Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Month: August, 2012

July 25, 2012

by JKL

CALL TO ORDER AND NOTE OF ATTENDANCE

The conference call was convened by President Eric Byler at about 5PM Pacific (8PM Eastern). Other Directors present included Secretary Jeanene Louden, Jose Gutierrez, Frank Kirkwood, Chris Ritter, and Egberto Willies. Directors absent included Treasurer Eric Whinery and Craig Dunigan. Staff present included Executive Director Debilyn Molineaux. We all took 30 seconds each to check in!

MINUTES – progress is being made!

SENATE JUDICIAL COMMITTEE HEARING ON CITIZENS UNITED
Eric B gave us a quick update on the hearings and our participation in the various actions that came to a head in Washington DC that day.

  • Nearly 2 million signed petitions were delivered to the hearing from within the coalition of nine organizations including MoveOn, Common Cause, Credo, People for the American Way, Public Citizen, Center for Media & Democracy, Free Speech for the People & PIRG.
  • CP had about 15 people in attendance, including Annabel Park, Will Rice and Bob Trotner
  • Signers via CP = 11,033 unique emails, 14,061 signers


PUBLIC ANNOUNCEMENT OF OUR STAFFING CHANGES

We discussed the need to let our membership and followers know about the changes in our staffing in the best light possible. During the conversation it became clear that it is important to us that we be truthful and hopeful. Eric B will take the lead on this communication.

BOARD OF DIRECTORS  APPOINTMENT
The Board Development Work Group has fully vetted, interviewed, and unanimously recommended Cameron Kruger  to fill the vacancy of the Director for Development. After discussion, a motion was made by Chris and seconded by Egberto to invite Cameron to join the Board of Directors to complete the term vacated by resignation. Congratulations, Cameron!

The motion passed: 5 Yes, 0 No, 0 Abstain, and 3 Absent (Eric W, Jose, Craig).

FAREWELL TO DEBILYN
This is Debilyn Molineaux’s last meeting as our Executive Director. We all said our thank yous and goodbyes individually. She left the meeting, hopefully to a well earned Cosmo! Happy trails, my friend.

FUTURE STAFFING
Rather than go into executive session mode with these minutes and say nothing, I am choosing to “blog” in this section about a strategy we discussed to hire an eagar and qualified individual who would function as a part-time paid/part-time volunteer, hold-down-the-fort, staff person.

Our problem is one of ethics: we must be the America we seek.  We cannot in good conscience offer anyone a job without a future; we are uncomfortable underpaying this person; and we all know that generosity of spirit can be abused even without intent.

We all believe in the Coffee Party or we would not be on the Board of Directors. We all believe we are a fiscally smarter organization today, and are dedicating some of our talent away from the fight and toward home fires. The test of our authenticity will be whether we can invent a virtual home office that will not commit wage theft, and will honor the soldiers for democracy who do important work behind the scenes like balance the checkbook, send thank you notes to members and volunteers, and answer your emails and phone calls. I have a post-it on my computer that calls to me now: “Transparency means if I make a mistake you will see it – because we are friends I expect a hand up, not a beat down!”

We decided we believe in ourselves; we can trust ourselves to build the smart, 21st century, virtual workplace with a heart. We agreed to begin with our eager recruit… in addition to the amazing, almost too many to count, members and volunteers who will be served, of course! CoffeePartyON!
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EXECUTIVE COMMITTEE
Last week the Board Development Work Group recommended we activate the Board Officers into an Executive Committee to deal to reduce the day-to-day matters that can clog up Board meetings. We need to appoint a Vice President from among our ranks to complete the EC.

Jeanene moved and Frank seconded a motion to appoint Egberto Vice President and activate the Executive Committee. The motion passed: 5 Yes, 0 No, 1 Abstain (Egberto), 2 Absent (Eric W and Craig).

SCHEDULE NEXT MEETING AND ADJOURN
Eric closed the meeting not long after 7PM Pacific (10PM Eastern). The next meeting will be held by conference call Wednesday, August 1, 2012, at 5PM Pacific (8PM Eastern). We all took 30 seconds to check out, then opened all mics to say Aloha to one another.

