Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Category: coffee party meeting minutes

Coffee Party Board Minutes November 8, 2017

by vincelamb

Minutes of the Coffee Party USA Board of Directors meeting on November 8, 2017

Present: Charlotte Vaughan Coyle, Heather Prabish, Vince Lamb, Jeanene Louden, Debilyn Molineaux, Bobby Rodrigo

Absent:  Kevin Watford, Egberto Willies.

Charlotte called the meeting to order at 8:07 P.M. E.S.T.

Members checked in.

Charlotte reported that the October minutes have been approved and posted to the WordPress blog.

Charlotte also reminded the members that they had approved both the new Job Descriptions for the Directors, Work Groups, and Work Group Chairs (seven yes with Bobby abstaining) and the revisions to the By-Laws (six yes with Bobby and Egberto abstaining).

Jeanene (substituting for Kevin) gave a report on the organization’s finances.  Everything is up to date through October.  The document is view only; the directors requested that they be allowed comment-only access.  Jeanene granted it.  She discovered that there are two Hootsuite vendors; she and Bobby will help resolve that.

Debilyn reported that Public Relations discovered that the Coffee Party has a neutral email reputation score.  She and the Administrative Assistant are working on improving our email reputation, which will likely involve a purge of email addresses of accounts that have not interacted with us over the past 12-18 months.  This will remove bounced emails and improve our reputation.  Directors discussed how email reputation works.  Bobby will assist on this.  Debilyn also reported that we have a low open rate and discussed why that’s the case and how to improve the open rate.  This will include a better method of people opting in and opting out of the mailing list.  There is also an issue in that our email host and our domain name server are not the same.  The entire project will likely take another month.  Charlotte asked if a test email could be sent after the project is done to determine how well that works.  A discussion ensued.  Charlotte thanked Debilyn, Bobby, and the Administrative Assistant for their ongoing work.

Heather reported that there was no activity in Campaigns and Actions during October.  She expects she will be able to work on Voter Buddy between now and the December business meeting.  Jeanene shared that whenever she posted in the Newsroom and her own Facebook page about voting, she used the #VoterBuddy tag.  Several of her friends have started using the tag.  Charlotte asked if Campaigns and Actions are utilizing the volunteers that are being sent its way.  Heather responded that volunteers are being integrated.

Jeanene reported that she is working on a template for a monthly report on member engagement.  The template should be ready by the next monthly business meeting.  She noted that this is the year when membership goes down, but individual contributions go up.  She’s also working on how to track merchandise.  She’s also looking into putting a stamp and postcard budget in order to send thank you notes to members on the anniversary of their joining.

Vince reported that the Partners Work Group recommended The Chisel for Partnership.  Vince moved that The Chisel be approved for Partnership. Jeanene seconded.  The motion passed unanimously 6-0-2 with Kevin and Egberto absent.  Debilyn suggested that she introduce Vince to Deborah Devedjian of The Chisel.  Vince is already receiving email from Deborah.  Vince also reported that the Work Group is working on form emails to send to approved and potential partners.

Debilyn reported on the reception of the propaganda education memes in the Newsroom.  It’s been uneven, although they are getting responses.

Debilyn also reported on the status of the Tax Reform position paper.  It is almost finished, but needs a more concrete set of suggestions for corporate taxation.  It should be finalized at the next Work Group meeting next Tuesday.

Charlotte reminded the Directors that our Administrative Assistant doesn’t have enough time to do much with volunteers right now. WG Chairs and Director Liaisons need to be sure we are helping new volunteers get started.  Bobby shared his experience with a former Coffee Party member  who recognized Bobby as a Coffee Party Director on a Facebook video.  A discussion ensued about how his relief work for Puerto Rico is going.  The discussion moved to how well the organizations he’s helping fit into the Coffee Party Mission and End State Goals.

Members checked out.

The meeting adjourned at 9:07 P.M. E.S.T.

The next meeting will be on December 13, 2017 at 8:00 P.M. E.S.T.

Respectfully submitted,

Vince Lamb, Interim Secretary

Advertisements

Coffee Party Board Minutes July 11, 2017

by vincelamb

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

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

Absent: Kevin Watford.

Meeting was called to order at 8:09 pm ET when a quorum was established.

Directors checked in.

June Minutes were approved on the BoD Facebook page and are posted on the WordPress site.

The year end financial report will be presented at the August meeting.

Motion: In the absence of a president since the beginning of fiscal year 2017-2018, Charlotte Coyle shall be appointed by the Board to serve as Acting President for July, August and September. Vince Lamb will be appointed for October, November and December, Jeanene Louden will be appointed for January, February and March 2018, and Bobby Rodrigo will be appointed for April, May and June.

