Clan Campbell Society (North America)
Annual General Meeting
Minutes of Meeting of the Executive Council
Livonia, Michigan August 6, 2010
The meeting was called to order at 8:30 a.m. by President Robert Campbell St. John. He asked David R. Campbell to give the invocation.
The Roll was formed and there was a quorum of voting members. Present were President St. John, Secretary David Stedman, Treasurer Alan Stedman, and Immediate Past President Charles M. “Tommy” Thomson. Also trustees Sharen St. John, Carl Guilford, James Campbell Quick, Kenneth B. Campbell, Rev. Thomas Campbell, Walter J. Campbell, and Walton R. Haddix. Excused absence was granted to Vice-President Louis Campbell Schultz, and trustees Linda Ransford, Barton Campbell, Ann Jackson, and Melanie Pinkerton.
Also present were:
Joseph McD. Campbell, CCEF President
David R. Campbell, CCEF Vice-President
Donald Draper Campbell, CCEF Secretary
Ruby Campbell, PhD, CCSNA Librarian and Genealogist
Elizabeth Campbell, CCEF trustee
Nancy Campbell, Member
Susan Remo, Michigan Commissioner
Heather Remo, Michigan Commissioner
Mike Fisher, Region 5 Commissioner
Laura Boykin, Region 5 Deputy Commissioner
Jack Boykin, Michigan Convener
Eileen Cole, Member
Nancy Cole, Member
Jerry Campbell, Member
President’s Remarks:
In his introductory remarks, President St. John spoke of Vice-President Lou Schultz’s medical issues, of the retiring trustees, and the need to think about leadership and planning.
Lou wishes fulfill his term despite his disabilities, but Rob will meanwhile appoint two presidential assistants to handle membership and operations.
Ann Jackson and Melanie Pinkerton were thanked for their long-time service to the CCS(NA). Each has been a member more than 15 years and each ran an AGM.
The board extended its best wishes for Junny Jackson’s speedy recovery from surgery.
Rob also spoke of options for leadership for the next three years, and asked the board to consider the merits of several plans.
Rob also asked the board to reconsider its structure, reducing the number of members on the executive council to ten and perhaps the commissioners too, as we have more than 100 commissioners for a membership of roughly 1500.
He also urged the board to consider a long-range (five year) plan to provide consistency and continuity for the future.
We are required by our incorporation rules to have two meeting a year. It was noted that some clans have midyear or quarterly meetings via SKYPE. The second meeting could be held virtually. The next meeting of the EC will be at the AGM in New Orleans in April 2011.
The president’s remarks generated discussion about the property of the Society and the need for those who hold titles to do the work required of a volunteer organization.
Walt indicated that while he was chair of membership and afterwards vice-president all the CCS(NA) tents were outfitted with manuals, flags, and booklets. Tommy indicated that 140 3-ring binders had been prepared to assist the tent managers. These tell exactly what to do. He still has about fourteen.
David R. reminded the organization that Walt had been able by his effort and diligence to raise the membership from 2400 to 3500 members, and that though the times are different it is still possible to nurture members and retrieve those who have fallen away. It was agreed that the Vice-President must be active to make the Society function properly.
Elizabeth reminded the board that the title of “commissioner” is a connection to key persons who can be reactivated to serve the Society with just a little effort. Interest, however, must come from the volunteer him/herself.
Laura indicated that the folks in Region 5 work as a team. This region continues to grow, though even here things and people go missing from time to time. It is part of doing business. There is no commissioner for Ohio or Indiana.
Donald reminded everyone that covering the games for the CCS(NA) and being active in the Society are a type of hobby and that those involved should be prepared to spend some of their own money.
Ruby indicated that commissioners’ meetings are a key to Society revival, and David R. suggested that more should be asked of the commissioners.
Secretary’s Report:
The Minutes of the meeting of the EC as a “committee of the whole” in Mobile, AL, on January 30, 2010, having been sent electronically on two occasions was approved on the motion of Walt seconded by Jim C.
David S. shared some ideas and information and made a request:
On behalf of the Executive Council and as a previous organizer of an AGM David S. thanked the members of Region 5 for their wonderful planning and hospitality for this occasion. This was already a memorable AGM.
He spoke of the likelihood of a visit by our chief, His Grace the Duke of Argyll, to Philadelphia on November 30, 2010, for the dedication of the National Monument to Scottish Immigration and explained that he would share details with the membership at the earliest possible date.
He indicated that he had ordered a supply of 20 3’x5’flags (heraldic banners) and 10 18”x5’ sign banners to supplement and replace those currently in the field. He showed the flags and signs and hoped that the Society would reimburse his outlay of more than $1000. David explained he was passing them out on a need basis and would bill the Society for postage expenses as well. Members can buy them in the future via the JOURNAL at a nominal charge plus postage.
He urged the importance in the successful running of the Society of keeping great vigilance over the correct names, addresses, and contact information of the officers and commissioners as published in the JOURNAL and on the Website.
He asked that he be permitted to disseminate current CCS(NA) information to officers, trustees, commissioners and interested members electronically by means of a regular NEWSLETTER. Sign up for the NEWSLETTER would be via a blanket announcement electronically to the membership and also via an announcement in the JOURNAL. Requests to participate would be sent to secretary@ccsna.org. A motion was made to that effect by Kenn, seconded by Sharen, and it was passed unanimously.
