MEETING OF GENERAL MEMBERS AND BOARD MEMBERS

AGENDA

Date: 14 April 2015

Call to order:

Announcement of a quorum (at least 3 of 5 or 4 of 7 to conduct business) present:

Reading of previous meeting’s minutes and approval:
The March 21, 2015 Meeting Minutes have been read, approved, and posted to the FetLife’s HPEP’s Wall. (In it’s appropriate Sticky and can be viewed there.)

Treasurer’s Report:
Harmonyinduality-
HPEP Pins…

Membership Leader’s Report:
The first Wednesday munch was held on April 1st & had a total of 11 in attendance, with 5 newcomers. Our next munch is scheduled for Sunday, April 19th from 3 – 5 in which we are expecting a good turn out based on the RSVP’s alreaalready received and emails received via the hpep.org website. Newcomers munches are also already posted thru the end of May on May 6 (1st Wednesday) & May 24 (3rd Sunday). They will be posted on the Hpep.org website near the end of this month.

An email was forwarded to Cynnister on April 2nd, terminating all of her HPEP membership rights for failure t

Special Membership Meeting

April 28, 2015

Meeting was called to order at 7:09 PM, by the Interim Chairperson, HersheyOXO.
Topics of Discussion:
1. Voting on remainder Petitions (Number 2, 5, 6, 7, 9, 10, 12, 13, and 14).
2. Amendments to Bylaws

Voting proceeded on the remaining petitions by the General Members, present.

Meeting was closed at 7:35 PM for tally of votes, by the Interim Chairperson, HersheyOXO.

Meeting called back into order at 7:47 PM, by the Interim Chairperson, HersheyOXO.

The Interim Chairperson, HersheyOXO, reported that NO petition passed (with a 2/3rds vote of the General Members present) and the Interim Board proceeded forward with the process of voting, on the Amendments to the Bylaws.

The voting and meeting was closed at 8:26 PM, by the Interim Chairperson, HersheyOXO.

Meeting was called back into order at 9:23 PM, by the Interim Chairperson, HersheyOXO.

The Interim Chairperson, HersheyOXO, reported that the following Amendments PASSED (with a 2/3rds vote of the General Members present):

Article IV, Section 3
Such petitions shall state specifically the business to be brought up at the Special Meeting, and no other business shall be conducted at that meeting.
Changes to:
Such petitions shall state specifically the business to be brought up at the Special Meeting and no other business shall be conducted, at that meeting.

Article V, Section 2
The number of Directors shall be no fewer than five (5) nor more than (7).
Changes to:
The number of Directors shall be no fewer than five (5) nor more than (7).

Article V, Section 4
Special meetings of the Board of Directors may be called by or at the request of any two Directors.
Changes to:
Special Meetings of the Board of Directors may be called by or at the request of any two Directors.
Article V, Section5
Notice of any special meeting of the Board of Directors shall be given at least two days previously thereto by written notice delivered personally or sent by mail or telegram or electronic mail (e-mail) to each Director at their address. Further such notice may be given telegraphically.

Changes to:
Notice of any special meeting of the Board of Directors shall be given at least two (2) days previously thereto by; written notice delivered personally, or sent by mail, or telegram, or electronic mail (e-mail) to each Director, at their address. Further such notice may be given telegraphically.

Article VII, Section 1
To the extent possible, all members of HPP shall be allowed to serve on the committees of their choice, however the Chairperson of each committee shall have the authority (subject to oversight by the Board of Directors) to determine the membership of the committee which they chair.
Changes to:
To the extent possible, all General Members of HPEP shall be allowed to serve on the committee of their choice. However, the Chairperson of each committee shall have the authority (subject to oversight by the Board of Directors) to determine the membership of the committee which they chair.

Each committee may adopt rules for its own government not inconsistent with these by-laws or with rules adopted by the Board of Directors.
Changes to:
Each committee may adopt rules for it’s own government, not inconsistent with these bylaws or with rules adopted by the Board of Directors.

Article VIII, Section 1
The Board of Directors may authorize any officer of officers, agent or agents of HPEP to enter into any contract or execute and deliver any instrument in the name of and on behalf of the HPEF, and such authority may be general or confined to specific instances.
Changes to:
The Board of Directors may authorize any Officer(s) or Agent(s) of HPEP to enter into any contract or execute and deliver any instrument in the name of an on behalf of the HPEP, and such authority may be general or confined to specific instances.

