Coordinating Committee minutes, February 4, 2013

Coordinating Committee members present (13): Cindy Asrir (Silicon Valley), Marla Bernstein (at-large), June Brashares (at-large), Maxine Daniel (at-large),  Sanda Everette (at-large), Mike Feinstein (Los Angeles), Dave Heller (at-large), Barry Hermanson (San Francisco), Sasha Karlik (at-large), Tim Laidman (at-large),  Alex Shantz (North Bay),  Cynthia Santiago (at-large), Lauren Sinott (at-large)

Coordinating Committee members not present (3):  Victoria Ashley (East Bay), Matt Leslie (Orange/Riverside/San Bernardino), Michael Rubin (at-large)
 
Quorum: Quorum reached at 7:34 with 9/17 present:  ​Cindy Asrir (Silicon Valley), June Brashares (at-large), Maxine Daniel (at-large),  Sanda Everette (at-large), Mike Feinstein (Los Angeles), Dave Heller (at-large), Barry Hermanson (San Francisco), Tim Laidman (at-large),  Alex Shantz (North Bay)
 

Sinott joined call at 7:35
Santiago joined call at 7:44
Bernstein joined call at 7:47
Karlik joined call at 7:49

2) Roles

Facilitator: Alex Shantz
Minutes taker: Mike Feinstein
Time keeper: Maxine Daniel
Vibes Watcher: Dave Heller
 
Approved by consensus
 

3) Approval of Agenda 

Proposal (Ashley on CC email list, Shantz on call): Add Endorse Mobilization of Opposition to the Keystone XL Pipeline and the Feb 17 Protest at the White House, to appear on agenda after approval of January minutes
 
Approved by consensus
 
Proposal: Approve agenda as amended (Shantz)
 
Approved by consensus
 
 
4) Approve minutes from previous meetings
 
Proposal: Approve minutes, January 7, 2013 (Feinstein)
 
Approved by consensus
 
Proposal: Approve minutes, January 19, 2013 (Feinstein)
http://www.cagreens.org/committees/coordinating/minutes/2013-01-19

Approved by consensus

5) Decision: Endorse Mobilization of Opposition to the Keystone XL Pipeline and the Feb 17 Protest at the White House, to appear on agenda after approval of January minutes

Proposal (Shantz):  Endorse Mobilization of Opposition to the Keystone XL Pipeline and the Feb 17 Protest at the White House, to appear on agenda after approval of January minutes

Approved by consensus

6) Decision: Approve CC budget and Work Plan for FY2013-2014 for submission to Finance Committee 

Proposal: Approve as included in agenda and attached below 

Approved by consensus
 

7) Appointment: Appoint two members to Budget Committee 

Nomination: Bernstein (nominated by Feinstein, nomination accepted)

Approved by consensus

8) Appointment: Appoint three members appointed to Personnel Committee 

Nomination: Asrir (nominated by Feinstein, nomination accepted)

Nomination: Hermanson (nominated by Feinstein, nomination declined)

Nomination: Sinott (self-nominated)

Asrir approved by consensus

Sinott approved by consensus

 
9) Decision: Approve revised draft of Personnel Policy (Feinstein) 
 
Add five minutes to item (Shantz)
Approved by consensus
 
Add an additional five minutes to item (Shantz)
Approved by consensus
 
Proposal (Feinstein): Approve Personnel Policy as presented in the agenda, with the following amendments:
 
(Sinott): that the Coordinating Committee will seek legal review of the content by a labor attorney, including guidance on general liability of the GPCA as an employer
 
(Brashares): that Section 6-3 be reworded to make clear that appeals are made to the Coordinating Committee
 
(Sinott): that sentences that are previously worded "It shall require consensus or a 2/3 vote" shall be reworded as "It shall require a 2/3 vote"
 
(Brashares): That 4-2 and 7-2 be amended at a future date to further clarify that conflicts of interest apply to management as well
 
(Brashares): That 'interviews' be taken out of 6-3
 
(Brashares): That 'political affiliation'  be removed from 6-4
 
(Everette): That direction is given to add review and make a recommendation to add criteria  for how Standing Committees and Working Groups will base their hiring recommendations 
 
(Brashares): That direction is given to review and make a recommendation on whether notification to applicants who are hired and not hired be make by the Personnel Committee, or by the Standing Committees and Working Group?
 
(Brashares): That direction is given to add review and make a recommendation in Section 7-1 regarding employees being supervised and employees being managed
 
Approved by consensus
 
 
10) Decision: SGA Bylaws Amendments -- 80% Threshold for Bylaws Amendments (Brashares) 
 
Add fifteen minutes to item (Shantz)
Approved by consensus
 
Proposal (Brashares): That the CC issue a clear statement (amend the June 4th Bylaws Interpretation Establishing the Standing General Assembly if necessary) that an SGA approval threshold of at least 2/3 must be reached for the proposed May 13th bylaws amendments to be considered approved by the SGA, and that the bylaw amendments approved by the SGA will be put on the agenda of the June 2013 General Assembly in Napa to receive approval of 80% of the General Assembly to be ratified.
 
