Board of Directors Meeting Minutes 2006

2006 Meeting Minutes

2006-12-06 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 12/06/2006

In attendance:

  • Sandy Pierre
  • Jason Sorens
  • Morey Straus
  • Brian Sullivan
  • Varrin Swearingen

Absent:

  • Steve Cobb
  • Jon Maltz

Meeting Agenda

I. Action item: make decision on how to close out First 1000

II. Discussion: future of FSP

III. Discussion: purging non-contactable non-voters from participant database

Meeting was called to order at 2:04PM FST. (It's noted that it is 3:00AM in Varrin's location.)

I. Action item: make decision on how to close out First 1000

Jon Maltz joins the meeting at 2:05PM.

Discussion of First 1000 progress (over 700 pledge signers as of today, with a 79.9% projected rate), possibility of doing another pledge in 2007, and what could have been done differently to improve pledge signup rate. Discussion of possible ways to wrap up pledge. Consensus is to have Varrin write a "positive but honest" essay and publish it widely: in FSP News, on email lists, to pledge signers and on FSP website. It's unknown whether or not Pledgebank will allow an email to be sent to pledge signers after the expiration of the pledge; that needs to be checked. Varrin may need to have the essay ready by Dec. 31. Sandy will write a post-mortem essay, from the project management perspective, for internal use.

Steve Cobb joins the meeting at 2:28PM.

Sandy moves to agree that Varrin will compose an essay for wide distribution to FSP Participants and friends; Sandy will compose a detailed post-mortem essay, including recommendations for project management improvement, for internal use. There is no second.

Varrin moves to close discussion; Jon seconds.

Voting to close discussion: 6 ayes, 0 nays, 1 abstention

Voting on original motion: 6 ayes, 0 nays, 1 abstention

Motion carries.

II. Discussion: Future of FSP

For the benefit of those who haven't read it yet, Morey's synopsis of our three primary options that was posted on the FSP forum are reposted here:

  1. Get out of the numbers game entirely. Drop the 20k, don't repeat anything resembling the F1K, and stay away from all signup counts forevermore. Adopt a pure strategy that touts the pro-freedom benefits of New Hampshire and why you should move here ASAP. This may or may not include continuing to track the number of actual movers who take the time to inform us of their relocation.
  2. Make the commitment threshold more flexible. Allow people to choose a number of other movers or signers that will trigger their own move. This could be set up as a multiple choice quiz, or a number of their own choosing. Continue to encourage moving now or at a lower threshold.
  3. Keep doing what we've been doing. Leave the 20k counter where it sits, and only remove people by explicit request.

Discussion ensues. Opinions vary on this issue. Varrin suggests that if we choose something like door #2, we could put all the existing 20k signers on as 20k / 5 years in the 'matrix'. We could then add a requirement that you confirm your commitment every year. Alternately, we could publish the aging of the commitments as a third 'dimension'. Jason feels that option #3 goes against the original intent of the Project. He suggests we see how the public conversation goes between 1 and 2, then if 2 seems like a viable option, we should begin to talk about what to do with existing signers.

[Agenda item 3 is essentially merged with item 2]. There is strong division on the subject of purging non-contactable non-voters (count is approximately 1500 participants, per former Director Adam Rick). Pursuing option #1 would make this issue moot.

Discussion of how the timing of this decision might affect Liberty Forum registration. Consensus is that there is no need for concern, as this is a positive step for the FSP.

Varrin moves to place items #2 and 3 on more time pending participant / public discussion and further Doer / Organizer / volunteer input; Morey seconds.

Voting on motion: 7 ayes, 0 nays, 0 abstentions.

Motion carries.

Jason moves to adjourn; there is no second.

Varrin leaves the meeting at 3:20PM.

Voting on motion: 7 ayes (Varrin voted before leaving the meeting), 0 nays, 0 abstentions.

Meeting adjourned at 3:23PM.

Respectfully submitted,

Sandy Pierre, Secretary

 

 


2006-11-19 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 11/19/06

In attendance:

  • Steve Cobb
  • Sandy Pierre
  • Morey Straus
  • Brian Sullivan
  • Varrin Swearingen
Absent:
  • Jon Maltz
  • Jason Sorens

Meeting Agenda

I. First 1000

II. status report on PorcFest 2007

III. status report on New Hampshire Liberty Forum

Meeting, which was scheduled for 2:00PM, is called to order at 3:02. Directors left waiting for an hour were not amused. In Jason's absence, Varrin offers to chair.

I. First 1000

Sandy reports that she has been posting sorta-weekly status reports on the progress of the F1K campaign on the dedicated F1K Yahoo list. Provides copy of most recent report for Directors' convenience. This past week was our third highest sign up week all year. It's pointed out that the chair of the Vermont LP recently signed. Discussion of the possibility of proactively signing up people known to have already moved.

Jon Maltz joins the meeting at 3:14PM.

II. status report on PorcFest 2007

Varrin reports that we have a contract, but it hasn't been signed yet. The dates and location have been nailed down, still working on ironing out the contract details. Concern is expressed that contract hasn't been finalized yet. Some of the delay is on Gunstock's end; some is on ours. Varrin reports that there is an outstanding need to fill the FSP's VP position(s) to help him in overseeing projects such as this. No ETA is available on a finalized contract. Rich is out of town this weekend representing the FSP at the Students for Sensible Drug Policy conference.

