V.M.I. Library Building
Lexington, Virginia
Saturday, April 27, 1940
Upon the call of the Superintendent, the Board of Visitors met in special session, and was called to order at 3:00 p.m. by Captain Robert W. Massie, President.
Present: R.W. Massie
Joseph Button
Jay W. Johns
Lawrence W. H. Peyton
Charles M. Hunter
Alex F. Ryland
Goldsborough Serpell
James R. Gilliam, Jr.
James R. Easley (9)
Absent: Sidney B. Hall
S. Gardner Waller (2)
Superintendent Charles E. Kilbourne was also present.
The Superintendent reported the strength of the Corps as 681. He reported the status of enrollments as of April 25th as follows:
Applications Received Applications Approved Fee Deposited
1939: 345 153 118
1940: 389 144 124
Virginians: 68 Other Southern States: 21 Northern States: 55
The applications of Major Herbert N. Dillard, Jr., and Second Lieutenant J.L. Meem, Jr., for leave of absence for the school year 1940-41, to pursue graduate study were submitted.
On motion of Colonel Button, seconded by Mr. Serpell, the applications were approved.
The Superintendent read a proposed letter to the Governor, requesting approval of changes in the Faculty for the year 1940-41, and establishing rates of pay for certain officers and employees (copy appended to the original report of this meeting).
On motion of Colonel Button, seconded by Mr. Ryland, the board approved.
The Superintendent presented the question of donating from the Athletic Association’s funds to the Educational Fund, and reported that he had requested the Athletic Council to meet the Athletic Committee of the Board at 5 p.m. He stated that there were questions to be considered by the State Cadet Committee also and suggested the Board take a recess from 5 p.m. till 8 p.m. to enable these committees to meet. He reported Captain Letcher would take supper with the board and discuss the proposed Governor Letcher scholarships with the Finance Committee.
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April 27, 1940
Upon motion, duly seconded and carried, the Board recessed from 5:00 p.m. to meet again at 8:30 p.m.
The Board was called to order by Captain Robert W. Massie at 8:30 p.m.
Present: Robert W. Massie
Joseph Button
Jay W. Johns
Lawrence W. H. Peyton
Charles M. Hunter
Alex F. Ryland
Goldsborough Serpell
James R. Gilliam, Jr.
James S. Easley (9)
Absent: Sidney B. Hall
S. Gardner Waller (2)
Superintendent Charles E. Kilbourne was also present.
Upon motion of Mr. Serpell, seconded by Colonel Button, the Board adopted the following resolution:
Resolved,
That under authority of Section 848, Virginia Code, a diploma of distinguished merit is conferred upon Honorable Harry H. Holt, Class of 1896, a former member of this Board for fourteen years, for invaluable services unselfishly rendered the State of Virginia and the Virginia Military Institute.
Be it further resolved that the Superintendent be authorized to waive the $10.00 diploma fee, and request the Honorable Holt to be present at the June Commencement Exercises for the presentation.
Progress in collecting overdue State Student Loans was reported, and letter from the Attorney General was read to the Board.
STATE STUDENT LOAN FUND
June 30, 1939 to April 16, 1940
Payments on loans……………………………………………………………………………………………………………….$ 1,776.05
Interest collected………………………………………………………………………………………………………………… 659.59
$ 2,435.64
New loans made………………………………………………………………………………………………………………….$ 1,800.00
Number who have paid in full…………………………………………………………………………………………….. 2
Number who have made part payment…………………………………………………………………………….. 12
Number promising payment or part payment by definite date………………………………………… 5
Number asking delay or writing unsatisfactory letters………………………………………………………. 4
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April 27, 1940
Number letters returned undelivered………………………………………………… 6
Number not replying (letters evidently undelivered)………………………… 30
Of delinquents not replying or sending unsatisfactory replies, eleven may appeal the Statute of Limitations.
The following resolution was offered by Mr. Johns, seconded by Mr. Serpell:
Resolved, that the Attorney General be furnished with a list of those delinquent in payment of State Student Loans, who have not made arrangements for settling accounts, and be requested to write each an appropriate letter.
Resolved further, that the Superintendent be directed to express to the Attorney General the appreciation of the Board for his assistance.
Resolved further, that no action be taken to employ a lawyer to collect these accounts until the result of the Attorney General’s action is known.
