Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Coffee Party Board Minutes November 9, 2016

by cvcoyle

Minutes for Coffee Party USA Board of Directors meeting November 9, 2016.

Meeting was called to order at 8:02 pm ET when a quorum was established.

Present:  Tim Danahey, Charlotte Coyle, Mark Gilbert,Vince Lamb, Bobby Rodrigo, Kevin Watford, Jeanene Louden, Debilyn Molineaux

Absent: Egberto Willies

Directors checked in

October minutes were presented for approval.

The financial report was received.

Job Descriptions for Board positions were presented by Charlotte and the Board Development Work Group. These descriptions will be used to help recruit new Directors for the 2017 election. Directors were invited to edit their position as appropriate. All agreed the document would stand approved on November 10.

J’nene explained that filing our 990 Nonprofit Tax Return requires the addresses of Directors and approximate volunteer hours during this past year. Directors will each get their information to J’nene asap.

Vince and the Partnerships Work Group recommended collaborations with Human Solution International and The Shift Network and a partnership with Democracy Works.

Vince made the motion; J’nene seconded; the motion passed with 8-0 with Egberto absent/abstaining.

Partnerships is asking permission from the board to approach and vet the Injustice Boycott movement. Bobby will contact Injustice Boycott.

Partnerships reminded all Directors to vote on the list of recommended partnerships. Directors have until November 10 to vote on the various partnerships. After November 10 the partnerships will be considered approved.

The meeting adjourned at 8:24 pm ET. The Board continued discussion in a work session about Board recruitment and the #StayInvolved campaign.

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

Coffee Party Board Minutes October 12, 2016

by cvcoyle

Minutes for Coffee Party USA Board of Directors meeting, October 12, 2016

Meeting was called to order at 8:08 pm ET when a quorum was established.

Present:  Jeanene Louden, Bobby Rodrigo, Charlotte Coyle, Vince Lamb, Egberto Willies Absent: Debilyn Molineaux, Kevin Watford, Tim Danahey, Mark Gilbert

Directors checked in; Jeanene presided.

September minutes were presented for approval.

The financial report was received.

There was lengthy discussion about Coffee Party USA relationship with NationBuilder. NB billing process changed without our knowledge or consent and a charge is in dispute. Bobby will continue conversation and negotiation with NB and report back. The Board will discuss this again when we have more information and more Directors present.

Vince Lamb, Director of Partnerships, re-submitted the ballot for approving partnerships and collaborations and requested that all Directors vote on each of the items. The Partnerships Work Group will present more partnerships for discussion and approval at an upcoming meeting.

The meeting adjourned at 9:04 pm ET

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

October 18, 2016

The 2017 Election Procedures were approved by the majority of the Board within the BoD Group Facebook page.

Yes: Debilyn Molineaux, Charlotte Coyle, Kevin Watford, Egberto Willies, Bobby Rodrigo, Mark Gilbert, Vince Lamb.

No: Jeanene Louden

Abstain/Absent: Tim Danahey

Coffee Party Board Minutes, September 14, 2016

by cvcoyle

Minutes for Coffee Party USA Board of Directors meeting, September 14, 2016

Meeting was called to order at 8:02 pm ET when a quorum was established.

Present:  Bobby Rodrigo, Egberto Willies, Charlotte Coyle, Mark Gilbert, Vince Lamb, Kevin Watford, Jeanene Louden.

Debilyn Molineaux and Tim Danahey were absent

Directors checked in

August minutes were approved.

The financial report was received.

The #VoteAnyway campaign was discussed at length. Letters from Members are being received and circulated via email and JTCPM page. Bumper stickers are being mailed. Radio and video promotions are being planned. The ‘Letters from Members’ Scoop.It page will continue to serve our members in a variety of ways in the future.

After consultation with an attorney and discussion by the Directors, the following statement was adopted:

“It is the policy and practice of Coffee Party USA that Coffee Party USA will not endorse any candidate. Coffee Party has always been a safe space for people to express themselves and their opinions. Letters from Members is a designated safe space for people to express their personal viewpoints about the election and the candidates.”

Egberto made the motion and Bobby seconded

The motion passed 7-0-2 with Debilyn and Tim absent/abstaining

Charlotte presented the Board Development Work Group request that the Board of Directors approve the 2017 Elections Procedures. Board members will comment into the working document and the WG will edit, update and resubmit to the BoD as soon as possible.

