1st Quarter:
Q1 09 Meeting PPT
2nd Quarter:
Gen Mtg Minutes
Brd Mtg Minutes

 

2nd Quarter of 2009 - Executive Board Meeting Minutes

Held via phone conference on Thursday May 7th 2009

Meeting called to order at 7:03 pm. In attendance were: Denise , Tiffany Cady-Moore, Sharon M. and Angie Futch.

First order of business – Tiffany nominated Angie Futch as Secretary to begin immediately. Sharon seconds and there was no Nays and no discussion.

1. Clarify Duties of Volunteers: Board decided to stop Volunteer Match for now and focus on transition. We are not adding new committees at this time.
2. Regarding the next virtual meeting: There will be a reminder on July 7th for the meeting on the 19th.
   • The bylaws require HDPA to only have one annual meeting, which has been met this year.
   • Voting whether to have the next general meeting in July resulted as:Denise- not to have meeting, Tiffany- not to have, Angie- not to have, Sharon- gave suggestion to have the Volunteer Party scheduled for July 4th "in lieu" of General Meeting. Everyone agreed to try this, and if there is a poor turn out then do a virtual meeting in July or August. After more discussion,
   • It was agreed that the Volunteer Party be moved to July 19th instead of the 4th to be held instead of the actual meeting scheduled for that day.
   • HDPA also decided to vote on whether to have all future general meetings at each exec meeting which will be held a few weeks before the gen mtg is normally scheduled. This will depend on if there is pertinent info to disseminate to the community.
3. Clarify Executive Meetings versus General Meetings.
   • The bylaws read that at the executive meetings, members can attend, but not vote.
   • The purpose of the General Virtual Meeting is to keep members informed of HDPA and Dog Park news and events and allow members and the community to address HDPA. The General Meeting is currently being held quarterly (but is not required).
   • It was brought up that if new things come up that relate only to HDPA and not the community, we can handle it in a less regimented way-versus holding a GMtg. Discussions and even voting, can be done between meetings via phone or email, as we do now.
4. Other:
   • There is no feedback from others in the virtual meeting (no one can speak). We need to practice and work out the kinks before the next meeting.
   • Voice Mail- HDPA has a VM phone # forwarded to another volunteer, Jill (who moved away recently). Denise thinks we should change to a free phone service.
   • The PO Box is downtown and someone will need to access it 1 x per month. Will check with Darcy to see if she works nearby or else move it maybe?
5. Voting on Open Positions:
   Karen resigned as Treasurer, effective a few weeks ago.
   Denise resigns as President, effective at the end of the meeting.
   Angie nominates Denise as Treasurer, Tiffany seconds. No discussion, No Nays.
   Tiffany resigns as Vice President effective at the end of meeting.
   Angie nominates Tiffany as President, Sharon seconds. No discussion, No Nays. (effective at end of meeting)
   Tiffany nominates Darcy as Vice President, Angie seconds. No discussion, No Nays. (effective at end of meeting)
   Sharon resigns as Member-at-Large effective at the end of this meeting.
   Savannah is nominated by Tiffany to be Member-at-Large (effective at end of meeting), Angie seconds. No discussion, No Nays.
   Tiffany appoints Darcy as Communication Chair.
   
6. Decision made to allow HDPA Board to conduct voting electronically which includes email. The President recommends that the only thing required to make a vote official is:
   1. All 5 board members be sent the issue to vote on by the Secretary.
   2. Atleast 3 Brd Mems need to reply with a vote in the same direction to pass or veto. Send votes to the Secretary with out copying anyone else. Discussions shall be sent/copied to all Board members and documented by the Secretary.
      
      Voting results: Tiffany- yes, Angie- yes, Sharon- yes, Denise- yes

   Meeting adjourned at 7:57 pm.