Article VIII, Section 2
All checks, drafts or orders for the payment of money, notes or other evidences of indebtness issued in the name of HPEP, shall be signed by the Treasurer or such other officer or officers, agent or agents of the club in such manner as shall from time to time be determined by resolution of the Board of Directors.
Changes to:
All checks, drafts, or orders for the payment of money, notes, or other evidences of indebtness issued in the name of HPEP, shall be signed by the Treasurer or such other officer or Officer(s) or Agent(s) of the club in such manner as shall, from time to time, be determined by resolution of the Board of Directors.

Article VIX
HPEP shall keep such books and records of account as shall be required by the Board of Directors.
Changes to:
HPEP shall keep such books and records of account, as shall be required by the Board of Directors.

All books and records of the HPEP may be inspected by any member, for any proper purpose at any reasonable time.
Changes to:
All HPEP’s books and records may be inspected by any General Member, for any proper purpose at any reasonable time.

All other amendments failed.

Meeting was closed at 9:29 PM, by the Interim Chairperson, HersheyOXO.
.

hersheyoxo
hersheyoxo: 10 days ago | report

Date: 14 April 2015

Meeting called to Order 7pm

Announcement of a quorum 5 of 5 Board Members present:
Goddess2you – “Interim Chair & Secretary – Can’t be both, that is why I did not take the minutes”. G2y
HarmonyInDuality – Treasurer
radiant-Desire – Membership Coordinator
Electra – Education Coordinator
HersheyOXO – SIG Coordinator
HKJ volunteered to take minutes for this meeting.

Reading of previous meeting’s minutes and approval:

The March 21, 2015 Meeting Minutes have been read, approved, and posted to the FetLife’s HPEP’s Wall. (In it’s appropriate Sticky and can be viewed there.)

1.Treasurer’s Report: HarmonyInduality-
a. DBA has been swapped over to HarmonyInduality’s Name
b. PO Box has been swapped over and will be posted on line
New Po Box for non-electronic correspondence is
P.O. Box 3040 FM 1960 E, Suite 110 PMB 64 Houston, TX 77073
c. New Bank Account & Checks with currently only one signatory due to one name on the DBA
VKD brought up that a DBA can have up to 3 names listed and should have 3 on the DBA as soon as New Officers are elected.
d. Contract with HEAT there is a 400 deposit check on hand with HEAT.
e. HPEP Pins sold at the last party 5 = 25.00
f. March beginning balance $3,199.42 ending balance $3,332.81.
g. One check in the amount of $51.00 paid for PO Box.
h. Direct debit in the amount of $19.20 paid for check order.
i. One deposit in the amount of $440.00 from party on 3/28/15.

2. Membership Coordinator’s Report: Radiant Desire
a. The first Wednesday munch was held on April 1st & had a total of 11 in attendance, with 5 newcomers. Our next munch is scheduled for Sunday, April 19th from 3 – 5 in which we are expecting a good turn-out based on the RSVP’s already received and emails received via the hpep.org website. Newcomers munches are also already posted thru the end of May on May 6 (1st Wednesday) & May 24 (3rd Sunday). They will be posted on the Hpep.org website near the end of this month.
b. An email was forwarded to Cynnister on April 2nd, terminating all of her HPEP membership rights for failure to provide receipts for unaccounted expenses or failure reimburse the account for the unauthorized expenses.

Termination Notification was questioned on April 12, 2015 and the Interim Board, again, reviewed all documentation, concluded that all documentation supported the Termination of Membership, and sent the final determination out on April 13, 2015.

At this time there was a discussion about terminating Lord_MaXXimus’ membership as well.
Board adjourned in order to read last month’s meeting minutes.

Meeting Called back to order at 7:43pm

During the reading of the minutes it was determined that due to deadlines not being met Lord_ MaXXimus will also be notified of his Termination of membership for financial impropriety being the cause.

