Clan Campbell Society - AGM Minutes 2009

Clan Campbell Society (North America)

Annual General Meeting

Minutes of the Executive Council Meeting

The Union League -- Philadelphia, Pennsylvania

September 18, 2009

1. CALL TO ORDER AND INVOCATION: President Robert Campbell St. John called the meeting to order at 9:10 a.m. The invocation was delivered by the Rev. Thomas W. Campbell. 

2. WELCOME: In his welcome, the president mentioned that the Society is especially pleased to have, His Grace the Duke of Argyll, MacCailein Mor, Chief of Clan Campbell, present with us. The Duke will address the Foundation at its meeting. Rob asked the members to move the Society’s EC meeting along expeditiously.

3. ROLL CALL: The Secretary reminded members of the Society present at this business meeting of the Executive Council at the Annual General Meeting that only officers and trustees can vote. The meeting itself is open to all members. The following officers and trustees were present: President (and acting Treasurer) Robert Campbell St. John, Jr., Vice-President Louis S. Campbell-Schultz, Secretary David Alonzo Stedman, and Immediate Past President Charles M. (“Tommy”) Thomson; and Trustees J.A. Barton Campbell, Walton R. Haddix, Walter J. Campbell, Melanie Pinkerton, Cliff Campbell, Kenneth B. Campbell, and Carl A. Guilford, Jr. Ann Jackson and James Campbell Quick were absent. A quorum was established. 

The Secretary circulated a sign-in sheet for non-voting members of the EC and members of the Society and friends attending. These included:

His Grace, the Duke of Argyll, MacCailein Mor, Chief of Clan Campbell

Edward W. Allen, CCS(NA) NY State Commissioner

William S. Burke, CCS(NA) NY Deputy Commissioner (Adirondacks)

Douglas Caddell, CCEF Trustee

Edward V. Cattell, Jr, CCEF Treasurer, CCS(NA) Past President, and his wife Joellyn Cattell

David R. Campbell, CCEF Vice-President

Donald Draper Campbell, CCEF Secretary

Joseph McD. Campbell, CCEF President

Kevin Campbell, Campbell Surname DNA Project Coordinator 

Madge Campbell (Mrs. J.A. Barton Campbell, CCS(NA) Trustee)

Nancy E. Campbell, CCS(NA) PA Deputy Commissioner (Eastern Pennsylvania)

Dr. Ruby Campbell, CCS(NA) Genealogist and Librarian

Rev. Thomas Campbell and his wife Elizabeth Ann Campbell

William R. Campbell, Jr., and his wife MaryEllen Campbell

Michael Fisher, CCS(NA) Region 5 Commissioner

Susan and Heather Remo, CCS(NA) Michigan Deputy Commissioners

Randy Seale, CCS(NA) I.T. Chairman

Heather Campbell Smith, CCS(NA) NJ State Commissioner and her husband Larry Smith

Tricia Strader, CCS(NA) West Virginia State Commissioner, and her family also made an appearance.

Sharen St. John (Mrs. Robert C. St. John, CCS(NA) President)

Alan Lowe Stedman, CCS(NA) NJ Deputy Commissioner (South Jersey)

4. MINUTES: The Minutes of the January 31, 2009 meeting of the Executive Committee having been twice electronically circulated were approved.

5. TREASURER’S REPORT: The Treasurer’s Report was made by Rob. He indicated that by using “Quickbooks online” it will be possible for all board members to review the accounts online. Galen Campbell, as chair of the Finance Committee, had set up this procedure and Rob has the sole administrative privileges. On the advice of the previous treasurer, the accounts have been consolidated and are now in Regions Bank to earn interest. As of August 31, 2009, the combined checking, money market, and no-penalty CD have a combined value of $57,715. Rob submitted a 3-year budget-forecasting worksheet and a January-June 2009 sheet indicating profit and loss. These were mailed out electronically and will be filed with the permanent copy of these minutes.

