Clan Campbell Society - AGM Minutes 2008

Clan Campbell Society (North America)

Annual General Meeting

Minutes of the Executive Council Meeting

Greensboro, North Carolina, May 2, 2008
 

1. Call to Order, Invocation, and Pledge to the Flag. The meeting was convened by President Tommy Thomson at 8:25 a.m. After a prayer offered by Secretary David Stedman and the Pledge of Allegiance to the Flag, the roll of voting members was called.

2. Roll. Officers and trustees reporting present were: President Charles M. “Tommy” Thomson; Vice-President Robert Campbell St. John; Secretary David A. Stedman; Treasurer Neil Thompson; and the following trustees: Carl A. Guilford, Jr., Galen V. Campbell, Kenneth B. Campbell, James Campbell Quick, PhD., J.A. Barton Campbell, Walton R. Haddix, Walter J. Campbell and Immediate Past President Edward V. Cattell Jr. There was a quorum for a meeting of the executive council.

Trustee Ann Jackson, our host for this meeting, as President of the Triad Games, was in-and-out. The following were excused: Co-Treasurer Sandra Thompson Moore, trustees Cliff Campbell, Bruce J. Campbell, John “Jack” Campbell, and Melanie Pinkerton.

Others attending the meeting included NY Commissioner Edward W. Allen; NE Florida Commissioner and Games Calendar Coordinator Deborah Kohl; Region 7 Commissioner Linda Ransford; Librarian and Genealogist Ruby G. Campbell, PhD; CCEF President Joseph McD. Campbell; and CCEF Secretary Donald. D. Campbell.

3. President’s Welcome and Report. The president spoke briefly of his pleasure to have so many trustees in attendance and indicated that the meeting should proceed relatively quickly. Both Tommy and Rob addressed the matter of awards, indicating that several nominations had been made for the “Commissioner of the Year” and that one of those nominees would likely be “Clansman of the Year.” The president indicated that he knew who would get the president’s award, which is his gift. These awards would be announced at the AGM Banquet on Saturday night.

4. Secretary’s Report. The minutes of the meeting of January 19, 2008 in Orlando, Florida were approved on the motion of Kenn, seconded by Rob. 

• As is the practice with this secretary, the minutes will be emailed out within a few weeks following the meeting to invite correction, and the corrected minutes will be once more emailed a few days before the next meeting. To save paper and expense, printed copies of the minutes would not be available at the meeting.
• Election results: All the nominating committee’s candidates for officer and trustee were elected. The amendment to the bylaws passed. 244 sealed ballots were mailed to the secretary. These ballots were brought to Greensboro and opened by a committee consisting of CCSNA Immediate Past President Edward V. Cattell, Esq. and Secretary David Stedman. Others were invited to assist with the unsealing and counting of the votes (but declined), and the actual ballots were present and available to the EC. The following were elected:

President: Robert Campbell St. John 

Vice-President: Louis S. Schultz, PhD

Secretary: David Alonzo Stedman 

Co-treasurers: Neil G. Thompson and Sandra Thompson Moore

Trustees: Bruce J. Campbell, Galen V. Campbell, J.A. Barton Campbell, and Walton R. Haddix. 

• In response to an anonymous letter circulated to some of our members alleging that the nominating committee had not done a proper job in vetting officer nominees, Ed Cattell indicated that the bylaws make no requirement that a person elected as an officer must previously have been a trustee or held any other Society office. People are welcome to volunteer and serve; that is our credo.
• President Thomson indicated that he hoped that the newly elected officers would serve with enthusiasm. He reiterated that “the selection of a volunteer to serve is far different from hiring someone in a corporation.” He singled out Lou Schultz, an outstanding state commissioner, and expected that, as Vice-President, Lou would inspire the whole Society in same way as he has previously done in Alaska and Washington State.
• Ed Cattell offered to write a letter to the JOURNAL to explain to the members that this is an open Society and that there is in fact no “Old Boy Network.” Questions had been raised concerning this in notes included on the now unsealed ballots.
• Deborah Kohl indicated that it might be appropriate and useful if nominees in the future would write a brief paragraph explaining what they would like to do if elected. This, she said, was more useful to our members than mere biographical information.

