Minutes of the 143rd Annual Encampment respectfully submitted by Eric Boothroyd, P.D.C., Department Secretary-Treasurer.

The 143rd Annual Encampment of the Department of Maine, SUVCW, was held at Victor Grange No. 49, Fairfield, Maine, on Saturday, June 15, 2024. It was held in conjunction with the Annual Convention of the Department of Maine, DUVCW.

The Charter and Badges were draped per General Order No. 16 in recognition of the passing of Past Commander-in-Chief Eugene Mortorff last month.

The Encampment was opened with full ritual at 9:04 AM with Department Commander Peter Redman presiding. For the sake of the ritual, Brother James Ewing was asked to occupy the vacant station of Color Bearer.

Roll Call of Department Officers:

• Commander Peter Redman – present
• Sr. Vice Commander Howard Black, Jr. – present
• Jr. Vice Commander Larry Bonney – present
• Council #1 James Bonney – present
• Council #2 Morris Berry – present
• Council #3 Steven Gibbons – present
• Secretary-Treasurer Eric Boothroyd – present
• Patriotic Instructor Steven Gibbons – present
• Chaplain James Bonney – present
• Counselor Eric Boothroyd – present
• Historian Wayne Bennett – present
• Graves Registration Officer Howard Black, Jr. – present
• Civil War Memorials Officer James Ewing – present
• Guide Harry Epp – present
• Color Bearer Barry Tracy – absent
• Guard Harry Epp – present
• Eagle Scout Certificate Coordinator Larry Bonney – present

The Commander appointed the following Brother(s) to the Credentials Committee:

• Eric Boothroyd

Dept. Commander Redman then recognized our National Representative; National Secretary Daniel Murray, P.D.C., Departments of New Hampshire and Massachusetts. Brother Murray offered greetings from Commander-in-Chief Peter Hritsko.

Report of the Credentials Committee

The Credentials Committee reported 13 Brothers of the Department and 1 guest present. All Department Brothers were Members and eligible to vote. $35 was collected in registration fees at the door. The roll call of the Encampment membership was reported by the secretary as follows:

Peter Redman, PCC, DC	Camp 3	Morris Berry, PDC, CC, Council	Camp 68
James Annis, delegate	Camp 11	Steven Gibbons, Council	Camp 68
Eric Boothroyd, PDC, Sec/Treas	Camp 11	Thornton Batty, delegate	Camp 68
Wayne Bennett, PCC	Camp 11	Howard Black, Jr., PCC, SVDC	Camp 86
Larry Bonney, PDC, JVDC	Camp 11	James Ewing, CC	Camp 86
James Bonney, Council	Camp 11	Harry Epp, delegate	Camp 86
Charles Shaffer, delegate	Camp 11

Appointments to other standing committees were as follows:

Constitution & Regulations
Larry Bonney, Steven Gibbons
Resolutions
Morris Berry, Thornton Batty
Officers’ Reports
James Bonney, Wayne Bennett
Fraternal Relations
Larry Bonney

Officers’ Reports

Written reports (to be included with the Encampment proceedings) were submitted and presented by Commander Peter Redman; Senior Vice Commander Howard Black; Junior Vice Commander Larry Bonney; Secretary-Treasurer Eric Boothroyd; Patriotic Instructor Steven Gibbons; Chaplain James Bonney; Graves Registration Officer Howard Black; Historian Wayne Bennett; and Eagle Scout Certificate Coordinator Larry Bonney. An additional verbal report was presented by Steven Gibbons in his position as Patriotic Instructor. He reported that two Camps did not submit PI Annual Reports for his consolidated Department report. Brother Gibbons attended the Chamberlain monument rededication in Brewer, the Bangor Historical Society tour at Mt. Hope Cemetery, and numerous events with his own Camp, as well as honoring his own Civil War ancestor at Memorial weekend services in Dover-Foxcroft last month with Camp #11. Camp #68 is organizing an information table and a Civil War monument rededication ceremony in Union on July 21st as part of the town’s sestercentennial (250th) anniversary events. Brother Gibbons also made a plea for Brothers to attend other Camp’s meetings and events. A verbal report was also given by Civil War Memorials Officer James Ewing. He attended new gravestone dedication services in Lincoln and Lowell, and is working with the town of Burlington on creating a new veterans’ honor roll monument.

Communications

The Secretary received a letter and resume last fall from Brother Joseph Hall, Jr., PDC, Dept. of Rhode Island, announcing his candidacy for Junior Vice Commander-in-Chief at this year’s National Encampment. Brother Murray pointed out that Brother Hall has recently removed his name from the National website of candidates for office and does not know the reason. Brother Murray added that he, himself, is also running for Junior Vice Commander-in-Chief and was surprised that we did not get his letter of intention earlier this year. A resolution to amend the Department bylaws was submitted by Douty Camp #11. This resolution seeks to codify our current practice that Life Members are not subject to Department per capita tax by stating it directly in our bylaws. A recent General Order indicated that Life Members can be subject to Camp and Department dues (but not National dues) unless otherwise exempted by the Camps or Departments. Both communications were referred to the Resolutions Committee.

