THE
MONTICELLO
ASSOCIATION

Carey Bankhead, Association President, welcomed everyone. The hostesses of the Monticello staff were available to take small groups upstairs. We are grateful to them for sharing their knowledge and enthusiasm with us. Millie Farmer, Hospitality Chairman, provided delicious food and drink for us to enjoy while we greeted each other and relaxed in the elegant surroundings.

Following the reception, 98 members enjoyed the festivities which continued at the Boar's Head Inn. A buffet dinner was arranged by David Works who has done an excellent job of providing us with a variety of "after reception" entertainment for the past several years. We appreciate his efforts.

Sunday morning, unlike many Sunday mornings in the past, dawned warm and sunny. After individual graves were visited and graced with flowers, we gathered at Mr. Jefferson's monument where President Carey Bankhead, read the names of twelve descendants and two associate members who were known to have died since last year. They are: Benjamin Nelson Bankhead, Charles Lewis Bankhead, Mary lio Bankhead, Philip Randolph Boyers, John Randolph Burke, Harold Jefferson Coolidge, Robert Hill Kean, Page Randolph Platt, Mary Blair Harvie Ruffin, Thomas Jefferson Randolph V, Margaret Randolph Taylor, descendants; Ima Jean Tiffin Hamilton and Constant Southworth, associate members.

Carey read the 146^th Psalm and flowers were placed near Mr. Jefferson's grave by our younger members.

The luncheon and business meeting were held again this year in the Rotunda of the University of Virginia. Cocktails were served downstairs in the West Oval Room prior to lunch with guided tours of the Rotunda available by the University staff. The seated luncheon followed in the Dome Room. We thank John Works for his efforts in arranging such a special location for our meeting.

Following lunch, President Bankhead called the business meeting to order. According to the signatures on the roll sheets, 93 members and 11 guests were present.

Carey welcomed everyone. He recognized a large representation from the Eppes branch of the family.

He noted that Charles M. Taylor, from San Francisco traveled the farthest distance to attend the meeting.

Carey recognized Millie Farmer for the reception at Monticello, John and David Works for the buffet at the Boar's Head Inn and the luncheon at the Rotunda, and Moncure and Patsey Taylor for taking the reservations for the Annual Meeting.

It was moved, seconded, and passed that the minutes of the 1984 Annual Meeting be accepted as published and that their reading be omitted.

It was moved, seconded, and passed that in the interest of time, a three minute limit per person and a fifteen minute limit per discussion be adhered to during the meeting.

TREASURER'S REPORT

Leigh Taylor reported as follows:

"During 1984, 355 adults and 144 junior members paid dues. This compares with 389 and 161 in 1983. This is a slight decrease but may be accounted to the fact that I did not send out second notices.

"The Variable Rate fund which was used for Collected Papers Vol. II prepayments was closed out in June when payment in full was made to The Heritage Printers. We borrowed from the Trust Fund $2,607.20. This has been partially repaid by $1,000 additional sales.

"During 1984, a contribution was received from Campbell H. Gillespie II in memory of Robert McMurdo, Jr.

"There have been several contributions since January 1985 in memory of Robert McMurdo, Jr. and Robert H. Kean. Additional contributions have come from the estates of Harold Coolidge and Robert H. Kean. This will be reported fully next year. Of course these sums are sent to the Trust Fund.

"Because your officers have chosen not to present bills for any costs involved, we continue to operate satisfactorily on the present dues and contribution income."

COLLECTED PAPERS…, VOL. II REPORT

George Green Shackelford encouraged members to contribute a Collected Papers Vol. II to their local library or college library.

Carey then recognized Frank Walker. Chairman of a special committee appointed last year.

Frank reported as follows: "The special committee consisting of Leigh Taylor, Moncure Taylor and myself was appointed to present for your pleasure and adoption a resolution recognizing the efforts of George Green Shackelford as chairman of the Collected Papers. Volume II committee. The resolution reads as follows:

A RESOLUTION OF THE MONTICELLO ASSOCIATION,

HONORING OUR FRIEND, RELATIVE. FELLOW MEMBER AND EDITOR OF THE SECOND VOLUME OF THE COLLECTED PAPERS OF THE ASSOCIATION.