Vince made a motion to approve the recommendation of the Partnerships Work Group that Coffee Party USA enter into collaboration with TurboVote. Bobby seconded

The motion passed 7-0-2 with Debilyn and Tim absent/abstaining

The meeting adjourned at 9:15 pm ET

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

Coffee Party Board Minutes, August 6, 2016

by cvcoyle

Minutes for Coffee Party USA Board of Directors meeting, August 6, 2016

Meeting was called to order at 6:02 pm ET when a quorum was established.

Present:  Debilyn Molineaux, Jeanene Louden, Kevin Watford, Charlotte Coyle, Egberto Willies, Bobby Rodrigo, Vince Lamb, Mark Gilbert. Tim Danahey was absent

Members checked in

Kevin moved the Board approve the 2016-2017 budget as presented.

Seconded by Bobby

The motion passed 8-0-1. Tim absent/abstain

Debilyn moved the Board engage and support the Coffee Party USA #VoteAnyway campaign for 2016-2017

Seconded by Jeanene

The motion passed 8-0-1. Tim absent/abstain.

Kevin moved Coffee Party reimburse Jeanene for extra retreat expenses

Seconded by Egberto

The motion passed 7-0-2. Jeanene abstained. Tim absent/abstain.

Jeanene moved the Board grant permission for the use of our logo to three Coffee Party members in the personal invitation team for their efforts to approach new members.

Seconded by Debilyn

Motion passed 8-0-1. Tim absent/abstain.

Bobby suggested we create a procedure for the appropriate use of our logo

The meeting adjourned at 6:11 pm ET

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

Minutes for Coffee Party USA Board of Directors meeting, July 12, 2016

by cvcoyle

Meeting was called to order at 8:04 PM ET when a quorum was established. Members checked in

Present: Debilyn Molineaux, Jeanene Louden, Charlotte Coyle, Mark Gilbert, Vince Lamb, Egberto Willies checked in and left after voting. Absent: Bobby Rodrigo, Tim Danahey, Kevin Watford

Welcome to Kevin Watford, newly elected treasurer and Charlotte Coyle, newly appointed secretary. Welcome back Egberto Willies who has been re-elected for a second term.

Minutes

Vince Lamb reported. June 14, 2016 Minutes needs BoD members to approve. June 28, 2016 Minutes are approved already, but need two more people to sign.  Approved minutes for March and April have been posted to the WordPress blog. Minutes for May 18, 2016 have been approved but still need two more directors to sign.

Vince finished up his secretary responsibilities and handed them off to Charlotte

Treasurer’s Report

Jeanene Louden reported balance at the end of the fiscal year 2015-2016.

PayPal       $1,818.90

US Bank     7,734.71

Total           9,553.61

VISA           1,862.86

BAL          $7,690.75

Election of Vice President

The Coffee Party USA Executive Team consists of the Board of Directors officers, currently President, Secretary and Treasurer. The by-laws provide for the election of a Vice President as needed. Debilyn proposed Jeanene Louden as VP; Egberto seconded. The motion passed with 6 yeses. Bobby, Mark and Tim were not present.

Partnerships

Vince Lamb has asked the BoD to approve Coffee Party USA partnerships with other organizations. The Board decided to participate in a formal vote for purposes of Board insurance and our fiduciary responsibilities as BoD members. Vince presented the ballot and asked Board members to register their votes: yes/no/abstain

Vince has sent an email to Virginia Choi about the sales of our stamp.

Other Business

Bobby Rodrigo has requested that the BoD issue a statement of opposition to proposed IRS Regulation 134417–13. The statement is a work in progress. There was no more discussion and no Board action.

Meeting was adjourned at 8:25 PM ET and the Board continued conversation in a working session.

The next scheduled business meeting will be the Board retreat August 4-7, 2016.

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

Approved August 6, 2016

April 20, 2016

by vincelamb

MEETING CALLED TO ORDER at 8:06 PM EST.

P – Debilyn Molineaux,

P – Jeanene Louden

P – Vince Lamb

P – Tim Danahey

P – Mark Gilbert

A – Bobby Rodrigo

P – Egberto Willies

Members checked in.

