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

May 21, 2012 Board Meeting Minutes

MEMPHIS SCOTTISH SOCIETY

BOARD MEETING MINUTES



Date: 21 May 2012 Time: 6:10 – 7:35 pm



Location: Panera Bread Company, 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: John Schultz                                             Gavin Anderson

                     Kathy Schultz                                           Sue Malone

                     Tommy Seaman, Couch & Assoc. Insurance Co.



1. President Joe Lyle called the meeting to order at 6:10 pm.



2. Acceptance of Previous Board Minutes:

a. George Malone read the minutes of the previous Board meeting held on 16 April 12.

b. Allen Simpson moved to accept the minutes as read. Steve Martin seconded. Motion passed.



3. Treasurer’s Report:

a. Steve Martin presented the Treasurer’s Report:


Checking Account total: $8,386.24

Savings Account total: 7,941.06

Total available: $16,327.30

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

b. Steve noted that Mary Ann Lucas and the Scholarship Committee have updated the request form. Currently, we have one request pending.

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



4. Old Business:

a. Note cards, return address labels, etc.:

      i. Return Address labels: Melissa Gibson reported that she has already had envelope return address labels printed. She is looking for the best place to buy envelopes.

     ii. Note cards: Karen English suggested that we check with the printer Bill Crump used for his note cards. The printing order is too small for Central Imaging. Melissa will check with Bill.

    iii. Should we make the note cards available for members to buy? Discussion included suggestions that we NOT maintain an on hand inventory of items. It would be better to wait until we have orders before printing. That might enable us to get a bulk price for the printing.

                               1. We need Bill Crump’s permission to sell his art work.

                               2. Joe Lyle pointed out that we need to determine the prices before we can offer the items for sale.

                               3. Gavin Anderson said that he has an account with Cathay Printing which prints on any surface. John Schultz said he could give Gavin our logo. Melissa stated that she would prefer that we limit these items to the more official type

                              4. Steve Martin moved that any proceeds from the sale of these items be deposited in our general operating fund. Allen Simpson seconded. Motion passed.


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

      i. Is a PA system available? Yes, but difficult to locate all the pieces. Since the Malone’s may not be able to attend, it would be best if we brought our own. George will get the key to the church to Allen ahead of time.

     ii. MC: Sammy Rich suggested, but probably not really necessary. The main thing is to line up the entertainment and order ahead of time.

    iii. Joe Lyle asked if we can have entertainment by non-members. Yes, provided they will accept dinner as payment.


c. The date of the Red Birds game has settled on 25 May 12, which is a night game beginning at 7:05 pm. Derek Stine will sing the National Anthem. We can get in at 5:00 pm.

      i. Melissa Gibson said we have sold 12 tickets so far.

     ii. We need the “To Go” box and banners from storage unit. George Malone will bring them.


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

      i. Since we have plenty of plates, cups, and utensils in the storage unit, we shouldn’t need to buy any.



5. New Business:

a. Our current Nationwide policy renews in June with a significant increase in premiums. What are our options?

      i. Tommy Seaman gave us a presentation on insurance options. He stated that after looking at our current policies (we have two, one for property damage and one for personal injury liability), he did not think it covered us as thoroughly as we thought. It only covers our general monthly meetings and not any outside “special” events, such as our Patrons Reception at the Water Works, especially if alcohol was served. Special events require a special policy for that event, costing as much as $750.00 per event. He also noted that every company requires a minimum annual premium for any policy.

                             1. Since Woodland Hills sells alcohol, they would be responsible for any accidents occurring at or after events held there, in which case we would not need our own coverage.

                             NOTE: After the meeting, Melissa Gibson contacted Cindy Dodd at Woodland Hills and confirmed that they are insured and that we are not required to carry insurance for events held there.

     ii. Mr. Seamans showed us a general policy, underwritten by Valley Forge Insurance, that would cover liability, property damage and terrorism risk. Although the total actual premium would be $94.00 per year, because of the minimum annual premium required by the company, our total annual premium would be $500.00, which is approximately $300.00 less than what we have been paying for Nationwide coverage (before the increase). This policy would only cover our monthly meetings and not “special” events.

    iii. In conclusion, Mr. Seamans stated that, because of our limited exposure to liability, he does not see that the Scottish Society really needs this coverage.

    iv. Joe Lyle will check further on this matter.

     v. Steve Martin reminded everyone that we have limited time since the new Nationwide policy takes effect on 16 June.

    vi. When Joe gets back to the Board with any other information he finds, we can vote via e-mail.


b. Face Book Page:

      i. John Schultz stated that because anyone can post to our Face Book page, we have had numerous posts, but only 10 pertain to MSSI.

     ii. Gavin Anderson stated that we can limit posting capability to designated “administrators”.

    iii. Administrators should include some at least Board members, John Schultz, Gavin Anderson, and Sue Bates of the Celtic Society of West Tennessee.

    iv. John Schultz said we should post a notice that we are about to limit who can post.

     v. Having a second Face Book page dedicated to general Scottish interest was discussed. The page title would not have our name in it.

    vi. Steve Martin motioned that posting to the MSSI page be limited to designated administrators. Allen Simpson seconded. Motion passed.


c. Joe Lyle stated that he will present a program on the Clearances at the next meeting.


d. Steve Martin said that there will be a meeting of the St. Andrews Tea Committee at Brother Junipers, Wednesday, 22 May, at 8:30 am.


e. Burns Nicht: Sue Malone asked if it is possible to raise our ticket prices?

      i. There were complaints last year of a lack of wait staff resulting in having to get up for drinks and dirty plates left on the table. To correct this situation, Woodland Hills would need to have more staff, which would increase the cost of each meal.

     ii. Burns Nicht is our primary source of general funds for our operating expenses. The checking account looks good right now, but that is mainly because of profits from Burns Nichts of several years ago. Three years ago, we lost about $2,000, the next year we had about a $1,000 profit. Last year, we had about $2,000 profit, but that was helped by going to a buffet which allowed for a reduction in wait staff. We require approximately $3,000 each year for operating expenses. Dues bring in approximately $1,500, and we count on Burns Nicht to cover the rest.

    iii. Price hike would only be for basic dinner tickets. Patrons and Benefactors would not be affected.

    iv. Should we offer discounts for seniors and kids? No.

     v. Melissa Gibson and Sue Malone will check with Cindy Dodd at Woodland Hills to determine how much the meal prices will go up with an increase in wait staff. We will delay a vote on this until we get the new price.


f. The next Board meeting will be held on 18 June.


6. Meeting was adjourned at 7:35 pm.



Respectfully submitted,


George Malone
Secretary, MSSI

April 16, 2012 Board Meeting Minutes

MEMPHIS SCOTTISH SOCIETY

BOARD MEETING MINUTES


Date: 16 April 2012 Time: 6:30 – 7:40 pm


Location: Panera Bread Company, Germantown Parkway


Attendance: Joe Lyle, President                               Betty Gibson, Member-at-Large

                   Melissa Gibson, Vice President            Allen Simpson, Member-at-Large

                   Steve Martin, Treasurer



Also present: Jane Kikel                                           Becky Trafford



1. President Joe Lyle called the meeting to order at 6:30 pm.


2. Acceptance of Previous Board Minutes:

a. Melissa Gibson presented the minutes of the previous Board meeting held on 19 Mar 12.

b. Allen Simpson moved to accept the minutes as read. Steve Martin seconded. Motion passed.



3. Treasurer’s Report:

a. Steve Martin presented the Treasurer’s Report


Checking Account total: $8,735.20

Savings Account total: 7,840.72

Total available: $16,575.92


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



4. Old Business:

a. Discussion of printing needs: Note cards, letters, return address labels, etc.

      i. Permission has been granted by Bill Crump to use his artwork. Joe Lyle to contact Bill about sales.

     ii. What will note cards be used for? Sympathy, congratulations, thank you. Melissa to check with Karen English/Central Imaging on pricing.


b. The Burns Nicht Patrons Reception date is set: Friday, January 18, 2013, to be held at Joe Lyle’s home.



5. New Business:

a. Melissa Gibson announced that the Scottish Heritage night with the Redbirds will be May 25. Some of the Wolf River Pipes and Drums members will be there. David Corbett’s Northeast Arkansas Caldeonia group has been asked to participate. Much like last year, information tables and banners to be displayed, band to play on the plaza pre-game, Derek Stine to sing National Anthem. Price has not been set. Flyer will be sent to membership when available.


b. Dates for Ceilidh were discussed: Saturday, August 18 or 25. Allen to ask George Malone if St. Luke Lutheran will be available either of those dates.


c. October picnic discussed. Betty Gibson to contact Agnes Stark to see if her country place is available and set a date.


d. Burns Nicht: Melissa will contact Sue Malone and Mary Clausi to see if they will be on the Burns Night Steering Committee (with Melissa).


6. Other Business:

a. Becky Trafford and Jane Kikel had a Silent Auction committee meeting during the Board meeting. Summary will be sent to Board members when received from Jane.


7. Meeting was adjourned at 7:40 pm.



Respectfully submitted,


Melissa Gibson for George Malone
Secretary, MSSI





March 26, 2012 Board Meeting Minutes

                   MEMPHIS SCOTTISH SOCIETYBOARD MEETING MINUTES
Date: 26 Mar 2012                                                               Time: 6:35 – 7:50 pm

Location: Panera Bread Company, Germantown Parkway

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

                             Also present: Jane Kikel

1. President Joe Lyle called the meeting to order at 6:35 pm.

2. Acceptance of Previous Board Minutes:
    a. George Malone read the minutes of the previous Board meeting held on 27 Feb 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:  $8,761.20
                                     Savings Account total:     7,840.43
                                               Total available:  $16,601.63

   b. There was discussion of when dues were due. According to the By-Laws, they are due 1 October.
       Typically, in August, the president reminds the members that dues are coming due. Generally speaking,
       dues are paid between September and Burns Nicht. New member dues come in throughout the year.
       New member dues are half price if joining after 1 April.

   c. We have not received an insurance bill in the last month. Steve Martin will check on it.

   d. Steve Martin will also give Joe Lyle the MSSI insurance policies so he can get a rate and coverage
       comparison for a possible policy change.

   e. George Malone moved that the Treasurer’s report be accepted. Joe Lyle seconded. Motion passed.

4. Old Business:

   a. The Scholarship Committee was elected at the 12 Mar 2012 general meeting. Members are Mary Ann
       Lucas, Ken Noe, and Goeffry Meese.

       i. There was discussion of the procedure by which scholarship and grant requests are handled.
          1. The request must be received in writing. Whoever receives the request should turn the request over
               to the Scholarship Committee, and advise the President, as a courtesy.
          2. The Scholarship Committee determines whether the request is valid, and if so, determines the
               recommended money for the scholarship or grant.
          3. The Scholarship Committee then sends their recommendation to the Board for final approval.
          4. If approved, the Treasurer, using funds from the MSSI savings account, sends a check to the
              institution, rather than directly to the one making the request.

       ii. There is a Scholarship Request form, but it needs to be updated for grants. Steve Martin will send the
           form to Joe Lyle who will send it to Mary Ann Lucas to update.

       iii. Joe Lyle asked what is the maximum we should we give each year? George Malone stated that
           according to the IRS, we should use all of our scholarship designated funds each year; however, in
           reality, we are limited by how many requests we receive. Last year, we received only one request,
           but it did not fit our criteria of having to do with promoting Scottish culture, studies, etc., so it was not
           approved.

   b. The Burns Nicht video is still being worked on, but progress is slow. Sammy Rich personally paid the
       cost of the video ($350.00).

   c. Joe Lyle is checking on getting note cards printed. The MSSI return address should be printed on the
      envelopes.

   d. The date of the Red Birds game has moved to 11 May 12, which is a night game beginning at 7:05 pm.
       Derek Stine can sing the National Anthem. Tickets will be paid for in advance like last year.

       i. However, there may be a conflict with other organizations and a Baptist convention for that date.
          Melissa Gibson will continue working with the Red Birds on this item.

5. New Business:

   a. Joe Lyle reported that David Corbett of the Northeast Arkansas Caledonian pipe band has submitted a
      grant request to send two band members to school at Grandfather Mountain at a cost of approximately
      $500.00 each. Joe will forward the request to Mary Ann Lucas for Scholarship Committee
      consideration.

   b. Melissa Gibson stated that she does not have a program for our next general meeting on 9 April 12. Joe
       Lyle stated that he has two musicians coming who were supposed to play before the meeting, but he will
       ask them to play for about 30 minutes in place of the program.
  
       i. Melissa Gibson said that she has Brenda McGuire doing the program for the May meeting. It will be  
         on the Scottish harp.

      ii. One possibility for a program speaker would be the golf pro at Audubon Golf Course. He is a native
         Scot, and he has worked with Steve Martin in the attempt to set up a golf tournament.

   c. Burns Nicht:

         i. Jane Kikel discussed next year’s Silent Auction. Becky Trafford is chairperson. Jane expects that the
           committee will consist of herself, Sandy Simpson, Sue Malone, and Mary Clausi, but this is not firm 
           yet.

         ii. Jane also noted that we need to contact the major donors early since they have to budget for it in
            advance. Since we have the date for Burns Nicht fixed, we can update the donation request letters 
            and start making contacts now.

        iii. We can use the records from Burns Nicht 2012 as a starting point to contact big donors.

   d. The Scottish Society has been asked to participate in the premier of the forthcoming Disney/Pixar film,
       “Brave”. No date or place set yet. Not all Board members received the e-mail on this, so George
       Malone will forward it to them.

   e. Some of the Board members’ e-mail addresses in the “MSSI Board” group e-mail set up by Gavin
       Anderson are incorrect. Those who are not receiving e-mails need to contact Gavin and John Schultz to
       make sure they have their correct e-mail addresses.

   f. Joe Lyle asked about fund raising events. Burns Nicht has been our only fund raiser.

      i. What about selling things at the Cooper Young Festival? Melissa will check on the feasibility.

      ii. We have sold cookbooks at some events, but not very many.

      iii. Steve Martin tried to set up a golf tournament last year, but no one signed up, and then it rained. He
          found that it was very difficult to make it work.

   g. 2012 MSSI events were reviewed:

       i. Red Birds game – Changed to 11 May

       ii. Ceilidh- August. Organizers: Joe Lyle and Allen Simpson.

       iii. Picnic-October
           1. Location: Agnes Stark’s farm.
           2. Organizer: Betty Gibson

      iv. St. Andrews Tea-November. Organizers: Steve & Jeanette Martin

      v. Christmas Party-December. Organizer: Jestein Gibson

      vi. Burns Nicht Patrons’ Reception
          1. Location: Probably at Joe Lyle’s home.
          2. Date: Weekend before Burns Nicht.

    vii. Burns Nicht
         1. Location: Woodland Hills.
         2. Date: 26 January 2013

   h. Other events:
       i. Batesville AR games-14 April. We will not have any representation this year.
       ii. Cooper Young Festival –September
       iii. Bartlett Festival-September
       iv. Celtic Fest (Parker’s Crossroads, TN)-October
       v. Memphis Veterans Day Parade-November
       vi. Bartlett Christmas Parade-1st weekend in December

   i. The next Board meeting will be held on 16 April. Board meetings will normally be held on the third Monday of each month from now on.

