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