Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Month: June, 2015

May 12, 2015

by JKL

Call to Order and Note of Attendance

P – Debilyn Molineaux (President, IIWG, Volunteers, SAI, Channels)

P – Jeanene Louden (Treasurer, Legal/Accounting, Acting Fundraising)

P – Vince Lamb (Secretary and Board Development)

P – Bobby Rodrigo (Internet Infrastructure)

P – Egberto Willies (Newsroom)

P – Billy Sears, (Community Actions and Engagement)

A – Tim Danahey (Public and Member Relations)

The meeting was called to order at: 5:05 PM PST/8:05 PM EST. Debilyn presided and Jeanene ran the Maestro Board. Members checked in.

President’s Report

Debilyn reported that she felt very optimistic about the progress of the Coffee Party and was looking forward to meeting the board members in person during the Annual Meeting in August.

Secretary’s Report

Vince reported that the minutes for April 1, 2015 meetings have been shared and are awaiting review and approval. They were approved by the end of the meeting. Jeanene reported that the minutes for the past two meetings have not been posted publicly. She will do so soon.

The following motion was made on the Facebook group:

Moved by Bobby Rodrigo and seconded by Egberto Willies to ban David Brown.  The motion passed 7-0. Discussion included a copy of a very nasty message sent to a Director.

In addition, Facebook was used to change the meeting day and time to Tuesdays at 8:00 PM EDT/5:00 PM PDT through the summer by a poll of the Board members.

Treasurer’s Report

Jeanene reported that April was our best month for income since she became Treasurer in January 2013. The number of member transactions was well past the 200 mark, the benchmark previously established as essential for solvency and sustainability. It is time to put our focus on raising money for the Bylaw-required Annual Meeting, tentatively scheduled for August in Colorado. The current Profit/Loss and Balance Sheets were made available to Directors earlier today.

She also reported that the biannual registration as a non-profit corporation in Washington, DC, was due and paid in April. She took the opportunity to change our Registered Agent from CT Corporation to Washington DC Registered Agent LLC. CT has serially underperformed for the Coffee Party and cost 5x more than our current vendor.

The project to add an alternative credit card processor to our current PayPal only system should be completed before the new fiscal year, which begins on July 1, 2015.

Executive Session: The board entered executive session. The board exited executive session.

Internet Infrastructure

Bobby reported that the new website design will go online tonight.  He came across some ownership issues with the content.  He and Debilyn will meet offline to discuss them.

Board Development

Vince reported that two applicants for the Board are going through vetting.

Strategy and Implementation

Debilyn reported that the End State Goals that the board had approved last month are having strategies for implementation developed.

Upcoming BlogTalkRadio Shows

“Living Room Conversations: Free trade, jobs, and TPP”. May 28 5:30 pm Pacific

“Lunch with Louden: March Against Monsanto”, Thurs Noon Pacific/3PM Eastern

Schedule Next Meeting and Adjourn

The next monthly business meeting is scheduled for 8 PM EDT/5 PM PDT on June 9, 2015. The meeting adjourned at 8:59 PM EST/5:59 PM PT. The members checked out.

Respectfully submitted,

Vince Lamb, Coffee Party USA Board Secretary

Approved June 9, 2015

April 1, 2015

by JKL

Call to Order and Note of Attendance

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

The meeting was called to order at: 6:04 PM PST/9:04 PM EST. Debilyn presided and Jeanene ran the Maestro Board. Members checked in.

Secretary’s Report

Vince reported that the minutes for February 11, 2015 and March 4, 2015 meetings have been approved.

Vince also reported on the meeting of the Board Development Work Group. The eligibility deadline for membership has passed. There are two weeks remaining to recruit current member volunteers to run for the Board. There are two potential candidates known, and many to recruit. The next meeting will involve reviewing the candidate vetting documents.

Treasurer’s Report

Jeanene reported on the results of the membership drive. The Coffee Party had the highest number of memberships paid during a month (191) since the organization switched from Blue State Digital to Nationbuilder. Jeanene projects that the organization will be solvent by the end of April.