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A short recess was called by the Commander so that committees could confer. The Bible was closed at 9:52.

The Encampment was reconvened and the Bible was opened at 10:06. Thirteen members were reported present.

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Unfinished Business

Dirigo Award Committee (R. Redman, M. Berry, L. Bonney, H. Epp) – Commander Redman had nothing new to report. Brother Boothroyd stated that our 141st Encampment voted to make this a standing committee and follow the Rhode Island model. Brother Berry noted that discussion on this award has been ongoing for several years and suggested that it be kept simple; perhaps just a certificate. Brother Black added that Certificates of Appreciation are already available from the National Quartermaster. Commander Redman agreed to work on the details before the next Encampment and confirmed the committee membership as himself, Larry Bonney, and Harry Epp. Nominations for the award to a Maine resident or business not affiliated with the Allied Orders for service that promotes the principles of the SUVCW should be sent to the committee with the intention of presenting it at our next Encampment. Brother Ewing pointed out that a vote for the finalist will need to take place prior to the Encampment.

Archives and Relics Committee (M. Berry, S. Gibbons, J. Ewing) – Brother Gibbons reported that we still have no central repository. Brother Berry is still storing Department property in his garage and needs a decision from this body on where it should go. Brother Gibbons thought that the Regimental Association Museum on Peaks Island might be receptive. Brother Ewing also suggested Military Museums like the ones in Augusta and Lincoln. Brother Murray mentioned that National SUVCW forms will soon be available for the documentation of donations made to non-SUVCW entities. Brothers Gibbons and Ewing will investigate the possibilities.

Relationship Chart Project (M. Berry, S. Gibbons, E. Boothroyd) – Brother Gibbons finally jump-started this project last fall by listing the Brothers of Camp #68 with their Civil War ancestors and units on a spreadsheet and sharing it on Google Drive with Brothers Boothroyd and Berry. Over time, Brother Boothroyd completed the information for the other Camps using the Department records. Now we have asked Brother Gibbons to turn it into a PDF file which can be posted on the Department website. Brother Larry Bonney cautioned not to post it on the Department Facebook page.

SUV Grave Marker Flags – The Department proposed a resolution three years ago to support the making of a standard SUVCW grave flag to be issued by the National Quartermaster. Brother Murray was not aware of the status of this effort and will need to check and report back.

Camp 69 Disbandment – As reported in the Department Secretary-Treasurer’s report, Chamberlain Camp #69, So. Paris, is now officially dissolved. The Camp treasury was received after the Encampment last June, and the remaining members were either honorably discharged or dropped after the expiration of their Transfer Cards in March. Brother Larry Bonney reported that he never heard from former PDC Gray about any remaining physical property from the Camp.

Committee Reports

Resolutions: Brother Berry reported for the committee. The endorsement of Brother Hall for JVCinC should be left to the discretion of the delegates at the National Encampment. The committee further recommended to approve the resolution to amend the bylaws to waive the Department per capita tax for Life Members.

The report of the Department Council (not referred to committee) was presented by Brother James Bonney, who reported that the Council audited the financial records of the Secretary-Treasurer and found them to be in order. He also put forward a motion to ACCEPT, which was seconded by Brother Larry Bonney and APPROVED by the Encampment.

New Business

CD Renewal – Secretary-Treasurer Boothroyd reported that our certificate of deposit comes due on September 30th. Our current APR is 3.75%. He asked if the Encampment
had any proposed target rates or term lengths to impose. Brother Gibbons made a motion
to leave the renewal terms to the discretion of the Secretary-Treasurer. The motion was
seconded by Brother Black and was APPROVED by vote of the Encampment.

Dept. Per Capita Tax – Brother Gibbons moved to retain the Department per capita tax at
$5, with a second from Brother Berry. The motion was APPROVED.

Encampment Registration Fee – Brother Gibbons moved to keep the Encampment registration fee at $2. The motion was seconded by Brother Ewing and was APPROVED.

Nat’l Representative Meals – Brother Boothroyd moved that the Department pay for the Encampment meal for our National Representative, Brother Dan Murray, in the amount of $12. With a second from Brother James Bonney, the motion was CARRIED unanimously.

Donations – Brother Gibbons moved to donate $50 to the Taconnett Falls Chapter of the Maine Genealogical Society, which houses old Department membership records, and to donate the cost of 10 wreaths (prices went up last year) to Wreaths Across America and participate in the group fundraising program, as we have done in past years. The motion was seconded by Brother Ewing, voted by the membership, and APPROVED for both donations.

