Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Coffee Party Board Minutes April 11, 2018

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on April 11, 2018

Present: Charlotte Vaughn Coyle, Heather Prabish, Vince Lamb, Jeanene Louden, Debilyn Molineaux, Bobby Rodrigo, Egberto Willies

Absent:  Kevin Watford.

Charlotte called the meeting to order at 8:03 P.M. E.D.T.

Members checked in.

Charlotte reported that the March minutes had been approved and posted to the WordPress blog.

Charlotte shared the year-to-date financial report.

Charlotte reminded the board members that April 25 Board of Directors work session will be a National Week of Conversation (NWoC) “Conversation” on the subject of Talking Politics.  Either Debilyn or Bobby will set it up to livestream. Charlotte also requested that the board members encourage volunteers to participate in a National Conversation and direct them to the page for the NWoC Online conversations (Note the designated Coffee Party Talks on the list).  Charlotte asked Debilyn how many more Coffee Party Talks would the organization be hosting. Right now, four are listed, and seven more await set up. She will take care of that tonight. In addition, Debilyn and Jeanene are working on putting together a talk on Money in Politics.

Heather and Debilyn discussed the sign-up process for conversations.  Charlotte told the hosts that the people signing up for Coffee Party Talks would get a reminder/confirmation email with the Zoom link to the call.  The hosts will receive the names and email addresses of the people signing up for the call.

Heather reported on the status of Voter Buddy.  She wondered if there was communication about Voter Buddy sent out as six people signed up in one day.  Right now there are 66 people signed up and two more states were added. There are currently 38 states represented.  Charlotte asked how Voter Buddy stories can be added to the website and then circulated. Right now, Heather said there are not any stories, but Charlotte could write something up for the website.

Egberto reported on the progress of the National Community Organizers Work Group.  Bobby will be setting up local pages/groups for the organizers to meet online with the administrative assistant’s help.  They should be published on Saturday. Charlotte reported that, as soon as the new Local Communities sign up pages are published on Facebook,  we will point volunteers and others inquiring about local groups to them.

Debilyn reported on the activities of the Public Relations Work Group.  Debilyn will draft an email for CPTalks/NWOC for sending out to our list Tuesday April 17th.  Other upcoming emails include Board elections (members only). The Work Group is open for other ideas; general ideas are CP values, volunteer highlights, board highlights, position papers, membership, and fundraising.

The Strategic Implementation Team is starting to work on website fundraiser idea following launch of our new Local Communities effort. This will be supported by review of entire website, which is the next big project.

Vince reported that the Partnerships Work Group has recommended the following groups for partnerships: Democracy Cafe (Inclusive Empowerment), The Common Party (Inclusive Empowerment), and Town Hall Project (Local Empowerment).  Vince moved to approve partnerships with all three groups. Bobby and Jeanene seconded. The motion passed unanimously with Kevin absent.

Charlotte reminded the board that the deadline for applications to become or remain a board member is April 20.  Vince said that he would fill out an application and send it in. Charlotte reported that there were other possible applicants but no applications have arrived yet.  Bobby reported that the Leadership Development Work Group is running a practice interview to prepare the interviewers.

Vince’s teaching schedule changes in May.  Starting the week of May 8th, he will be available Tuesdays and Thursdays until August 23rd, but unavailable Mondays and Wednesdays.  He requests a change of meeting nights to Tuesday. Heather has class over the summer (June 11-Aug 2) Wednesday evenings and will also be unavailable on Wednesdays.  There was no objection to changing the meeting day of week to Tuesday beginning May 8th. The Newsroom Work Group also meets on the fourth Tuesday of the month. Charlotte suggested that the fourth Tuesday be a combined board work session and Newsroom Work Group meeting throughout the summer.  There was no objection to this proposal.

Charlotte reminded the members that there will be a work session on April 18th.

Bobby reminded the members that it was time to set a date and location for the annual meeting.  Charlotte said that she and Vince had begun some work on a location, the Lake Michigan shoreline east of Chicago.  Charlotte and Bobby will start working on dates and locations.

Members checked out.

The meeting adjourned at 8:56 P.M. E.D.T.

The next monthly business meeting will be on May 8, 2018 at 8:00 P.M. E.D.T.