III. status report on New Hampshire Liberty Forum

Planning is going well. Irena is highly praised for her management skills. We have sold 65 Stossel keynote dinners so far, and advertising has hardly begun. Earlybird pricing ends in a few days. A new volunteer to handle advertising would be helpful. Chris L. has planning for the vendor tables and the ski trip under control. Denis is handling website registration. Michelle L. is coordinating a volunteer team for the conference. The speaker list is being finalized.

Discussion of the need for new VP's, Varrin's recent post on the Doers list, new IT team volunteer Louis, and what a great job he's doing.

Returning to agenda item 1, discussion of year-end plan for First 1000. Discussion of issuing a press release, accelerating F1K email schedule to once/week, and "robo-calling", running F1K again next year, F1K phone banking.

Freewheeling discussion of Rothbardian philosophy, ideas for the future of the FSP, website upgrade, responses from Time magazine article, the need for more volunteers. Varrin discusses his idea for a recruitment project for next year.

Two important questions remain:

1: What to do in response to First 1000
2: What to do overall re: the FSP

Ideas are discussed, but decisions are deferred until next month.

Morey moves to adjourn; Jon seconds.

Voting on motion: 6 ayes, 0 nays, 0 abstentions.

Meeting adjourned at 4:29PM.

Respectfully submitted,

Sandy Pierre, Secretary 


2006-10-22 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 10/22/2006

In attendance:
  • Jon Maltz
  • Sandy Pierre
  • Jason Sorens
  • Morey Straus
  • Brian Sullivan
Absent:
  • Steve Cobb
  • Varrin Swearingen

Meeting Agenda:

I. Review and update FSP Policies

II. Discuss priorities for spending between these large items:   Participant (F1K + LF) mailing, Liberty Forum, Advocates prospecting mailing

III. Approve spending in the appropriate amount for the Advocates Prospecting mass mailing

Meeting is called to order at 2:30PM FST.  Jason asks Sandy to chair the meeting.

I. Review and update FSP Policies

The current FSP Policies are posted here: http://freestateproject.org/ about/policies.php  Brief discussion of a few policies.   Consensus is that this matter isn't urgent, and it might be better to wait until all Directors are present.
Morey moves to postpone this item to the next meeting; Jon seconds.

II. Discuss spending priorities

Varrin requested feedback from the Board on prioritizing spending amongst the following three items:
  1. Participant mailing covering First 1000 and the Liberty Forum
  2. Liberty Forum
  3. Mass mailing to the Advocates for Self-Government mailing list
Jason points out that the FSP doesn't currently have enough money to fund all three.  Brief discussion of fundraising returns on mass mailings.

Sandy moves to prioritize spending in this order: F1K + LF mailing, then Liberty Forum, then possibly an Advocates prospecting mailing; Morey seconds.
Morey moves to close discussion; Jason seconds.
Voting on closing discussion: 5 ayes, 0 nays, 0 abstentions.

Voting on motion: 5 ayes, 0 nays, 0 abstentions.
Motion passes.

III. Approve spending for the Advocates prospecting mass mailing

Varrin had mentioned that a mailing to the full Advocates list would exceed the current budget, but an exact figure was not yet available.  It would be ~$14,500.  He doesn't yet have a quote on mailing to part of the list but he's working on that.  Brief discussion.  Consensus is that, due to unresolved year-end issues, it seems premature to commit to this large an expense.  Jason suggests approving the mailing, but requesting that it be delayed until January. 

Jason is losing power, leaves meeting at 2:49PM.  Quorum is lost.

Informal consensus of remaining directors is to table this item until November, leaning towards not authorizing a mailing until January 2007.

Sandy unofficially moves to adjourn; Morey unofficially seconds.
Unofficially voting: 3 ayes, 0 nays, 1 abstention.
Meeting unofficially adjourned at 2:58PM.

2006-09-17 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 9/17/2006

In attendance:
  • Jon Maltz
  • Sandy Pierre
  • Jason Sorens
  • Morey Straus
  • Brian Sullivan
Absent:
  • Steve Cobb
  • Varrin Swearingen

Meeting Agenda:

I. Recruiting New Hampshire residents

II. Policy for Political/Social Change Activity of FSP Directors/Officers/Volunteers

III. Revision of FY2007 Budget to expand the direct mail prospecting / outreach
budget and the in-house advertising budget with some combination of the
following:

1:  Expanding the total budget, and/or

2:  Shifting amounts from other lines.

IV.  Implications of September 2006

Meeting is called to order at 2:07PM FST.

I. Recruiting New Hampshire residents

The idea is that they would not count toward 20,000 but would count toward the "in NH" number.  They would have a separate Statement of Intent to sign to help them feel a part of the FSP.  Discussion ensued of existing "Pioneers" and "Friends" programs.