5.Treasurer’s Report. Neil Thompson indicated that the Society is solvent and that there is about $26,000 in the checking account, much of this ear-marked for the various Games as the season begins. His full, detailed report will follow later.

6.Vice-President’s Report. Robert St. John spoke on the status of four main topics:

Store. Rob indicated that he has many questions and few or no answers. A problem with lost/ non-deposited checks and credit card charges persists, but merchandise has been shipped and Ann Jackson, the interim storekeeper, still has the inventory.

• Rob has a candidate to take over the store, but first it must be determined whether the store is in the Society’s best interest. Does the store serve the interest of the membership or should we indicate a commercial vendor to carry our merchandise? This matter must be resolved.

This invited discussion:

• Neil indicated that the problem of checks coming in so late they can’t be deposited will be solved if the new procedures concerning credit cards formulated by Dora and Randy Seale are followed.
• Ed briefly reviewed the ups and downs of the store’s history, reminding that when the store runs well it is a plus and generates funds for the Society. It is clear that the storekeeper must be a professional as this is a large and demanding undertaking. When the store is badly run it is an enormous negative and a liability. He asked for a straw vote to see whether the membership were favorable to pursuing the idea of having an official, designated merchant who agrees that authentic Campbell merchandise will always be available from his store. For a fee this merchant would advertise in our JOURNAL, probably on the inside of the back cover. As more than 2000 member/readers would see this advertisement the fee could be $500 an issue, generating $2000 for the Society (more, perhaps, than the normal store profit!). The show of hands being favorable to pursue this, there was further discussion.
• Galen indicated that both the merchant and the Society should be able to terminate the relationship, so a trial period of one year seems appropriate, and Ed suggested that the relationship could be year by year.
• Kenn reminded the EC that one function of the store was to supply tent managers at the Games. Rob said this is not happening now, and Deborah indicated that sales at the Games brought very little profit. Vendors, on the other hand, sold anything, not necessarily authentic or approved Campbell items. If the store were to exist merely to supply the tents at Games its inventory should be strictly limited to that which sells.
• Walt and Rob spoke about shipping costs from store to games, indicating that this was subsidized by the Society and that items incurred double shipping costs if ordered at the Games. It is better to have a central place and a single shipping cost.
• Tommy summed up that the current procedure of the Society carrying a “dead inventory” is not profitable so the store must be run as a store. The storekeeper must have time, space, and enthusiasm. This is a lot to ask, and taking this on has broken several volunteers.

On the motion of Ed Cattell, seconded by Walt, the President will appoint someone to investigate two merchants with the idea of entering into a relationship, with a one-year commitment and to be reevaluated after one year. The merchant will be designated the official “Clan Campbell Society merchant” and his store our Society’s official store, and the merchant will advertise in each JOURNAL issue. The vendor will assure that authentic, approved Clan Campbell Society materials will be available. The President’s designee shall report back to the EC members by email.

After input from members, including Deborah (who had the name of a possible store) and Ed Allen (who felt that $500/issue of the JOURNAL is not excessive, given the cost of advertising to a target audience), and the fact that Ed Cattell (who has the experience and background in the matter) has volunteered to do this, the motion was passed unanimously.

JOURNAL Editor. Rob’s candidate as permanent editor has declined the position. Patti Collier will help with the Summer 2008 issue, so this means we have roughly 90 days to find a suitable volunteer. Ed Cattell suggested that an advertisement be placed on the front page of the CCS(NA) Website.

Games Calendar. The current calendar coordinator, Deborah Kohl, was present and indicated that while she would continue to manage the Games Calendar, she would like a backup. Galen indicated that the new Website should make this job easier. Input is still needed from regional commissioners. Tommy suggested that it is their job to be concerned with the Games (what else is their job?), and he is confident that the new vice-president will strive to energize the commissioners to do this job.

Rob said that it is important that information on the JOURNAL Games Calendar and on the Website are actuate and “mesh.”

Youth Chairman. The last Youth Chairman was Heather Campbell Smith and she will be contacted for a description of activities and suggestions. The CCEF has prepared two books for children which could be available at games.