During this discussion it was pointed out by a couple of members there is cause for termination. The Board was adamant there was no cause and asked if a statement would be written about said cause . “It was not asked by the board – the board stated it needed to see documentation that supported any such cause. Kinky Cajun said he and other had witnessed such activity. Board only stated that a statement could be submitted for review”. G2y Kinky Cajun turned in a statement showing cause. “After review of club financials, and the minutes from the January 14, 2015 meeting posted by VKD, Cynnister was requested to be removed as Treasurer. At that time, MaXX asked for 48 hours to complete the request. Looking at the treasury book I see three checks written out and signed by Cynnister on 1/14/15. The first check was never paid out and is voided. This check was for the LUEY ad we didn’t get. This was listed as discussed during the meeting and was prior to the discussion regarding Cynnister’s removal. I see two more checks, written on 1/14/15. One for newcomers materials and the other for LUEY supplies that were paid out. There was a motion made to pay that month’s bills and this was also prior to discussing Cynnister’s removal. I was unable to locate any transactions performed by Cynnister, after this date. As Treasurer, I am unable to locate anything to either prove or disprove the statement of cause brought forth by KinkyCajun”. HId

The board then had it pointed out again in the meeting minutes that the membership voted last month to revoke his membership if certain things were not accomplished. “Noted by the Treasuer during the meeting, receipts in the amount of $289.22 submitted by Lord_MaXXimus. These receipts were $1.26 in excess of the ATM debits that occurred during the time he was in control of the bank debit card and checkbook. It was determined there was no financial malfeasance by Lord_MaXXimus” HId. “Per the original membership request of a one week timeline to comply in providing either thee receipts or the monies in question, and the ensuing extension due to unforeseen circumstances, the receiving of the documentation requested of Lord_MaXXimus, to any member of the HPEP Board of Directors of Lord_MaXXimus did not occur in the timeline allowed”.HOXO

3. Education Coordinator Report: Electra
Planned education for the month of April is as follows:
Pet play education and demonstrations will be conducted at the April party from 8-9. Firehouse Kennels and Fencewood Stables have both agreed to do a short presentations on pet play and the gear involved. Electra also stated anyone wanting a certain education topic to please email her or if someone is willing to present.

4. SIG’s Coordinator Report: HersheyOXO
Hell Sig for last mo. had 4 attendees
Switches Sig for last mo. had 9 attendees
Subs Sig for last mo. had 31 attendees
littles Sig for last mo. No report
TSK Sig for last mo. No report

Old Business:
1. Monthly Meetings/Contract-

Harmonyinduality-
Receipt of Outstanding Financial Documentation and Property
Possession of property and receipts from Lord_MaXXimus – Was received by Goddess2you and all financial records turned over to Treasurer on Saturday, April 11, 2013. The inventory of HPEP’s property still needs to take place and documented.

2. HPEP’s Web Page –
The Interim Board has been informed that our own HPEP member, Mohaimen, had previously been contacted and express willingness to work on the HPEP.org website. This Member was contacted, again, and is working on creating a new template. The template will be made available for review and consideration of replacing the old web site that has extensive damage.

The design concept will be that all General Member will be provided with private access and be able to view ALL General Membership information, be able to reply to polls posted by the Board, and have a direct open forum with the Board, and will be able to do so openly and secure from the general public.

The Interim Board was informed of lost information/documentation throughout the previous attempts to enhance the web site and has taken the precautionary steps of saving all information, in a separate location, in the event the entire website is replaced – so that no information will be lost and can be posted for all the General Membership viewing.
With the incorporation (by the Interim Board) of a year-long, projected budget the included expense (of the domain’s registration) is to become the property of HPEP.

VKD asked if the Fetlife group will be replaced by the new web page. It was brought up that is something to be addressed later as it should be a membership decision.

3. Remaining Petitions –
Remaining petitions have been amended and they will be presented for voting on, without additional signatures necessary.

All the petitions will be voted on at a Special Membership Meeting, at a future date.

