A membership meeting of HPEP was held at Midtown Bar & Grill
Meeting called to order by HersheyOXO @ 3:19PM, May 16, 2015

In Attendance
Board Members present:
-hersheyOXO – Chairman
-VintageKinkyDoll – Secretary
-HellKittenJ – Treasurer
-slave_snap_snap – Membership Coordinator
-Electra – Education Coordinator
Quorum met – 5 of 5 Board Members were present
A total of 17 members in attendance, see sign-in sheet for other attendees.

Nominations for 2015-2015 Board of Directors
Nominations have been extended through May 30th, 10pm. All nominations can be sent to the board email at HPEP_board@gmail.com or to any of the board members on FetLife.

As of today, there are 6 candidates:
Lady Aurora
slave_snap_snap
Kinky_Cajun
HellKittenJ
CatVain
Luluann

Election Events & Candidate Events
Meet the Candidates: May 31st, 3-5pm @ Midtown Bar & Grill

Full election rules will be posted in a separate thread to give the membership an accounting of the guidelines that will be followed for this year’s election of officers.

Candidates – In order to run for the board, candidates, must be club members for at least 6 months in good standing and must be present at the elections to win an office.
Nominations – must be received by May 30th at 10pm at HPEP_board@gmail.com or to any of the HPEP board members on FetLife.
Balloting – will begin at 3pm and handed out until 340pm. After that, no ballots will be distributed. Board members will be announced by 5pm (unless run-off elections are needed).

Grievances
1) Goddess2You – Asked the board why she was not allowed to give a response to the notification of the banning of Lord_MaXXimus, via private correspondence.

The Chairman sent an email at 11:15am and had received 2 other “yay” votes (slave_snap_snap @1142 and electra @1153), then her own “yay” giving the board a 3 to 4 majority to uphold the decision. Goddess2You’s response not coming in until 1259pm saying “she would respond after work this evening.” Since the board had a 3 to 4 majority vote, the notice was sent and the ban is upheld.

Closed Meeting
HersheyOXO asked if any further business was to come before the board.
None proposed.
HersheyOXO closed the meeting at 4:06 pm.

Board Meeting

A regular meeting of the HPEP Board of Directors was held at Midtown Bar & Grill
Meeting called to order by HersheyOXO @ 4:21PM, May 16, 2015

In Attendance
Board Members present:
-HersheyOXO – Chairman
-VintageKinkyDoll – Secretary
-HellKittenJ – Treasurer
-slave_snap_snap – Membership Coordinator
-Electra – Education Coordinator
Quorum met – 5 of 5 Board Members were present
Kinky_Cajun – Sargent At Arms
A total of 19 members in attendance, see sign-in sheet for other attendees.

Approval of Minutes
The minutes from the previous meeting (Apr 14th) were read and approved.
The minutes from the previous special meeting (Apr 28th) were read and approved

Reports on Committees
SIG Coordinator
ALR – 32 present. ALR has chosen to withdraw its membership from the HPEP umbrella and will no longer be included in this report.
SubSupport – 41 present, next meeting on May 18th
Switches – 12 present, next meeting on May 23rd
TSK – no report given
Big/Little – no report given. Big/Little has chosen to withdraw its membership from the HPEP umbrella and will no longer be included in this report.
HELL – no report given

Newcomer’s 
2 newcomers munches this month and they have gone very well.
April 1st – 28 present, 19 new
April 18th – 24 present, 16 new

Charity
Houston SPCA
Cash received was $87.00 (receipt#905827) and 46 items at party. 163 items were donated. 
cash collected was used to buy additional items.

Treasurer’s Report
Treasurer’s Report was unable to be delivered as records were transferred that morning. A complete accounting will be given at the June Board Meeting.

