Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Month: January, 2013

January 16, 2013

by JKL

CALL TO ORDER AND NOTE OF ATTENDANCE
The Maestro call was called to order by President Eric Byler at about 5pm PST. The attendance of other Directors is noted below. A quorum was present. We all took 30 seconds to check in.

  • P – Eric Byler, President
  • P – Egberto Willies, Vice President
  • A – Eric Whinery, Treasurer
  • P – Jeanene Louden, Secretary
  • P – Michael Charney, Strategy and Organizational Design
  • A – Jose Gutierrez, At-Large
  • P – Frank Kirkwood. Pathways to Participation
  • P – Cameron Kruger, Development
  • A – Christopher Ritter, Internet Infrastructure


MINUTES
to the January 2, 2013 meeting are posted.

ELECTIONS ANNOUNCEMENT – Jeanene
The elections have been certified by the Board Development Work Group to be legitimate by virtue of having over 5% participation of the membership as specified in the bylaws. Results:

  • John Cashon – Secretary
  • Justin Brown – Director for Internet Infrastructure
  • DeLann Williams – Director for Pathways to Participation
  • Egberto Willies – Director for Campaigns and Actions

The new Directors will be seated at the next regularly scheduled meeting of the Board of Directors, January 30, 2013. We decided to announce the new board members by radio shows, Facebook post, and a blog post by EricB.

FINANCIAL REPORT –
Jeanene

It was apparent to all of us that we are operating on a tight budget, and this month is too close to call. While we did receive a good response after sending out the January renewal reminder (not included in these numbers), we still have the final Wrangler payment and D&O Insurance due this month. We are approaching the end of our financial rope.

BLUE STATE DIGITAL AND NATION BUILDER
We launched into a lengthy discussion about the cost-to-benefit balance between keeping both BSD and NB up and running simultaneously. The duplication of cost is a significant percentage of our current operating budget, and one of the first reasons to consider the change was the high expense / low reliability of amazon.com as a host. The volunteer staff are now having to maintain two identical databases. The learning curve for NB has been a little ragged, and just one more thing for very busy volunteers to learn. A major hesitation to shutting down BSD is the fear that the transition of sustaining donors from one system to the other will cause us to lose some of those donations. WE NEED A PLAN! Egberto, Cameron, Chris, Justin, Jordan will take this on and report back next meeting.

DEVELOPMENT – Cameron
The Development Work Group is finalizing ideas about Coffee Party branding and identification. Our membership renewal reminders are already more personalized, and a campaign “Who is the Coffee Party?” is brewing (pun intended). The most important shift in our being as an organization is to get that letting people know we need their support is a positive thing. If we don’t tell them, they won’t know.

CITIZENS UNITED ACTIONS – “Frank’s Project”
We will use the Third Anniversary of the Citizens United Decision to launch the BE A LEADER Project. This campaign asks members and followers to “be a leader” and ask the members of their congressional delegation to make their position on the CU decision public on their web sites.

  • Eric will do the focus blog for Monday
  • We will all use our social media tools to drive interest to the campaign (Twitter, scoopit, FB, Google+,Tumblr, personal blogs, etc)
  • Cameron will prepare the linked membership / donation appeals
  • Jeanene will have Frank on LUNCH WITH LOUDEN to promote the project


STRATEGY AND ORGANIZATIONAL DESIGN –
Michael
We decided to defer this item until next meeting.

SCHEDULE NEXT MEETING AND ADJOURN

The next meeting will be held January 30, 2013, at 5pm Pacific (8pm Eastern). We all took 30 seconds to check out, and all mics were opened so we could say Aloha to one another.

Respectfully Submitted:

Jeanene Louden

Secretary of the Board of Directors

PS – It may sound cliche, but has been my great honor and privilege to serve as the first elected Secretary of the Coffee Party Board of Directors. This is my last official meeting in this role: I will be taking on the challenge of serving as Treasurer for 2013, and newly elected Secretary John Cashon will be putting minutes into this blog from here on out. (Maybe I’ll help with the first one or two!)

To the outgoing Directors, Eric Whinery, Frank Kirkwood, and Chris Ritter, I can only say I love you, and mahalo nui loa (thank you so much). To those Directors who stepped down before their terms expired, Kerry Helmer and Craig Dunigan, I extend the same love and appreciation. We have a world to change for the better. Let’s go!

CoffeePartyON! – Jeanene

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January 2, 2013

by JKL

CALL TO ORDER AND NOTE OF ATTENDANCE
The Maestro call was called to order by President Eric Byler at about 5pm PST. The attendance of other Directors is noted below. A quorum was present. We all took 30 seconds to check in.

