Board Meeting Minutes

August 2 2014 Board Meeting Minutes

August 2, 2014
Venue: Aaron Day’s house
Meeting called to order at 9:30am
Present: Aaron, Carla, Sharon, Varrin, Seamas, Jody
Varrin chaired in Rich’s absence.

Agenda
1. Board structure / Fundraising
2. Board / strategic
3. Insurance
4. 2014 Budget
5. Spending policy
6. Event proposal

June 2014 Board Meeting Minutes

FSP Board Meeting PorcFest 6/26/14 Meeting started at 10:10am

Attending: Carla, Seamas, Aaron, Sharon, Varrin, Rich (on phone), Jason Sorens (invited)

Agenda: 1. President’s report 2. Sponsor relations 3. BoD/Sharon’s proposal 4. State of PorcFest

President’s report In addition to her regular reports of what’s been done, Carla will also include gaps and things that were expected to be done but are not yet completed or need more resources. There was a request to have more structure in this report, including who is in charge of different tasks.

Sponsor relations 1. In addition to general event sponsors, a Mission Partner ("MP") category has been created to recognize long-term supporters. Mission Partners will have explicit sponsorship agreements so that terms do not have to be renegotiated for each event as is currently the case. 2. There will be levels with associated perks, going from $10,000 and down. It will be on the web site. 3. Jason Osborne proposed a plan to Carla for a FTL MP contract. Séamas will discuss the contract progress with Mark Edgington.

February 2014 Board Meeting Minutes

FSP Board Meeting
Sunday, February 23, 2014
Crowne Plaza Hotel, after Liberty Forum

Meeting called to order 9:13am
Attending: Carla, Varrin, Aaron (left at 10am), Seamas, Jody, Sharon, Rich (on skype)

Agenda:
1. Liberty Forum
2. 501c3
3. Budget

Liberty Forum. Record ticket sales. VIP tickets work well; expenses matched revenues; Discovery Channel, New Yorker, and other media channels were here. We also had favorable local press. We invited speakers outside the traditional liberty circles, reaching into other demographics, and it was very well received. A tweet-up started the conference, and people were tweeting throughout the Forum. The conference organization team was great. People liked the magazine-style program. There were a lot of first time people attending. Attendees will be asked for feedback via an online survey. We don’t have final numbers for attendance yet, but one good indication was that the parking lot was sometimes full. In order to grow the conference, we’re exploring alternatives for next year.

September 2013 Board Meeting Minutes

FSP Board Meeting
September 2, 2013
Present: Rich, Seamas, Varrin, Steve, Jody, Carla, Sharon
Meeting called to order at 8:06pm

Agenda:

  • President’s report
  • BEARCAT
  • LF14
  • PF14
  • Marketing
  • Fundraising
  • Open Sourcing Projects
  • Full-time
  • Cantwell
  • New Board Member/VP Position

February 2013 Board Meeting Minutes

FSP Board Meeting

February 24, 2013

Meeting called to order 1:17pm

Attending: Carla, Rich on skype, Varrin, Steve, Seamas Sharon, Jody at the Crowne Plaza after Liberty Forum

  1. Budget.

a. Seamas shared 2012 expenditures and compared it to the projected 2013 budget.

b. 501c3 file will be opened in June, so we won’t hear until after PorcFest.

c. Approximately $20k was raised yesterday at LF for Carla’s Trigger the Move campaign.

d. Carla has some promises for more contributions; will plan with Sharon an outreach approach.

e. Jody moved to accept the preliminary budget that starts with the 2012 budget, and also includes the $20k that Carla raised at LF and $10k for website redesign. Steve seconded. All ayes; Carla abstained.

f. Seamas will prepare a monthly breakdown of prioritized budget items, to be sent to us next week.

g. Rich moved to approve budget via email. Seamas seconded. Unanimous.

  1. Web site content.

a. Carla will write it, and will recruit volunteers to help. Target: 3 weeks for release (around March 17).

January 2013 Board Meeting Minutes

FSP Board Meeting

January 14, 2013

Meeting called to order at 8:06pm on skype.