Debilyn made the motion and Egberto seconded. The vote was unanimous with Kevin absent.

Motion: Heather Prabish shall be appointed by the Board to serve as Vice President for fiscal year 2017-2018.

Egberto made the motion and Vince seconded. The vote was unanimous with Kevin absent.

The next official Board meeting will take place in August at the annual retreat.

The meeting adjourned at 8:25  pm ET. Discussion continued in a work session.

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

 

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

Coffee Party Board Minutes June 13, 2017

by cvcoyle

Minutes for Coffee Party USA Board of Directors meeting June 13, 2017

The video conference meeting was called to order at 8:17 pm Eastern Time.

Present: Debilyn Molineaux, Jeanene Louden, Heather Prabish, Kevin Watford, Vince Lamb, Egberto Willies, and Bobby Rodrigo

Absent: Charlotte Coyle, Tim Danahey

The Directors checked in.

May minutes have been approved and posted.

Financial Report

Treasurer Kevin Watford led the discussion. Our finances are sound. We focused on the Budget-to-Actuals Report with emphasis on income and expenses for the year to date.

Annual Meeting

Plans for the August 24 – 27 annual meeting in Oregon were discussed. A meet up at the Portland airport was arranged. Topics for discussion/decision were refined. Directors were asked to complete their review/comment on the planning document ASAP.

The annual Bylaws review will be a part of the meeting. A review/comment doc has been shared with the Directors.

Board Development Report

The elections are on schedule for June 23-25. (See addendum below)

Campaigns and Actions Report

The voter initiative is approaching ready. Contract refinements for tech aspects of the project are pending.

Netroots Reminder

Coffee Party has a table at the August 10 – 13 convention at the Hyatt Regency Atlanta.

The official meeting adjourned at 8:37 pm ET. Conversation continued in a work session.

Respectfully submitted,

Jeanene Louden, Vice President

Coffee Party USA Board of Directors

Addendum to June Minutes

The Board Development Work Group presented two candidates for the 2017 Election: Jeanene Louden as Membership Development Director and Bobby Rodrigo for Technology (Director of Internet Infrastructure and Director of Security). The vote was presented by Charlotte Coyle in the Board of Directors Facebook page on June 4; there was some discussion and the official votes were tallied on June 10.

Jeanene was approved unanimously with 8 votes (she recused herself).

Bobby was approved unanimously with 8 votes (he recused himself).

The Board Development Work Group approved Debilyn Molineaux for Board appointment as Public Relations Director. Charlotte Coyle moved for the appointment on the Board of Directors Facebook page and Bobby Rodrigo seconded. The motion was approved unanimously with 8 votes on June 28. (Debilyn recused herself).

Respectfully submitted,

Charlotte Coyle, Secretary

Coffee Party Board Minutes May 9, 2017

by cvcoyle

Minutes for Coffee Party USA Board of Directors meeting May 9, 2017

Meeting was called to order at 8:05 pm ET when a quorum was established.

Present: Jeanene Louden, Heather Prabish, Kevin Watford, Charlotte Coyle, Vince Lamb, Egberto Willies, Bobby Rodrigo

Absent: Debilyn Molineaux, Tim Danahey

Directors checked in. Kevin Watford presided in the president’s absence.

April Minutes were approved.

The Financial Report was presented by Kevin Watford. Discussion about Budget and Actuals income for year to date.

Heather presented this Campaigns and Actions Work Group proposal:

Accept Campaigns and Actions proposal that Coffee Party subscribe to TurboVote and use this resource to encourage voting and offer information. Second by Charlotte

Vote: Approved. 6 Yeas and 3 Absent/Abstain

TurboVote should fit well with our Coffee Party mission and our agreed upon emphasis for the next several months. There was a suggestion to add the TurboVote subscription to next year’s budget.

Heather and Campaigns and Actions team offered another proposal:

Accept Campaigns and Actions’ VoterBuddy campaign as they continue to develop it before its official launch. Second by Vince

Vote: Approved. 7 Yeas and 2 Absent/Abstain (Egberto joined the meeting)

Bobby is developing a VoterBuddy page for the Coffee Party website.

There was discussion about the current health care bills making their way through Congress. Should Coffee Party USA offer an official statement? If so, what should we say? Bobby will craft a suggested statement and offer it to the Board of Directors Facebook page for discussion.

The meeting adjourned at 8:41 pm ET. Conversation continued in a working session.

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

Addendum May 19

On April 12, 2017, on the Board of Directors Facebook page, Vince Lamb presented the Partnerships Work Group formal Partnerships Agreement they have created.

The Board of Directors is asked to approve the agreement (as amended by Jeanene Louden) and send the draft to our attorney for further input. Bobby Rodrigo seconded.