P – Eric Byler, President
P – Egberto Willies, Vice President
A – Eric Whinery, Treasurer
P – Jeanene Louden, Secretary
P – Michael Charney
A – Jose Gutierrez
P – Frank Kirkwood
P – Cameron Kruger
A – Christopher Ritter

DRAFT MINUTES for the December 19, 2012 meeting can be found at: https://docs.google.com/document/d/1u8mF04NbTbmimHV3XdgIbTEMWMqv9adeB09F0wnZPCo/edit. Since I was not at that meeting, I will not post the minutes until a few board members had done a review and comment.

FINANCIAL REPORT:
As of the last day of December

  • Bank Balance 4,842.66
  • Paypal Balance 1,114.84
  • Other   259.95 (Woodforest)
  • TOTAL 6,217.45
  • Dec Income 3,698
  • Dec Expenses 6,069
  • Difference (2,133)

Things have gotten tricky now that some income arrives via BSD and some via NB.

FUNDRAISING
The 12/30 email blast inviting action on the Fiscal Cliff seems to have impacted donations:

  • 9,102 emails were sent to Congress via our BSD web tool, which was also promoted on FB, Twitter, and NB website
  • 3.1% of 79,679 recipients clicked on a link in the email including:
    • 2,243 clicks on the BSD web tool
    • 45 clicks on BSD donation page

And, $615 in donations so far today in response to our “Become a member to vote in our election” email blast as of 4:08 pm ET!

OVERVIEW OF STRATEGIC AND OPERATIONAL DESIGN PROPOSAL
Michael led us through a guided tour of the organizational structure modifications he and his team (Ezekiel Chang and Dan Aronson) have developed. A year of experience with our current design led him, as the new Director liaison for the Strategy and Organizational Design Work Group, to make this proposal. We will visit this again next meeting.

UPDATE ON BOARD ELECTION
Ballots will be sent out later this week. We had an extensive conversation about a perceived conflict of interest for one of the candidates: he owns a social media business that we use for group conversations and video meetings. Jeanene posted the appropriate section of the Bylaws for our perusal. At initial blush it looks like things are OK because there are no financial arrangements involved.

Jeanene presented a motion from the Board Development Work Group intended to confirm the changes that have been executed by the Board that impact its membership or structure.

Summary Motion for Board of Directors Structure 12/31/2012
WHEREAS

  • Each officer shall hold office for the term for which he or she is elected or appointed and until his or her successor has been elected or appointed and qualified. Any officer may be removed by the two-thirds vote of the Board of Directors whenever in its judgment the best interests of the Organization will be served thereby. The election or appointment of an officer shall not of itself create contract rights; and
  • Eric Whinery has been working as Treasurer in partnership with Secretary Jeanene Louden in anticipation of transferring responsibilities to her at this time.


IT IS RESOLVED that:

  • Eric Whinery is removed with gratitude as Treasurer; and
  • Jeanene Louden is assuming the position of Treasurer for 2013, vacating the position of Secretary; and
  • the position of Secretary will be open for election for the term 2013-14; and
  • These changes are illustrated in the Table below: Terms of Directors, 2013; and
  • These changes amend “Section 3. Term. (a) The First Board” in the Bylaws as follows:

Section 3. Term. (a) The first Board of Directors of the Organization shall consist of those persons named in the Articles of Incorporation or other persons who have been duly appointed as directors under the preceding Bylaws to fill any vacancy. Thereafter, the members shall elect directors as provided in section 4 of this Article IV, each director to hold office for a term of two years, beginning on January 1 of the calendar year, or until his or her successor has been duly elected and qualified; provided that, of the directors elected in calendar year 2011 for the term beginning in January 2012, the President/Director, Secretary/Director Treasurer/Director, and three additional directors so designated shall each serve a term of two years; and the Treasurer/Director, Secretary/Director and the remaining three directors shall each serve a term of one year, or until his or her successor has been duly elected and qualified.

Terms of Directors, 2013

POSITION TERM WORK GROUP NAME COMMENTS
President 2013 Editorial Board Eric Byler next term: 2014-15
Secretary 2013-14 Board   Development Candidate: John Cashon
Treasurer 2013 Legal and Accounting Jeanene Louden next term: 2014-15
Position 4 2013-14 Internet Infrastructure Candidate: Justin Brown
Position 5 2013-14 Pathways to Participation Candidate:  DeLann Williams
Position 6 2013-14 Campaigns & Actions Candidates:
Dan Aronson and Egberto Willies
Position 7 2013 Membership, Development & Fundraising Cameron Kruger next term: 2014-15
At Large 8 2013 Jose Gutierrez next term: 2014-2015
At Large 9 2013 Strategy & Org Design Michael Charney next term: 2014-15

The motion was made by Jeanene, seconded by Egberto and passed: 7 yes, 0 no, 0 abstain, and 2 not present (Eric W and Jose).

