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Minutes of 2015 Dutch Cousins Meeting

posted Sep 18, 2016, 1:36 PM by Pam Ellingson
NOTE FROM CAROLYN: I have switched to a new mass mail service (Mail Chimp) from the previous one, this one will insert at the bottom of every email instructions on unsubscribing so that you do not receive any more Dutch Letters.  Do not click on that hotlink if you want to stay on the list!

ALSO: It has been a year since the meeting, so if you have a good memory, please let me know if you find any errors that need correcting. I KNOW this is a long email, but the attached reports are invaluable to next year's chairmen.

THE MINUTES OF THE SEPTEMBER 2015 DUTCH COUSINS BUSINESS MEETING from our SECRETARY DENISE MEREDITH PERRY
2015 Dutch Cousins, 6th Gathering,
Business Meeting Minutes
11:00 a.m. – 1:00 p.m.
Friday, September 25, 2015
Kentucky Historical Society, Frankfort, KY

The 2015 Dutch Cousins Gathering Business Meeting was called to order on September 25, 2015 at 11:00 by President John C. Westerfield of Pennsylvania in the Brown-Foreman Room of the Kentucky Historical Society.  All officers were present except for Tommy Green, Vice-President.  Fifty (50) or more Dutch Cousins attended the business meeting..

Parliamentarian Jim Cozine declared there was a quorum present to proceed with the business meeting as based on the bylaws of at least four of the six officers and directors, and any fifteen (15) members not officers or directors.

President John C. Westerfield of PA gave the prayer, welcomed all and extended expressions of gratitude to those attending.

Secretary Carolyn Leonard of Oklahoma reported there were no corrections or objections to the 2013 minutes which were e-mailed to all Dutch Cousins.  Motion to approve, seconded and carried.

Treasurer’s Report:  Finance Chairman Vince Akers of Indiana discussed the financial audit after the resignation of Diana Davis and found no problems in the records.  He proposed that the Dutch Cousins donate $4000 for further Old Mud Renovations.