6. Meeting was adjourned at 7:50 pm.

Respectfully submitted,


George Malone
Secretary, MSSI

February 27, 2012 MSSI Board Minutes

MEMPHIS SCOTTISH SOCIETY BOARD MEETING MINUTES



Date: 27 Feb 2012                                                Time: 6:15 – 7:50 pm



Location: Panera Bread Company, Germantown Parkway
Attendance: Joe Lyle, President                                Betty Gibson, Member-at-Large

                    Melissa Gibson, Vice President             George Malone, Secretary



                   Also present: Sue Malone.



1. President Joe Lyle called the meeting to order at 6:15 pm.
2. Acceptance of Previous Board Minutes:
     a. No minutes for the meeting held on 23 January 2012 were available.

3. Treasurer’s Report:

     a. Steve Martin, the new Treasurer, was out of town, but submitted his Treasurer’s report before leaving.
         George Malone noted a math error that affected only the reported current checking account total and
         proposed amending the report. The amended figures are as follows:

                                                 Checking Account total: $8,742.20
                                                 Savings Account total:      7,860.14

                                                             Total available: $16,602.34

         Betty Gibson moved to accept the Amended Treasurer’s Report. Seconded by Melissa Gibson.  
         Motion passed.

     b. George Malone, outgoing Treasurer, stated at the January Board meeting that the bank signature cards
         for our accounts at First Tennessee Bank have been revised to reflect our new officers. In accordance
         with the Bylaws, only the President, Vice-President, Secretary, and Treasurer can sign checks.

     c. George Malone also reported that since Steve Martin, Treasurer, is out of town and will then undergo
         major surgery shortly after his return, Steve has asked George to fill in for him as Treasurer until he is
         able to return to his duties. This will not be a problem since George, as Secretary, is still authorized to
         conduct MSSI business with 1st Tennessee Bank. George has accepted this task.

4. Old Business:

     a. There was no old business.

5. New Business:

     a. Joe Lyle asked about the status of the DVD video recorded during Burns Nicht. It is still being edited
         for length and to try to include Joe Lyle’s dedication of Burns Nicht to Alex Beaton, which was
         recorded later.

     b. We need to nominate at least three people for the new Scholarship Committee. The Bylaws state that
         the candidates must be published in the “Grace Notes” or by mail at least 10 days before the regular
         membership meeting where the Scholarship Committee will be elected by the membership. Potential
         candidates were discussed. Joe Lyle will call them.

         i. If we do not have time before our next general meeting, on 12 March, to list the candidates in the
           “Grace Notes”, John Schultz could also send out a mass e-mailing to the members.

     c. Sue Malone requested that we put in the “Grace Notes” a request for donations of clear plastic storage
         boxes for use in the storage unit. Currently, items are stored in cardboard boxes that are falling apart
         and generally must be opened to see what they contain. Clear boxes would help ascertain what they
         contain without having to open every box. Wheels on bigger boxes would be good.

     d. Note Cards, etc.:

         i. Sue Malone also suggested that we have note cards printed for thank you notes, get well cards, etc.
            Joe Lyle mentioned that it would be nice if we could use Bill Crump’s note card artwork for them.

         ii. Sue also suggested that we have MSSI return address labels printed to reduce the work load when
             making mass mailings, e.g. for Burns Nicht.

         iii. Melissa Gibson stated that when we had stationery printed last year, we failed to get envelopes with
             the MSSI logo on them, which we need.

             1. Joe Lyle said he would check on these suggestions with John Schultz and Karen English.

     e. Sue Malone suggested that we should send thank you notes to Buster’s Liquor for their donation to the
         Burns Nicht Silent Auction, and to Central Imaging for their very generous donation of printing our
         Burns Nicht 2012 programs free of charge.

     f. George Malone proposed 27 April 2012 as the date for the MSSI’s attendance at the Red Birds
        baseball game where we would be an honored organization. This is based on the availability of the Wolf
        River Pipes and Drums. Melissa Gibson will coordinate with the Red Birds.

     g. 2012 MSSI events:

         i. Red Birds game – 27 April

         ii. Ceilidh- August
            1. Location: Possibility St. Luke Church. Question: Can we bring alcohol? Currently the answer is,
                “No”, but the church is considering a policy change to allow it.
            2. Organizers: Joe Lyle and Allen Simpson.

         iii. Picnic-October
             1. Location: Agnes Stark’s farm.
             2. Organizer: Betty Gibson

        iv. St. Andrews Tea-November
            1. Location: Possibly Woodland Hills, depending on cost.
            2. Organizers: Steve & Jeanette Martin

        v. Christmas Party-December
           1. Location: Jason’s Deli at Dec meeting.
           2. Organizer: Jestein Gibson

        vi. Burns Nicht Patrons’ Reception
            1. Location: Possibly at Joe Lyle’s home.
            2. Date: Weekend before Burns Nicht.

        vii. Burns Nicht
             1. Location: Woodland Hills.
             2. Date: 26 January 2013

     h. Other events:
         i. Batesville AR games-14 April
           1. We have not had any representation for the past two years, at least. Joe Lyle will ask members if
               anyone is going and if they would be willing to set up the MSSI tent and man it.

        ii. Cooper Young Festival –September

        iii. Bartlett Festival-September

        iv. Celtic Fest (Jackson, TN)-October

        v. Memphis Veterans Day Parade-November

        vi. Bartlett Christmas Parade-1st weekend in December

     i. Burns Nicht discussion:

        i. It was suggested that a letter be sent to non-members who attended Burns Nicht 2012 asking for a
           critique of what they liked or didn’t like. George Malone will get a list of non-member attendees to
           Melissa Gibson.

        ii. Woodland Hills has been reserved for 26 January 2013.

        iii. We have gotten our security deposit back from the Water Works for the 2012 Patrons’ Reception.
            We have not made any reservation with them for 2013.

        iv. The main entertainment needs to be nailed down early. Various individuals and bands were
            discussed. Joe Lyle suggested Ed Miller, if he doesn’t cost too much. He will check on Ed’s
            availability.

6. Meeting was adjourned at 7:50 pm.

Respectfully submitted,

George Malone
Secretary, MSSI

January 23, 2012, MSSI Monthly Board Meeting

MSSI Board Meeting   January 23, 2012    Called to Order:  5:35 PM
Attendees:  Sammy Rich, Melissa Gibson, Allen Simpson, Sandy Simpson, Steven Martin, Sue Malone, George Malone, Joe Lyles, John Schultze, Betty Gibson
Conducted at Perkins on Germantown Rd.
Treasurer’s Report:  sent prior to meeting by George Malone.  Motion to accept:  S. Martin, 2nd Melissa Gibson, motion carried.  Pending deposits: checking account $10756.99, savings $5408.  Estimated costs yet to be paid for Burn’s Night are $2500-3000 in addition to monies paid to date.
Secretary’s Report:  none.  December meeting did not have a quorum of board members            
Current Business:                     
Burn’s Nicht:
·                                              Set up at 9 AM
·                                              Membership table and Burn’s memorial table will be set-up
·                                              Clan map will be displayed
·                                              People need to go to the storage shed to get items for decorating and display
·                                              Video for Alex Beaton and card to sign
·                                              Decorations – Sue, Melissa and Betty
o                    4 dozen roses, greenery and baby’s breath from Fresh Market
o                    Black table cloths
o                    Tartan napkins
o                    Votive candle holders
o                   
·                                              Welcome table – Mary Clausey, Susie Lyles, Jeanette Martin
·                                              Silent Auction – Trafford’s and Sue
·                                              Banners – bring on Sat to WWH
·                                              10:30 – 11 AM light brunch at WH for pipers and MSSI per Sammy Rich
·                                              Haggis – J. Schultze taking care of it
·                                              Buffet will be at the direction of the MC and will begin with the tables farther  from the serving area.
·                                              Sound check at 9 am and 4 pm
·                                              Clean up – keep programs
Feb. MSSI meeting – Melissa working on it.  Speaker TBD
Board Meetings in 2012 will be the 4th Monday.  Feb. meeting 2/27.  Discussion about location – issues with noise at Perkin’s.  Suggestion to try Panera Bread and use their meeting room.
Sammy mentioned inviting pipers to be full-fledged members of MSSI.  No motion made.
Sammy recommends lifetime memberships and corporate sponsor levels for future consideration.
Motion to adjourn S. Martin, 2nd G. Malone
Meeting adjourned 7:00 PM   
Respectfully submitted,  Sandy Simpson

November 15, 2011, MSSI Board Meeting

MSSI Board Meeting   November 15, 2011
Attendees:  Sammy Rich, Melissa Gibson, Allen Simpson, Sandy Simpson, Steven Martin,
Conducted at Republic Coffee
Called to Order:  5:35 PM
Treasurer’s Report:  sent prior to meeting by George Malone.  Motion to accept:  S. Martin, 2nd Allen Simpson, motion carried.  Addition to notes:  Deposit of $810 made today.
Secretary’s Report:  corrected minutes sent in advance of meeting by Sandy Simpson.  G. Malone moved to accept, 2nd M. Gibson,  motion carried.                                                                                                                                   
Current Business:                     
Oct. 22 Picnic at Plum Nelli.  Payment for $50 sent to Agnes Stark for use of property.
Veteran’s Parade – MSSI participated on 11/11/11.
St. Andrew’s Tea, November 26 at St. Luke  (George and Sue Malone).  17 tickets sold to date.  Tickets now on sale to the public.
Christmas Party: December 12 at Jason’s Deli, regular meeting time.  Members to bring Scottish desserts (cut for individual servings) in the side door. Members asked to bring Toys for Tots gift.  Seldon Murray will present the program.  Motion to tip staff $50 at conclusion of Christmas Party by S. Simpson, 2nd by G. Malone; motion carried.  Wolf River Pipes and Drums has volunteered to perform at the party.  Decorations:  2 plants (door prizes) Melissa to purchase and table covering for dessert table and plates/napkins/forks (Allen to obtain).  Meet at 5 PM to set up. Decorating budget: $100
Recommendation:  Program Presentations:  request to limit speakers to 30 minutes.  Note to remind speakers that meeting concludes at 8 PM.  Reminder:  Deli closes at 9 PM.
Burn’s Nicht:
·                                              Brochures – using same format as 2010, some issues with lettering resolution but acceptable unless Adobe proficient person is available
·                                              Print material will be available at December meeting
·                                              Postcard reminders: discussed
·                                              Patron’s Reception:  secured preparations for Scotch Eggs.  Discussion to include soup.  Entertainment:  considering options yet to be confirmed.  Sammy suggested inviting WaterWorks owners plus spouse  and Central Imaging to the event.
·                                              Silent Auction letters – being reprinted (phone # to be corrected)
Publicity:
·                                              Sammy contacted WKNO re: Local Color and options to participate
·                                              Facebook ‘liking’ and other social media
Membership brochures:  recommendation to have these available at monthly meetings.  Include current prices in Gracenotes.  Recommendation to include annual operating budget in Gracenotes.
November MSSI Meeting: Speaker Mary Ann Lucas presented a talk on the Scottish Trail of Tears
Motion to adjourn S. Martin, 2nd G. Malone
Meeting adjourned 6:40 PM   
Respectfully submitted,  Sandy Simpson             
Next Board Meeting:  December 20 5:30PM at Celtic Crossing, combined with Burn’s Committee.

October 27, 2011, MSSI Board Meeting (Corrected Minutes)

MSSI Board Meeting
October 27, 2011
Conducted at St. Luke’s
Attendees:  Sammy Rich, Melissa Gibson, Allen Simpson, George Malone, Sandy Simpson,  Steven Martin
Called to Order:  5:45 PM
Secretary’s Report- submitted previous to this meeting.  Motion to accept: A. Simpson, 2nd G. Malone.
Treasurer’s Report:  Payment for storage locker has been paid, 13 months included in fees.   Report provided in advance to committee.  Motion to approve: S. Martin, 2nd A. Simpson.  Motion passed. 
Business:
Oct. 22 Picnic at Plum Nellie – Motion by S. Martin, 2nd by A. Simpson for MSSI will make a $50 donation to Agnes Stark for the use of the property. Motion passed
Jason’s Deli is available for Christmas Party – ok to bring in desserts, will need to bring in desserts through the outside door.  Seldon Murray will be the speaker.  Corale may sing a song.  Toys for tots.
Christmas Party – December 12, 2011 at Jason’s Deli.  Members will go through the deli to purchase dinner as usual and MSSI is allowed to bring in desserts through the side door.  Members will be encouraged to bring in Scottish treats. 
Kirkin’ at Evergreen Presbyterian October 30.
Veteran’s Day Parade - Nov. 11,  10 AM, Sammy will have transportation available for participants.  Will send out blast email with this information.
Bartlett Parade – Mary Ann Lucas has registered the group for a float.  Theme “A Christmas to Remember”.  Information will go out on blast email.
Burn’s Night Brochure – John Schultz is working on the brochure.  Silent Auction letter in the works.
Motion by M. Gibson, 2nd by A. Simpson to make a donation to St. Luke’s for use of facility for each event, amount to be decided by the Board for each event.  Motion carried.
Motion for $200 ($100 per event) donation to cover past ceilidh and Tea (Nov).  Motion by S. Martin, 2nd by A. Simpson.  Motion carried.
Advertising:  Consider meetup.com, Memphis Flyer, U of M Daily Helmsman, and CBU paper.
Upcoming Election:  Steve Martin will make a presentation at the next member meeting.
Next meeting: November 14 
Meeting adjourned 6:45 PM       Respectfully submitted,  Sandy Simpson

September 22, 2011, MSSI Board Meeting

MSSI Board Meeting   September 22, 2011
Attendees:  Sammy Rich, Melissa Gibson, Allen Simpson, Sandy Simpson, Steven Martin,
Conducted at St. Luke’s   Called to Order:  5:45 PM
Treasurer’s Report:  pending. 
Secretary’s Report:  minutes will be resent to Board (June and July).  No quorum for August meeting.
Current Business:                     
Oct. 22 Picnic at Plum Nellie 11 AM until ? – need a Board sponsor, donations from MSSI to cover clean-up.  Main menu item: hamburgers and hot dogs.  Allen picking up hamburgers and hot dogs.  Sammy picking up charcoal.  MSSI to bring condiments, buns, pickles, lettuce, onions.
Donation to St. Luke’s for use of facility at recent ceilidh.
St. Andrew’s Tea, November  (George and Sue Malone)
Christmas Party: Board is responsible, Seldon presenting a program. Generally $250 budget for party.  Will inquire with members about the venue and pot-luck or catered event.
Burn’s Nicht:
·                                                                        Bid for Scottish Eggs – Sammy and Allen to get bids from Celtic Crossing, Dan McGinnis and possible Evergreen Presbyterian.
·                                                                        Consider providing some of the Scotch for the tasting to alleviate the burden on any one member – Steve Martin to follow-up
Contract signed with Water Works 9/22/2011.  Need to pay rent $250 to WaterWorks for Jan. event.
Order of the Thistle and Heather winners – Seldon Murray has approached Sammy re: pin to be presented to previous and new honorees.   Steve Martin to talk with Seldon about pins and cost.
Cooper-Young Festival – thanks to Melissa for volunteering Stash as a spot for the MSSI to set up a tent for reaching potential new members.
October MSSI Meeting: Speaker  Elaine Meese, Loche Ness
November MSSI Meeting: Speaker Mary Ann Lucas, Scottish Trail of Tears
MacBeth production by TN Shakespeare Company - opportunity for MSSI to volunteer as an usher.  Requires standing at the beginning of the event.  Participants will receive a ticket for the event.   Article to be placed in Grace Notes. 
Redbirds – Melissa to speak with Redbirds re: funds for attendees this year and potential participation in 2012.
Meeting adjourned 7:00 PM   
Respectfully submitted,  Sandy Simpson             
Next Board Meeting:  October 27 St. Luke’s

July 28, 2011, MSSI Board Meeting (Melissa Gibson)

July 28, 2011

MSSI Board Meeting

Present:  George Malone, Allen Simpson, Sammy Rich, Melissa Gibson

Meeting called to order at 5:45.