Respectfully submitted,
Vince Lamb, Interim Secretary

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Coffee Party Board Minutes March 14, 2018

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on March 14, 2018

Present: Charlotte Vaughan Coyle, Heather Prabish, Vince Lamb, Jeanene Louden, Debilyn Molineaux, and Egberto Willies.

Absent: Kevin Watford, Bobby Rodrigo.

Charlotte called the meeting to order at 8:02 P.M. E.D.T.

Members checked in.

Vince reported that the February minutes have been posted to the WordPress blog.

Charlotte reported that Kevin could not attend tonight and will provide a financial report by email.

Debilyn asked that the directors read the position paper on citizen-oriented taxes and approve, disapprove, or amend.

Charlotte reported that 54 people have signed up to be Voter Buddies.  Heather reported that the Campaigns and Actions Work Group met and discussed the Voter Buddy campaign.

Charlotte asked Debilyn if the position papers could be used as topics for press releases and if there would be press releases about Voter Buddy.  Debilyn considered it and asked if there were volunteers able to write press releases. She also said that PR would be writing the standard text about Coffee Party to be included in every press release.  There was also discussion about having a link on the website to press releases.

Vince moved and Debilyn seconded a motion for Coffee Party USA to pursue a collaboration with DoSomething.org on their 18 for 18 campaign to register new voters.  The motion passed unanimously with Kevin and Bobby absent. Debilyn has agreed to be the liaison with DoSomething.org.

Charlotte initiated a discussion about Local Communities Strategies.  The launch target is the National Week of Conversations (Apr 20-28). Egberto reported on the conversations he has been having bridging partisan divides in Texas.  He needs a group of 20 organizers to test ideas.

Egberto likes the idea of hosting bipartisan (nonpartisan?) forums for candidates to explore common ground during election cycle as long term organizing strategy.  Ideally, the organizers should be dues-paying members.

Debilyn reported that PR just ran a membership drive.  The email was sent out two weeks ago and responses are still coming in.  She plans on sending out membership requests every month. This was met with general approval, as will net approximately 200 new members per year.

Debilyn reported that she met with her friend who works at Facebook and plans introducing Charlotte and Egberto in approximately two weeks about  exploring moving our some of our page followers into a group. Her friend is interested in using Coffee Party USA as a case study of organizing community groups on Facebook.

Charlotte asked if we could use our April 25 Board of Directors working session as a participating “Coffee Party Talk (CPT) ” for the National Week of Conversation.   The consensus was to have that work session as a CPT . The subject of the CPT will be determined later. Debilyn is also pursuing the possibility of holding conversations on Facebook.  Charlotte and Debilyn asked the directors to commit to hosting at least one conversation during National Week of Conversation, including dates and times. Charlotte praised Debilyn for her work on this project.

Vince posted the nominees for the Coffee Party Entertainment Awards on his blog last Friday and shared them to the Facebook page. Voting on Coffee Party Entertainment Awards is taking place on the All Volunteer Facebook Group.  He asked the directors to vote. Voting closes Saturday. He plans on posting the winners on his blog Sunday the 18th. Charlotte thanked Vince for his work.

There will be a working session on March 21.

Members checked out.

The meeting adjourned at 8:52 P.M. E.D.T.

The next meeting will be on April 11, 2018 at 8:00 P.M. E.D.T.

Respectfully submitted,
Vince Lamb, Interim Secretary

Coffee Party Board Minutes February 7, 2018

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on February 7, 2018

Present: Charlotte Vaughan Coyle, Vince Lamb, Jeanene Louden, Debilyn Molineaux, Egberto Willies.

Absent:  Heather Prabish, Kevin Watford, Bobby Rodrigo.

Charlotte called the meeting to order at 8:25 P.M. E.S.T.

Members checked in.

Vince reported that the January minutes were posted to WordPress blog.

There was no financial report.

After a discussion on the Citizen Oriented Taxes position paper, voting was postponed.  Board members will vote on the document, the vote will be recorded on the Facebook page and reported at the next meeting.

After a discussion, the board came to a consensus that there was no need for a formal vote on Partnerships letters.  Instead, Vince would consider the board input on the letters, including replacing the old letterhead with the transition banner from the Facebook page and signing the letters as a director.

Partnerships has recommended that Coffee Party join the Listen First Coalition.  Vince moved and Debilyn seconded a motion to join the Listen First Coalition.  The motion passed unanimously (Heather, Kevin and Bobby absent) .