RESPECTFULLY SUBMITTED:
Jeanene Louden
Secretary of the Board of Directors

July 18, 2012

by JKL

CALL TO ORDER AND NOTE OF ATTENDANCE
The conference call was convened by President Eric Byler at about 5PM Pacific (8PM Eastern). Other Directors present included Secretary Jeanene Louden, Craig Dunigan, Jose Gutierrez, Chris Ritter, and Egberto Willies. Directors absent included Treasurer Eric Whinery and Frank Kirkwood. Staff present included Executive Director Debilyn Molineaux and Membership Director Billy Sears.

MINUTES are still slow to be posted, so Debilyn will assist me in getting caught up.

BOARD DEVELOPMENT RECOMMENDATIONS
Lynda Park, Board Development Work Group Chair, and Jeanene Louden, work group liaison, submitted a proposal to the board outlining upcoming elections and related issues. The work group recommendations were informed by the bylaws, but made suggestions based upon almost a year of experience that will require the bylaws be amended should the Board act favorably upon the recommendations.

In summary, the recommendation had four parts:

  • Upcoming 2012 Elections – which positions are opening up
  • Proposals for Immediate Changes – ie the activation of an Executive Committee
  • Proposals for Mid Term Changes – some officers may change seats
  • Recommendations to fill the Board vacancy


Craig took the floor first, suggest going round-robin so everyone contributed to conversation. Our discussion about the recommendations was a healthy inquiry into the role of Board in the operations of the movement and the corporation (the legal entity that supports the movement). We could not reach firm agreement in the time allowed, but could see ourselves aligned with the philosophy behind the work group’s recommendations.

Jeanene moved and Egberto seconded a motion to accept the Board Development Work Group recommendations in concept.
The motion passed:  6 Yes, 0 No, 0 Abstain, 2 Absent (Eric W and Frank)

BANK OF AMERICA RECORDS
There have been many attempts to obtain the last, missing data in the project to consolidate all Coffee Party financial records. It is time to empower the Treasurer to approach BofA on behalf of the Corporation in order to obtain its rightful property. [Doesn’t that sound spanky?]

Jeanene submitted a resolution and Egberto seconded it for discussion.

RESOLUTION for obtaining bank records from Bank of America [account number and names removed for the web version of the minutes – jkl]
WHEREAS the Coffee Party USA (CP), EIN 27-2504746 is converting all past financial information into the current QuickBooks Online format, and
WHEREAS CP was a Bank of America customer with three accounts,
Advantage Checking Account
Business Economy Checking
Business Interest Maximizer  (no information needed)
WHEREAS certain hard copy of the bank statements for two accounts cannot be located, and
WHEREAS CP no longer has electronic access to the accounts, and
WHEREAS the account signers, xxxxx, are no longer active in CP, and
WHEREAS the months in question include March 2011 and May 2011 through the closing statement of the account (believed to be October 2011), therefore it is
RESOLVED that Coffee Party USA Board of Directors does hereby direct and authorize Eric Whinery, Treasurer of Coffee Party USA, to acquire the missing bank statements from Bank of America on behalf of the corporation.

The motion passed:  6  Yes, 0 No, 0 Abstain, 2  Absent (Eric W and Frank)

GOODBYE TO BILLY
We all said our goodbyes to Membership Director Billy Sears (my hero), who had to leave the meeting early. Next week will be Debilyn Molineaux’s last meeting as Executive Director.

They provided us with two plans for moving forward: one for August that assigned many duties to members of the Board on a short term basis and one for a future single position. Both documents shifted a large part of the administrative work of the Coffee Party to unpaid volunteers.

We had a long discussion about the financial road we walked to get to this point. We seem to gain membership and at the same time other members move on. The size of individual membership donations, our primary source of income, are decreasing for obvious reasons. We discussed strategies for going forward. Our conclusion is that something good will come of this, if only because we say so.

SCHEDULE NEXT MEETING AND ADJOURN
Our next meeting will be held July 25, 2012, at 5PM Pacific (8PM Eastern) by conference call. As always we closed with 30 second check outs and a chance to use the open mic to say Aloha to one another.

RESPECTFULLY SUBMITTED,
Jeanene Louden
Secretary of the Board of Directors

July 11, 2012

by JKL

Coming soon.

July 4, 2012

by JKL

This is only the second week we have not met since we began in January.

Happy Birthday America. I love you more than I knew possible.

June 27, 2012

by JKL

Coming soon.

June 20, 2012

by JKL

Coming soon.

June 13, 2012

by JKL

Coming soon.