Present:

David Miller             President
Conlan Miller          Treasurer
Mariann Duca        Director at Large
David Wilcox           Director at Large
Chris Ewing             Director at Large
Jessa Maunu          Secretary

Previous Minutes:

Motion to approve the previous minutes as presented by    Mariann Duca   , seconded by   Conlan Miller

• Motion passes
   

Goals:

• Double up active membership
• Membership involvement and retention
• Average 100 members per gathering
   

Unfinished Business:

• Benevolence Fund:
  • Originally started as a flower fund
  • Keep as a charitable account
• Scholarship Fund:
  • Table till next meeting
• Welcoming Committee Account
• Annual Calendar
  • Kirking of the Tartan
• May Gathering
  • Annual business meeting
  • State of club address and elections
  • Ideas to make gathering more interesting
    • Bingo
      • Bingo rewards: free drink from the bar; $8 limit, limited to one person

Old Business

• Committee Accounts
  • Move money into the committee accounts
    • Burns Supper $500
    • Pub Crawl $500
    • Children’s Activities $128.69
      • $239 was raised for the committee, with workbooks purchased it left $128.69
    • Whiskey Tasting $400
  • Establish a Whiskey Tasting Committee account
  • Establish a Children’s Activities Committee account

• Annual Calendar of Events
  • Add Kirking of the Tartan
    • At the Episcopal Church
  • Tartan Day has been noted on the calendar
  • St. Andrew’s Day
    • At J Farley’s
• Website Update
  • Pushing to have the website working and functional by the end of January
  • The site code must be handwritten and original since it is necessary for the sit to be independent
  • Parts of the code have to be tweaked and rewritten to make them work with the website format
  • Pages completed or needing information
    • Members Area Home Page
      • Updated group photo
      • Ticket pricing for 2023 events
      • Council meeting minutes
      • Review membership form and volunteer form
      • Council members will have limited access based on position to change info on the website that pertains to their role and job duties
      • Members will have a profile page and account page 
        • Member who requests access but has not paid will receive a message that their profile will be activated after a review
      • Payment gateway for donations has yet to be implemented
    • Classes
      • Make, Bake and Take
      • Ghaidhlig
      • Genealogy ( Not Started)
        • Will be relatively easy to accomplish if the council wishes to purchase a user seat for genealogical software and membership use
      • Resource Directory

• Pages and Integrations not Completed
  • Calendar
    • Membership database must be in place before building the calendar
    • Information displayed will include events and fundraisers, council meetings, committee meetings and other internal business
    • Hoping to integrate as option for members to sign up to volunteer for various roles for events and functions
  • Gallery and Archive
    • Will display a coming soon as piece is time insensitive addition to the website
    • Need to discuss a time to have a scanning party so that paper assets can be made into digital assets
  • Discounts
    • Club Merchandise
      • Working with printer in Fort Smith to create online on-demand square merch store
      • Will b e able to embroider any textile item and print on any item up to 6” in depth
      • Embroidery, 24,000 stitches… projected cost for stitching $7.50
    • Travel and Tours
      • Put out feelers to organizations and agents that would be willing to offer S.C.O.T discounted travel
    • Artisans and Merchants
      • Still working on the layout
• Directory
  • Will self complete once membership database is live
  • Council members who will have unlimited access to membership database to query information: president, vice president, treasurer, secretary, membership chair
  • A member will only be visible in the membership directory if they have ticked the check saying they want their information displayed

• Internal Blogs
  • Book Club
    • Have started to build for the book club
  • Club News
    • Council blog for news and announcements has yet to be created
  • Council Meeting Minutes
    • Integrated blog system has been created for storage and dissemination of meeting minutes, will not be visible to the general public

• Financial Integration
  • Square
    • Will house merch store on square
    • Better and more detailed website integration api’s than paypal, using square for annual membership subscriptions
    • Will take ticket payments directly from members only area once fully integrated
  • Paypal
    • Better for one time transactions
  • Cashapp and Venmo
    • Neither requires API integration and can be used at will

• Club Standard Production
  • $500 budget
  • Club standard has been received by the seamstress Rebecca Roininen
    • Claims that the club emblem is painted on to the tartan fabric
    • Cannot be replicated
    • Does not recommend trying to embroider something that large 
    • Has referred the task to the art department at the college she teaches at

New Business

• Burns Supper
  • $45 for members only
  • $50 March 12th-April 8th non-members and previous burns guests
  • $55 April 9th end price
  • 100 paid seats
  • Still looking at comp tickets
  • Booked the Waxie Dargles to perform
    • What ticket price for the family of performers?
    • $40 for the family of the band

David Wilcox  makes a motion to accept the $40 ticket price for family of the performers, seconded by  Chris Ewing

• Treasurer’s Report
  • Correction of January Report

• February Treasury Report

Motion to approve with treasury report with the january corrections by   David Wilcox   ,seconded by   Mariann Duca

• Motion passes

• Audits
  • Three out of the five for the audit committee
  • End of march for audits?

• Children’s Activities Committee
  • Nessie’s Nest
  • Vanessa no longer a part of the committee
  • Terra Cecil, Jamie Miller, Becca Melton 
    • Not a designated chair, run all together

• February Gathering
  • Presentation on endangered scottish wildcats
  • Presentation on John Paul Jones
  • Beef and Neeps stew (beef stew with turnips)

• Nominating Committee
  • Who is qualified/disqualified for committee
  • Mariann to run the committee
  • Does not need to be announced until the committee is completely ready

• Club email received an email from Prof. Roger Randall
  • Contacted about needing a haggis
  • OU to start a Robert Burns club on campus 
  • Burns Supper put on at his house
    • Millionaire’s shortbread
  • Fantastic opportunity for the club

• Caden Miller Tartan Identifier
  • Jamie and David Miller have gotten a gift of a small book titled “So you’re going to wear a kilt” 
  • Consider a one year membership to the club for Caden

• Bowling in Kilts
  • Maximize the attendance
  • Non-bowlers and bowlers welcome

• April Gathering
  • Presentation by Jeremy Lakey
  • Nominations for elections

• Commander Bob Coffee asked us to move our May event as they have a children’s fundraiser the same day on May 13th
  • Keep the date
  • Pass out the ballots to members as they come in
  • Do address/announcements while people eat
  • No band or dancing
  • Silent auction
  • Whiskey auction ( add something besides alcohol
    • Could be a part of the silent auction

• Membership Report
  • New storage box for name tags for easier access and organization

Motion to reimburse Mariann Duca $139.26 by David Wilcox, seconded by Chris Ewing

• Motion passes

• 2 New Memberships
  • 1 Family 
  • 1 Single
• 7 Renewals
  • 4 Family
  • 5 Single
  • 9 members
• Current paid membership for the 2023 calendar year
  • Family: 52
  • Single: 29
• Total of 141+ members
• 73+ members yet to renew

Motion to approve the membership report as presented by Conlan Miller, seconded by David Wilcox

• Motion passes

• Lana
  • Meets with a surgeon 1/26 ( sent best wishes )
• Debit cards for each committee account
• Commemoration for Connie at the next gathering
   

Mariann Duca motions to dismiss, seconded by Conlan Miller

• Motion passes

Meeting Dismissed January 26th, 2023 @ 8:30pm