In response to unresolved outstanding concerns by Everette, Feinstein and Laidman, Brashares chose to take the proposal to a vote:
 
Asrir - off the call, not voting
Bernstein - no
Brashares  - yes
Daniel  - abstain
Everette - abstain
Feinstein - no
Heller - no
Hermanson  - yes
Karlik  - off the call, not voting
Laidman  - no
Shantz  - yes
Santiago  - no
Sinott  - no

Yes - 3
No - 6
Abstain - 2

Proposal not approved

10) Decision: Approval of letter of support for protection of marine wilderness (Brashares)

Proposal (Brashares): Approve letter as submitted in the agenda.
 
In response to unresolved outstanding concerns by Feinstein, Hermanson and Laidman, Brashares chose to take the proposal to a vote:
 
Asrir - off call, not voting
Bernstein - no
Brashares  - yes
Daniel  - yes
Everette - no
Feinstein - no
Heller - no
Hermanson  - no
Karlik - off call, not voting
Laidman  - yes
Shantz  - abstain
Santiago  - off call, not voting
Sinott  - no
 
Yes - 3
No - 6
Abstain - 1
 
Proposal not approved
 

The following items were not heard owing to time considerations

11) Discussion: Review text regarding Coordinating Committee in upcoming SGA proposal (10 minutes) 

12) Report: Treasurer (Barnett) 

13) Report: Standing committees 

14) Report: Working Groups 

ATTACHMENT: From item #6

 

GPCA COORDINATING COMMITTEE BUDGET PROPOSALS 
 
FOR FISCAL YEAR 2012-2013
 
Expenses:
 
Two General Assemblies: $6,900
 
Expense Categories 
 
-- Site Rental  @ $1000/Meeting $2,000
 
-- Food Expenses @ $1000/Meeting $2,000
 
-- Video @ $125/Meeting    $   250
 
-- Minutes Taker @ $250/Meeting $500
 
-- CC Friday night dinner @ $100/Meeting $   200
 
-- Nancy Broyles General Assembly Hardship 
 
Travel Subsidy @ $1000/Meeting $2,000
 
 
Gatherings (Two:  North/South):$1,600 
 
 Expense Categories
 
-- Site Rental @ $1000/Gathering $2,000
 
-- Food Expenses @ $300/Gathering    $600
 
 
Liability Insurance Policy: $1,000 (subject to adjustment for actual premium expense)
 
 
Annual Coordinating Committee Retreat:  Site/Food Expenses  $400
 
 
Legal Consultation: $1,000
 
 
Total Expenses: $11,900
 
 
Income
 
General Assembly income from Registration Fees @ $2000/Meeting $4,000
 
Gatherings income from Registration Fees @ $500/Gathering  $1,000
 
Total Projected Income: $5,000
 
Plus possible additional income from small directed donations for the Plenary 
 
Travel Subsidy Fund 
 
 
GPCA COORDINATING COMMITTEE DRAFT CALENDAR 2013
 
January 2013
 
-Announce open Standing Committee and Administrative Subcommittee vacancies
 
-Send reminder work plans and budget proposals are due by end of month
 
-Monthly first Monday teleconference (on second Monday)
 
-Hold elections for female CC Coordinator and female CC Coordinator alternate
 
-Appoint State Meeting Planning Committee members
 
-Appoint Budget Committee CC members
 
-Complete preparations for annual CC in-person Retreat
 
-Hold annual CC in-person Retreat
 
-Submit CC Work Plan and Budget proposals to Finance Committee
 
 
February 2013
 
 
-Monthly first Monday teleconference
 
-Send first announcement re Spring (Budget) Plenary tentative date
 
-Prepare draft FY2013-2015 Strategic Plan for consideration at Napa General Assembly
 
 - Extra regular meeting third Monday teleconference  
(Budget Committee activities)
 
(Petitioner period for nonpartisan office candidates and  petition period for County Council candidates)
 
 
March 2013
 
 
-Monthly first Monday teleconference
 
-State Meeting Planning Committee meets to prepare Draft General Assembly Agenda
 
-Notice of CC elections
 
-Prepare draft FY2013-2015 Strategic Plan for consideration at Napa General Assembly
 
April 2013
 
 
-Monthly first Monday teleconference
 
-Two GPCA Gatherings, April 6-7, 2013 in Southern California and April 13-14 in Northern California
 
-60 day deadline for Plenary proposals, At Large CC candidates statements and first publication of Draft Budget for 2012-2013 Fiscal Year
 
- Nominate Treasurer for Affirmation by Napa General Assembly
 
-Prepare draft agenda for Napa General Assembly, for release in late April/early May.
 
