Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Month: February, 2015

February 4, 2015

by JKL

Attendance

  • P – Debilyn Molineaux (President, IIWG, Volunteers, SAI, Channels)
  • P – Jeanene Louden (Treasurer, Legal/Accounting)
  • P – Vince Lamb (Secretary and Board Development)
  • P – Egberto Willies (Newsroom)
  • A – Billy Sears, (Community Actions and Engagement)
  • P – Tim Danahey (Public and Member Relations)

Opening

The meeting was called to order at: 6:08 PM PST/9:08 PM EST. Debilyn presided and Jeanene ran the Maestro Board led us through check in.

Secretary’s Report

The minutes for January 21, 2015 meeting have been approved.  The minutes for January 28, 2015 have been posted and are awaiting approval.

Elections

The Board discussed the proposed procedure submitted by the Board Development Work Group/Elections Committee, including letters of recommendation for candidates, the possibility of in-kind memberships for volunteers, the responsibilities of the elections committee, and the schedule of which positions are up for election this year: Secretary and three Directors.

Jeanene volunteered to examine the updated position descriptions with members of the election committee.  Jeanene also volunteered to start a schedule of the positions open.

MOTION: That the elections procedure be approved as written (Jeanene moved and Vince seconded).  The motion passed unanimously (5-0-1 with Billy Sears absent).

By-Laws Update

Debilyn reported that the By-laws are being reviewed by our attorney. In-kind memberships may be considered for inclusion in the revision.

President’s Report

Debilyn linked us to a report describing the volunteer metrics for January 2015 and used it as an example of the kind of metrics other work groups should expect to see in a few weeks.  She also asked for ways to get volunteers to work groups more quickly.  Tim referred us to his plan for Public and Member Relations.

The rest of the agenda was postponed until next meeting.

Closing

The members checked out. The meeting adjourned at 10:02 PM EST/7:02 PM PT. The next meeting is scheduled for Wednesday, February 11, 2015 at 9:00 PM EST/6:00 PM PST.

Respectfully submitted,

Vince Lamb

Coffee Party USA Board Secretary

Approved: February 18, 2015

January 28, 2015

by JKL

Attendance

  • A – Debilyn Molineaux (President, IIWG, Volunteers, SAI, Channels)
  • P – Jeanene Louden (Treasurer, Legal/Accounting)
  • P – Vince Lamb (Secretary and Board Development)
  • P – Egberto Willies (Newsroom)
  • P – Billy Sears, (Community Actions and Engagement)
  • P – Tim Danahey (Public and Member Relations)

Opening

The meeting was called to order at: 6:04 PM PST/9:04 PM EST. Jeanene presided, ran the Maestro board and led members in check-ins.

Secretary’s Report

Vince reported that the minutes for January 21, 2015 have been shared and are awaiting review and approval.  The minutes for January 14, 2015 have been approved. The minutes for December 30, 2014 and January 7, 2015 have been approved and posted.

Elections Committee Proposal 

MOTION: Jeanene moved and Egberto seconded that we accept the March 31st date for last day to be a member in order to vote in this year’s elections. Motion passed unanimously (Debilyn Molineaux absent).

The rest of the proposal from the Elections Committee will be examined by the Board next week after the Elections Committee meets.  The Elections Committee needs time to incorporate all the comments made in their document. With this approval we cn now start publicizing the March 31 deadline for membership and notification to members about the new requirement that applicants be participants in a work group (have Coffee Party volunteer experience).

President’s Report

January recap

Jeanene: The Citizens United fifth anniversary (#CU5) event was a success, with hundreds of people present despite the snow.  Coffee Party was able to connect with leaders in many like minded organizations. Jeanene praised the Coffee Party’s contribution to the event including video and still photography from volunteer journalism students at American University.

Jeanene and Billy: Book Club was a success, including the radio show, which went very well.  Billy still needs to work on the metrics, including the numbers of books sold and the money raised.

Jeanene:  $5 for 5 Birthday fundraising was a success.

Newsroom

The Facebook page surpassed 550,000 likes during the past week. (Earlier today, the page had 555,555 likes.)  Jeanene and Debilyn posted a selfie from DC toasting the Newsroom for passing the milestone. Many happy newsroomers responded in kind!

Volunteers

The Coffee Party has added 10+ new volunteers this week.  We currently have have five active and regularly meeting work groups.

Project Updates

February

Billy reported on the February Book Club selection, “Reclaiming Civility in the Public Square.” Tim proposed sending notices to up to 1000 book stores about the Coffee Party Book Club every month.

Tim and Jeanene reported on the February membership drive, “I ❤ America.” A brainstorming session ensued about how to promote and implement the membership drive.  The logistics of passing out swag, especially bumper stickers, T-shirts, and videos (DVDs) for various membership levels was also a topic of conversation along with the timing of the promotion of the membership drive in the February Newsletters.

On the topic of the Newsletter, Tim wanted to know what kind of support he could provide including looking for volunteers.

March

Egberto reported progress on the project he and Bobby are planning to use the basic Living Room Conversations format with video to open conversations with members.

Jeneane talked about Coffee Shop Chats.  She is inspired to have an Ultimate PI Day on 3/14/15: Coffee and pie (tea and cocoa welcome) – and, if we eat pie at 9:26, we have 3.1415926!  More from the fundraising work group on this later!