Jon proposes an In NH SOI (that removes the "will move" part) and we track it apart from all other numbers.  Consensus is that this would not add significant value to the FSP.  Alternative proposal is to add existing Friends count to front page of website.  Consensus is that this is a good idea, and formal Board approval is not necessary to implement it.

II. Policy for Political/Social Change Activity of FSP Directors/Officers/Volunteers

This agenda item relates to the fact that FSP Directors, Officers and other volunteers are frequently politically active outside of their roles within the FSP.  Is it necessary to define a policy to set limits/guidelines on political activities in which FSP representatives may engage?  Is there the potential for damage to the FSP by any such activities?

Jason referrenced the only existing current policy: "# Dual Officers Policy (passed 10/25/03)  The Officers of the FSP should not hold Office in other organizations during their FSP term of office."  Discussion ensued.  Specific hypothetical scenarios, such as the NHLA, the LPNH, and the Minutemen, were discussed.  Board is unanimous in the opinion that people should be free to do what they want with their free time, unless there's a direct conflict of interest with the goals of the FSP.  Discussion of what constitutes "conflict of interest".  Vendors would fall into this category.  If one were to promote antiliberty causes, then presumably one would have one's FSP participant status revoked. 

Discussion of reviewing and purging various other obsolete policies (see http://freestateproject.org/about/policies.php ).  Action deferred to next month, to allow Directors time to review.

III. Revision of FY2007 Budget

to expand the direct mail prospecting / outreach budget and the in-house advertising budget with some combination of the following:

1:  Expanding the total budget, and/or

2:  Shifting amounts from other lines.

The approved budget didn't take into account the $6000 a year we pay Free Talk Live for promotion; that error needs to be corrected.  We have also already spent the entire advertising budget, and would like to shift funds from other areas to allow for more advertising. 

Discussion of possible budget changes.  The Liberty Forum's $12k could be an increase in the total budget, as a new line item.  $10k is for John Stossel, $2k is for direct expenses (equipment, hall rental, etc).

Jason moves to adopt a revised budget as follows: we combine recruiting, direct mail and development into a single direct mail line, take $15k from the PR budget, apply an additional $5k to the direct mail category (making the total budget for direct mail $17.5k), and apply $10k to the in-house advertising budget (making the total budget for in-house advertising $15k).  Sandy seconds.

Jason moves to close discussion; Morey seconds.

Voting on closing discussion: 5 ayes, 0 nays, 0 abstentions.

Voting on original motion: 5 ayes, 0 nays, 0 abstentions.
Motion passes 5-0-0.

IV.  Implications of September 2006

This agenda item relates to the fact that the FSP has reached its 5-year anniversary.  Discussion of implications of this.  The Board previously passed a motion allowing FSP Participants who so request to be released from their SOI pledge "at the end of the year", not in September 2006.  [see minutes of 10/5/2005]  Consensus is that we already made our announcement last year and don't need to reiterate it at the end of this year.  Only about a dozen people have requested that they be removed.

Issue of non-contactable non-voters from the "Which State" vote is raised.  Discussion of fulfilling previous promise to purge these people from the participant list.  Preliminary discussion of potential changes to core mission of FSP at end of year, based in part on outcome of First 1000, and in part on 5-year review of progress of organization.  Board is not in consensus on issue of purging non-voters.  Jon proposes deferring this discussion until December. 

Discussion of Free West movements.  Pros include the benefits of friendly competition.  Discussion of November NH elections, and possibility of issuing press release on electoral successes of early FSP movers.  Consensus is to do this, but to use aggregate numbers rather than naming individuals, so as not to hurt anyone's political clout in state. 

Jason moves to adjourn;  Jon seconds.
Voting on motion: 5 ayes, 0 nays, 0 absentions.
Meeting adjourned at 3:36PM FST.


2006-08-20 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 8/20/06

In attendance:
  • Steve Cobb
  • Jon Maltz
  • Sandy Pierre
  • Morey Straus
  • Brian Sullivan
  • Varrin Swearingen
Absent:
  • Jason Sorens

Meeting Agenda:

I.  Decision re: adding $10,000 to the Liberty Forum budget to pay for John Stossel as keynote speaker
 
II. Discussion of PIC survey results
   
III. One year terms for Directors

IV. Elections for Directors

V. Status of Direct Mail
 
Meeting is called to order at 2:13PM FST.  In Jason's absence, Sandy will chair.

I. Adding $10,000 to the Liberty Forum budget to pay for John Stossel as keynote speaker


Varrin needs to leave the meeting ASAP.  A bit of discussion of this agenda item took place prior to the meeting officially being called to order.  No one appears to object to approving the requested funds.

Sandy moves to approve an additional $10K for the NHLF budget; Varrin seconds.
Morey moves to close discussion; Varrins seconds.
Voting on closing discussion: 6 ayes, 0 nays, 0 abstentions.

Voting on original motion: 5 ayes, 0 nays, 1 abstention.
Motion passes 5-0-1.

Varrin leaves the meeting at 2:18PM.

II. Discussion of PIC survey results


Morey emailed copies of PIC's final report on their survey to all Boardmembers shortly before the meeting. A synopsis of the report is as follows: Bascially, it expands on the summary with additional suggestions for crafting our message.  The first half is dedicated to honing our message, the second half is in-depth analysis.