Gathering Committee Reports: summary: (detailed reports attached)
  • Registration:  Janice Cozine of Kentucky reported a registration count of one hundred and thirty-nine (139) registrations for the 2015 Gathering.  Janice also provided a preliminary summary of meeting expenses and income (see Attachment A for final report)
  • Webmaster: Pam Ellingson of Wisconsin reported on the official website:  www.DutchCousins.org. statistics.
    • Statistics/Traffic:
      • Sept 21, 2013 to Sept 20, 2014- 423 visits
      • Sept 2014 to Sept 2015-  1,627 visits
      • Manually adding some Facebook postings
    • DutchCousins Website:
      • Requested link on Cyndi’s List – major index of genealogical related websites.
      • Manually adding some Facebook postings
    • Created bookmarks with URL for Dutch Cousins Website and Dutch Cousins in Kentucky on Facebook for the group
  • Publicity and planning:  Denise Perry of Tennessee reported she prepared and printed 525 copies of the biennial newsletter, which were emailed to all cousins on the email list and hardcopies mailed to others. There were 25 hardcopies returned due to incorrect addresses and the secretary requested members to please keep her advised of address changes due to the extra postal cost.
“Round Robin” letters from cousins, updating information and traveling instructions for the biennial Dutch Cousins gathering were e-mailed to almost 600 families several times a month by Carolyn Leonard of Oklahoma City. News reports were sent to 200 newspapers in Kentucky and other states.  The Dutch Cousins gathering is advertised regularly on several Facebook and other internet sites.
  • Treasurer’s Report:  Janice Cozine presented the treasurer’s report (attached), there were no corrections and it will be filed for audit.
  • Hospitality:  Gene and Carol Heathcoat of Texas reported they will serve coffee and pastries in the hall way outside the meeting room at the Kentucky Historical Society.
  • Silent Auction:  Phyllis Westerfield of Pennsylvania stated there were ninety-one (91) items given to the silent auction for the 2015 gathering raising $798.75. which will go into the Old Mud Restoration fund.  Phil Hoag of Oklahoma will be the 2017 chairman.
  • Book Sale and Autograph Party. Joan Murray of Illinois coordinated these events on Saturday Sept 29th from 4:00 p.m. to 5:00 p.m.  Four authors from the Dutch Cousins had books to sell, and one cousin offered prints and notecards.  One guest from NJ brought books for sale on the Reformed Church in America.  Joan felt the small space allocated for the book sale was too crowded, making it difficult to maneuver.
  • Family Displays:  Pam Ellingson:  Pam offered an enticing prize of the book, "L.F. Tantillo Paints New York History" to one (1) of the people registered to exhibit by Sept 5. The book was won by Kerin Smith of Kansas.   Sixteen different family displays drew a great deal of attention.  Space was also an issue here for those who had large displays.
  • Tee-Shirts: Barbie Abbott Hamman of Kentucky – ordered 80 T-shirts with the 2015 Logo.  All of the new Tee-shirts were sold as were Tee-shirts from previous Gatherings.  A profit of $445.20 was made which will go into the Old Mud Restoration fund. Many thanks to Carole Karwatka for meeting with the printer and picking up the Tee-Shirts.
  • Greeter: Gifts, & Badge Ribbons:  Barbie Abbott Hamman of Kentucky has a variety of Badge Ribbons for cousins to pick up at the registration table and several small gift bags with Kentucky related items to be presented to the speakers.
  • Photographer: Charlie Westerfield of Kentucky agreed to be the photographer for the week-end and cousins can order a CD of photos for a small fee.
  • Programs:  Carolyn Leonard of Oklahoma City state the speakers for the 2015 Dutch Cousins Gathering are lined up and ready to provide a variety of topics. Charlie Westerfield of Kentucky kicked off the Gathering Thursday night with a photography montage set to music as he provided a narration of his photos.  Friday night Eddie Price presented “What I Saw at Cane Ridge Revival”.  He was followed by Larry Voreis, presenting “Reflections on Conewago Colony”.   Saturday at noon, Greg Huber gave a presentation on “How the Dutch Built Their Barns”.  During the dinner on Saturday, Miss Kentucky 2015 Ramsey Carpenter of Hartford, Kentucky, played her Kentucky Fiddle and shared anecdotes of her music.  The keynote speaker on Saturday night was Vince Akers of Indiana.  He presented “A Pictorial History of the Old Mud Meetinghouse”.
  • Bus Tour: Dr. Steven Henry of Kentucky reported on Friday’s Bus Tour led by Steve and Heather Henry that approximately 65 Dutch Cousins visited The Old Governor’s Mansion, the History Center, the Capital and the Governor’s Mansion.
  • Video/audio:  Jack Taylor of Kingwood Tx is making video recordings of the speakers, and Zach Akers will be recording audio to mix with the video of his dad Vince Akers.  These DVDs will be given to the speakers, and might possibly be available for purchase at the 2017 gathering.
OLD Business:
  • There was no old business for discussion.
New Business
  • President John Westerfield announced the resignation of Board member Barbara Whiteside and Introduced Malcomb Banta who agreed to be a new Board member. Motion made, seconded and approved.
  • 2017 Dutch Cousins Gathering Coordinator is Mr. Lynn Rogers of Ohio.  He presented a proposal for Shelbyville, KY to be held on Sept 8-10, 2017.  This would coincide with the Reenactment of the Long Run Massacre.  Carolyn Leonard made a motion to accept Mr. Lynn Roger’s proposal, it was seconded and approved.  Volunteers were encouraged to contact Lynn to help with the planning.
  • Discussion was held on options for the 2019 Dutch Cousins Gathering.  One suggestion made to the group was Holland, Michigan.   Cousins are encouraged to email Secretary Denise Perry of Tennessee or any other officer of the Dutch Cousins with proposals.


