August 20, 2012 Board Meeting Minutes

MEMPHIS SCOTTISH SOCIETY


BOARD MEETING MINUTES



Date: 20 August 2012 Time: 6:20 – 7:40 pm



Location: Panera Bread, Germantown Parkway



Attendance: Joe Lyle, President                                Melissa Gibson, Vice President
                   Steve Martin, Treasurer                         George Malone, Secretary,
                   Betty Gibson, Member-at-Large            Allen Simpson, Member-at-Large



Also present: Sue Malone, Susie Lyle, Sandy Simpson, and Mary Ann Lucas



1. President Joe Lyle called the meeting to order at 6:20 pm.



2. Acceptance of Previous Board Minutes:

a. George Malone presented the minutes of the previous Board meeting held on 16 July 12.

b. Allen Simpson pointed out the need to correct a typo in Melissa Gibson’s name.

c. Allen Simpson moved to accept the minutes as corrected. Steve Martin seconded. Motion passed.



3. Treasurer’s Report:

a. Steve Martin presented the Treasurer’s Report:



Checking Account total: $7,860.07

Savings Account total: 7,992.03

Total available: $15,852.10


b. Steve also brought up that we need to sign and submit our acceptance of the annual privacy policy for Paypal. George Malone is still listed by Paypal as the point of contact for the Scottish Society since he was Treasurer at the time we established the account about two years ago.

      i. George has no problem with having his name remain on the account since any account information received from Paypal is automatically sent to the current Treasurer.

     ii. There was some discussion of how we use our Paypal account. To date, it has only been used by a few people to purchase Burns Nicht tickets. It could also be used to pay membership dues, although no one has done that yet.

    iii. We are registered with Paypal as a non-profit organization which reduces the fees charged to us for each transaction (2.2% + .30 cents fixed fee). When someone purchases Burns Nicht tickets, for example, the money goes into our Paypal account, minus the transaction fees. We then direct Paypal to transfer the money directly into our checking account at no cost to us. A $100.00 ticket purchase through Paypal costs MSSI $2.50 in fees. Total Paypal fees for Burns Nicht tickets in 2012 was $18.85.

c. George Malone moved that the Treasurer’s report be accepted. Allen Simpson seconded. Motion passed.



4. Old Business:

a. Mary Ann Lucas, a member of the Scholarship Committee, presented the status of scholarship/grant applications.

      i. So far, only David Corbett has actually requested a grant to buy a new bass drum, harness, and drum cover. The cost is approximately $700.00, but the price may be going up. The committee recommends accepting his request.

                          1. George Malone moved that to cover shipping and handling plus the possible cost increase that we approve the request for the amount up to a maximum of $800.00. Steve Martin seconded. Motion passed.

                         2. The check will be sent directly to the company when we get the final cost.

     ii. Mary Ann said that there are possibly three more requests coming but not yet actually submitted: Margaret Walker, our local Scottish dancer and dance teacher, Kenny Hiner for Wolf River Pipes and Drums equipment, and the MSSI chorale for music.

    iii. George Malone asked that since we now have an updated application form for scholarships and grants, should we make it accessible through the MSSI website? No. It was decided that it was better to let applicants contact us first to make sure their request meet our basic requirement to support Scottish culture and heritage before we give them an application.



b. Ceilidh: Date has been changed to 22 September 2012 at St. Luke Lutheran Church. The official start time is 6:00 pm, although we have the church from 5:00 to 10:00 pm.

      i. Allen Simpson reported that he has a chef who is willing to cook the meat off-site for us for free. We will have both ribeye steaks and turkey. Allen will pick it up and bring it to St. Luke. Allen stated that the meat should cost about $100.00.

     ii. George Malone moved that MSSI authorize payment of $100.00 for the meat. Steve Martin seconded. Passed

    iii. Joe Lyle suggested that Allen invite the chef.

    iv. Tea will also be provided. Cokes?

     v. Members will be asked to provide side dishes and desserts.



c. Picnic: Location: Agnes Stark’s place, Plum Nelly, on 20 October.

