Clan Campbell Society (North America)
Minutes of the Annual General Meeting
Executive Council Meeting
August 23, 2012
Missoula, Montana
The meeting was called to order at 10:07 by President Robert Campbell St. John, and Rev. Thomas W. Campbell gave the invocation.
The roll was called. Those present: President St. John , Vice-President David Stedman, Trustees Eric Campbell, Walter J. Campbell, Kenn Campbell, Carl Guilford and Sharen St. John. As no general proxies are currently permitted by CCS(NA) bylaws, Secretary Mike Fisher, Treasurer Wayne Lorgus and Trustees Jerry Campbell, Tom Mungall, and Linda Ransford are excused. There was a quorum.
Also present were CCEF President Rev. Tom Campbell, former commissioner and storekeeper Elizabeth Campbell, CCEF Treasurer Nancy Campbell, CCS(NA) member James Campbell of Burns, OR, Librarian and Genealogist Dr. Ruby Campbell and CCEF Secretary Donald Draper Campbell.
President’s Remarks:
President St. John indicated that he expected the meeting to be brief. He explained that he had participated in the successful CCEF tour to Scotland and that David Stedman had offered to follow it with another in summer 2014, in connection with the 700 anniversary of the Battle of Bannockburn.
Minutes:
On the motion of Walt seconded by Carl, the minutes of the mid-year EC meeting in Philadelphia, October, 2011, were approved. It was noted that a cyber mid-year meeting in Jan. 2012 that approved the budget will need to be written and approved.
Treasurer’s Report:
Initially deferred, the printed treasurers’ reports were subsequently approved as distributed. They are attached to the permanent minutes. Balance Sheet: As of July 31,2012 the total liabilities and equity of the CCS(NA) is 61,943.80 of which $26,406 is in the operating account.
Profit and Loss: From Jan. to July, 2012, the CCS(NA) took in $15,916.38 and disbursed $16,926.34 for a net loss of $1004.07.
Committee Reports:
- Genealogist and Librarian. Dr Ruby Campbell presented her 25-year report, which is attached to the permanent copies of these minutes. Highlights: donations have remained about the same during the quarter century. More than 200,000 names have been listed in the Clan Campbell/septs data base. Ruby will write a genealogy report for the special 40th anniversary issue of the JOURNAL. She has been genealogist/librarian for 25 years and has written more than 60 articles for the JOURNAL, in addition a Kith & Kin Report for every JOURNAL since 1997 (total 100). The library contains 624 volumes of reference books used by the genealogist and 47 travel guide books and pamphlets. It also houses the archives of the CCS(NA) JOURNAL and the journal and newsletters of the sister society in Australia.
Discussion:
It is noted that the Society’s archives of minute books are distributed, with the records since 2003 in the care of the CCS(NA) secretary and previous records held by Randy and Dora Seale.
Ruby makes use of the records and library to assist inquirers with their family research, which, she noted, was not the original intent of the office of genealogist. At some time the Society genealogist might revert to the original intent: a clearing house for data collected from members.
Ruby indicated that it is now possible to use the 1940 USA census which has been completely indexed by volunteers.
Ruby was applauded and thanked for her 25 years of devoted, volunteer service, and a suggestion to double her salary was entertained.
- Membership. Membership statistical reports from Randy Seale were distributed and the report is attached to the permanent copy of these minutes. Highlights: there are 1569 current members, of which 176 are non-paying life members and 17 are non-paying complimentary members, leaving 1376 dues-paying members. In the year 2012 so far the Society has lost 24 members and 136 are in arrears for their dues. Region 12 (Florida) has seen a boost in membership of 37% with a gain of 39 members. Despite a vacancy in the Region 4 commissioner post, the state commissioners in region 4 have done very well with an increase of 8% with 11 new members. Region 9 has had a loss of 15% with 17 people not renewing. Randy says that the QuickBooks accounting system is cumbersome and requires double entry to the databases with no means to simplify.
Discussion:
It is noted that while the Society took in 142 new members so far in 2012, 369 did not yet renew. It is necessary for region and state/province commissioners to contact non-renewals and encourage them to remain in the Society. The quarterly membership list reports will be distributed and the vice-president will contact every regional, state/provincial and deputy commissioner to encourage their support and action in increasing/maintaining membership. Regional commissioners need to help breakdown their region into states and provinces and encourage the follow-up as well as games recruitment.
The Society membership is stable at about 1,500 members, which limits the income. With more members we could do so much more.
It was wondered how many new members joined directly from the Web site, without a games contact. There is no way to tell from statistics.
There was no membership committee report as its chair, Cliff Campbell, was unable to attend until the following day.
- Games. There was no report, but Kenn Campbell asked that a letter be mailed directly to each commissioner to remind each one of the proper ways to send the money and information from each games. David Stedman suggested that reports from the games are a mixed bag, with some during a thorough job of reporting, others a brief sentence, and still others with no games reports at all. It was reiterated that the first function of CCS(NA) presence at games is to show the flag and be active in supporting our members and educating the public about the Clan Campbell and its role in the history of Scotland, Great Britain, and the world. Second is the role of bringing in new members to support the Society’s work. David read a letter from Margaret Quartermain thanking the Society for its return to Grandfather Mt. Games after a hiatus, and lauding the work of NC Commissioner Chad Smith.