Jason joins the meeting at 2:21PM. After being informed that the Board already approved the Stossel funds, he reports that that's fine with him, he would have voted for them as well.

The Board discusses the PIC report and various strategies for recruiting new participants.  Summary of discussion is "In a nutshell, we are still looking at the exact same strategies that we formed several years ago, but now we are a bit better informed about our customer market, so we can proceed with greater confidence."

Sandy moves to close discussion; Jon seconds.  Since this is a non-action item, no vote is required.

III. One year terms for Directors


Sandy clarifies that the intention is to have terms based on dates of service, not calendar year.  The intention is also not to impose terms retroactively.

Sandy moves to institute one year renewable terms for Directors; Morey seconds.

Discussion ensues.  Sandy presents several advantages to terms.  Jon requests a provision that a significant portion of the Board doesn't turn over at once.  Jason mentions that the Board used to have terms.  Several Directors indicate that their feelings on this item are linked to agenda item #4 (elections for Directors).  Sandy (who is still chairing the meeting) offers to defer this item until after #4.  

Morey moves to close discussion, then withdraws the motion.
Jon moves to lay the motion on the table; Steve seconds. Sandy declares this item deferred.

IV. Elections for Directors


Sandy makes the following motion (which was emailed to all Directors shortly before the meeting); Morey seconds.

Directors of the Free State Project shall be elected.
 
 CANDIDATES
 
 Candidates must be participants of the Free State Project, Inc. and of the age of majority in the State of Nevada.  
 
VOTING BODY
 
 The Voting Body will be the board, officers, organizers and active volunteers of the Free State Project, Inc.  Active volunteers will be defined as people on the organization chart as of the date a vacancy occurs.  Department heads may, at their discretion, grant voting rights to volunteers who do not appear on the org chart.

PROCESS
 
 Candidates must notify the board of their interest within a week of the announcement of the election.
 
 The voting pool must be finalized before the final candidate list is announced by the Board.  The Board may, at its discretion, vet candidates for suitability.
 
 The board will issue a list of the approved candidates on Day 8.
 
 Candidates may issue an initial statement about their suitability and goals for the position on the "General FSP Discussion" section of the forum on Day 8.
 
A period of Q&A between voters and candidates may continue on the "General FSP Discussion" section of the forum for approximately one week.
 
 The vote will be held.
 
 Votes will be forwarded to the Chair and Secretary of the FSP.  Votes can be anonymous if the voter desires.
 
 Voting will be Condorcet method if there are more than two candidates.
 
 Voting ends on approximately Day 15.
 
 The Board of Directors will confirm the election.
 
 Discussion ensues.  It is reiterated that the Board would retain the discretion to reject candidates. All Directors express dissatisfaction with either the wording of the motion or of elections in general.
 
 Morey moves to close discussion.
 Jon moves to amend the motion to limit the voting population to the Organizers list.
 Jason recommends holding voting on an ad hoc basis, rather than adding it to the bylaws. He expresses a desire to have doers and/or organizers vote for the board, just 'informally,' whenever there's an opening. The bylaws already contain provisions for voting. Sandy indicates that she is amenable to Jason's idea.
 Jon withdraws his motion to amend.  
 Brian seconds Morey's motion to close discussion.
 Because not all Directors have expressed an opinion on Jason's recommendation to hold voting on an ad hoc basis whenever there's an opening, Sandy declines to withdraw her original motion.
 
 It is pointed out that a vote on this agenda item will only be symbolic, as votes on amendments to the bylaws must be unanimous.
 
 Vote to close discussion: 6 ayes, 0 nays, 0 abstentions.
 Motion passes.
 
 Voting on original motion: 2 ayes, 4 nays, 0 abstentions.
 Motion fails, 2-4.
 

 V. Status of Direct Mail

The Directors discuss the efficacy of direct mail.  
 
Sandy closes discussion on #5.  Brian, Steve and Morey all indicate that they need to leave.  Since there would not be a quorum, Sandy doesn't bother to reopen #3.
 
 Sandy moves to adjourn; Jason seconds.
 Voting on motion: 6 ayes, 0 nays, 0 abstentions.

Meeting is adjourned at 4:00PM.

Respectfully submitted,

Sandy Pierre, Secretary

2006-07-15 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 7/15/06


In attendance:
  • Jon Maltz
  • Sandy Pierre
  • Jason Sorens
  • Morey Straus
  • Brian Sullivan
  • Varrin Swearingen
Absent:
  • Steve Cobb

Meeting Agenda:

I.   widespread database access and email list expansion.
 
II.  formalize a written disclaimer for the website and written communications that will allow us to start publicizing specific Free-Stater success in New Hampshire  (specific, though de-identified so as to be generic).
   
III. make a decision re: selling Roger Grant's video on our website
 
IV.  updated PIC report, based on Varrin's conversations with Brian G. at his house, as well as a recap of what was covered on Sunday at PorcFest
 
V.   IT update. What's the status of switching to the new database?   
 
VI.  2007 New Hampshire Liberty Forum budget issues

Meeting is called to order at 2:15PM FST.

