2005-04-17 Board of Directors Meeting Minutes

FREE STATE PROJECT, Inc.
Board of Directors Meeting
17 April 2005

In Attendance:

• Jean Alexander
• Steve Cobb
• Amanda Phillips
• Adam Rick
• Jason Sorens
• Varrin Swearingen

Not In Attendance:

• Evan Nappen

1. Call to Order

   Jason Sorens called the meeting to order.

2. Board Authority to Remove/Veto Choice for Department Heads
   • Adam Rick moved to adopt the policy that the Board of Directors shall have the power to remove or veto a choice of department head if a problem were to arise.
   • Varrin Swearingen 2nd.
   • Discussion
   • Jason Sorens moved to close discussion.
   • Steve Cobb 2nd.
   • Adam Rick withdrew his motion with the understanding that the Board may exercise this power in extraordinary circumstances.

   [It was determined that the board does have this authority without a vote. Voting on such a power would actually limit the board's authority.]

3. Annual department goals to the Board
   • Jean Alexander moved that all officers, board members and department heads provide annual goals that support the organizations strategic goals.
   • Jason Sorens 2nd.
   • Discussion
   • Jason Sorens moved to close discussion
   • Varrin Swearingen 2nd
   • Vote: 6 aye - 0 nay - 0 abstain
   • Vote on original motion: 6 aye - 0 nay - 0 abstain
   • Motion passes.

   [All Officers, Board Members and Department Heads will provide annual goals that support the organizations strategic goals.]

4. Monthly Activity Reporting
   • Jason Sorens moves that department heads make monthly reports, which are publicly available, to the board and on the website.
   • Jean Alexander 2nd
   • Discussion
   • [Monthly with a report of "no activity" and brief checklist reports acceptable.]
   • Jason Sorens moved to close discussion.
   • Jean Alexander 2nd.
   • Vote: 6 aye - 0 nay - 0 abstain
   • Amanda Phillips recommends rewording so that reports are made to the President/VP who then reports to the board.
   • Jason Sorens revises the motion to department heads are required to provide monthly reports, collected by the president, which are made available to the board and on the website.
   • Varrin Swearingen 2nd.
   • Jason Sorens moved to close discussion.
   • Vote: 6 aye - 0 nay - 0 abstain
   • Vote on original motion: 6 aye - 0 nay - 0 abstain

   [Monthly reports from all department heads will be collected by the President/Vice President and then made available to the Board of Directors and on the website.]

   Amanda Phillips leaves chat and continues participation via telephone.

5. Budget
   • Treasurers proposed annual budget is discussed. A few changes are suggested.
   • Jean Alexander moved that the board accept the annual budget as amended.
   • Adam Rick 2nd.
   • Discussion
   • Jason Sorens moved to close discussion.
   • Jean Alexander 2nd.
   • Vote: 6 aye - 0 nay - 0 abstain
   • Vote on original motion: 6 aye - 0 nay - 0 abstain

   Steve Cobb leaves the meeting

6. Adjournment
   • Adam Rick moves to adjourn the meeting
   • Jean Alexander 2nd
   • Vote: 5 aye - 0 nay -- 0 abstain
   • Meeting is adjourned.