THE
MONTICELLO
ASSOCIATION

Family members began gathering on Friday and Saturday with those arriving from out-of-town able to enjoy the outdoor facilities of their motels/hotels and visit with each other "poolside."

The weather was warm but the mountaintop breeze kept it quite pleasant as we gathered for the reception at Monticello on Saturday, June 14. This year, 130 members and guests attended the gathering. Millie Farmer, Hospitality Chairman, provided delicious refreshments and as in the past, guided tours of Monticello were given by the hostesses of the Monticello staff. We thank them for their time and energy.

Association President, Tom Ruffin, welcomed everyone and outlined the remaining activities for the weekend.

Following the reception, the group ventured halfway down Monticello mountain for cocktails and dinner at Michie Tavern. The cocktail hour was delightful as we continued to visit in the cool interior of the colonial tavern or in the breezy courtyard. A roving musician entertained adults and children with his fiddle and became quite popular as members made their requests for a particular song, dance, or classical piece.

A buffet dinner followed with bountiful amounts of fried chicken, blackeyed peas, stewed tomatoes, green beans, salads, corn bread, and rolls. Just when seconds had been served and limits reached, we were served delicious apple cobbler. Such a feast, served by waitresses in colonial garb and consumed on dishes of the colonial era, was thoroughly enjoyed by all 102 of us who attended.

Sunday morning, Father's Day, we gathered at the graveyard at Monticello. Members graced their family graves with flowers, then sought shady areas for the service. President Tom Ruffin read Psalm 46. He then read the following prayer, written, by him:

GRAVEYARD PRAYER

Let us bow our heads in prayer:

Almighty and everlasting God, look down upon this gathering of your humble servants who have traversed distance to be here today in remembrance of their loved ones and in the spirit of family unity.

We stand alive in the present, above the past generations laid to rest in this hallowed ground, and hold the key to future generations within us. Grant us the wisdom of the past and the vision of the future so we may better serve our fellow man in the pursuit of peace and harmony as your only Son did so many generations ago.

As our common father envisioned the birth of this great nation, grant us and our children the ability to carry forth his dreams and commitments in preserving this land and nation for the future.

Forgive us for our sins and grant us good health and safe journey to our homes, so we may re-unite again.

In the name of the Father, the Son, and the Holy Ghost:

Amen.

We then joined Tom in the Lord's Prayer.

Tom read the names of those descendants and associate members who were known to have died since last year. They are: Edward Clifford Anderson, Francis Eppes Shine, Jr., and Juliana Paca Taylor, descendants; George Lester Patterson, Mary Virginia Hoge Randolph, and Anne Holloway Randall, associate members. (For details, see DEATHS, page 16.)

The younger members then placed flowers near Mr. Jefferson's grave.

The group reconvened at the University of Virginia for the annual luncheon and business meeting. Cocktails were served in one of the lovely gardens outside the Rotunda where at 1:00 we entered the Dome Room for lunch.

Following lunch, President Ruffin called the meeting to order. According to the signatures on the roll sheets, 104 members and 14 guests were present.

It was moved, seconded and passed that the minutes of the 1985 Annual Meeting be accepted as published and that their reading be omitted.

TREASURER'S REPORT

Leigh Taylor reported:

"During 1985, 419 adults and 160 junior members paid dues. This compares with 355 and 144 in 1984.

"Memorial contributions amounting to $1, 760.00 were received for Robert H. Kean, Robert McMurdo, Olivia Taylor and Margaret Taylor. Such memorials are forwarded to the Monticello Trust Fund with Sovran Bank.

"Contributions which you make in addition to dues amounted to $1,361.00. Such additions primarily keep the Association operating in the black. For 1985, our operating receipts exceeded expenditures by $1,389.50.

"Prompt payment of dues and notification of address changes to which I mail the dues statements are of great help."

PRESIDENT'S REPORT

President Ruffin outlined the highlights of the Executive Committee Meeting which had been held the day before in the Map Room of the Rotunda at the University of Virginia.

"1. The Executive Committee held its first meeting in the Map Room of the Rotunda. Hopefully the Executive Committee will continue to hold these meetings at locations such as this.

"2. The standing Committees of Hospitality and Collected Papers will be abolished due to their duties no longer being needed.

"Dr. Dan Jordan has gracefully offered the services of the Thomas Jefferson Memorial Foundation to host the receptions at Monticello in the future. Because of his generous offer, the Hospitality Committee will no longer be needed to host the reception. Millie and Chris Farmer have done a magnificent job in their roles of hosting the reception at the house and the Executive Committee and the Family extend their thanks to them. Millie recognized Grace Shackelford, Margaret Johnstone, Patsy Williams Taylor, and Evelina Kean for their help at this year's reception Saturday evening at Monticello.

