Difference between revisions of "Coordinating Committee Conf Call Agenda 05 16 11"

Revision as of 13:32, 15 May 2011

GPCA CC Teleconference – Monday, May 16, 2011 – 7:30 p.m.

Facilitator: Barry Hermanson

Minutes Taker: Adrienne Prince

Vibes Watcher: TBD

Time Keeper: TBD

'Agenda - Table of Contents(full text of each agenda item follows below)

1. Welcome and setup, roll call, quorum check (15 min)

2. Appointment: Coordinating Appointments to GPCA Standing Committees (5 min)

3. Discussion: Coordinating Committee On-Line Elections (5 min)

4. Discussion: Solicit Coordinating Committee input on a draft independent contractor agreement with Marnie Glickman (30 min)

5. Appointment: Appoint members of Personnel Committee (10 min)

6. Proposal: Approve release of RPF for web designer to redesign GPCA and migrate content, per the following time schedule (10 min)

7. Appointment: Appoint ad-hoc Hiring Committee membership (10 min)

8. Discussion: GPCA policies regarding web content, email lists and related matters. (10 min)

'Agenda - Full Text of each item

1. Welcome and setup, roll call, quorum check (15 min)

2. APPOINTMENT: Coordinating Appointments to GPCA Standing Committees (5 min)

Presenter: Barry Hermanson

BACKGROUND: Currently there is one member on the Finance Committee (Will Yeager, terms ends 10/11 http://lists.cagreens.org/cgi-bin/mailman/private/gpca-cc/2009-December/021824.html) and two members of the Platform Committee (Peggy Koteen and Martin Zehr (terms end 9/12 http://lists.cagreens.org/cgi-bin/mailman/private/gpca-cc/2010-September/022307.html).

The following individuals are interested in being appointed to the Finance Committee: Bert Heuer and Cres Velluci and the Platform Committee: Shane Que Hee. Each states that they have meet the requirement in attending at least two prior General Assemblies within the previous 24 months.

PROPOSAL: To appoint the following individuals to the following GPCA Standing Committee:

- Finance: Bert Heuer, Cres Velluci

- Platform: Shane Que Hee

REFERENCES: Relevant GPCA Bylaws

6‑1.4 Committee Membership

Coordinating Committee (CC) membership is defined in Section 7-1. Other Committees shall be composed of no more than eight members not including ex officio members (see ex officio members, paragraph 6-1.7). At least once a year or whenever vacancies exist, the active counties, Group coordinators, and individual CC members shall be given the opportunity to submit nominations or recommendations to the Coordinating Committee for committee membership. Eligible candidates must have attended at least two prior plenaries within the previous 24 months and demonstrate a working knowledge of the GPCA bylaws and operating procedures. Committee members shall be appointed by the Coordinating Committee and shall serve for two years or the remainder of the current term, or if appointed more than 12 months after the start of the current term, shall serve for the remainder of the current term plus two more years, unless a successor is appointed before this time. Terms begin and end at the start of the second plenary of each year and must be staggered whenever possible. Any Committee member may be recalled with a 2/3 vote of the CC.

7-7.2 Membership

The Media Standing Committee is a standing committee with up to 8 members, in accordance with bylaws 6-1.4. Co-Coordinators are selected in accordance with bylaws 6-1.9.

3. DISCUSSION: Coordinating Committee On-Line Elections (5 min)

Presenter: Jim Stauffer

Review of upcoming on-line Coordinating Committee at-large election. For background on election see http://www.cagreens.org/cc/vote/

4. DISCUSSION: Solicit Coordinating Committee input on a draft independent contractor agreement with Marnie Glickman (30 min)

Presenters: Mike Feinstein, Marnie Glickman

For full text of draft contract see text attached at the bottom of this email: http://wiki.cagreens.org/index.php/GPCA_Budget_FY2011-2012_Tier_One_Consulting_Contract_Fundraising_Data_Base_Voter_Registration

5. PROPOSAL: Appoint members of Personnel Committee (10 min)

Presenter: Barry Hermanson

BACKGROUND: The GPCA Personnel Policy was approved by the the GPCA General Assembly in May 2003 with the proviso that the Coordinating Committee may amend the policy as needed. The current Personnel Policy calls for a Personnel Committee, but does not specify its size. An initial size of three members is proposed, in part to easily correspond to the 2/3 decision-making threshold in use within most GPCA Standing Committees and Working Group,

The specific responsibility of this Personnel Committee, other than those otherwise specified in the Personnel Policy, will be to negotiate terms of an independent contractor contract with Marnie Glickman to return for consideration at the June 6th meeting of the Coordinating Committee and supervise the independent contractor position created, should such a contract be agreed to. The Personnel Committee will consult with the Finance Committee and Campaigns & Candidates Working Group as needed, as the independent contractor position's work will cross over the areas of responsibilities of both committee.