Minutes from May meeting were approved as corrected. Motion by Allen Simpson, seconded by George Malone.

Treasurer’s Report:
 Checking account balance:  $5,851.08
 Savings account balance:  $5,407.48
Motion by Allen Simpson to approve minutes, seconded by Melissa Gibson.  Approved as submitted.
Discussion of  scholarship applications.
Discussion of July 9 Burns Nicht meeting, explanations of ticket prices, etc.  Patron’s reception to be held at Memphis WaterWorks.  Melissa to discuss bottom line ticket sales numbers with Cindy Dodd at Woodland Hills
Need to get a nominating committee in place early.  Past President, one nominated by President, and one elected by membership at October meeting.
Need to get Burns Nicht brochures out early.
Discussion of September festivals.  Cooper Young  (9/17) and Bartlett (9/24)

Motion to adjourn by Allen Simpson, Seconded by George Malone.

Meeting adjourned at 6:30.

June 23, 2011, MSSI Board Meeting (Melissa Gibson)

June 23, 2011

MSSI Board Meeting

Present:  Steve Martin, Sammy Rich, Ken Noe, George Malone, Melissa Gibson

Meeting called to order at 5:50.

Minutes from May meeting unavailable.

Treasurer’s Report
 Checking Account Balance:  $5,954.30
 Savings Balance:  $5,407.26
Discussion of changing storage unit. Nothing decided.
Report on Redbirds Game, profit of $232.00.  Agreed work with Redbirds organization to have a “Second Annual” Scottish Heritage night earlier in 2012 season.
Dates were set for fall events: 
 Cielidh:  Saturday, August 27 at St. Luke Lutheran
 Picnic:  Saturday, October 22 at Plum Nelly
MSSI insurance due now, 77 per month for 9 months, $693.00 total
New Members this month:  Bruce and Joyce Webber
            James Scott Davidson
Motion by George Malone to allow only new members only the $10 discount after April. Seconded by Ken Noe.  Approved.
Announcement of September Festivals:
  Cooper Young Festival 9/17
  Bartlett Festival 9/24

Motion to adjourn by George Malone, Second by Melissa Gibson.

Adjourned 6:55.

May 26, 2011 MSSI Board Meeting (Melissa Gibson)

Minutes, MSSI Board Meeting, May 26, 2011

Meeting called to order at 5:45.
Present:  Sammy Rich, George Malone, Steve Martin, Melissa Gibson, Ken Noe

Motion by George Malone and seconded by Steve Martin to accept minutes of last meeting. Motion passed.

Treasurer’s Report:
            Checking account balance:  $6,238.51
            Savings account balance;  $5, 407.05

Motion to approve by Steve Martin, seconded by Ken Noe.  Motion passed.

Discussion of sites for Patron’s Reception and St. Andrew’s Tea
St. John Episcopal, Palladio Group, St George Germantown were suggested.

New Business:

Discussion of Ceilidh in August at St. Luke Lutheran. George Malone will check on this.

Discussion of picnic for fall. Agnes Stark’s place in October was suggested. Ken Noe will contact Agnes.

Fall events:

September:
            Cooper Young Festival 9/17
            Bartlett Festival 9/24 (?)
            Germantown Festival—date ?

October:
            Picnic
            Scarecrow contest at Lichterman

November:
            CelticFest in Jackson 11/5
            Veteran’s Day Parade
            St. Andrew’s Day Tea 11/26

December:
            Christmas Party
            Bartlett Christmas Parade



Discussion of Scottish Heritage Night at Autozone Park.  We will arrive at 5:15 to set up.

Schedule for plaza:
            Wolf River Pipes and Drums:  5:15—6:30
            Caledonia Chorale:  6:30—6:45
            NEA Pipes and Drums:  6:45—7:00

Motion to adjourn by Steve Martin,  second by George Malone.

Meeting adjourned at 6:50

April 28, 2011 MSSI Board Meeting

MSSI Board Meeting

April 28, 2011

Conducted at St. Luke’s

Attendees:
Sammy Rich, Melissa Gibson, Allen Simpson, George Malone, Sandy Simpson, Ken Noe, Steven Martin,

Called to Order: 5:45 PM

Sunshine Person – needs to be notified about illnesses, events in a timely manner.

Treasurer’s Report: Sent in advance to Board members. Checking account balance as of 4/25/2011 $6332.15; savings account balance $5406.81 Discussion regarding finances and Burns’ Nicht mentioned. Motion to approve: S. Martin, 2nd A. Simpson. Motion carried.

Secretary’s Report: Minutes from March meeting previously emailed to Board members. Motion to accept: G. Malone , 2nd S. Martin, approved.

Current Business:
Golf Picnic, May 1, 12 noon, Audubon Park. Anticipate up to 25 golfers to participate. Pipers will be present at the event. Need to plan for additional activities at the picnic. No rain date. Set-up at 3 PM for 3:30 event. Steve Martin prepared an article for Grace Notes. MSSI website updated to include golf outing information.
MSSI website registration for 2011 completed, $119 registration $13 insurance fee.
Redbirds Game: Scottish Heritage Night June 3, game time 7 PM: Redbirds Ticket Manager will be at the next MSSI meeting. MSSI will provide a singer for the National Anthem. Fundraising limited to percent of tickets sold by the group, tickets need to be credited to MSSI. Pipers will be positioned in the plaza. Suggestion to provide membership information and Burn’s Night 2012, website, Facebook page, etc. Sammy will work on this and send to the board for comment.
April Meeting: Highland Dancing, Margaret Walker.
2011 Scholarship Committee: committee members D. Corbet, R. Clausi, F. Tafford. Voted by membership at April meeting.
MSSI received deposit refund from WaterWorks for event: Patron’s Reception.
Sammy has requested an updated membership directory from John Schultz. Also need thank you cards, small quantity, need to send a card to speakers.

Motion to adjourn: A. Simpson, 2nd G. Malone. Motion passed.

March 24, 2011 Board Meeting

MSSI Board Meeting
March 24, 2011
Conducted at St. Luke’s
Attendees:
Sammy Rich, Melissa Gibson, Allen Simpson, George Malone, Sandy Simpson, Ken Noe, Steven Martin,
Called to Order:  0955
Treasurer’s Report:  Includes paying Woodland Hills.  Sent in advance to Board members.  Motion to approve: S. Martin, 2nd A. Simpson.  Checking account balance as of 21 Mar 2011 $6088.15; savings account balance $5406.61
Secretary’s Report:  Minutes from Feb. meeting previously emailed to Board members.  Motion to accept: M. Gibson, 2nd G. Malone
Current Business:
Discussion of Scholarship Committee:  composition of committee members (D. Corbet, R. Clausi, F. Tafford).  Vote pending by membership at April meeting.
ClanJamFry cancelled for 2011.  Discussion of opportunity to participate more with the Celtic Fest in Jackson.
Elmwood Cemetery Tour – recognized thanks to Barbara Campbell for arranging the opportunity to participate in the tour.  Several MSSI members participated.  Stories for upcoming Grace Notes as a result of the tour per Sammy. 
Potential speakers identified and will be referred to Allen Simpson for future meetings, possibly in June.  (Jimmy Ogle)  S. Martin will contact him.
Redbirds Game: Scottish Heritage Night:  potential dates identified by M. Gibson.   G. Malone will present dates to the pipers.  MSSI can provide a singer for the National Anthem.  Melissa will confirm fundraising options as well.  Can inquire with Evergreen re: tartan displays.
Discussion of Society tent and display of banner at events.
WKNO activity recap:  opportunity for increasing participation.  Need help recruiting members; suggestion to obtain dates from WKNO to include in Grace Notes. 
Christmas Party – December 12, 2011 at St. Luke’s.  Pot luck.  Board will be in charge of this activity.  Steve requested a list of required activities.  Allen suggested MSSI provide meat and members provide sides and desserts.
Kirkin’ at St. George’s Episcopal Church in April – Sammy will follow-up and get information to the Board.
George to follow-up with Water Works regarding deposit refund due MSSI after Patron’s Reception.
Burn’s Night Silent Auction will be headed by Becky Tafford.  Entertainment for 2011 event:  Ask Ellen Appleton, consider retainer for a back-up entertainer.
Motion:  to provide a $25 Jason’s gift card to any non-member speaker at a monthly meeting.  Per Steve Martin.  2nd Ken Noe.  All approved.
Sammy has requested an updated membership directory from John Schultz.  Also need thank you cards, small quantity, need to send a card to speakers.
Noted last month’s speaker: Robert Hawk’s on the Knight’s Templar.
Golf Picnic, May 1.  Challenge the membership to bring 1 team of 4 from their church memberships.  Aim for 10-15 groups to participate.  Need to send the list for pot-luck based on alphabet.  Steve Martin will prepare an article for Grace Notes.
Meeting adjourned 7:05 PM
Respectfully submitted,  Sandy Simpson

Board Meeting

Conducted at the Simpson home

Attendees:

Sammy Rich, Melissa Gibson, Allen Simpson, George and Sue Malone, Sandy Simpson, Ken Noe, Steven Martin, Melissa Simpson and Westley Simpson

Called to Order: 0955

Treasurer’s Report: Sent in advance to Board members.

Secretary’s Report: Minutes from Jan. meeting previously emailed to Board members.

Current Business:

Planning Meeting:

1. Email lists discussed. Specifically for Grace Notes and other information.

a. Action required: explore subscription to publications via website and mechanism for unsubscribing

b. Action required: explore use of guestbook and way for comments regarding the website, questions concerning required monitoring of posted information may prohibit guestbook feature.

c. At this time, comments regarding the website should be directed to the President. (NOT SURE HOW THIS WILL HAPPEN –WILL SOMEONE ADD THIS TO THE WEBSITE FOR VIEWERS?)

2. Survey from the 2/14/2011 meeting:

a. 7 completed surveys received, surveys were in Grace Notes and provided to attendees at the meeting as well as an invitation to respond and purpose for the survey

b. Activities of interest from responders – Picnic at Plum Nelley, Elmwood Cemetery Tour, Cooper-Young Festival, Redbirds game, Halloween party and Bartlett Parade

3. Burns Night

a. Survey comments indicate preference for the Patron’s Reception to be held separate from the Burns Night Supper

b. For 2012

i. Need to secure the location for the event

ii. Consider reservations for 125 participants at this time

iii. Buffet style dinner

iv. Adjust the program to accommodate buffet service

v. Unsure about a professional photographer, no-show in 2011

vi. Need to secure an individual to provide sound for speakers, etc,

vii. Committees required for Burns Night:

1. Silent Auction

2. Patron’s Reception – Sammie Rich

3. Music

4. Decorations

viii. Discussion to present job descriptions for committees at an upcoming meeting and invite members to participate on a committee. Will also identify and invite interested participants early in the year.

ix. Action Required: follow-up on deposit paid to WaterWorks for reception held in January. Need to check availability for reception January 2012 and secure location.

4. Scholarship Committee: need members for 2012

a. Action required: ask existing members if they are interested in remaining on the committee and seek to fill any vacancy.

5. Advertising and Publicity

a. Action required: Need to identify venues for advertising with low to no cost. Westley mentioned Craig’s List and developing a Facebook page (different from a Facebook Group).

b. Community calendars: Melissa Gibson and Melissa Simpson established an account with the Commercial Appeal (website) to post MSSI events and meetings on the calendar available on the CA website. Look for the 3/14/11 meeting to be posted.

c. Action required: follow-up with Memphis Flyer re: article and/or advertising.

d. Action required: MSSI t-shirts to be available for sale to members and at events like Cooper-Young, and other MSSI outings. George Malone to check with Becky re: logo and golf-type shirts. Melissa and Melissa to check with other sources for t-shirts re: graphics and low quantity printings.

e. Action required: verify MSSI information with the Memphis Public Library Information Center.

f. Action required: explore advertising with college newspapers and inviting faculty with Cultural Studies to MSSI meetings.

g. Membership directory: would like to update and distribute this year. Action required: Sammie to contact John Schultz.

6. Calendar of Events for 2011

a. Q1: Burns Night Wrap-up for members using the opportunity to recruit committee members for the event January 2012; Elmwood Tour 3/19 – will make information available to members to determine interest and possible MSSI tour later this year; WKNO 3/9011 6:30 pm – 10:30 pm for membership drive phone banks, Celtic Women harpist will be in the studio that evening.

b. Q2: Redbirds Game – Scottish Heritage focus, opportunity for fundraising, Pipe Band, April or May – Melissa and Melissa working on this; Golf/picnic and ceilidh at Audubon Park – Steve Martin

c. Q3: Cooper-Young Festival; Plum Nelley outing – Ken Noe to check with Agnes re: availability; Lictherman Nature Center scarecrow

d. Q4: St. Andrews Tea – the Malone’s will organize; Bartlett Christmas Parade 12/3 – theme not posted at this time; MSSI Christmas Party, pot luck at St. Luke’s 2nd Monday in December, Sue Malone to secure room.

7. Budget

a. Allocate $250 towards each of 3 MSSI events

b. Allocate $100/month discretionary spending by President. Sammie indicated he would permit $50 max. of this amount towards advertising.

8. February Society Meeting: Celtic Astronomy. Attendee list to be scanned to blog.

9. March Society Meeting: Knight’s Templar

10. Next Board Meeting: March 24 at St. Luke’s

Respectfully submitted, Sandy Simpson

Board Meeting

MSSI Board Meeting


January 30, 2011

Conducted at George and Sue Malone’s

Attendees:

Sammy Rich, Melissa Gibson, Allen Simpson, George and Sue Malone, Sandy Simpson, John and Kathy Schultz, Ken Noe

Called to Order: 5:15 PM

Treasurer’s Report: Sent in advance to Board members.

Balance 12.14.2010: checking account $3087.27, savings $2952.51

Balance 1.5.2011: checking $3752.27, savings $2952.65

Balance 1.30.2011: checking $2952.65, savings $8959.91. Estimate balance of $7200 after disbursement of silent auction monies and other incidentals from Burn’s Nicht 2011.

Fiscal year begins 2.1.2011

Bank signature cards updated with required signatures.

Motion to approve report: A. Simpson, 2nd S. Simpson. Motion carried.

Secretary’s Report: Minutes from the December meeting previously submitted, motion by A. Simpson, 2nd S. Rich to accept, motion carried.