Minutes

Vince shared the link to March’s minutes and asked the board members to read them and either approve or amend them.  March’s minutes were approved by the end of the meeting 5-0-2 (Bobby absent and Egberto abstaining).  He also posted the approved minutes for January and February to the WordPress blog.

Treasurer’s Report

Jeanene presented the financial report for March.  We are on track to make 100% of our budget with membership dues.  A line item for moderation teams is not currently in the budget.

Elections

Debilyn reported that candidates have applied for two positions, Newsroom and Treasurer.  In addition, Board Development is vetting a replacement for Vince to be appointed as Interim Secretary.

Website

Debilyn pointed out that pages are needed for the Label Pins and Stamp Stampede.  Vince, Debilyn, and Jeanene will meet offline on Noon ET/9 AM PDT for a brainstorming session about the Stamp Stampede page.

POGO (Project on Government Oversight)

Tim Danahay discussed his interactions with the Project on Government Oversight (POGO).  This is an organization that Partnerships Work Group is currently vetting.  He advocated for this potential partnership and suggested the kinds of actions the Coffee Party could take in cooperation with POGO.  A discussion ensued about these actions and how they could be followed for other groups we cooperate with through Campaigns and Actions and Newsroom.  The discussion also centered on tying this year’s action to the Presidential Election.  Debilyn recommended that Tim continue talking with POGO and Vince continue to vet the group through Partnerships.  The Board would then vote on the approval via the Facebook group before the next business meeting in May.

Engaging volunteers

Debilyn and Egberto discussed Leah’s request to engage and nurture volunteers.  This resulted in a general discussion of what Board members and Work Group chairs do right and sometimes don’t do to support volunteers.

Summer Meeting Times

Starting the second week of May, the board will change its meeting day to Tuesday.  This was approved by unanimous vote of the members present.  Meetings will still begin at 8 PM EDT/5 PM PDT.

Members checked out.

The meeting was adjourned at 8:57 PM EDT.

The next monthly business meeting for the Board will be May 10, 2016, 8 PM EST.

Respectfully submitted,

Vince Lamb

Interim Secretary, Coffee Party Board of Directors

 

March 9, 2016

by vincelamb

MEETING CALLED TO ORDER at 8:05 PM EST.

P – Debilyn Molineaux,

P – Jeanene Louden

P – Vince Lamb

A – Tim Danahey

P – Mark Gilbert

P – Bobby Rodrigo

P – Egberto Willies

Members checked in.

Minutes

Vince shared the link to February’s minutes and asked the board members to read them and either approve or amend them.  The minutes were approved 5-0-2 with Bobby abstaining and Tim absent.

Treasurer’s Report

Jeanene presented the financial report for February.  She had never been so happy about the state of the organization’s budget.

Partnerships

The board decided unanimously to pursue a collaboration with Democracy Awakening.  The vote was taken on the Board Facebook group on March 5, 2016, and affirmed and recorded at the meeting.

Annual Meeting

Bobby asked the members if they could make another weekend besides that of the August 4-7 because the location he had picked out was unavailable.  Vince said no.  The members decided to keep that weekend for a meeting and have Bobby look for another location.

Executive Session

The board entered and exited executive session. No actions were taken.

The monthly business meeting was adjourned at 8:28 P.M.  The board then entered a working session about annual goals and work group updates.

The next monthly business meeting for the Board will be April 20, 2016, 8 PM EST.

Respectfully submitted,

Vince Lamb

Interim Secretary, Coffee Party Board of Directors

February 10, 2016

by vincelamb

MEETING CALLED TO ORDER at 8:03 PM EST.

P – Debilyn Molineaux,

P – Jeanene Louden

P – Vince Lamb

A – Tim Danahey

P – Mark Gilbert

P – Bobby Rodrigo

P – Egberto Willies

Members checked in.

Minutes

Vince reported that the minutes for January 2016 have been shared with the Board and need to be read and approved.  The minutes were approved by the end of the meeting (5-0-2, Jeanene abstaining and Tim absent)  Also, the minutes for November and December have been approved and posted to the WordPress Blog

Treasurer’s Report

Jeanene presented the financial report for January.  She said that she gets happier with the organization’s finances every month that she prepares them.  The organization is currently in the black and is on track to meet both its spending and revenue goals for the year.  She also reported that all the organization’s 1099 and 1096 forms have been sent out.  The board then discussed spending priorities: Savings, including what our goal is, D&O Insurance, and Trademark protection .

