Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Month: September, 2014

August 12, 2014

by JKL

P – Debilyn Molineaux, President, Volunteers & Members

A – Jeanene Louden, Treasurer

P – Vince Lamb –  Secretary

A – Tonya N. Jefferson, Channel Partnerships

P – Cameron Michaels (Kruger), IIWG Director

P – Egberto Willies, Newsroom

P – Billy Sears, Local Chapters

Meeting was called to order at 7:02 PM EDT. Debilyn presided and Billy conducted the Maestro board. Members checked in.

Minutes

Vince reported that the minutes for July 29th still require one more signature. Minutes for July 22nd still need to be typed up and August 5th need to be edited. “Summer is tough!”

Retreat Fundraising

Billy reported on the Indigogo fundraising page that he set up to help defer the Directors’ personal expense going to the Board Retreat in Colorado during the weekend of September 19th-21st.  Billy will revise the link to the page to reflect comments and share the revised page with the rest of the Board for approval later this week.  Debilyn referred Directors to the Board’s Facebook page for approval of the fundraising plan. There will be more retreat planning next week.

Workflow Adoption or Modification / Next Steps

Debilyn led a discussion about the Workflow process that had been devised by the Transition Team in 2011.  She shared Jeanene’s concerns that there was insufficient oversight by the board of the workgroups. Debilyn asked for a motion.

Motion: to try out the work flow process for the next 90 days. Vince so moved, Egberto seconded, and motion PASSED unanimously (Tonya and Jeanene not present).

A review of the work group structure is scheduled for next week’s meeting.

Local Outreach

Billy reported on a proposal to fund the Coffee Party Movie Night to revive it as a flagship event/fundraiser for the Coffee Party.  Cost for 100 DVDs will be $600 ($6 each).  Including shipping, the budget for Coffee Party Movie Night will be $750.

Motion: to approve a budget of $750 to resume Coffee Party Movie Night in October. Billy so moved, Egberto seconded and the motion was approved unanimously (Tonya and Jeanene not present).

Newsroom

Egberto reported that reach has dropped a little on the Facebook page.  He suggested that the group needs more writers to contribute to the page.  He has three “liberal” writers lined up, but he is looking for people who have more moderate and conservative views to post their links to the page. Several names were suggested and Egberto said he would contact them.

Volunteer Update

Debilyn linked to the July 24, 2014 Volunteer call on Blog Talk Radio and asked for help editing it so that it can be used as an introduction to be sent to prospective volunteers.  This will be in lieu of future volunteer calls, which have been cancelled until further notice.  Cameron and Egberto offered to assist with editing and uploading the edited audio.

Website Redesign

Cameron updated the board on his past week’s efforts to improve the user experience.  Debilyn has been working with volunteer Mike Wilde on a “quick redesign” in particular the front end, in updating the color scheme and template of the home page. Cameron is waiting for Jordan to work on bigger changes.  Cameron also linked to a document with design needs, to the legacy page, and to the development page on Nationbuilder. The next call will be tonight at 8:30 PM Eastern.

Building the Pipeline for Volunteers and Directors

Debilyn would like to have a budget of $250/month to assist her with the volunteer requests.  That item was tabled until next week when Jeanene would be present.  Debilyn asked who can volunteer to manage a 2nd workgroup with volunteer assistance?

Directors

Because we are committed to a full Board of 12 Directors we still need to find qualified people to fill the following board positions:

  • Strategy and Organizational Design,
  • Public and Member Relations,
  • Campaigns and Actions, and
  • Volunteers.

Executive Session

The board entered executive session.  No actions were taken. The board exited executive session.

Closing

Members checked out. The meeting was adjourned at 7:59 PM EDT. The next meeting will be at 7:00 PM EDT on August 19, 2014.

Respectfully submitted,

Vince Lamb, Coffee Party USA Board Secretary

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August 5, 2014

by JKL

P – Debilyn Molineaux, President, Volunteers & Members

P – Jeanene Louden, Treasurer

P – Vince Lamb –  Secretary

P – Tonya Jefferson, Channel Partnerships

P – Cameron Kruger, IIWG Director, Acting Development

P – Egberto Willies, Newsroom

P – Billy Sears, Local Chapters (Incoming)

The meeting was called to order at 7:03 PM Eastern. Debilyn presided. Jeanene ran the Maestro board. Directors checked in. We all joined in to welcome Billy Sears to the Board.

Retreat Planning

Directors have agreed on holding the retreat during the weekend of September 18-21.  Debilyn gave a presentation on the logistics of having the retreat in Portland and Denver/Boulder. Washington D.C. was also mentioned as a possibility.