      i. Betty Gibson has coordinated with Agnes.

     ii. Sandy Simpson pointed out that this is the same weekend as the Stone Mountain Games. The Malones, Simpsons, and possibly the Garners will be there and so will not be able to be at the picnic. Last year, about 25 people attended the picnic. Betty Gibson said that the weekends on either side of the 20th were not available. It was decided that since there should be enough people still attending to keep the date as it is.



d. Burns Nicht: 26 Jan 2013.

      i. Joe Lyle stated that Ed Miller has confirmed that he will be here.

     ii. The next Burns Nicht meeting will on Monday, 27 August at 6:00 pm at Melissa Gibson’s new store located at 2157 Madison Ave.



e. Lichterman Center Scarecrow project (28 August):

      i. Jestein Gibson is heading this up. Melissa Gibson and Mary Ann Lucas are helping her.



f. Church-style paper fans: Sue Malone reported that she had talked to Karen English about printing up paper to make the fans, but that it was too expensive, so she is dropping the idea for now.



5. New Business:

a. Mary Ann Lucas, our de facto public events chairperson, presented upcoming events in which we might want to participate. She pointed out that even if we don’t get many members from these events, we hand out a lot of information about MSSI and Burns Nicht. The problem is getting people from MSSI to help her man the tent, participate in parades, etc. Sue Malone added that making announcements at MSSI meetings doesn’t generate much response. The only way to get people to volunteer is by face to face confrontation.

      i. Bartlett Festival (28-29 September): Mary Ann has already reserved a booth for $35.00. MSSI will repay her.

     ii. Cooper Young Festival (15 September): We probably won’t participate this year since Melissa Gibson’s business has moved and we no longer have a place to set up for free nor bathrooms.

    iii. Germantown Festival (8-9 September)

                         1. Booth costs $250.00, and since the festival is really for arts and crafts, they discourage organizations like ours from participating. We will not participate.

     iv. Celtic Society of West Tennessee festival (3 November)

                       1. Location: Parker’s Crossroads, north of Jackson, TN.

                       2. Do we want to participate? No decision.

     v. Veterans Day Parade (Monday, 12 November): Mary Ann has already signed us up.

     vi. Bartlett Christmas parade: Theme is “Grrreen Christmas”. It will feature Scottie dogs and other Celtic style dogs.

    vii. Germantown Christmas parade: Free. No decision.

   viii. Mary Ann also pointed out that included in the MLG&W utility bill is a small brochure that lists upcoming events and other information. She suggested that we utilize this to help publicize MSSI, and Burns Nicht in particular. However, there is a very long lead time so we must send our information in months before the event.

b. St. Andrews Tea (Friday, 30 November): Steve Martin stated that the tea, which will actually be a brunch, will be held at Brother Junipers 11:30 am until 2:00 pm. Sammy Rich will play music for us and Steve will have a program.

      i. Sue Malone requested that everyone save fancy tin cans as part of the flower decorations.


c. Nominating Committee: Joe Lyle reported that Seldon Murrray has consented to be on the committee.


d. Carla Maitland, one of our members who is also the Chair of the Public Relations Committee for the Tennessee Genealogical Society, asked that we send out a mass e-mails to our members inviting them to a Genealogical Society presentation on James Earl Ray. Do we want to do this kind of thing for other organizations? No, it is too much to ask of John Schultz. Instead, if we receive the information in a timely manner, and if it is of possible interest to the Scottish Society, we will include the information in the “Grace Notes”.

e. Joe Lyle asked if MSSI should make a donation to Alex Beaton to help with his recovery. It was decided that MSSI should not make the donation since he should already have VA and Medicare. It would also set a precedent of helping members financially for health issues. Instead, it was decided that Joe will make an announcement at the meeting and ask for individual donations.


f. Joe Lyle wondered if we could have a prize for “best dressed” at MSSI meetings, with the intent of getting members to wear their kilts. No decision.

g. Joe Lyle announced that he might be having knee replacement surgery in the near future.


h. The next Board meeting will be held on 17 September 2012 at Panera Bread on Germantown Parkway at 6:00 pm.