  • Nominations and Elections of Officers
    • Nomination committee report

      Executive Committee:
      President:  Carolyn Leonard of Oklahoma
      Vice-President: Charlie Westerfield of Kentucky
      Secretary: Denise Merideth Perry of Tennessee
      Treasurer: Janice Cozine of Kentucky
      Webmaster:  Pam Ellingson of Wisconsin
      Finance Chairman: Vince Akers of Indiana

    • Board of Directors:
      Barbie Abbott Hamman of Kentucky
      Jim Cozine of Nevada
      Malcomb Banta of Florida (new member)
      President Emeritus Claude Westerfield of Iowa
  • Election of Officers:  There were no nominations from the floor.  A motion was made to accept the slate of nominations, seconded and carried.  Outgoing President John C. Westerfield of Pennsylvania congratulated the incoming President Carolyn Leonard of Oklahoma, who will assume office at the close of business on Sunday.

The Meeting was adjourned at 1:00.  Most business can be conducted by email, so unless an emergency arises the next business meeting will be at the 7th Dutch Cousins Gathering in 2017 in Shelbyville.

Denise Merideth Perry,
Secretary


Attachment A:  Combined Reports
Final Reports, Dutch Cousins Gathering, Sept 2015

Final Reports, Dutch Cousins Gathering,
September 2015

  1. Book Sale – Joan Murray
The Book Sale and Autograph Party was held from 4:00 p.m. to 5:00 p.m. on Saturday, September 26, 2015 in the back lobby of the Kentucky Historical Society Museum in Frankfort, Kentucky.

Dutch Cousins Carolyn Leonard, James B. Cozine, Vince Akers, and Joan Murray had books to sell, and Charlie Westerfield had prints and notecards.  Russell Gasero, our visitor, the archivist from the Reformed Church in America, joined us with books for sale from the church.  We also had information on books available from non-participants at the reunion.  Namely, they were by Arthur Weaner writing on the Conewago Settlement; Barbara Barth, on the Dorland Family; and Bill Van Osdol, a Dutch Cousin novelist.

Due to a lack of sufficient space for all those selling we were crowded and it was difficult for viewers to maneuver the space.

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  1. Bus Tour - Steven and Heather Henry
The Dutch Cousins Gathering Bus Tour was conducted on Friday afternoon by Steven and Heather Henry.  The cousins toured the History Center, The Capital, the Old Governor’s Mansion and the new Governor’s Mansion.  The Old Governor’s Mansion, has served as the home for the Lieutenant Governors for the past 70 years.  This is also where Steve and Heather Henry lived during his eight (8) years as Lieutenant Governor.  It is newly renovated and includes a large formal garden.  About 65 Dutch Cousins took the tours traveling by bus or car.


  1. Displays – Pam Ellingson
Family Displays: To try to increase the number of exhibitors I offered to give a lovely book "L.F. Tantillo Paints New York History" to 1 of the people registered to exhibit by Sept 5. – which was won by Kerin Smith of Kansas.

Sept 21, 2013 to Sept 20, 2014- 423 visits

Sept 2014 to Sept 2015- 1,627 visits

I recently had a link to the website added to CyndisList-- the major indexing of genealogical related websites

I tried to add a feed of the facebook postings to Dutch Cousins in KY. Because that is a closed group I wasn't able to add the feed. I have started to add some of the postings to the website.

Bookmarks with url for Dutch Cousins website and Dutch Cousins in Kentucky on facebook. (Carolyn will leave extra bookmarks at Harrodsburg Historical Society.)

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  1. Tee-Shirts – Barbie Hamm and Carole Karwatka
80 T-shirts for the 2015 Dutch Cousins Gathering were ordered to cover pre-orders and provide some additional shirts.  These were all sold as well as some Tee-shirts from previous reunions Many thanks go to Carole Karwatka for following up with the vendor and picking up the Tee-Shirts for the reunion.