"Since the Collected Papers has been published, the Collected Papers Committee will no longer be needed. George Green Shackelford has done an outstanding job on that Committee and will continue to act as the 'agent' for the Collected Papers.

"3. Beer and wine will replace the fully stocked bar during the cocktail hour prior to the luncheon business meeting. Hopefully the savings in the cost of the fully stocked bar to just wine and beer will increase the quantity of food served at the luncheon.

"4. Additional sports activity (softball game against the Foundation) before the reception at the house.

"5. Limiting the attendance to the business meeting, as we are getting more and more visitors attending the meeting every year. The Executive Committee requests that family members restrain from inviting guests to the luncheon and meeting at the Rotunda in the future in order that members are guaranteed a seat. There is a flat limit of 120 seats at the luncheon and the Family has priority. We encourage the Family to invite guests to the reception at Monticello, dinner, and the graveyard service.

"6. Any attending member or guest who voluntarily gave up his reservation at the Rotunda to allow others to attend needs to notify John Works for a refund. Any parent who elected to let his child eat in the garden in lieu of lunch in the Rotunda also needs to notify John Works for a refund between the difference of the box lunch and the cost of the Rotunda lunch."

FINANCE CHAIRMAN'S REPORT

The Statement of Accounts, which appears on page 15, indicates that the market value of the Trust Fund is $34,346.41.

RECORDS COMPUTERIZATION COMMITTEE REPORT

John Works reported:

"The Records Computerization Committee was very active during the past year, and a detailed report of those activities was made to the Executive Committee at its meeting last fall. In brief, the Committee explored the compatibility of the format contained in Collected Papers with the commercial software programs that are presently available and studied the possibility of purchasing a computer for use in genealogical storage and retrieval. The Committee made a number of recommendations to the Executive Committee.

"The Committee concluded that it was not necessary to purchase a computer at this time. With more and more computer owners in our ranks each year, it was felt that it was not necessary to recommend that the Association purchase a $2,000 computer before all parties involved are pleased with the results obtained. It was concluded that the Committee could provide the best service to the Association by evaluating and deciding upon the proper software and then providing it, with instructions, to members who volunteer to enter the data using their own hardware.

" A universally recognized industry-wide standard format is available in commercially available software programs. Because the presentation of the genealogy in Collected Paper is at variance with such standard, it was decided to adopt the new industry-wide standard. (Those responsible for the Collected Papers system should be highly commended for their effort and work at a time when no genealogical standard had yet been adopted.) It is anticipated that when all of the genealogy has been entered and corrected, a booklet will be printed and sold to Association members at a minimal cost containing all of the Association's genealogy which can then be read in conjunction with, or can replace, the genealogy found in Collected Papers. The Executive Committee approved the allocation of$185 to purchase a software program which is compatible with the IBM MS/DOS format.

"A member of the Computerization Committee, Stevens Moyer, graciously volunteered to input all of the Association's genealogy into his computer in his spare time. I can assure you that this is a formidable task, given that there are over 2000 names requiring 12 different entries for each person. I am pleased to report that nearly one-half of these names have been entered to date. Please join me in expressing the Association's gratitude to Bayard Coolidge, Frank Walker, and especially Steve Moyer for a terrific beginning to a job well done."

HISTORIAN'S REPORT

Robert T. Coolidge reported:

"One of the less pleasant duties of the Historian is to deal with applications for membership from people who cannot convincingly show that they are descendants of Jefferson. Several of these have been recently received and all have been rejected as tactfully as possible, with the advice and approval of the Executive Committee. Our present application form seems adequate, but it may have to be improved.

, 'The computerization of the genealogy is finally under way. Since Steve Moyer is now well along in the task of transferring the text of the genealogy in Collected Papers. Vol. II into a computer, corrections noted or received since the printing of that volume will be sent to him in batches for inclusion in a complete updated version of the genealogy. Thereafter, corrections and additions will be sent in periodically, and print-outs sent back to the Historian as arranged by agreement between the Historian and whomever has charge of the computer. The order of the entries and their numbers will be the same as in Volume II although they will also bear computer ID numbers according to the Family Roots program which the Association has purchased to use with the data base provided by Volume II. This program will also provide for the storage of more biographical information for each entry, and we shall be asking for additional categories of information in future appeals to members. The alphabetical card file will be retained for the time being, but will presumably be eliminated eventually, and a more modern numbering system may have to be adopted. This will result in an easier way to give out updated genealogical information and to publish complete genealogies more often. Statistical studies can also be made in areas where we have enough information."

