Present:

David Miller           President

Brad Cecil              Vice President

Conlan Miller         Treasurer

Chris Ewing            Director at Large

Mariann Duca         Director at Large

Jessa Maunu           Secretary

Previous Minutes:

Mariann Duca         motions to approve the previous minutes as presented, seconded by        Brad Cecil

• Motion passes

Opening Statement

• Club is living on borrowed time
• If they club had to pay rent at the legion it could easily be $200-$400 per event, $1,800-$3,600 annually
• It takes 66 members paying a $5 supper fee to cover band/pipers and $100 for the main course
• Averaging 69 members per gathering
• 100 attendees per gathering should be the club goal
• Spent a lot of money on website development
• The good fortune and blessings that members have given the club (i.e, donations of personal money, skills, and time) will not last forever
• The current due rates vs. last they have been updated
  • Increasing dues is a necessary purpose for the club
  • Inflation calculations based off 1999 dues
    • $25 would be $44.67 today
    • $35 would be $62.54 today
    • $5 supper fee would be $8.93 today
  • Dues will still need to increase for the club to operate as well as thrive
  • Dues increase was not based on club needs, rather member toleration
• Need to develop a plan for the future of the club
• What tools are at our disposal?
  • 67 on remind app
  • Make phone calls to those who are regular attendees that we haven't seen lately
  • Cards for good news/sick/bereaved

Goals for 2023

• Double active membership
  • More committee members to help with the load
    • Kitchen help, media chair takeover, librarian
  • Membership involvement/retention
  • Average 100 members per gathering

Annual Budget

• Annual budget proposed is $8,300
  • Comprised of committee budgets
    • Entertainment/ (9) Gathering Com $1,800
    • Information Technology/Website $150
    • Welcoming Committee $500
    • Children’s activities committee $500
    • Burns Supper Committee $1,000
    • Pub Crawl Committee $1,000
    • Whiskey Tasting Committee $700
    • Club Standard Production $500
    • Membership Committee $200
      • Office supplies (i.e, copies, ink, paper)
    • Membership Drive Committee $1,600
      • Table, tent, and chairs rental
      • Volunteer drinks and food
      • Volunteer admission and parking
      • Books, flags, posters, printed matter

Unfinished Business

Benevolence Fund

• Minimum amount for account $1,000, maximum $2,000
• Move into interest bearing account
• Develop a guide for benevolence fund cases
• Active memberships
• Based on the severity of situation and membership activity
• Benevolence resources (members only section on website)

Scholarship Fund

• Tabled till next meeting

Club Standard

• Tartan fabric has been purchased
• Seamstress from The Lemon Tree company to work on standard

Old Business

• Flower costs ( $99.99 and $99.39 ) moved from benevolence fund to main account

Annual Calendar

• Add Kirking of the Tartan; Episcopal Church
• Tartan Day; noted on calendar
• St. Andrew’s Day; J Farley’s

Genealogy Class

• As of December 28th there was no response about the next class
• On  January 3rd Annette Corbell reached out
  • Available February 4th, will be our guest for the evening
  • Will provide handouts
  • Would like to arrive @ 4:30pm, scheduled to begin @ 5pm

New Business

Membership Report

• 6 new memberships
  • 5 family memberships
  • 1 single membership
  • 12 new members total
• 13 renewals 
  • 9 family memberships
  • 4 single memberships
  • 23 members total
• Paid memberships for 2023
  • 44 family
  • 21 single
  • 115+ members total
• 93+ members yet to renew
  • They have until March 31st, 2023

Brad Cecil motions to approve the membership report as presented, seconded by  Chris Ewing

• Motion passes
• Record monthly revenue
• Make a detailed break down for audit
• Fiscal year follows the calendar year (January 1st-December 31st)

Welcoming Committee Report

• Club previously had a $100 budget
  • Used $50 out of this budget for 2022
    • Given $27 worth of products (cards, envelopes, stamps)
• Started with 100 stamps costing .50 cents a piece, totaling 450 with many donated discounted cards costing $10
• Stamps and cards donated by Aly Doonan totaling $17
• Roughly 80 cards sent in 2022
  • Thank you, birthday, welcome, sympathy
• Starting 2023 with $200 (?) budget
  • 20 stamps and at least 50 cards and envelopes
• Goal for 2023 with budget and supplies given 