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  1. Financial – Vince Akers
In May 2015, Diana Davis, resigned her position as Dutch Cousins Treasurer.  Janice Cozine was immediately asked to step in as Interim Treasurer since she was already handling registrations for the 2015 Reunion.  Janice accepted the mission and we never missed a beat with the Dutch Cousins finances.  I am pleased to say that Janice also agreed to take on the Treasurer office for the next two years covering our 2017 Reunion.

Diana Davis had served as Treasurer since before our 2009 Reunion.  After her resignation, she sent me all of her past treasurer's records which I reviewed and found to be in excellent order.  The 2013 Reunion in Madison, Indiana, had produced a surplus which allowed the Dutch Cousins to make a $4,000 contribution to the Harrodsburg Historical Society's Old Mud Meetinghouse Fund and still retain over one thousand dollars as "seed" money for the 2015 Reunion.  I thank Diana Davis for her years as Treasurer overseeing the Dutch Cousins finances.

Since the 2015 Reunion, Janice Cozine has prepared and I have reviewed financial statements covering our 2015 Reunion.  Once again the Dutch Cousins produced a surplus which will allow another $4,000 contribution to Old Mud while retaining "seed" money for the 2017 Reunion.  I thank Janice for her on-going contribution as Treasurer for the Cousins

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  1.  Registration – Janice Cozine
Janice Cozine of Kentucky reported a registration count of one hundred and thirty-nine (139) registrations for the 2015 Gathering.  She kept a complete spreadsheet of money received, which she shared with the secretary regularly, and sent the checks and accounting to the treasurer at intervals.  She prepared the nametags, meal tickets, and assembled them alphabetically with the lanyards.  She kept the registration table open on Thursday from 4-6 and Friday from 8:30 to noon, and as needed for new registrations.





The report on the 2015 Dutch Cousins Gathering income and expenses is below.

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  1. Hospitality – Gene & Carol Heathcoat
Gene and Carol Heathcoat of Texas reported they served coffee and pastries in the hall way outside the meeting room at the Kentucky Historical Society each morning.  The hallway was crowded and did not provide much room for socializing and networking.

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  1.  Silent Auction – Phyllis Westerfield
We had 91 items given to the silent auction for the 2015 gathering.  They were very nice items donated from many of the members and I want to thank them very much for their generosity.  We ended up taking in $798.75 from the auction.

 I had a fun time doing the Auction with many members.  It was a great success due to the help of many hands.  At this time I want to thank our daughter, "Toni" and daughter-in-law "Katherine" for all their help counting and keeping track of the money.  Without them I could not have gotten things done in a timely manner.  I turned over $798.75 to Janice Cozine on September 26, 2015.  Best wishes to the new silent auction chairman, Bill Hoag of Jones, OK for the 2017 gathering.

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  1.  Programs – Carolyn Leonard
Carolyn Leonard of Oklahoma City state the speakers for the 2015 Dutch Cousins Gathering are lined up and ready to provide a variety of topics. Charlie Westerfield of Kentucky kicked off the Gathering Thursday night with a photography montage set to music as he provided a narration of his photos.  Friday night Eddie Price presented “What I Saw at Cane Ridge Revival”.  He was followed by Larry Voreis, presenting “Reflections on Conewago Colony”.   Saturday at noon, Greg Huber gave a presentation on “How the Dutch Built Their Barns”.  During the dinner on Saturday, Miss Kentucky 2015 Ramsey Carpenter of Hartford, Kentucky, played her Kentucky Fiddle and shared anecdotes of her music.  The keynote speaker on Saturday night was Vince Akers of Indiana.  He presented “A Pictorial History of the Old Mud Meetinghouse”.

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  1.  Publicity – Carolyn Leonard & Denise Perry
Carolyn Leonard mailed “Round Robin” letters from cousins, updating information and traveling instructions for the bi-ennual Dutch Cousins gathering mailed to almost 600 families several times a month. News reports were sent to 200 newspapers in Kentucky and other states.  The Dutch Cousins gathering is advertised regularly on several Facebook and other internet sites.
Denise Perry of Tennessee prepared and printed 525 copies of the bi-ennual newsletter, which were both emailed and mailed as hardcopy to cousins on the mailing list. There were 25 returned due to incorrect addresses.