May 2013
 
 
-Monthly first Monday teleconference
 
-Appoint Campaign Finance Support Committee CC members
 
-Deadline for applications for CC elections 
 
-Discussion Period begins for CC elections
 
-Identify hosts for Winter Plenary
 
-Publish Plenary meeting notes, including full text of decision items
 
-Affirm or modify Draft General Assembly Agenda and publish by 45  days before Plenary
 
 
June 2013
 
 
-Monthly first Monday teleconference
 
-Pre-Plenary in-person CC meeting
 
- Summer (budget) plenary 
 
-New At-Large CC candidates election via SGA June 10-16
 
-Send first announcement re Summer Gathering(s) and request proposals for workshops and other presentations
 
-Approve dates/site for winter General Assembly 
 
(GPUS Annual National Meeting – or in July)
 
 
July 2013
 
 
-Monthly first Monday teleconference
 
-Announce open Standing Committee and Administrative Subcommittee vacancies
 
August 2013
 
 
-Monthly first Monday teleconference
 
-General announcement about Gathering(s)
 
-One or two Regional Gatherings (or in early September)
 
(Filing deadline for nonpartisan candidates  November elections)
 
 
September 2013
 
 
-Monthly first Monday teleconference
 
-Reports from Gathering(s)
 
-Send first announcement re Winter Plenary tentative date, including reminders about 60 days deadline for proposals and At-Large CC elections
 
 
October 2013
 
 
-Monthly first Monday teleconference
 
-60 day deadline for Plenary proposals and At Large CC candidates statements
 
-State Meeting Planning Committee meets to prepare
 
-Draft General Assembly Agenda
 
-Affirm or modify Draft General Assembly Agenda and publish by 45 days before Plenary (possible decisions by Special Meeting or Email Vote need due to timing considerations)
 
- Send out call on inform list for input on June 2014 GPCA ballot statement
 
November 2013
 
 
-Monthly first Monday teleconference
 
 
December 2013
 
 
-Pre-Plenary in-person Meeting
 
-Winter General Assembly
 
-Monthly first Monday teleconference possibly scheduled after Plenary
 
-Publish Plenary notes by end of month
 
-Coordinators submit draft work plan and budget proposals
 
 
 
GPCA COORDINATING COMMITTEE DRAFT CALENDAR 2014
 
January 2014
 
 
-Announce open Standing Committee and Administrative Subcommittee vacancies
 
-Send reminder work plans and budget proposals are due by end of month
 
-Monthly first Monday teleconference (on second Monday)
 
-Hold elections for male CC Coordinator and male CC Coordinator alternate
 
-Appoint State Meeting Planning Committee members
 
-Appoint Budget Committee CC members
 
-Complete preparations for annual CC in-person Retreat
 
-Hold annual CC in-person Retreat
 
-Submit CC Work Plan and Budget proposals to Finance Committee
 
 
February 2014
 
 
-Monthly first Monday teleconference
 
(Budget Committee activities)
 
(Petitioner period for nonpartisan office candidates and petition period for County Council candidates)
 
March 2014
 
-Monthly first Monday teleconference
 
-60 day deadline for Plenary proposals, At Large CC candidates statements and first publication of Draft Budget for 2012-2013 Fiscal Year
 
-State Meeting Planning Committee meets to prepare
 
-Draft General Assembly Agenda
 
April 2014
 
-Monthly first Monday teleconference
 
-Affirm or modify Draft General Assembly Agenda and publish by 45 before Plenary
 
 
May 2014
 
 
-Monthly first Monday teleconference
 
-Appoint Campaign Finance Support Committee CC members
 
-Pre-Plenary in-person CC meeting
 
-Spring (Budget) Plenary
 
-Identify hosts for Summer Gathering(s) and Winter Plenary
 
-Publish Plenary meeting notes, including full text of decision items
 
 
June 2014
 
 
-Monthly first Monday teleconference
 
-New At-Large CC candidates election
 
-Send first announcement re Summer Gathering(s) and request proposals for workshops and other presentations
 
(GPUS Annual National Meeting – or in July)
 
 
July 2014
 
 
-Monthly first Monday teleconference
 
-Announce open Standing Committee and Administrative Subcommittee vacancies
 
-State Meetings Planning Committee meets re Gathering(s)
 
-General announcement about Gathering(s)
 
 
August 2014
 
 
-Monthly first Monday teleconference
 
-General announcement about Gathering(s)
 
-One or two Regional Gatherings (or in early September)
 
(Filing deadline for nonpartisan candidates  November elections)
 
 
September 2014
 
 
-Monthly first Monday teleconference
 
-Reports from Gathering(s)
 
-Send first announcement re Winter Plenary tentative date, including reminders about 60 days deadline for proposals and At-Large CC elections
 
 
October 2014
 
 
-Monthly first Monday teleconference
 
-60 day deadline for Plenary proposals and At Large CC candidates statements
 
-State Meeting Planning Committee meets to prepare
 
-Draft General Assembly Agenda
 
-Affirm or modify Draft General Assembly Agenda and publish by 45 before Plenary (decisions by Special Meeting or Email Vote need due to timing considerations)
 
 
November 2014
 
 
-Monthly first Monday teleconference
 
 
December 2014
 
 
-Pre-Plenary in-person Meeting
 
-Winter General Assembly
 
-Monthly first Monday teleconference possibly scheduled after Plenary
 
-Publish Plenary notes by end of month
 
-Coordinators submit draft work plan and budget proposals