by discussion and then a separate vote on each of them
Coolidge Proposed Amendment:
Proposed Amendment to the Constitution of The Monticello Association
Whereas: it is in the best interest of the Association, and entirely consistent with its purposes as stated in its Constitution, to be inclusive rather than exclusive in determining membership qualifications; and
Whereas: Sally Hemings was considered to be the half-sister of Mrs. Martha Jefferson and also, by certain contemporary and later accounts, the mother of some of Thomas Jefferson's children; and
Whereas: her descendants have expressed interest in participating in our Association's activities while their rights and claims are being investigated and determined by the Association;
Therefore be it resolved:
that a special class of membership, consisting of descendants of Sally Hemings who can document their descent from her by commonly acceptable standards, be added to the existing categories of membership, to be called Hemings members, or some other appropriate designation;
that these members not be obligated to pay dues, unless they are found to qualify as regular members of the Association;
that these members shall have voting rights at Association meetings at which they identify themselves and register their attendance, provided that they may not vote on Constitutional amendments affecting their status.
Recommendation of the Membership Advisory Committee
- Membership criteria - given the legal restrictions on the word descendent in The Monticello Association Constitution and in the deed for burial in the graveyard, it was determined that the evidence of Hemings descent from Thomas Jefferson does not currently meet the membership criteria. Thus, the recommendation is that there be no changes at this time in the criteria for membership.
- A second recommendation is that based on available evidence, the descendents of Sally Hemings do not currently meet the criteria for membership in The Monticello Association.
- The last recommendation has to do with exploring whether there is interest in a new organization that might be a family big enough for everyone and that might reflect Jefferson's view of a larger family. It is a proposal for those who are interested to explore together partnership and family in the broadest sense. The motion is to ask members of The Monticello Association whether the idea is worth exploring. The wording of the proposal is that the President and the Executive Committee will select members of the Association to explore interest in an organization such as families of Jefferson's Monticello with representatives of the Thomas Jefferson Foundation and descendants of other families who lived or worked at Monticello during Jefferson's life.
The procedure was to consider the Coolidge proposal first. Bob Coolidge spoke in support of his resolution stating that his primary purpose was to promote participation of the hemings family in the affairs of the organization to the greatest extent that they can. The floor was open for debate either pro or con. Sal Pace asked for clarification of the order of voting. The Chair clarified that John Works expressed concern that we have to date not involved the entire membership in a vote and that we have not asked the Hemings their response. If the Hemings do not favor the proposal, there is no point in our pursuing it. Mr. Works suggested we have a vote to at least survey the feelings of those present.
James Truscott referred to the portion of the amendment that pertained to amending The Monticello Association Constitution that requires an affirmative vote in writing of the majority of the voting members of the Association. The amendment becomes effective three months after the vote and is announced by the President. Marla Stevens made a motion that the amendment be tabled until next year because the Hemings did not receive the MAC Report and have not had time to read and understand the resolution. Matthew Mackay-Smith seconded the motion. Sal Pace addressed the motion to table saying we had amply time to study.
Vote was taken on whether to table. The motion to table was: 22 to table, 59 to not table. A motion was made to close the debate on the motion to amend the Constitution by John Works, Jr. and was seconded by Sal Pace. Vote was taken and the motion passed by a substantial margin. The next vote was on the proposed amendment to the Constitution. The motion failed: 73 against and 11 for the motion.
The next item to be considered - MAC Recommendation #1, that there be no changes in the membership criteria. The motion carried with the vote being 74 for and 6 opposed to the motion.
MAC Recommendation #2 - based on available evidence, members of the Hemings family do not meet the membership criteria. MAC recommended this recommendation be accepted. The vote was 67 in favor, 5 opposed.
MAC Recommendation #3 - resolved that the President and the Executive Committee of The Monticello Association select members of the organization to explore interest in an organization such as Families of Jefferson's Monticello with representatives of the Thomas Jefferson Foundation and descendants of other families who lived or worked at Monticello during Jefferson's lifetime. The MAC supports this recommendation. John Works, Jr. asked if the Secretary had received proxy votes on this recommendation. None were received on this exact recommendation. John Works, Jr. presented a substitute motion "that the Monticello Association not specifically endorse or support the umbrella organization or the organizing committee." The motion was seconded by Matthew Mackay-Smith. There was lengthy debate on both sides of the issue. There was a vote to limit the time to five minutes for each person wanting to participate in the debate. Ann Cary Nowlin moved to close the debate on the substitute motion and the motion carried 73 in favor, 4 opposed which was more than the needed two-thirds in favor of closing the debate.