CITIZENS UNITED ANNIVERSARY ACTIONS
Frank outlined his proposal for the 3rd Anniversary of the Citizens United Decision. He will provide specifics between meetings. We will decide on this action at the next meeting.

Public Citizen is spearheading the Money Out/Voters In Day of Action. EricB is contact for this effort. Eric gave an update on our SPEAK OUT Campaign to assist members and followers in contacting their state and federal elected officials about the need to reverse the Citizens United Decision.

DEVELOPMENT
Cameron led a Development discussion focusing on issues of:

  • cross branding both For Profit and Nonprofit Entities.
  • needing approval to contact prospects, and draw up a proposal for presentation to The Civilized Partner Prospects. Need organizational support from Volunteers and Board.
  • Fundraising Cookie Cutter Process Analysis from the previous BSD Emailer.
  • Voter File Demo – Election Center Nationbuilder description

ANNABEL PARK/COFFEE PARTY COLLABORATION We discussed the exciting collaboration between Coffee Party and EricB and Annabel Park’s Story of America project. It is great to have Annabel back as an active contributor to our efforts.

SCHEDULE NEXT MEETING AND ADJOURN
The next meeting will be held December 19, 2012 at 5pm Pacific (8pm Eastern). We all took 30 seconds to check out, and all mics were opened so we could say Aloha to one another.

Respectfully Submitted:
Jeanene Louden
Secretary of the Board of Directors

December 19. 2012

by JKL

Pending. 

December 5, 2012

by JKL


CALL TO ORDER AND NOTE OF ATTENDANCE
The Maestro call was called to order by President Eric Byler at about 5pm PST. Other Directors’ attendance is noted below. We all took 30 seconds to check in.

P – Eric Byler, President
P – Egberto Willies, Vice President
A – Eric Whinery, Treasurer
P – Jeanene Louden, Secretary
P – Michael Charney
A – Jose Gutierrez
P – Frank Kirkwood
P – Cameron Kruger
P – Christopher Ritter

CONGRATULATIONS
to new Director Michael Charney. This is his first official meeting.

MINUTES for the November 19, 2012 meeting can be found at our minutes blog: https://coffeepartyboardminutes.wordpress.com/


FINANCIAL REPORT: As of the last day of November

  • Bank Balance 5,574
  • Paypal Balance   955
  • Nov Expenses 4,393 (corrected)
  • Nov Income 3,698
  • Ending Balance 5,834

BOARD DEVELOPMENT WORK GROUP
The BDWG submitted its request that we approve the Board Election Vetting Committee members for the 2012 election:  

  • Four from the BDWG: Lynda Park, Jeanene Louden, Barb Bull, and Linda Perrealt; and
  • Two outside of BD WG or Board: Vince Lamb and Steve Mantz.

Approval was moved by Michael, seconded by Egberto, and passed: 7 yes, 0 no, 0 abstain, 2 not present (Jose and EricW)

NATIONBUILDER LAUNCH
Our transition to the new website/platform (coffeepartyusa.nationbuilder.com) is Monday, with our dress rehearsal Friday. We all agreed to be checking our links and cross checking access to BSD, making the needed changes to switch to NB. We discussed volunteer forms, fundraising/membership links, and invitations to bloggers to post on the new site. Michael offered to create a new anchor post for all scoop.it curators. Other possible breakdowns were discussed and assignments made. We hope to be fully functional (shakedown completed) by the first of January.

NEWSLETTER
We lost our newsletter when we lost our paid staff. We agreed that it is missed and that we should relaunch the newsletter should happen after the successful transition to NationBuilder. We appointed Michael and Egberto co-editors (by consensus). Chris and Cameron were similarly recruited to create the newsletter template in NationBuilder. Jessica will recruit a team of volunteers to serve as newsletter staff.

CITIZENS UNITED 3RD ANNIVERSARY ACTION
The third anniversary of the Citizens United Decision is January 21, 2013, We all agreed that we need to play a role in marking the date. The question is, should we collaborate or initiate?  We are creating a research team of volunteers headed by Dan Aaronson to reach out to and reach out to other organizations. Mike Potters (video contest) is on the top of the list of recruits.

PROMOTED POSTS
We discussed a suggestion that money be designated to experiment with Facebook Promoted Posts. Currently, posts reach only people who have been interacting with our page lately.  By using promoted posts, we can get to people who haven’t looked at our page in a while, and get them to like or share, and then, theoretically, our posts will reach them again. We tabled the idea until fundraising improves.

STORY OF AMERICA REQUEST
Coffee Party Co-founder Annabel Park has requested permission to send an email blast to our database to announce launch of an Indie Go Go crowdfunding campaign to raise money for the  Story of America project.  Co-founder Eric Byler helping with this project, abstaining from vote.