I. widespread database access and email list expansion

Per Varrin, "email list expansion" means expanding the use of our email list(s) for FSP promotion.  Currently, we only email the entire email list once a month, for distribution of the FSP News.  "Widespread database access" is related to sharing participant phone numbers with volunteers for F1K calling purposes.

Steve Cobb joined the meeting at 2:24PM.  All Directors are now present.

Several issues were raised in regards to distributing participant phone numbers to volunteers.  Discussion of these issues.  
Discussion of how to manage a phone calling project.

Varrin makes the following motion; Morey seconds:
The FSP Authorizes releasing names and telephone numbers in its database to individual volunteers for phone calling as a part of specific projects under these conditions:
1:  The phone calling project is approved by the President and/or Board
2:  The volunteers are screened and trained
3:  The volunteers only receive names and numbers
4:  The volunteers are asked to keep the names, numbers and results of calls confidential
5:  The volunteers are asked to report back with results including bad numbers
   
Morey moves to close discussion;  Jason seconds.
Voting on closing discussion: 7 ayes, 0 nays, 0 abstentions

Voting on original motion:
7 ayes, 0 nays, 0 abstentions
Motion passes 7-0.


II.  formalize a written disclaimer for the website and written communications that will allow us to start publicizing specific Free-Stater successes in New Hampshire

Discussion of the need for a disclaimer.  The one currently on the NHFree website re: the Free State Activism DVD, written by Varrin, was presented as a sample.  The one on the FSP News page, written by Jon, was presented as another sample.   Morey suggests making a separate web page containing the disclaimer, and linking to it as necessary.  Varrin agrees to finalize the wording, based on his sample, create a new FSP web page to hold it, and provide a link to the Board for comments.

III. selling Roger Grant's video on FSP website

The Board is in consensus that selling the video would be beneficial to the FSP.  Discussion of details re: price, fulfillment, whether to buy wholesale, sell by consignment, or pay a flat sum to Roger for distribution rights.  Concern was expressed about using donor funds to pay Roger, as not all Organizers favor selling this DVD.  There is no hard policy as to what will or won't be sold in the FSP store.  It has been left to the discretion of the store manager (Phil Denisch) and PR Director (Steve Cobb), to decide how to sell the DVD.

IV.  updated PIC report

Brian Gottstein informally shared preliminary survey results to some Directors at PorcFest.  Based on those results, he will update the general tri-fold.  Varrin has seen a draft and it looks "great".  The update should make it more suitable for our target audience.  The survey tells us one overriding thing: of the people who already know enough about us to find the survey, their main interest is in seeing libertarian ideas work.  Varrin and Morey agree to produce a full PIC report within a few days.  We will use the results to tailor our First 1000 call campaign.

V.   IT update

Jon is having technical issues completing the new signup form in CiviCrm. He needs technical help to complete.
The original ETA for completing the switch to the new database was April; no revised estimate has been provided by the IT department.  Discussion of paying someone to do it.  Seth has requested more guidance re: what demographic info to gather in the new database and revised signup form.  Jon feels he can complete the signup form and database transfer himself, if necessary, but there is the potential for mishaps due to lack of experience with Drupal.  Steve calls Seth to discuss.  Steve says that an IT update will be posted to several lists shortly.  Jon accepts responsibility for completing the database migration.

VI.  2007 NHLF budget issues

Irena Goddard has not yet submitted a budget request.  Discussion of whether or not NHLF should be expected to break even.  At the moment, the FSP doesn't have much in the way of unallocated funds.  PorcFest didn't use all of its budgeted funds; however, the 1Q financials aren't done yet so we aren't certain of the exact figure.

Morey moves to authorize Varrin to allocate a preliminary budget not to exceed $2000; Sandy seconds.
Discussion.
Varrin moves to close discussion; Morey seconds.
Voting on closing discussion: 7 ayes, 0 nays, 0 abstentions
Voting on original motion: 7 ayes, 0 nays, 0 abstentions
Motion passes.

Varrin moves to adjourn; Jason seconds.
Voting on motion to adjourn: 7 ayes, 0 nays, 0 abstentions

Meeting is adjourned at 4:07PM.

Respectfully submitted,

Sandy Pierre, Secretary



2006-06-28 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 6/28/06

In attendance:
  • Steve Cobb
  • Sandy Pierre
  • Jason Sorens
  • Brian Sullivan
  • Varrin Swearingen
Absent:
  • Morey Straus

Meeting Agenda:

I.: Election of a new Board member

Meeting is called to order at 10:11PM FST.

I. Board member election

Board members had discussed this via email prior to the meeting. The general consensus was to elect Jon Maltz.
Jason makes a motion to elect Jon Maltz to the Board.  Varrin seconds.
Brief discussion ensues, primarily focused on the topic of whether Jon had recently expressed a willingness to serve on the Board.
Jason moves to close discussion.
Voting on closing discussion: 5 ayes, 0 nays, 0 abstentions

Voting on original motion:
5 ayes, 0 nays, 0 abstentions
Motion passes 5-0.

Brief discussion of Liberty Fund conference Jason will be directing in April in New Hampshire.

