Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

December 9, 2015

by vincelamb

MEETING CALLED TO ORDER at 8:07 PM EST.

P – Debilyn Molineaux,

P – Jeanene Louden

P – Vince Lamb

P – Tim Danahey

A – Mark Gilbert

A – Bobby Rodrigo

P – Egberto Willies

Members checked in.

Minutes

Vince reported  the November minutes were approved 5-0-2 with the members absent last meeting (Jeanene Louden and Tim Danahey) abstaining.  Vince will post the October and November minutes to the WordPress blog.

Treasurer’s Report

Jeanene reported on the organization’s finances.  More money came in during November than during September and October combined.  She then explained the entries on the Profit/Loss and Balance Sheets. The bottom line is that our anticipated income will meet our anticipated expenses with money left over.

Executive Session

The Board entered and exited Executive Session without making any decisions.

Membership Drive

Debilyn reported on the membership drive.  She considered it to be very successful.  There was a 35% increase in members.  A particular success was the renewal of 20 founding members who had let their memberships lapse.

Partnerships

Vince reported that two volunteers have signed up for the Partnerships Work Group.  Debilyn offered Living Room Conversations as a test case.

Debilyn moved and Egberto seconded a motion to partner with Living Room Conversations and develop our Organizational Membership program.  It passed unanimously (5-0-0) with the Board members Mark Gilbert and Bobby Rodrigo absent.  

Tim asked about whether co-sponsoring a web radio program with Food and Water Watch needed to be run through Partnerships.  In particular, it was about sharing our logo on the event page.  The question was discussed and referred to Vince and Debilyn to work on this topic.  Bobby Rodrigo provided Vince a list of organizations to partner with.  Vince will refer them to the Partnerships Work Group.

January Campaign

Debilyn shared the link to the T-shirt design for the January membership campaign.

The monthly business meeting was adjourned at 8:51 PM EDT.  Members checked out.

The next monthly business meeting for the Board will be January 13, 2015, 8 PM EST.

Respectfully submitted,

Vince Lamb

Interim Secretary, Coffee Party Board of Directors

 

November 11, 2015

by vincelamb

MEETING CALLED TO ORDER at 8:02 PM EST.

P – Debilyn Molineaux,

P – Jeanene Louden

P – Vince Lamb

P – Tim Danahey

P – Mark Gilbert

P – Bobby Rodrigo

P – Egberto Willies

Members checked in.

Minutes

Vince shared the link to the October 14, 2015, meeting. The minutes were approved 5-0-2 with the members absent last meeting (Jeanene Louden and Tim Danahey) abstaining.  Vince will post them to the WordPress blog.

Treasurer’s Report

Jeanene presented the Financial Report representing the first four months of the fiscal year (July to October 2015).  The Coffee Party received a refund from Blue State Digital for overcharging the Coffee Party as well as rewards program for our credit card converted to cash.  A PayPal reconciliation that should have been applied at the end of the last fiscal year ended up being applied this fiscal year.  This resulted in a debit that normally would not have been in the current report.  Even after that, the treasury has a positive balance with the only liability the account balance on the organization’s credit card.

Membership Drive

So far, more than 20 people have joined with little promotion. .

On a related matter, NationBuilder turned off the configuration for monthly memberships for 3-4 months, resulting in 170 members only being charged for the first month.  Monthly membership has been turned back on.  An email blast will be sent to these 170 members to ask them to rejoin.

Partnerships

The Guide for Evaluating Arrangements with Other Groups was approved 6-0-1 with Tim Danahey abstaining and the rest of the board in favor.

