July 18, 2012

by JKL

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.

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)

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)

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.

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.

Jeanene Louden
Secretary of the Board of Directors