Meeting Minutes
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Iðavelli Hof Rede Meeting Minutes: 5 March 2006 Redesfolk present: Phil, Tammie, Jag, Dan, Danny, Eric, and Ana I. Minutes from the previous meeting were distributed via email prior to the meeting, and all present approved of them. II. Articles of Incorporation: Phil met with a lawyer and has a new draft of the Articles of Incorporation for us to go over. Dan will serve as incorporator and his address will be used as the physical address of the Hof until we have a permanent location, provided Cynthia doesn't object. Thus we will formally be in Orange County. With that minor revision, the articles were approved. Phil will distribute the final draft via email for last minute comments/revisions before filing. The filing fee will be $60. Phil suggested we consider donating to lawyer Melissa Averett's nonprofit since she didn't charge him for her time. III. Bylaws: Bylaws need the following: Mission statement and statement of purpose Determination of members and board of directors Details of voting Definitions of officers Ordination of clergy Fiscal year Modification of bylaws A. Fiscal Year: The fiscal year will be from Jan. 1 through Dec. 31 B. Definition of Officers: We will use standard definitions of president, treasurer, secretary, and communications officer. Phil will find these and distribute them for discussion and approval. C. Determination of members: New members must be nonvoting members for at least one year before they may request (in writing) to be considered for voting membership. The board must unanimously approve the request. Following that, the voting members will vote at the next Þing whether to promote the candidate to full voting membership. Until the first Þing the board may invite people to become founding members, who shall have voting priveleges immediately upon joining, without the one year probationary period. We need to have minimal membership dues to cover basic expenses. These shall be determined by the membership at the Þing but will probably start on the order of $60/year. Different levels of membership, ie., student, individual, family, etc., are a possibility. Nonvoting members have the same rights and priveleges as voting members, except that they may not vote, and have different rules concerning being kicked out of the Hof. We may want to have two tiers of dues for voting and nonvoting members. No geographic requirements for membership. Dues are per household, but the names of everyone in the household that is joining should be listed on the membership form. Age limits: 16 to vote, 18 to hold positions on the board or as officers. Phil will talk to Melissa about policies for alcohol. Event fees should come in three tiers: nonmembers, nonvoting members, and voting members. D. The Board There will be seven members of the board of directors, and all nominations for the board must be from the voting membership. 50% or more of the board constitutes a quorum. In case of an emergency meeting, those holding it must in good faith do their best to contact the entire board if possible. Terms shall be: 1 year for the president, 3 years for everyone else. The president and two board members will be elected every year, so that each year there will be four people continuing on the board from the previous year. The board may appoint someone to fill a vacancy on the board, and the appointee shall serve until the next Þing, at which time voting will be held to determine who should finish out the term. If the board becomes empty, the five most senior voting members in good standing will become the emergency board and may appoint a new board of directors. The board appoints the treasurer, secretary, and commuications officer from the voting membership. These people may or may not be chosen from the board. If an officer is not a board member, they may not vote on the board. E. Outlawry Nonvoting members may be kicked out by either a unanimous board decision, or a simple majority vote by the voting members. Event leaders have the right to kick anyone out of that event, and must notify the board as soon as possible. The board may vote unanimously to suspend a voting member, with the board determining the terms and duration of the suspension. Suspended members may not vote or attend any event, unless invited by the board to attend a business meeting to discuss circumstances of their suspension. The board may vote to remove a board member by consensus of all other board members. F. Details of voting: Modification of bylaws: Consensus of board followed by 2/3 majority vote by those present at the following Þing. New voting members must be approved by 4/5 majority. Those in attendance at a preannounced membership meeting constitute a quorum. No one may vote more than once. The board will operate by simple majority unless otherwise specified. Secret ballot shall be used whenever the subject of the vote is a person. For example, votes for the board, membership, expulsion, and clergy must be secret ballot, but votes to change the bylaws do not necessarily need to be secret. The board reserves the right to meet for executive sessions. The board will meet at minimum for one public session each year at the Þing. IV. Next meeting Phil will have a draft of the bylaws for discussion Clergy Organization's purpose and mission statements Tentative meeting date 19 March, 11:30 at Tammie's house In the meantime people should send nominations for founding member invitations to Ana. We also may discuss clergy via email in the interim. If he has time, Dan will draft an invitation letter for founding members. |