Difference between revisions of "Coordinating Committee Conf Call Agenda 06 06 11"

Latest revision as of 21:28, 2 June 2011

GPCA CC Teleconference – Monday, June 6, 2011 – 7:30 p.m.

Facilitator: TBD

Minutes Taker: TBD

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. Decision Item: Managing Director Independent Contractor Contract (30 min)

http://wiki.cagreens.org/index.php/Coordinating_Committee_Conf_Call_Agenda_06_06_11_Decision_Item:_Managing_Director_Independent_Contractor_Contract

3. Decision Item: Web Redesign Team (10 min)

http://wiki.cagreens.org/index.php/Coordinating_Committee_Conf_Call_Agenda_06_06_11_Decision_Item:_Web_Redesign_Team

4. Decision Item: Temporary Personnel Committee (10 min)

http://wiki.cagreens.org/index.php/Coordinating_Committee_Conf_Call_Agenda_06_06_11_Decision_Item:_Temporary_Personnel_Committee

5. Discussion Item: GPCA IT Protocols (10 min)

http://wiki.cagreens.org/index.php/Coordinating_Committee_Conf_Call_Agenda_06_06_11_Discussion_Item:_GPCA_IT_Protocols

Agenda: Full Text of Proposals

2. Decision Item: Managing Director Independent Contractor Contract (30 min)

Presenters: Barry Hermanson, Mike Feinstein, Sanda Everette, Bill Meyers

Background: At its May 16th conference call, the Coordinating Committee considered a discussion item on a potential independent contractor contract with Marnie Glickman and a decision item on establishing a negotiating committee to take input from the Coordinating Committee and negotiate a draft contract with Ms. Glickman.

In addition to the three individuals initially proposed for the negotiating committee - Sanda Everette, Mike Feinstein and Barry Hermanson, Coordinating Committee members also asked that other individuals - Bill Myers, Jane Rands and Jeanne Rosenmeier - be contacted to gauge their interest in representing the GPCA in the negotiations. Of the three, Meyers indicated his interest and joined Everete, Feinstein and Hermanson. The four conducted an initial conference call on May 20th among themselves without Glickman and then two calls together with Glickman on May 31st and June 2nd. The attached contract is the product of those efforts.

Proposal: That the Coordinating Committee consider, possibly amend and ultimately approve the following contract (attached below)

3. Decision Item: Web Redesign Team (10 min)

Presenters: Barry Hermanson, Mike Feinstein

Background: At its May 16th conference call, the Coordinating Committee discussed options for updating the GPCA web site and found that there was general agreement within the party to switch to a Drupal content management system (CMS) and a CiviCRM constituent relationship management (CRM) system, along with dating the graphic design and look of the site. However, how the transition would be managed was left open to further research, to determine whether the change could be effectuated entirely in house by GPCA IT personnel or whether an outside firm could be retained. The responsibility to evaluate this question was left to three individuals initially proposed for the negotiating committee - Sanda Everette, Mike Feinstein and Barry Hermanson, along with the three people who were suggested as good additional members of the committee. Bill Meyers was the only person of the three who agreed to join the group.

After evaluation, the committee's conclusion was t retain an outside firm to help us do graphic design and contract migration in a timely manner by July 15, 2011 as specified in the contract of the Managing Director. A Web Redesign Team sub-committee of the Coordinating Committee should be established to work with the outside firm and the GPCA Managing Direction on this process and return to the Coordinating Committee for approval of the final design.

The GPCA FY2011-2012 six month budget allocated up to $10,500 for costs associated with the web page upgrade. The GPCA has already received a bid from Radical Designs, a workers collective, in San Francisco for $4200 to do a graphic redesign and migrate the content of the existing site, in concert with a customization of a Drupal-based CMS and CiviCRM to fit the GPCA's needs.