Annual Knox Day – Brother Berry indicated that he will continue to represent the Order and lay a wreath at the grave of Gen. Henry Knox in Thomaston on Knox Day in July at no cost to the Department. Our thanks was given to Brother Berry.

Bylaws Amendment – Brother Gibbons moved to accept the resolution presented by Camp #11 to add, “Life Members are exempt from paying Department of Maine per capita tax” to our Department bylaws. Brother Larry Bonney seconded the motion, and it was CARRIED without opposition. The amended bylaws will now go to the Commander-in-Chief for his signature.

Next Year’s Encampment – Brother Steve Gibbons offered to have Cobb Camp #68 host next year’s Encampment in Camden. The American Legion Post, where they currently meet, would be available for no venue fee and could accommodate meeting space for both the SUVCW and DUVCW. The only cost would be for a catered lunch. The Encampment was receptive to this invitation and asked Steve to present his proposal to the Daughters during the lunch break. [After the close of our meeting, we did receive word from their convention that they were in favor of the proposal.].

Nomination of Officers for 2024-2025 The Commander opened nominations for the elected officers of the Department. The nominees were:

• Commander: Howard Black, Jr., James Ewing (Brother Black accepted the nomination for Commander with the caveat that he cannot communicate by phone or Zoom due to an auditory medical condition.)
• Sr. Vice Commander: Steven Gibbons
• Jr. Vice Commander: Larry Bonney
• Council (2 yr.): James Bonney
• Council (1 yr.): Peter Redman, Charles Shaffer
• Secretary/ Treasurer: Eric Boothroyd

Nominations for elected officers were closed and we proceeded to elections.

Brother Boothroyd made a motion to have the secretary cast one ballot for the slate of uncontested officer positions, which was seconded by Brother Ewing and APPROVED by vote of the Encampment.

Preparations were then made to cast paper ballots for the contested races of Department Commander and the 1 year Council position. Commander Redman appointed Brothers Bennett and Batty to tally the results.

While this was going on, Brother Murray was given the opportunity to speak on his candidacy for Junior Vice Commander-in-Chief.

The results of the officer elections were as follows:

Commander: Howard Black, Jr. – 7*, James Ewing – 6
Council (1 yr.): Peter Redman – 4, Charles Shaffer – 8*
*winners

Nominations were opened for (4) delegates to the National Encampment as follows:

• James Bonney
• Harry Epp
• Charles Shaffer
• James Ewing

With nominations ceased, Brother Boothroyd moved that the secretary cast one vote for the uncontested slate of National Delegates. Brother Gibbons seconded the motion, and it was CARRIED unanimously.

Brother Boothroyd further moved that all remaining Brothers of this Department in good standing at the time of this Encampment be hereby elected as Alternates to the next annual National Encampment of the SUVCW. Brother Black seconded this motion and it,
too, was CARRIED.

Commander Redman called a recess for lunch. The Bible was closed at 11:22 PM.

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Following the combined luncheon with the Sisters of the DUVCW, a joint Memorial Service was officiated by the Sisters. Our departed Brothers were recognized by Chaplain James Bonney. They were PCinC Eugene Mortorff and Charles Runnels of Camp 3.

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The meeting of the Department Encampment was reopened by Commander Redman at 1:09 PM. Thirteen Brothers of the Department and one guest were reported present. Installation of Officers Commander Redman yielded the Chair to National Secretary Daniel Murray, who served as Installing Officer. Brother James Bonney served as Installing Chaplain, and Brother Harry Epp served as Installing Guide. The secretary called the roll of officers-elect along with Commander-elect Black’s selection for officer appointments:

• Patriotic Instructor: James Ewing
• Chaplain: James Bonney
• Graves Registration Officer: Howard Black, Jr.
• Historian: Wayne Bennett, PCC
• Counselor: Eric Boothroyd, PDC
• Eagle Scout Coordinator: Larry Bonney
• Civil War Memorials Officer: James Ewing
• Guide: Harry Epp
• Color Bearer: Thornton Batty
• Guard: Peter Redman

The officers were duly installed according to the ritual. The gavel was placed into the hands of Department Commander Black to preside over the remainder of the Encampment.
With no other business to come before the Encampment, the secretary was instructed to
present the minutes.

Minutes of the Encampment

Secretary Boothroyd read back the minutes of the meeting. Brother Ewing moved to
accept the minutes as reported. With a second from Brother Larry Bonney, the motion
was voted and CARRIED.

The 143rd Encampment of the Department of Maine was duly closed with ritual at 1:44 PM by Department Commander Howard Black, Jr.