Current Business:

2011 Board Planning Meeting will be held on Saturday, February 26, 2011 at 9 AM at the Simpson’s.

Sammy thanked the Burn’s Committee for their hard work for a successful event and silent auction.

Burn’s Nicht wrap-up held previously, report will be submitted by Sue Malone.

Motion to adjourn 5:40 PM by Allen Simpson, 2nd by George Malone

Respectfully submitted, Sandy Simpson

Board Meeting

MSSI Board Meeting


November 18, 2010

Conducted at St. Luke’s Church

Attendees:

Sammy Rich, Melissa Gibson, Allen Simpson, George and Sue Malone, Sandy Simpson, John Schultz, Steve Martin

Called to Order: 5:40 PM

Treasurer’s Report: Recap of submitted report. Burn’s Nicht ticket sales slow. Motion to approve report: A. Simpson, 2nd S. Simpson. Motion carried.

Secretary’s Report: Posted on the blog: http://www.blogger.com/home from October 28. Dispensed reading, M. Gibson, 2nd Malone. Motion to accept carried.

Current Business:

VA Parade – MSSI participated. Suggestion to regularly participate in this event.

Bartlett Parade – December 4. Mary Ann Lucas is organizing MSSI to participate. Suggestion to email members about parking at the Simpson’s and shuttling people to the start point. Trailer available from Sammy. Trailer decorating on 12/3 at 1 PM. Allen Simpson to coordinate.

Old Business:

• Celtic Fest (11/6) in Jackson TN. MSSI was represented. Briefly meet with entertainer.

• Burns Nicht. Discussions regarding sound check for entertainer. Cindy Dodd has received 2 tickets for the Patron’s Reception.

• St. Andrews Tea November 27 2:30 PM- 4 PM at Crumpets . $25 per ticket ($26.12/person), 25 maximum. 24 reservations made at this time.

• Patrons Reception – Sammy trying to arrange a walk-through December 6 at Waterworks.

• Christmas Party – Sue Malone, December 13 6:00 PM at St. Luke’s. Event catered. Sue needs helpers at the church around 4 PM. Toys for Tots will be present. Limited chorale participation. Encourage participation.

• Cookbooks – sell via website $10, + s/h, sell at Burn’s Nicht

• Golf Tournament Update – Steve Martin. Issues with volunteers and dates. Activity alternatives considered.

Motion to adjourn 7:00 PM by Steve Martin, 2nd by George Malone

Next Meeting: December 16 at 5:30 PM, location TBD

Respectfully submitted, Sandy Simpson

Board Meeting

MSSI Board Meeting


October 28, 2010

Conducted at St. Luke’s Church

Attendees:

Sammy Rich, Melissa Gibson, Allen Simpson, George and Sue Malone, Sandy Simpson, John Schultz, Frank and Becky Tafford, Barbara Campbell

Called to Order: 5:40 PM

Treasurer’s Report: Recap of submitted report. $5643.66 in checking and $2952.28 in savings accounts. No questions. Motion to approve report: A. Simpson, 2nd S. Simpson. Motion carried.

Secretary’s Report: Submitted from October 4. Dispensed reading, M. Gibson, 2nd Malone. Motion to accept carried.

Old Business:

• Celtic Fest (11/6 9 AM – 6 PM) in Jackson TN – tent and supplies available. A few MSSI members will attend the event with Sammy Rich. May have members attend the event on Sunday as well. Kirkin’ at 1st Presbyterian on Highland in Jackson 11/7. Unsure if anyone will attend and carry the MSSI banner

• Burns Nicht. Motel Super 8 (Sue Malone)) is willing to accommodate members, information will be included in the Burns Nicht brochures taken to Celtic Fest. Review of informal poll at the last general meeting with buffet query, significant savings in print material this year. Consider a survey of guests, including comments. Draft survey will be available at next Board meeting. Contract received from Woodland Hills, $2432 due now, balance payable $3432 is due January 10, 2011 based on 200 people ($25.50/person). Treasurer will proceed with payment.

• Tea November 27 2:30 PM- 4 PM at Crumpets (confirmed). $25 per ticket ($26.12/person), 25 maximum.

• Patrons Reception – need people to sign up. Need volunteers for food – notice to be included in Grace Notes this month. Need a Security person to patrol the parking lot during the event. Event insurance mentioned by Melissa Gibson; Nationwide covers for damage according to George Malone.

• Christmas Party – Sue Malone, December 13 6:30 PM at St. Luke’s. Party will be in the North Ex, decorated and nice for pictures. Stand up buffet, food on round tables. Sue is suggesting a voluntary cookie exchange of 4 dozen, (1 dozen to donate, 3 to taste and take home). Toys for Tots will be collected, notice will be put in Grace Notes. The Real McCoy’s will provide entertainment ($150) hammered dulcimer. Food budget $200.

New Business

• Sammy passed out MSSI business cards for Board members to take and use

• Sammy advised that Mary Ann Lucas inquired about MSSI participating in the Veteran’s Day parade and the Bartlett Christmas Parade ($25 entry). Not sure of dates. General Board approval for Mary Ann to organize participants.

• Sammy thanked Board members for service this past year. Will need an at-large board member.

• November Board meeting reminder: November 18

• Burns Nicht tickets sold to date: estimated at 11 at Patron or Benefactor level

• Melissa suggested sending thank you notes to speaker’s

• Mary Ann Lucas has resigned as Grace Notes Editor. Karen English will be a contributing editor after the first of the year.

Motion to adjourn 6:40 PM by Melissa Gibson, 2nd by George Malone

Nest Meeting: November 18 at 5:30 PM

Respectfully submitted,

Sandy Simpson

Board Meeting

MSSI Board Meeting


October 4, 2010

Conducted at Republic Coffee

Attendees:

Sammy Rich, Melissa Gibson, Allen Simpson, George Malone, Steve Martin, Jeanette Martin, Barbara Campbell, Sue Malone, Sandy Simpson

Treasurer’s Report:

Sent via email, Motion to accept via Melissa Gibson, 2nd by Allen Simpson

Secretary’s Report:

Minutes reviewed. Motion to accept by George Malone.

Old Business:

• Clanjamfry – suggestion to include who helped the person and if they paid their dues

• Cooper Young – suggestion to continue to participate

• Celtic Fest (11/6)– suggestion to include information for Jackson participants regarding lodging information close to Woodland Hills. For Kirkin’, tried to send posters, not sure if they were received. Need MSSI members to attend and set up the tent, promote the society and Burns Nicht. Possible attendees: Sue Malone, Melissa Gibson. Waiting to hear about registration costs ($25-30)

New Business

• Program this month – Barbara Campbell – speaker from Elmwood Cemetery, Scottish Heritage. Steve Martin has a travel agency presenting information.

• Tea November 27 2-4 PM at Crumpets. $25 per ticket ($26.12/person), 25 maximum. Considering selling a Scottish focused item, silent auction option. May ask Chorale about singing at the tea.

• Steve Martin requests permission to have the MSSI conduct the Kilted Classic 5/1/2011 at Audubon Park. He provided an informational sheet. Sponsorships will be requested. G. Malone made a motion to approve, 2nd by M, Gibson. Event will be combined with a picnic – family oriented activities. Also included in motion to combine event with a picnic. Steve to check into use of pavilion. Need information and brochures ready for distribution at Burns Nicht. Funds raised split between scholarship monies and MSSI.

• Sammy brought up the idea of pairing with another non-profit organization to host events and equally share expenses and profits.

• Sue Malone suggested Melissa Gibson obtain training as a licensed bartender for the organization. $55 fee + $20 for the fee. Barbara Campbell made the motion, George Malone 2nd. Motion carried. Discussion regarding insurance, no resolution.

• Patrons Reception – need people to sign up. George provided list to Jeanette. Discussion regarding parking lot patrol. Lamplighter ad or article – M. Gibson – inquiring about offering Cooper-Young residents a special price for the reception – Board elected not to pursue.

• Christmas Party – Sue Malone, December 13 at St. Luke’s. Party will be in the North Ex, decorated and nice for pictures. Stand up buffet, food on round tables. Sue is suggesting a voluntary cookie exchange of 4 dozen, (2 dozen to donate, 1 to taste, 1 to take home). Toys for Tots are welcomed to set up at the event. Discussion to limit activity to 1 event. The Real McCoy’s (10/7 at the church if interested) will provide entertainment ($150) hammered dulcimer. Food budget $200. Unsure if Chorale will be singing.

Motion to adjourn 6:30 PM by Sammy Rich, 2nd by Allen Simpson

Board Meeting

Date: April 24, 2008
Time: 5:45-6:55 p.m.
Location: Perkin’s Restaurant at Germantown Road and Wolf River Boulevard
Attendance:
  • John Schultz
  • Kathy Schultz
  • Debbie Sellmansberger
  • Mary Ann Lucas
  • Jackie Garner
  • Sue Malone
  • Mary Clausi

    Reading of Minutes and Treasurer's Report

    Sue moved that the minutes of the last board meeting be accepted as they were submitted to the Board on the website. It was seconded by Debbie and was unanimously approved. Debbie volunteered to call all past members who have not paid their dues. The Board also approved the Treasurer’s Report as submitted at the evening.

    Discussion of the Scholarship Program

    Debbie led a discussion of the MSSI scholarship program, who was eligible, how applications were made, concerns in the past, how payments were made, etc.

    Christmas Party

    The MSSI Christmas Party will be held from 6 p.m. to 9 p.m. at the Neshoba Unitarian Church on Raleigh-LaGrange Road near Trinity. Members are asked to bring a pot luck dish, decorate their tables, and a $5 for the gift exchange plus a toy for Toys for Tots drive. Volunteers are needed for setup and cleanup and to supervise the line. The cost of renting the space is $40/hour.

    Grace Notes

    The Grace Notes will be issued shortly due to the Christmas and New Year’s holidays. All articles need to be submitted to the Grace Notes staff by the 15th of the month.

    Check to Lyon College

    The check submitted to Lyon College last spring for an MSSI tent space has not been cashed. Tom will check on this matter.

    Scholarship Committee

    The Board discussed a suggestion that Lyon College recommend students who are studying pipes and Scottish dancing for possible scholarship monies. This idea was tabled until a later date.

    Programs

    Can grants fund an honorarium to cover food and gas for a speaker? Mary moved that the Programs Vice President be given a budget of $100 per month and if he/she needs to spend more for a particular month, then they would need Board approval. Sammy seconded it and it was passed unanimously.

    Banner

    Debbie submitted 3 drawings for the new MSSI banner but the drawings have been misplaced. She will redraw them and Mary will contact several local flag companies to check on the cost of a new banner.

    Burns Nicht

    Kathy and Jackie requested a copy of the tax number to help with expenses for Burns Nicht. Mary Ann and Sammy discussed the TV appearance, possibly cooking several Scottish foods and as of yet we do not have anyone to do this demonstration. It was suggested we ask the chef at Crumpets Tea Room. It would be on Alive at Nine on Channel 3 with Mary Beth Conley. Bud and Lore were on WKNO today taking about Burns Nicht. Can we get on Robert Campbell’s show to talk about Burns Nicht? There were several complaints on last year’s Burns Nicht and the Board discussed how their problems could be remedied. January 19th is the last day to accept reservations. Lore has also invited Michael Donahue from the Commercial Appeal. So far the reservations are as follows: 54 total reservations, 13 Patrons, and 6 Benefactors. Several calls were made to round up all of the decorations. Tom and Cheryl will handle the silent auction. Mary Ann is planning the seating chart for the event.

    New Business

    The Board revisited the idea of name tags for every member, who would be in charge, etc.

    Next Board Meeting

    The next MSSI board meeting will be held on Thursday, February 24, at Perkins Restaurant at 5:30 p.m.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: January 3, 2008
    Time: 5:30-7:20 p.m.
    Location: Perkin’s Restaurant at Germantown Road and Wolf River Boulevard
    Attendance:
  • Tom Lewis
  • John Schultz
  • Kathy Schultz
  • Jackie Garner
  • Mary Ann Lucas
  • Lou Garner
  • Sammy Rich
  • Sue Malone
  • Mary Clausi
  • Debbie Sellmansberger

    Reading of Minutes and Treasurer's Report

    Sue moved that the minutes of the last board meeting be accepted as they were submitted to the Board on the website. It was seconded by Debbie and was unanimously approved. Debbie volunteered to call all past members who have not paid their dues. The Board also approved the Treasurer’s Report as submitted at the evening.

    Discussion of the Scholarship Program

    Debbie led a discussion of the MSSI scholarship program, who was eligible, how applications were made, concerns in the past, how payments were made, etc.

    Christmas Party

    The MSSI Christmas Party will be held from 6 p.m. to 9 p.m. at the Neshoba Unitarian Church on Raleigh-LaGrange Road near Trinity. Members are asked to bring a pot luck dish, decorate their tables, and a $5 for the gift exchange plus a toy for Toys for Tots drive. Volunteers are needed for setup and cleanup and to supervise the line. The cost of renting the space is $40/hour.

    Grace Notes

    The Grace Notes will be issued shortly due to the Christmas and New Year’s holidays. All articles need to be submitted to the Grace Notes staff by the 15th of the month.

    Check to Lyon College

    The check submitted to Lyon College last spring for an MSSI tent space has not been cashed. Tom will check on this matter.

    Scholarship Committee

    The Board discussed a suggestion that Lyon College recommend students who are studying pipes and Scottish dancing for possible scholarship monies. This idea was tabled until a later date.

    Programs

    Can grants fund an honorarium to cover food and gas for a speaker? Mary moved that the Programs Vice President be given a budget of $100 per month and if he/she needs to spend more for a particular month, then they would need Board approval. Sammy seconded it and it was passed unanimously.

    Banner

    Debbie submitted 3 drawings for the new MSSI banner but the drawings have been misplaced. She will redraw them and Mary will contact several local flag companies to check on the cost of a new banner.

    Burns Nicht

    Kathy and Jackie requested a copy of the tax number to help with expenses for Burns Nicht. Mary Ann and Sammy discussed the TV appearance, possibly cooking several Scottish foods and as of yet we do not have anyone to do this demonstration. It was suggested we ask the chef at Crumpets Tea Room. It would be on Alive at Nine on Channel 3 with Mary Beth Conley. Bud and Lore were on WKNO today taking about Burns Nicht. Can we get on Robert Campbell’s show to talk about Burns Nicht? There were several complaints on last year’s Burns Nicht and the Board discussed how their problems could be remedied. January 19th is the last day to accept reservations. Lore has also invited Michael Donahue from the Commercial Appeal. So far the reservations are as follows: 54 total reservations, 13 Patrons, and 6 Benefactors. Several calls were made to round up all of the decorations. Tom and Cheryl will handle the silent auction. Mary Ann is planning the seating chart for the event.

    New Business

    The Board revisited the idea of name tags for every member, who would be in charge, etc.

    Next Board Meeting

    The next MSSI board meeting will be held on Thursday, February 24, at Perkins Restaurant at 5:30 p.m.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: November 29, 2007
    Time: 5:45-6:55 p.m.
    Location: Jason’s Deli at Poplar and Highland
    Attendance:
  • John Schultz
  • Tom Lewis
  • Mary Ann Lucas
  • Mary Clausi
  • Sammy Rich
  • Sue Malone
  • Debbie Sellmansberger
  • Rob Sellmansberger

    Reading of Minutes and Treasurer's Report

    Sammy moved that we accept the minutes of the last board meeting and the treasurer’s report as sent to the board via e-mail. Sue seconded it and all approved.