Updates to Annual Goals

The directors updated the board for the goals which they are responsible for.  Several board members are making progress on their assigned goals.  Egberto shared his progress in making his goals for the Newsroom and the Newsletter.  He is in negotiations with original content bloggers but is having trouble getting enough moderate and conservative writers.  Jeanene is making the process of producing financial reports easier for a potential replacement.  She’s also working on  the membership drive.  She is continuing work on enforcing our trademark as well as being the Coffee Party’s Ambassador to People for the American Way.  Vince reported that one of his goals has been completed with the Guide for Evaluating Arrangements with Other Groups being approved.  He is still recruiting for a new Secretary as well as populating a Partnerships work group. Debilyn added that a draft Chart of Resolutions has been completed, which is another of the goals for the Secretary.  Mark is developing volunteers and engagement and adapting campaigns to issue-based actions.  Bobby reported that the security protocols are completed and are ready to share.  He estimated that the next iteration of the website will be read two months from now.  He has more volunteers working on state and local pages and radio shows.  Debilyn requested that Bobby compile a spreadsheet with all of his work group’s activity.  Tim has been busy with work and moving but anticipates being able to make progress on his goals in two weeks.

Floor Items

Egberto participated in an inequality workshop this past weekend.  Dr. John J. Theis, the Director of Civic Engagement at Lone Star College, receives the Coffee Party newsletter and told Egberto that an article that Debilyn wrote touched him.  Egberto will put him in contact with Debilyn.

The monthly business meeting was adjourned at 8:57 PM EDT.  Members checked out.

The next monthly business meeting for the Board will be December 9, 2015, 8 PM EST.

Respectfully submitted,

Vince Lamb

Interim Secretary, Coffee Party Board of Directors

October 14, 2015

by vincelamb

MEETING CALLED TO ORDER at 8:13 PM EDT.

P – Debilyn Molineaux,

A – Jeanene Louden

P – Vince Lamb

A – Tim Danahey

P – Mark Gilbert

P – Bobby Rodrigo

P – Egberto Willies

Members checked in.

Minutes

Vince posted the approved minutes for September 9, 2015 to the Coffee Party WordPress blog.  An error was noticed in the minutes for June 9, 2015, which had been approved and posted to the Coffee Party WordPress blog.  Vince was listed as voting yes but was absent from the actual meeting.  Debilyn moved to correct June’s minutes to reflect Vince’s motion to participate in the Fair Elections Act, which was presented electronically and the meeting was recording the vote.  Motion passed unanimously with Tim and Jeanene absent.

Partnerships

Vince presented Guide for Evaluating Arrangements with Other Groups, an updated version of a document originally prepared in 2011.  He asked the other board members to review it, then sign on the document.  When a majority of directors have reviewed and signed off, it will be brought up for a formal vote.

Community Groups

Mark presented Coffee Party USA Community Groups.  Five directors have already approved the document electronically.  Debilyn will send the document to the attorney for review prior to implementation.

The monthly business meeting was adjourned at 8:28 PM EDT.  Members moved into a work session.

The next monthly business meeting for the Board will be November 11, 2015, 8 PM EST.

Respectfully submitted,

Vince Lamb

Interim Secretary, Coffee Party Board of Directors

September 9, 2015

by vincelamb

MEETING CALLED TO ORDER at 8:09 PM EDT.

P – Debilyn Molineaux

A – Jeanene Louden

P – Vince Lamb

P – Tim Danahey

P – Mark Gilbert

P – Bobby Rodrigo

P – Egberto Willies

Members checked in.

Minutes

Debilyn posted the minutes for August 11, 2015 and August 22, 2015 on Vince’s behalf.  Both sets of minutes were approved during the meeting.  She asked who would post the approved minutes on the Coffee Party WordPress blog.  Debilyn will post July’s minutes and Vince will post August’s after Debilyn sends him the access code.

Issue Groups

Debilyn shared a link to a first draft of the process that would formalize issue groups.  The sense of the board was no vote was needed to approve the process at this time.  Debilyn then asked for volunteers to pilot the process.  Tim volunteered to pilot privatization as an issue.  Debilyn will contact Victoria about forming an Education issue group.  Debilyn and Mark will meet offline to discuss possible End State Goals for issues.

Board Development

Debilyn again shared the link to the vetting process for the 2016 Board of Directors election.  A majority of directors (four) has approved the document as of the start of the meeting.  She wanted the rest of the directors to review and approve, disapprove, or officially abstain as the Coffee Party will be proceeding with a member drive, volunteer drive, and recruitment beginning this month.

