2003-10-25 Board of Directors Meeting Minutes

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.

D. Website Team Policy
• Mary Lou moved that the following policy be put into place:
  "If any BOD or Officer receives a link request, they check out the site & send it to Tom Parker. If any BOD or Officer receives an article submission, they send it to Steve Cobb".
• Jason 2nd
• Jason offers an ammendment to the motion:
  "All articles are to be sent to Steve Cobb for copy editing & htmling, to Mary Lou for copy editing & Tom Parker for htmling when steve unavailable. Link requests are sent to Tom Parker always."
• Mary Lou 2nd
• After discussion, vote was 5 in favor, 0 against. Motion passes.

E. Partners Program
• Mary Lou moved that we table this item and let Amanda Maxwell and Robert Hawes work up a less burdensome proposal
• Jason 2nd
• After discussion, vote was 5 in favor, 0 against. Motion passes.

F. Request a CPA to look over FSP financial and tax status
• Jason moved the following:
  "That Amanda Phillips turn over all irs correspondence, the old tax return, the new tax return, and the ledger to Malcolm Hastings for the purpose of ensuring that the new tax return was done correctly and that our books are set up correctly. Malcolm is authorized to ask for any additional information required and will report to the fsp board of directors. All tax returns and irs correspondence must be reviewed by malcolm or another cpa prior to payment's being remitted to the irs. All materials must be submitted to malcolm hastings by wednesday october 29th."
• Mary Lou 2nd
• After discussion, vote was 3 in favor, 2 against. Motion passes.

G. Web Team Report and Website Update Policy
• A report was sent to the board by Matt Cheselka on the status of the website as well as work being done to complete the redesigned website and it's associated functionality.
• Mary Lou moved that the web team be given until Wednesday, 29 October 2003, to present a website update policy
• Matt 2nd
• After discussion, vote was 5 in favor, 0 against. Motion passes.

H. Dual Offices in Different Organizations
• Mary Lou moved that we do not allow people to hold dual offices in different organizations
• Tim 2nd
• No discussion
• Vote was 4 in favor, 1 against. Motion passes.

I. Use of FSP Logo
• Steve Cobb's proposal for a logo-trademark policy was discussed and it was decided that Tim, Steve, and Jason should present at the Wed mtg a definition of "requirements" and get advice on the tax consequences of license "fees" or "commissions".

J. "Loyal Order of the Porcupines" (LOP)
• There was a discussion of whether or not it was necessary to make the LOP an official FSP policy and decided to "thow the idea out" to the members in the Nov. Quill to see the reaction.

4. Adjournment

• In Jason's absense, Mary Lou moved that the meeting be adjourned until 8pm eastern time, 29 October 2003
• Matt 2nd
• No Discussion
• Vote was 5 in favor, 0 against. Motion Passes
• Meeting closed 4:34pm eastern time.