4. Bylaws – This was tabled till next meeting

5. Nominations and election of officer(s)/Leader(s) –
a. According to the bylaws, Article Vl, Section 1, the Interim Board is in need of either a new Chairperson or a new Secretary. The General Membership must discuss and resolve. According to the current bylaws, Article V, Section 2, the Board may fill either position but, this would be in conflict with the current General Membership’s desires to elect in a General Member of their choice. Hence, the Interim Board can take no action and a Special Election Meeting is needed, as otherwise stated in the bylaw’s Article V, Section 2.
b. A Nomination has been submitted for HersheyOXO to fill the remainder of the Interim Chairperson’s term. All in favor?
14 For, 0 Against, 19 Present
c. The Nomination Form, for the June 2015’s Elections, has been posted on the FetLife’s HPEP wall, along with a suggested guideline of traits that are desirable in potential candidates. The Interim Board is requesting that all nominations be submitted by one (1) week prior to May’s General Member’s Monthly Meeting with the Interim Board. Midnight, May 8, 2015

It has been questioned as to whom is allowed/not allowed to run for the Board, in June 2015.
In review of the current bylaws and voted ballots passed (at the last Special Meeting):
The current bylaws has no reference/citation against a past board member, running again.
In addition, with the simultaneous passing of Ballot Number 11, which was incorporated on the same date – any previous acknowledged resignations would have no impact. Since the petition passed stating anyone who resigned could not run it would only pertain to any resignation that would happen after it passed.

To date, nine (9) Nominations/ three (3) Declines/two (2) Acceptances:
Policy and Guidelines for posting nominations has been posted on Fetlife

New Business:

1. FetLife’s HPEP Wall-
A request has been made to remove the Resignation Request/Announcement of Lord_MaXXimus and Cynnister. Both were voted off by the General Membership on March 21, 2015 Special Meeting, before the Interim Board could process their request and the FetLife HPEP wall is technically not owned by HPEP. The motion is presented to the General Membership, to have these posts removed – All in favor? 14 of 19 present to take down

2. Discussions of business on FetLife wall is to be ideally moved to the HPEP’s web site, in an area for Members Only, possibly secured by a password given to members only.

3.”Verbal slander/name calling of any HPEP Member, including the Board as a whole, is unacceptable and disrespectful from it’s General Members. According to FetLife’s Community Guidelines (“”Play Nice ….It is ok to disagree with someone, but it is another thing altogether to attack them. We don’t accept aggressive personal attacks, criminal accusations, making fun of, trolling, flaming, bullying, racial slurs… pretty much any type of disrespectful behavior that degrades the quality of discussions and people’s experience here on FetLife.

Motion is presented, to the General Membership, on the grounds that it be considered and voted on, in May’s Meeting (according to Article lll, Section 3 of the bylaws) as qualification for one (1) a verbal warning and/or two (2) reason for a motion for Termination of Membership to adhere to the same guidelines as FetLife’s guidelines, on such policy. Such actions are not in the best interest of HPEP and is in conflict with the Mission Statement of HPEP.

Motion to Ban people if this happens Motion seconded: 0 For, 14 Against, 19 Present

4. The Chair extends a sincere apology for inadvertently posting a couple of Member’s first names via a posting of last month’s meeting minutes. The first names were posted between the hours of approximately 1-6 a.m. and once notified of this error, was corrected. Thank you to a HPEP member for bringing this to our attention, the notification was greatly appreciated and respected.

5. Points have been made that some General Members will not send business questions to the Board@hpep.org address. The Board Members should not be held liable for any questions or concerns that may be missed or overlooked, as the FetLife HPEP wall is not owned or staffed to be monitored 24/7 by the Board. Volunteers may be accepted, to fulfill this need, please notify any Interim Board Member if you would like to step up and help in this area.

6. Possibility in having a Direct Fund/Donations set up to go directly to charities? Tabled till next meeting

7. General Membership and it’s Members

The Interim Board does not have a complete record of all General Members, in which to verify if all General Members have completed the Membership Requirements, as outlined in the Newcomer’s Orientation Guide. The Motion is set for that the Membership Requirements be included in the bylaws, in Article lll, Section 1 and shall read as listed in the Newcomer’s Orientation Guide. – This is tabled till next meeting.

8. Parties/April’s Party-
Theme: Ponies & Pets At Play
Charity: Houston SPCA
Contracted: YES
Education Theme: Pet Play Presentations, 8-9 PM, by Pup Stormy and Fencewood Stables

Announcements:

Please when attending any other parties in Houston especially if they are not HPEP do not try and drag any HPEP politics or discussions to them.

Next Meeting:
May 16th or 17th according to availability.