DR. GEORGE GREEN SHACKELFORD:

WHEREAS, the Membership of the Monticello Association, at a meeting duly called and assembled, authorized the compilation and publishing of a second volume of scholarly essays, genealogical data and notes, which volume would serve to supplement and extend in time the subject areas covered by the Association's previously published and scholarly acclaimed Collected Papers of the Monticello Association, and

WHEREAS, George Green Shackelford, who compiled and edited the afore noted "Collected Papers" and who, therefore, entertained no illusions about the quantity and drudgery of the work which can accompany such an undertaking, volunteered to perform the same task on the second volume, and in so doing demonstrated a spirit of service and commitment worthy of our Common Ancestor, and

WHEREAS, the Association Membership, responding with uncharacteristic swiftness, accepted Dr. Shackelford's offer, their alacrity spurred by the expectation that they would again be the beneficiaries of the same scholarship, effort and personal attention which were the hallmarks of his earlier effort (and also by their fear that he might reconsider. if given time), and

WHEREAS, the labor associated with Volume II proved to be even more complex and onerous than with Volume I, eventually requiring George Green to assume the additional duties of publisher and distributor, among others, which duties he assumed with understanding and discharged with effectiveness, and

WHEREAS, the expectations of the Membership have been fully realized, as the recently-published Collected Papers of the Monticello Association, Volume II brings praise to itself and attention to the efforts of the Association, thus permitting us to bask once again in George Green Shackelford's reflected glory.

NOW, THEREFORE, let us resolve to recognize, honor and acclaim this, our own most capable servant- scholar, Dr. George Green Shackelford, by adopting the words penned above as the expression of this body, by according him the rising ovation justly due him, and by ordering that this resolution of thanks and praise become a part of the permanent records of this Association.

It was moved, seconded, and passed that this resolution of commendation be adopted.

FINANCE CHAIRMAN'S REPORT

The Statement of Account, which appears on page 15. indicates that the market value of the Trust Fund on April 15, 1985 was $22,313.57. This represents an increase in value of $2.339.13 over the figure for the same date in 1984.

HISTORIAN'S REPORT

Robert T. Coolidge reported: "Following the publication of Collected Papers, Vol. II, I received a number of corrections and discovered a number of mistakes which had escaped my notice earlier. There were also a number of additional names and dates submitted which could well have been sent in before the publication deadline, and in many cases were not full names or complete dates. Please remember that each entry in the genealogy should consist of the full name at birth of each descendant, and of his or her spouse at the time of marriage, and complete dates of birth, marriage and death. Adoptions and legal changes of names such as appear in public records will also be recorded in the genealogy. Dates of death of spouses and divorces will be recorded in the Historian's files if given but will not appear in the published genealogy.

"The purpose of these rules is to make each entry contain the same information for each descendant in preparation for the computerization of the genealogy, to save time and expense and to make it more useful for statistical purposes.

"Since the genealogy must be as complete and accurate as possible, within this limited scope, no correct information received can be suppressed or altered, and no corrections can be made of information already recorded unless the new source can be shown to be more reliable than the old one, unless of course, it was a typographical or transcription error. Since the genealogy is a historical document, please be careful to give your authority of source for any corrections or new information.

"You have already heard of the deaths of Margaret and Olivia Taylor about a month ago. Since Olivia was one of my predecessors as Historian, I attended the memorial service held at the graveyard just before the reception at Monticello, to give thanks for her work as Historian to which all of us are so indebted. The article by the historian to be published in the 1985 Annual report will be dedicated to her memory.

"We also remember with gratitude the contribution to our meetings and other forms of support given by tow other members recently departed from us. Robert Hill Kean and Harold Jefferson Coolidge who were also buried in the graveyard. They all lived long and full lives and will be missed."

CUSTODIAN'S REPORT

Jane Rotch reported:

"It has been an active year, with six burials since the 1984 Annual Meeting: Constant Southworth, Thomas Jefferson Randolph V, Robert Hill Kean, Harold Jefferson Coolidge, Margaret Randolph Taylor and Olivia Alexander Taylor.

"Preservation work was completed on the stone marking the 1805 grave of Mary Stewart, wife of the blacksmith. This slate marker, originally upright, had broken off at the base. It was laminated to a block of Virginia slate similar in color to the original, and laid horizontally.