The Negotiating Committee recommended the following members of a Web Redesign Team (Bruce Wolfe, Bert Heuer as IT Project Manager, Sanda Everette, Mike Feinstein and Marnie Glickman) to work with Radical Designs to oversee the customization and to bring a draft graphic redesign to the Coordinating Committee for its July meeting for a final approval. The Web Redesign Team would also solicit the input of other GPCA members with web page graphic redesign experience.

Proposal: That the Coordinating Committee establish a Web Redesign Team sub-committee of the following individuals: Bruce Wolfe, Bert Heuer as IT Project Manager, Sanda Everette, Mike Feinstein and Marnie Glickman to work with Radical Designs to oversee the customization and to bring a draft graphic redesign to the Coordinating Committee for its July meeting for a final approval.

4. Decision Item: Temporary Personnel Committee (10 min)

Presenters: Barry Hermanson, Mike Feinstein

Background: At its May 16th conference call, the Coordinating Committee considered a discussion item on a potential independent contractor contract with Marnie Glickman and a decision item on establishing a Personnel Committee that would both take input from the Coordinating Committee and negotiate a draft contract with Ms. Glickman and supervise her if/when she was hired.

Some Coordinating Committee members expressed the concern with the same individuals doing both. Others did not share that opinion. Ultimately the decision was to appoint the individuals to negotiate only and defer the question of the composition of the Personnel Committee until later.

This proposal proposes that Sanda Everette, Mike Feinstein and Barry Hermanson serve as a Personnel Committee on a temporary basis until the Coordinating Committee's first meeting in July. The reasoning behind this is that the Coordinating Committee will add eight new members at that point. Since it will effectively be that expanded Coordinating Committee that would have the ongoing responsibility to appoint a Personnel Committee to oversee the Managing Director for the remainder of her contract, it would make sense for that expanded Coordinating Committee to make the choices about ongoing members of the Personnel Committee

Proposal: That the Coordinating Committee appoint Sanda Everette, Mike Feinstein and Barry Hermanson to serve as a Personnel Committee to supervise Marnie Glickman in her role as a Managing Director on a temporary basis until the Coordinating Committee's first meeting in July.

5. Discussion Item: GPCA IT Protocols

Presenters: Barry Hermanson, Mike Feinstein

Background: At its May 16th conference call, the Coordinating Committee established a Negotiating Committee to conduct indpendent contractor negotiations with Marnie Glickman. During that process, it was clear that for there to be a unambiguous environment in which Glickman could carry out the contracted work, it would be important for there to be clarity upon the party's internal information technology practices.

The attached document is a draft meant to clarify and codify GPCA information technology practices. It is presented to the Coordinating Committee for input on its June 6th call, then would be forwarded to GPCA IT and to the co-coordinators of GPCA standing committees and working groups. Then it would be considered for approval by the Coordinating Committee on its first conference call in July, with consideration of forwarding for final approval to the GPCA fall General Assembly.

Proposal: That the Coordinating Committee give input on the draft text below and forward it for input to GPCA IT and to the co-coordinators of GPCA standing committees and working groups. (Attached below)

ATTACHMENT #1 Independent Contractor Agreement for Managing Director

This Agreement is made between Green Party of California ("GPCA") and Marnie Glickman for the period between June 7th and October 10th.

I. Services to be performed

Marnie Glickman agrees to serve as the GPCA's Managing Director and perform the following services:

1-1 Voter Registration Database

1-1.1 Manage statewide voter data base in conjunction with internal party database access protocol approved by the Coordinating Committee.

1-1.2 Organize virtual phone banks with voter file software in conjunction with internal party database access protocol approved by the Coordinating Committee.

1-1.3 Recruit and train volunteers that result from work with database. Refer to GPCA committees, working groups and county organizations where relevant.

1-2 Fundraising

1-2.1 Design, coordinate and manage direct mail, online, events, telemarketing and personal solicitations fundraising and merchandising.

1-2.2 Identify and cultivate donor prospects.

1-3 Constituent Relationship Management

1-3.1 Work with CiviCRM team to install, configure and manage CiviCRM.