Meeting dates and times

Debilyn asked if the monthly business meetings should be moved to the second or third week of the month so that up-to-date financials can be provided in a timely manner (today is the first of the month and there is no way the financials can be ready in one day).  In addition, meetings will have to be held on another day of the week because Vince will not be available Wednesdays during May through August. The day and time of the next meeting will be determined on the Board Facebook group.

End State Goals

Debilyn shared the document from the Strategy and Planning Work Group on the Coffee Party’s End State Goals.  A lively discussion ensued about the document.  The line “Justice: Support and endorse equity in the treatment of people” was added to the document under Local Empowerment.

Tim moved that the meeting be extended 30 minutes.  Debilyn seconded. The the motion passed unanimously.

Debilyn moved that the End State Goals be approved as amended by the addition of one line about justice. Egberto seconded. The motion passed unanimously (7-0).

Chapter Development

Bobby reported on his progress cleaning up documents to be shared. He also discussed the status of state and local pages on Facebook, including which ones are under Coffee Party control. Tim suggested that the Coffee Party work on enforcing the trademark for the Coffee Party logo, especially on Facebook. A discussion about the purpose of controlling our trademark and working on local groups ensued.

Online Merchandising

Tim shared a proposed agreement with Eryn Taylor to contract out our online merchandising and invited the board to examine it. A discussion ensued about the document.

Jeanene moved the Board accept the merchandising agreement with Eryn Taylor. Egberto seconded. The motion passed unanimously (7-0).

Executive Session 

The board entered executive session.  The board exited executive session.

Schedule Next Meeting and Adjourn

The next formal business meeting will be scheduled for the second or third week of May.The meeting adjourned at 10:29 PM EST/7:29 PM PT.The members checked out.

Respectfully submitted, Vince Lamb, Coffee Party USA Board Secretary

Approved: May 12, 2015

March 4, 2015

by JKL

Call to Order and Note of Attendance

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

The meeting was called to order at: 6:10 PM PST/9:10 PM EST. Debilyn presided and Jeanene ran the Maestro Board. Members checked in and welcomed Bobby Rodrigo to the Board of Directors.

President’s Report

Debilyn reported that she will be in New York City next week for the National Conference of Independents. Independent Voters will provide a table for the Coffee Party. Debilyn will report on the conference at the next business meeting.

Debilyn sent out the first email to notify the members, potential members, and potential candidates about the board elections.

Secretary’s Report

Vince reported that the minutes for the February 11, 2015 have been shared with the board members and have three signatures so far.  One more signature is needed for approval.

He also reported on two votes taken on the Board of Directors Facebook page.

1) The Board voted unanimously to accept the by-laws review document from the attorney on February 17th.  The motion was moved by Jeanene, seconded by Debilyn, and approved 6-0.  

2) The Board voted unanimously to appoint Bobby Rodrigo as the director in charge of Internet Infrastructure on February 28th. The motion was moved by Debilyn, seconded by Egberto, and approved 6-0.

Treasurer’s Report

Jeanene reported that she did not have the Treasurer’s Report ready, but that she would be able to provide January and February Financials on Monday or Tuesday on the Board of Directors Facebook Group. She reported that the bills have been paid and the credit card has also been paid off. Most members whose membership has been up for renewal have renewed and that there are new memberships coming in. She is working on a process to alert people of their up-coming automatic renewal.

New Project Presentations for Approval

Debilyn reported in writing about the Coffee Party App. Eryn is ready to proceed on it. Jeanene will draft a Letter of Understanding with details for Board to vote on at the Board of Directors Facebook group.

Debilyn also reported on the progress of the I ❤ America t-shirts. Jeanene will draft a Letter of Understanding with details for Board to vote on at the Board of Directors Facebook group. Debilyn asked if t-shirts should be used as a membership premium in March. She also reported that Eryn is also ready to proceed.