COLLECTED PAPERS …, VOL. II REPORT

George Green Shackelford reported:

"The Association sold a total of 338 copies of Collected Papers. Vol. II before the June 1986 Annual Meeting. During 1985-86, he sent $500.00 to the Treasurer, paid $187.00 for storage and has $217.00 in a checking account. He has 350 volumes on hand."

CUSTODIAN'S REPORT

Jane Rotch reported:

"I am glad to report that the past thirteen months have been good quiet ones for the family Graveyard. Instead of the major projects of tree care, fence renewal and the drainage project of the recent past, I've been concerned with simpler matters such as honeysuckle, poison ivy and lichen removal. There have been three burials in this interval, though a fourth will take place next week. Since we last met the following people have been buried: Philip Randolph Boyers, Francis Eppes Shine, Jr., and Mary Virginia Hoge Randolph. Anne Holloway Randall will be buried next week.

" As you may have noticed, a number of new stones and inscriptions have been added. (This is something which tourists peering through the fence are invariably amazed at. 'Look, here's one from 1985,' they say wonderingly or 'Here's an '82.'). I'd like to make a few suggestions about gravestones for you to ponder, which I hope you'll take in good part.

"My father, the late Walter Muir Whitehill, when giving advice about urban planning and preservation often commended a virtue he described as 'architectural charity. ' By this he meant that those persons erecting new buildings should consider carefully the surrounding buildings and site and build in harmony, rather than in competition. I think this same principle of 'charity' is appropriate for our family also when we come to add new stones to the existing Graveyard. When you are planning for a stone I commend to you the virtue of charity, the virtues of simplicity and smallness, and the elegance of restraint. There are some beautiful examples already in the graveyard. One recent instance I'd like to point out is the inscription for Bob Kean who is buried just to the west of his father's large monument. Rather than adding a second stone in the shadow of the tall one, Bob's children chose to add a simple inscription on the west side of General Kean's monument. Joint headstones are another way that some families have moved towards simplicity. The omission of footstones is another helpful move. I've found through the years that footstones are often a problem with current mechanical mowers, and are very likely to be chipped or damaged in spite of care taken. One couple, instead of having footstones to indicate which spouse was on which side of the plot, put initials on the lower corners of the headstone. (Most people don't bother to indicate 'who sleeps on which side of the bed!').

"Cremation burials have become increasingly common in recent years. We welcome them both for their ease of gravedigging (all graves have to be dug by hand here) and for the scope they give for adjusting to future needs and wishes. An infant who died last year was able to be buried in the same plot with his great grandmother. A grown woman was buried in the same plot with her parents and brother, with her name added to their stone. Besides the convenience of transport and timing, cremation burials offer the possibility of adding other family members in a particular area which may otherwise not have free space. I have designated a few spaces for cremation burials only, because a conventional coffin burial would damage the roots of an existing tree.

"I am happy to report that my two helpers, Ena Whitmore and Frank Walker, who take over when I am out of town, are willing to continue in this role. I have just bought a phone answering machine so you may find it easier than in the past to reach me and you will usually be able to leave me a message. When I am out of town for a significant period of time, the office at the Thomas Jefferson Memorial Foundation always has the names and phone numbers of the persons who are Acting Custodians. When in doubt, try Ena first (Mrs. H. Bruce Whitmore, 804-295-1540), then Frank (Frank S. Walker, Jr., 703- 672-4167). I am immensely grateful for their assistance.

"Our neighborly relations with the Thomas Jefferson Memorial Foundation continue excellent. Daniel Jordan and his staff are always kind, courteous and helpful to the family. There are now two descendants serving on the Foundation's board, as Jeff Coolidge has joined Vee Shackelford in that post."

MEMBERSHIP CHAIRMAN'S REPORT

In the absence of David Works, Membership Chairman, John Works gave the following report. Statistics were compiled by the Secretary .Our current membership is 659 of whom 504 are adult members and 155 are juniors. We have 174 associate members, which include the 14 to be elected today.

