Board Meeting Minutes Coffee Party USA

INCITE CIVILITY AND REASON

Tag: coffee party meeting minutes

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

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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

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

December 30, 2014

by JKL

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

Opening

Debilyn called the meeting to order at 6:04 Pacific. Jeanene ran the Maestro board and led us through check-ins.

President’s Report – Debilyn

A Complaint has been filed against us in Washington DC. Our D&O insurance has appointed legal counsel to represent us.

Secretary’s Report – Vince

Minutes

The December 10th minutes were  approved at meeting time. The December 17 minutes  are awaiting approval. Jeanene has posted all approved minutes to date.  BIG THANK YOU!

Board Development

A volunteer from the Newsroom Workgroup has asked for an application to be a candidate for  one of the vacant seats on the Board.

The Elections Task Force had its first call on December 21st. Debilyn will head up the upcoming elections because Vince is running for office. The elections timeline is being expanded  from the dates approved in 2014 for the 2015 elections.

A final recommendation for Bylaws amendments should be available from for Board review / comment / and approval next week.

Reports!  

Community Actions & Engagement (combined WG of Campaigns & Actions plus Community Outreach and Engagement)

Book Club – Billy

  • So far 87 people have RSVPed for the January 26th event, half from Facebook and half from the email blast. Jeanene asked about the timing of FB posts about Book Club. Billy said he is now coordinating with the Newsroom Workgroup to spread the message over time slots and on the half hour rather than on the hour. Tim has agreed to do a Cook Club commercial.
  • AR Billy – Send Tim Book Club info for commercial.

Newsroom – Egberto

Our engagement numbers are down but still good. The holiday lull, less frequent posts and perhaps fewer people on FB? The team is still addressing the need for more original content.

Public and Member Relations Egberto for Tim, not present due to weather challenges.

Newsletter deadlines are on the 10th and 25th of every month. (Today is the 30th!) We reviewed the list of articles submitted. Those who had not yet submitted were asked to get items in ASAP. Egberto asked that items be submitted to him and to Tim simultaneously.

Internet Infrastructure – Debilyn

The draft website was discussed and a link for preview was provided. Debilyn asked for additional help with both migration of current content and creation of more original content.

AR-Debilyn to recruit volunteers to assist with database cleanup.

Closing

The next meeting is scheduled for January 7, 2015 at 9PM Eastern / 6PM Pacific. Jeanene led us through check outs.

Respectfully submitted:

Jeanene Louden

Approved: 1/25/15

October 15, 2014

by JKL

  • L – Debilyn Molineaux, President, Volunteers & Members
  • P – Jeanene Louden, Treasurer
  • P – Vince Lamb, Secretary
  • A – Tim Danahey, Public and Member Relations
  • A – Tonya Jefferson, Channel Partnerships
  • P – Cameron Michaels (Kruger), IIWG Director, Acting Development
  • P – Billy Sears, Community Groups
  • L – Egberto Willies, Newsroom

Opening

The meeting was called to order at 9:06 PM EDT.

The meeting began with Jeanene presiding and Vince running the Maestro Board.  When Debilyn joined the call at 9:25, she took over running the meeting and Jeanene took over running the Maestro Board.

Members checked in.

American Journey Movie Night

Billy reported on Coffee Party Movie Night.  He has been shipping out orders, between 25 and 30 so far.  He stated that the organization has broken even on the DVDs and estimated that it has made $100 on the event so far.  He wants the board members to watch “American Journey” as well so they can lead by example.

Jeanene reported that Debilyn was going to host the BlogTalkRadio interview with the film’s creators on the 25th.

Minutes

Vince reported that minutes from October 1, 2014, have been posted for review and approval.  All previous minutes have been approved and posted by Jeanene to the blog.

Treasurer

Jeanene reported that the internal audit continues. There should be no issue in filing the organization’s Form 990 (non-profit tax return) on time.  She also reported that CT Corporation has failed the Coffee Party again, as it sent IRS information to the person who was Treasurer in 2010, two treasurers ago, so we have asked our lawyer for recommendations for another D.C.-based firm as the organization’s registered agent.

Weekly Meetings

Debilyn joined the call at this point.  She led a discussion about the possibility of the board resuming having weekly meetings.  It was a consensus decision of the members present that weekly meetings resume beginning October 22nd.

IIWG

Billy reported that Jordan needs Google Analytics for website (Debilyn/Egberto has this information).  Jordan also questioned for timeline for new content, including the newsletter.

Debilyn will follow up with information about what is new content and what is will be created (mostly Community Outreach & Engagement).  Jordan and Billy will work on fixing the broken links.  They are currently working to improve website, cleaning up the storefront.

Community Groups

Billy reported that he was going to meet with Jeanene and Debilyn to coordinate the filmmaker interview.

Newsroom

Jeanene and Debilyn reported that the Newsroom is still looking for more volunteers so that the current work group members are not overworked.  The group’s goal is 1,000,000 views per week.

Egberto joined the call.

Volunteers

Debilyn reminded the us that there is a document listing potential volunteers who have been vetted and need to be contacted by Board members and work group chairs to help.  She asked if work group calls should be scheduled.

Executive Session

The board entered executive session.  The board left executive session with no action taken.

Closing

Members checked out.

The meeting was adjourned at 10:08 PM EDT.

The next meeting is Wednesday, October 22nd at 9 pm ET / 6 pm PT.

 

Respectfully Submitted,

Vince Lamb

Coffee Party USA Board Secretary

October 1, 2014

by JKL

Pending

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

June 2, 2014

by JKL

P – Debilyn Molineaux, Acting President, Volunteers & Members
P – Jeanene Louden, Treasurer and Managing Director
P – Vince Lamb –  Secretary
P – Dan Aronson, Channel Partnerships
P – Cameron Michaels (Kruger), IIWG Director, Acting  Development
P – Egberto Willies, Campaigns and Actions

Debilyn was presiding with Jeanene running the Maestro conference.

Meeting was called to order at 7:03 PM EDT.

Members checked in.

Minutes –Vince posted all the minutes from May to Google Docs and shared them with the other members of the board for review and approval.

Jeanene said that the January 8th, 25th, and 26th and February 4th minutes are available for review.

The minutes for January 8 were approved by signature in the document.

Executive Session

The board moved to executive session.

Dan checked out at 7:40 PM EDT.

The board left executive session.

Elections

Board Development Group must be six to eight people.  We currently have four.  We need at least two more.  Debilyn asked the board to recruit people and have them email Vince.

BACP

The Big Apple Coffee Party has declared independence (disaffiliated themselves) from the national organization.  So, do they have any rights to Nation Builder or other Coffee Party assets?

Our Path Forward

Debilyn led a discussion on the path forward.  Suggestions (in addition to staying the course) included reaching out to new members, putting together a plan for progress after that.  The need is to do the job and follow legal advice.  The Coffee Party needs to walk its talk and  get maximum political participation out of every American to the best of their ability and capability.

Directors checked out.

The meeting adjourned at 8:12 PM EDT.