On May 19, the proposal was approved with 8 Yeas and 1 Abstention. The Partnership Agreement was sent to the Coffee Party attorney.

Coffee Party Board Minutes April 12, 2017

by cvcoyle

Meeting was called to order at 8:08 pm ET when a quorum was established.

Present: Debilyn Molineaux, Jeanene Louden, Vince Lamb, Charlotte Coyle, Heather Prabish, Bobby Rodrigo

Absent: Egberto Willies, Tim Danahey, Kevin Watford

Directors checked in

Minutes from March 15 with an April 3 addendum were approved.

The March Financial Report was presented by Jeanene and approved by consent.

On April 1, 2017 Bobby Rodrigo asked the Board to approve this proposal:

The Netroots Nation Event August 10-13 in Atlanta.

Propose that the Coffee Party be represented at this event. More than 2,500 people from across the country attend each year. The estimated cost:

Exhibit Table: (Reduced Rate) $750.00

Printed Materials- Informational Handouts, pamphlets and or fliers will be required at an estimated cost of $100-$200.

Promotional Banner- A retractable banner representing the Coffee Party displayed at the booth at an estimated cost $200.

Coffee Party USA Radio will also be represented on Media Row

Discussion. Suggestion to add such events into next year’s budget. The proposal was approved on the Board of Directors’ Facebook page and confirmed in the Board meeting. 7 yea’s and 2 abstain/absent.

Partnerships Work Group has presented a Partnerships Agreement for consideration and comments. Vince proposed Board approval to send the draft to the Coffee Party attorney. Bobby seconded. The Board has until April 24 to submit comments.

Vince also asked the Board to be sure and vote on all the current partnerships proposed by the Work Group.

The Strategy Work Group has presented a Voting Rights Position Paper for Board approval. Discussion. Approved via the Google doc with 7 yea’s and 2 abstain/absent.

The time of the Board meetings will change for the summer months beginning May 9. The consensus agreement is to meet on Tuesdays at 8 pm ET through September.

The meeting adjourned at 8:58 pm ET.

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors

Coffee Party Board Minutes March 15, 2017

by cvcoyle

Minutes for Coffee Party USA Board of Directors meeting March 15, 2017

Meeting was called to order at 8:29 pm ET when a quorum was established.

Present: Debilyn Molineaux, Vince Lamb, Jeanene Louden, Charlotte Coyle, Egberto Willies, Bobby Rodrigo Absent: Tim Danahey, Kevin Watford

Directors checked in by telling about some of our activities with other civic and political organizations.

February minutes were approved as edited and posted to the WordPress site.

No Financial Report was presented.

Charlotte reported on the current Coffee Party elections process. Heather Prabish is going through the vetting process for Board appointment as Director of Campaigns and Actions.

Bobby has reserved an exhibit table at the next Netroots Nation event. He will write up a proposal and submit it to the FB Board group. Board approval is needed by the end of April.

The meeting adjourned at 8:38 pm ET and discussion continued in a work session.

Respectfully submitted,

Charlotte Coyle, Secretary Coffee Party USA Board of Directors

Board Minutes Addendum

April 3, 2017 The Elections Committee of the Board Development Work Group approved Heather Prabish as a candidate and recommended the Board of Directors appoint her as Director of Campaigns and Actions. Vince Lamb seconded the motion. The Board vote via the Facebook group page was unanimous: 8 yeas, no nays, and no abstentions.

Charlotte Coyle, Secretary Coffee Party USA

Coffee Party Board Minutes February 8, 2017

by cvcoyle

Minutes for Coffee Party USA Board of Directors meeting February 8, 2017

Meeting was called to order at 8:12 pm ET when a quorum was established.

Present: Debilyn Molineaux, Vince Lamb, Jeanene Louden, Charlotte Coyle, Egberto Willies

Absent: Tim Danahey, Kevin Watford, Bobby Rodrigo

Directors checked in

January minutes were approved as edited and posted to the WordPress site.

Financial Report  will be presented next month. Coffee Party brought in about $3,000 in January.

There was discussion about a proposed CP campaign: Viral Voter. Directors agreed that volunteer Michael Dehn should continue to develop the project then come back for formal Board approval before the program launches.

Vince Lamb moved that Coffee Party USA continue its collaboration with the Women’s March in its new campaign “10 Actions for 100 Days.” J’nene seconded. The motion passed unanimously with the five Directors present. Absent/abstaining were Kevin, Tim and Bobby.

J’nene has launched a new project: Power to the People. She is using her Coffee Party Internet Radio show, Lunch with Louden, to promote civil actions across the country.

The meeting adjourned at 8:40 pm ET.

Respectfully submitted,

Charlotte Coyle

Secretary, Coffee Party USA Board of Directors