Egberto and Debilyn reported on the Local Communities Strategies call on Tuesday.  The Coffee Party will embark on a pilot project of 20 local groups with the goal of 435 local groups, one for every Congressional District.  There will also be a national week of conversation April 20-28, including a reflection day on April 29th.  Egberto will sign up for the national week of conversation on behalf of the Coffee Party.

Coffee Party Entertainment Awards: Vince has found out that someone else had been using “Golden Coffee Cup Awards” but stopped.  Vince asked if we can take the name over and is waiting for a response.  Vince also reported on the conversation on the volunteer Facebook group about adding two awards for government officials, one for a portrayal by an actor or actress in a scripted movie, another by an appearance of a present or former government official in a documentary.  He will open up nominations for best political drama or comedy and best political documentary along with best portrayal of a government official, historical or fictional, and best appearance of a political official in a documentary.

Charlotte reported that she and others on the board are considering adding hours to our Administrative Assistant schedule. The Administrative Assistant has expressed concern that her health will impact how many hours she can work..  No decision about additional hours was made.

There will be a board work session on February 21st.  The meeting scheduled for February 14th (Valentine’s Day) has been cancelled.

Members checked out.

The meeting adjourned at 8:59 P.M. E.S.T.

The next business meeting is scheduled for March 14, 2018 at 8:00 P.M. E.D.T.

Respectfully submitted,
Vince Lamb, Interim Secretary

Coffee Party Board Minutes January 10, 2018

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on January 10, 2018

Present: Charlotte Vaughan Coyle, Heather Prabish, Kevin Watford, Vince Lamb, Jeanene Louden, Debilyn Molineaux, Bobby Rodrigo, Egberto Willies.

Absent: No one!

Charlotte called to order at 8:04 P.M. E.S.T.

Members checked in.

Kevin presented the financial updated to the end of December, making it a mid-fiscal year update.  Overall, the organization is doing a good job of keeping expenses under control.  The organization has money in the bank and in PayPal and paid off its credit cards, but income is a still a long-term concern.  The organizations needs to grow its member base and member income.  Kevin and Jeanene are reviewing the organization’s tax return, which should be mailed to the IRS on Friday, January the 12th.

Heather asked about membership.  Debilyn suggested a meeting or work session devoted to membership and long-term membership trends.

Charlotte wondered if the pruning of the email lists could result in a lower rate for NationBuilder, as those are based on the number of emails in the database.  The lower rate would take effect in late September.

Charlotte reported that the December minutes have been approved and posted to the WordPress blog.  She thanked Vince for being timely.

Charlotte asked Heather about the progress on Voter Buddy.  In turn, Heather asked Bobby about his progress on working on the page.  Bobby reported that everything was ready to publish except for the blog, which needed a moderation procedure for people submitting stories.  He had the calendar turned off because it make the site vulnerable to a overloading, a kind of denial of service attack.  Heather was still looking for a way to communicate with her work group.  She also mentioned that the voterbuddy.com domain name was for sale from the person owning it, which could cost $2300.  The owner was contacted to see if he or she would donate it; Heather and Bobby are still waiting for a response.  Debilyn reserved the voterbuddy.us and voterbuddy.net domain names for $8.00 each.  These domains could be redirected to the Coffee Party USA page.  A discussion ensued about fundraising to buy the voterbuddy.com domain.  Charlotte asked if having the .com domain name was mission critical.  Bobby answered no.  Charlotte recommended that further discussion buying voterbuddy.com wait.  Heather asked where the page should be published.  Debilyn suggested that it be soft-launched under actions and hard-launched as the front page of the site.  There was also a discussion about the donation button and how much the donations should be so that Jeanene can track which donation come in through this page via PayPal.  Action: Debilin will set up meeting with Heather, Werner etc.  Heather requested that any promotion of the Voter Buddy page be non-partisan.

Charlotte introduced Debilyn, who reported on the Citizen Oriented Taxes Position Paper.  Debilyn asked if the Board felt ready to vote to approve it.  She then realized that the paper still needed revision.  Debilyn will update to reflect actual change in tax law and directors are asked to read the draft over the next week and give feedback.

Debilyn moves that Egberto moves from Newsroom to Local Communities. Jeanene seconds.  Motion passed unanimously with Egberto abstaining.

