Members Present: Commander-in-Chief, Keith G. Harrison. Senior Vice Commander-in-Chief, David R. Medert, Junior Vice Commander-in-Chief, Alan R. Loomis, Council Member, Peter A. Dixon, Council Member, Robert E. Grim, Council Member Andrew M. Johnson, National Secretary, David F. Wallace. National Treasurer, Richard D. Orr, and National Counselor, James B. Pahl.
Members Absent: Council Member Allen W. Moore, PCinC, Washington Representative, Richard C. Schlenker, PCinC.
Other Brothers Present: Charles W. Corfman, PCinC.
The meeting was called to order at 8:30 a.m.
Brother Dixon offered the invocation.
It was moved and supported to accept the minutes of the November 20, 1994 Council of Administration meeting as distributed by mail and facsimile; motion passed.
It was moved and supported to accept the minutes of the February 7, 1995 Council of Administration Conference Call as distributed by mail and facsimile; motion passed.
A. Commander-in-Chief: Brother Harrison briefly updated the Council on his activities. Brother Harrison discussed the increased use of electronic mail (e-mail) throughout the Order.
B. Senior Vice Commander-in-Chief: Brother Medert indicated that the bulk of his report would be included under the Program and Policy Committee. Brother Medert discussed the placing an article in the Banner asking Brothers to remember the Order through a bequest in their wills.
C. Junior Vice Commander-in-Chief: Brother Loomis reviewed his report with the Council, including the report of the Membership Committee.
D. National Secretary: Brother Wallace reviewed the Statistical and Financial Reports for the quarter ended December 31, 1994.
It was moved and supported that the National Quartermaster seek bids on obtaining an updated Seal as the existing Seal is becoming worn; motion passed.
E. National Quartermaster: The Council reviewed the quarterly report submitted by the National Quartermaster. The Eagle Scout Certificate of Recognition program was discussed and Commander-in-Chief Harrison directed that an upgraded design be developed. Brother Atkinson also discussed the possibility of establishing an operating budget for the National Quartermaster, similar to that of the National Membership-at-Large Coordinator. It was felt that as this would require an amendment to the Regulations and that the National Treasurer should review the idea and respond at the next Council meeting.
F. Council Members: The Council reviewed the quarterly report submitted by Brother Grim.
G. National Counselor: The Council reviewed the quarterly report submitted by the National Counselor. Brother Pahl reviewed the situation that has arisen between the Department of Rhode Island, Quest, Inc., and the state of Oregon.
It was moved and supported that all Departments be directed to seek escheats within the respective Department; motion passed.
H. Washington Representative: The Council reviewed the quarterly report submitted by the Washington Representative. Commander-in-Chief Harrison commended Brother Schlenker for the "Collection of Notations" developed from the past Proceedings and Minutes of previous National Encampments.
I. Patriotic Instructor: The Council reviewed the quarterly report submitted by the National Patriotic Instructor, Danny Wheeler. Brother Wheeler indicated that he has been seeking donations from outside the Order as well as within.
J. Member-at-Large Coordinator: The Council reviewed the report submitted by the Membership-at-Large Coordinator, L. Dean Lamphere, Jr.
K. National Camp and Department Organizer: The Council reviewed the report submitted by the National Camp and Department Organizer, Richard Greene
L. Banner Managing Editor: The Council reviewed the quarterly report submitted by the Banner Managing Editor. Issues concerning advertising and non-profit status change in mailing status and guidelines for accepting advertising were referred to the Banner Publication and Distribution Committee for review. As general guideline for present, it was the opinion of those members present that no advertising be accepted that is contrary to the objects of the Order. It was also determined that the review of printing costs and selection of a printing company be done annually by the Council of Administration at the National Encampment. In an effort to determine whether or not there are delays being experienced, it was decided that all Council of Administration Members would receive their Banner mailing via First Class Mail. The National Treasurer was also directed to conduct a review of the costs assigned to the Banner.