Treasurer’s Report:
Alan used the overhead excerpt from the Society’s online accounting software, QUICKBOOKS, to highlight the printed report that is attached to the permanent copy of these minutes. The system is working well with a balance of $60,679.31. The profit /loss comparison showed $29,471.09 expenses vs. $24,553.66 income. According to the expectation of the budget we should be down -$4690 for the year, but actually are only
-$82.57. This report was accepted on the motion of Tom seconded by Walt.
Store:
Sharen moved that the remaining 4 boxes containing physical assets of the defunct CCS(NA) store which are currently stored at her home be distributed at no cost to tents and individuals to be sold at games or given away.
Jim C. seconded the motion and a list of remaining items was made available.
Membership:
The Membership Report having been sent electronically was filed for the permanent copy of the minutes. According to the current statistics, we have 1451 dues-paying members, which is 63 fewer than in 2009. 141 members have not yet renewed, while 108 new members have been added. In the past the average new members was 155.
The board then had a discussion:
Tom Campbell moved and Carl Guilford seconded a motion to revise the way in which the list of members was distributed. All official representatives of the Society should get the membership roster. This includes all officers as well as the membership chair, and any trustee who wishes it. This passed unanimously.
David S. seconded by Walt proposed that Randy’s summary of membership for each region should be distributed to every state and deputy commissioner in the region so that the region could work together to contact the members. This was passed unanimously.
FYI At a later time, possibly during or right before the CCEF meeting, Alan Stedman showed the defective print-outs he received on renewal of his CCSNA membership, and hoped that we could do better than a useless card and an indecipherable letter as a gesture to renewing members. It is hoped that something of value be conveyed for renewals at second, fifth and tenth years. A pin, a formal certificate, a picture of the chief and his family are ideas. N.b. As this seemed germane to the earlier membership discussion, and records an officer’s ideas to improve membership communication, the secretary has included this in the record of the meeting.
Rob proposed that Walter Campbell should be his presidential assistant for membership, to work with the chair. This was endorsed by the board.
There will be a commissioners’ meeting at the next AGM, and each commissioner will be invited to attend.
Genealogy:
Dr. Ruby Campbell distributed her report, a copy of which will be attached to the permanent copy of these minutes. Her data entry project was completed by January 1, 2009 with every membership data sheet entered. Though Ruby was absent from the EC meeting in Mobile, she wanted this put on record. Ruby received a sustained applause. She then gave a copy of the data base record to the secretary for safe-keeping. Ruby’s expenses for books and her income from donations by members for research were higher in the past year, but her expenses now the data entry project is completed should maintain the current 2010 level in the future.
Website and IT Report:
President Rob St. John reported for Randy Seale that several very competent technical folks have volunteered to help Randy keep the Website current. Their skills are appreciated, and the board granted Randy full power to obtain the help he needs to maintain the Website. The secretary was asked regularly to check the Website for its accuracy, and any other person who is knowledgeable is also encouraged to forward needed corrections to the Web master.
JOURNAL Report:
The JOURNAL will remain at 4 issues but its masthead will include the CCEF which will subsidize the JOURNAL for every page that is educational. Nancy Campbell indicated that this is the correct way for the CCEF to assist the CCS(NA). Various names for the JOURNAL were bandied, including “THE CAMPBELL JOURNAL.”
Nominating Committee Report:
Joe McD. Campbell reported that the following trustees would be appointed to serve, with their nominations confirmed first by the board and then by the membership:
2010 and 2013
James Campbell Quick (Texas)
Linda Ransford (Missouri)
Walter J. Campbell (North Carolina)
2011
Michael Fisher (Michigan)
Walton Haddix (Kentucky)
Barton Campbell (Virginia)
2012
Kenneth B. Campbell (Louisiana)
Carl Guilford (California)
Sharen St. John (Florida)
Eric Campbell (Montana) would serve at large.
The board approved these appointments.
He indicated for information that the Clan Campbell Education Foundation would have as officers:
President: Joseph McD. Campbell (Louisiana)
Vice-President: Rev. Thomas Campbell (South Dakota)
Secretary: Donald Draper Campbell (Virginia)
Treasurer: Nancy E. Campbell (Pennsylvania)
Election results:
David S. reported that Linda Ransford and Walter Campbell had been elected trustees for class of 2013 by the membership with 68 ballots cast.
New business:
On the motion of David S., seconded by Rev. Tom, the restructuring to a ten-member board with special assistants to the president for membership and for operations were proposed. This was passed unanimously.
In the ensuing discussion Rob made the point that all trustees should serve on a standing committee of the Society in order to report activity. The motion was seconded by David S. This too was passed unanimously.
Appointments:
Rob declared his intention to appoint 3 persons to serve on a long term planning committee.
He appointed Walter J. Campbell as his special assistant for membership.
He also appointed David Stedman, CCS(NA) Secretary as his special assistant for operations to assure that the Society was functioning properly. These appointments were confirmed unanimously by the board.
The meeting was adjourned at 1:40 p.m.
Respectfully submitted,
David Stedman, Secretary