Upon motion of Colonel Button, seconded by Mr. Serpell, the application of Mr. Wayt Clark, Class of 1937, was accepted and an extension of two (2) years was granted him for the fulfillment of his state obligations.
The Charlotte Chapter, having informed that they could arrange to have the V.M.I. - Davidson game transferred from Davidson next fall if the corps could come and the Corps having voted for that trip, on motion of Mr. Gilliam, seconded by Mr. Easley, the trip was approved.
Upon motion of Mr. Johns, seconded by Mr. Ryland, the absences of athletic and other teams for session 1940-41 were authorized by the state Board in accordance with the recommendation of the Superintendent.
A memorandum from the Business Executive on the subject of cemetery lots (appended to original report of this meeting) was read to the Board.
On motion of Colonel Button, seconded by Mr. Gilliam, authority was given to pay $20.00 for the year payment past due, and $200.00 for perpetual care of the two lots.
The Superintendent recommended regulations be changed as follows:
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April 27, 1940
Par 124: Add the following after sub-paragraph (b.)
(c) On request of parent to accept a remunerative position, or to enter a college offering course of instruction not given at the Institute.
The Superintendent is authorized to drop from the rolls, on request of the parent, any cadet of not more than two months’ service, who is manifestly unsuited to remain at the Institute.
Upon motion of Mr. Gilliam, seconded by Colonel Button, the change in the regulations as recommended by the Superintendent, was authorized by the Board of Visitors.
The application of Captain Walter E. Clark for extension of date of fulfillment of his state cadet obligation was submitted and the Superintendent direct to return the same to Captain Clark with instruction to apply for consideration after completion of two years service.
The financial forecast of the Business Executive was read to the Board, showing an anticipated increase of the deficit from $20,000 to $30,000. Of this increase, the Superintendent stated over $5,000 was directly due to centennial expenses, and that a considerable amount also had been absorbed in administrative expenses. Attention was called to the fact that, in spite of the centennial and the increased cost of commodities, the institute will have operated within its budget for the biennium.
Colonel Button presented the progress of the publication of Colonel Couper’s history, “One Hundred Years at V.M.I., explaining that Colonel Couper had borrowed $3,000 to finance the first two volumes under an agreement that his income from the sales should be used to retire the notes. He stated that Colonel Couper’s intention was to finance the last two volumes by the same method as soon as the first two notes had been paid. Colonel Button stated that m any more were waiting till all the volumes are available before buying any and that, in his opinion, some arrangement should be made to secure immediate publication. After discussion, we moved that the necessary amount be advanced from the accrued interest of the Endowment Fund, the fund to be reimbursed by the same method as is being followed in the case of Colonel Couper, details of the arrangements to be left to the Superintendent and Colonel Couper. The motion was seconded by Mr. Johns and carried.
Note: Mr. Easley stated that he believed it would help in the promotion of the sales if the Board’s action was published in the Alumni News.
Mr. Johns reported that he had the assurance that the Court would authorize the transfer of Col. Crozet’s remains from Richmond to the VMI on condition that the Institute would provide a suitable marker at his present grave, indicating that as being the first place of burial of Col.
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April 27, 1940
Crozet. Methods, ceremonies, character of monument, place for reinternment, expense, propriety of separating his remains from those of his wife and child, and the best time to make the transfer were all discussed. The Superintendent stated no funds were available at the present time, and it would be necessary to have a special appropriation.
Colonel Button moved that the Chairman proceed to get the decree through the Court, that, if successful, the proposal be considered again by the Board at a future meeting, and that the bill incurred by the Chairman for legal advice be paid by the Institute. Seconded by Mr. Ryland and carried.
The following appointments for session 1940-41 as recommended by the State Cadet Committee were approved:
ANDERSON SCHOLARSHIP
Dale C. Stuart
William Hodge Hare
On motion of Mr. Easley, seconded by Mr. Johns.
MERCER SCHOLARSHIP
Andrew White Townes
On motion of Mr. Serpell, seconded by Mr. Easley.
WILLIAM H. COCKE SCHOLARSHIP
William James Cocke (if and when he enrolls)
HAMBLETON SCHOLARSHIP
Left in the discretion of the Superintendent on motion of Colonel Button, seconded by Captain Peyton.