Rob used the materials to illustrate a projected deficit till 2011, due to factors such as the deterioration of the economy and the decline of membership. However, the Society remains in good financial shape. He thanked Alan Stedman, the previous interim Treasurer, for the job he had done putting the records/accounts/procedures in order. Rob also said the treasury is now poised for both transparency and critique by board members. He expressed his hope that Alan would agree to resume the job of Treasurer. 

Randy Seale noted that there had been no actual deficiencies or errors on the part of the previous co-Treasurers. Their method of recording was different, but all funds were accounted for. The treasury became confused solely due to personal issues.

6. COMMITTEE REPORTS:

GENEALOGY/LIBRARIAN: Dr Ruby Campbell circulated her report electronically. In a synopsis she indicated that she had had 245 letters and queries since January 2009, slightly higher than in 2008. She wrote 4 articles and 4 Kith & Kin columns for the JOURNAL. Data entries for the genealogical files now amount to 181,235, and a copy of the GEDCOM entries to date was submitted to the Secretary for backup. The Library now contains 647 volumes, plus guidebooks and brochures. Ruby received $235 in contributions since January and expended $570.53 for operating expenses. She spent an additional $1315 for the special data entry program, staying well within the overall $2000 budget. Ruby forecast that with the impending completion of the data entry program, her expenses might be trimmed to between $800-$900 yearly. A copy of her report is filed with the permanent minutes of the meeting.

• On a question from Cliff, Ruby indicated her ability to send an electronic copy of the library catalogue, but the books do not circulate. As librarian, Ruby will assist folks to find the books elsewhere.
• On a question from Melanie, Ruby clarified that she doesn’t charge a fee for genealogical research, but suggests a donation.

FINANCE COMMITTEE: Walter Campbell was spokesman. The bad news is that we are losing money, but the not-so-bad news is we can afford to do so through 2010. The committee will meet again at the mid-year meeting (Jan. 2010). The CCS(NA) corporate charter has been renewed in the State of Delaware. Walt indicated that we need to find ways to increase our membership from the current @ 1700 and find some cost reductions.

There has been some talk of putting the JOURNAL on line and reducing the number of hardcopies. While the cost of publishing the JOURNAL (the Society’s largest expense) has been reduced 40%, the mailing costs have risen simultaneously 30%. It costs about $3.80 yearly to mail the JOURNAL in the USA. Add to this the cost of mailing a separate renewal notices and a reminder. Randy could use email both to send reminders and the updated membership card, but the continual changing of emails and the cost of a secure line for members who pay on line must also be factored in. It was reported that membership administrative costs were cut by about $2000 last year. Dora and Randy Seale were thanked for helping to keep down the cost of membership services.

There was limited discussion:

• Cliff suggested the use of Harris services to trace email changes, but Walt reminded him that this service is not free.
• Sue Remo suggested reducing the number of JOURNALs to three, but Rob reminded everyone that the unique, extensive CCS(NA) JOURNAL is our “flagship” and a principal benefit of membership.

I.T./WEBSITE COMMITTEE: Webmaster Randy Seale submitted his report electronically and it is filed with the permanent copies of these minutes. He called attention to the “new look and feel” of the web site with its fly-out menus for easier navigation and additional content. The whole membership area will be up soon. Randy indicated that the CCS(NA) web site is in the top 99.8% of all web sites in the world with an Alexa ranking of 393,686 out of 225,950,957 web sites available on the Internet. The CCS(NA) ranks #1 in Scottish clans, clans, and cultural web sites, #2 in genealogy (second only to the DAR), and 108th in organizations (world wide). Randy indicated that the Games Calendar is now searchable by “months” and by “US States” and “Canadian Provinces” as well. Randy recognized members of the I.T. Committee for their work. 

• As a method to increase CCS(NA) web traffic by gaining "high quality links" to the CCS(NA) web site, Randy suggested doing a joint project with the USPS which would result in very desirable web links and Press Releases from the USPS. No action was taken on Randy’s proposal to organize the collection of worn, faded, frayed flags for disposal at local post offices, as it was pointed out how many organizations currently do this.
• In answer to a question from Lou Campbell-Schultz, it was indicated that ALL CCS(NA) forms would be available on the web site for down-loading.