Review Annual Goals

Debilyn shared the goals for the 2015-2016 Fiscal Year set at the Annual Board Meeting.  She asked for volunteers to reformat them as a three column table–point person, goal, and status.

Newsletter

Egberto is still working on this month’s newsletter.  He asked for contributions from the board members.  So far, he has articles from Leah, Debilyn, Bobby, Mark, and Tim.  He set a deadline of Saturday, so that he could edit it Sunday and send it out Monday.  Debilyn also requested suggestions for a new format.

Executive Session

The board entered executive session at 8:35 PM EDT.  During the session, the following motion was passed: Move that we execute an annual contract with Nationbuilder at $762 per month as prescribed in the CP budget.  The contract will auto-renew unless 30-day written notice is provided to Nationbuilder. Bobby made the motion and Egberto seconded.  The motion passed unanimously (Jeanene absent).  The board left executive session at 8:49 PM EDT.

Miscellaneous

Tim shared a story about seeing a Coffee Party bumper sticker in Port Township, Pennsylvania.  He talked to the owner of the car.  She is on the local board of the Lehigh Valley chapter.  They plan on connecting later.

Members checked out.

ADJOURNED at 8:57 PM EDT.

Respectfully submitted,

Vince Lamb
Interim Secretary, Coffee Party Board of Directors

Annual Board Meeting August 22, 2015

by vincelamb

MEETING CALLED TO ORDER AT 7 P.M. MT.

P-Debilyn Molineaux

P-Vince Lamb

P-Jeanene Louden

P-Egberto Willies

A-Tim Danahey

P-Bobby Rodrigo

P-Mark Gilbert

Motion

Whereas the Minutes of July 14, 2015 named Vince Lamb as Director of Partnerships, and
Whereas it was not acknowledged that Vince Lamb is continuing as Secretary, and
Whereas we hereby correct this oversight to acknowledge Vince Lamb’s continuation as Secretary.

  • Bobby Rodrigo moved and Egberto Willies seconded.  Motion passed.
  • Jeanene Louden & Mark Gilbert abstained because they were not present at July 14, 2015 meeting.
  • Vince Lamb abstained as the subject of the motion.
  • Tim Danahey absent.

Motion

Whereas people are more likely to become involved on specific issues, and
Therefore we resolve to create issue-based work groups that reflect our End State Goals.

  • Bobby Rodrigo moved and Mark Gilbert seconded.  Motion passed unanimously.
  • Tim Danahey absent.

Motion:

Whereas Board Members acknowledge fiduciary duty for cybersecurity as of today, August 22, 2015.
Therefore name Bobby Rodrigo as Director of Security with the charge of establishing our cybersecurity protocols.

  • Vince Lamb moved and Mark Gilbert seconded. Motion passed.
  • Bobby Rodrigo abstained
  • Tim Danahey absent.

Bobby Rodrigo accepted the charge.

Motion

Whereas Treasurer Jeanene Louden presented a budget for FY15/16.
Therefore we accept the FY15/16 Budget as presented.

  • Debilyn Molineaux moved and Vince Lamb seconded.  Motion passed unanimously.
  • Tim Danahey absent

ADJOURNED 7:47 p.m. MT

Respectfully submitted,

Debilyn Molineaux, President for Vince Lamb, Secretary

August 11, 2015

by vincelamb

Coffee Party USA
Board Meeting
Tuesday, August 11, 2015

P-Debilyn Molineaux
P-Vince Lamb
P-Jeanene Louden
P-Egberto Willies
A-Tim Danahey
P-Bobby Rodrigo
P-Mark Gilbert

Meeting was called to order at 5:01 p.m. Pacific

Board members checked in.

Approval of minutes:

Minutes from July 14, 2015 and July 28, 2015 are approved.

Financial Report:

Jeanene reported that the tax return for FY14/15 has been filed.

