Coordinating Committee minutes, November 7, 2011

GPCA CC Teleconference Minutes
Monday, November 7, 2011 

1. Welcome and setup, roll call, quorum check (ten minutes)
 

Coordinating Committee members present (12): Victoria Ashley (East Bay), Warner Bloomberg (Silicon Valley), Michael Borenstein (Central Valley, north), Sean Dodd (at-large),  Mike Feinstein (Los Angeles), Dave Heller (at-large), Barry Hermanson (San Francisco), Tim Laidman (at-large), Matt Leslie (Orange/Riverside/San Bernardino),  Michael Rubin (at-large), Alex Shantz (North Bay), Lauren Sinnott (at-large)
 
Coordinating Committee members not present (4):  Sanda Everette (at-large),  Jim Geraghty (at-large),  Jeff Quackenbush (San Diego), Kate Tanaka (at-large)

Coordinating Committee alternates present (1): Maggie Kennedy (San Diego)

Invited participants: Marnie Glickman, GPCA Managing Director

Quorum: Quorum reached at 7:38 with 13/16 present: Ashley, Bloomberg, Borenstein, Dodd, Feinstein, Heller, Hermanson, Kennedy, Laidman, Leslie, Shantz, Sinnott

Faciliator: Warner Bloomberg (approved by consensus)
Minutes taker: Mike Feinstein  (approved by consensus)
Time keeper: Michael Borenstein  (approved by consensus)
Vibes Watcher: Tim Laidman (approved by consensus)
 
Agenda approved by consensus
 
 
2. REPORT: Report from Marnie Glickman on her work as GPCA Managing Director 
 
See attached written report attached below from Glickman which provided the basis for her oral report
 
 
3. REPORT:  Report from Web Redesign Team on status of GPCA web site (Everette, Feinstein, Glickman, Hermanson) 
 
Written background to agenda item was summarized by Feinstein, Glickman and Hermanson.
 
 
4. APPOINTMENT: CC Liaison to ERWG (Everette, Hermanson) 
 
Sean Dodd placed his name in nomination on October 28, 2011. The CC Liaison appointment process according to the CC's 
 
Appointed by Consensus
 
 
5. PROPOSAL: Approve facilitators for the December General Assembly (five minutes)
 
Proposal: That Case and Green are approved as facilitators for the  times listed.
 
Outstanding Concern (stand aside): Borenstein, that  this should be done on the Friday night before the General Assembly and that it should be done by creating two member teams at the same time.
 
Appointed by Consensus
 
 
6. PROPOSAL: Amend December General Assembly agenda to list when working groups and committees will meet during which breakout session 
(Everette, Feinstein, Hermanson in role as Agenda Committee) (three minutes)
 
Proposal: Approve the following timing of breakout sessions
 
Saturday at 3pm: CCWG, Platform, Finance, GROW
Sunday at 9am: CCWG, Green Issues, Media
Sunday at 2:30pm: Finance, Bylaws, ERWG, Clearinghouse
 
Appointed by Consensus
 
 
7. PROPOSAL: That the raw notes are to be submitted to the GA as background notes for feedback at this time and that the Agenda Committee is tasked with creating a record of the decisions made in Berkeley.
(Everette, Feinstein, Hermanson in role as Agenda Committee) 
 
Proposal: That the raw notes are to be submitted to the GA as background notes for feedback at this time and that the Agenda Committee is tasked with creating a record of the decisions made in Berkeley.
 
Appointed by Consensus
 
 
8. PROPOSAL: Clarifying Active Counties for December General Assembly (Feinstein, Hermanson)
Process Proposal (Hermanson) - extend item by five minutes
 
Approved by Consensus
 
Proposal: That the CC Co-coordinators are directed to collate all responses to the excel spreadsheet compiled by Mike Feinstein by Thursday evenign and send out a final draft, after which CC members may respond one more time and then on Friday night, the CC Co-coordinators are authorized to make the final calculation on behalf of the CC and send it out to the counties as part of the agenda packet.
 
Outstanding Concerns:
 
Bloomberg: would be willing to support an on-line vote instead
Borenstein: concern with concentrating power in the hands of the co-coordinators
Leslie: concern with concentrating power in the hands of the co-coordinators 
Vote: 
 
Yes: Ashley, Feinstein, Heller, Hermanson, Laidman, Shantz, Sinott
No: Bloomberg, Borenstein, Leslie
Abstain: Dodd, Kennedy
 
Approved 7-3-2 (needs 2/3)
 
 
9  REPORT:  Budget Committee Report (Bloomberg and Hermanson) 

Attached draft document was presented as draft ready to go to counties as part of agenda packet.

