Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Month: October, 2012

October 10, 2012

by JKL

CALL TO ORDER AND NOTE OF ATTENDANCE
The maestro meeting was called to order by President Eric Byler at 5:10 pm Pacific. Other Directors present included Vice President Egberto Willies, Secretary Jeanene Louden, Michael Charney Frank Kirkwood, Cameron Kruger, and Chris Ritter. Treasurer Eric Whinery and Director Jose Gutierrez missed the call. Membership and Volunteer Coordinator Jessica English was also on the call. We took 30 seconds each to check in!

MINUTES
The minutes for the September 26, 2012 meeting were posted earlier today.

FINANCIAL REPORT
The September income from memberships was almost $2000 below forecast. Michael asked questions about the character of the shortfall, like, were the expected number of renewals occurring, but at a lower donation level? Jeanene and Michael will look at the numbers behind the numbers and report back to the board next meeting.

BOARD DEVELOPMENT WORK GROUP
EricB led our discussion on the draft call for board member elections (google doc) that will become his blog post very soon. We will all have a chance to comment on the doc over the next 24 hours.

One point discussed and agreed to was that we need to encourage people to match their skills as well as their enthusiasm to board positions. We need people with specific talent, interests, and experience to serve as Directors.

INTERNET INFRASTRUCTURE WORK GROUP
There had apparently been some confusion about our decision last meeting to go ahead with hiring consultants to assist with our website conversion. The IIWG has worked its tail off to reduce the cost as much as possible, going into “team on a deadline” mode. AND the next step is complex, time consuming, and must be handled quickly and right the first time.

After a bit of discussion to complete our terms of satisfaction on the contract, we reaffirmed the decision from our last meeting. Chris will move forward with the consultants and Jeanene will make sure he has access to a means of payment.

DEVELOPMENT / FUNDRAISING
Cameron, our new director liaison for Development, initiated a conversation about where we have been and where we are going with regard to fundraising. The conversation focused on who we are today and what the brand, COFFEE PARTY USA means to people.

We discussed the fact that everything we do, every kind of outreach, is an opportunity to let people know we are truly a grassroots organization, that we are crowd funded by memberships and small donations, and that we have plans beyond what we are doing today.

After extensive brainstorming, we envisioned an outrageous fundraising goal ($500,000), and we each agreed to submit a paragraph to Cameron before the next meeting about our thoughts on how to reach that goal, given our individual areas of expertise and outreach.

Someone suggested a reading that would put us in the “next step” thinking mode: http://www.epolitics.com/ , “Dissecting the Craft of On-line Political Advocacy.”

SCHEDULE NEXT MEETING AND ADJOURN
The next meeting will be held Wednesday, October 24, 2012, at 5 pm Pacific (8 pm Eastern) by maestro call. We each took 30 seconds to check out, then we opened all mics and said aloha to one another.

Respectfully Submitted:
Jeanene Louden
Secretary of the Board of Directors

Advertisements

September 26, 2012

by JKL

CALL TO ORDER AND NOTE OF ATTENDANCE
The maestro meeting was called to order by President Eric Byler at 4:27 pm Pacific. Other directors present included Vice President Egberto Willies, Secretary Jeanene Louden (45 minutes during a drive across the Mojave Desert), Michael Charney, Jose Gutierrez, Frank Kirkwood, Cameron Kruger, and Chris Ritter. Treasurer Eric Whinery missed the call. Membership and Volunteer Coordinator Jessica English was also on the call. We took a few minutes to check in!

WELCOME MICHAEL CHARNEY
This was Michael’s first meeting as a Director, appointed to fill Craig Dunnigan’s vacancy. He is the conservative co-host of the Tuesday evening Coffee Talk Radio Show THE MIDDLE GROUND (along with progressive co-host Eric Byler).  “How to bring my Republican Party back to sanity” is his personal political theme. He is self employed along with his wife and currently lives in New Hampshire.

MEETING MINUTES
By this time next month all past minutes will be posted. Martini!

FINANCIAL REPORT
We are behind the budgeted renewal curve, but expect to hit target by the end of the month. Our budget does not include the leap to TV. Michael questioned the sudden jump in income projected in October: it assumed a fundraising drive associated with BE THE MEDIA and ACTIVE CITIZEN.

DEVELOPMENT WORK GROUP
Cameron, by being the new Director liaison to the Development Work Group, is now the owner of our fundraising effort. Among the current plans is a membership drive including offering Flobots new album plus Michael Charney and Egberto Willies books as membership gifts.

2012 BOARD OF DIRECTORS ELECTION

WHEREAS Chris Ritter has become Internet Infrastructure WG Liaison, and
WHEREAS Chris Ritter switched positions with Craig Dunigan, be it
RESOLVED that Michael Charney be appointed to replace Craig Dunigan as an at-large member of the Board of Directors, focusing on social media, for a term that ends on Dec. 31 2013. And, be it
FURTHER RESOLVED that we adjust the positions in this year’s Board Election per The Board Development suggestion: Board Member 4 (Internet Infrastructure) open instead of an At-large position.  And, be it
FURTHER RESOLVED we hold the election (final day of voting) on the first Tuesday of December: 12/4/12.