Brief discussion of the two upcoming Porcupine events, one in winter and one in summer 2007.


Meeting is adjourned at 10:26PM.

Respectfully submitted,

Sandy Pierre, Secretary

2006-05-21 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 5/12/06

In attendance:
  • Steve Cobb
  • Sandy Pierre
  • Jason Sorens
  • Morey Straus
  • Brian Sullivan
Absent:
  • Varrin Swearingen

Meeting Agenda:

  1. Discuss vacant Board seat
  2. Schedule June Board meeting
  3. PorcFest Keynote speaker
  4. PIC Reports and invoices
Meeting is called to order at 2:24PM.

I. Vacant Board seat

There's a general consensus to hold off on the discussion of a new Boardmember until the June meeting, which will probably take place in person at PorcFest.
 

II. June Board meeting

Discussion of scheduling the June meeting for some time on Sunday June 25.

Varrin joins the meeting at 2:31PM.  All Directors are now present.

After some discussion, this item is deferred until all of the Directors have solidified their PorcFest travel plans.

III. PorcFest Headline speaker

As of now, a headline speaker has not been nailed down for PorcFest.  However, the schedule is full anyway, so this does not present an issue schedule-wise.  Kate Rick has reported that PF planning is going fine.

IV. PIC Report and invoices

Morey posted a PIC report to the Board list prior to the meeting.  He agreed to clean it up a bit prior to forwarding to the Doers list and FSP forum.  Morey has received invoices from PIC; he will run them by the appropriate project manager(s) and then forward them to Jason for payment.

Since the agenda has been completed, there is an impromptu discussion of the status of the new website. Steve reports that the forum has been migrated to the new server.  The next step is for Seth C. to move the main site to site 5. He will then finish migrating the member database.  There is no timeline on finishing the database migration.  Sandy should proceed with using the old database and interface.  The membership counter on the home page will be fixed "real soon now".

Discussion of updating membership info with the list of known address updates and the stack of to-be-processed new member signup forms. Varrin will mail the forms to Sandy for processing.    

Discussion of the number of members who exercised the option to opt out when the Statement of Intent was revised last fall.  The number is quite small.

Jason moves to adjourn.  Varrin seconds.  
4 ayes, 1 nay, 1 abstention.
Motion fails.

Discussion of the status of PorcFest and how it appears to be shaping up.  As of now, attendance looks to fall somewhere between PF04 and PF05.  Discussion of how to increase promotion.

Discussion of the status of the First 1000 pledge.  Discussion of 2007 PorcFest Czar/Poohbah.

Sandy moves to adjourn. Varrin seconds.
5 ayes, 1 nay
Motion carries.

Meeting is adjourned at 3:42PM.

Respectfully submitted,
Sandy Pierre, Secretary

2006-04-23 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 4/23/06

In attendance:

  • Jean Alexander
  • Steve Cobb
  • Sandy Pierre
  • Morey Straus
  • Brian Sullivan
  • Varrin Swearingen
Absent: Jason Sorens

Meeting Agenda:

  1. Approve Brian Sullivan to the Board
  2. Approve the budget
  3. Approve a motion regarding Morey Straus as PIC point of contact that will allow him spending authorization authority within the PR budget.
  4. PIC Report
  5. General spending approval mechanism for spending both in and out of the budget.
  6. Discussion of 501(c)4 Application Status and Strategy
Meeting is called to order at 12:55PM.

Varrin nominates Jean as temporary chair for the meeting in Jason's absence.  Steve seconds.
Call for discussion, but there is none.
Morey moves to close discussion; Steve seconds.
4 ayes, 0 nays, 1 abstention
Motion carries.

I. Approve Brian Sullivan to the Board.

Varrin moves to add Brian Sullivan to the FSP Board effective immediately; Sandy seconds.
Call for discussion, but there is none (the Board, including Jason, had discussed this prior to the meeting).
Morey moves to close discussion; Varrin seconds.
4 ayes, 0 nays, 1 abstention
Discussion is closed.
Vote on original motion.
5 ayes, 0 nays, 0 abstentions
Motion carries.  Brian is now a participating member of the Board.  Boardmembers welcome Brian.

II. Approve the new fiscal budget.

Sandy moves to approve the final version of the budget sent to the O-List by Jason; Varrin seconds.
Brief discussion of PorcFest budget.
Morey moves to close discussion; Jean seconds.
6 ayes, 0 nays, 0 abstentions
Voting on original motion
6 ayes, 0 nays, 0 abstentions
Motion carries.

III. Authorize Morey Straus as the lead point of contact with Positive Impact Consulting, LLC (PIC)

Varrin makes a motion: move that Morey be authorized to authorize all reasonable expenses for work to be performed by PIC; Sandy seconds.
Discussion ensues.  Monthly reporting requirements are suggested.  Discussion of who needs to approve expenditures over $500.  Sandy amends the motion to add "within the Public Relations budget".
Morey moves to close discussion of amendment; Varrin seconds.
6 ayes, 0 nays, 0 abstentions
Motion carries.
Vote to close discussion on original motion.
6 ayes, 0 nays, 0 abstentions
Motion carries.
Voting on amended motion, which now reads: move that Morey be authorized to authorize all reasonable expenses within the Public Relations budget for work to be performed by PIC.
6 ayes, 0 nays, 0 abstentions
Motion carries.