1-3.2 Format and upload GPCA supporter lists, donor lists and prospect lists.

1-3.3 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.

1-3.4 Analyze database growth and data trends and make recommendations to advance GPCA goals.

1-3.5 Recruit, train and coordinate GPCA volunteers on how to use CiviCRM.

1-4 Clearinghouse Operations

1-4.1 Join and participate in GPCA Clearinghouse Committee, subject to Coordinating Committee appointment.

1-4.2 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.

1-4.3 Make recommendations for GPCA merchandise.

1-5 Messaging

1-5.1 Review GPCA content for messaging, accuracy and style.

1-5.2 Work with GPCA committees and working groups to develop communications schedule, persuasive messages and effective messaging.

1-5.3 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.

1-6 GPCA Campaigns and Organizing Drives

1-6.1 Develop public launch for statewide voter registration drive. Consult with Grassroots Organizing Working Group and Media Committee on design and approach.

1-6.2 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.

1-6.3 Develop public launch for website upgrade. Consult with IT Group and Media Committee on design and approach.

1-6.4 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.

1-6.5 Develop relationships with progressive organizations and individuals resulting from this work. Refer to GPCA committees, working groups and county organizations where relevant.

1-7 GPCA website

1-7.1 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

1-7.1(a) Design new information architecture.

1-7.1(b) Create new format and layout for home page.

1-7.1(c) Create new format and layout for basic content page.

1-7.1(d) Create new format and layout for donation form. Consult with Finance Committee on approach.

1-7.1(e) Create new format and layout for subscription form.

1-7.1(f) Create new format and layout volunteer sign up form.

1-7.2 Review web content for accuracy.

II. 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

III. Expenses

GPUS shall not be responsible for Contractor’s phone/fax distribution, travel and miscellaneous expenses related to work performed under this Agreement.

IV. Client Obligations

4-1 The Personnel Committee will supervise and direct the Managing Director’s work.

4-2 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.

4-3 GPCA will contract with a web developer for CiviCRM customization no later than July 30, 2011.

V. Term of Agreement

Term of service begins on June 7th, 2011. This agreement shall become effective when signed by both parties and will terminate on October 10th, 2011.

VI. Amending or Terminating the Agreement

The GPCA or Marnie Glickman may amend this Agreement at any time upon mutual agreement of terms. The GPCA or Marnie Glickman may terminate this Agreement at any time by giving 30 days written notice of termination. The Contractor shall be entitled to full payment for services performed prior to the date of termination.

VII. Independent Contractor Status

7-1 The Managing Director is an independent contractor, not a GPCA employee. The Managing Director and the GPCA agree to the following rights consistent with an independent Contractor relationship:

7-1.1 Contractor has the right to perform services for others during the term of this Agreement. The GPCA shall not require Contractor or Contractor’s employees or subcontractors to devote full time to performing the services required by this Agreement.

7-1.2 Contractor has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement with his/her own personal funds.

7-1.3 Neither Contractor nor Contractor’s employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay or other fringe benefit plan of GPCA.

VIII. Local, State and Federal Taxes

8-1 Contractor shall pay all income taxes and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. The GPCA will not:

8-1.1 Withhold FICA from Contractor’s payments or make FICA payments on Contractor’s behalf

8-1.2 Make state or federal unemployment compensation contributions on Contractor’s behalf, or

8-1.3 Withhold state or federal income tax from Contractor’s payments.

IX. Privacy

All data owned or rented by GPCA, including voter file, volunteer and donor information, shall always remain the sole property of GPCA.

X. Exclusive Agreement

This is the sole and entire Agreement between Contractor and the GPCA.

XI. Applicable Law

The laws of the State of California will govern this Agreement.

