A regular meeting of the HPEP Board of Directors was held at Midtown Bar & Grill on October 2, 2014. The meeting was called to order at 7:20 pm by Lord_MaXXimus.
Board Members Present:
Jenni28, Secretary & Financial Auditor
HellKittenJ, Membership Coordinator
QuirkyKimi, Volunteer & Charity Coordinator
Board Members Absent:
SadisticLogic, Education Coordinator
Quorum Met: 4 of 7 Board members were present (4 required.)
Other Attendees: Please refer to sign-in sheet as to other members who were also in attendance.
Minutes of the Sept 4, 2014 meeting were approved as previously published and posted on fetlife.com.
HPEP SIG / Officer’s Reports
1. Alternate Relationship SIG: 35 Attendees at last meeting / Topic “Unspoken Rules”
2. BIG/littles SIG: no report
3. HELL SIG: no report
4. Sub Support Group SIG: no report
5. Switches SIG: 10 Attendees at last meeting (4 new) / Topic “Flipping the Switch”
6. Top of the Slash SIG: cancelled for the month
7. Newcomers Report: 16 New Attendees for Wed 9/10/2014 / 22 New Attendees for Sun 9/21/2014
8. Treasurer’s Report: no report; Treasurer not at meeting
9. DM Report: no report
Board Meeting Agenda
1. Reminder of Board meeting Etiquette
Motion was made and seconded to have a General Membership meeting once per quarter, with the next one being in November. Motion carried unanimously.
2. DM concerns: Not knowing who is DM
The board will have the Head DM provide a copy of the DM shift schedule to the door person.
The board will look into different identification options for the DMs.
3. Future party venue
Motion was made and seconded to have HOD as the future party venue for the rest of the year. Motion carried unanimously. Door fee for the party will be increased to $15pp.
In the future, we will have 2 people working the door when the party first starts to help with influx of attendees.
RSVPs will be closed at 10pm the night before the monthly party.
4. By-law Revision Proposals
a. Posting of Meeting minutes – Section 3.1.2 will be revised to “Minutes will be published within two (2) weeks of any board/membership meeting.” to match Section 5.2.3. Revision will be submitted to membership for vote once other revisions are decided on.
b. HPEP ownership – not a ByLaws revision, but will be looked into by the board at a later date.
c. Officer Terms – The idea of 2 year terms was brought about so that half the board would turn over every year and allow for continuity between new and old board members. Divide the board positions in half so that no matter how a person gets into office when that slot is up for reelection than they either have to re-run or step down. – The board is still discussing this proposed change. A resolution is expected soon.
d. SIG revamping – not a ByLaws revision as the ByLaws do not define/address SIGs, other than the SIG Coordinator duties. This will be looked into by the board at a later date.
e. Financials: Who has possession of the checks is not the same person able to sign them, set a lower minimum cap on spending without Board approval and limited how many purchases are allowed per month of such expenditures. Preset and approve budget for party expenses in advance and all financials are open to any member upon request for review. – Revision is in process of being written up and will be submitted to membership for vote once other revisions are decided on.
f. Designated open board positions to be voted on by membership at each election or in the event of an early dismissal that the membership will have the opportunity to nominate qualified candidates and render voting privileges to vote on qualifying candidates to fill specific open positions. Require each elected candidate to provide no less than a week before nominations are being excepted, that each interested qualified candidate publish a written platform as to why they believe they are qualified for the position they are running for, and views of the direction they would like to see HPEP move towards, and if elected what plans would they make to accomplish their vision. – The board is still discussing this proposed change. A resolution is expected soon.
g. Redefine active member requirements for running for the BOD – The board is still discussing the wording for this proposed change.
There being no further business, the meeting was adjourned at 9:02 pm.
Next meeting tentatively set for Thursday, November 6, 2014 from 7:00 pm – 9:00 pm.