IV. PIC Report

There are no new developments since Morey's last report to the Board.  He will post an update to the Board list.
Discussion of development of a promotional video as a recruiting tool, possibly for direct mail.

Jason Sorens joins the meeting at 1:26PM.  All seven Directors are now present.
Jean resigns as temporary chair;  Jason takes over chairing the meeting.

Jean requests to add discussion of an historical reenactor at PorcFest to the agenda.
Morey requests to add discussion of the national LP convention to the agenda.
Jason adds both items to the agenda.

V. Discussion of general spending approval mechanism for spending both in and out of the budget.

Varrin would like to clarify and formalize the current FSP policy.  Lengthy discussion ensues.

Sandy moves to approve the proposed spending policy. Varrin moves to amend the wording of the motion as follows:

Individual expenses of FSP money be approved according to the following guidelines:
1:  All spending above or over the budget must be approved by the Board
2:  Within the budget - 0 > $500 can be authorized by any *one* of the following:  Department Heads, VP's, President
3:  $500 - $1000 can be authorized by either: a) both the Department Head(s) and a VP or the President, or b) a VP and the President
4:  > $1000 can be authorized with concurrence of President *and* one additional non-involved Board Member

Jason seconds the motion and moves to close discussion.  Jean seconds.
7 ayes, 0 nays, 0 abstentions
Voting on motion
7 ayes, 0 nays, 0 abstentions.
Motion carries.

VI.  Discussion of 501(c)4 Application Status and Strategy

Jason says we're in a wait-and-see position. The IRS could reject our case worker's recommendation (which is to reject our application) and approve our 501(c)(4) status. If the recommendation is accepted, we can then appeal the decision. Tim Condon says it might take 3-4 months to hear from them.

Question: does 501(c)4 allow for tax deductability of contributions? The answer is no.

Question: what is the benefit of 501(c)4?  The answer is that it would exempt the FSP from having to file regular corporate tax returns.  (c)4 status also provides a little more accountability, which large donors might like. Also, if we ever wanted to tap foundations, (c)4 status is a must.

Question: what is the status of the 501(c)3 application? The answer is that it's dead.  It may need to be attempted again.

Question: what are the likely tax consequences of filing regular corporate taxes? The answer is that the FSP doesn't, and probably never will, have any tax liability because our merchandise sales are less than our expenditures.  Failure to achieve 501(c)4 will therefore not be a huge blow.

VII. Discussion of Historic Reenactor

Discussion of hiring a professional to perform in costume as Thomas Jefferson at PorcFest.  The PorcFest team feels that if a promotional video of the performance were made, it would offset the cost.  Jean will pursue a quote and negotiate prices.

VIII.  Discussion of FSP at National LP Convention

Discussion of costs: table vs booth, and where they're positioned.  Varrin will be flying in and his hotel expenses will be covered.
Discussion of cost-saving measures, selling merchandise, and what promotional items to bring.

Discussion of new FSP merchandise development.
 
Varrin moves to adjourn; Jean seconds.
6 ayes, 0 nays, 1 "whatever"

Meeting is adjourned at 2:51PM.

Respectfully submitted,

Sandy Pierre, Secretary


2006-03-19 Board of Directors Meeting Minutes

FSP Board of Directors Meeting Minutes 2006-03-19

Free State Project, Inc.
Board of Directors
Meeting Minutes – March 19, 2006
In attendance:
  • Jean Alexander
  • Varrin Swearingen
  • Steve Cobb
  • Morey Strauss
  • Sandy Pierre
Absent:
  • Jason Sorens

I. New President

Steve Cobb moves to make Varrin Swearingen President.
Morey Straus 2nds.
Discussion
Morey Straus moves to close discussion.
Steve Cobb 2nds.
5 ayes, 0 nays, 0 abstentions
Discussion is closed.
Vote on original motion
4 ayes, 0 nays, 1 abstention
Motion carries.

[Varrin Swearingen is appointed as FSP President replacing Amanda Phillips who resigned.]

II. Thanks to Amanda Phillips

Varrin Swearingen moves to formally thank Amanda Phillips for her service as President and Board Member.
Steve Cobb 2nds.
Discussion
Varrin Swearingen moves to close.
Morey Straus 2nds.
5 ayes, 0 nays, 0 abstentions
Discussion is closed.
Vote on oroginal motion
5 ayes, 0 nays, 0 abstentions
Motion carries.

[The board expresses gratitude to Amanda Phillips for her service to the FSP.]

Jean Alexander resigns as corporate Secretary.

III. New Secretary

Steve Cobb moves to appoint Sandy Pierre as Secretary. Varrin Swearingen 2nds.
Discussion
Jean Alexander moves to close discussion.
Morey Straus 2nds.
5 ayes, 0 nays, 0 abstentions
Discussion is closed.
Vote on original motion
5 ayes, 0 nays, 0 abstentions
Motion carries.

[Sandy Pierre is appointed new Corporate Secretary for the FSP.]

