THE
MONTICELLO
ASSOCIATION

The 1987 Annual Meeting of the Monticello Association got underway at 5:30 p.m. on Saturday, June 13. With a clap of thunder which could be interpreted as an expression of pleasure from our ancestors, we gathered at the Visitor's Center at the base of Monticello Mountain. There we viewed over 400 artifacts of Thomas Jefferson's which were attractively displayed. The staff of the Visitor's Center was very friendly and knowledgeable and helped even the youngest descendant appreciate the many talents of her illustrious forebear .

The heavy thunderstorm gave way to a beautiful rainbow which beckoned us up the mountain to the reception at Monticello where the skies were blue and a cool breeze greeted us. This year, for the first time, the Thomas Jefferson Memorial Foundation hosted the gathering. Tours of the house and gardens were given by the members of the Monticello staff. We thank them for their time and energy and for the delicious refreshments.

Following the reception, we continued our festivities at Michie Tavern where 140 family members enjoyed the food and atmosphere of a bygone era. It was our second year at Michie Tavern and judging from the attendance, it is a very popular occasion.

Sunday morning, we gathered at the graveyard at Monticello. Members graced their family graves with flowers and the younger members placed flowers on Mr. Jefferson's grave. President Tom Ruffin lead us in prayer, then read the names of those descendants and associate members who were known to have died since last year. They are: Kenneth Cary Bell, Campbell Houston Gillespie, Jr., Rosella Trist Burke Graham, Edwin Roger Kirk, Charlotte Nelson Randolph Rafferty, William Roane Ruffin III, Kathrene Bank- head Zuber, descendants; Frederick Milton Kimball, Angus Slater Lamond, and Naomi Fulford Ruffin, associate members.

From the Graveyard at Monticello, we traveled to the University of Virginia for our luncheon and business meeting. Following cocktails in one of the gardens, we enjoyed lunch in the Dome Room of the Rotunda. The beauty and historic value of this location for our meeting is very special to all of us who attended. According to the signatures on the roll sheets, 114 were present.

Following lunch and a warm welcome, President Ruffin called the meeting to order . It was moved, seconded and passed that the minutes of the 1986 Annual Meeting be accepted as published and that their reading be omitted.

President Ruffin introduced Dan Jordan, Director of the Thomas Jefferson Memorial Foundation and Susan Stein, Curator. They are both dynamic, energetic and enthusiastic people who have become friends to us all during the past several years. Their sincere interest and expertise has made way for very exciting developments at Monticello. They shared with us a few of those.

In August of 1987, a new center for historic plants will be in place. Under the direction of John Fitzpatrick, the satellite farm, Tufton, will house over 136 varieties of plants of Jefferson's day. The exhibition at the Visitor's Center has had over 80,000 visitors since its opening last fall. A Department of Education should be in full operation by September 1987. Its goal is to individualize programs to different age groups and their needs. Seminars and programs are being well attended. Strong consideration is being given to a development program which will probably be in place next year. Expenses are rising and there is a need for greater revenue. Monticello Association members will receive new gate passes from the Foundation.

Susan Stein then spoke of her exciting year. Several acquisitions have been made for the house -two watercolors showing Monticello in 1825, a wine coaster, and a Hepplewhite chair. The house will see new vitality and color as eleven chairs need to be upholstered in their original French fabric. Susan is to travel to France to research this project.

Tom thanked them for the reception and the family showed their thanks by applause. The Business Meeting then proceeded.

TREASURER'S REPORT

Leigh Taylor reported:

"During 1986, 443 adults and 184 junior members paid dues. This compares with 419 and 160 in 1985.

"Memorial contributions amounting to $1,915 were received for Campbell H. Gillespie, Jr., W. R. Ruffin III, Francis E. Shine, Jr., and Robert McMurdo. Such memorials are forwarded to the Monticello Trust Fund with Sovran Bank. The above amount compares with $1,760 in 1985.

"Contributions which you make in addition to dues amounted to $1,515 compared to $1,361.00 for 1985. Such additions primarily keep the Association operating in the black. For 1986, our operating receipts exceeded expenditures by $2,413.81.

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

"We gained one new Life Member during 1986, Mrs. Edith Randall Kotz."