10. DISCUSSION: Process to handle transition for Treasurer from Jeanne Rosenmeier (Hermanson)

Presentation made by Hermanson, summarizing written background to agenda item.

11. DISCUSSION: CC member assignment/committment Review (Bloomberg) 

Item withdrawn by present in the interest of proving time to hear item #12
 
 
12. PROPOSAL: Setting date and location of CC winter retreat  (Everette, Feinstein) 
 
Proposal: That the CC hold its winter retreat at Sanda Everette's Eco-Village in San Mateo on the weekend of January 28/29 and that the 
following potential agenda items along with others submitted by CC members be subject to ultimate approval by the entire CC
 
- election of CC male co-coordinator and female alternate co-coordinator
- address status of GPCA Clearinghouse
- address status of GPCA IT group
- CC internal procedures (if not approved of by then)
- Green 2012 Initiative / GPCA Priorities
- GPCA strategic plan
 
Approved by Consensus
 
 
13. PROPOSAL: Approve Revision to CC Internal Procedures (Laidman, Quakenbush) 
 
Item not heard owing to time considerations
 
 
14. DISCUSSION: Green 2012 Initiative / GPCA Priorities (Dodd)
Item not heard owing to time considerations
 
ATTACHMENT: Report from Marnie Glickman

To: GPCA Coordinating Committee

Fr: Marnie Glickman

Da: November 8, 2011

Re: Contract update

___________________________________________________________________________

I. Summary

Because of time-consuming IT hurdles and lack of IT volunteer support, I have already worked 242 hours on this contract.  

I intend to work 40 hours more to complete the contract.  20 hours for fundraising and 20 hours for the other elements of my contract.

I am happy to discuss the details of my work with you by phone.  The best way to reach me is by email at marnie@cagreens.org or by phone at 415-259-7121.

2.  Voter Registration Database

Task: Manage statewide voter data base in conjunction with internal party database access protocol approved by the Coordinating Committee.

Update: Spent 5 hours dealing with impact of CA Voter Connect buy out and exporting our data.  Drafted database access protocol.  Will be presented to the CC soon by web design team.  Researched other options to CA Voter Connect and Nationbuilder options.

Task: Organize virtual phone banks with voter file software in conjunction with internal party database access protocol approved by the Coordinating Committee.

Update: No virtual phone banks.  CA Voter Connect buy out.  Drupal problems.

Task: Recruit and train volunteers that result from work with database. Refer to GPCA committees, working groups and county organizations where relevant.

Update: 2 hours. Trained web redesign team members.  No others because database access protocol not approved.

3.   Fundraising

Task: Design, coordinate and manage direct mail,

Update: Spent 5 hours drafting 3 different letters.  All sent to Finance Committee.  No response.

Task: Online fundraising,

Update: Online fundraising could not happen in June, July and August because Bert refused to update the donate page.  It referred to an April 2011 deadline. 

Task: Events

Update: Spent 5 hours.  Communication with Jello Biafra.  Booking Eliza Rickman.  Looking for event hosts for December events.  Researching FEC requirements for joint fundraising with Jill Stein for President.

Task: Telemarketing,

Update: None

Task: Personal solicitations

Update: 7 hours total. Held up because I projected we would have launched our new website on 9/15/11.  This was a major hurdle for attracting new donors.  One major donor meeting.  Donor said yes to $1,000.  Hasn’t given. One major donor solicitation. Donor said yes to give $300 and raise at least $100.  Major donor phone calls. 5 hours. Contacted 9 people.  4 said they would but were too poor.  4 said yes. 1 said he’d donate several cases of wine.  One outstanding donation of $425 from early 2011.

Task: Merchandising

Update: Spent 2 hours.  Researched inventory and pricing of current merchandise. Suggested merchandise to our only merchandise committee member.

Task: Identify and cultivate donor prospects.

Update: Attended several Bay area political events.  Networked.  No charge to party.

4.   Constituent Relationship Management

Task: Work with CiviCRM team to install, configure and manage CiviCRM.

Update: Spent 20 hours.  In October the Web Resdesign team decided to use Nationbuilder database until CiviCRM can be configured and maintained according to GPCA needs and budget.

Task: Format and upload GPCA supporter lists, donor lists and prospect lists.

Update: Spent 15 hours doing this in CiviCRM and 5 hours in Nationbuilder.

Task: Design coding system for database and configure system to advance GPCA goals. Seek and integrate input on coding system from GPCA committee and working group co-coordinators.

