Board Meeting Minutes Coffee Party USA


Month: October, 2017

Coffee Party Board Minutes October 11, 2017

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on October 11, 2017

Present: Charlotte Vaughan Coyle, Heather Prabish, Vince Lamb, Jeanene Louden, Kevin Watford.

Absent: Debilyn Molineaux, Bobby Rodrigo,Egberto Willies.

Charlotte called to order at 8:04 P.M. E.D.T.

Members checked in.

Charlotte discussed the discrepancy between the Zoom link on the agenda and the one in the invitation for the meeting that Vince pointed out.  The issues with Zoom will continue to be worked out during the transition, which may take more than the two months planned for.

Vince reported that the September minutes have been approved and are ready to post to the WordPress blog.  The minutes for the business meeting during the retreat have been approved but still need one more director to approve, amend, or abstain before he will post them to the WordPress blog.

Kevin updated the directors on the finances.  He and Jeanene are working on the organization’s taxes.  They will file an extension while they do so, which should give them three months, but they expect taxes will be filed by next month.  Kevin asked the directors to remind him of any recurring expenses.  Heather asked when Maestro renews next.  Kevin will get back to the board by the end of the meeting.  He reminded directors not to put any Coffee Party expenses on their personal credit cards, both to protect themselves as well as the organization.  He will work on getting Coffee Party credit cards to Charlotte and Heather for organizational expenses.  Jeanene reminded us about the provision in the By-Laws that the organization cannot lend money to directors.

Vince reported that Partnerships Work Group recommended the Listen First Project for a partnership.  Heather reported on the organization.  Vince moved that the Coffee Party pursue a partnership with the Listen First Project.  Heather seconded.  The motion passed 5-0 with Debilyn, Bobby, and Egberto absent.  Heather will publish the partners page.  Vince reminded the directors that they had approved a partnership/collaboration with National Voter Registration Day on the Facebook page.

Charlotte reviewed the proposed changes in the By-Laws and invited all the directors to examine them with her.  Jeanene assisted Charlotte in this review and pointed out the issues she saw as important or unresolved, including members versus donors and the proposed addition of in-kind memberships.  Charlotte invited the directors to continue their review after the formal meeting ends in the Facebook group.  She will also post the link to the revised job descriptions in the Facebook page.

Members checked out.

The meeting adjourned at 9:03 P.M. E.D.T.

The next meeting will be on November 8, 2017 at 8:00 P.M. E.S.T.

Respectfully submitted,

Vince Lamb, Interim Secretary


Coffee Party Board Minutes September 13, 2017

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on September 13, 2017

Present: Charlotte Vaughan Coyle, Heather Prabish, Vince Lamb, Debilyn Molineaux, Bobby Rodrigo, Egberto Willies.

Absent: Kevin Watford, Jeanene Louden.

Charlotte called to order at 8:12 P.M. E.D.T.

Members checked in.

Vince Lamb shared the link to the minutes of the business meeting from the Annual Retreat.  He asked members to read, comment or edit, and approve, disapprove, or abstain.

Debilyn made a motion to present a $100 Amazon gift card as a thank you gift to Angie Camacho, the logo designer, upon the final approval of the logo. Charlotte seconded. The motion passed unanimously.

Vince made a motion to approve a partnership with Better Angels.  Heather seconded. The motion passed unanimously.  Vince will forward the partnerships agreement to Better Angels.

Debilyn shared the suggested words from the board for the logo, civility, transpartisan, integrity.  The members of her work group disagreed.  They preferred the words that are already on there.  Debilyn recommended diversity, civility, respect, dignity, and integrity as the words on the logo.  The board discussed the idea.  After discussion, the words became civility, integrity, unity with rebuilding community in a tag line.  No decision on the words to give to Angie was made at this time.

Bobby reported on replacing Maestro with Zoom.  He also described price, usefulness, and user-friendliness of Zoom.  The rest of the board joined the discussion.  Debilyn suggested remaining on Maestro while transitioning to Zoom.  Egberto moved that the Coffee Party transition from Maestro to Zoom with a two month overlap.  Debilyn seconded.  The motion passed unanimously.