Story of America plans a road trip that will bring Annabel and Eric B to different parts of the country. If other CP leaders become part of Story of America either as writers, filmmakers, or subjects of stories, this could be a good way to become less virtual and more face-to-face. Annabel has posted Story of America videos to FB page.  Eric has retweeted on Twitter.  Email blast is different because we have only so many blasts we can do without annoying people, causing them to unsubscribe.

We agreed to seek a further conversation with Annabel about our relationship (Coffee Party and our Founder) and what we can offer based upon the relationship we agree upon. Jeanene will lead the team to talk to Annabel. Timeframe: ASAP

SCHEDULE NEXT MEETING AND ADJOURN
The next meeting will be held December 19, 2012 at 5pm Pacific (8pm Eastern). We all took 30 seconds to check out, and all mics were opened so we could say Aloha to one another.

Respectfully Submitted:
Jeanene Louden
Secretary of the Board of Directors

 

November 21, 2012

by JKL


CALL TO ORDER AND NOTE OF ATTENDANCE
The meeting was called to order by President Eric Byler. Directors also in attendance included Vice President Egberto Willies, Secretary Jeanene Louden, Michael Charney and Cameron Kruger. Directors not present included Treasurer Eric Whinery, Jose Gutierrez, Frank Kirkwood, and Chris Ritter.

MEETING MINUTES
from the October 24th meeting are posted. The November 7th meeting did not have a quorum.

FUNDRAISING
We are again at about 35% of budget in fundraising this month.

FINANCIAL REPORT
Debilyn provided budget and quickbooks information.

BOARD OF DIRECTORS ELECTION
Some confusion about who was supposed to do what when has led to the Board Development Work Group to proposed the resolution below. We discussed the ability and need to conduct elections on NationBuilder.

Board of Director Elections 2012
WHEREAS the plan for announcing and conducting Board of Director elections was not followed to the letter, and
WHEREAS there is no blame to be assigned, only confusion to be clarified, and
WHEREAS corrective action is prudent if the appearance of impropriety is to be avoided, be it
RESOLVED that the pending election schedule be modified per the schedule outlined below, and be it further
RESOLVED that the expiring directors’ terms be extended to the meeting in which the newly elected directors are seated.

What

When

Who

Else?

Email Blast sent 11/23 Jeanene ENTIRE LIST
Facebook & social media postings 11/23-30 All FB posters (some kind of schedule?)
Must be CP Member by… 12/7 Applicant – Members
Must be CP Member by… 1/01/2013 Voter – Members
Application deadline 12/7 Applicants
Vetting by committee 12/10 – 12/19 Lynda, Chair Board Dev. WG
Announce Candidates 12/20 Jeanene Board Dev. WG
Membership Drive (could start earlier?) FRIDAY? 12/21 – 01/01/2013 Cameron Dev WG
Election Promotion 11/23-12/5 Blog Talk All shows
Vote 1/02 – 1/03 II WG (Was a survey form in BSD, need NB equivalent)
Count/Announce 1/04 Lynda, Chair Board Dev. WG
New Board Member Orientation & Onboarding 1/05 – 2/1 Current office holders who are transitioning out Board Dev WG
Seat new directors no later than
02/01/2013
EricB, President (Closest meeting)


Motion was made by Egberto, seconded by Michael, and passed: 7 yes, 0 no, 0 abstain, 2 not present (Jose and EricW).

TRANSITION TO NATIONBUILDER
The project updates are generally good. We will see a slight increase in cost (up to 150/mo) due to increase in users (now $88). Wrangler Media content migration contractor should meet our schedule. Jordan H is working on data transfer to see if we can transfer the constituent groups straight from BSD. Questions tonight focused on details like links from other blogs and websites to CPUSA site and donation pages. Chris will ask NB to use the same slugs so links will work. [We love Geeks!]

INVOICE THE SUPERPACS
We made a little bit of noise and learned a lot with this action. It was mentioned in 2780 media sources; 25000 electronic news feeds; 200 feeds to visuals; and 250 physical reads. The San Francisco Chronicle picked it up! 107 sources reported by google/yahoo; 17 click throughs from the press release.

COFFEE PARTY RADIO CHANGE
Jessica English is moving her show to Monday’s (Don Manning’s old slot).  We brainstormed a strategy for radio that included using Sundays for new host training, but decided to develop our reach with the four shows we have, mentoring radio hosts in the existing slots, until we are ready to expand.

NAME CHANGE FOR FACEBOOK PAGE

RESOLVED:  change the FB page name to Coffee Party USA
The motion was made by Michael, seconded by Egberto, and PASSED 6 Yes, 0 No, 1 Abstain (Jeanene), 3 Not Present (Jose, Chris, and EricW).

Michael taking lead and will submit paperwork by end of November.

SCHEDULE NEXT MEETING AND ADJOURN

The next meeting will be held Wednesday, December 5, 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