  1. President’s Report – John C. Westerfield
It has been a pleasure and honor to serve as President of the Dutch Cousins of Kentucky.  The job has been easy with the hard work of the other officers.  We were able to donate $4,000.00 to Old Mud after our last gathering in Madison, Indiana in 2013.

Thank Carolyn for all her hard work sending out e-mails to the group and keeping the minutes of our meetings.  She has been the hub of our group.  She has been nominated to be our next president and I know she will do an excellent job.  Denise Perry has been nominated to fill the secretary position and she will have some big shoes to fill.

This spring Diana Davis resigned as our treasurer.  We thank Diana for all the hard work she has done in the past assisting with the organization of the Dutch Cousins of Kentucky.  I want to thank Vince Akers for accepting the Treasurer’s books from Diana and auditing them.  Also, I want to thank Janice Cozine for stepping forward and accepting the job as Treasurer in addition to being registration person for this year’s gathering.  She has also agreed to be our next Treasurer. It is the willingness of our members to step forward and volunteer for various jobs that makes this organization operate smoothly.

Our webmaster, Pam Ellingson, has done a great job keeping our web site up to date and operating smoothly.  Thanks for a great job Pam.

Vince Akers is not only our Finance Chairman but is a great historian and Author on the Dutch Settlements in Kentucky and Indiana.  Thanks Vince for your contribution to the Dutch Cousins.

Barbie Hamman, 2015 Gathering Coordinator, with the assistance of Steve Henry and Janice Cozine has done a great job of locating a place for our gathering.  They have arranged for a place for our meeting, meals, tours, etc.  Thanks Barbie and committee for all your hard work in getting everything arranged for our gathering.

I thank the Board of Directors for the assistance they have provided.

I accepted the position as  Vice President in 2011. It was a pleasure working with Claude from 2011 - 2013.  In 2013 you elected me as president and it has been a pleasure serving as president.  I sure miss having Claude at our meeting this year.  I wish him and Kathy all the best and, it does not seem the same without them.

Most of all I want to thank Phyllis, my wife, for being the woman behind the man.  She has been my right arm and has been willing to assist in any way she can.  Also, she has been in charge of the Silent Auction and has done a great job.  Thanks Sweetie for being there when I needed help and encouragement.

John Westerfield, President
  1. Coordinator & Greeter  – Barbie Abbott Hamm
Barbie announced she has a variety of Badge Ribbons for cousins to pick up at the registration table.   .  Barbie purchased small gift bags with Kentucky related items to be presented to the speakers.



  1. Photographer – Charlie Westerfield
Charlie Westerfield of Kentucky agreed to be the photographer for the week-end and cousins can order a CD of reunion photos for a small fee
  1. Dutch Archives – Amalie Preston
Helen Smock, widow of David Smock, has donated his collection of books to the Low Dutch Archives.  This donation is very much appreciated.

An inventory of Dutch Cousin items at the Harrodsburgh Historical Society
Tote Bags (White)62
Tote Bags (Red)25
Tee Shirts (White)23
Tee Shirts (Black)2
Tee Shirts (Blue)2
Christmas Ornaments3
Table Cloths(yellow)15
Table Cloths (Orange)9
Table Cloths (Brown)17
Table Cloths (White)12
Welcome Dutch Cousins Banner1
Holland Flag1
Cheese Tray1
Following a Kentucky Trace by Carol Gibson Flaherty1
Kentuckians in Ohio and Indiana by Stuart Seely Sprague1
“Yes I Want to Save Old Mud” cards28
White Lanyards (Bundles)6
Pot of Silk Tulips1
Banners from previous meetings, map, cardboard display board5 Banners
Dutch Cousin note cards50 approx
Blue Top Bin with assorted items1
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