Audit. The audit committee reports that it is up-to-date with the 2011 audit complete and the 2012 to follow the close of the year. It will be presented at the mid year meeting in the winter, 2013, at Forth Worth, TX.
- JOURNAL. Unable to attend, JOURNAL editor Rick Campbell sent a status update which is attached to the permanent copy of the minutes. He thanked contributors, solicited other articles as the fall 2012 issue went to press, recognized the help of Paul Campbell and paid special tribute to Kenn and Ruby Campbell. He suggests an active recruitment to find an understudy for Kenn as the production manager of the JOURNALand a transition plan. He also indicated the 40th anniversary issue in winter 2013 would have special content, likely including an article from our chief MacCailein Mor and Alastair Campbell of Airds.
Discussion:
David Stedman indicated that on the CCEF trip to Scotland William Campbell, of California, has volunteered to learn the production techniques and iunderstudy Kenn, if Kenn finds him acceptable.
Kenn paid special tribute to Duncan Beaton who has written more than 160 articles and has given Kenn 30 years of help.
- IT Report. Randy Seale’s report is attached to the permanent copy of the minutes. For the 3rd year in a row CCS(NA).org remains in the top 99% of all Web sites in terms of Web traffic. The news item on the death of the 14th Earl of Loudoun (“The Rightful Heir” [to the British crown]) generated huge traffic.
Randy suggests a modification of the Web site funded jointly by CCS(NA) and CCEF and would solicit bids from professional development companies to upgrade it to a modern open-source framework. He expects costs of about $30,000.
David S. moved and Carl G. moved that Randy be authorized to pursue the commercial update of the Web site, and that he should report back to the EC in 90 days
Discussion:
On the idea that CCS(NA) might borrow from CCEF, Nancy Campbell suggested that CCEF would share part of the costs anyway.
Eric Campbell suggested that at present we are not able to take advantage of all membership possibilities as members cannot join or pay on line. This will be addressed by a fillable PDF form, according to Rob.
Elizabeth Campbell indicated that Dora could record new memberships taken from the online site, which would assist us in meeting our goals to grow membership.
Carl Guilford said that it was true that every additional step to membership (such as downloading and mailing forms/checks) costs us members.
Kenn suggested advertising on the Web site. He also said that if somehow CCS(NA) could become a 501c (3) organization, it would cut the cost of mailing the JOURNAL by 90%.
THE MOTION PASSED UNANIMOUSLY.
OLD BUSINESS:
- CCS(NA) Bylaws Update. Walter submitted a written report to modify section 601 Meetings and 605 Proxy Voting which was seconded by Kenn. These modifications were discussed:
- 601 Meetings
-Two meetings of the EC will remain as specified, one at the annual AGM and the other may be a cyber meeting.
-The president may call a special meeting.
-On receipt of a written request by five EC members, the secretary can call a meeting.
-21 days written notice must be given to all members for a meeting.
- 605 Proxy Voting
-Members of the EC with excused absences may send a general proxy with one who will attend.
-A general proxy will count for the quorum.
-A member may also send a specific proxy for a specific issue or issues, indicating permission or or restricting a vote on a modified motion.
THESE MODIFICATIONS WERE APPROVED BY THE EC AND WILL BE VOTED ON BY THE MEMBERSHIP.
2. The Budget. The budgetary figures with the 2011 actual and 2012 proposed, approved in January 2012 were received as printed. Jay Higle is chair of this committee.
NEW BUSINESS.
- Results of voting. Mike Fisher reported: Kenn Campbell of LA, Carl Guilford of CA, and Sharen St. John of FL were re-elected trustees of the CCS(NA), terms to expire in 2015.
- Ruby Campbell asked to look into the matter of establishing a 501 c (3) status for CCS(NA) as there are precedents. This was moved by Carl and seconded by David S. After discussion, it was passed unanimously. Nancy indicated that she would discuss the matter with an attorney in Delaware, where the CCS(NA) is incorporated.
Vice-President’s report.
David S. will continue to do the eNewsletter for the foreseeable future; It is now received by about 2/3 of the membership and has proved to be a good recruitment as well as informational tool.. He regarded the CCEF 2012 trip as a success with “seldom was heard a discouraging word” as his maxim. He agreed to explore another tour for summer, 2014.
Future meetings.
Rob indicated that CCEF Vice-President Jim Campbell Quick has offered to host the mid-year EC and CCEF board meetings in Fort Worth, TX, late Jan. or early Feb., 2013. He was asked to avoid both Robt. Burns and President’s Day weekends.
Canada plans to host the 2013 meeting at the AGM in Quebec, timed to coincide with a Scottish festival.
The 2014 mid-year is planned for Mobile, AL.
The 2014 AGM will either be in Tampa, FL or North Carolina.
The 2015 AGM will be in Pleasanton, CA
Respectfully submitted,
David Stedman, for the secretary