Discussion was invited on the topic of an ON-LINE JOURNAL.

• Barton suggested that hardcopy magazines are challenged by the times. They are expensive despite advertising and subject to the “economies of scale”—with a smaller run being more expensive than a larger.
• It might be possible to have a differential in dues for those who wanted a hardcopy, as opposed to those content with electronic only.
• The hardcopy JOURNAL itself is a wonderful marketing and recruiting tool—and those recruiting should have something to show to potential members.
• Cliff added that the JOURNAL is both important at tents and to those who never get to games.
• Ed Cattell suggested that while people are used to getting information on their computers and saving it, an on-line JOURNAL should only be an option.
• Heather Remo asked if a way could be found to limit delivery of two JOURNALs to the same address, but the policy is a JOURNAL for each membership.
• There are 2000 JOURNALS in each run. Rob reminded of the economies of scale with a run of 2000 costing $4000 per quarter while a run of 1000 would cost more to publish.
• Elizabeth Campbell, reminded of banks charging for hardcopies of statements, suggested an incremental charge for those receiving printed copies, but indicated that the number of yearly JOURNALS should not be reduced, as the members need constant reinforcement.
• Donald Draper Campbell noted that if the number of JOURNALS were reduced to three, each would have more pages and thus increase the postage.
• Randy indicated that we are now the optimal size to get the best postal rate.
• Walter suggested folks might have the option to request an electronic JOURNAL.
• Randy reminded folks that the JOURNAL is not the only tangible benefit of membership, as the redesigned web site will have in-depth areas open only to members: history section, articles on chiefs and septs, castles and Campbell properties, and a genealogical section. There may also be DNA information.
• Kevin Campbell suggested that a sample electronic JOURNAL should be on the web site as a tool to invite new members, and former copies (scanned and indexed) could be accessed as well. (Kenn indicated that JOURNALS are digitalized back to 1997.) Kevin indicated that folks might pay up to $100 for an electronic set of back issues of the magazine.
• Cliff stressed that when the JOURNAL comes, it is a reminder of membership in the Society.
• Lou urged that the 4 issues of the JOURNAL for $25 is a strong selling point. “You get your $25 right back with 4 issues.”
• Carl Guilford mentioned the on-line journal CRUACHAN and David Stedman asked the Duke to comment, from his knowledge of the publisher.

Rob indicated that a note should be placed prominently in the next JOURNAL asking whether a member would accept an on-line reminder and to urge folks to look at the expiration date on the back cover of the JOURNAL and send in money directly, to save costs of reminders.

Randy indicated from a survey that all the smaller clan societies (with fewer than 500 members) have gone on-line with PDF Journals.

On the motion of Barton, Randy was given a grateful applause for his work on the web site and the impressive achievement of the web site ranking.

MEMBERSHIP COMMITTEE: Chairman Cliff Campbell enunciated the purpose of his committee—to grow membership and make money for the Society. Cliff acknowledged the need for meetings, but suggested that the next step was missing. That is, the connection of the officers/trustees with the region and state commissioners. Absent this, information does not get to the grassroots and the job of running an efficient Society is not being done. 

Cliff has spent months talking with the commissioners and doing research. He reports they tell him in the main that they have no equipment, no time to do the work, no money to spend on the work, and no ability to share information. Cliff notes that an inactive regional commissioner is a terrible liability, as whole states and their equipment are lost. He suggested ways to make folks more accountable. He also reminded the EC that with more members the money problems disappear. 

• Each region and state must have an active commissioner and deputy, and each games tent must have more than one person representing the Society.
• The officers must reach out to the grass roots.
• They must have equipment to represent the Society properly, and be pro-active.

Cliff has made a list of standard items needed, and suggested that funds should be expended to supply them as “it leads to new members.” In Cliff’s opinion, tent managers should also be reimbursed for their legitimate expenses. They should not have to both come to the games and pay for everything themselves.