Charlotte presented a new posting schedule for the Newsroom, which includes two time slots dedicated to CP education, information and “voice.” She noted that Coffee Party needs the help of the Board to make this successful.  Debilyn reported that PR would have branding and meme templates ready in three or four weeks.  PR will host meme templates on Canva.com; everyone on the Board and Newsroom will get access to the account.  A discussion about Hootsuite ensued.  There was also a discussion about a meme that was deleted from the Join the Coffee Party Movement page instead of hidden that was about the ability of news organizations to publish falsehoods.  Bobby pointed out that this came back to corporate personhood, a Coffee Party issue from the beginning of the movement.  Heather pointed out that this was confrontational.  Charlotte asked Jeanene to repost the meme.  Charlotte asked for volunteers to contact Snopes.  Bobby volunteered to do so to clarify their entry.

Charlotte asked if the active volunteer list was ready to go to Leah.  Several directors have added their volunteers.  Heather asked about the standards for in-kind memberships.

Charlotte instructed the board to keep recruiting/mentoring Work Group Chairs and Asst. Work Group Chairs. It is the board’s responsibility to orient, encourage, and hold Work Group Chairs accountable.

Charlotte reviewed upcoming Events.  Jeanene reminded her about the Women’s Marches Jan 19, 20, and 21.  Jeanene is going to one in Salem on the 20th and another in Eugene on the 21st.  Bobby will be speaking to the Women’s March in Miami.  This event is listed on the Coffee Party page.  Charlotte also mentioned the Coffee Party Birthday January 26 and the Irish Coffee Day the day before on January 25.  She is working on memes and posts for those two.

Members checked out.

The meeting adjourned at 9:17 P.M. E.D.T.

The next meeting will be on February 14, 2018 at 8:00 P.M. E.S.T.

Respectfully submitted,

Vince Lamb, Interim Secretary

ADDENDUM: Meeting was rescheduled for February 7, 2018.

Coffee Party Board Minutes December 13, 2017

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on December 13, 2017

Present: Charlotte Vaughan Coyle, Heather Prabish, Kevin Watford, Vince Lamb, Debilyn Molineaux, and Bobby Rodrigo.

Absent:  Jeanene Louden and Egberto Willies.

Charlotte called the meeting to order at 8:05 P.M. E.S.T.

Members checked in.

Charlotte reported that the November minutes have been approved and posted to the WordPress blog.

Debilyn reported that Public Relations sent out a consent email.  This is the second step of five in improving our email reputation.  She will get a final report on Friday.  Her preliminary report is that the email elicited a $45 donation, but also 212 unsubscribes and 1000 bounces.  The email did have a 12% open rate, which is better than normal.  She was also asked a question about our Twitter account; it needs to be set to post from our Facebook account.  Debilyn and Bobby are working on this issue.

Vince reported that the board approved the collaboration with GiveVoice’s Protecting Nonprofit Nonpartisanship community letter in support of nonpartisanship on the Facebook group.  He signed the letter on behalf of the Coffee Party.  He told the Partnerships Work Group Leader that she needs to contact Charlotte to schedule the Work Group Call on the Coffee Party Zoom account. He will put her in contact with Charlotte.

Heather reported that she has not yet received an additional report from TurboVote, particularly on registrations through the site the Voter Registration Day.  She will find and share the results from VRD.

Charlotte led a discussion about the Coffee Party’s Hootsuite account and linked to the relevant settings page on the Join the Coffee Party Movement Facebook page.  Bobby described the history of the account, which predates his presence on the board.  Bobby will look at the settings and report back to the board.

Charlotte asked Debilyn about getting emails to the members.  Debilyn will take this back to PR and get back to the board.

Bobby asked about the issues Jeanene and others are having with ScoopIt.  This seems to be a result of cancelling the Coffee Party ScoopIt account.

Charlotte asked “How are we doing communicating with our Coffee Party Voice?” on the Join the Coffee Party Movement Facebook page.  A lively discussion ensued.  There seems to be an issue with particular posters not being civil and objective.

Kevin will prepare a financial report for next week’s meeting.

Charlotte reviewed the upcoming dates for working group and monthly business meetings.

Members checked out.

The meeting adjourned at 8:57 P.M. E.S.T.

The next meeting will be on January 10, 2018 at 8:00 P.M. E.S.T.