Jeanene requested that expenditure requests be sent to her for better cash flow planning.

Unbudgeted expenses requiring board approval are Solutions Institute and assistant to the President.

Motion:

Whereas Solutions Institute helped configure Nationbuilder for our use and
Therefore we retroactively approve up to $600 in payment.

  • Jeanene Louden moved, Debilyn seconded and motion passed unanimously.
  • Tim Danahey absent.

Motion:

Whereas an assistant to the President was initially approved for three months and
Whereas the assistant continued without further consideration by the board and
Therefore we approve an expense of $250 + $8 Paypal fee per month for an assistant to the President.

  • Moved by Jeanene Louden, seconded by Egberto Willies. Motion passed unanimously.
  • Tim Danahey absent.

Annual Meeting:

Debilyn reports that a draft agenda is prepared and welcomes assistance.  Egberto and Bobby volunteered to assist.

Resignation of Director:

Director Billy Sears sent a letter of resignation to President Debilyn Molineaux. The board acknowledges Mr. Sears service and regretfully receives his resignation.

Work Group Reports

Work Group reports were received. No board action is required.

Meeting was adjourned at 6:15 p.m. Pacific

Respectfully submitted,

Debilyn Molineaux, President for Vince Lamb, Secretary

July 28, 2015

by debilynm

Coffee Party USA

Board Minutes

July 28, 2015

P-Debilyn Molineaux
P-Vince Lamb
P-Jeanene Louden
P-Egberto Willies
A-Billy Sears
A-Tim Danahey
P-Bobby Rodrigo
P-Mark Gilbert

Meeting was called to order at 8:09 PM Eastern / 5:09 PM. Pacific.

President Debilyn Molineaux took meeting notes.

Financial Report

Jeanene Louden presented the financial report for the end of our 2014-2015 fiscal year.

  • Profit & Loss Statement as of 6/30/2014 shows Revenue of $30,648, Expenses of $27,176 and Net Profit of $3,471.
  • Balance Sheet as of 6/30/2105 shows Assets of $6,791, Liabilities of $295.91 and Total Liabilities and Equity $6,791.62
  • 990 will be ready before the annual meeting
  • financial review (audit) ready before annual meeting
  • Approve motion to obtain past Woodforest Bank statements
    • Motion made by Jeanene Louden, 2nd by Debilyn Molineaux and passed unanimously.  Tim and Billy absent
  • Move to pay $500 to Ellen Fuller in appreciation for assistance completing the financial review, tax return, and budget proposal before the Annual Meeting.
    • Motion made by Jeanene Louden, 2nd by Egberto and passed unanimously.  Tim and Billy absent.

Meeting adjourned at 5:20 p.m. PT

Submitted by Debilyn Molineaux, President
on behalf of Vince Lamb, Secretary

July 14, 2015

by debilynm

Coffee Party USA
Board Minutes
July 14, 2015

P-Debilyn Molineaux
P-Vince Lamb
A-Jeanene Louden
P-Egberto Willies
P-Billy Sears, left early
P-Tim Danahey
P-Bobby Rodrigo
A-Mark Gilbert

Meeting was called to order at 8:02 PM Eastern / 5:02 PM. Pacific. Directors checked in and President Debilyn Molineaux took meeting notes.

Minutes from the previous board meeting, June 9, 2015, were approved.

Financial Reports were postponed due to the absence of Treasurer, Jeanene Louden.

Board Appointment Motion to appoint former Coffee Party Secretary Vince Lamb to the position of Director of Partnerships made by Bobby Rodrigo and seconded by Egberto Willies.  Motion passed unanimously.  Jeanene Louden was absent.

Reports:

Internet Infrastructure

Director Bobby Rodrigo reported that Nationbuilder is making changes that will be beneficial for Coffee Party USA to have a store. Bobby also recommended that we sign a 12 or 24 month contract at our current rate to receive Enterprise functions at no charge. There would be discounts available for paying in advance. There was general agreement that advance payment was not advisable.

