Meeting of the Board of Directors, held at the home of Tony Grace
Calgary, Alberta on December 7, 2011
Present:
Tony Grace President
Jim Hutchens Past President
Bill Lawson 1st Vice-President
Paul Kane 2nd Vice-President
Mark Rowe Club Steward
Colin Pinkerton Communications & International
Paul Armstrong Secretary
Regrets:
Bruce Gordon Treasurer
Absent:
Gordon McCulloch Entertainment
1. Call to Order
· President Tony Grace called the meeting to order at 7:09 PM
2. Regrets were received from:
· See above.
3. Additions to and approval of the Agenda
· Moved by Jim Hutchens and seconded by Mark Rowe that the agenda be approved as circulated. Carried
4. Minutes of October 5, 2011 Meeting
· Moved by Colin Pinkerton and seconded by William Lawson that the minutes be approved as circulated. Carried
5. Business Arising from the October 5, 2011 Minutes
· Will be covered in the following reports
6. Correspondence – Colin Pinkerton
· Colin reported on information and a request from RBANA for our club to consider hosting a future conference. A lively discussion ensued regarding membership in this organization and its value to our club. There is a member of RBANA, a Mr. O’Byrne, who will be in Calgary on business next week and who will likely attend the members’ meeting. Tony will attempt to communicate with him beforehand.
· Colin reported that he has not received any replies from Associate members regarding Jim Hutchens’ letter of invitation to move up to Ordinary membership.
· He also reported that despite several letters there are still some members of both categories who are in arrears regarding their dues. A number of the executive members will communicate personally with all of these people to attempt to clarify their intentions regarding club membership.
· Members will be encouraged to submit any payments to the club by cheque rather that cash for accounting reasons.
7. International – Colin Pinkerton
· Colin sends his regrets for the upcoming Members’ meeting but advised that he has “Chronicles” for sale.
8. Finance Report – Bruce Gordon, regrets
9. Steward’s Report – Mark Rowe
· Mark talked about the liquor order and it was felt that there may be too much ordered. He is going to review and refine this in the next few days and report to William Lawson and at the next Executive meeting
· The selection of wines for purchase has been made and will be more reasonable than last year, in the $20 - $50 range.
10. Membership Report – Jim Hutchens
· As was reported at the last Members’ meeting, there was a miscommunication and misunderstanding regarding an opening in the membership. Jim was commended on his handling of this delicate issue.
· There is currently one opening in the Ordinary membership but there are likely to be two or three more in the next few months. This will be discussed further in the President’s report.
· Jim also reported that he will send a token of thanks to Joyce McLaughlin for her ongoing work on the Club’s website.
11. Entertainment Report – Gordon McCulloch, absent
· Tony will talk with Gordon regarding the upcoming Members’ meeting
12. Kiwanis Festival – Jim Hutchens
· Jim that he is still attempting to arrange for disposition of the remaining medals and certificates and is awaiting correspondence from Mary Ross regarding this.
· He will inform the club regarding the dates as soon as they are known.
13. 2nd Vice-President’s Report – Paul Kane
· Paul presented the statement of the St. Andrews Ball and reported a surplus of $1445.55.
· A potential date conflict at the Danish/Canadian Club has been resolved for Ladies’ Night and it will be held on March 31, 2012.
· The Ogden Legion Pipe Band will be invited to participate after their fourth place finish in the World competition as our club helped them with their expenses to travel to Scotland to compete in this event.
14. 1st Vice-President’s Report – Bill Lawson
· Bill reported that the glasses have been delivered but the decals are awaiting approval prior to being applied.
· The Calgary Fiddlers are confirmed.
· The agenda is set but still requires some fine-tuning prior to printing. It will include an “In Memorium” to Bob Watson, the first president of the club.
· The Haggis is ordered.
· The Calgary Police Service Pipe Band is also confirmed and the Club will provide them with a donation of $1000 with a potential further donation pending an upcoming trip.
· Bill is looking in to a back up plan in the unlikely event that John Haining is unable to fulfill his role as speaker.
· The statues are in the hands of Bill Laing and he; Derek and Paul A. will paint them between Christmas and New Year.
· The Executive luncheon will likely take place at the Glencoe Club and Bill is finalizing the details and the President’s reception will take place as usual at the Calgary Petroleum Club.
15. President’s Report – Tony Grace
· Tony advised that Bill Gardner will assume the role of Club Archivist and arrangements are being made to transfer the items from Dennis Anderson to Bill. Tony will develop a Job Description with Bill for this position.
· Tony reported on an interesting 30 minute meeting with a young man regarding an interest in the club but he felt that this fellow was too young for consideration for membership. He also reported on an email regarding another young man who might have potential for entertainment as he is an accomplished singer and will compete in the Kiwanis Festival next year. He will follow-up with this young man’s representative.
16. New Business
· Paul Armstrong reported on a request from the 78th Fraser Highlanders through Bruce Gordon regarding the procurement of some of the Burns statues for their use at other Burns Suppers. This was given due consideration but the Executive felt that this was an activity of the Calgary Burns Club and a sort of trademark of the Club. The Executive did not feel that this was an appropriate use of the statues.
17. Next Meeting
· Tuesday, January 3, 2012 at 7:00 PM. at the home of Tony Grace. This is a change from the usual date but most members felt that they could attend.
18. Adjournment
· On a motion by Jim Hutchens the meeting was adjourned at 9:10 PM.