Respectfully submitted,

Vince Lamb, Interim Secretary

Coffee Party Board Minutes November 8, 2017

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on November 8, 2017

Present: Charlotte Vaughan Coyle, Heather Prabish, Vince Lamb, Jeanene Louden, Debilyn Molineaux, Bobby Rodrigo

Absent:  Kevin Watford, Egberto Willies.

Charlotte called the meeting to order at 8:07 P.M. E.S.T.

Members checked in.

Charlotte reported that the October minutes have been approved and posted to the WordPress blog.

Charlotte also reminded the members that they had approved both the new Job Descriptions for the Directors, Work Groups, and Work Group Chairs (seven yes with Bobby abstaining) and the revisions to the By-Laws (six yes with Bobby and Egberto abstaining).

Jeanene (substituting for Kevin) gave a report on the organization’s finances.  Everything is up to date through October.  The document is view only; the directors requested that they be allowed comment-only access.  Jeanene granted it.  She discovered that there are two Hootsuite vendors; she and Bobby will help resolve that.

Debilyn reported that Public Relations discovered that the Coffee Party has a neutral email reputation score.  She and the Administrative Assistant are working on improving our email reputation, which will likely involve a purge of email addresses of accounts that have not interacted with us over the past 12-18 months.  This will remove bounced emails and improve our reputation.  Directors discussed how email reputation works.  Bobby will assist on this.  Debilyn also reported that we have a low open rate and discussed why that’s the case and how to improve the open rate.  This will include a better method of people opting in and opting out of the mailing list.  There is also an issue in that our email host and our domain name server are not the same.  The entire project will likely take another month.  Charlotte asked if a test email could be sent after the project is done to determine how well that works.  A discussion ensued.  Charlotte thanked Debilyn, Bobby, and the Administrative Assistant for their ongoing work.

Heather reported that there was no activity in Campaigns and Actions during October.  She expects she will be able to work on Voter Buddy between now and the December business meeting.  Jeanene shared that whenever she posted in the Newsroom and her own Facebook page about voting, she used the #VoterBuddy tag.  Several of her friends have started using the tag.  Charlotte asked if Campaigns and Actions are utilizing the volunteers that are being sent its way.  Heather responded that volunteers are being integrated.

Jeanene reported that she is working on a template for a monthly report on member engagement.  The template should be ready by the next monthly business meeting.  She noted that this is the year when membership goes down, but individual contributions go up.  She’s also working on how to track merchandise.  She’s also looking into putting a stamp and postcard budget in order to send thank you notes to members on the anniversary of their joining.

Vince reported that the Partners Work Group recommended The Chisel for Partnership.  Vince moved that The Chisel be approved for Partnership. Jeanene seconded.  The motion passed unanimously 6-0-2 with Kevin and Egberto absent.  Debilyn suggested that she introduce Vince to Deborah Devedjian of The Chisel.  Vince is already receiving email from Deborah.  Vince also reported that the Work Group is working on form emails to send to approved and potential partners.

Debilyn reported on the reception of the propaganda education memes in the Newsroom.  It’s been uneven, although they are getting responses.

Debilyn also reported on the status of the Tax Reform position paper.  It is almost finished, but needs a more concrete set of suggestions for corporate taxation.  It should be finalized at the next Work Group meeting next Tuesday.

Charlotte reminded the Directors that our Administrative Assistant doesn’t have enough time to do much with volunteers right now. WG Chairs and Director Liaisons need to be sure we are helping new volunteers get started.  Bobby shared his experience with a former Coffee Party member  who recognized Bobby as a Coffee Party Director on a Facebook video.  A discussion ensued about how his relief work for Puerto Rico is going.  The discussion moved to how well the organizations he’s helping fit into the Coffee Party Mission and End State Goals.

Members checked out.

The meeting adjourned at 9:07 P.M. E.S.T.

The next meeting will be on December 13, 2017 at 8:00 P.M. E.S.T.

Respectfully submitted,

Vince Lamb, Interim Secretary

Coffee Party Board Minutes July 11, 2017

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting July 11, 2017

Present: Charlotte Coyle, Debilyn Molineaux, Vince Lamb, Jeanene Louden, Heather Prabish, Egberto Willies, Bobby Rodrigo.

Absent: Kevin Watford.

Meeting was called to order at 8:09 pm ET when a quorum was established.

Directors checked in.

June Minutes were approved on the BoD Facebook page and are posted on the WordPress site.

The year end financial report will be presented at the August meeting.