Update: Because I just installed Nationbuilder, I haven’t completed this task yet.

Task: Analyze database growth and data trends and make recommendations to advance GPCA goals.

Update: CiviCRM was not configured to allow me to do database analysis. 

Task: Recruit, train and coordinate GPCA volunteers on how to use CiviCRM.

Update: We did not get to this point in the CiviCRM project where it was configured enough to train volunteers.

5. Clearinghouse Operations

Task: Join and participate in GPCA Clearinghouse Committee, subject to Coordinating Committee appointment.

Update:  Clearinghouse committee never met or communicated with me.

Task: Coordinate answering of general inquiries to GPCA main phone number and mailboxes with Clearinghouse Committee members. Refer to GPCA committees, working groups and county organizations where relevant.

Update: No one ever agreed to give me access to the GPCA voice mail box.  No one sent me messages to follow up with.  No one ever told me any information about what is being sent to our two PO boxes. No one sent me data to enter into the database from the phone number or mailboxes.

Task: Make recommendations for GPCA merchandise.

Update: See above. I talked with the one committee member.

6. Messaging

Task: Review GPCA content for messaging, accuracy and style.

UPDATE: No content created for me to review.

Task: Work with GPCA committees and working groups to develop communications schedule, persuasive messages and effective messaging.

UPDATE: No committees did any outreach except for one email from CCWG.  I sent my suggestions to Greg Jan who wrote the email.

Task: Coordinate social media communications at the direction of the Media Committee. Recruit and train volunteers that result from work with social media. Refer to GPCA committees, working groups and county organizations where relevant.

UPDATE: Spent 40 hours doing this.

7. GPCA Campaigns and Organizing Drives

Task: Develop public launch for statewide voter registration drive. Consult with Grassroots Organizing Working Group and Media Committee on design and approach.

UPDATE: Postponed until website launch and database launch.

Task: Develop public launch for campaign to close San Onofre and Diablo Canyon nuclear plants. Consult with Green Issues Working Group and Platform Committee on design and approach.

UPDATE: Attended 5 hour anti-nuke activist summit. Postponed campaign until website launch and database launch.

Task: Develop public launch for website upgrade. Consult with IT Group and Media Committee on design and approach.

UDPATE: 5 hours spent.  Worked with Cameron, web design team and fundraising committee.

Task: Recruit and train volunteers that result from work on GPCA campaigns and organizing drives. Refer to GPCA committees, working groups and county organizations where relevant.

UPDATE:  5 hours. Building database in Nationbuilder. 128 volunteers so far.

Task: Develop relationships with progressive organizations and individuals resulting from this work. Refer to GPCA committees, working groups and county organizations where relevant.

UPDATE: 15 hours. Organized event with Nevada County Greens. Worked with Imperial Greens, Nevada County Greens, Napa Greens, Humboldt Greens, Marin Greens, Baum for Mayor in San Francisco, Solano Greens, Tulare Greens.

8.   GPCA website

Task: Be a member and serve as coordinator of a Coordinating Committee appointed ad-hoc Web Redesign Team to redesign of www.cagreens.org, and serve as the point of contact with any vendor hired to perform this task, in order to

Task: Design new information architecture.

UPDATE: 3 hours. Done.

Task: Create new format and layout for home page.

UPDATE: 2 hours. Done.

Task: Create new format and layout for basic content page.

UPDATE: 1 hour. Done.

Task: Create new format and layout for donation form. Consult with Finance Committee on approach.

UPDATE: 1 hour. Done.

Task: Create new format and layout for subscription form.

UPDATE: 1 hour. Done.

Task: Create new format and layout volunteer sign up form.

UPDATE: 1 hour. Done.

Task: Review web content for accuracy.

UPDATE: 60 hours.  This includes migration of content and proofreading.

9. Payment

In consideration for the services to be performed by the Managing Director, GPCA agrees to pay Marnie Glickman:

$1,500 on July 10th, 2011

$1,500 on August 10th, 2011

$1,500 on September 10th, 2011

$1,500 on October 10th, 2011

UPDATE: I have not received payment for my services yet.

10. Client Obligations

The Personnel Committee will supervise and direct the Managing Director’s work.

UPDATE: The Personnel Committee did not provide regular supervision.

GPCA will contract with a web developer for the redesign of www.cagreens.org, installation of a Drupal CMS and content migration no later than July 15, 2011.

UPDATE: Done.

GPCA will contract with a web developer for CiviCRM customization no later than July 30, 2011.

UPDATE: GPCA did not retain anyone to do CiviCRM customization. We changed contact management systems in October 2011.