Executive Session

The board entered and exited executive session having made no motions.

Closing

The next meeting is scheduled for February 4, 2015 at 6:00 PM PST/9:00 PM EST. Jeanene led the directors in check outs. The meeting was adjourned at 10:08 PM EST/7:08 PM PST.

Respectfully submitted,

Vince Lamb

Coffee Party USA Board Secretary

Approved February 5, 2015

January 21, 2015

by JKL

Attendance

  • P – Debilyn Molineaux (President, IIWG, Volunteers, SAI, Channels)
  • P – Jeanene Louden (Treasurer, Legal/Accounting)
  • P – Vince Lamb (Secretary and Board Development)
  • P – Egberto Willies (Newsroom)
  • A – Billy Sears, (Community Actions and Engagement)
  • A – Tim Danahey (Public and Member Relations)

Opening

Debilyn called the meeting to order at 9:10 PM Eastern. Egberto ran the Maestro board and led us through check-ins.

Reports

Secretary’s Report – Vince

Given the challenges Vince is facing with his recent move and a current illness, Jeanene offered to catch up the minutes.

President’s Report – Debilyn

The proposed Elections Committee Process has received comments that are in the process of being resolved. Directors need to make their final review by this weekend.

Our D&O attorneys have filed a motion to dismiss the filed complaint.  She and Jeanene will meet with them tomorrow.

Citizens United Birthday Rally at the US Chamber of Commerce

Jeanene and Debilyn attended the rally at Lafayette Square in Washington DC earlier today. The snow did not prevent a good turnout of enthusiastic people. Videos have already been posted on our Facebook page.

Newsroom Project Proposal – Egberto

The Newsroom is investigating the possibility of conducting a video engagement with members and followers using the Living Room Conversations approach to bringing people from different perspectives together.

Executive Session

The Board went into and out of executive session having made no motions.

Closing

The next meeting will be held Wednesday, January 28, 2015 at 9 PM Eastern. Egberto led us through checkouts.

Respectfully submitted,

Jeanene Louden, Treasurer of the Board of Directors

Approved: February 4, 2015

January 14, 2015

by JKL

Attendance: a quorum was present.

  • P – Debilyn Molineaux (President, IIWG, Volunteers, SAI, Channels)
  • P – Jeanene Louden (Treasurer, Legal/Accounting, Acting Fundraising)
  • A – Vince Lamb (Secretary and Board Development)
  • P – Egberto Willies (Newsroom)
  • A – Billy Sears, (Community Actions and Engagement)
  • P – Tim Danahey (Public and Member Relations)

Opening

Debilyn called the meeting to order at 6:03 PM Pacific. Jeanene ran the Maestro Board and led us through check-ins.

Secretary’s Report

Bylaws review – Debilyn

MOTION:  It was moved by Debilyn and seconded by Tim That the Board approve the Bylaws amendments as presented, pending review and approval of legal counsel.

Discussion

These proposed amendments were discussed at length at last week’s meeting. Tonight, an objection to term limits was raised. After discussion the consensus was that even though term limits have been in place since 2011 Bylaws were approved by the Transition Team, they should be reconsidered now. However, the motion on the floor brings to completion several issues under discussion for three years: we agreed to review term limits during next year’s Bylaws Review process.

MOTION PASSED UNANIMOUSLY (4 yes, 0 no, 2 not present – Billy Sears and Vince Lamb). Per the Bylaws a vote to amend the Bylaws requires a ⅔ majority, which is reflected in this vote. Debilyn will deliver the proposed amendments to the attorney and report back as soon as she gets his response.

The President and Treasurer have historically served concurrent two-year terms. Based on the new three-year terms, there are two options to achieve having one officer elected each year.

  1. In 2016, extend the current term of the President OR Treasurer by one year.
  2. In 2016, elect the President OR Treasurer for a shortened one year term.

These options will be discussed in the coming year and decided at a later time.

The proposal for the structure and function of the Elections Committee will be discussed and voted upon next week assuming the attorney finds no objections to today’s Bylaws amendments.

Treasurer’s Report – Jeanene

The draft Profit/Loss and Balance Sheets for the first and second quarters of FY14/15 were made available for review and discussion. We are stable at the moment and hoping for a great fundraising drive in January and a great membership drive in February.

President’s Report – Debilyn

She and Jeanene will be meeting with our D&O appointed legal counsel next week, following the Citizen’s United Rally in Washington DC.

New Project Presentations for approval

  • Happy Birthday / $5 for 5 years, $10 for the next 5 years. Billy has started the project.
  • New Membership drive in February:  “I [heart] 3 America: Coffee Party USA”. Tim is taking the lead with the campaign and possible related merchandising. He will be assisted by Eryn.
  • Coffee Shop Chats in March are being discussed by the Fundraising Workgroup. Debilyn and Jeanene are participating with this team until a Director for Fundraising is seated.

Executive Session

The Directors went into and out of Executive Session without having made any motions.

Closing

The next meeting is scheduled for January 21, 2015, at 9 PM Eastern / 6 PM Pacific. Jeanene led us through checkouts. The meeting was adjourned at 10:10 PM Eastern.

Respectfully submitted:

Jeanene Louden, Treasurer of the Board of Directors

Approved: January 28, 2015