7. The Nominating Committee. Rob will attempt to fill the chair of this committee within the 30 days allotted him. Tommy reminded the EC that by the new bylaws a meeting of this committee should be held and its work done well in advance in order to meet the deadline for publication in the JOURNAL.

8. The Finance Committee. Chairman Galen Campbell presented a color-coded, very detailed three-year report and budget forecasting worksheet with explanation, all of which are included with the permanent copy of these minutes. He indicated, however, that he did not have all the figures needed to make the chart complete, so it was a “work in progress.”

• Galen suggested that the Society must not operate in the red: we must “operate within our means.” He hoped to see a growth of assets, but we should be prepared for declines as the nine-year membership trend has been downward (after peaking in the “Braveheart Years.”) He proposes that we reduce spending by 14% in 2008 with 7% reductions in 2009and 2010 so that we will operate in the black and see a minimal growth of assets He indicated some of those potential sources of revenue, and also some potential additional expenses.
• Galen suggested that as the average age of our members is 63, we need to engage in “target marketing” for recruitment, specifically:
• 1) the next generation who attend the Games,
• 2) the “baby-boomers” as they move into retirement, and especially 3) retired military officers.
• Galen indicated that if we are alert new sources of adding to our funds continually appear: Web advertising, store profit, increased membership, dues increase, beneficiary income, new products, and new services.

These remarks invited considerable discussion, including these thoughts:

• Luckily for the Society, many commissioners or tent managers do not put in for reimbursement of expenses, thus sparing funds for the Society.
• Many people in the “new generation” do not volunteer as in the past, and those who do should be encouraged.
• The JOURNAL should be our showpiece and any proposal to (further) reduce its size and quality must be resisted as entirely counter-productive.
• The revised Website should be up and running “any day now.”
• Ed Cattell revived his idea that the Society could ask for a “voluntary contribution” from our members—and we should encourage each one to bring new members to keep us active, growing, and solvent.
• Walter felt that not enough recruiting was being done at Highland Games, which is the best source for younger members, the future of the Society.
• Walter also thought that those who come to the Website should be approached for membership in a follow-up.
• Carl cautioned that if we ask folks for donations we must remind them that the CCS(NA) is not a 501 (c) (3) tax-deductible organization because it is fraternal in nature (unlike the CCEF).

On the motion of Rob, seconded by Ed the Financial Report and the 2008 Budget were accepted as “works in progress.”

9. Membership Report. The detailed and extensive report and regional breakdown from Dora and Randy Seale was distributed and those present were given time to read and digest it during the break. Following the break, on the motion of Rob, seconded by Walt, the Membership report was received and filed with the permanent copy of these minutes.

10. Membership Recognition Program. In the absence of the chairman to whom the responsibility had been entrusted, the matter of a report was tabled. However, after the reading of several relevant sections of the previous minutes, it was determined that the members would like to discuss this matter and perhaps reassign responsibility.

• Tommy said he would take responsibility for follow-up on the idea of a lapel pin for a paid new member.
• David with the help of Kenn and Don will take responsibility for the design of a heraldic certificate suitable for framing that would be available for purchase by renewing members.
• The matter of a plaque and the idea of simple methods of showing gratitude were explored. Galen expressed it: “Gratitude goes a long way” and spoke of the value of a 20 second phone call of thanks and confirmation. “We need to thank and communicate with folks!”
• Ruby suggested that there should be at least an annual recognition for services to the Society, not just something at the end.
• Deborah declared that a personal phone call means more than an impersonal piece of paper.
• Joe McD. explained that there are two things here: 1) it is good management style to phone/thank and it is recommended, and 2) a plaque might be appreciated—but at what level of service? The genealogist, the JOURNAL editor, and the president might get at least a plaque on their retirement.
• Tommy promised in his retirement (as the new Immediate Past President) to work up the “who, why, and when” of an awards program.

11. Genealogy and Library Report. In a new spin, Dr. Ruby Campbell distributed a quiz which the members of the EC took prior to the distribution of her detailed written report. From the quiz we learned that the library houses 685 items (that are there for the use of the geologist and do not circulate). 624 items are references, history, and family history books. There are 14 clan histories and 47 travel guides and copies of past JOURNALS, about one half of them bound.