6. Meeting was adjourned at 7:40 pm.

Respectfully submitted,


George Malone
Secretary, MSSI

July 16, 2012 Board Meeting Minutes

MEMPHIS SCOTTISH SOCIETY


BOARD MEETING MINUTES



Date: 16 July 2012 Time: 6:15 – 7:20 pm



Location: Villa Castrioti, Germantown Parkway



Attendance: Joe Lyle, President                             Betty Gibson, Member-at-Large
                   Melissa Gibson, Vice President           George Malone, Secretary
                   Jestein Gibson, Member-at-Large


Also present: Sue Malone and Susie Lyle



1. President Joe Lyle called the meeting to order at 6:15 pm.



2. Acceptance of Previous Board Minutes:

a. George Malone presented the minutes of the previous Board meeting held on 18 June 12.

b. Melissa Gibson moved to accept the minutes as read. Jestein Gibson seconded. Motion passed.



3. Treasurer’s Report:

a. George Malone, acting Treasurer until Steve Martin’s return from vacation, presented the Treasurer’s Report:



Checking Account total: $7,816.76

Savings Account total: 7,991.72

Total available: $15,808.48



i. Since the original Treasurer’s report was sent out prior to the meeting, there have been two additional transactions in the checking account.

1. A check for $20.00 was written to the TN Sec. of State to register MSSI as a non-profit organization for 2012.

2. We received and deposited a check for $128.00 from the Red Birds organization for our participation in their Scottish Heritage Night.

3. As a result of these additional transactions, our checking account balance is now $7,924.76.

b. Jestein Gibson moved that the Treasurer’s report be accepted. Betty Gibson seconded. Motion passed.



4. Old Business:

a. Note cards: Melissa Gibson reported that she still needs to talk to Karen English.

b. Ceilidh: 18 August 2012 at St. Luke Lutheran Church. The official start time is 6:00 pm, although we have the church from 5:00 to 10:00 pm.

      i. George and Sue Malone originally were going to be out of town, but will be back for the Ceilidh.

     ii. MC: Joe said that he and Sammy will share the duties.

    iii. Joe Lyle stated that he has a preliminary line-up for the evening including singer Larry Lorenzi (possibly) and Ben Kemker with a comedy act, among others.

                     1. Discussion centered on having Jonathon Gibson do Scottish dancing and then teach those willing to try it.

    iv. Food: MSSI will provide meat and drinks. BBQ? Joe Lyle will check with Allen Simpson.

                     1. Members will be asked to provide side dishes and desserts. This will be brought up at the next general meeting and put in the Grace Notes.

     v. We have plenty of plates, cups, and plastic utensils, so we shouldn’t need to buy any of these items.


c. Picnic: At Agnes Stark’s place, Plum Nelly, on 20 October.

      i. Betty Gibson has coordinated with Agnes.

     ii. We need to put maps to Plum Nelly in the Grace Notes.


d. Burns Nicht: 26 Jan 2013.

      i. Joe Lyle said he will get a final confirmation from Ed Miller.

     ii. There will be a Burns Nicht meeting this Thursday evening, 19 July, at the Republic Coffee House on Walnut Grove.


e. Scottish Breakfast/Art Display:

      i. To be held on a Saturday at 10:00 am in early November at St. Luke Lutheran Church. George Malone will coordinate the date with the church.

     ii. Jestein Gibson said that Jonathon would probably be willing to cook a real Scottish breakfast.

    iii. People will be asked to bring whatever arts/crafts that they would like to display. Items will not be for sale.


f. Melissa Gibson stated that the new welcome letters to new members are being sent now. One new member, Joyce Varner, said she got one. Thanks to John Schultz.


g. Lichterman Center Scarecrow project (in September):

      i. Jestein Gibson said that she would head this up. She is looking for ideas and help in constructing it.

     ii. Joe Lyle will announce this at the next meeting.