Attending: Rich, Seamas, Steve, Jody, Varrin (for a short while), and Carla

Absent: Sharon

Agenda:

  1. President’s report

  2. 501c3, donor packets, and fundraising efforts

  3. Free State Now

  4. New website

  5. Liberty Forum

  6. Porcfest

  7. Donor database policy

  8. President’s report:

· New signers in Dec = 94, signers SO FAR in Jan = 98.

· Kari is working out great with PR strategy

· FB FSP group's privacy status changed from "public" to "closed." The process for new members remain the same (i.e. have to be authorized by an admin). The FSP page remains public."

· Chris Lopez is still great. We’ll need to do another fundraiser for 2013-14 around May.

  1. 501c3, donor packets, and fundraising efforts

· The IRS is currently working on March 2012 501(c)3 applications so, barring them getting even further behind, they should started on ours around May.

October 2012 Board Meeting Minutes

FSP Board Meeting

October 31, 2012

Attending: Rich, Séamas, Jody, Varrin, Carla, Sharon (late)

Meeting started 8:14pm

Note: Originally scheduled meeting was postponed due to Hurricane Sandy. Meeting was rescheduled with less than the required seven days’ notice, and Stephen Cobb could not attend. He has no objections to the decisions made or these minutes as posted.

Agenda

Welcome Sharon

Old-Business:

        Chris Lopez:

        Atlas Shrugged Outreach

        Curtis

Prez Report

501c3 news

LF Status

O-list refresh

Performance Criteria

Post-election publicity plans.

Postponed Welcome Sharon until Sharon arrives.

Chris Lopez: She’s working out great. She will be sending about 1000 welcome letters/recruit someone letters in the next couple of weeks. Funding is fine.

Atlas Shrugged Outreach: Great both times. Some connections were made for contributions, nothing done yet (waiting for 501(c)3 status). Jody and Séamas contributed miles and bed to make it low cost/free.

August 2012 Board Meeting Minutes

FSP Board Meeting

August 20, 2012

Attending: Varrin, Carla, Rich, Seamas, Steve, Jody

On skype.

Called to order at 7:15pm.

President report:

  1. Liberty Forum.

· Chris Lawless has expressed that he doesn't really want to organize it. Carla is currently planning to have "in-depth" discussion in Tampa. Suggestions that he can train an "apprentice" if he will do it once more.

· Chris should pass down a nominal schedule with some key milestones like dates for Venue and Speaker selected.

· Carla said 6 months is a good event cycle

· Dates: They’re looking at 3 options, one of which is late February.

· It was suggested that Carla post dates to O-list and Doers.

· Revisit Chris issue after Tampa.

June 2012 Board Meeting Minutes

FSP Board Meeting June 23, 2012

Attending: Seamas, Carla, Rich, Varrin, Jody, Brandon

Started at 9:35am at Rogers Campground

501c3 would be easier if Brandon’s resignation was dated early August.

Two more reviews: Varrin and Carla. Final version will be ready a week after that.

PorcFest.

· We’ll chip in for a spa day for Sharon. For Jason: bacon and booze? Carla will take care of logistics.

· Rogers had water problems again. Hard to find another place. Some people are talking about buying a campground somewhere.

· Everything else is going great.

· Sharon may not want to do it next year. She needs a protégé. We want them!

· Dates will be set tomorrow with Crosby.

· Speakers like the VIP lounge. Maybe a different name: first class ticket, paid more money.

· Next year’s program: Have a clear definition of what the FSP is.

Appreciation with Carla as president.

Curtis.

April 2012 Board Meeting Minutes

FSP Board Meeting Minutes

April 23, 2012

Attending: Seamas, Jody (chair), Varrin, Steve, Carla, Rich (late), Brandon (late)

Meeting started at 8:05pm on skype

Agenda:

· 501c3 status

· PorcFest status and budget

· Ron Paul outreach status

· FSP Fundraising/Development

· Hiring of Chris Lopez as FSP admin

· Brandon's resignation

501c3 status

· Email discussion moved this forward.

· Try to expect and head off IRS complaints

· Still need some tax forms, and then a final review

· Need to lean it toward education to make the case for a non-profit. Some ideas: providing education about the benefits of geographically concentrated communities of active liberty-minded individuals. (or something like that);

· Brandon said he’d review the 1023 filing before we send it out.

