Special Meeting of the Board of Directors of the
Backwoods Orienteering Klub
March, 29, 2008
We met at Joseph Huberman’s house at 904 Dorothea Drive at 6:00pm. The meeting was called to order by Joseph.
Joseph explained that we needed to officially adopt these policies to meet the IRS 501(c)(3) requirements, and that we have been following these policies since our inception without ever making them official.
Artem made a motion to accept the Non-discrimination policy by acclimation, it was seconded and passed unanimously.
Artem made a motion to accept the Conflict of interest policy by acclimation, it was seconded and passed unanimously.
Conflict of interest policy…
Vladimir made a motion to accept the Board Member and Officer Compensation policy by acclimation, it was seconded and passed unanimously.
Board Member and Officer Compensation…
It has been and is the practice, and is the policy of the Backwoods Orienteering Klub not to pay any compensation to Officers or members of the Board of Directors for their service to the club.
There is no anticipation that this policy will change. If, however, it does change, then the individuals that approve the compensation arrangements will:
follow the adopted conflict of interest policy
approve compensation arrangements in advance of paying compensation
document in writing the date and terms of the approved compensation arrangement
will record in writing the decision made by each individual who decided or voted on the compensation arrangement.
Vladimir made a motion to accept the Purchase agreement with Treklite, and it was seconded.
Joseph presented samples of the maps Treklite prints along with maps from a new service that Kinko’s offers where by you can upload a PDF file to Kinkos and then pick up the printed material several hours later at one of their stores. Discussion revolved around the similar quality, and that the price was finally similar to the Treklite prices. Treklite offers more services in the final map preparation, but Kinko’s could be used at the discretion of the meet director for any event, or if Treklite was unable to print the maps for an event. It was noted that the purchase agreement was not exclusive so there was no conflict. Joseph noted that no payments for map printing had been made this year, and suggested that the policy be retroactive to January 1, 2008. The question was called, and the motion passed unanimously.
Purchase Agreement with Treklite for Printing Services…
The Board adopts the “Purchase Agreement for Orienteering Map Printing” attached.
The Board approves the quality of the maps, a representative sample is attached