FINANCE CHAIRMAN'S REPORT

John Works reported that the Statement of Accounts, which appears on page 16, indicates that the market value of the Trust Fund increased $7,647.07 from the same period last year to $41,993.48.

HISTORIAN'S REPORT

Robert Coolidge reported:

"Dr. Susan Stein, Monticello's Curator, said in her remarks to us that she had us all straight after a year and a half in office. I wish she could tell me how she did it, since that is part of my job! I was also glad that our ancestor had his own privy in a small closet off his bedroom. I don't think that door has ever been opened for the public or the family.

"The computerization of the genealogy has almost been completed. The material in Collected Papers, ...Vol. II has been stored in the computer, and the Historian has a printout, which will be proof-read, corrected and updated. A complete printout of the updated genealogy will be produced before the next meeting. We should all be extremely thankful to Steve Moyer, who persevered to the completion of this relatively thankless task. At latest count, there are about 2,000 entries.

"Other than its use by the Historian as authoritative text of the genealogy itself, there are many other ways other officers and members can use the database we have created. Many ideas have been suggested but none have been thoroughly discussed or approved. It has not been determined how often the genealogy will be published or sent to members. One decision the Executive Committee has made is that it will not be made available to any outside agency except to verify descent from Jefferson for those who are not certain of their lineage.

"The family numbers and the files based on them will be retained until a totally acceptable substitute system can be worked out. Future publications of the genealogy will have both the family number and the "program ID" number, until the Association votes to abandon the family numbers.

"I would also like to make a special appeal to the descendants of the ninth generation. At last count there are about fifty of them, all in the Bankhead line. Eight of these are over twenty and two are over thirty. None of them are married so far as we know, and we are anxious to greet the first member of the tenth generation whenever he or she appears. We may even honor the event, or the person if there already is one!"

RECORDS COMPUTERIZATION COMMITTEE REPORT

Steve Moyer reported:

"All of the data from Collected Papers. Vol. II has been input into the database. The next step is to make all known corrections and additions and then start sending each of the members a complete copy of their ancestry for verification and corrections. Upon completion, this data will be made available to each of the Association's members."

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 737 of whom 528 are adult members and 210 are juniors. We have 186 associate members which include the 9 to be elected today.

John submitted the following names for Associate Membership:

Katharine Parker Coolidge - wife of Bayard Randolph Coolidge
Virginia Coolidge - wife of the late Thomas Coolidge
Roger Guy Courtenay - husband of Kem Shackelford Courtenay
Elwyn Evans III - husband of Harriet Ruffin Evans
Ann Kohlmoos Fathman -wife of Charles Garrison Fathman
Terri DePrender Hall - wife of Karl Obed Hall
Gordon King Haskell - husband of Rachel Fathman Haskell
Joseph Austin King - husband of Julia Wiggin King
Barbara Doughtery Marshall - wife of George Randolph Ruffin, Jr.

It was moved, seconded, and passed that these 9 be elected.

CUSTODIAN'S REPORT
(Delivered in the Graveyard)

Jane Rotch reported:

"Since our last Annual Meeting there have been three burials in the Graveyard:
Anne Holloway Randall (E-5)
Campbell Houston Gillespie, Jr. (C-19)
Edwin Roger Kirk (G-12)

"I am grateful for being allowed to offer this report here at the Graveyard this morning, rather than later on at lunch, since my husband and I are leaving on a pilgrimage to England in a few hours! But there are other reasons why it's appropriate for me to give my report in these surroundings. I'd like to encourage you to look around you - enjoy the trees (one of the glories of our graveyard), and notice the stones. We spend quite a lot of money on these trees, most of it in preventive maintenance - for instance we took a large limb off the central black gum tree last year. In looking at the different stones you can see how other families have handled the various problems involved in choosing.

"In considering the various stones which have been erected over the past decades we have come to some conclusions of our own. The Interment Committee encourages cremation burials, for instance. This allows a couple to share the same plot and allows for unforeseen future possibilities, such as a grandchild being buried in the same plot with his grandmother, as was done the other year. 1t also avoids the perennial problem of sunken graves. We also encourage small stones, and we would prefer that people not put up separate footstones since this makes difficulties with mechanical mowing. Take this opportunity to look around and see which styles of stones appeal to you.