    MSSI Possible New Location

    The board discussed Jason’s Deli, Poplar and Highland, as a possible new location for Scottish Society monthly meetings. A meeting room seating 100 is available with audio-visual capabilities. A minimum of $100 from MSSI would be needed in food orders. Mary Ann made a motion that we consider the deli as a possible location for future meetings. It will be mentioned at the Christmas Party and members will be asked to visit this location and give feedback to the board. A decision will be made at the January 31st board meeting by the new board members. We will meet at the Holiday Inn in January. The possible new location will also be discussed in upcoming Grace Notes.

    Christmas Party

    The MSSI Christmas Party will be held from 6 p.m. to 9 p.m. at the Neshoba Unitarian Church on Raleigh-LaGrange Road near Trinity. Members are asked to bring a pot luck dish, decorate their tables, and a $5 for the gift exchange plus a toy for Toys for Tots drive. Volunteers are needed for setup and cleanup and to supervise the line. The cost of renting the space is $40/hour.

    St. Andrew’s Day Tea

    The tea will be held Saturday, December 1, from 3-5 p.m. at Crumpets Tea Room on Highland Street. Twenty people have made reservations so far at a cost of $20 per person. The limit for the tea room is 25 people.

    Burns Nicht

    Burns Nicht will be held on January 26, Saturday, beginning at 6 p.m. Press releases were mailed today and the Germantown News asked for pictures of the festivities. The menu will consist of green salad, cranberry stuffed chicken, carrots, neeps and tatties au gratin, and cranikan (?). Celtic Word will provide the entertainment and the event will take place at Woodland Hills Country Club. Sammy will do the immortal memory, the Traffords the toasts, Bud the address to the haggis, etc. The tickets are silver in honor of the MSSI 25th anniversary. Seldon will host the whiskey tasting which will take place at the patron’s reception. Cheryl is in charge of the silent auction. No introduction of officers will take place that evening. Table names will be taken from Burns poems or Scottish geographical locations. Tickets are available now.

    Scotland 101

    Scotland 101 will again be the theme of The January meeting with Morse and Sheena Rose doing the honors.

    Clanjamfry

    MSSI will be the honored society at the 10th Clanjamfry in 2008.

    Dues

    Dues are due (50 members or families are now paid for 2008) and a new directory will be printed soon.

    Next Board Meeting

    The next board meeting will be held at Perkins, Germantown Road and Wolf River Boulevard, Thursday, December 27 at 5:30 p.m.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    The board did not have a quorum when it met this month so nothing was official. Hence, no minutes from the meeting.

    Board Meeting

    Date: July 30, 2007
    Time: 5:30-7:00 p.m.
    Location: Perkins at Germantown Parkway and Wolf River Boulevard
    Attendance:
  • John Schultz
  • Tom Lewis
  • Mary Ann Lucas
  • Mary Clausi
  • Sammy Rich
  • Sue Malone

    Reading of Minutes and Treasurer's Report

    The minutes were distributed online and Sue sent Mary corrections concerning the St. Andrew's Day tea. Tom gave a Treasurer's Report which was also sent out online. Fourteen couples have paid dues for 2008. MSSI fell short on last month's bill to Holiday Inn by $135 due to several no-shows. We need to stress to the membership the importance of timely reservations and cancellations since we are responsible for the number of reservations we have given to Holiday Inn. Those who did not cancel will be billed for the missed dinner. A check was sent to Evergreen Presbyterian Church for $500 as a grant. The money was taken from the General Fund and $500 will be transferred from the Scholarship Fund to the General Fund since it was a grant. Tom gave Sammy a check for $148 to cover fans, songbooks, etc. Tom received two additional memberships today. We broke even on our expenses for Clanjamfry of $40. Sue made a motion and Mary Ann seconded it that the Secretary's report and Treasurer's Report be accepted. The vote was unanimous.

    Clanjamfry Results

    We are in need of a new table cover since the older one has come apart. Mary Ann is in the process of locating one that was made several years ago by Becky Seivwright. We are also looking for a better way to display the 9 foot long MSSI banner in front of the tent and we need to do a better job of decorating our tent. John will ask Ken Noe and Lee Hutchison to work on the banner display. Discussion also centered on displaying the different Scottish flags.

    MSSI Banner

    The old banner has been missing for approximately three years and we need a new flag for the Kirkens. The board decided to have a contest to design a new flag, approximately 3 feet by 4 feet. The Society's current flag needs to be larger. Sammy and Sue will research the purchase of new flags for the Society.

    Halloween Party

    The Halloween party will be hosted by Mary Ann. It will be held on October 27, Saturday, 6-10 p.m., at Agnes Stark's home in Arlington. We will have a catered meal, possibly bar-b-que, with members bringing some desserts and/or side dishes. Drinks will be furnished. No decision has been made yet on a bonfire or the witch. $300 has been budgeted and each attendee will pay $2 for the catered meal.

    Burns Nicht

    The date for Burns Nicht is January 26, 2008 at Woodland Hills. The toasts will be given by Frank and Becky Trafford. Sherry Moore will give the Immortal Memory. The Burns Nicht committee will ask Colin Grant-Adams from Glasgow, KY, to present the musical entertainment and give a talk. Do we try to do too much on Burns Nicht? The Board decided that we will omit the induction of the new board and the president's farewell speech from this year's Burn's Nicht. Cheryl Nolan will collect donations for the Silent Auction and only those who are present will be able to collect the auction items that they "won" that evening by paying the treasurer. Named tables will be sold instead of the numbered tables.

    Christmas Party

    The Christmas Party will be held Monday, December 10. Mary Ann has not found a site for the party. She is checking on a place that will also allow us to bring liquor and will charge a nominal fee for the use of the facility.

    Nominating Committee

    The Nominating Committee for the 2008 MSSI officers will consist of Ben Kemker, past president, Seldon Murray selected by the current president, and one member chosen by MSSI members. Since the committee will only have a short time to prepare the nominations, if any of the current board would like to continue in their present office, please notify the committee.

    The Hisky Library

    Ken Letterman has been unable to talk with Rhodes about donating these books to their library. Would the books be available to the general public? Sammy has seen the books and many of them are in paperback. Sammy suggested that Rhodes may only be interested in a limited number of the books.

    St. Andrew's Day Tea

    The Saint Andrew's Day Tea will be held this year on Saturday, December 1, at Crumpets on Highland Avenue. Sue, as chairman, asked Sammy to make three cards for each table to be used at the next two meetings to advertise this event. Mary Ann and Sammy will take care of printing the flyers and the invitations that will be handed out. Reservations are limited.

    Reservations for the October MSSI Meeting

    The reservations for the October meeting will be picked up by Mary as Mary Ann will be out of town. We will need to call Holiday Inn on Friday before the meeting with the number of reservations needed.

    Next Board Meeting

    The next board meeting will be held on Thursday, October 25, 5:30 p.m., at Perkin's.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: July 30, 2007
    Time: 5:30-7:00 p.m.
    Location: Perkins at Germantown Parkway and Wolf River Boulevard
    Attendance:
  • John Schultz
  • Sammy Rich
  • Tom Lewis
  • Sue Malone
  • Mary Clausi
  • Mary Ann Lucas

    Reading of Minutes

    The minutes were distributed online. Sue made a motion and Sammy seconded it that the minutes be approved. The vote was unanimous.

    Treasurer's Report

    Tom will email a copy to the secretary of this month's treasurer's report. The beginning balance was $9122 and the ending balance was $8908. We have $5500 in the scholarship fund. We broke even on the dinner this month.

    Tennessee Genealogical Society

    MSSI will take part in the Genealogy and History Fair and Seminar on October 13. A check for $20 will be mailed by Tom for booth space. If we show up, we will receive $15 reimbursement. MSSI will check on other local festivals to see if we should be represented.

    News from Mary Ann

    Mary Ann would like MSSI to compensate guest speakers with a complimentary dinner when they make a presentation. Mary made a motion and Sammy seconded it that we do so. It was approved unanimously. Also Mary Ann will email directions to Mary on how to pick up the phone messages in case she is unable to do so.

    Membership List

    We are continuing to work on an accurate membership list including spouses and other family members, emails, phone numbers, etc. We do not have a completely accurate list of who has paid in the last two years so we will start anew in October when dues will be collected for the upcoming year.

    Clanjamfry

    MSSI would like to give a grant totaling $500 to Clanjamfry for this year's Scottish fair. Ken and Bill are in favor but have been have difficulty contacting Margaret. We need to have a vote by September 8 to have MSSI listed in the program as a supporter. John will continue trying to contact Margaret.

    News from Sammy

    Sammy said that the Go Box is ready and he will transfer it to John. Mary Ann will bring the butterscotch candy and Sue will supply the "church" fans. Sammy is continuing to work on a new song book but is having a problem with the page size. The board suggested 8 ½ by 11 inches for the paper size.

    Burns Nicht

    Sue suggested that a mail out be done to nonmembers from last year's list. John will pass this suggestion on to Kathy.

    Scottish Walk

    John announced that a Scottish Walk will be held in Alexandria, VA, the first week of December for those who are interested.

    Hisky Library Donation to Rhodes College

    It was suggested that all or part of the Hisky Scottish library be donated to Rhodes College. Ken Letterman is planning to talk with Rhodes about this donation. Could the Scottish Society use scholarship funds of $500 to pay for the books since the Hisky's were planning to sell them? Another idea was to have individual members give matching funds. If Rhodes accepted the books, would the public have access to them? If Rhodes declines the books, would Lyon College want them? There are a between 300 and 3000 items available. John will contact Bud and Lore about these ideas and what funds are available.

    Next Board Meeting

    The next Board Meeting will be held on Thursday, September 27 at Perkin's at 5:30 p.m.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: July 26, 2007
    Time: 5:30-6:45 p.m.
    Location: Perkins at Germantown Parkway and Wolf River Boulevard
    Attendance:
  • Kathy Schultz
  • John Schultz
  • Mary Clausi
  • Janet Mandanna
  • Tom Lewis
  • Mary Ann Lucas
  • Sue Malone

    Reading of Minutes

    The minutes were distributed online and Mary Ann e-mailed several corrections to the Secretary (see attached e-mail). Mary Ann made a motion and Tom seconded it that the minutes be approved with the necessary corrections.

    Treasurer’s Report

    Tom handed out a copy of his report which listed several one time charges such as storage unit and the post office box. By paying for a year, MSSI can save money. The Secretary of State for TN was called and has received the necessary paperwork for nonprofit status. MSSI has also saved money by e-mailing the Grace Notes to as many members as possible. Mary Ann made a motion and Mary seconded it that the treasurer’s report be approved as presented.

    Go Box

    Sammy is in charge of the Go Box. The Box is in need of MSSI publications, Grace Notes, Tartan books that came from Sue Malone, etc. A copy of Tartan for Me will be purchased from Amazon to be placed in sleeve protectors and kept in the Box. Other items will be added as needed.

    Piper Information

    Mary Ann received an e-mail recently wanting a piper for a funeral. The Board discussed having such contacts listed on the website. Mary Ann will ask Gavin to set up this addition to the website.

    Backup for Urgent E-Mails

    MSSI Board discussed the need for getting urgent information to members, especially funeral notices. Notices are sent out via e-mail as soon as all information is available, but the need is for a backup plan in case the main person who sends the e-mails is unavailable. At the present time, the Grace Notes software is only on Sammy’s computer with the address book being on Dena’s and John’s computers. John will take care of the backup for urgent e-mails, if Gavin is unavailable or unable to handle it. The phone tree can also be used. Janet will rework the tree and handle those members who need to be reached by phone. Some people have said they do not care to be called with notices. Mary Ann will also help get information out to John and the Board.

    Membership List

    The Board is continuing to work on a correct membership list that also contains the names of family members.

    Burns Nicht

    Kathy said Burns Nicht plans are progressing well. Robert Campbell has been asked to do the Immortal Memory but has not replied. Also Pat Potter may be asked to speak. Planet Reel will be part of the entertainment for the evening.

    Clanjamfry

    Presently we are referring members to the Clanjamfry website for tickets. We will have a tent at Clanjamfry and Tom will send in the fee for the tent site. We will most probably use two tents.

    Compensation for Speakers at Meetings

    Only outside speakers will be compensated for presentations at meetings.

    Geneological Society

    The local genealogical society has asked MSSI to take part in its October 13 meeting. John will send in the necessary form and we will have a table at this event. The cost is $20 and we will receive $15 for participation. Sign up will take place at the September meeting.

    Fans

    Sammy is working on the printing of information on the fans and members are encouraged to bring paint sticks.

    Celtic Fest

    John received a form to participate in the Celtic Fest, November 3, in Jackson, TN. The Board decided to have two tent spaces at a cost of $50. Members will be asked to sign up and help with this activity.

    Next Board Meeting

    The next Board Meeting will be held on Thursday, August 30, at Perkin’s at 5:30 p.m.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: June 28, 2007
    Time: 5:30-6:20 p.m.
    Location: Perkins at Germantown Parkway and Wolf River Boulevard
    Attendance:
  • Mary All Lucas
  • John Schultz
  • Kathy Schultz
  • Sammy Rich
  • Mary Clausi
  • Sue Malone

    Reading of Minutes

    The minutes were distributed online and approved as written. Mary Ann made a motion and Sue seconded it that the minutes be approved as mailed.

    Treasurer's Report

    There was no treasurer’s report due to Tom’s absence.

    Questions on Membership List

    David Parrot joined at Lyon College but we did not have complete information on him. Sue suggested giving out membership cards to all members. All new members who attend MSSI meetings will receive the cookbook. There was some question regarding the ability of downloading the address book. We still do not have a printable list of all Society members. Who will be in charge of this list? Mary Lewis is working on the address list in a printable form.

    Discussion of Meeting Site

    It was stated that Holiday Inn gave us a good price on the meal but will be increasing the charge to $16 per person. The price has not been raised in two years. Members have suggested that we have more variety in the food served. John will talk to them about the availability of 2 separate meals. No charge was incurred for the lectern, screen and microphone.

    Status of Virtual Telephone Service

    Our number is 757-4200. Mary Ann is waiting on a manual from AT & T regarding the sett up and operation of the phone service.

    Clanjamfry

    MSSI will have a tent at Clanjamfry but we will need to call Lee about the cost of the tent. Mary Ann is responsible for the Scottish Heritage program. Clanjamfry is being sponsored by Rhodes College. MSSI will help out in any way possible but most of the work is being done by members of Evergreen Presbyterian Church.

    Jackson TN Celtic Fest, November 3

    The cost of tent space for this year’s Celtic Fest is $25 and MSSI will have a tent represented. It will be held again at Casey Jones Village. Lyon College presently charges $65 with tables and 4 chairs. The board is considering canceling our tent space at the Arkansas Games. Mary Ann moved that we have at tent at the Celtic Fest; Mary seconded it.

    St. Andrew’s Day Tea

    The tea will be held this year at Crumpets on Saturday, November 3. It will be a high cream tea/buffet. Sue is hoping to contract with High Road, a local Celtic group, as entertainment. There will only be 50 reservations available. The event will be from 2:30 to 4:30 p.m. Centerpieces will also be made. Sue reminded Board members to bring the paint sticks for the fans.