Minutes

The minutes for July 29, 2014, have been shared and are awaiting approval. The minutes for July 22 still need to be transcribed and shared.  Vince plans on having them ready next week.

Financial Report

Jeanene presented the report for August.  Our anticipated cash expenditure this month is $1475.00 without debt payments, retreat expenses, or legal expenses. This number does include the annual fee for QuickBooks On-line and additional background checks as a part of Director vetting.

Date: 8/5/2014
Cash on hand: $1421.71
Accounts Payable: $0.00
August Budget: $1475.00
Debt: $9100.00
Credit Card Balance: $0.00
Reserve Account Balance: $0.00

Jeanene is in the process of writing checks for those who requested membership refunds. She asked the other Directors to forward to her any requests for membership refunds that have been send to them.

Debilyn asked about the budget process. Jeanene responded that she believes she can prepare a draft budget in time for the retreat. In addition to conducting an internal audit, Jeanene is working on preparing and filing the IRS Form 941 for the Coffee Party USA.

Workflow Adoption

Tabled until next week. Everyone promised to study the materials presented to date.

New Meeting Time

Wednesdays at 9:00 PM Eastern/6:00 PM Pacific is the one slot that all members can make.  Members voted 4-2-1 (Jeanene abstained) to hold meetings every 1st and 3rd Wednesday beginning in September.

Local Groups

Billy Sears posted a report in the agenda.  He and Egberto are working on a list of local chapters.  Billy suggested that the Coffee Party implement a mini 538 project. The goal is to get someone in every of one of the 436 districts (435 congressional districts plus th District of Columbia) who can be the Coffee Party’s eyes and ears so that where possible they can feed information and media (video and audio) to the newsroom.  Billy also reported that the Coffee Party Starter Kit needed to be updated, as the language is from 2011 and is built towards an infrastructure of legally affiliated chapters.  It also mentions Group Sites and Blue State Digital Tools which the organization does not use anymore.  He linked to a page on meetup.com for the Coffee Party, noting that NationBuilder does not have an event management tool for organizers to promote their events on the website, while Meetup is a good way for locals to coordinate, and virtually “meet” as well.

Dan Aronson has offered to volunteer his services and Billy will be perusing the volunteer constituents that have shown expressed interest in local organizing and see about drafting a few more individuals to help in building the ship.

Billy’s vision is that we reach the point where we are coordinating weekly, or bi-weekly actions on a national level and also working with local organizers to produce grassroots campaigns quarterly, or more often depending on where our cause takes us and what events transpire.

Volunteer Update

Debilyn reported that the next volunteer call is scheduled for Thursday 8/7 and every 2 weeks at 8 PM Eastern / 5 PM Pacific.

Website Redesign

Cameron updated the Board on the actions he’s undertaken to improve the user and member experience on our website, including all of the efforts he’s made to coordinate with NationBuilder as well as well as other people he has contacted to help him with the task. The website redesign call will begin at 8:30 PM Eastern, tonight, immediately after the Board meeting.

Channel Marketing

Tonya posted a report in the agenda.  She reported that Debilyn has been passing along emails to her from other groups wishing to coordinate with the Coffee Party.  Dan Aronson passed along a list as well.  Tonya met with Emily Heffling, the Virginia director of Chesapeake Bay Climate Action Network and will also contact Ted Glick of Chesapeake Bay Climate Action Network to see if he can interview with us.

Building a pipeline for volunteers: Tabled until next meeting.

Websites Housekeeping

  • MOTION: to renew the CitizenIntervention domains. Motion was made by Tonya, seconded by Cameron and PASSED 4-1-2 (Tonya and Cameron abstained).
  • MOTION: to renew the democracymeetup.com domain. Motion was made by Debilyn, seconded by Egverto, and FAILED 0-6-1 (Billy abstained).

Executive Session

The Board entered executive session.

MOTION: to invite Tim Danahey to the join the Board as Director of Member and Public Relations pending successful candidate vetting.  The motion passed unanimously. The board exited executive session.

Closing
Members checked out. The meeting adjourned at 8:22 PM EDT. The next meeting will be at 7:00 PM EDT on Wednesday, August 12, 2014.

Respectfully submitted,

Vince Lamb, Coffee Party USA Board Secretary

Minutes edited 10/3/2014 by motion to clarify the language on the resolution in Executive session. Motion made by Debilyn, seconded by Tonya, passed unanimously by internet vote.

July 29, 2014

by JKL

A – Debilyn Molineaux, President, Volunteers & Members

P – Jeanene Louden, Treasurer and Managing Director

P – Vince Lamb –  Secretary

P – Tonya Jefferson, Channel Partnerships

P – Cameron Michaels (Kruger), IIWG Director, Acting Development

P – Egberto Willies, Newsroom

Meeting was called to order at 7:03 PM EDT. Jeanene presided. Cameron ran the Maestro Board. Members checked in.