Project Updates

  • Debilyn reported that Bobby is taking over the Website.
  • There was no Book Club report, as Billy was absent.
  • Debilyn listed the vacancies on the board that can be filled with appointments.
  • Debilyn reported that she shared access to the Calendar of Opportunity with a staffer from the Transpartisan Movement, who has been maintaining it and is adding events to the calendar.
  • Bobby suggested that the Coffee Party participate in Hemp History Month.  He justified this as an opportunity to interface with other groups and recruit members.  Debilyn asked Bobby to write up a proposal and submit it for consideration at the next meeting.

Executive Session

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

Schedule Next Meeting and Adjourn

The next formal meeting is scheduled for Wednesday, April 1, 2015 at 9:00 PM EDT/6:00 PM PDT. The members checked out. The meeting adjourned at 10:00 PM EST/7:00 PM PT.

Respectfully submitted, Vince Lamb, Coffee Party USA Board Secretary

Approved April 1, 2015

February 11, 2015

by JKL

Attendance

  • P – Debilyn Molineaux (President, IIWG, Volunteers, SAI, Channels)
  • P – Jeanene Louden (Treasurer, Legal/Accounting, Acting Fundraising)
  • 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)

The meeting was called to order at: 6:02 PM PST/9:02 PM EST. Debilyn presided and Jeanene ran the Maestro Board. Members checked in.

President’s Report

Debilyn reported on the Boulder Conference, which was the Transpartisan Movement Design Meeting.  She just returned home a couple of hours before the meeting. Coffee Party was the only grassroots organization present. The others present were political insiders, major players, business people and dialogue experts.

Secretary’s Report

Vince reported that the minutes for January 28, 2015 have been approved, but still need one more director to review and either approve, not approve, or abstain.  The minutes for February 4, 2015 have been posted and needed review and approval from all directors at the start of the meeting. They were approved by the end of the meeting.

Jeanene discussed the possibility of having work sessions instead of formal meetings, as the bylaws only require one meeting per month. Work sessions don’t require either an agenda or formal minutes. If a motion is required, then either it will be discussed at the next meeting or a meeting will be convened. The members agreed to hold formal business meetings monthly from here on out with work sessions each week.

Treasurer’s Report
The Treasurer’s Report was tabled until the next meeting.

New Project Presentations for Approval

There was a discussion about whether the Board needs to know about Work Group projects.  The answer is yes. The board needs to be kept informed about project proposals and projects need to be approved by the Board before they are undertaken.

The projects currently being worked on include a CPUSA App, Merchandising, and a plan for Member and Public Relations.Debilyn will put them in google docs and post the links to the Board Facebook Group.

Executive Session

The board entered executive session. The board exited executive session not having made any motions.

Project Updates

Billy reported on the Coffee Party Book Club selection for February:  “Reclaiming Civility in the Public Square.” There is a radio show scheduled on February 24 at 8:30 p.m. ET.  Guests are authors Cassandra Dahnke and Tomas Sporath. Tim and Debilyn reported on the progress of the Membership drive “I ❤ (w coffee cup) America.”

Jeanene and Debilyn discussed the projects scheduled for March which include Online conversations, Coffee Shop Chats, Pi Day, and the next Book Club selection.  Debilyn will be at IndependentVoting.org on 3.14.15 in New York City.

The projects scheduled for April include the launching of the Bill Club (Legislative Review) and relaunching Movie Night in addition to another installment of the Book Club.

A discussion ensued about the response to Tim’s internet radio shows in contrast to the average response to our BlogTalkRadio shows. A work session dedicated to Coffee Party media was suggested.

Tim brought up a request from email about starting a Canadian Coffee Party.  Vince mentioned that such an organization already exists. Tim offered to contact them to see about mutual cooperation. Another email Tim mentioned prompted a conversation about what issues to organize around and how to organize and mobilize locally. Tim praised Billy for his efforts in local organization and outreach.

Schedule Next Meeting and Adjourn

The next formal business meeting is scheduled for Wednesday, March 4, 2015 at 9:00 PM EST/6:00 PM PST. The meeting adjourned at 10:02 PM EST/7:02 PM PT. The members checked out.

Respectfully submitted, Vince Lamb, Coffee Party USA Board Secretary

Approved April 1, 2015