This invited discussion:

• Walt recalled that as Vice-President he had mailed out 46 banners and reimbursement forms to show tent managers how to get reimbursed and listing what the Society does not pay. This is a volunteer organization, and food, travel, and lodging are not reimbursable. Just tent space, 2 tickets if not included, and 2 chairs if not included.
• Don suggested that being part of the Society fieldworkers is a kind of hobby, and you must be prepared to spend your own money.
• Melanie suggested that we in the CCS(NA) are fortunate because we get reimbursed the cost of the Society’s presence, while other clans don’t. And, yes, we must self-equip except for the basics.
• David Stedman suggested that many tent managers never submit any requests for reimbursement, but do/pay everything at their own expense as a contribution to the Society. But all representing the CCS(NA) should at least have an official flag and banner.

Cliff was hopeful that the CCEF might offer to equip the tents. This thought was deferred to the Foundation meeting.

MEMBERSHIP SERVICES: Randy’s summary of CCS(NA) Membership by region with graphs was submitted electronically. This report is filed with the permanent copy of the minutes. 

• The membership loss was only –3.12%, less than projected.
• On the new Membership Application the new dues schedule is reflected and the privacy policy is included.
• The cost of mailing JOURNALs in the USA was in January 2009 $0.53 per issue while to Canada $2.18. Following the 2009 postal increase total annual mailing cost per member to $3.5024 USA, $10.006 Canada, and $22.246 International. A 32.23% increase domestically, a 6.88% increase for Canadian postage and a 5% increase for International mailings.

The report was followed by discussion:

• Bill Campbell from Maryland wanted to know why people drop out, and Rob suggested that the regional commissioners were supposed to follow up and get this information and communicate this to membership.
• Cliff said that some regional commissioners are not interested in the follow-up and Walt said that he would write to each commissioner and determine if they still want the job. By contacting members personally we could recover 20% of our lost membership, as Walt did 8 years ago.
• Kevin suggested that tents are a primary way of obtaining membership, and the new member should get some kind of Campbell paraphernalia.
• Rob suggested that the inventory of the former store is in the Hospitality room and can be purchased at knock-down prices.

A motion was made and seconded and passed to add to the Membership renewal form a box indicating a voluntary donation to the CCEF.

AUDIT: The results of the internal audit will be reported at the midyear meeting.

NOMINATIONS: The Nominating Committee will report today and the names of those nominated will be publicized in the JOURNAL for an election before the end of the year. 

Trustees Class of 2009. Cliff Campbell (FL), Kenneth B. Campbell (LA), Carl Guilford (CA), James Campbell Quick (TX) are re-nominated and reappointed by the President to serve until 2010.

Trustees John “Jack” Campbell (PA) 2010, Galen Campbell (UT) 2011, and Bruce Campbell (BC) 2011 having resigned, are replaced by Rev. Thomas Campbell (SD), Linda Ransford (MO) and Sharen St. John (FL). They are to be appointed with the consent of the EC will serve until properly elected.

Alan Lowe Stedman (NJ) is appointed to serve as interim Treasurer.

The new appointees were given a sustained applause.

The number of trustees, now at 12, may be as high as 18, and it was recommended to appoint an additional trustee. That trustee would be Douglas Caddell (IL).

7. OTHER REPORTS:

JOURNAL EDITOR: Paul Campbell will be present during the banquet and can be addressed for issues and questions. Kenn Campbell was given a sustained applause for his work on the JOURNAL. Kenn said he was investigating the reason for the poor quality of the photos in the recent issue. He also said he needs an understudy to learn how to do the work of preparing the issue for publication. Ed Cattell suggested that a request for an understudy should be put in a BIG BOLD BOX in the JOURNAL. Randy also called attention to Ruby’s input in the JOURNAL and she was given a sustained applause.

VICE-PRESIDENT: Lou Campbell-Schultz indicated that regions 1,2,7,19, and 23 have all their commissioners in order, but that others need help. The regional commissioners must get the posts filled, and Randy needs to be made aware when new folks are appointed so their names can go on record and in the JOURNAL.