PROPOSAL: Appoint Personnel Committee of Sanda Everette, Barry Hermanson, Mike Feinstein with responsibility to (a) negotiate terms of a contract with Marnie Glickman to return for consideration at the June 6th meeting of the Coordinating Committee and (b) to oversee Marnie Glickman under that contract, should a contract be approved. In carrying out this tast, the Personnel Committee would consult with the Finance Committee and the CCWG as needed.

REFERENCES: GPCA Personnel Policy http://www.cagreens.org/cc/internal/PersonnelPolicy.pdf

6. Proposal: Approve release of RPF for web designer to redesign GPCA and migrate content

BACKGROUND: The GPCA has received a bid from Random Designs in San Francisco for $4200 to redo the graphic design of the cagreens.org site, to install Drupal 7.0 and to migrate some (but not all) of the content of the existing cagreens.org site over to a new Drupal version. Barry Hermanson has asked GPCA IT member Bert Heuer to provide his own qualifications for such a task.

May 19th - release RPF May 30th - responses to RPF due May 31 to June 3rd - CC hiring committee reviews responses, makes recommendation to Coordinating Committee June 6 - CC approves web designer

7 APPOINTMENT: Appoint ad-hoc Hiring Committee membership (10 min)

Presenter: Barry Hermanson

BACKGROUND: The GPCA FY2011-2012 budget allocates funds to upgrade the GPCA website. If an independent contractor as described in #4 of this agenda is hired, her/his work would be substantially affected by such an upgrade. To make the choice of who the GPCA hires to do the upgrade, the GPCA Personnel Policy suggests a Hiring Committee. Here is the relevant text from the Personnel Policy:

"Because employees may be splitting their time working for different committees or campaigns, hiring will be done by ad hoc Hiring Committees. However, every Hiring Committee will consist of at least 4 persons, including at least one Personnel Committee member, one member of the Coordinating Committee and one member of the committee that will be supervising the employee. A job description must be in place before the hiring process begins"....."The Hiring Committee, after the application deadline, will select the most likely applicants for job interviews. Interviews may be conducted by phone or in person. Whenever possible, the Hiring Committee will conduct the first interview, and the committee(s) that will be supervising the employee will conduct a second interview of one or more persons selected from the first set of interviews. After the Hiring Committee makes its choice it will inform the Personnel Committee, which will have the power to provisionally approve the hiring. An employee's hiring will be provisional until it is confirmed by the Coordinating Committee or its designee." (http://www.cagreens.org/cc/internal/PersonnelPolicy.pdf).

PROPOSAL: Appoint ad-hoc Hiring Committee membership for purposes of recommending the hiring of web designer and creating a job description for the position. The Hiring Committee to consist of IT members Cameron Spitzer and (who else on IT is interested and has background?) and the members of the Personnel Committee. The Hiring Committee will also consult with Marnie Glickman in her potential role as an independent contractor whose work would be largely affected by the nature of the redesign of the cagreens.org web page. (10 min)

7. DISCUSSION: Review the choices of which Content Relationship Management (CRM) systems the GPCA chooses: Wired for Change/Salsa or CiviCRM and the potential process by which the GPCA would make the decision between them (20 minutes)

Presenters: Mike Feinstein, Barry Hermanson (possibly also Cameron Spitzer, Bruce Wolfe if they are available)

BACKGROUND: The choice of which Content Relationship Management (CRM) the GPCA chooses is a significant one. Many Greens believe that the GPCA's long term preference should be an open source system like CiviCRM. Some believe that CiviCRM can meet the party's needs now, while others believe it is not yet ready and that the GPCA should go with Wired for Change/Salsa first and then switch over to CiviCRM later when its 'ready'.

If the GPCA goes with CiviCRM first, what is the 'in-house' ability of GPCA IT personnel to support it? If the GPCA goes with Wired for Change/Salsa first, what are the costs involved in switching over to CiviCRM? This agenda item is mean to explore these questions, as they will relate to the content of the contract with Marnie Glickman and her job performance should she be hired, as well as to the GPCA's overall ability to manage its data.

8. DISCUSSION: GPCA policies regarding web content, email lists and related matters. (10 min)

Presenters: Mike Feinstein, Jim Stauffer

BACKGROUND: Currently there are a range of GPCA's IT that have been informally adopted by GPCA IT, but have no standing in the GPCA's officially adopted bylaws, rules and procedures or policies. This agenda item is to briefly discuss this and consider ways in which the party can officially adopt needed IT policies to govern website access, use of party email lists and related matters.