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
See Older Posts...