Ruby also submitted a report that covered the past 20 years of activity, enumerated her receipts and expenses, and asked for reimbursement of $1012.21.

Galen requested Ruby to explain for the EC what a new member should hear about the Society’s genealogist and the service she renders.

Ruby’s reply is as follows:

• The Society has a genealogist who is “willing and happy to help them get information about their ancestry.” She works 9-6, six days a week.
• Most of our information comes from our own files.
• The genealogist does not go to courthouse or other records to do personal research.
• The genealogist will do some research from on-line sources such as census records and ancestor.com
• The genealogist will direct the member to other sources and resources.
• She will answer questions about historical events and facts and do what she can to help.
• She asks for a free-will donation instead of charging a fee.
• This service alone is well worth the annual membership fee.
• We have Duncan Beaton in Scotland who is willing to do research there, but we have no contact in Ulster.
• Galen responded that we should have a fact sheet on this aspect of the membership privileges as well as a frequent blurb in the JOURNAL to summarize the services available.
• Walt indicated this is already part of the New Member Packet that is mailed out.
• Ruby explained that the library books do not circulate because they are needed for her research and some are irreplaceable. If folks want to get hold of the books, she can direct them to other sources that do circulate them.
• Don indicated that www.books.google.com is an excellent source for finding reprinted books.

Ruby’s report was received and filed with the permanent copy of these minutes. Her CD with the backup of the research of Campbell and Campbell sept surnamed individuals was entrusted to the Secretary.

12. Old Business. 

Future meetings of the EC and AGMs.

• Joe McD. indicated that we will try to hold the 2009 midyear EC meeting in New Orleans, LA in January or February.
• David gave a written report to show that plans for the Clan Campbell Society 2009 Family Gathering and Annual General Meeting in Philadelphia, PA, September 17, 18, 19 September, 2009 are well in hand. Rooms are reserved in both the Holiday Inn Historic District and the Inn at the Union League, where elegant rooms have been reserved for the EC meeting and the AGM meeting and banquet. The fact sheet included the many opportunities for our members and their families to soak in the history and culture of our nation’s early capital, including a special walking tour of Philadelphia and a “Lights of Liberty” sound and light show. This will be “Constitution Weekend” in Philadelphia, and a time of great activity. Information will be made available to our members very early via the JOURNAL so appropriate plans may be made. We hope to host His Grace himself on this occasion.
• The 2010 midyear EC might be held in Seattle, WA.
• The 2010 AGM in June in Salt Lake City, UT.

13. New Business. 

Scottish Heritage Connection. Rob reported that Cliff Campbell has been in contact with Scottish Heritage USA who offer a 10% to our members, making the cost of their magazine and the badge that admits visitors to hundreds of sites in Scotland $46 instead of $50. Rob has membership and renewal forms, and Cliff is congratulated on achieving this concession which adds value to our membership.

Triad Highland Games. Our host, Trustee Ann Jackson, put in an appearance and was thanked for all that she has done. Ed Cattell told her that we understand that taking on the store responsibility was beyond the call of duty. Ann, in addition to running our AGM, is president of the Triad Highland Games, and suffering from a lack of help. Members of the EC will attend the Triad Games on Saturday, May 3, where the Clan Campbell is the honored clan.

Volunteers. An article prominently positioned in the JOURNAL will try to encourage more volunteers.

14. Adjournment. The EC meeting was adjourned at 11:50 a.m. to resume in New Orleans in early winter, 2009.

Synopsis of Actions to be taken:

President Rob St. John planned to name a chair for the Nominating Committee within 30 days, contact Heather Smith about the Youth Chair, and search for a new JOURNAL editor.

Edward V. Cattell, Jr., Esq. undertook to:

1.find two merchants willing to enter into a contract with CCS(NA) as our designated store and report to the EC board by email

2.write a letter for the JOURNAL answering questions raised by members following the anonymous letter

Neil Thompson undertook to provide a full treasurer’s report.

Tommy Thomson undertook to work up the awards program (Who Why When) and follow up on the lapel pin idea.

David Stedman, Kenn Campbell and Don Campbell will work on the elaborate certificate of membership to be available for purchase.
 

Respectfully submitted,

David Alonzo Stedman, Secretary

Clan Campbell Society (North America)