Debilyn led a discussion about the website.  She and Charlotte asked the board members to read through the website and add their comments to a review document.  Charlotte asked if it would be productive to use a work session to examine the website.  Debilyn recommended that the review document be done first.  The review is the first step to a complete website redesign.  Debilyn and Bobby will work together on RFP & hiring help.  No decision was made at the meeting.

Charlotte led a discussion about Scoopit.  The Coffee Party does not use it but it costs $79/month.  Egberto moved and Debilyn seconded a motion to cancel our Scoopit subscription.  The motion passed unanimously.

Charlotte talked about Coffee Party’s plans for Voter Registration Day (September 26, 2017).  She and Heather suggested that we debut the TurboVote page/site on that day. This will require rapid action by several work groups.  During discussion, Debilyn mentioned that PR will handle the weekly email blasts from now on.  No motion was made, but the board supported having the TurboVote page ready for the public by September 26, 2017.

Charlotte pointed out the rest of the items on the agenda — Volunteer vetting, Proposed director/work group descriptions, and By-laws update — and told the rest of the directors to review them in preparation for a vote in the near future.

Egberto discussed the video from the retreat and the possibility of editing long and short versions of it.  Debilyn asked if the short version would be ready for the Sunday email blast.  Egberto said it would be.  Charlotte also asked about her writeup for the email blast.  Debilyn replied it should be about the website update.

Charlotte told the directors to pay close attention to the Facebook page because so much is happening.

Members checked out.

The meeting adjourned at 9:08 P.M. E.D.T.

The next meeting will be on October 11, 2017 at 8:00 P.M. E.D.T.

Respectfully submitted,

Vince Lamb, Interim Secretary

Coffee Party Board Minutes August 27, 2017

by vincelamb

Minutes for Coffee Party USA Board of Directors meeting August 27, 2017

The in-person business meeting during the Annual Board of Directors Retreat was called to order at 9:25 A.M. Pacific Daylight Time.

Present: Charlotte Vaughan Coyle (presiding), Heather Prabish, Kevin Watford, Vince Lamb, Jeanene Louden, Debilyn Molineaux (recording), Egberto Willies.

Absent: Bobby Rodrigo.

Discussion of the items below were extensive throughout the annual in-person board meeting.  More notes about bylaws revisions.

  • Budget vote – Kevin moves, Heather seconds.
    • I make a motion to approve the FY 18 budget for Coffee Party.
    • No discussion
    • Motion passes unanimously, Bobby Rodrigo absent
  • 2017-2018 Goals and Actions vote (Debilyn moves, Heather seconds)
    • Move to adopt the following direction for 2017-2018
      • Promote Electoral Reform issue in a variety of ways through all Coffee Party USA venues
      • Focus on registration and voting campaign leading to 2018 mid-terms
      • Model Inclusive Dialogue and Constructive Collaboration
      • Create effective relational fundraising
    • No discussion
    • Motion passes unanimously, Bobby Rodrigo absent
  • Approval of Partnerships Agreement between Coffee Party USA and our vetted/approved Partners.
    • Vince moved that the board adopt this motion.  Egberto seconded.
    • Motion passes unanimously, Bobby Rodrigo absent
  • Appoint a secretary and president (Heather moves, Debilyn seconds)
    • Move to appoint Charlotte Coyle as Interim President until June 30, 2018
    • Move to appoint Vince Lamb Interim Secretary until June 30, 2018
    • Motion passes unanimously, Bobby Rodrigo absent, Charlotte Coyle & Vince Lamb abstain
  • The board discussed the By-laws, including the definition of membership and the job descriptions of officers and directors.  Decisions on those topics will be made at future regular meetings as part of the annual by-laws review.
  • The next meeting will be Wednesday, September 13.
  • Meeting adjourned at 9:48 A.M. P.D.T.

Respectfully submitted,

Vince Lamb, Interim Secretary