Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

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

 

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