Board Meeting
Date: November 9, 2006
Time: 5:30 – 7:00 p.m.
Location: Shoney’s at Sycamore View
Attendance:
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.
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.
Item 3: Scholarship Committee
The committee has not informed the board of any applications.
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.
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.
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.
Item 9: Dougie McClain – Bartlett Performing Arts Center
Margaret Zavodny will chair organizing our attendance for this event.
Item 10: MSSI Banner
The banner has not been located. Acquiring a new banner with the current logo was discussed.
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:
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.
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.
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.
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.
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.
Item 6: FedEx Tree
John Simmons will decorate his workplace tree for St. Andrews Day. Mary Ann Lucas will provide the decorations.
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.
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.
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.
The meeting was adjourned at 7:00.
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.