XII. Signatures

GPCA: Green Party of California

Signature: ____________________________

Title: Treasurer, Green Party of California Date: ________________________________

Contractor:

Signature _______________________________

Title: Contractor Date: ___________________________________

ATTACHMENT #2 ARTICLE V Information Technology Protocols

Section 5-1 GPCA web site

5-1.1 Standing Committees and Working Groups

Each GPCA Standing Committee and Working Group shall have its own web page on the GPCA web site and be responsible for creating its content, provided that such content is in keeping with the duties and authority for each Standing Committee and Working Group. Posting access for this purpose shall be granted to the co-coordinators of each committee or working group, as well as to any other designee by the committee or working group, provided they demonstrate the capability as defined in 5-1.4 of posting in a manner consistent with the general look and feel of the site.

5-1.2 County Green Organizations

Each County Green Organization may have its own web page on the GPCA web site and and be responsible for creating its content. Posting access to GPCA web site shall be granted to the designees of the County Green Organization, provided they demonstrate the capability as defined in 5-1.4 of posting in a manner consistent with the general look and feel of the site.

5-1.3 Party Officers and Staff

GPCA Party Officers and Staff members may post to the GPCA web site in accordance with their duties and authority contained in their job description, provided they demonstrate the capability as defined in 5-1.4 of posting in a manner consistent with the general look and feel of the site.

5-1.4 Approval of Posting Priviledges

Individuals demonstrating their capability of posting in a manner consistent with the general look and feel of the GPCA web site as per this Section shall do so by posting to a sample web page for review by the Information Technology Committee. Where they need additional support in learning how to post properly, the Information Technology Committee shall provide it. Should any individual seeking posting priviledges under 5-1.1, 5-1.2 and 5-1.3 not be approved by the Information Technology Committee after receiving such support, they may appeal the decision of the Information Technology Committee to the Coordinating Committee.

Section 5-2 GPCA email lists

5-2.1 Participation

5-2.1(a) Participation in the official email lists of the GPCA are open to GPCA members only, except when otherwise explicitly stated by the General Assembly. Participation is additionally contingent upon following the Party's Email Etiquette, which is proposed by the IT Committee and approved by the General Assembly.

5-2.1(b) All GPCA email lists are considered 'opt-in' lists, except those in which participation is a prerequisite for membership in a standing committee, working group or county Green organization, in which case the individual in question shall be automatically subscribed.

5-2.1(c) Participation in the email lists for each standing committees or working group shall be open to all members of that standing committees or working group. Such lists may have their additional rules about who may participate, including former members, advisors, observers and other party members. Such rules may be appealed to the Coordinating Committee, which can overturn them by a 2/3 vote.

5-2.1(c) Participation in the email lists for each County Green Organizations shall be subject to the rules of each County Green Organizations, except that lists discussing the business of each County Council shall be open to all County Council members.

5-2.2 Standing Committees and Working Groups

Email lists for all GPCA Standing Committees, Working Groups and other Special Groups, Ad-Hoc Groups and Sub-committees shall be hosted and archived by the GPCA on the GPCA server. Administrator status for each email list shall be granted to the co-coordinators of each committee or working group, as well as to any other designated by the committee or working group.

5-2.3 County Green Organizations

Each County Green Organization may have and is encouraged to have its own email lists hosted and archived by the GPCA on the GPCA server. Administrator status for each email list shall be granted to the persons designated for that purpose by each county Green organization.

Section 5-3 GPCA broadcast lists

5-3.1 Broadcast lists hosted by the GPCA may be created by GPCA Standing Committees, Working Groups and County Green organizations for the purpose of advancing the duties and responsibilities of those Standing Committees, Working Groups and County Green organizations, as those duties and responsibilities ae defined in state party and county party bylaws. At least two list operators with posting privileges must be authorized by each list's sponsor. List operators shall manage the list according to these rules and the rules of the sponsor.

5-3.2 Appointing list operators and creating content for general GPCA broadcast lists County Green Organizations, party members at large and the general public shall be the responsibility of the Coordinating Committee.

5-3.3 The Information Technology Committee shall have the responsibility to ensure that such posting does not create security or virus problems for the party, but has no authority over content.