    Next Board Meeting

    The next board meeting will be held on Thursday, July 26, at Perkin’s at 5:30 p.m.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: May 31, 2007
    Time: 5:30-6:45 p.m.
    Location: Perkins at Germantown Parkway and Wolf River Boulevard
    Attendance:
  • John Schultz
  • Tom Lewis
  • Sammy Rich
  • Janet Mandanna
  • Sue Malone
  • Mary Clausi

    Reading of Minutes

    The minutes were distributed online and approved as written. Tom made the motion, Sue seconded it, and the motion passed.
  • Objective: Met

    Scholarship Fund Account

    The scholarship fund needs to be retitled as such. The present balance is $5492.88.

    Treasurer's Report

    Tom reported regarding reservations for the dinner meeting — we still have to pay for the no shows. We will urge members to call on time with cancellations and reservations. At the last meeting, the Holiday Inn charged us for the speaker system, podium, and screen — $124.61. Mary Ann will talk to them about this matter as we can bring our own equipment if we will be charged by the hotel. This was the first time we have been charged for the equipment. Tom paid the MSSI insurance — $451/ year — for liability we might incur at different events.

    A discussion ensued regarding memorial cards from the Society that could be printed on John's computer.

    Storage Rental

    John said that the storage rental if paid for one year in advance would be $624 which would include 13 months with the last month being a free month. It would run from July 2007 through July 2008. Mary made a motion that we accept this agreement with Janet as second. It was approved by the board and Tom will pay the rental bill.

    Virtual Telephone Service with Bell South/ATT

    Mary spoke with a representative from Bell South regarding an MSSI phone number and mail box to be used for reservations, announcements, etc. The charge would be $12.95 monthly plus a one time charge of $24 for installation. Can we get 756-SCOTS or 756-MSSI? The box would need to be checked each day for the designated parties and we would need to know how to set it up and how to check it and how many messages it would hold. Would we be notified when it is full? We would also be tax exempt on this arrangement. Sammy made a motion that we set up the virtual service with a second from Sue. It was approved by the Board. Mary will talk with Bell South and arrange for the phone number. Mary Ann will do the initial message.

    Purchase of a New Tent

    Mary reported on the prices of a new tent for the Society in an earlier e-mail sent to the Board. Janet said she would like to purchase the tent for MSSI in memory of her Mother, Juanita Long, who recently passed away. Janet will check with Sam's Club about the tent and make the necessary arrangements. We would need a 10 X10 tent with sides. She will call John when it is ordered.

    Summer Picnic

    Janet and Debbie are in charge of the picnic which will take place at the Selmanbergers in Wiliston, TN. All information including a map is shown in the June Grace Notes. It will be a potluck dinner with drinks and paper products being furnished. Gavin will also send a mass email closer to the date. We hope we will have good attendance and good weather.

    Fans

    Sue suggested that we print and assemble fans that can be used to advertise the Scottish Society. She will work on this project with Sammy and hopes to have 200 fans ready for distribution at various events. Sue has also asked everyone to gather clean paint sticks for the assembly process.

    Cookbooks at the Meetings

    The board decided several months to give each new member a cookbook from MSSI. John will make sure the cookbooks are at each meeting as a handout.

    Directory

    At present it is costing us $50 each month to mail out the Grace Notes to approximately 40 people. We would like as many as possible to receive the Grace Notes online. We will ask members to notify us of any new e-mail addresses and if they would prefer the Grace Notes by mail or online. Dena Warth is compiling an up-to-date and accurate list of all members and within a few months we will have a new directory.

    MSSI "Grab and Go" Box

    Sammy is continuing to compile the list for "Grab and Go" Box of all necessary supplies for events. He will also gather the necessary supplies and the appropriate box.

    Next Board Meeting

    The next Board meeting will be held on Thursday, June 28, at Perkin's.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: April 26, 2007
    Time: 5:30-7:25 p.m.
    Location: Perkins at Germantown Parkway and Wolf River Boulevard
    Attendance:
  • John Schultz
  • Mary Ann Lucas
  • Sammy Rich
  • Kathy Schultz
  • Sue Malone
  • Mary Clausi

    Reading of Minutes

    The minutes were distributed online and were approved as written.
  • Objective: Met

    Concerns of Former Member

    Former member Jim Stephenson discussed with John and Mary Ann his concerns about the Memphis Scottish Society, particularly a skit at the 2005 Christmas Party. A check will be made with several attendees and old minutes as to the validity of his concerns. John also wrote him a letter concerning this matter.

    Treasurer’s Report

    Tom was absent but had e-mailed everyone a copy of the latest Treasurer’s report. There was discussion about the charges for dinner for April ($75.13 difference). Mary Ann will check with Tom on this matter. She will discuss with the hotel the need for the lectern and a greeting table for every meeting.

    Report on Members

    Janet Mandanna’s mother, Juanita Long, is home from the hospital and under hospice care. Frankie Atkinson has moved to Waverly Gardens Retirement Community/Assisted Living.

    Spring Ceilidh

    There was an excellent reponse to the spring celidh and all attending had a great time. Thank you Sammy. Sammy also received a hand written thank you note from Dick Bevier. Over $150 was made for the scholarship fund. Paper products are still available for other functions.

    University of Memphis Multicultural Festival

    The festival went well with the Schultzes manning the MSSI table. Because of weather concerns, the event was moved into the lobby of the Rose Theatre. Many contacts were made with people who did not know about the society.

    Lyon College Scottish Festival

    MSSI acquired two new members thru this Scottish Festival. There were several concerns discussed: lack of food vendors and other vendors, unorganized massed bands, lack of Scottish heritage tent, etc. It was suggested that MSSI no longer attend this event as a group but go individually. News from the Wolf River Pipes and Drums — The band placed second in Grade 5; Kenny Hiner placed 1st in Tenor Drum and 2nd in Bass Drum competition; Dave Corbett came in 5th out of 17 in Grade 4 Individual Piping competition.

    The Board discussed limiting the number of events we attend as a society where board members act as representatives; we could ask other members to act as representatives. It was suggested that a Community Liason Committee be formed and publicity be placed in neighborhood papers such as the Shelby Sun Times.

    Arlington Middle School

    The Schultzes represented MSSI at this event and it went very well. This international festival was another event where we were able to reach a new audience. They gave out a great deal of information on the Scottish Society and Clanjamfry. It was suggested that we look into having a booth at the Bartlett Festival, Cooper-Young, and other local festivals and events.

    Summer Picnic

    Both chairpersons were absent but concern was expressed as to the location away from Memphis and the heat. The picnic is scheduled for June 9, 3-8 p.m. at the Selmansbergers.

    Scholarships

    The duties and guidelines for the scholarships/grants committee were discussed. The Board recommended that $3000 be allotted for scholarships/grants but would not have to be completely used and the committee could ask for additional funds, if needed. There were two possible candidates from Lyon College. The application would be available online but would need to be mailed in to the committee. It would also be mentioned in the Highlander Directory. The committee needs to set a deadline for the Scholarships/Grants. The committee’s recommendations would be brought before the board for final approval.

    Games/Festivals “To Go” Box

    It was suggested that a rolling box be available containing the following items that could be taken to Games and festivals by MSSI members:
    Cookbookstable clothesbrochures
    Grace Notesbusiness cardsBurns Nicht programs
    Tartan booksTartan For Me booklittle flags
    duct tapetool boxpaper weights
    pensclipboard for signupssun screen
    receipt bookscotch bottle box with candy (butterscotches)

    Sammy volunteered to gather things for the To Go Box.

    Scottish Society Tent

    The MSSI tent is 15-20 years old and needs to be replaced. Mary will look into the cost of replacing the tent. We will need a 10 x 10 tent (vinyl) with sides.

    New Business

    Sue suggested MSSI have bumper stickers made; also a possibility of magnetic car signs and “funeral” fans could be printed and made. An answering service was discussed and Mary will check into the cost of establishing an MSSI phone number with an answering service for announcements, reservations, etc.

    Plans were discussed regarding Burns Nicht — tickets, discounts, payments, entertainment. Information will be more conclusive at a later date. The Board also discussed two upcoming events sponsored by the English Speaking Union.

    Next Board Meeting

    The next MSSI Board meeting will be held Thursday, May 31, at 5:30 p.m. at Perkin’s.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: March 29, 2007
    Time: 6:10-7:50 p.m.
    Location: Perkins at Germantown Parkway and Wolf River Boulevard
    Attendance:
  • John Schultz
  • Mary Ann Lucas
  • Tom Lewis
  • Sammy Rich
  • Kathy Schultz
  • Mary Clausi
  • Janet Mandanna
  • Sue Malone

    Reading of Minutes

    Mary read the minutes of the February 22 meeting. A motion was made by Sammy and seconded by Sue that they be accepted as read. Passed.
  • Objective: Met

    Treasurer’s Report

    Tom passed out the report for February and March. He is still processing some Burns Nicht receipts and the checking account has a balance of $12,682.75. John Schultz has signed the signature card for the account. Tom did find that MSSI has a separate savings account which has approximately $3000 in it. He will add approximately $2500 raised at Burns Nicht 2007 to the account which is designated for scholarships and grants. Monies from the quilt raffle, silent auction, and Ceilidh will go into this account. There will be no additional expense for the two accounts. New signature cards need to be signed for this account. Janet made a motion with Sue seconding it that the report be accepted. Passed.
  • Objective: Ongoing

    Multicultural Festival

    The Multicultural Festival will be held at University of Memphis, Friday, April 13, from 12 – 2 p.m. John and other volunteers will man the table. A check will be made on the exact location and places to park. We will need to bring old Burns Nicht programs, applications, and other MSSI and Scottish information. Will Clanjamfry staff be at our table?
  • Objective: Ongoing

    Spring Ceilidh

    The Spring Ceilidh will be held Saturday, April 14, 6 p.m. until ?? at St. Luke Lutheran Church. Entertainment will be furnished for a small price by MSSI members including Mary Ann, Elaine, Sue, Bill, Bud, and Sammy who will also act as servers. It will be a pot luck with all funds going toward the scholarship/grant fund. Tom will serve as treasurer of the event. Entertainment will consist of songs, stories, poetry, limericks, piping, dancing, etc. Sammy has purchased table clothes, paper products, drinks, etc. and will turn in receipts at the next meeting. We will ask SAMS to furnish a color guard.
  • Objective: Ongoing

    Batesville Games

    The Scottish Highland Games will take place at Lyon College, April 20-22, Batesville, AR. MSSI will bring the tent and other items with chairs and tables being furnished. Who will take the tent to Batesville? The board will ask members to man the tent. The person who brings the tent will also receive a parking pass.
  • Objective: Ongoing

    Summer Picnic

    Janet and Debbie will host the MSSI Picnic, Saturday, June 9, 3 – 8 p.m., at the Selmansbergers. Janet described the setting and discussed possible activities including a paddle-boat, games, trails, etc. A list of what to bring and a map will be included in the next two Grace Notes. Members will be encouraged to carpool since the site is approximately 40 miles from Memphis. Pipers are needed. An ice cream making contest was also suggested. Paper products and drinks will be furnished.
  • Objective: Ongoing

    Scotland 101

    Mary Ann passed out a list of possible Scotland 101 topics for the upcoming year. These programs would take place every other month and cover a host of topics on Scotland and would last approximately 1 hour. Expenses would include the cost of recording the program, handouts, etc. It was suggested that Scotland 101 have a chairperson after January 2008. The budget will be $150. Check Office Max for a discount on the printing. A motion was made by Janet and seconded by Tom and the programs were accepted.
  • Objective: Ongoing

    Burns Nicht Financial Report

    A financial report of Burns Nicht 2003-2007 was passed out showing all expenses and all monies received.

    Arlington Middle School

    Arlington Middle School has asked MSSI to participate Tuesday, April 24, 6-7:30 p.m. in its International Forum. It was suggested that a piper come for entertainment at our booth. The board will ask for members to volunteer to run the booth.
  • Objective: Ongoing

    WKNO Action Auction

    The Action Auction will take place the last two weekends in April. Because of previous commitments in April, the board asked to hold off on this event and participate in the Art Auction in the fall.
  • Objective: Met

    Scottish Folk Knowledge

    Sammy suggested that society members accumulate and collect our “folk knowledge” of stories, songs, etc. for future generations and have it recorded. We will discuss this objective at a later meeting.
  • Objective: Ongoing

    Membership Committee

    Dena has been updating the membership information from both old and new members. Now we need to have a member be in charge of printing the directory. We also may be looking for someone to handle the web site in the near future. Gavin has volunteered to train another person for this job.
  • Objective: Ongoing

    Next Board Meeting

    The next board meeting will be held Thursday, April 26, 5:30 p.m. at Perkins.

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting Day Changed

    Board Meeting moved to the last Thursday of each month at the Perkins on Germantown and Wolf River (about a mile north of Poplar) at 5:30 p.m.

    Board Meeting

    Date: February 8, 2007
    Time: 5:30 – 7:20 p.m.
    Location: Shoney's at Sycamore View
    Attendance:
  • John Schultz
  • Mary Ann Lucas
  • Tom Lewis
  • Mary Clausi
  • John Simmons
  • Elaine Meece
  • Kathy Schultz
  • Sam Rich
  • Sue Malone
  • Ben Kemker
  • Janet Mandanna

    Reading of January Minutes

    Mary read the minutes from January. One correction was made – only the proceeds from the quilt tickets and silent auction are designated for the scholarship fund. A motion was made my Janet and seconded by Tom to approve the minutes with the correction. All approved.
  • Objective: Met

    Scholarship Committee Nominations

    The Caledonian Chorale nominated Margaret Zavodny to be a member of the Scholarship Committee. Other nominations were Bill Crump and Ken Letterman. Sam moved that we approve these three nominations; Mary Ann seconded it. All were in favor.
  • Objective: Met

    2006 End of Year Treasurer's Report

    John passed out a detailed copy of the Treasurer's Report for his tenure – January 31, 2006 thru February 8, 2007. The first page was a summary of the checkbook. Additional pages listed all checks and deposits. John further explained the setup of his summary to the group including a $20 error made by the bank. The current balance in the checkbook is $10, 930.24. All materials and paperwork were turned over to the new treasurer, Tom, including a bill for the storage unit. It was further explained that four signatures are listed on the check signing cards, but only two are needed on the checks. These include the President, Vice President, Secretary and Treasurer. Tom has these forms which were signed later in the evening. Sue suggested that an audit be done of the books. J.O. Ray does the taxes for MSSI and it was suggested that we ask him to do the audit. John had received a form from the IRS stating that they needed more information on the organization.

    1. Further discussion was made of how the Holiday Inn charges for the dinners at the meetings. We are charged by the number of reservations phoned in by Mary Ann. We have been spending a little more than we are taking in, including a complimentary meal for the speaker. The board expressed its thanks to John for an excellent report.

      • Objective: Met
      • Assigned to: John


    2. The feasibility of a separate account for scholarship funds and grant funds, separate from the current checking account, was also discussed. Some members prefer that their donations go to either scholarships or grants. These monies can come out of the same account but this would be a bookkeeping concern. Is there a minimum balance that must be maintained on such an account? Are we charged for the account we currently have? Tom will check on these concerns and report at the next board meeting.