IV. Alternating Meeting Venue

Varrin Swearingen moves to revoke the alternating voice/chat meeting rule.
Morey Straus 2nds.
Discussion
Morey Straus moves to close.
Varrin Swearingen 2nds.
5 ayes, 0 nays, 0 abstentions
Discussion is closed.
Vote on original motion
5 ayes, 0 nays, 0 abstentions
Motion carries

[Meetings have alternated between voice and chat to avoid monthly debate about venue. The board has removed the alternation rule with the understanding that venue can be negotiated as necessary but will default to chat.]

V. Strategic Goals

Sandy Pierre moves to set a strategic goal to have 8,000 signed participants by December 31, 2006.
Varrin Swearingen 2nds.
Discussion
Varrin Swearingen moves to close discussion.
Morey Straus 2nds.
5 ayes, 0 nays, 0 abstentions
Discussion is closed.
Vote on original motion
5 ayes, 0 nays, 0 abstentions
Motion carries.

[The Board has adopted the strategic goal of reaching 8,000 signed participants by the end of calendar year 2006.]

VI. Adjournment

Varrin Swearingen moves to adjourn.
Sandy Pierre 2nds.
5 ayes, 0 nays, 0 abstentions
Motion carries.
Meeting is adjourned.


2006-02-19 Board of Directors Meeting Minutes

FREE STATE PROJECT, INC.
Board of Directors Meeting
February 19, 2006

In Attendance:
Jason Sorens • Jean Alexander • Varrin Swearingen • Amanda Phillips • Morey Strauss

  1. Call to Order

    The Board meeting is called to order by Jason Sorens.

  2. Confirmation of New Director

    Jason Sorens moves to confirm Sandy Pierre to the Board of Directors

    • Varrin Swearingen 2nds
    • Discussion
    • Jason Sorens 2nds
    • Vote on closing discussion
    • 5 in favor - 0 opposed - 0 abstain

    • Vote on original motion
    • 5 in favor - 0 opposed - 0 abstain
    • Motion passes

    [Sandy Pierre, elected to the empty board seat by a body composed of volunteers and organizers of the FSP is confirmed as the newest Director of the FSP. Sandy Pierre joins the meeting.]

  3. Change of Voting Body for Future Elections

    Jason Sorens moves to set the electorate for future section iii(b) board elections to the members of the organizers list.

    • Varrin Swearingen 2nd
    • Discussion
    • [Steve Cobb joins the meeting.]
    • Jason Sorens withdraws his motion

    [There is a lack of consensus for the voting body mostly driven by how to define the voting body.]

  4. Special Budget for the First 1000

    [Discussion of special funding for the First 1000 project. Since the new fiscal year starts 4/1 and there are funds in the existing budget, assigning specific funds to this project can wait until the new budget is formed.]

  5. Strategic Goals for the New Year

    Jean Alexander moves that the FSP make The First 1000 and its success a strategic goal for FY2007.

    • Varrin Swearingen 2nd
    • Discussion
    • Jean Alexander moves to close discussion
    • Varrin Swearingen 2nd
    • 6 in favor, 0 opposed, 1 abstention

    • Vote on original motion
    • 6 in favor, 1 opposed, 0 abstentions
    • Motion passes

    Jason Sorens moves to make formulation, adoption, and promotion of a second intermediate project to follow the success of the First 1000 project a strategic goal for FY 2007.

    • Jean Alexander 2nd
    • Discussion
    • Jason Sorens moves to close discussion
    • Amanda Phillips 2nd
    • 4 in favor, 3 opposed, 0 abstentions

    • Voting on original motion
    • 4 in favor, 3 opposed, 0 abstentions
    • Motion passes

    [These strategic goals are adopted for the new fiscal year beginning 4/1/06. This is not the complete list but rather the first two strategic goals adopted.]

  6. Adjournment

    Jason Sorens moves to adjourn.

    • Amanda Phillips 2nd
    • 6 in favor, 1 opposed, 0 abstentions
    • Meeting is adjourned

2006-01-15 Board of Directors Meeting Minutes

FREE STATE PROJECT, INC.
Board of Directors Meeting
January 15, 2006

In Attendance:

Jason Sorens • Jean Alexander • Varrin Swearingen • Amanda Phillips • Steve Cobb • Morey Straus


  1. Confirm New Director

    • Jason Sorens moves to confirm the coordinators election result and confirm Morey Straus as Director
    • Amanda Phillips 2nd
    • Discussion

    • Jason Sorens moves to close discussion
    • Amanda Phillips 2nd
    • 5 in favor, 0 opposed, 0 abstain
    • Discussion is closed

    • Voting on original motion
    • 5 in favor, 0 opposed, 0 abstain
    • Motion passes

    [An unfilled seat on the Board of Directors went to a body comprised of the board and volunteers listed on the org chart. Morey Straus won that vote, is confirmed by the Board of Directions and is a new Director of the Free State Project, Inc.]

  2. Adjournment

    • Jason Sorens moves to adjourn
    • Amanda Phillips 2nd
    • 6 in favor, 0 opposed, 0 abstain
    • Motion passes

    [The Board meeting is adjourned.]