"Our tree consultants inspected the graveyard trees and suggested a program of pruning which we undertook, at a cost of $1028. (We practice preventive measures, to keep dead limbs out of the trees to avoid damage during wind or ice storms.) Trees pruned were a linden, two tulip poplars (one on our unfenced property), a black walnut, a black gum, a white oak and a redbud outside the fence. The linden tree was also braced.

"A major drainage project was undertaken, under the supervision of Moncure Taylor, in order to protect the fence from erosion caused by water running off our sloped land and dirt building up against the fence. This cost $787 and involved digging a drainage ditch, and filling it in with gravel and a perforated pipe, as well as creating a gravel-filled drain area below the graveyard.

"We received a memorial contribution honoring Cary Randolph Cooper. Tourist "contributions" are up this year – members of the public erratically continue to treat Mr. Jefferson's grave as a "wishing well", pitching pennies, Jefferson nickels, dimes and occasionally quarters. They also favor the grave of Francis E. Shine (presumably because it has a large horizontal surface close to the fence.) The Custodian finds it occasionally onerous but always a humorous part of her duties to collect the tourists' litter and cart it off to the bank. In one extraordinary six day period (when wreaths laid on Jefferson's birthday were in evidence) $11.94 in small coins was deposited! This took a long time to count!

"The Thomas Jefferson Memorial Foundation, under its new director, Daniel Jordan, continues a helpful and cooperative neighbor. We are very grateful for their continuing help in mowing a raking leaves and assisting with other maintenance chores. Ena Whitmore and Frank S. Walker, Jr. are Acting Custodians whenever the regular Custodian is unavailable – I am immensely grateful to them for their prompt and generous assistance in sharing the burden of being "on call" when needed.

"As I have told many of you individually, we keep an "Expressed Preference List" of names and wishes of those persons who wish to be buried at Monticello. If you are interested, please write or telephone me to discuss it. Some people are listed as interested but not caring which space. Others indicate an area they would like or a relative they wish to be "near" and we note all wishes and do the best we can when the occasion arises. There are not guaranteed "reservations" as all descendants have equal rights in the graveyard, but we strive to take note of people's wishes."

The President then recognized Moncure Taylor who briefly commented on the drainage project in the graveyard which is nearing completion.

Carey thanked Moncure for wearing "many hats" within our organization including being in charge of the fence project and chairing the Interments Committee. Moncure received a round of applause.

MEMBERSHIP CHAIRMAN'S REPORT

David Works reported the following figures, as compiled by the Secretary: "Our current membership count is 653 of whom 515 are adult members and 148 are juniors. We have 164 associates members, which includes the 4 to be elected today. These plus our 1 honorary member total 818.

David then nominated the following for Associate Membership:

Kenneth Earl Kempson – husband of Catharine C. Mackay-Smith
Janet Dale Joynes Shine – wife of Francis Eppes Shine III
Ferdinand John Spangler, III – husband of Cynthia A. Hubard
Edward Lee Trehearn – husband of Pamela Sue Orcutt Trehearn

It was moved, seconded, and passed that those 4 be elected.

David then made two nominations for honorary membership at the recommendation of the Executive Committee. They are: Daniel Jordan, Director of the Thomas Jefferson Memorial Foundation and Robert O'Neil, President of the University of Virginia. It was moved, seconded and passed that those two men be elected.

RECORDS COMPUTERIZATION COMMITTEE REPORT

John Works reported: "The committee's efforts during the past year were focused exclusively on obtaining information about how best to computerize the Association's genealogy. Through a combination of luck and diligent investigation, it was discovered that a variety of software programs are commercially available to accurately and professionally computerize our genealogy, at a cost of $200- $300. In addition, there is some literature on the topic, including the quarterly publication Genealogical Computing and the book Computer Genealogy.

"Efforts this year will continue to be focused on genealogy. with three areas of particular emphasis: (I) exploring the compatibility of the genealogy contained in Collected Papers, Vol. I, which is already stored in a computer with the commercially available software programs; (2) determining the cost of inputting all of the Association's genealogy into a computer; and (3) finding a software package usable with a computer which may be different from that used by our Secretary, but which is compatible with our Secretary's computer to ease the transfer of information between our Historian and our Secretary.