Bobby Rodrigo also brought forth a nonprofit form from HootSuite that would give Coffee Party USA a 50% discount. Debilyn Molineaux volunteered to complete and submit the form.

Bobby Rodrigo also noted that an Amazon affiliate account would provide supplemental income to Coffee Party USA.  Debilyn informed everyone that we had an affiliate account already.

Partnerships

Director Tim Danahey proposed that Coffee Party USA join the Stamp Stampede and sell stamps protesting corruption in campaign financing. Director Vince Lamb agreed to follow up with Stamp Stampede.  No board action was taken, pending further information.

Director Vince Lamb reported that Neighborhood Legislature, a group in California, approached Coffee Party USA for assistance in promoting a signature drive to put an initiative on the California ballot that would reduce the size of state legislative districts. Vince Lamb to follow up and perhaps direct Neighborhood Legislature to one or two groups that are located in California.

Treasurer Jeanene Louden delivered via report a video contest proposal from Public Citizen and suggested Coffee Party USA promote. No action was taken.

Strategy and Implementation

Committee will send a survey to all members in preparation for the annual board planning meeting. Committee requested that t-shirts from current Coffee Party inventory be given to survey takers and budget of up to $400 for shipping t-shirts to be approved.  Motion made by Debilyn Molineaux and seconded by Tim Danahey, passed unanimously.  Jeanene Louden and Billy Sears absent.

Newsletter

Debilyn noted that it had been six weeks since the last newsletter went out and asked what support was needed.  Recommendations included shifting from twice monthly to monthly, adding a deadline calendar and finding a volunteer to remind us about deadlines. New deadline for next newsletter was set for July 17th. No other actions was taken.

Coffee Party Store

The store contains one item — the NO TPP shirt and two have sold.

The meeting was adjourned at 9:04 p.m. ET.

Submitted by Debilyn Molineaux, President
on behalf of Vince Lamb, Secretary

June 9, 2015

by debilynm

June 9, 2015

P-Debilyn Molineaux

A-Vince Lamb

P-Jeanene Louden

P-Egberto Willies

P-Billy Sears (left early)

P-Tim Danahey

P-Bobby Rodrigo

Meeting was called to order at 8:02 PM Eastern / 5:02 PM. Pacific. Directors checked in and, in the absence of Secretary Vince Lamb, President Debilyn Molineaux took meeting notes.

Minutes from the previous board meeting, May 12, 2015, were approved.

Treasurer’s Report (Jeanene Louden):

  • At the close of May, Coffee Party P/R and B/S show a positive cash flow of $1,500. This is the best report since Jeanene became treasurer in January 2013.
  • The IRS has made an inquiry regarding 2012 payroll reports. Jeanene will respond to the IRS by June 30th. This is just another example of the poor job ADP did in handling our past payroll. Note: we have not had employees since FY12/13 and we are still trying to clean up the mess created by ADP!

Elections Report (Vince Lamb via report):

  • Board Development Committee recommends that candidate Mark Gilbert for the position of Director of Campaigns and Actions. No other candidates were recommended.

Motion to accept the Committee’s Report: made by Bobby Rodrigo and seconded by Egberto Willies. Motion passed unanimously.  Director Billy Sears and Secretary Vince Lamb were absent.

Membership Report (Debilyn Molineaux and Tim Danahey)

  • Dues paying membership has grown by over 25% in the last 12 months.

Campaigns Report (Debilyn)

  • Monthly events are scheduled through September.

Newsroom Report (Egberto Willies)

  • Vacations have stretched the team, and those filling in are busy vetting and posting recommended articles. Our Facebook presence continues to grow: just under 200K more likes than a year ago.

Partnership Report (Vince Lamb via report)

  • The Coffee Party USA has been asked to endorse  Fair Elections during a work session on June 2 and is recorded here:

Motion to approve the endorsement: made by Vince Lamb, second by Debilyn Molineaux. Board voted unanimously to approve.  Billy Sears was absent.