· There will be a fee of about $750, which will get returned if it’s rejected.

· The rest can be handled by email.

PorcFest status and budget

· Going swimmingly.

February 2012 Board Meeting Minutes

FSP Board Meeting

Saturday, Feb 25, 2012

Liberty Forum

Attending: Seamas, Varrin, Brandon, Steve, Rich, Jody, Carla

8:30am

Agenda

  1. New PF logo. None of us loves it, but it’s already on things. Wish they would have asked for more feedback, but that’s life. Organizers like to put their mark on things.

  2. Thanks to Lawless. Buy them something, like a game as a token for the family time that LF took away. Varrin will ask Edi if she will do that.

  3. 501c3 status. We can finish it in 60 days. We filed two applications under the old fsp. 501c3 and 4, neither were accepted. The 3 wasn’t accepted because we didn’t actively pursue it., weren’t persistent What’s left: the application, the budget. Seamas will shepherd it. Brandon will send some docs to Seamas. Some creative writing needs to be done to frame what we want to do. We should file a non-profit return, 990.

  4. 2012 Budget. Seamas had handouts! With Carla’s additions, the budget gets high. Instead of looking at each item and cutting, Seamas suggested prioritizing what needs to be done.

27 September 2003 Board Meeting Minutes

Free State Project Board Meeting 27 September 2003

In Attendance:

Jason Sorens Mary Lou Seymour Amanda Maxwell Tim Condon Matt Cheselka

  1. Jason called the meeting to order

  2. Old Business

There was no old business to discuss 3. New Business

A. Ballot Return Deadline Jason moved that the deadline for returning ballots be moved from 22 September 2003 to 25 September 2003 Mary Lou 2nd After discussion, vote was 5 in favor, 0 against. Motion passes. B. Press Conference Discussion A discussion amoungst the board took place regarding details of the press conference in New York City. Location, logistics, etc., were all discussed. 4. Adjournment

Jason moved that the meeting be adjourned Matt 2nd No Discussion Vote was 5 in favor, 0 against. Motion Passes Meeting closed

November 2003 Board Meeting Minutes

Free State Project Board Meeting 8 November 2003

In Attendance:

Jason Sorens Mary Lou Seymour Amanda Maxwell Matt Cheselka

  1. Jason called the meeting to order at 1:37 pm eastern time

  2. Old Business

A. Election of Treasurer Jason moved that the board elect Malcolm Hastings as treasurer, provided he is willing to undertake the responsibilities, including coordinating the effort to apply for 501c4 status, and offer Amanda Phillips the option to remain an organizer and assistant to Malcolm, with possible future responsibilities in leadership. Mary Lou 2nd After discussion, the motion was amended by Jason to elect Malcolm Hastings as treasurer of the Free State Project. Mary Lou 2nd vote was 4 in favor, 1 absent, 0 against. Motion passes. 3. New Business

A. Relationship with other organizations in New Hampshire Mary Lou moved that Jason draft a short paragraph outlining the policy of the FSP towards other orgs in NH Amanda 2nd After discussion, vote was 4 in favor, 1 absent, 0 against. Motion passes.

October 29 2003 Board Meeting Minutes

Free State Project Board Meeting 29 October 2003

In Attendance:

Mary Lou Seymour Amanda Maxwell Tim Condon Matt Cheselka

  1. On Jason's request, Mary Lou called the meeting to order at 8:16 pm eastern time

  2. Old Business

A. Web Team Policy Matt moved that The Web Team, consisting of Matt Cheselka, Tom Parker, and Steve Cobb are responsible for day to day running of the website and associated tech features. The President is responsible for overseeing the Team and solving any problems on a day to day basis. Mary Lou 2nd After discussion, vote was 4 in favor, 1 absent, 0 against. Motion passes.