The motion was tabled for further discussion.

PATHWAYS TO PARTICIPATION WORK GROUP
Frank reported on the expanded system of bringing volunteers into action. Jessica is able to MATCH the skills and experience of new volunteers with the needs of work groups and other initiatives. Jessica shared about weekly East and West Coast volunteer calls: Thursday 8pm Eastern, and Sundays, 7pm Pacific. Several key volunteer positions have been filled since this program began. The goal is to shorten the time between initial contact and placement to encourage volunteer retention. Chapter creators or volunteers are being incorporated into this effort.

INTERNET INFRASTRUCTURE WORK GROUP
Status of Big Marker/Nation Builder tools

Chris is excited about Big Marker’s enthusiasm for creating integrations we need. Nation Builder sign up will include sign in to Big Marker.

NationBuilder Migration Plan Approval
Jordan Hahn imported Drupal into WordPress. Wrangler Media has submitted a proposal to complete the Nation Builder migration. (Things need to go from BDS to WP to NB.) We had some technical Q & A, and discussed the details of the proposal at length. The learning curve to make the migration is a major issue. Concern was expressed that we make a decision rather than table the conversation to avoid finding ourselves at this same place two weeks from now.

Reminders: Amazon.com is expensive, fails often, and is a major problem to restore. Blue State Digital is also complicated, is complicated and not volunteer friendly because of the learning curve investment.

MOTION TO APPROVE the Wrangler Media proposal (not included) was passed with the following conditions to be executed by Chris:

  • Use the WordPress import to lower the proposal price
  • The Board will have 48 hrs to review the terms of contract and add concerns
  • Do not agree to pay cost up front – “100% down deal killer”
  • Specify the date to ensure delivery timely
  • Those who do not make contract proposal comments within the 48 hours are considered YES votes.

The motion passed: 7 Yes, 0 No, 0 Abstain, and 2 Not Available (Jeanene and Eric W).

Anyone who wants to discuss this in more detail within the 48 hour response time can attend the Internet Infrastructure Work Group call tomorrow night, 9 pm Eastern.

EDITORIAL BOARD
The Monday meeting is now also every two weeks, the opposite weeks of the Board meeting.

SCHEDULE NEXT MEETING AND ADJOURN
The next meeting will be held Wednesday, October 10, 2012 at 5 pm Pacific, 8 pm Eastern. We opened the mics in order to say Aloha to one another.

Respectfully Submitted:
Jeanene Louden
Secretary of the Board of Directors

September 12, 2012

by JKL

August 29, 2012

by JKL

August 15, 2012

by JKL

CALL TO ORDER AND NOTE OF ATTENDANCE
The conference call meeting was called to order at approximately 5pm Pacific by President Eric Byler. Other directors present included Vice President Egberto Willies and Secretary Jeanene Louden (15 minutes late due to traffic), Frank Kirkwood, Cameron Kruger, Chris Ritter. Directors absent included Treasurer Eric Whinery, Craig Dunigan, and Jose Gutierrez. Lynda Park, Board Development Work Group Chair attended as an invited guest. We all took 30 seconds each to check in!

MINUTES
Here they are!

FUNDRAISING
As of 5pm,  August 15, 2012 we have raised one third of our monthly goal. The first email blast with Jessica letter and video to go out tomorrow.  The plan is to also include a link to this interview.

FILLING BOARD VACANCIES AND ADDING AD HOC MEMBERS
Lynda Park presented the  Board Election and Restructure Document. This included strategies for electing board members for terms that expire at the end of December, and adding to the talent pool on this working board.

A List of candidates is being prepared and discussed. Issues of diversity, skill mix,  and numbers, plus the need for one existing member to go on hiatus set the tone of our conversation.

MEETING FREQUENCY
A motion was proposed in the agenda but will be discussed by email between meetings: Shall the Board of Directors begin meeting every other week, and, entrust the Officers to make decisions, and consult other directors via email according to their judgement?

NATIONBUILDER DEMONSTRATION
The conference call adjourned at about 6pm Pacific to reconvene in Big Marker for a demonstration of Nation Builder, a potential replacement technology for Blue State Digital and Amazon web hosting. The presentation was fraught with difficulties, and gave some a glimpse of what is possible, and shut others out of the conversation. There was a strong sentiment that we need to have the Big Marker technology managed better before we use it for a board meeting again.

SCHEDULE NEXT MEETING AND ADJOURN
The meeting was closed by agreement not long after 7PM Pacific (Eric had fallen off during the Big Marker segment). The next meeting will be held by conference call Wednesday, August 22, 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

August 1, 2012

by JKL