John read the rules for Association Membership which can be found on page 4 of this Annual Report. He submitted the following names for Associate Membership:

Scott William Boyers -husband of Rebecca R. Boyers
Thomas Burgess -husband of Susan L. Burgess 
William Cleere -husband of Adelaide G. Cleere
Gloria Coolidge -wife of Thomas Jefferson Coolidge
Eliska H. Coolidge -wife of Nicholas Jefferson Coolidge
Sandy Gail Hutchison -wife of Hal T. Hutchison
Harry L. Martin -husband of Page R. Martin
Karen Cooper Moore -wife of Ray Victor Moore
Sarah Gayle Randolph -wife of John H. Randolph, Jr.
Michael C. Roach -husband of Elizabeth L. Roach
Janet Joynes Shine -wife of Francis Eppes Shine, III
Kenneth Linne Swanson -husband of Lucy E. Swanson
Grace Reid Taylor -wife of John Byrd Taylor
Mary Ferebee Taylor -wife of John C. R. Taylor

It was moved, seconded, and passed that these 14 be elected.

NOMINATING COMMITTEE REPORT

President Ruffin announced that Gerald Morgan had resigned as Nominating Committee Chairman and recognized Gerald for years of service to the Association. Gerald received a round of applause.

He then appointed Frank Walker as Chairman of this committee who read the slate of officers to serve until the 1987 Annual Meeting: President, Thomas Randolph Ruffin; Vice-President, John Hamilton Works; Secretary, Martha Jefferson Taylor Raper; Treasurer, William Leigh Taylor; Historian, Robert Tytus Coolidge.

He noted that Martha Raper would fill the Secretary's position until completion of the 1986 Annual Report at which time the position would be vacant. Anyone interested should contact him.

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

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; Membership, David A. Works; Nominating, Frank S. Walker, Jr.; Finance, John H. Works, Jr.; Records Computerization, Stevens M. Moyer.

He announced that Jeff Coolidge had been appointed to the Board of Thomas Jefferson Memorial Foundation.

Tom introduced and welcomed Daniel Jordan, honorary member of our Association and Director of the Thomas Jefferson Memorial Foundation, and Suzanne Stein, Curator of Monticello.

Dan thanked the Association for its interest over the years and looks forward to hosting our reception next year during the 1987 Annual Meeting. He then gave an update on the activities of the Thomas Jefferson Memorial Foundation. He told us of its new direction which is an "outreach" program. Monticello will always be an architectural masterpiece but should be a resource -a catalyst of Jefferson studies -reaching out to tell about Jefferson.

In that light, he outlined focal points of the Foundation in achieving its goals: conferences -Jefferson and the Arts and Monticello and Architecture; formal courses -serving as a field school for teachers' seminars. The response in these areas has been outstanding. The Foundation is also using the Visitor Center at the base of the mountain as a valuable resource for information to tourists before they ascend the mountain to the house. The Foundation has hired a Director of Education.

The role of Curator has been newly defined. He introduced Suzanne Stein who brings a scholarly and administrative background to the position. Suzanne said how delighted she is to be at Monticello and explained their plans for returning original furnishings to the house. She described the recent acquisition of a lap desk of Mr. Jefferson's which Monticello will share with the State Department on a two year rotating basis. She explained their goal of recreating the perfect Jefferson environment. Currently, only 25% of the original items are in place at Monticello. To this end, she asked for help in locating items and said that in her quest for over 500 outstanding items, she felt sure she would be contacting many of the descendants in the days ahead.

We thank them both for being with us and for such an enlightening update on Monticello. Their enthusiasm was contagious and we are all excited about Monticello's future with its new outreach program.

President Ruffin thanked Eve Turnbull for the use of the Rotunda and Greg McDonald for his assistance at Michie Tavern.

The floor then recognized Moncure Taylor, who reviewed the motion made last year to change our Annual Meeting date from May to June. Specifically, "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 the 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."

Based on the enormous turnout for this year's meeting and positive response, Moncure moved that the By-Laws be permanently changed to read as follows:

"3.(A) The Annual Meeting of the Association shall be held on a Sunday in May OR JUNE, selected by the Executive Committee, at such hour and place in the City of Charlottesville, Virginia, or its vicinity, as may be designated by the President.

Discussion followed and it was noted the Executive Committee must inform the membership as soon as a date has been decided upon so that they have ample time to make plans.

The motion was moved, seconded, and passed, to add OR JUNE to Article 3.(A) of the By-Laws of the Monticello Association as written above.

At the request of the President, the following budget was presented for 1987: President, $50; Vice-President, $25; Secretary, $2000; Treasurer, $300; Custodian,$1300; Historian, $100; Membership, $150; Insurance, $500. This budget of $4,425.00 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 13 and 14, 1987.

Respectively submitted,

Martha J. T. Raper, Secretary