"I'd like to close with a few reminders. I keep a list of "Expressed Preferences for Burial Sites". If you are interested in being buried in the Graveyard please write me to say so and I'll add you to the list. We can offer no guarantees about exact places but we do the very best we can to satisfy people. Each generation must speak for itself, parents cannot ask ahead for their children but those children must speak up individually when they are interested. Our basic principle is "First Come, First Served, but Don't Hurry to Get Here!" At the present time we are filling in spaces in the old part of the graveyard and not burying anyone in the new part at the back.

"I am greatly helped in my work by my two assistants, Ena Whitmore and Frank Walker who fill in for me when I am out of town. If you can't reach me telephone the Thomas Jefferson Memorial Foundation Office -they will always know who is currently the Acting Custodian in my absence. Here are the relevant phone numbers:

Jane W. Rotch, Custodian
TJMF
Mrs. H. Bruce Whitmore
Frank S. Walker, Jr.

"Finally, you should all know that if you wish to visit the Graveyard at any time you can get the key to the Upper Gate at the ticket office by identifying yourself as a descendant (and signing the record book). Please do remember to return the key! Thank you."

NOMINATING COMMITTEE REPORT

Frank Walker, Nominating Committee Chairman, presented the following slate of officers for 1987-88:

President - John H. Works, Jr.
Vice-President - Stevens M. Moyers
Secretary - Martha Taylor Raper
Treasurer - W. Leigh Taylor
Historian - Robert T. Coolidge

It was moved and passed that this slate be accepted.

Frank explained that we have two trustees who oversee our Association's Trust Fund. One is Sovran Bank and the other is John H. Randolph, Jr. Mr. Randolph is stepping down from this position and at the recommendation of the Executive Commit- tee, Frank asked that a confirmation vote be taken appointing Gerald Morgan, Jr. as trustee. The members present concurred with this appointment.

NEW BUSINESS

President Tom Ruffin then modestly and briefly said farewell as his term of office ended. He urged us to continue working toward family unity and to work with the Thomas Jefferson Foundation and others that promote Thomas Jefferson. He then passed the gavel to John Works.

John Works accepted the gavel from Tom Ruffin, which was fashioned by Frank Walker from an oak tree which stood in the Monticello graveyard. John outlined many of the activities and events which Tom Ruffin was directly responsible for, or served as president during, their occurrence. Statistically, dues-paying members increased 10% to more than 650 members. Collected Papers . ..Volume II was published. The Trust Fund's value increased from $20,000 to nearly $40,000. The computerization of the Family's genealogy is nearly completed, and a graveyard drainage project was successful. Attendance was increased from 70 to over 140 family members. A Saturday night supper was commenced after the reception at the House, which seems to have found a home at Michie Tavern. The luncheon and annual meeting was moved to the Rotunda. The By-laws of the Association were amended to permit the holding of our Annual Meeting in May or June, and our meetings are now being held in June. A new exhibit at the Visitor's Center has been opened, which was hosted for the Family by The Thomas Jefferson Memorial Foundation.

Relations with The Thomas Jefferson Memorial Foundation, while always good, improved steadily. The President and Vice President have met with Dan Jordan, Director, on Fridays before the Annual Meeting to discuss areas of mutual interest between the Association and the Foundation (this year's meeting lasted nearly one hour). In addition to hosting our twice-a-year Executive Committee meetings, the Foundation has hosted the reception at the Visitor's Center and this year for the first time made all of the arrangements for the reception at the House, including a tour of Jefferson's gardens. Two members of the Family serve on the Board of Trustees of The Thomas Jefferson Memorial Foundation, Vee Shackelford and Jeff Coolidge, each who have faithfully represented the Family's interest at those meetings. The Foundation continues to help our Custodian and Interments Committee on upkeep of our graveyard, and it will also assist us in sending each dues-paying member an admission pass to Monticello. On a personal note Tom drafted a prayer (which was printed in last year's Annual Report) which John intends to use at the graveyard service during his tenure. Finally, John observed that while Tom spoke his mind and was not afraid to voice his opinions, he was able to pursue courses of action which he believed in for the good of the Family. The Family expressed its concurrence with Tom's fine work with enthusiastic applause and a standing ovation.

