August 20, 2012 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

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