NOMINATING COMMITTEE REPORT

Gerald Morgan presented the following slate of officers for election to serve until the 1986 Annual Meeting: President, Thomas Randolph Ruffin; Vice- President, John Hamilton Works, Jr.; Secretary, Martha Jefferson Taylor Raper; Treasurer, William Leigh Taylor; Historian, Robert Tytus Coolidge.

It was moved, seconded, and passed that the slate be accepted

PRESIDENT'S REPORT

President Bankhead told the group how much he had enjoyed his involvement with the Association over the years and particularly as President during the past two years. He promised to remain an active member and turned over the gavel to our new President, Thomas Randolph Ruffin.

Tom accepted with pleasure and asked that Carey receive a round of applause. Carey received a standing ovation.

NEW BUSINESS

Tom announced the following presidential appointees to serve for the upcoming year: Custodian. Jane Whitehill Rotch, Chairman. Ena Whitmore. Frank S. Walker. Jr.; Interments. Moncure R. Taylor. II. Chairman. Frank S. Walker. Jr., and Jane Rotch (ex officio); Hospitality. Mildred Taylor Farmer, Co-Chairman, David Works. Co-Chairman, Susan Walker, Jennifer Leigh Shepard. Harold Wetherbee, II. Susan Randolph Ruffin. Anne Randolph Barnes (advisor); Membership. David A. Works. Chairman. Anne Cary Williston Nowlin. Anne Hamilton Beecham; Nominating. Gerald Morgan. Jr.. Chairman, John Hubard. Robert M. Gillespie; Finance. John H. Works, Jr.. Chairman. William Leigh Taylor; Collected Papers. George G. Shackelford, Chairman. Robert T. Coolidge. Martha Taylor Raper (ex-officio); Records Computerization. John H. Works. Jr.. Chairman. Robert T. Coolidge, Steve Moyer. Bayard Coolidge.

Tom outlined the highlights of the Executive Committee Meeting which was held on Saturday, May 4.1985.It was moved and passed that only Association members or their spouses may make reservations for guests to attend any of the activities during the Annual Meeting weekend. It was moved and passed that a Reception Committee be formed, chaired and staffed by associate members to greet members and their guests as they arrive at the Saturday afternoon reception at Monticello. The Executive Committee will hold a Fall meeting in October 1985.

An announcement was made that Daniel Jordan,. Director of the Thomas Jefferson Memorial Foundation, wished to thank those members who contributed physical possessions from the Jefferson era to the Foundation.

Tom then opened the floor for new business. The President recognized Moncure Taylor who addressed the subject of changing the date of our Annual Meeting from May to June. Moncure noted that this subject has been addressed now for a number of years with questionnaires and open discussion. Moncure made the motion, as endorsed by the Executive Committee, to temporarily suspend Article 3.A of the By- Laws of the Monticello Association in its present form, for a period of one year, including our Annual Meeting of 1986, and amend same to include the month of June for a meeting date, the exact date to be decided upon by the President and the Executive Committee.

This motion was discussed. Moncure noted that it has always been our intent to preserve the dignity of what the Monticello weekend has meant to so many and emphasized that this motion is temporary, for one year only. He encouraged members present to observe the number of younger members and their families actively involved in our Association. Changing the date to June would allow for even more families to come as this date would not conflict with school schedules.

Tom Ruffin outlined his findings that since the University of Virginia is not in session during the first two weeks in June, there is less traffic around Charlottesville and less conflict with use of the Rotunda. In checking with local hotel/motel accommodations, the occupancy rates are lower. In checking with the weather bureau, he ascertained that there is more rainfall in May.

The motion was then voted upon by show of hands. The motion was passed as presented by a count of 34 in favor and 11 opposed.

The date has been set for JUNE 14 and JUNE 15. 1986 by the Executive Committee at its Fall meeting held October 26. 1985.

At the request of the President, the Treasurer then presented the following budget for 1986: President. $50; Vice-President. $25; Secretary. $1700; Treasurer. $300; Custodian. $1300; Historian. $100; Membership.$150; Insurance $300. This budget of $3.925.00 was approved by a motion that was seconded and passed.

With no further business, the meeting was adjourned with the meeting date set for next year as JUNE 14 and 15.1986.

Respectfully submitted,

Martha J. T. Raper. Secretary