John stated that Tom Ruffin would be a hard act to follow. He expressed the hope that during his administration interest in the Association and in its activities would continue to grow, and to that end he pledged, as stated in the Association's Constitution, to continue to (1) care for the graves and grounds of the Monticello graveyard, (2) protect and perpetuate the reputation and fame of Thomas Jefferson, and (3) encourage association and friendship among Mr. Jefferson's descendants.

Before announcing the Presidential appointments for the next year, John outlined the organization and structure of the Association. The governing bodies of the Association are specified in the By-laws. The Executive Committee consists of the immediate past President, the President, Vice President, the Secretary and the Treasurer. While the By-laws of the Association provide that these are the only voting members of the Executive Committee, it has been the recent custom to also invite the Chairmen of the various committees, who give reports on their committees' activities and add helpful advice when matters are being discussed. The Executive Committee meets twice a year; once on Saturday morning of the weekend of the Annual Meeting, and once in late October. Recently the Executive Committee has been meeting in the Board Room at Monticello at the invitation of The Thomas Jefferson Memorial Foundation. Many members of the Executive Committee travel great distances to attend, which for the present Committee includes, in addition to Richmond, Virginia, Montreal, Canada, Rochester, New York, New York City, and Shalimar, Florida, all at each person's sole cost and expense. Much is discussed at these meetings; for example, the meeting which occurred yesterday began shortly after 10:00 a.m. but lasted until shortly before 2:00 p.m., all without a break.

There are two standing committees and several temporary committees, the chairman and members of which are appointed annually by the President. The two standing committees include Interments, which work with the Custodian to advise members regarding locations for interments, to guide them in accordance with stated policy of the Association, and to promote an orderly and desirable plan for the graveyard. From time to time special projects are undertaken, such as expansion or repair of the fence. The other standing committee is the Membership Committee, which works to interest eligible persons in the Association and to encourage them to enroll as members. Temporary committees are appointed from time to time, which in the past has included Collected Papers (Volume II has recently been published) and Hospitality (whose tasks are now being performed by the Vice President). The present temporary committees include Nominating, which is responsible for selecting the slate proposed for election at the Annual Meeting; Finance, which works with the Treasurer and Trustee with respect to the Association's trust fund; and Records Computerization, which is responsible for the computerization of the Family's genealogy. John Works then announced the following appointments: Custodian - Jane Rotch; Interments Committee -Ena Whitmore, (Chairperson), Moncure Taylor, Frank Walker and Jane Rotch (ex officio); Membership Committee -John Hubard (Chairman), George Ruffin Marshall, Martha Raper, Leigh Taylor and Robert Coolidge; Nominating Committee -Frank Walker (Chairman); Records Computerization- Stevens Moyer (Chairman), Bayard Coolidge.

John noted that the Membership Committee would soon to writing to each member of the Family to inquire about expressions of interest in serving on the Association's various committees. New ideas, comments and help are always welcome. John wished to especially thank Bonnie Ruffin and Angela Works for their help in keeping track of the reservations for this year's Annual Meeting.

John then made several announcements. Next year marks the 75th anniversary of the founding of The Monticello Association. The Executive Committee is exploring a number of ideas and special events to celebrate the occasion. The Executive Committee decided that next year's Annual Meeting will be held on June 12, 1988.

Several sales of Jefferson memorabilia occurred during the past year. A letter written by Mr. Jefferson in 1818 to a Jewish diplomat, which condemned prejudice toward Jews and reiterated his distaste for religious intolerance, was sold for $396,000 to Yeshiva University. That sum was the highest price every paid at auction for any letter or any Presidential document. A plaster bust of Mr. Jefferson fashioned by Jean Antoine Houdon, which is considered by many to be his definitive image and was used as the model for Jefferson's profile on the U.S. nickel, was sold for $2.9 million. That sum was a record for the artist and the highest price ever paid at auction for a pre-twentieth century sculpture. Some family members have inquired about how they might best accomplish a gift or loan of Jefferson artifacts belonging to them or their families to the House or for display at the Visitor's Center. The Executive Committee recommends that you contact them for suggestions on ways to fulfill your wishes.