Minutes

Jeanene reported that she posted the last two sets of approved minutes to the WordPress blog.  Vince reported that the July 15, 2014 minutes have been approved.  The July 22nd minutes are pending.

Infrastructure & Workflow Adoption

Jeanene led a discussion about the organizational charts that was presented at the July 15th meeting.  Not all board members had the opportunity to examine the documents.  It was suggested that the board discuss the proposed structure and how to implement it at both next week’s meeting and at the Board retreat.  Board members promised that they would.

Board Retreat Planning

All board members are to examine the choices of weekends and locations for the retreat and fill in their preferred locations and weekends available.

New Meeting Time

Board members are to fill out the schedule form.  A decision for meeting times beginning in September will be made during August.

Newsroom

Egberto reported that the time of the Newsroom call was moved to 2nd & 4th Wednesdays at 7-8 PM EDT.  He also reported that a Facebook group has been created for the Newsroom.  The next meeting call is scheduled for August the 13th.

Jeanene reported that Debilyn requested help uploading a program to Blog Talk Radio.

Website redesign

Cameron updated the board on what is being done to improve the member experience with the website.

Financial Report

Jeanene reminded the board that she is only giving a financial report at the first meeting of every month.

Channel Partnerships

Tonya had no report.  She expects to have one next month.

Building the pipeline for volunteers and directors

Jeanene reported that we are a few months away from having people who are ready to be appointed to the Board. She then asked who can volunteer to manage a second workgroup with volunteer assistance. Examples: Membership, Strategy and Organizational Design, Public and Member Relations, Campaigns and Actions, and Development. Egberto is already assisting with Local Groups. Debilyn is leading volunteer calls.

Executive Session

The board entered and exited executive session. No motions were made and no actions taken.

Closing

Members checked out. The meeting adjourned at 8:08 EDT. Next meeting will be August 5, 2014.

Respectfully submitted,

Vince Lamb

Coffee Party USA Board Secretary

July 22, 2014

by JKL

Present:

P – Debilyn Molineaux, President, Volunteers & Members

P – Jeanene Louden, Treasurer and Managing Director

P – Vince Lamb –  Secretary

P – Dan Aronson, Channel Partnerships (Outgoing)

P – Tonya Jefferson, Channel Partnerships (Incoming)

P – Cameron Michaels (Kruger), IIWG Director, Acting Development

P – Egberto Willies, Newsroom

Meeting was called to order at 7:08 PM EDT. Debilyn presided, while Cameron ran the Maestro Board. Members checked in. Debilyn and others welcomed Tonya to the Board.

Board Retreat Planning

Debilyn reported that six weekends in August and September are available for the retreat.  She directed the incoming board members to read the document listing the choices of dates and venues to choose their preferred dates and locations.

Minutes

The minutes for July 8th were approved.  The minutes for July 15th have been shared and are awaiting approval.

Vacancies

Debilyn reported on the status of nominations, including a vetting committee meeting scheduled for a candidate July 23rd. Candidates for various positions were discussed.

Volunteer Update

Debilyn reported that a volunteer call has been scheduled for July 24rd at 8 PM EDT.  Debilyn and Marianne Castiglia will be on the call. Others are welcome.

Local Outreach

Egberto updated the board on which local groups he has determined so far that are active.

Newsroom

Egberto asked for a new time for the Newsroom call so that it wouldn’t conflict with his radio show.  He also asked about the possibility of promoting more original reporting from Newsroom Work Group members and recruiting participants to produce more original writing for the Newsroom.

Treasurer’s Report

Jeanene reminded the board that she will make a financial report only at the first meeting of the month.  She reported that the legal and accounting team is retooling the ledger so that both the numbers and the money can be more conveniently and efficiently accessed.

Website Redesign

Cameron reported on the status of the website update.  He wants to send out a survey so that he could see what board members and other users wanted.  He also linked to a document outlining the design needs of the new site.

By-Laws

Jeanene, Leah, and Vince will be reviewing the by-laws with Jeanene leading the effort, with an emphasis on lessons learned from the recent election.  Debilyn asked for volunteers to assist them.

Executive Session

The board entered and exited executive session without making any motions or decisions.

Meeting Schedule

Debilyn notified the members that the fall meeting schedule will be on the agenda for next week’s meeting.

Members checked out.  They said farewell to Dan. The meeting was adjourned at 8:10 PM EDT. The next meeting will be held on July 29, 2014 at 7:00 PM EDT.

Respectfully submitted,

Vince Lamb

Coffee Party USA Board Secretary