Public Meeting Minutes 1/5/25
Ashland Kentucky Pride Annual Board Meeting Minutes
Sunday, January 5, 2025
Attending: Holly (she/her), Desire’ (she/her), Sean (he/him), Jenee (she/her), Taz (she/her), Elliot (he/they), Heather (she/her), Sophie (they/them, she/her), Kasheena (she/her)
Absent: Lu (she/her)
The annual board meeting was held via Zoom and called to order by Holly (President) at 1:45 pm.
Seans Presentation:
Roberts Rules of Order and Bylaws (https://docs.google.com/presentation/d/1dxcfO1HJ5Y-mkMQOp88GHoW05m6ZnM6N/edit?usp=sharing&ouid=115477222518499759517&rtpof=true&sd=true)
Slide 11 - Organizational Chart
There is not an empty board seat. The last voting position is being filled by the secretary (Jenee).
Slide 21 - A Task for the Board
We need to add a section to the Bylaws to establish duties of board members with no distinct position
Holly suggested the following:
Each individual board member is expected to…
Know the organization’s mission, policies, programs, and needs as well as understand its collective purpose
Faithfully read and understand the organization’s financial statements and meeting materials in advance of meetings.
Follow the organization’s bylaws, policies, and board resolutions
Serve as active advocates and ambassadors for the organization
Fully engage in identifying and securing the financial resources and partnerships necessary for the organization to advance its mission
Leverage connections, networks, and resources to develop collective action to achieve the organization’s mission
Prepare for, attend, and conscientiously participate in board meetings
Participate fully in one or more committees or teams
Engage in learning opportunities to better understand the community we serve
Respect the experiences of all who bring their voices and lived experiences into the organization
Sean made a motion to use these suggestions to add Article VI, Section 7 to the bylaws. Holly seconded. Motion passed.
Slide 22 - Attendance Issue
Suggestions on how to fix our board attendance issue
Re-instate an attendance policy in the bylaws for board members
Estimate attendance a week ahead of time to help determine if the meeting should be rescheduled
Zoom option - Setup public zoom meetings at our in person meetings. This will allow board members and general members to attend virtually if they can not be there in person. A link to the zoom should be added to the event page for the meeting. We can use Holly’s laptop but someone needs to be Zoom officer to maintain the zoom call and insure virtual voices are being heard.
Slide 24 - New officer position
Sean proposed we add a new officer position, Parliamentarian
This position would be Ex-Officio and can be held in tandium with an existing board position
Sean made a motion to add this role to the organization. Taz seconded. Amendment - Change to 2 year term with a 3 month overlap period to train the next person taking the role. Motion passed.
Holly made a motion to appoint Sean to parliamentarian. Des seconded. Motion passed.
Policies and Precedures (https://docs.google.com/document/d/10zi_qnBx3_6HMYQS8LPb4WT5_FS9BqdiVoyatkpvPvA/edit?usp=sharing)
Edit to Board Policies, Section 2 A about drug use. Change to “illicit” drug use
Sean made motion to approve edits. Holly seconded. Motion passed.
Addition to Board Policies and Procedures - Add section 3 to change the way we handle discriminatory language
Sean made a motion to adopt the addition of section 3 to the Board Policies and Procedures. Des seconded. Motion passed.
Addition to General Members Policies and Procedures - Add section 3 to change the way we handle discriminatory language
Sean made a motion to adopt the addition of section 3 to the Board Policies and Procedures. Des seconded. Motion passed.
Article V, Section 1 - Sean proposed we change should to shall
Sean made a motion to adopt this change. Des seconded. Motion passed.
Article V, Section 3 - There was a question of changing 4 year term to 3 years
Holly made a motion to adopt this change. Sean seconded. Motion passed.
Article V, Section 9 - Sean proposed we add this subsection on how resignations will be handled
Sean made a motion to add this new subsection. Des seconded. Motion passed.
Article VI, Section 4 - Sean proposed we add subsections C-F to further detail the duties of treasurer
Sean made a motion to add subsections. Holly seconded. Motion passed.
Article VI, Section 5 - Sean proposed we remove subsection E
Sean made a motion to remove subsection. Des seconded. Motion passed.
Article VII, Section 3 - There was concern that subsection B is too limiting geographically. We wish to include some of Ohio.
Sean made a motion to remove subsection. Motion did not pass.
Sean made a motion to amend subsection to include Lawrence and Scioto counties in Ohio. Des seconded. Motion passed.
Article VII, Section 7 - Sean proposed adding a line about voting by slate
Sean made a motion to adopt this addition. Holly seconded. Motion passed.
Article VII, Section 7 - Sean proposed we change member to member in good standing
Sean made a motion to adopt this change. Holly seconded. Motion passed.
Article VII, Section 10 - Sean propsed we add subsection C
Sean made a motion to add subsection. Des seconded. Motion passed.
Article VII, Section 12 - This had been previously removed and Sean proposed we reinstate it
Sean made motion to reinstate this section. Holly seconded. Motion passed.
Other Business:
Des did not have all of her documents organized and ready at this time. Jenee and Des will meet up to finialize documents and then schedule a follow up board meeting to discuss.
Holly wants everyone to be conscientious about what they put on social media.
Holly’s board member survey
Lots of people waned to lean more into activism. What does this look like? Share suggestions in discord.
We need more active participation from board members in discord chats
We have to start aggressively searching for a treasurer. Be on the lookout for candidates.
Des will ask Taylor about her experience and knowledge as a business owner
Elliot needs 2-3 people for a media support team to help with posting
Holly will make a post to search for people
Heather’s sister is interested
Sophie suggested we might want to table at the Punk Rock Flea Market
Holly made a motion to end the meeting. Sean seconded. Meeting adjourned.