Motion: In the absence of a president since the beginning of fiscal year 2017-2018, Charlotte Coyle shall be appointed by the Board to serve as Acting President for July, August and September. Vince Lamb will be appointed for October, November and December, Jeanene Louden will be appointed for January, February and March 2018, and Bobby Rodrigo will be appointed for April, May and June.

Debilyn made the motion and Egberto seconded. The vote was unanimous with Kevin absent.

Motion: Heather Prabish shall be appointed by the Board to serve as Vice President for fiscal year 2017-2018.

Egberto made the motion and Vince seconded. The vote was unanimous with Kevin absent.

The next official Board meeting will take place in August at the annual retreat.

The meeting adjourned at 8:25  pm ET. Discussion continued in a work session.

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

 

Coffee Party Board Minutes October 11, 2017

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on October 11, 2017

Present: Charlotte Vaughan Coyle, Heather Prabish, Vince Lamb, Jeanene Louden, Kevin Watford.

Absent: Debilyn Molineaux, Bobby Rodrigo,Egberto Willies.

Charlotte called to order at 8:04 P.M. E.D.T.

Members checked in.

Charlotte discussed the discrepancy between the Zoom link on the agenda and the one in the invitation for the meeting that Vince pointed out.  The issues with Zoom will continue to be worked out during the transition, which may take more than the two months planned for.

Vince reported that the September minutes have been approved and are ready to post to the WordPress blog.  The minutes for the business meeting during the retreat have been approved but still need one more director to approve, amend, or abstain before he will post them to the WordPress blog.

Kevin updated the directors on the finances.  He and Jeanene are working on the organization’s taxes.  They will file an extension while they do so, which should give them three months, but they expect taxes will be filed by next month.  Kevin asked the directors to remind him of any recurring expenses.  Heather asked when Maestro renews next.  Kevin will get back to the board by the end of the meeting.  He reminded directors not to put any Coffee Party expenses on their personal credit cards, both to protect themselves as well as the organization.  He will work on getting Coffee Party credit cards to Charlotte and Heather for organizational expenses.  Jeanene reminded us about the provision in the By-Laws that the organization cannot lend money to directors.

Vince reported that Partnerships Work Group recommended the Listen First Project for a partnership.  Heather reported on the organization.  Vince moved that the Coffee Party pursue a partnership with the Listen First Project.  Heather seconded.  The motion passed 5-0 with Debilyn, Bobby, and Egberto absent.  Heather will publish the partners page.  Vince reminded the directors that they had approved a partnership/collaboration with National Voter Registration Day on the Facebook page.

Charlotte reviewed the proposed changes in the By-Laws and invited all the directors to examine them with her.  Jeanene assisted Charlotte in this review and pointed out the issues she saw as important or unresolved, including members versus donors and the proposed addition of in-kind memberships.  Charlotte invited the directors to continue their review after the formal meeting ends in the Facebook group.  She will also post the link to the revised job descriptions in the Facebook page.

Members checked out.

The meeting adjourned at 9:03 P.M. E.D.T.

The next meeting will be on November 8, 2017 at 8:00 P.M. E.S.T.

Respectfully submitted,

Vince Lamb, Interim Secretary

Coffee Party Board Minutes September 13, 2017

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on September 13, 2017

Present: Charlotte Vaughan Coyle, Heather Prabish, Vince Lamb, Debilyn Molineaux, Bobby Rodrigo, Egberto Willies.

Absent: Kevin Watford, Jeanene Louden.

Charlotte called to order at 8:12 P.M. E.D.T.

Members checked in.

Vince Lamb shared the link to the minutes of the business meeting from the Annual Retreat.  He asked members to read, comment or edit, and approve, disapprove, or abstain.

Debilyn made a motion to present a $100 Amazon gift card as a thank you gift to Angie Camacho, the logo designer, upon the final approval of the logo. Charlotte seconded. The motion passed unanimously.

Vince made a motion to approve a partnership with Better Angels.  Heather seconded. The motion passed unanimously.  Vince will forward the partnerships agreement to Better Angels.

Debilyn shared the suggested words from the board for the logo, civility, transpartisan, integrity.  The members of her work group disagreed.  They preferred the words that are already on there.  Debilyn recommended diversity, civility, respect, dignity, and integrity as the words on the logo.  The board discussed the idea.  After discussion, the words became civility, integrity, unity with rebuilding community in a tag line.  No decision on the words to give to Angie was made at this time.