    3. The charge for the post office and several other miscellaneous expenses was mentioned by John who will be reimbursed for these expenses.

      • Objective: Ongoing
      • Assigned to: Tom

    Meeting Check In Procedures

    Mary Ann will receive all reservations and email them to Mary who will help check in members at the door.
  • Objective: Met
  • Assigned to: Mary Ann, Mary and Tom

    Future Board Meetings

    It was decided that board meetings will be held on the last Thursday of each month at 5:30 p.m. John will check on possible sites and will e-mail the board with the new location.

    Also it will give the board two times each month to sign checks that are needed.
  • Objective: Ongoing
  • Assigned to: John

    Burns Nicht 2007 Review

    Mary Ann said that Burns Nicht made money this year and she will have a complete report ready at the next Board meeting. She would like to have receipts, bills, etc. in as soon as possible in order to complete this report. A total of 202 tickets were sold, with 200 attending. The Silent Auction made over $1800, one of the best we have had. The quilt raffle made over $337. Both of these monies will go to the Scholarship fund. It was asked that the Scottish survival kit be used as a door prize at the next MSSI meeting. Two tickets for Battlefield Band have also been donated to MSSI and may be used as a door prize.

    There were several concerns regarding Woodland Hills and Burns Nicht this year including:
    1. poor sound system – not loud enough
    2. no drinks on the table for toasting of the haggis
    3. food was not the best, especially the dessert
    4. no coffee was served to several of the tables
    5. staff started cleaning up during the singing of Auld Lang Syne and very few stayed for dancing
    6. people talked loudly during Dr. Cantrell's presentation

    If we decide to use Woodland Hills again in 2008, these concerns will be addressed.

    A discussion ensued as to whether Patrons and Benefactors should automatically be given membership in MSSI. This item was tabled until the next board meeting. This distinction may be shown on next year's reservation form.
  • Objective: Ongoing
  • Assigned to: Mary Ann

    Burns Nicht 2008

    The co-chairs for 2008 will be Kathy Schultz and Jackie Garner. The Board discussed alternate locations for Burns night and John had prepared a comparison sheet with pictures. We need to set the date, place and entertainment by the end of February. Points discussed included a place for the Patrons Reception, can alcohol be served or brought in, can we bring in food for the Reception, etc. Sam moved to continue at Woodland Hills but it was not seconded and the Board decided to have Kathy and Jackie make the final decision. It was suggested that the board approve the date and place after Kathy and Jackie do further research. Apparently we had paid only $500 deposit at Woodland Hills in 2007 instead of the usual $1000. The down payment for a Burns Nicht location can be made without board approval.

    On another topic, Sue suggested that each officer turn in their books at the end of their term to the president at the end of his or her term in order to have more accurate records.
  • Objective: Ongoing
  • Assigned to: Kathy and Janet

    E-Mail Announcments Guidelines

    Due to a flyer being sent out by a Scottish Society member regarding a trip to Scotland, the board discussed E-mail Guidelines. Basically, if we do an announcement for one, we have to announce for all. A suggestion was made to put the announcements in the Grace Notes or in an e-mail as needed if it would be of interest to the Society. We cannot advertise or take paid ads because of our nonprofit status; but we can put it out in an e-mail. We will elaborate on this point to the membership in the next Grace Notes. Janet will work (along with several other members) on a phone tree to call those who do not have internet service. The Board also discussed making sure Gavin received a copy of the guidelines.
  • Objective: Ongoing
  • Assigned to: All

    Giving Cookbooks to New Members

    It was suggested that the MSSI cookbook be given to all members and was passed.
  • Objective: Met
  • Assigned to: Board Members

    Informal Scottish Society Events

    Several Scottish Society events were discussed and each board member was asked to chair and/or supervise one event. $300 will be given to each chairperson to use for that particular event. Members will also be asked to chair or help with these events:
  • Ceilidh – Sam
  • Picnic – Debbie and Janet (will be held at the Sellmansberger's in Williston)
  • Halloween – no chairperson
  • St. Andrew's Day Tea – Sue and Mary
  • Christmas Party – Mary Ann
  • Hogmaney – no chairperson
  • Objective: Ongoing
  • Assigned to: Members

    Public Visibility Events

    MSSI plans to attend and be represented (with its tent and flyers) at the events listed below. Members will be asked to assist.
  • Batesville Games – April
  • Clanjamfry – September
  • Jackson CelticFest – October/November
  • WKNO Auction and/or Pledge Drive
  • Germantown Festival – early September
  • Bartlett Celebration
  • TN Scots/Scots-Irish Day – summer
  • Tartan Day – April 6
  • Gift Wrapping at Barnes and Noble – December
  • Multicultural Day – April 13
  • Objective: Ongoing
  • Assigned to: MSSI Members

    New Directory

    John and Tom will work on organizing and distributing a new MSSI directory.

    Next Board Meeting

    The next board meeting will be held Thursday, February 22, at 5:30 p.m.; place to be announced. [editor's note: Board Meeting moved to the last Thursday of each month at the Perkins on Germantown and Wolf River (about a mile north of Poplar) at 5:30 p.m.]

    Respectfully Submitted,
    Mary E. Clausi, Secretary, MSSI
  • Board Meeting

    Date: January 4, 2007
    Time: 5:30 – 7:25 p.m.
    Location: Shoney’s at Sycamore View
    Attendance:
  • Ben Kemker
  • Mary Ann Lucas
  • John Simmons
  • Sam Rich
  • Mary Clausi
  • Bud Hisky
  • Dena Warth
  • Janet Mandanna

    Old Business:


    Item 1: Burns Nicht
    To date, we have sold 14 tickets, with unopened mail and presumed ticket purchases pending. The society will accrue a profit starting at the 148th ticket sold. The deadline for sales is January 21, 2007. Tickets may be purchased at the monthly meeting or through the mail at P.O. Box 241934, Memphis, TN 38124-1934. Ticket prices are: $50.00 – Member; $60.00 – Non-member; $70.00 – Patron; and $100.00 – Benefactor. The program has been shortened. A photographer will be available. Members are asked to take photos during Burns Nicht and email their best to Sam Rich at the Grace Notes website by the following day.

    Current tasks and assignments are as follows:

    Obtain band count and complimentary dinners-Rick Clausi/Mary Ann Lucas
    Current Reservation Count by1/8/07John Simmons
    Emphasize ticket sales during meeting1/8/07Ben Kemker
    Ticket sales table during the meeting1/8/07Mary Ann Lucas
    Inquire regarding smaller building for Burns Nicht-Mary Ann Lucas
    Table placard Burns Nicht reminder for meeting1/8/07Sue Malone
    Vouchers for paid tickets for meeting1/8/07John Simmons

    Publicity Update and Suggestions:

  • Contact Mary Beth Connelly at Channel 3.
  • Contact WKNO.
  • All Presbyterian and Episcopal churches have received promotional info.
  • Contact West Tennessee Celtic Association.
  • Memphis Playbook is running our information.
  • Commercial Appeal will attend our event.
  • Send publicity information to Kirby Pines.
  • Smithfield Fair posters will be available for distribution.

    Future Burns Nicht Considerations:

  • Do our ticket sales reflect a change in the current celebration? Should we change the ‘gala’ to a more informal, smaller ‘supper’?
  • As we have few scholarship requests, do we need a large gala to support funding a large scholarship account?
  • Do we need to book Woodland Hills Ballroom at a $1000.00 non-refundable deposit 1 year in advance? The decision tonight is that the deposit and location will be decided by the new board at their determined date.
  • Availability of credit card ticket purchases during the monthly meetings.
    Objective: Ongoing

    Item 2: Treasurer Report
    John Simmons reports an approximate checking account balance of $7,700.00. Members may purchase Burns Nicht tickets for guests at the ticket price. The board approved the purchase and use of a receipt book for cash transactions. Checks will be sent to Lyon College and to Sam Rich (Chorale) for the disbursement of the Scholarship Awards.
  • Assigned to: John Simmons
  • Objective: Met

    The meeting was adjourned at 7:25.
  • Board Meeting

    We apologize that no notes are available for this board meeting, because our regular correspondent was out of town.

    Board Meeting

    Date: November 9, 2006
    Time: 5:30 – 7:00 p.m.
    Location: Shoney’s at Sycamore View
    Attendance:
  • Ben Kemker
  • Mary Ann Lucas
  • John Simmons
  • John Schultz
  • Emily Smith
  • Dena Warth

    Old Business:


    Item 1: Burns Nicht
    Mary Ann Lucas reports tickets should be available at this month’s meeting. She is awaiting price finalization. Cheryl Noland has agreed to be in charge of the program ads and the silent auction. Seating will be 10 per table. If one reserves for 6, they will be seated at a table with 4 other new friends. All ticket sales will be halted on the Sunday evening prior to the Monday deadline for a total head count required by the country club. Any cancellations after this date will be non-refundable unless sold to a ‘stand-by’ person.
  • Assigned to: Mary Ann Lucas
  • Objective: Ongoing
    Item 2: Scholarship Committee
    Ben Kemker will address Woodland Hills regarding seating arrangements with their coordinator. Mary Ann Lucas reports that Royal Stewart will prepare Cheryl Noland for the Public Relations and Advertising position. Wolf River Pipes and Drums have been asked to perform with compensation of complementary meals or a capped fee.
  • Assigned to: Scholarship Committee
  • Objective: Ongoing
    Item 3: Scholarship Committee
    The committee has not informed the board of any applications.
  • Assigned to: Ben Kemker
  • Objective: Ongoing
    Item 4: Enchanted Tree
    Mary Ann Lucas will inquire about the MSSI providing a ‘Scottish-themed’ tree. She has decorations and has volunteered to complete this assignment.
  • Assigned to: Mary Ann Lucas
  • Objective: Ongoing
    Item 5: WKNO Telethon Coordinator
    All volunteers are encouraged to ‘dress up’ in Scottish gear for the event. They are encouraged to meet at the WKNO building at Getwell and Park by 6:00 for a 6:30 – 11:00 assignment. Directions can be obtained from the WKNO website.
  • Assigned to: Sammy Rich
  • Objective: Met
    Item 6: Halloween Party
    A great success!! $44.00 was collected for admission. This amount will be sent to St. Columba.

    Item 7: Celticfest
    Another great event! John Schultz reports that our society was well represented and our membership contributed to a good attendance.

    Item 8: 2007 Board Nominations
    The following board nominations will be submitted to the membership at this month’s meeting. Nominations from the floor will also be accepted, with membership voting during the December meeting.
  • President: John Schultz
  • Vice President: Mary Ann Lucas
  • Treasurer: Cheryl Noland
  • Secretary: Mary Clausi
  • Members at Large: Sue Malone, Janet Mandanna, Sammy Rich
    Item 9: Dougie McClain – Bartlett Performing Arts Center
    Margaret Zavodny will chair organizing our attendance for this event.
  • Objective: Met
    Item 10: MSSI Banner
    The banner has not been located. Acquiring a new banner with the current logo was discussed.
  • Assigned to: Board
  • Objective: Ongoing
    Item 11: Mailing List Policy
    The board approved a written Mailing List Policy submitted by John Schultz. See Policy Book for the original. It reads as follows:

    Mailing labels shall only be provided to an organization to help publicize an event that is consistent with the aims and purpose of the Memphis Scottish Society, Inc. There should be a reasonable expectation that the event would be of interest of a significant portion of the MSSI membership, though not necessarily a majority. In considering the request the board may also consider whether the event would be better publicized through an announcement or article in the newsletter.

    If approved, the mailing list shall only be provided on printed sheets of labels. The board may charge for the labels in order to defray the costs. In order to cover incidental costs, the board may charge up to twice the cost of the mailing label sheets used.

    Any request that the mailing list be provided as a computer file, or other electronic form is to be rejected.

  • Assigned to: Board
  • Objective: Met


    New Business:


    Item 1: Christmas Party
    December 11th, at All Saints Episcopal Church. The charge for this location is $100.00. The church requests that the tables be covered. A suggestion for a ‘best decorated table’ contest be held, with participants supplying table clothes and decorations. Emily Smith will visit the location and advise the board on the set up. A $5.00 gender appropriate gift, as well as the Toys for Tots donations will be continued.
  • Assigned to: Board
  • Objective: Ongoing
    Item 2: St. Andrews Tea
    Reservations are available through Mary Ann Lucas. The event will be held on Thursday, November 30th, from 2:30 – 5:00 pm at Crumpets Restaurant, 262 S. Highland.
  • Assigned to: Mary Ann Lucas
  • Objective: Met
    Item 3: Holiday Inn Credit Application
    Mary Ann Lucas received a credit application request from Holiday Inn which would allow them to bill us after our monthly dinners. It was agreed that we deny that request and continue to pay our settled bill on the night of service.
  • Assigned to: MSSI Board
  • Objective: Met
    Item 4: MSSI Songbooks
    Mary Ann Lucas requested additional printing of our current songbooks. The board agreed to pay for this expense. Mary Ann Lucas will submit the bill to the treasurer for payment.
  • Assigned to: Mary Ann Lucas
  • Objective: Met
    Item 5: The Order of the Thistle and The Order of the Heather
    Nominations are now sought for these awards. Nominations are to be submitted to the Grace Notes Staff.
  • Assigned to: Grace Notes Staff
  • Objective: Ongoing
    Item 6: FedEx Tree
    John Simmons will decorate his workplace tree for St. Andrews Day. Mary Ann Lucas will provide the decorations.
  • Assigned to: John Simmons and Mary Ann Lucas
  • Objective: Met
    Item 7: Southland Greyhound Park Radio Ad
    It was suggested that the MSSI respond to the Southland Greyhound Park Ad with a Scotsman’s response as to “Why would anyone wear a kilt anyway?” The board suggested a written proposal.
  • Assigned to: Mary Ann, our writer, or Ben, our Scottish accented kilt-wearing man
  • Objective: Ongoing
    Item 8: Website Fee
    All tech mail and annual fees will be submitted to Gavin Anderson (webmaster@memphisscots.com). Mary Ann Lucas will submit a bill for her payment of last year’s domain fee of $78.00.
  • Assigned to: Mary Ann Lucas and Gavin Anderson
  • Objective: Met
    Item 9: Proposed Policy Book
    Dena Warth will prepare a 2 year compilation of board policies. She will also prepare a list of all annual activities requiring chairpersons. These reports will be submitted to the 2007 board.
  • Assigned to: Dena Warth
  • Objective: Met

    The meeting was adjourned at 7:00.
  • Board Meeting

    Date: October 3, 2006
    Time: 5:30 – 7:00 p.m.
    Location: Kemker Family Chiropractic, 2743 Barlett Blvd.
    Attendance:
  • Ben Kemker
  • Mary Ann Lucas
  • John Simmons
  • John Schultz
  • Emily Smith
  • Dena Warth

    Old Business:


    Item 1: MSSI Mailing Labels/ information files (2006 Board Policy)
    The board rejected Frank Stewart’s request for excel data of membership address information. This board made a policy decision to consider all requests for membership mailings on a case by case situation, when those requests are from organizations with shared goals and objectives of the MSSI.
  • Objective: Met
    Item 2: Burns Nicht
    Ben Kemker will address Woodland Hills regarding seating arrangements with their coordinator. Mary Ann Lucas reports that Royal Stewart will prepare Cheryl Noland for the Public Relations and Advertising position. Wolf River Pipes and Drums have been asked to perform with compensation of complementary meals or a capped fee.
  • Assigned to: Ben Kemker and Mary Ann Lucas
  • Objective: Ongoing
    Item 3: Scholarship Committee
    Ben Kemker will contact the committee members to ascertain action on scholarship applications.
  • Assigned to: Ben Kemker
  • Objective: Ongoing
    Item 4: Enchanted Tree
    The membership will be addressed for volunteer interest in decorating a Scottish themed Christmas tree.
  • Assigned to: Ben Kemker
  • Objective: Ongoing
    Item 5: WKNO Telethon Coordinator
    Sammy Rich has agreed to serve as the coordinator for the MSSI telephone manning assignment on Saturday November 11 from 6:00pm to 11:00pm. Suggest piper to play instead of ringing a bell with each donation.
  • Assigned to: Sammy Rich
  • Objective: Met
    Item 6: Celtic Fest
    Ben Kemker will call for application fee and will submit payment. Mary Ann Lucas will attend and bring the tent. Dena Warth will attend and assist at the tent. The membership will be asked to attend.
  • Assigned to: Ben Kemker, Mary Ann Lucas, and Dena Warth
  • Objective: Met
    Item 7: October MSSI Meeting
    During this month’s meeting, the door prize is a quart of Scotch donated by Dick Bevier. Mary Ann Lucas will email reservation list to the Holiday Inn.
  • Assigned to: Mary Ann Lucas
  • Objective: Met
    Item 8: Treasurer’s Report
    John Simmons will not attend the monthly membership meeting. He will leave the checkbook with Dena Warth. He will also leave the payment form for dues/meal/Burns Nicht with Dena Warth.
  • Assigned to: Dena Warth
  • Objective: Met

    New Business:


    Item 1: Celtic Tenors
    A chairperson will be sought for organizing MSSI attendance at the Bartlett Performing Arts Center for the Celtic Tenors Concert.
  • Assigned to: Volunteer; requested during the October meeting.
  • Objective: Ongoing
    Item 2: Nominating Committee
    The membership will select a representative to the nominating committee during this month’s meeting. This nominee will join past president Bill Crump, and a designated person selected by current president Ben Kemker to form the nominating committee for the 2007 board.
  • Assigned to: Ben Kemker
  • Objective: Ongoing
    Item 3: MSSI Banner
    As of 1 week ago, it was discovered that our banner is missing. While location efforts will continue, it was suggested that a more current banner with our logo be created. Ben Kemker suggested that each clan tartan represented by our membership be arranged in 6 inch blocks with the logo attached to the center of the banner. Upon donations of clan tartan, Dena Warth will agree to create the banner.
  • Assigned to: Dena Warth
  • Objective: Ongoing
    Item 4: Halloween Party
    The Halloween Party will be held at St Columba’s on October 28, 2006 at 7:00 pm. Emily Smith will bring sodas. During meeting, volunteers will be requested to assist, contact Mary Ann Lucas. During the meeting the membership will be asked to bring firewood for the fireplace. Mary Ann will contact Brenda MacGuire for dance arrangements. Mary Ann will make the program.
  • Assigned to: Mary Ann Lucas
  • Objective: Met

    The meeting was adjourned at 7:00.
  • Board Meeting

    Date: September 7, 2006
    Time: 5:30 – 7:00 p.m.
    Location: Shoney’s @ Sycamore View/Summer
    Attendance:
  • Ben Kemker
  • Mary Ann Lucas
  • John Simmons
  • John Schultz
  • Emily Smith
  • Dena Warth

    Old Business:


    Item 1: Clanjamfry
    The board approved to provide printed labels of the MSSI members to this non-profit organization for event publicity mailing. The board approved to supply approximately 300 MSSI informative brochures to be included in the 5K Runner’s goodie bag. The board is awaiting final approval from the Scholarship/Grant committee for a grant to Clanjamfry.
  • Objective: Pending Grant Finalization
    Item 2: Membership File/Label List
    The board has appointed John Schultz to draft a policy position for supplying our membership address list to non-profit organizations which share our goals.
  • Assigned to: John Schultz
  • Objective: Ongoing
    Item 3: Burns Nicht
    Ben Kemker will work through the seating details at Woodland Hills. If a mutual agreement can not be met, we are assured of a back-up location. John Simmons has submitted a form to simplify receiving funds for Burns Nicht, Membership dues, and dinner payments. Emily Smith will assist receiving payments for Burns Nicht during the monthly meetings.
  • Assigned to: Ben Kemker
  • Objective: Ongoing
    Item 4: MSSI Marketing Brochure
    The board approved an order for 2000 color brochures at a cost of $603.00.
  • Objective: Met
    Item 5: Treasurer’s Report - John Simmons
    Two parking passes to Clanjamfry are provided to the board. One pass is given to Emily Smith, the other will be offered as a door prize at this month’s meeting. The IRS form has been submitted and received by the IRS. The MSSI, as an organization, will not attend the Tennessee Highland Games, October 7-8, 2006. The Scottish Leadership Conference in Chicago, October 27-29, 2006 was announced to the board. John Simmons asked for assistance in preparing a ‘St. Andrews Tree’ for his workplace; Ben Kemker will speak to a Canadian friend about the tree. Our current checking account balance is approximately $10,000.00.
  • Objective: Met
    Item 6: Membership Roster Maintenance
    The membership address information will be updated monthly. The changes will be submitted to Sammy Rich before the 20th of each month.
  • Assigned to: John Simmons
  • Objective: Met
    Item 7: Enchanted Tree
    During this month’s meeting, an interested volunteer will be sought to decorate a Scottish themed tree during the Enchanted Tree exhibit. A budget of an undetermined amount will be provided.
  • Assigned to: Unknown
  • Objective: Ongoing

    New Business:


    Item 1: Board Policy
    The board will provide a listing of board policies to be presented to the 2007 board. These are only valid for this current board and not intended for adoption by the 2007 board, but will be provided for informational purposes only.
  • Assigned to: Dena Warth
  • Objective: Will be met at the termination of the 2006 board.
    Item 2: Celtic Fest
    The board agreed for MSSI to be represented at the Celtic Fest in Jackson, Tennessee on November 4, 2006, if the booth space is less than $100.00. During this month’s meeting, volunteers will be sought to assist with tent duty. Our attendees will also be encouraged to attend in Scottish attire.
  • Assigned to: Mary Ann Lucas
  • Objective: Met, pending space cost.
    Item 3: Marketing
    Suggestions for marketing venues:
    1. Local festivals
    2. Gift wrapping booths during the holiday season
    3. WKNO – telephone manning during fund drives
    4. Enchanted Tree participation

    Item 4: Board Meeting Location
    The board will continue to meet at Shoney’s. Celtic Crossing was considered more fun, but too noisy for conducting business.


    The meeting was adjourned at 7:00.
  • Board Meeting

    Date: August 10, 2006
    Time: 5:30 – 7:00 p.m.
    Location: Shoney’s @ Sycamore View/Summer
    Attendance:
  • Ben Kemker
  • John Schultz
  • Mary Ann Lucas
  • Emily Smith
  • John Simmons
  • Dena Warth
  • Linda Simmons
  • Diane Wade

    Old Business:


    Item 1: Meeting Location
    As there has been no suggestions for a location suitable for our needs, this item will be closed.
  • Objective: Met
    Item 2: Membership Directory
    Thanks to John Schultz for creating a wonderful Membership Directory and ByLaws. This directory will be available to the membership at the August meeting. Those directories not obtained by members after the October meeting will be mailed to them. John Simmons will email the address book to Mary Ann Lucas. Mary Ann Lucas will print labels and apply to the directories, which will be available for membership pick up at the monthly meetings through October.
  • Assigned to: John Schultz
  • Objective: Met
    Item 3: Burns Nicht
    The board approved Smithfield Fair as the entertainment for Burns Nicht. Ben Kemker and Mary Ann Lucas will review and sign the contract. The contracted cost is $1500.00 and 2 hotel rooms. We will provide the sound system. The first Burns Nicht Committee meeting will be held at Shoney’s @ Sycamore View/Summer on Tuesday, August 22nd at 7:00 p.m.
  • Assigned to: Mary Ann Lucas
  • Objective: Met
    Item 4: Bartlett Theatre
    The Bartlett Theatre is receptive of our desire to attend "Scottish" events. It is announced that Dougie McClain will perform in January 2007. More information will be announced in December.
  • Objective: Met

    New Business:


    Item 1: MSSI Website Email Accounts/Info Recipient
    1. Generic officer email accounts shall be established that will carry over annually through rotating individual officers.
    2. Individual membership accounts will be available to paid members. A legal commitment to comply with usage will accompany the account.
    3. Mary Ann Lucas will approach an individual to be responsible for receiving all information requests through the website.
    4. The board rejected an on-line membership directory.
  • Assigned to: Mary Ann Lucas
  • Objective: Met
    Item 2: Treasurer Report
    John Simmons announced a balancing of our account. Up to this point, individual deposit categories have not been maintained. In the future, each deposit will be posted to particular accounts. Current balance: Checking - $10,441.49, Savings - $3,031.64. The interest rate on the savings account is minimal, in the future, we should consider offers at a higher rate, or a short term CD. An IRS request for information will be completed by J. O. Ray. For security purposes, John will maintain a back up system for financial records. John will prepare a table for maintaining membership accounts; dues, Burns Nicht Tickets, etc. for use in the upcoming membership renewal period. John will continue to retrieve and distribute mail received at the post office.
  • Assigned to: John Simmons
  • Objective: Met
    Item 3: Scholarship Committee
    Elaine Meece, Sue Malone and Janet Mandanna shall perform the committee duties. The Grace Notes shall publish an application for scholarship at the direction of the committee.
  • Objective: Met

    The meeting was adjourned at 7:00.
  • Board Meeting

    Date: July 6, 2006
    Time: 5:30 – 7:12 p.m.
    Location: Shoney’s @ Sycamore View/Summer
    Attendance:
  • Ben Kemker
  • John Schultz
  • Mary Ann Lucas
  • Emily Smith
  • John Simmons
  • Dena Warth
  • Kathy Schultz

    Old Business:


    Item 1: Meeting Location
    Again, the efforts to survey a new meeting location have failed. Either the cost or occupancy requirements have remained unmet.
  • Objective: Ongoing
    Item 2: Scholarship Committee Nominations
    The nomination committee have submitted 3 names for the Scholarship Committee. However, 2 of the 3 nominees serve on a major ancillary organization. A number of other names were mentioned. This business will be resolved before the meeting on July 10th, with names submitted for nomination before the membership.
  • Assigned to: Ben Kemker
  • Objective: Met
    Item 3: Summer Picnic
    John Schultz reports that St Columba, Gates Pavillion has been obtained for September 9th from 3:00 – 8:00. Attendees are invited to participate in a Home Made Ice Cream Competition. Bring your freezers and get to crankin’.
  • Assigned to: John Schultz
  • Objective: Ongoing
    Item 4: Membership Directory
    Thanks to John Schultz for taking all the membership data in that computer language and developing an orderly, alphabetized directory with accompanying bylaws!! This directory will be available during the July 10th meeting for preview and corrections. Those members not attending the meeting will attempt to be contacted by phone to confirm address information. The completed directory will be available at the August meeting.
  • Assigned to: John Schultz
  • Objective: Ongoing
    Item 5: Burns Nicht
    The board reviewed the entertainment cost during the past 5 Burns Nichts. With those costs ranging from $1000.00 – 1800.00, it was agreed that Mary Ann Lucas be given discretion to contract the entertainment. The entertainment should perform during the participatory Scottish Dancing. She has obtained a price of $1500.00 plus approximately $200.00 hotel costs, for Smithfield Fair. She will compare this to an offer from Planet Reel. If their offer is equal to or less than $1000.00, she will confirm they entertain us at Burns Nicht.
  • Assigned to: Mary Ann Lucas
  • Objective: Ongoing

    New Business:


    Item 1: MSSI Marketing Trifold
    The board approved development and printing of a trifold, estimated at approximately $100.00. A wonderfully prepared prototype was available for review.
  • Assigned to: Mary Ann Lucas
  • Objective: Met
    Item 2: Meet-Up Board for Marketing
    A local internet accessed board of meetings and activities was introduced as a possibility for a new source of marketing for our organization. The cost is estimated at $12.00/year. It was agreed that the cost be confirmed and approved.
  • Assigned to: Mary Ann Lucas
  • Objective: Met
    Item 3: Scottish Dancing
    The board asked the Scottish dancers to teach dancing for approximately 10-15 minutes after the monthly meetings. John and Kathy Schultz, and Emily Smith agreed.
  • Assigned to: Scottish Dancers
  • Objective: Met

    Item 4: Bartlett Theater
    It was proposed that when this 2nd run theater shows the movie, ‘Joyeau Noel’, that the MSSI inquire a rental for our group. The board agreed to pursue this opportunity as it arises.
  • Assigned to: The Board
  • Objective: Ongoing
    The meeting was adjourned at 7:12.
  • Board Meeting

    Date: June 8, 2006
    Time: 5:30 – 7:00 p.m.
    Location: Shoney’s @ Sycamore View/Summer
    Attendance:
  • Ben Kemker
  • John Schultz
  • Mary Ann Lucas
  • Emily Smith
  • John Simmons
  • Dena Warth

    Old Business:


    Item 1. Meeting Location
    Many locations have been visited and 100% of those sites have failed to meet our requirements. Other sites to be considered are El Porton in Germantown and Leonard’s BarBQ at Fox Plaza.
  • Objective: Ongoing.
    Item 2: Scholarship Committee Nominations
    Due to unforeseen circumstances, the Nomination Committee has been unable to accept the mission of nominating a Scholarship Committee. Therefore the board has submitted several names of individuals to form this committee. These individuals will be approached by President Ben Kemker. Once accepted, these nominees will be presented to the society via the Grace Notes. The nominees will be subject to a membership vote during the July meeting.
  • Assigned to: Ben Kemker
  • Objective: Ongoing
    Item 3: Spring Ceilidh
    Emily Smith has been congratulated on a job well done! She organized a most pleasing event at a wonderful location, accompanied by great food and fun for all. The Society enormously appreciates her efforts.
  • Assigned to: Emily Smith
  • Objective: Met
    Item 4: Membership Directory
    A working meeting to complete this task has been scheduled for June 15, 2006 at 5:30 at 2743 Bartlett Blvd. We will invite Gavin Anderson to join us to offer his computer expertise.
  • Assigned to: MSSI Board
  • Objective: Ongoing
    Item 5: Summer Picnic
    At this point, there is no confirmed location. Plans continue for this activity. Time-line consideration is August-September.
  • Assigned to: John Schultz
  • Objective: Ongoing

    New Business:


    Item 1. 2007 Burns’ Nicht
    Mary Ann Lucas presents the entertainment cost of ‘Smithfield Fair’. She will attempt to obtain past Burns’ Nicht budgets for use in establishing this year’s budget.

    The meeting was adjourned at 7:00.
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