MAY 21 2011 BOARD OF DIRECTORS MEETING OF COMMUNITY FREE SOFTWARE GROUP, INC.
The meeting of the Board of Directors was held at 188 Madison Avenue, Brooklyn, New York 10016 on 21 May 2011 at 4:00 PM. Forest Mars, President of the Board of Directors, called the meeting to order.
The following were present:
being a quorum of the Directors of the Corporation.
The Secretary presented the minutes of the previous Board meeting. The minutes were read, and on a motion duly made, seconded and carried the Directors approved the minutes.
The Treasurer reported that although he had no documentation prepared due to his recent assumption of office there were no changes to the organization's finances beyond monthly interest earning activity.
Dave Williams reported that the New York State Form CHAR 500 was filed on time. He then described his recent conversations with Joe Maffia regarding outstanding structural issues within CFSG. Joe informed him of an inadvertent oversight: The organization is also required to file an annual Federal Form 900-N “electronic postcard,” which Joe completed after contact from the IRS. Dave mentioned that Joe is still listed as our Registered Agent, the point-of-contact for government agencies and legal document service, and this detail will need to be changed through an amendment to the group's Articles of Incorporation.
Jeremy Seideman reminded the Board of his interest in reviewing the organization's Bylaws. He stated his intention of preparing notes for an updated version more relevant to the group's current requirements, while consulting an attorney to determine which items should be preserved unmodified.
Dave Williams reported that the account listed as owning the name cfsg.org through the domain registrar was previously issued to Joe Maffia, and although Joe cannot remember the password it can be recovered using the firstname.lastname@example.org email account. Forest Mars stated that he had prepared the new web host and related services, and would modify the domain name service records to point toward these new resource as soon as required.
Dave Williams then mentioned discussing changes to the organization's banking resources with Joe Maffia, who informed him that the existing service is currently linked to Joe's personal accounts. As a result, any changes that will involve “unlinking” from this arrangement could result in the introduction of fees and other modifications to the existing terms and conditions. Under the circumstances Dave recommended being prepared to move these assets to a new bank, and requested that Jeremy Seideman accompany him on a visit to the group's account representative in the near future for the purpose of discussing these changes. Dave said that Joe Maffia volunteered to assist the Board with this process, and also offered to help set up the account information within any new bookkeeping system the organization adopts.
Dave Williams asked Forest Mars if he had retrieved the group's mail, and if anything was received that required attention. Forest replied that he had collected the mail and there were no items for immediate review. Dave then pointed out that the next Board Meeting must take place within two months and conform to requirements of the Annual Meeting. As Secretary to the Board of Directors he is obligated to announce the meeting and concurrent officer elections, and the President must present his Annual Report.
Forest Mars recommended that the group take the initiative of organizing this year's Software Freedom Day. He proposed asking Ubuntu Project founder Mark Shuttleworth to deliver the keynote speech, and suggested the event could take place at a venue in Brooklyn. Dave Williams remarked that Mr. Shuttleworth may not be a sympathetic choice, but Forest replied that it would be a worthwhile effort if successful. Forest offered to look into it further and provide additional details.
There being no further business before the meeting, the President moved to adjourn. The motion was seconded, carried, and the meeting was adjourned.