• Rob pointed out that there has been trouble getting some of the regional commissioners to work with the CCS(NA) leadership and the members, and that this area of communication needs closer oversight.
• Lou also mentioned the problem of the wide range of fees for games—from $25 to $200 merely to have a CCS(NA) presence. This needs to be addressed.
• Rob and Ed Cattell countered that it is the sense of the EC that we can’t boycott more expensive games (like Grandfather Mountain) just for their cost because we must have a presence there. Even if we get no new members, we must be there for our existing members.
• Walt reminded the EC that he had been unsuccessful in the past in organizing the clan societies to boycott the gouging and expensive games.
• While Cliff reminded the EC of the economic reality—that we need two new members at $25 each to pay for the tent presence at an average games—Ed Cattell stressed that we are not there only for recruitment. Our mission includes education and we need to show our flag as a leading clan society.
• Undaunted, Cliff was looking to put up CCS(NA) tents and recruit Campbells at local fairs, not just games.

8. OLD BUSINESS: There was NO OLD BUSINESS.

9. NEW BUSINESS: The budget, based on the projection for 2010 contained in Rob’s earlier Treasurer’s Report, with an income of $36,742, and net expenses over income of ($4690) was adopted on the motion of Lou, seconded by Cliff. Rob reminded the EC not to panic until Jan. 2011 as we have the entire financial picture under scrutiny.

Ed Cattell proposed that CCEF should pay proportionally for the part of the CCS(NA) JOURNAL that is educational. There will be no change editorially in the JOURNAL itself, but after each issue of the JOURNAL, by counting the proportion a percentage could be paid the CCS(NA) by the CCEF. This was seconded by Tommy Thomson. Kenn suggested an amendment for a color cover, and this was accepted. Although Joe McD. Campbell suggested this would be costly for the CCEF, the motion to make an overture to the CCEF to take up a percentage of JOURNAL production coasts based on the educational articles was passed: 7 in favor 1 opposed 1 abstention.

10. CLOSING REMARKS:

The midyear meeting will be held January 30, 2010 in Mobile, Alabama. This will permit members to partake of the Scottish Society of Mobile’s Burns Supper. 

Emails with Bruce Campbell (BC) have been exchanged and Rob hopes to resolve the issue of Canadian fees. Tommy reminded the EC that we invited the Canadians join us to make the CCS truly “North American.” Rob said that a report on the discussions will be given at the midyear meeting.

His Grace the Duke of Argyll, MacCailein Mor, our Clan Chief, then spoke briefly. He was interested, he said, in seeing that the CCS(NA) was not only alive and well, but in good spirits. There are some gritty issues to be faced, but they are important. The work of the EC is appreciated, and His Grace thanked the CCS(NA) for providing service to members of his clan. The social side of membership in the clan society is very important, and the Duke sends his best wishes to all the members and is glad that there is money in the bank.

The Rev. Tom Campbell asked the EC to confirm the appointments of Trustees and Treasurer by the President as reported by the Nominating Committee. It was ascertained that there are no general proxies, and the vote to accept the nominees was unanimous. 

The EC also voted to increase the number of the trustees by one. There were 8 in favor and one opposed. The President then appointed Douglas Caddell (IL) to this position.

There was discussion of having 2, 3 or 4 regional Vice-Presidents, and choosing only one of them to succeed as President.

It was suggested that during the meeting of the CCEF, that the Vice-President of the CCS(NA) should hold a “practical-issues” commissioners meeting, as in the past.

David Stedman suggested that the hospitality room would generally be open and that meetings could be held there as well as social gatherings. The DNA meeting would be held there Sat. 1-3 p.m.

Several ideas were floated as to the location of the next AGM and it was later decided that Michigan would offer for July 2010. Ruby Campbell suggested that it was good to have an AGM without games.

The meeting was adjourned at 12:05. 

Respectfully submitted, 

David Alonzo Stedman, Secretary

Clan Campbell Society (North America)