The Monticello Association does not endorse commercial products for sale. However, from time to time new books, articles and events are mentioned because such items may prove of interest to the Family. For example, Elizabeth Langhorn has published a new book entitled "Monticello: A Family Story", which provides an account of how Mr. Jefferson and members of his family lived at Monticello and elsewhere. Poplar Forest, Mr. Jefferson's "second home," located 70 miles from Monticello in Lynchburg, Virginia, is now in the hands of a non-profit corporation. Jefferson averaged three trips a year to Poplar Forest and stayed several weeks on each visit, and it became a place of refuge from the throngs of adoring and demanding guests at Monticello. It is now open on a limited basis for tours, and its trustees are in the midst of a capital campaign to raise money for its restoration. Andrew Christian, a member of The Monticello Association, is a member of its Board of Trustees.

John remarked that there was at least one item that the Executive Committee desired the Family's guidance, and it concerned the limitation on space for our luncheon and business meeting in the Rotunda at the University of Virginia. The use of the Rotunda was obtained after Roger Coolidge and John Works visited the campus of the University of Virginia four years ago during the weekend of our Annual Meeting. Part of that visit included a tour of the Rotunda, which was designed by Mr. Jefferson, and it was mentioned on the tour that from time to time luncheons and dinners were served in the Dome Room. At a White House luncheon honoring Dumas Malone, Harold Jefferson Coolidge, a member of the Monticello Association, had the opportunity to sit beside Frank Hereford, the former President of the University of Virginia. John asked cousin Harold to inquire of President Hereford as to the availability of the Rotunda for our annual luncheon and business meeting. (The President of the University of Virginia is also an honorary member of the Association.) The response was affirmative, and after comparing menus and prices, etc., a decision was made by the Executive Committee to hold our annual event in the Rotunda.

The Rotunda, being the creation of our common ancestor, was an attractive alternation to the Keswick Hunt Club where we had been holding our luncheon and meeting, which had no connection to Mr. Jefferson. The Club was also not large enough to accommodate our growing numbers. Our hospitality committee, chaired by Millie Farmer, oftentimes missed the service in the graveyard in order to prepare the luncheon for the rest of the Family.

However, our attendance has continued to grow in the past few years, increasing from 70 to over 140, although only 116 had reservations for today's luncheon. The capacity of the Dome Room is technically 104; the absolute limit (because of fire code prohibitions) is 124. While no one has ever been turned away because of space limitations, we have continuously averaged between 115-120 persons for lunch, and it is possible that soon we will have more requests for space than it is possible to accommodate. Because the maximum capacity is a fire code requirement, it is not possible to first have cocktails in the Rotunda if our numbers exceed 124, and then move our luncheon and business meeting to another location afterwards. The Executive Committee has discussed this problem but has been unable to come up with an entirely satisfactory solution, absent moving to a new location.

An attempt was made this year to discourage guests from attending the Annual Meeting. For example, the reservations form distributed this year indicated that the luncheon was "designed primarily" for members, associate members and junior members. This was inserted not only because of space limitations, but also because some Family members feel that no guests should be allowed to attend a business meeting of the Family. Experience has also shown that the May 15 deadline is ignored by as many as 20% of those attending; we have never enforced the deadline. Even if we did, it is conceivable that we could exceed the Dome Room's capacity even by May 15 if more than 124 of our members make reservations by that date. There are also certain members of the Family who feel quite strongly that no family member should ever be denied a place at the business meeting of the Family.

After some discussion, the general consensus was that while we probably would soon outgrow our space, an attempt would be made to continue to use the Rotunda until it proved unfeasible to do so. (This could occur next year should our numbers increase, due to the celebration of our 75th anniversary or otherwise.) An alternative location, such as Alumni Hall at the University of Virginia, should also be explored as a fall-back location.

At the request of the President, the following budget was presented for 1988: President, $50; Vice-President, $25; Secretary, $2,200; Treasurer, $300; Custodian, $1,100; Historian, $100; Membership, $150; Insurance, $600. This budget of $4,525.00 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 11 and 12, 1988.

Respectfully submitted,
Martha J. T. Raper, Secretary