5. New Business:

a. Scholarship Fund has a lot of money in it. Can we use it?

      i. George Malone stated that by the By Laws, it can only be used for grants and scholarship to support Scottish studies or cultural things, but it really depends on people putting in requests. So far, there have been none.

     ii. It was suggested that we offer one to Margaret Walker, our local Scottish dancer and dance teacher. She is about to move to Glasgow, UK, so she could probably use it.

    iii. George Malone stated that Wolf River band members were reluctant to apply because they had received them before. He will advise those who need a grant to attend schools to apply. Also David Corbett for his band.


b. Fans:

      i. These are paper (church) fans with tartan patterns and the Memphis Scottish Society logo. We have given out all that we previously had (300) and need more.

     ii. Sue Malone reported that she had talked to Karen English about printing them for us, but she has not gotten a price estimate yet.


c. Dues will be due in October, so we need to announce this at the September meeting.


d. Nominating Committee: Nominations are due by the November meeting. The Nominating Committee needs to be established by the October meeting. Committee consists of:

      i. The immediate past president.

     ii. One member appointed by the current president.

    iii. One member elected by the general membership at the October meeting.



e. The next regular meeting will have Becky Trafford presenting the short Scottish geography talk. Sammy Rich will be the main speaker doing a historical analysis of an old tune.

      i. Speakers need to be told to limit their talk to 30 minutes.



f. The next Board meeting will be held on 20 August 2012 at Panera Bread on Germantown Parkway at 6:00 pm.



6. Meeting was adjourned at 7:20 pm.



Respectfully submitted,


George Malone
Secretary, MSSI

June 18, 2012 Board Meeting Minutes

MEMPHIS SCOTTISH SOCIETY

BOARD MEETING MINUTES



Date: 18 Jun 2012 Time: 6:15 – 7:30 pm



Location: Villa Castrioti, Germantown Parkway



Attendance: Joe Lyle, President                                Betty Gibson, Member-at-Large
                   Melissa Gibson, Vice President             George Malone, Secretary
                   Steve Martin, Treasurer                        Allen Simpson, Member-at-Large

Also present: Sue Malone and Susie Lyle



1. President Joe Lyle called the meeting to order at 6:15 pm.


2. Acceptance of Previous Board Minutes:

a. George Malone presented the minutes of the previous Board meeting held on 21 May 12

b. Steve Martin moved to accept the minutes as read. Melissa Gibson seconded. Motion passed.



3. Treasurer’s Report:

a. Steve Martin presented the Treasurer’s Report:

Checking Account total: $8,294.76

Savings Account total: 7,941.37

Total available: $16,236.13


      i. Savings account total includes an anonymous donation to the scholarship fund.

     ii. Checking account includes membership dues for two new members, who happen to be kilt makers.


b. Steve Martin stated that he will be out of town until mid-August. George Malone will take over the Treasurer’s duties until his return.

c. George Malone moved that the Treasurer’s report be accepted. Melissa Gibson seconded. Motion passed.



4. Old Business:

a. Note cards: Melissa Gibson reported that she needs to get a design finalized before talking again to Karen English.


b. Ceilidh: Set for 18 August 2012 at St. Luke Lutheran Church, 5-10 pm.

      i. Allen Simpson is in charge of the ceilidh. He asked that the Scottish Society provide the meat. Side dishes and desserts can be provided by members to share. This was approved.

     ii. George and Sue Malone originally were going to be out of town, but have changed their plans so as to be back for the Ceilidh. They will be able to help with the set up.

    iii. Is a PA system available? Yes, but difficult to locate all the pieces. It would be best if we brought our own.

    iv. MC: Joe Lyle suggested that he and Sammy Rich can share the duties.

     v. Joe Lyle asked if we could invite two groups of singers to perform a few songs. One is blue-grass. Yes, provided they will accept dinner as payment.

    vi. Although not required, we will encourage Scottish attire.


c. Picnic: At Agnes Stark’s place, Plum Nelly, on 20 October.

      i. Betty Gibson has coordinated with Agnes Stark.

     ii. Betty is thinking of providing a croquet set for an additional activity.


d. Burns Nicht: 26 Jan 2013.

      i. Melissa Gibson and Sue Malone reported that they had met with Cindy Dodd at Woodland Hills and she agreed to the following changes:

                    1. More servers will be brought in to bus tables and serve drinks.

                    2. Add soup tables, which will be self-served.

                    3. Adding two more serving lines for a total of four.

                    4. Set up two drink tables, one up front and another in the rear.

                    5. There will be a separate haggis table.

                    6. Menu will include roast beef with HP sauce and English trifle.

                    7. Entertainment will be on stage. Stage background has been painted a cream color. Can we get better lighting?

                    8. We can rent ropes at $10.00 each for roping off silent auction area when the silent auction is over.

      ii. Because of changes, meal costs will go up by approximately $2.00 per person.

     iii. Entertainment (Ed Miller) costs will be greater than last year as well.

     iv. Should we have breakfast for Saturday morning set-up volunteers like last year? Cost is $5:00 per person. Suggested that we include cost in overall Burns Nicht costs, but no final decision was made.

      v. Steve Martin moved that we raise the regular dinner ticket price to $55.00. Patron would remain $75.00 and Benefactor $100.00 Seconded by George Malone. Motion passed.

     vi. George Malone moved that the price for an entire table for eight persons be $400.00 ($5.00 discount of each of the eight tickets). Steve Martin seconded. Motion passed.

    vii. Should we offer discount if ticket purchased early. No. We tried it last year and it was too confusing.

   viii. Steve Martin moved that we raise the Patron Only ticket price from $35.00 to $40.00. George Malone seconded. Motion passed.

                     1. We do not advertise this. Since the Patron’s Reception is now on a separate night from Burns Nicht, we instituted this as a way to allow people who could not attend Burns Nicht to still attend the Patron’s Reception.

    ix. We need to limit complimentary dinners to about 20.

                    1. Performing band members are normally comped in lieu of the normal band fee (currently $600.00). Only those who actually stay for dinner have a dinner ordered and are comped. Their families are not comped.

                    2. The highland dancers should be comped.

                    3. Bruce Erskine is comped for piping in the haggis.

                    4. Do not comp entertainer’s families or friends as has happened in the past.



e. Patron’s Reception: The Lyle’s home on Friday, 18 Jan 2013

      i. Plan for 35-40 people.

     ii. Susie Lyle stated that she would like to cater some of the food. Would the Scottish Society pay for that? Yes (but no limit was set).

5. New Business:

a. Insurance Policy: We have a new liability insurance policy through the Hartford Company. It covers liability at any MSSI event, including Burns Nicht.

      i. It does not cover alcohol. Woodland Hills, as seller of alcohol, bears that responsibility.

     ii. It does not include items stored in our storage unit. It was determined that there is really nothing of great value there. Sue Malone mentioned that she has the silver candelabras at her house to protect them from tarnish and corrosion.

    iii. The old Nationwide policy cost about $800 per year. The cost of this policy is about $500 per year.



b. Welcome Letter for new members.

      i. Melissa Gibson suggested that John Schultz, as Membership Chairman, send the letter to new members, after they have paid their due, via e-mail, preferably. If e-mail is not available, it will be sent via the regular mail. This will help John determine if he has their correct e-mail and street address.

     ii. Sue Malone suggested a change in the letter to add that if no e-mail is available, the “Grace Notes” will be sent via regular mail. Melissa said she would make the change.

    iii. Melissa also stated that she needs a list of new members who have signed up since January 2012. Steve Martin and George Malone will try to provide that information.



c. Lichterman Center Scarecrow project:

      i. Do we want to decorate a scarecrow again this year? Yes, if just for publicity.

     ii. Suggested to ask Jestein Gibson if she would decorate it. She did it last year and she works with the Pink Palace, so she might enjoy it. Melissa will ask her.

    iii. Does the Lichterman Center provide the scarecrow? Melissa will check.

    iv. Entry fee is $25.00. You provide the materials (cost of materials last year was about $50.00).



d. The next Board meeting will be held on 16 July 2012 at Villa Castrioti.


6. Meeting was adjourned at 7:35 pm.


Respectfully submitted,


George Malone
Secretary, MSSI

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