Minutes from the Board Meeting:   June 1, 2008

Meeting Location:   Conference call

Minutes prepared by:   Benjamin Soencksen

Approved by the board by email vote:   TBD

Attending

Absent:

Next Board Meeting:

  1. The following online polls were recorded:
    1. Approve mintues from May 10, 2008 meeting
      • Yes: 5
      • No: 0
      • Abstain: 2
      • Motion carried
    2. Poll Result on Sanctioning
      • Yes: 6
      • No: 0
      • Abstain: 1
      • Motion carried
  2. It was moved and seconded that:
    1. We implement a 2 yeard Board Term
      • Yes: 6
      • No: 0
      • Abstain: 0
      • Motion carried
    2. Annual Elections for Board will have staggered Terms
      No more than ½ of Board Members' Terms to expire in same year
      Intention of Motion: Under normal circumstances there will be an odd number of Board members, not less than 5, no more than 11.
      • Yes: 6
      • No: 0
      • Abstain: 0
      • Motion carried
    3. Board, not Membership, will choose officers of the Board
      • Yes: 6
      • No: 0
      • Abstain: 0
      • Motion carried
    4. Officer of Board to be elected by simple majority vote
      • Yes: 6
      • No: 0
      • Abstain: 0
      • Motion carried
  3. Reports and Discussions:
    1. 5 Boro Dance Competition
      • It's happening, It's a one-day event. Will be offering NASSPDA Championship title. Benjamin has not discussed this with 5-Boro yet. Questions regarding NASSPDA title: Do we give a trophy? Is the trophy a permanent one or do we pass on the trophy to the next year's winner? Discussion followed. To create a medal means getting a design/logo. There was some concern about getting this together in time for 5-Boro although it was pointed out that for someone in the graphic design business it could be done quickly, this would not be an issue. Benjamin will ask his brother, a graphic designer in Germany and Citabria will ask Nicole Roberts, a friend and designer. It was pointed out that there is a history of logos and designs within the Gay Games, OutGames and Eurogames.
    2. NASSPDA Membership
      • We have already agreed that membership fees will be:
        1. $30 for individuals, one vote per person
        2. $100 for organization, one vote per organization
        3. Free to Affiliate members, no vote
    3. NASSPDA Member Benefits (already mentioned in previous minutes)
      1. Listings on website (see April 27 meeting minutes)
      2. Eligible to vote in elections
      3. Has input on web bulletin
      4. Can join a board committee
      5. Can run for the NASSPDA board
      6. Have access to NASSPDA Championship Title -at least one of dance couple must be a NASSPDA member
      7. Listing (?)
    4. NASSPDA Membership
      • Membership sub-committee consisting of Sonja, Winter, Richard and Barbara will write up a comprehensive document of members rights, privileges and responsibilities that have been agreed upon to date, found in previous minutes, and to include the following which came out of this discussion:
        • Member Responsibilities
        • Participation in organization
        • Pay dues on time
        • Vote in polls
        • Represent, support and promote NASSPDA
        • Use appropriate behaviour (to be discussed by subcommittee)
        • Abide by NASSPDA rules & policies
        • Membership form and data (?)
      • Document about membership Rights, Privileges and Responsibilities to be accessible on website. Suggested MySQL, a database to record members' details; needs an experienced person to create and someone to maintain
    5. Finances
      • Tax exemption status will be researched (?)
      • Discussion on how members will pay.
      • Suggested ways of paying:
        • checks/cheques, Pay Pal or Google Check Out(?) -- the latter in lieu of PayPal and/or checking/chequing account.
      • Pat reminded everyone that it should be stated that fees are in US dollars for those outside of the US.
      • Barbara to look into free checking/chequing account and get back to us.
      • Richard will look into PayPal and Google Check Out.
    6. Board Governance Committee
      • Winter sent out a report from this sub-committee with a list of recommendations.
      • Sonja pointed out a couple of things not yet resolved:
        1. How long is a term?
        2. How often should there be elections?
      • A lengthy discussion ensued on above with following comments:
        • Sonja supports having overlapping terms on the board to provide continuity and to avoid the possibility of entire board changing after an election.
        • Benjamin doesn't believe there needs to be restrictions at all and there shouldn't be any limitations on the number of terms one can serve.
        • Barbara pointed out that California Laws governing registered non-profit societies recommend:
          • 3 year terms for Board Members
          • Staggered Elections
      • After some discussion we all agreed that staggered elections are a good idea and suggestions were:
        • Each year elect either 1/3 or 1/2 new Board members but, for the time being:
          • Each year elect an unknown percentage of new board Members.
        • That Board to have unlimited consecutive terms; this will be revisited at a later date.
    7. Resignations
      • Discussion held on the feasibility of including in the by-laws something regarding membership at large being able to terminate a board member or limit the term, since we approved no consecutive term limitation.
    8. Transgender Discussion
      • A meeting held in the (Bay Area?) transgendered community on acceptance/rules in Same-Sex dance competitions for transgendered people will be reported back at next board meeting. It was noted that European Same-Sex competition rules don't address trans issues.
    9. Next NASSPDA Championship Title
      • Would be in 2010 to St. Louis
      • They regret they can't do it at this time.