The state Cadet Committee reported that, of the former 181 cadet’s delinquent in meeting state cadet obligations, 170 had been sent letters in accordance with the resolutions of the Board of October 20, 1939, and January 17, 1940. The remaining eleven had not been written because of lack of address (6), death (2), and other reasons (3).
Of the 170 sent letters 106 had not replied. The 64 replying fall into the following categories:
PAID IN FULL
Hatchett, J.M. Hofnagle, W. H. Kellam, J.J.
Scruggs, F.D. Young, R.B.
Action recommended - none; accounts closed
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April 27, 1940
PAID PRINCIPAL AND ASK REMISSION OF INTEREST
Thomas, L.P. Field, G.B. Johnson, D.V.
Tyler, F.E.
Action recommended - remission of interest and accounts closed.
PAID IN PART WITH AGREEMENT TO CONTINUE REGULAR PAYMENTS
Day, G.W. Holcomb, W.M. Thompson, J.J.
Crews, S.G. Gillock, O.P. Venable, E.R.
Arnold, E.T. Massie, H.S. Boyd,R.W.
Riley, T.F. Cothron, H.C. Harner, F.A.
Mills, M.M., Jr. Hammond, W.S.
Action recommended - none so long as payments continue.
HAVE MADE ONE PART PAYMENT
Eastham, R.J. Willoughby, C.W. Puller, S.D.
Wilson, W.M. Coxe, S.O. Parks, E.P.
Action recommended - none so long as payments continue
AGREE TO PAY BY INSTALLMENTS STARTING SOON
Briggs, A.S. Fain, J.M. Grubbs, R.B.
Hanger, G.D. Hudgins, H.C. Carrico, J.H.
Burton, C. Pritchett, C.A. Lewis, W.W.
Phipps, C.H., Jr. Bond, J.P. Hardin, J.B.
Action recommended - wait six months, unless payments have started by that time proceed as recommended below for those who have not answered.
NO PAYMENTS MADE BUT REASONS STATED
Shell, J.C., to be written that his proposal is satisfactory; Thurston, C.E., Brugh, J.T., Muirhead (Morehead C., Montgomery, H.P., Watkins, W.R., and Gatewood, F.C. to be informed that obligation must be met, either by installments or in full. If paid in full, interest will be remitted.
Sinclair, C.L., Dalton, H.M., and Whitley, E.L., requests for extension of time granted. Robinson, K.B., Royall, W.A., and O’Brien, Joseph, no further action at present.
Mooring, B.D., Nunn, C.S., Wooters, T.A., Williamson, S.L., Kerlin, E.G., Clements, F.K., and Kaufman, E.J., Jr., that Board exercises discretion and cancels the obligation for each.
Brown, R.P., and Fultz, G.S., suspend action; ascertain if National Guard reserve service meets requirements of Code.
O’Brien, W.R., suspend action until status determined.
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April 27, 1940
The Committee recommended that the Attorney General be requested to write each of the 106 who have failed to answer and also the following whose attitude toward the obligation indicates lack of intention to make payment:
Young, J.W. Harrison, B.P. Sullivan, J.F.
Barksdale, ???? Barnes, T. R.
The Committee further recommended that in writing the letters to former state cadets, they be informed that the Appropriations Acts for the past three bienniums authorize payments to be taken up as part of the VMI Endowment Fund, from which compensation to retired professors is paid.
Mr. Gilliam moved that the recommendations be approved and the Superintendent follow the detailed instructions of the Committee in special cases. Seconded by Mr. Serpell and carried.
The Athletic Committee reported the result of a conference with the Athletic Council on the relations of the Athletic Association Fund to the Educational Fund. After discussion Mr. Peyton moved that the problem be submitted to the Committee with power to act, having in view the retirement of the present deficit in the Educational Fund; the committee, on attainment of this objective to submit recommendations for future policy. Seconded by Mr. Johns and carried.
The Chairman of the Finance Committee presented the proposed Governor Letcher scholarship, which was discussed, and, upon motion of Mr. Gilliam, duly seconded and carried, the report was received and instructions given that Captain Letcher be thanked for his gracious offer, and be informed that the Board would be pleased to consider an amended proposal in accordance with the recommendations of the Finance Committee.
All business having been transacted, the Board adjourned at 11:55 p.m., Saturday, April 27, 1940.
(signed)
J. Harry Ebeling, Secretary
Board of Visitors
(One enclosure with original)