Bobby reported on replacing Maestro with Zoom.  He also described price, usefulness, and user-friendliness of Zoom.  The rest of the board joined the discussion.  Debilyn suggested remaining on Maestro while transitioning to Zoom.  Egberto moved that the Coffee Party transition from Maestro to Zoom with a two month overlap.  Debilyn seconded.  The motion passed unanimously.

Debilyn led a discussion about the website.  She and Charlotte asked the board members to read through the website and add their comments to a review document.  Charlotte asked if it would be productive to use a work session to examine the website.  Debilyn recommended that the review document be done first.  The review is the first step to a complete website redesign.  Debilyn and Bobby will work together on RFP & hiring help.  No decision was made at the meeting.

Charlotte led a discussion about Scoopit.  The Coffee Party does not use it but it costs $79/month.  Egberto moved and Debilyn seconded a motion to cancel our Scoopit subscription.  The motion passed unanimously.

Charlotte talked about Coffee Party’s plans for Voter Registration Day (September 26, 2017).  She and Heather suggested that we debut the TurboVote page/site on that day. This will require rapid action by several work groups.  During discussion, Debilyn mentioned that PR will handle the weekly email blasts from now on.  No motion was made, but the board supported having the TurboVote page ready for the public by September 26, 2017.

Charlotte pointed out the rest of the items on the agenda — Volunteer vetting, Proposed director/work group descriptions, and By-laws update — and told the rest of the directors to review them in preparation for a vote in the near future.

Egberto discussed the video from the retreat and the possibility of editing long and short versions of it.  Debilyn asked if the short version would be ready for the Sunday email blast.  Egberto said it would be.  Charlotte also asked about her writeup for the email blast.  Debilyn replied it should be about the website update.

Charlotte told the directors to pay close attention to the Facebook page because so much is happening.

Members checked out.

The meeting adjourned at 9:08 P.M. E.D.T.

The next meeting will be on October 11, 2017 at 8:00 P.M. E.D.T.

Respectfully submitted,

Vince Lamb, Interim Secretary

Coffee Party Board Minutes August 27, 2017

by vincelamb

Minutes for Coffee Party USA Board of Directors meeting August 27, 2017

The in-person business meeting during the Annual Board of Directors Retreat was called to order at 9:25 A.M. Pacific Daylight Time.

Present: Charlotte Vaughan Coyle (presiding), Heather Prabish, Kevin Watford, Vince Lamb, Jeanene Louden, Debilyn Molineaux (recording), Egberto Willies.

Absent: Bobby Rodrigo.

Discussion of the items below were extensive throughout the annual in-person board meeting.  More notes about bylaws revisions.

  • Budget vote – Kevin moves, Heather seconds.
    • I make a motion to approve the FY 18 budget for Coffee Party.
    • No discussion
    • Motion passes unanimously, Bobby Rodrigo absent
  • 2017-2018 Goals and Actions vote (Debilyn moves, Heather seconds)
    • Move to adopt the following direction for 2017-2018
      • Promote Electoral Reform issue in a variety of ways through all Coffee Party USA venues
      • Focus on registration and voting campaign leading to 2018 mid-terms
      • Model Inclusive Dialogue and Constructive Collaboration
      • Create effective relational fundraising
    • No discussion
    • Motion passes unanimously, Bobby Rodrigo absent
  • Approval of Partnerships Agreement between Coffee Party USA and our vetted/approved Partners.
    • Vince moved that the board adopt this motion.  Egberto seconded.
    • Motion passes unanimously, Bobby Rodrigo absent
  • Appoint a secretary and president (Heather moves, Debilyn seconds)
    • Move to appoint Charlotte Coyle as Interim President until June 30, 2018
    • Move to appoint Vince Lamb Interim Secretary until June 30, 2018
    • Motion passes unanimously, Bobby Rodrigo absent, Charlotte Coyle & Vince Lamb abstain
  • The board discussed the By-laws, including the definition of membership and the job descriptions of officers and directors.  Decisions on those topics will be made at future regular meetings as part of the annual by-laws review.
  • The next meeting will be Wednesday, September 13.
  • Meeting adjourned at 9:48 A.M. P.D.T.

Respectfully submitted,

Vince Lamb, Interim Secretary