IMDC EXEC Minutes 6-23

Inland Mendocino Democratic Club Exec Committee Meeting Minutes June 23


DATE June 13, 2023
TIME: 4:00 PM
PLACE: Zoom Meeting Click Here
Meeting ID 825 6635 3751  Passcode 518110
Exec Members Present: Fred Mervine, Robin Sunbeam, Judy Popowski, Kayla Meadows, Stephen Scalmanini, Tekla Broz, and Michelle Hutchins

Yes Quorum: 7 members present

  1. Call to order 4:05 / Welcome given by Treasurer Robin Sunbeam
  2. Revision and approval of agenda
    20241222 Approve Agenda as published: Unanimous
  3. Consider May 2023 Executive Committee Minutes
    20241222 Motion to Approve Minutes with an amendment to include the action that Robin needs to send an invoice to MDCC for 50% of the rent of the storage unit.: Unanimous

  4. Treasurer’s Report  
    20241222 Motion to Approve treasurer's report as published: Unanimous

    1. Approve new Members in Good Standing: No new members
    2. Robin reported that the Checking account must have a minimum amount $2500 in order to avoid the $10 a month fee. A transfer was made from the Savings to Checking to have at least $200 above the minimum required to avoid the monthly fee. The policy will need to be amended. Robin will have an amended policy ready for review next month.
  5. Chair’s Report
    1. See Section: VI. Business for summary of discussion of the Chairs Report.
  6. Business
    1. MCCDC Fundraising Event Thank you Tekla for putting this together. Club will use this document for future workshops and meetings.
    2. Election Cycle 2024 Programs
      1. Two goals: (1)Educate our community and (2)Help elect Democratic candidates. Set specific goals for fundraising. Fred proposed an organization structure to help us execute the individual activities required for each goal such as mobil headquarters, attending events, and Redwood Empire Fair.
      2. At the end of the Chair Report is a TO DO for ALL MEMBERS OF EXECUTIVE COMMITTEE for the upcoming workshop of an idea for an activity for the election cycle of 2024.
      3. Fred conducted research on volunteers and this is an area of big concern. He then listed our resources of about 150 members. A successful volunteer program has a volunteer coordinator (VC) and Fred proposes we consider hiring a VC. They charge about $15-$20 an hour. Fred proposed we consider budgeting a significant amount of the $10,000 budget towards hiring a VC to bring the 150 Club Members as volunteers in an organized manner to the "activities" the Exec Committee decides during the planning meeting on July 11. Robin and Fred discussed the meaning of why we require more organization in order to motivate our volunteers. We cannot do it all. Kayla will contact Mendocino College to see if their might be a student. July 12 and July 18 meeting from 4-5 pm is the planning meeting. Judy recommends waiting until after the planning meeting to hire or decide on this process. Talk reminded us about the need for preparing and looking at this time as a preparation time. Tekla recommends a job description be developed before voting.
      4. Fred developed an Activity Template. IMDC Activity Template 06-23 The template provides great detail for the planning purposes and will give a potential VC great directions to organize our club volunteers. Kayla is requesting sending this template to the Central Committee so that both organizations can make use of one document. Robin has sent Fred a Volunteer Manual and is requesting he look it over. Fred agrees that the manual is valuable for larger events and should be made available to us as we plan. He recommends a simpler form for us to start with and then use this manual if the activity requires it.
      5. Tekla has the Google Doc on all the local events that she has gathered. She reviewed all the updates. Tekla will email the link to the Google Document to the Exec Committee.
    3. Volunteer Network
      1. Discuss how to set up a working volunteer network
      2. 8 ways to motivate volunteers in your network
      3. MCDC Fundraising Event
      4. Redwood Empire Activity Example Document Fred used as an example for us to understand the Activity Template for the planning meeting.
  1. Good of the Order- Judy will investigate the two refrigerators.
  2. SUMMARY OF ACTIONS TO BE COMPLETED BY MEMBERS
    • Robin will amend the Financial Policy to include the minimum required amount to avoid the monthly fee.
    • TO DO for ALL MEMBERS OF EXECUTIVE COMMITTEE for the upcoming workshop: Bring an idea for an "Activity" for the Election Cycle of 2024 to the planning meeting using the template Fred reviewed.
    • Kayla will contact Mendocino College to see if there might be a student intern to use as a VC.
    • Tekla will email the link to the Google Doc with the current events to the Exec Committee.
    • Judy will investigate the two refrigerators.
  3. Meeting Adjourned at 5:25 pm.
  4. Next meeting:
    DATE: July 12 and July 18, 2023 Planning Meeting
    TIME: 4:00 PM
    PLACE: Zoom Meeting Click Here
    Meeting ID 825 6635 3751  Passcode 518110
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