Old Business
1) 
Web Page and New FetLife Group – As of the 16th the group has 132 members. It is for members to ask questions and bring concerns to the board. It is to be used for the Board to communicate on official club business and members to discuss club business. All official posts, events and notices will be posted in this group. Members are urged to keep a positive voice and leave the drama out of this group. All stickies and important threads are in the transition of being moved from the HPEP – Houston People Exchanging Power group on FetLife to the Official HPEP – Houston People Exchanging Power Group.

Website access has been given over and will contact mohaimen for updates and new web page. We are also seeking a new server to switch the hpep.org site to. More information to come as the site is reviewed and updated.

2) Bylaw revisions.
The special meeting held in April for bylaws and petitions have been incorporated into the current bylaws. A new link and current bylaws will be posted on the .org and FetLife pages.

A possible round table or ideas for bylaw proposals are being accepted by the board to pass onto the newly elected board in June.

3) Direct Fund/Donations for charities
Questions were asked about adding a possible direct fund or paypal account information for HPEP to use for charitable donations. However with the new IRS rules concerning internet transactions and the fees that are charged for the donations the idea to make these pages is not beneficial. A link to each HPEP monthly charity will be posted for anyone to make their own personal donations each month. We ask that people still bring donations (in addition to private donations) to the party or monthly events to support the charities as a group.

New Business
1) 
Resignations & Appointments
May 7th – Membership Coordinator Resignation – RadiantDesires
May 8th – Interim Membership Coordinator – slave_snap_snap
May 9th – Treasurer Resignation – HarmonyInDuality
May 11th – Secretary Resignation – Goddess2You
May 12th – Interim Treasurer – HellKittenJ
May 13th – Interim Secretary – VintageKinkyDoll

2) Board Member’s transfer of responsibilities
New PO Box – – board has the key for the POBox. Because the location is only close to previous treasurer, a new one may need to be obtained but it will need to be the focus of the new board to prevent additional expense two extra times.
New DBA, new bank account and signatories – bank account has outstanding items, waiting to clear so the funds will be left in the account to cover those items. Money will be removed in the form of a cashiers check and held for the newly elected treasurer to deposit in an account opened upon election.
Motion: Small petty cash fund $400 will be withheld from cashiers check to pay for monthly expenses between account closure and new account opening. 
Motion: PASS
Motion made: hersheyOXO
2nd: Electra
All receipts for petty cash fund will be available for review and will be placed in the accounting of treasury books.

3) Election Committee & Rules
Election Committee:
TexasLady4You
Daddy QBall
Firebird
Elections will start at exactly 3pm, June 14th.

4) General Membership lists and membership requirements
For party location, our venue rules will be in affect over the bylaws for parties. DrSam requires that all 1st time party goers have a sponsor. Therefore members must attend a newcomers munch and have a sponsor for the first party.

Questions
1) Goddess2You – “How and when are the members informed of how much funds are donated charities and when are donations given?”
a thread is posted announcing each monthly charity and in that thread, after the party the items collected as well as cash collected is noted. A receipt is given for cash and then receipts of how cash was used are provided to the board. All items are then donated within a week of the party and a picture is taken and posted of donation at location by VKD.
2) TexasLady4You – “Posting a direct link to each organization (ex: Ronald McDonald House) whereby our members can make a donation direct to said charity w/o going through HPEP at all, or PayPal.”
Thread was posted on May 16th for direct donation links to monthly charityhttps://fetlife.com/groups/121050/group_posts/71418…
3) Unknown – “How much $ does the club need for May/June”
Previous monthly were looked at for party expenses and estimated at $300-$400
4) Unknown – “The ATM card needs to be destroyed! We have been through this already!”
When current board members went to pick up treasurer’s bag and information HarmonyInDuality refused to turn over ATM card or checkbooks to the current treasurer. They had her personal name on them and she did not want them out of her presence. New treasurer and membership coordinator are going to close account with HiD’s name on it and get a cashier’s check and petty cash to continue running HPEP’s business for this month until election of a new treasurer.

Closed Meeting
HersheyOXO asked if any further business was to come before the board.
None proposed.
HersheyOXO closed the meeting at 5:00pm.