Strategy Work Group

Debilyn presented a proposal for Cross Pollination of Work Groups.  The idea was that members of all work groups, including board members, work group chairs, and active volunteers participate in a Maestro conference call once a month to provide opportunities for cross-pollination and collaboration between work groups.  It would be the only work group call that week; all other work group calls would be cancelled.  The recommendation from the Work Group was to try it for four months beginning the last week of March.  The board unanimously approved the recommendation with the suggestion that the calls start during the final week of February.  Debilyn will take that suggestion back to the work group.

Fundraising

Debilyn reported that $270.16 was raised on 15 t-shirts + extra contributions as a result of the Booster.com campaign.  She also presented two proposals for designs and costs of lapel pins to be sold as fundraising and marketing.  Mark moved and Jeanene seconded that the board order 200 units of design 1.  The motion passed unanimously.

Partnerships

Vince reported that the Partnerships Work Group had vetted both Democracy Spring and Stamp Stampede and recommended that the board approve a collaboration with Democracy Spring and a partnership with Stamp Stampede.  Debilyn and Mark reported that Campaigns and Actions have already started work on the collaboration, including planning to support Democracy Spring.  Debilyn also mentioned that a liaison has already been found who works with both Coffee Party and Democracy Spring.  Bobby shared that the originating organization for Democracy Spring is 99 Rise.  Several board members reported that they are planning on attending.  Jeanene also mentioned that the event coincides with a meeting of People for the American Way, an organization with which the Coffee Party has a long history of cooperation.  Egberto updated the status of our partnership with Move to Amend, including the activities Move to Amend is engaged in and the Coffee Party is supporting.

Newsletter

Egberto has contacted all board members for submissions to the Newsletter.  Debilyn will enter her submission.  She asked other board members to submit their articles by Friday.

Executive Session

The board entered executive session.  The board left executive session.

During executive session, Debilyn proposed a motion to ban people and refund memberships per a submitted list.  It was seconded by Bobby and passed unanimously.

Members checked out.

The meeting was adjourned at 9:12 PM EST.

The next monthly business meeting for the Board will be March 9, 2016, 8 PM EST.

Respectfully submitted,

Vince Lamb

Interim Secretary, Coffee Party Board of Directors

 

January 13, 2016

by vincelamb

MEETING CALLED TO ORDER at 8:03 PM EST.

P – Debilyn Molineaux,

P – Jeanene Louden

P – Vince Lamb

A – Tim Danahey

P – Mark Gilbert

P – Bobby Rodrigo

P – Egberto Willies

Members checked in.

Minutes

Vince reported that minutes for November have been approved and will be posted to the WordPress blog.  Minutes for December have been shared with the board and are awaiting review and approval.

Treasurer’s Report

Jeanene reported on the organization’s finances. The Coffee Party’s financial state continues to improve with a positive balance. There was also a brief discussion about creating a list of  people who received premiums and then canceled their memberships.

Elections

Debilyn shared a proposal from the Board Development Work Group to replace the current requirement that board members have three letters of support from current Coffee Party members with a Work Group Chair or Board of Directors Liaison Reference Check .  Debilyn moved to approve this proposal and Jeanene seconded.  Debilyn made a friendly amendment so the motion now read “Replace applicant support letters with an internal reference check (Directors and Chairs) to increase participation in Board elections.”  Jeanene seconded this amendment.  After a discussion, the motion was approved unanimously 6-0 with Tim absent.

Egberto checked out at 8:35 PM EST.

Debilyn also passed along the suggestion from the Board Development Work Group that directors write a short article (1-2 paragraphs) for the newsletter explaining what board members do and how we feel about our work.  Board members will sign up for which issue of the newsletter they

Moderation Team

Debilyn shared a set of proposed guidelines for moderators from the Strategy Work Group.  Board members will read the guidelines and discuss them in a work session.  The matter will be brought up at the next business meeting.

Executive Session

The Board entered and exited executive session without making a decision.

Members checked out.

The meeting was adjourned at 8:58 PM EST.

The next monthly business meeting for the Board will be February 10, 2016, 8 PM EST.

Respectfully submitted,

Vince Lamb

Interim Secretary, Coffee Party Board of Directors

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