M. National Treasurer: It was moved and supported that the National Treasurer be authorized to exceed the 1994/1995 Budget in the following categories: 1) Office Expenses and 2) Printing of Proceedings; motion passed.
It was moved and supported that the National Treasurer be directed to open an account with the United States Treasury for the purpose of investing various funds in US Treasury Notes and/or Bonds with the purpose of holding such investments until maturity to negate any potential decrease in value on the secondary market but not prohibiting the sale of such items on the secondary market should the value increase. If rates are favorable, the National Treasurer is directed to convert existing United States Savings Bonds held by the Order into United States Treasury instruments; motion passed.
It was the resolution of the sense of the body that the National Treasurer invests these funds on a short-term basis (one year or less maturity).
It was moved and supported that, based on a favorable review by the National Counselor, the National Treasurer be authorized to seek a Letter of Determination from the Commissioner of the Internal Revenue Service verifying the status of the SUVCW as a section 501(C)(1) organization under the 1986 Amendments to the Internal Revenue Code. Such a designation declaring the SUVCW to be an instrumentality of the United States government by virtue of the SUVCW's Congressional Charter and exempting the SUVCW and its subordinate organizations from any and all requirements to prepare and file Federal or state income tax forms and potentially exempting the SUVCW from all taxes; motion passed. It was moved and supported that the National Treasurer's Report be accepted as presented; motion passed.
N. National Membership List Coordinator: The Council reviewed the report submitted by Brother Richard Williams.
Motions to include current and past National Presidents of the Allied Orders and National Secretaries of the Allied Orders were referred to the Banner Committee on Printing and Distribution for review.
It was moved and supported that current National Officers of the Allied Orders not be supplied with a complimentary issue of the Banner; motion passed.
It was the opinion of the Council that all address changes should be sent to the National Secretary.
It was the opinion of the Council that any changes to the National Aide positions would have to be reviewed by the Committee on Constitution and Regulations, and presented to the National Encampment for action.
t was moved and supported that the Program and Policy Committee conduct a review of Form 35-37-38 in order to update it for providing current information from the Departments to the National Secretary; motion passed.
It was moved and supported that all forwarding orders (US Post Office address changes) that have expired be referred to the Departments or Camps-At-Large for review; motion passed.
0. National GAR Highway Officer's Report: The Council reviewed the report submitted by Brother Peterson. It was the opinion of the Council that any extension in the term of Highway Officers would have to come from the Committee on Constitution and Regulations to the National Encampment.
A. Program and Policy Committee: The Council reviewed the report submitted by Brother Medert.
It was moved and supported that the Eagle Scout Certificate Program be administered through the National Quartermaster's Office, that the National Quartermaster work with the Camps to distribute the certificates, and that the only signature on the certificate be that of the Commander-in-Chief; motion passed.
It was moved and supported that each Department and Camp-at-Large compile a listing of the zip codes in the areas that they serve; motion passed.
It was moved and supported that a Pre-Registration Program for the National Encampment be adopted for the Order, and that a pre-registration fee of $5.00 and an at-the-door registration fee of $10.00 be adopted, with a Pre-Registration Form to be included in the Banner; motion passed.
It was moved and supported that the Delegate Form, the Scholarship Application, the Membership Data Form, and the Recruiting Brochure developed by the Program and Policy Committee be accepted as presented; motion passed.
It was moved and supported to accept the Forming A Camp form with changes as proposed; motion passed.
B. Constitution and Regulations: Brother Orr reported that nothing had come before the Committee during the quarter. Brother Harrison requested that the Committee begin a project to index the Constitution and Regulations.
C. Membership Committee: Brother Loomis' report was included as part of the Junior Vice Commander-in Chief's report.
D. Encampment Site: Brother Corfman gave an update of the current status of arrangements.
E. Legislative: The Council reviewed the quarterly report submitted by the Committee Chair, Thomas L. W. Johnson, PDC.
F. Military Affairs: Brother Atkinson indicated that nothing had come before the Committee during the quarter.
G. Americanization and Education: The Council reviewed the report submitted by the Committee Chair, Danny L. Wheeler, PDC. An article announcing an essay contest will be submitted to the Banner.