•  
• Worked on canva.com to create postcard designs that are relevant to the club and reasons to send a card
  • Has bulk pricing
  • The more ordered the bigger the discount
    • 500 postcards is $95 making it $0.19 a piece
• USPS says 2 coils ( 200 postcard stamps ) $96
• Without any purchases w/ 2023 budget, the amount is $250 ( including leftover 2022 budget )
• With these purchases the 2023 welcoming committee would start with
  • 500 postcards
  • 200 postcard stamps
  • 26 envelope card stamps
  • Unknown amount of cards with envelopes
  • A budget of $59
• We have over 300 active members
  • Every member has a birthday, not able to send cards for every birthday
  • Important to state for the budget of this committee

Conlan Miller  motions to approve a $200 budget for the welcoming committee, seconded by Mariann Duca

• Motion passes

Treasurer’s Report

Details of the last gathering

• 54 members paid for dinner
• 7 non-members who paid for dinner
• 3 inactive members who paid for dinner
• 3 pipers/entertainment
• 2 guests attending 

Brad Cecil  motions to approve the treasurer's report with a follow up on correct account balances, seconded by  Mariann Duca

Scheduling Audits

• Brad Cecil in charge of the auditing committee
  • Need two witnesses
  • David Miller recommends Lawerence Young, Tom Oglesby, Kyle Kemp, Lynn Pike, and Steve Napolitan for Brad’s Consideration
  • Contact info has been provided

Whiskey Tasting Bank Account

Mariann Duca  motions to move $100 from main account balance to start a whiskey tasting bank account, seconded by  Brad Cecil

Children’s Activities Report

• Workbooks have arrived and were paid for by the 50/50 fundraiser
• Attendees:
  • 2 kids
  • 6 teens
• Craft:
  • Christmas ornaments
  • Coloring pages
• Cost Incurred: 
  • Dollar Tree; Goodie Bags: $2.50 + $53.41
  • Table Clothes; Donated: $7.92
  • Table Decorations; Donated: $3
  • Entertainment Donated
    • Total: $66.83
• Financials
  • 50/50 drawing brought in $239
    • Topher and Rebecca won but gave back the money
      • Thank you card sent
  • $239 - $105.31 ( 10 Scottish Activity Books ) = $133.69 left in the account
• Next fundraiser will be the bowling in kilts in march
  • Discounted ticket price for those who want to come but do not wish to bowl
  • Fundraiser goal for the children’s activities $266
• Plans for January Gathering 2023
  • Disney’s Brave, popcorn, lemonade, snow cones

Mariann Duca  motions to approve the children’s activities committee report as presented, seconded by Conlan Miller

• Motion passes

Conlan Miller  motions to created a children’s activities committee bank account and move the left over $133.69 into said account, seconded by Mariann Duca

• Motion passes 

IT Committee Report

• Website Update
  • Behind schedule due to sickness
  • On track to be ready by January 7th
• To Do’s
  • Research comprehensive library of relevant links and resources
  • Contact Dr. King on information for the genealogy page
  • Organize the book club with SCOT librarian
  • Meet with printer and make initial product selections for online SCOT store, square will be used for this
• AWS has continued to bill SCOT for hidden services
  • All SCOT assets have been removed
  • Do not use in the future as their billing practices are not transparent
  • SCOT was charged as follows:
    • Oct $33.72
    • Nov $17.51
    • Dec $13.16
    • Total: $64.39

• Move $500 to Pub Crawl and Burn’s Supper Accounts

Mariann Duca  motions to approve moving $500 into Pub Crawl and Burns Supper bank accounts, seconded by Conlan Miller 

• Motion passes

• Move $400 to Whiskey Tasting Bank Account ( wait on )

Mariann Duca  motions to put $500 into children’s activities committee and the rest to be split between benevolence fund/ scholarship fund, seconded by  Brad Cecil

• Tabled discussion until figured out what to do about scholarship fund

Meeting adjourned December 28th, 2022 @ 8:43pm

Addition!
 

Brad Cecil motions to approve flowers for the family of the club bard, funds coming from the benevolence fund, seconded by Conlan Miller

• Motion passes