The substitute motion was "Be it resolved that I do not support The Monticello Association officially sponsoring the forming of or participation in the umbrella organization or the organizing committee as recommended by the MAC." The motion was seconded and the vote to replace the MAC recommendation was 43 in favor, 38 opposed. This vote was to substitute the motion.
Next was a vote whether to accept the motion "I do not support The Monticello Association officially sponsoring the forming of or participation in the umbrella organization or the organizing committee as recommended by the MAC." Discussion pointed out that a vote for this motion is a vote against The Monticello Association formally participating and against the MAC recommendation. If one voted against this motion, one is voting to accept the MAC position. There was a vote to close the debate - 68 for and 3 against. The debate closed. The vote on the motion as written above was 97 in favor, 25 opposed (including Absentee Ballots).
Election of Officers
The Chair explained the voting procedure. Members in good standing were given a ballot prior to the meeting. Ballots will be used for election of officers. All ballots given to the Secretary prior to the meeting will be included in the count. Mailed ballots required a signature. Ballots used to vote at the meeting do not have to be signed if there is discomfort in doing so. Otherwise, we asked that ballots be signed. The last ballot cast is the one that will be counted. Question was raised why a deadline for Absentee Ballots was stated. Some people did not vote because they could not make the deadline. Gerald Morgan asked that only one ballot be sent rather than two. It was clarified that the Secretary sent only one ballot. Others within the organization sent ballots and proxies. All ballots will be counted. If someone has voted more than one time, only the last ballot will be counted. There will be no nominees from the floor.
The Chair introduced all the nominees fro office and each was allowed two minutes to support his/her candidacy.
In the absence of an objection, voting occurred. The Chair selected several members to assist the Secretary with the ballot count. A count of the ballots cast at the meeting and inclusion of absentee ballots as conducted. During the wait, Bob Gillespie presented the following people for Associate Membership:
Robert Dale Mader, husband of Carolyn Sworkin Mader
Kristin Dawson Mackey, wife of Jason Alan Mackey
Louis Tracey Mizell Moore, wife of Sean Butler Moore
Oliver Richard Sampson, husband of Margaret Anne Nowlin Sampson
Christine Utley Stockwell, wife of Tod H. Stockwell
Jill Carole Bonioi Walker, wife of Jacques D. Walker
Ursula Ronnebeck Moore Works, wife of John H. Works
An oral vote was taken and all were elected to Associate Membership. Those in attendance were asked to stand.
The Chair stated the meeting would stand at ease while the ballots were being counted. Results of the election of officers were:
| President | Nat Abeles | 133 | David Works | 103 |
| Vice President | John Esser | 114 | Pat Crouch | 97 |
| Treasurer | Cynthia Spangler | 138 | Jacques Walker | 81 |
| Secretary | Betsy Mackey | |||
| Historian | Bob Coolidge |
New Business
Election Procedures Report and Recommendations: James Truscott stated that the Executive Committee has reviewed the Election Procedures committee (EPC) Report in considerable detail. The EPC has done an admirable job in establishing a foundation and has shown us how much work needs to be done with regard to election procedures and related matters. Because of the complexity of the issues and the need for further study, the Executive Committee will not present the EPC Report at this time. The Executive Committee will take up this matter as soon as possible and form a new committed properly charged to continue the work begun by the EPC. The new President and Executive Committee will provide information to the membership regarding the new committee, its charge and work.
A motion was made to commend the current officers and the members of the MAC and to express appreciation to the Executive Committee and MAC for all their work on behalf of the organization. This was expressed in the form of a standing ovation. The Chair thanked everyone.
There being no new business, a motion was made, seconded and passed to adjourn at 4:45 p.m. The gavel passed to the new President, Nat Abeles.