  • Common Ground Texas has asked to collaborate with us.  Egberto Willies will be the point person.

Internet Infrastructure (Bobby Rodrigo)

  • Blogtalkradio how listenership is improving since postings have been added to the main Facebook page.
  • The team is exploring using a WordPress “front-end”  for the next website overhaul and maintaining Nationbuilder as the “back-end”.
  • Radio show listings  have been added to the website.

Executive Session

The Board entered Executive Session at 6:55 p.m. Pacific and exited at 6:59 p.m. Pacific, having made no motions.

Schedule Next Meeting and Adjourn

The next meeting will be held July 14, 2015 at 8pm Eastern. Directors checked out. The meeting was adjourned at 7:03 p.m.

Respectfully submitted: Debilyn Molineaux, President

Approved July 14, 2015

May 12, 2015

by JKL

Call to Order and Note of Attendance

P – Debilyn Molineaux (President, IIWG, Volunteers, SAI, Channels)

P – Jeanene Louden (Treasurer, Legal/Accounting, Acting Fundraising)

P – Vince Lamb (Secretary and Board Development)

P – Bobby Rodrigo (Internet Infrastructure)

P – Egberto Willies (Newsroom)

P – Billy Sears, (Community Actions and Engagement)

A – Tim Danahey (Public and Member Relations)

The meeting was called to order at: 5:05 PM PST/8:05 PM EST. Debilyn presided and Jeanene ran the Maestro Board. Members checked in.

President’s Report

Debilyn reported that she felt very optimistic about the progress of the Coffee Party and was looking forward to meeting the board members in person during the Annual Meeting in August.

Secretary’s Report

Vince reported that the minutes for April 1, 2015 meetings have been shared and are awaiting review and approval. They were approved by the end of the meeting. Jeanene reported that the minutes for the past two meetings have not been posted publicly. She will do so soon.

The following motion was made on the Facebook group:

Moved by Bobby Rodrigo and seconded by Egberto Willies to ban David Brown.  The motion passed 7-0. Discussion included a copy of a very nasty message sent to a Director.

In addition, Facebook was used to change the meeting day and time to Tuesdays at 8:00 PM EDT/5:00 PM PDT through the summer by a poll of the Board members.

Treasurer’s Report

Jeanene reported that April was our best month for income since she became Treasurer in January 2013. The number of member transactions was well past the 200 mark, the benchmark previously established as essential for solvency and sustainability. It is time to put our focus on raising money for the Bylaw-required Annual Meeting, tentatively scheduled for August in Colorado. The current Profit/Loss and Balance Sheets were made available to Directors earlier today.

She also reported that the biannual registration as a non-profit corporation in Washington, DC, was due and paid in April. She took the opportunity to change our Registered Agent from CT Corporation to Washington DC Registered Agent LLC. CT has serially underperformed for the Coffee Party and cost 5x more than our current vendor.

The project to add an alternative credit card processor to our current PayPal only system should be completed before the new fiscal year, which begins on July 1, 2015.

Executive Session: The board entered executive session. The board exited executive session.

Internet Infrastructure

Bobby reported that the new website design will go online tonight.  He came across some ownership issues with the content.  He and Debilyn will meet offline to discuss them.

Board Development

Vince reported that two applicants for the Board are going through vetting.

Strategy and Implementation

Debilyn reported that the End State Goals that the board had approved last month are having strategies for implementation developed.

Upcoming BlogTalkRadio Shows

“Living Room Conversations: Free trade, jobs, and TPP”. May 28 5:30 pm Pacific

“Lunch with Louden: March Against Monsanto”, Thurs Noon Pacific/3PM Eastern

Schedule Next Meeting and Adjourn

The next monthly business meeting is scheduled for 8 PM EDT/5 PM PDT on June 9, 2015. The meeting adjourned at 8:59 PM EST/5:59 PM PT. The members checked out.

Respectfully submitted,

Vince Lamb, Coffee Party USA Board Secretary

Approved June 9, 2015

Follow

Get every new post delivered to your Inbox.