Minutes – Board Meeting – May 2014

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MINUTES

Meeting – Libertarian Party of El Paso County Board of Directors Meeting
Date – Saturday, May 10, 2014
Time – 1:30 PM
Location – Village Inn, 535 Garden of the Gods Road

  1. Opening/Welcome/Introductions
    Call to Order:
    1:36pm
    Board Members Present:
    Norman Dawson, Susan Quilleash-Nelson, Tracie McCray, Lance Haverkamp, Judy Darcy
    Members Present:
    Randy Schneider
    Others Present:
    Michael Schlierf
    This constitutes a quorum.

  2. Presentation and Adoption of Agenda
    MSCU as Presented
    Motion: Tracie McCray
    Second:
    Judy Darcy
  3. Minutes from Previous meeting
    Defer acceptance to June Meeting
    Motion: Susan Quilleash
    Second:
    Tracie McCray
  4. Director/Officer Reports
    1. Chair, Norman Dawson – Submitted in writing – Discussion: Issues, Visibility of the Party, Attend City Council Meeting May 13, 2014, Social Meetings
    2. Secretary, Susan Quilleash-Nelson – Submitted in writing.
    3. Treasurer, Ingrid Somer – Submitted in writing.
    4. Affiliate Representative, Tracie McCray – Submitted in writing.
    5. Director-at-Large-Education, Lance Haverkamp – Submitted in writing – Discussion: Meeting topics
    6. Director-at-Large-Outreach, Judy Darcy – Submitted in writing – Discussion: Meeting Planning requirements .
  5. Committee Reports
    1. Bylaws Committee, Mike Seebeck – NSTR
    2. Finance Committee Chair, Tracie McCray –Working with Ingrid on transition
      RECESS TO EXECUTIVE SESSION: 2:17pm
      RECONVEINED: 2:30pm
      MSCU: Give Ingrid the option to resign and appoint Tracie as Interim Treasurer
      Motion: Susan Quilleash-Nelson
      Second: Lance Haverkamp
    3. Manitou Springs Issues Liaison, Norman Dawson – Submitted in writing.
    4. Newsletter, Mariana Wagner – See Newsletter
  6. Unfinished Business
    1. Affiliate Structure and Liability (LLC) Insurance
      1. No insurance found yet
      2. Non-profit 527
        MSC: Disband Insurance Committee
        Motion: Tracie McCray
        Second: Judy Darcy
        Carried: 4-1 .
    2. Events Calendar (topics/dates/education and social)
      05/10 – Board Meeting
      05/15 – May Member Meeting – Open Space
      05/17 – LPAC Adopt a Road – Party Crasher
      05/23 – Liberty Book Club
      06/13 – Liberty Book Club
      06/14 – Board Meeting
      06/19 – June Member Meeting – Equality – Government out of our House?
      06/27 – Liberty Book Club
      07/11 – Liberty Book Club
      07/12 – Board Meeting
      07/17 – July Member Meeting – Water Rights
    3. LNCC County Development and Enhancement Program
      1. Fundraising (how?)
        Budget needed
      2. Community Action (Crossfire plans?)
        Volunteer Coordinator needed
      3. Social Events (Names to include Liberty or Libertarian – LNCC Branding)
      4. Policy Forums
      5. Outline of goals
      6. LNCC/CDEP files have been sent to each Board Member.
        MSCU: CDEP Training for New Board Members.
        Motion: Judy Darcy
        Second:
        Tracie McCray
        Scheduled June 7, 2014 at Noon. Lance’s. Board Members have address.
    4. Position Descriptions / Continuity Binder
      1. Binders without a person in that position go to the Secretary for storage.
      2. Continue to develop.
        1. Handouts from Tracie – Robert’s Rules
        2. See Bylaws
    1. Pending Board & Committee Appointments
      1. Vice Chair
      2. Volunteer Coordinator
      3. Voter Registration Drive Chair
      4. Platform Committee Chair – required by LPCO
      5. Political Issues Liaisons
      6. Fundraising Committee Chair
      7. Campaign Committee Chair
      8. Convention Committee Chair
      9. Meeting Host
      10. Event Photographer
    1. Webhosting
      Move to new host delayed until after May meeting.
      Site will be down approximately May 20th.
      Delete unneeded email to bring files to usable sizes.
    1. CRM Plugin to Website Purchase/Server Space/Domains
      1. $35 plan unavailable. $50 plan with A2 hosting works.
      2. Purchased?
      3. Time of changeover?
      4. CIVICRM from after moving to new Host.
        Waiting on Evan
    1. Robocalling Schedule
      1. Account set up
      2. $20 budget
        MSCU: Authorize payment up to $40 for May call.
        Motion: Tracie McCray
        Second: Judy Darcy
      3. Lance will set up call
    1. Postcard Mailing
      1. Lance to do art
      2. $110 for a 2500 count and $150 for a 5000 count.
        MSCU: Purchase 5000 cards at $150
        Motion: Judy Darcy
        Second: Susan Quilleash-Nelson
        MSC: Purchase $40 in labels.
        Motion: Judy Darcy
        Second: Tracie McCray
        Carried: 4-1
      3. Postage Budget
        Decision on when to send cards deferred to June.
    1. “We Believe” statement
      1. Magically Appeared
      2. Volunteer needed to combine statements received from volunteers to a single “We Believe” statement.
    1. Meeting Planning
      1. Branding & Message must be approved and within guidelines for LNCC CDEP.
      2. Meetings must be planned ahead to have time for these approvals.
      3. Meetings that do not meet standards will be posted as a Crasher event.
      4. Meeting Hosts to complete form a month prior to meeting.
    1. Board Communication Policy
      1. Facebook chat “New Board Chat”
      2. Answer email within 72 hours
    1. Google Voice phone problems
      1. Changes by Google will result in cost to continue similar phone service.
      2. Phone is now voice mail.
      3. New service to be determined after budget.
    1. Treasure to develop budget with input from Board.
      Tracie will complete when changeover complete.
      1. Phone
      2. Posters
      3. Robocalling
      4. PO Box
      5. Mailing
      6. Handouts
    1. Tech meeting needed?
      1. Tech meeting at Susan Quilleash-Nelson’s house (address to be distributed to attendees) April 26, 2014, 1:30pm
    1. About me for web page
      1. Ingrid, pending resignation
    1. Treasurer change over complete?
      1. Tracie & Ingrid are still working to complete this.
  7. New Business
    1. City Council Calendar
    2. County Commissioner Candidates
    3. Juneteenth 2014
      1. $150 cost before 06/01/2014, $200 after.
      2. Additional cost: Handouts
      3. Not in the budget
    1. Community Events.
      1. Deferred until budget complete.
  8. Announcements
    1. Dues for 2014 are due to remain a Contributing Member & eligible for Board position.
    2. June Meeting to be held, as usual, the Saturday before the 3rd Thursday. June 14, 2014 at the same location.
  9. Discussion/Q&A
  10. Adjourn: 3:48pm
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