October 25 2003 Board Meeting Minutes

Free State Project Board Meeting 25 October 2003

In Attendance:

Jason Sorens Mary Lou Seymour Amanda Maxwell Tim Condon Matt Cheselka

  1. At Jason's request, Mary Lou called the meeting to order at 1pm eastern time and acted as its chair

  2. Old Business

There was no old business to discuss 3. New Business

A. Monthly Board Meeting Mary Lou moved that a monthly meeting of the board of directors be established that will take place at 1pm eastern time on the 2nd Saturday of every month. Jason 2nd After discussion, vote was 4 in favor, 1 against. Motion passes.

B. Greeters Program Policy Jason moved that the board approves Doug Hillman's policy, which he posted to the organizers email list, for a greeters program to be established and executed Mary Lou 2nd After discussion, vote was 5 in favor, 0 against. Motion passes.

C. Advertisements for Cannibis Culture and High Times Amanda moved that we have Steve Cobb proceed with his plans to place an advertisement for the FSP in Cannibis Culture and High Times magazines Mary Lou 2nd After discussion, vote was 5 in favor, 0 against. Motion passes.

January and February 4 2004 Board Meeting Minutes

Free State Project Board Meeting 9 January 2004 / 1 February 2004

In Attendance:

Jason Sorens Mary Lou Seymour Amanda Maxwell Matt Cheselka

  1. Jason called the meeting of 9 January 2004 to order at 1pm eastern time

  2. New Business

A. End Tim Condon's term on the board of directors 5 days early Mary Lou moved that we end Tim Condon's term on the board of directors 5 days early Amanda 2nd. No discussion. Vote was 4 in favor, 0 agains. Motion passes.

B. Electing a new director to fill the position opening 1/15 A call for nominations was made by Jason Amanda nominated Jean Alexander, Mary Lou 2nd Jason nominated Varrin Swearingen, Matt 2nd Matt nominated George Reich, Jason 2nd After discussion, the voting was as follows: Jean: 2 in favor, 2 against. Nomination does not pass. Varrin: 2 in favor, 2 against. Nomination does not pass. George: 2 in favor, 2 against. Nomination does not pass. 3. Adjournment of 9 January 2004 meeting

December 2003 Board Meeting Minutes

Free State Project Board Meeting 13 December 2003

In Attendance:

Jason Sorens Mary Lou Seymour Amanda Maxwell Tim Condon Matt Cheselka

  1. Jason called the meeting to order at 1pm eastern time

  2. Old Business

No old business 3. New Business

A. Information Technology Department/Team Mary Lou moved that we set up an IT Dept. with an IT Director, webmaster, and database manager. Director reports to President. Database manager sends member list of secretary weekly. Jason 2nd. After discussion, vote was 5 in favor, 0 agains. Motion passes.

February 15 2004 Board Meeting Minutes

Free State Project Board Meeting 15 February 2004

In Attendance:

Jason Sorens Jean Alexander Matt Cheselka

  1. Jason called the meeting to order at 1pm EST

  2. Old Business

Approval of Board meeting minutes for 13 January 2004 Matt reported that his machine crashed and he lost the transcript of the meeting. He requested that someone else on the board send him the transcript asap. Once this is done, they'll be posted and the board can approve them via an email vote. 3. New Business

February 22 2004 Board Meeting Minutes

Free State Project Board Meeting 22 February 2004

In Attendance:

Jason Sorens Mary Lou Seymour Amanda Maxwell Jean Alexander Matt Cheselka

  1. Jason called the meeting to order at 10pm EST

  2. Old Business

A. Approval of Board meeting minutes for 15 February 2004 Jason moved that we accept the minutes of the February 15th meeting and reaffirm the decisions made there. Matt 2nd After some discussion, Jason ammended his motion to just accept the minutes of February 15th. After discussion, Jason moved to close the discussion, Matt 2nd, vote was 3 in favor, 0 against, 2 abstain On the motion, vote was 3 in favor, 1 against, 1 abstain. Motion passes.

B. Reaffirmation: Election of President Jason moved that we elect Amanda Phillips president of the Free State Project for a term ending 12 am on 16 August 2004. Matt 2nd No discussion. Jason moved to close discussion, Jean 2nd, vote was 3 in favor, 2 against. Motion Passes. On the motion, vote was 3 in favor, 2 against. Motion passes.

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