H. History: The deadline for submissions to the History Book has been extended and will be announced in the Banner.
I. Fraternal Relations: No activity was reported for the quarter.
J. Lincoln Tomb Ceremony: The Council reviewed the quarterly report submitted by the Committee Chair, Thomas L. W. Johnson, PDC.
K. Remembrance Day: No activity was reported for the quarter.
L. Graves Registration: The Council reviewed the report submitted by the Committee Chair, Charles Sharrock, PDC.
A. 1999 National Encampment: Brother Orr briefed the Council on the limited activities that occurred during the quarter.
B. Computer Standardization: The Council accepted the Committee report, and Commander-in-Chief Harrison discharged the Committee.
C. Banner Printing and Distribution: This Committee report was presented as part of the Banner Managing Editor's report.
D. Real Sons and Daughters: The Council reviewed the report submitted by the Committee Chair, Jerome Orton, PDC. A copy of the names of Real Sons and Real Daughters will be provided to the Life Membership Coordinator.
E. National Headquarters: The Council reviewed the report submitted by the Committee. The Committee Chair will be directed to explore options on sites and to review funding.
F. Life Memberships: No activity for the quarter was reported by the Committee.
G. GAR Memorial Foundation: Appointees to the Committee were reviewed.
It was moved and supported that the Commander-in-Chief prepare and transmit Certificates of Merit to Turner Pictures and Ted Turner, and that the National Historian draft the appropriate language for a resolution honoring Turner Pictures and Ted Turner for perpetuating the memory of those who defended the Union through the movies Gettysburg and Andersonville; motion passed.
It was moved and supported that, pending receipt of written correspondence indicating that donated funds would go to provide for the cost of a historic monument, the Council of Administration authorize the donation of $250 to the "Blue Coats in a Gray City" program; motion passed.
It was moved and supported that the Ben Harrison Camp No. 356, Department of Indiana, be authorized to reproduce the Emblem of the Order on name badges; motion passed.
It was moved and supported that the Ben Harrison Camp No.356, Department of Indiana, be authorized to sell nametags as a fundraiser to SUVCW members outside of the Camp; motion passed. A motion to establish a 10 percent of the retail price royalty fee on the use of the protected badges, emblems and objects of the Order was tabled.
It was moved and supported that the Matthew's Bronze Company be authorized to reproduce and sell the Emblem of the Order as an attachment to a grave marker; motion passed.
It was moved and supported that Balch Brothers and West and Company be authorized to reproduce and sell the Emblem of the Order as a grave flag holder; motion passed.
It was moved and supported that a notice regarding the availability of the grave marker and grave flag holder be published in the Banner; motion passed.
The National Secretary was directed to inform Matthew's Bronze Company and Balch Brothers and West and Company regarding Council action.
It was moved and supported that the Order participate in the Old Darlington District South Carolina graves identification project through an article in the Banner outlining the project; motion passed.
It was moved and supported that the National Organization have a color separation of the Membership Badge of the Order and the Membership Badge of the Grand Army of the Republic done, and that it be prepared and offered for purchase as blank letterhead to the Departments and Camps; motion passed.
It was moved and supported that, beginning in the Fiscal Year 1996, that letter head with the elected National Officers be prepared using previous styled National letterhead as a guideline; motion passed.
It was moved and supported that the Sons of Union Veterans of the Civil War enter into an agreement with Geraldine R. Orr to provide professional accounting services. Such accounting services to be based upon Ms. Orr's proposal to Commander-in-Chief Harrison. Motion carried with one abstention (Note: To avoid any appearance of impropriety, Brother Richard D. Orr abstained from voting on the motion).
The next meeting of the Council of Administration is scheduled for 7:00 PM, Thursday, 10 August 1995, at the Radisson Hotel Columbus North. Columbus. Ohio.
The meeting adjourned at 5:21 PM.
Respectfully submitted in F., C. and L.,
David F. Wallace