November 2022 Coopers Board Meeting

Rollcall:

Nick (Treasurer) has left the board, trying to get ahold of him to arrange treasurer/financial information turnover
Herman wants to work out a sponsorship deal to label a beer or to pick out a barrel and bottle under a Cooper’s namesake for 10-year anniversary. Will look into and get more information and a plan together.
Continued discussion regarding by-laws changes. To be drafted soon and put out to general membership with elections if possible, that should allow review/codification during January board meeting with new board
- Coopers board age guidelines
- New media policy
For minutes and posting process – David wants to make sure that the board reviews minutes before posting, potentially set up a minutes review and vote at the beginning of each meeting from now on. Different boards have gone about this different ways. No motion, general agreement.
Tifo discussion – we now have another roll of material, following up on spending approval from last meeting, needs to be picked up by board member

Nominations for new positions should be open soon, by-laws say it has to be 7-14 days before the end of year meeting.
Post-discussion: Nominations should be open this coming Friday (November 18th), allow one week for nominations, allow one week for voting, announce results at year end party
Need to ensure that notifications are posted for nominations to all channels and website, make sure it’s visible
Herman will set up the voting system and prep to send out once nominations close

Christmas party/Toy Drive – get with KY Refugee Ministries, start collecting toys after Thanksgiving for dropoff and have xmas party in that time to give people a time/date to drop off toys. David suggests December 9th. By-laws state that elections need to be 1-2 weeks before the end of year meeting. David proposes to ask 4-Pegs. Bring a toy for the toy drive, more detail to come after consultation with KYRM. Possible gift exchange, white elephant. Jess wants to do an ugly sweater contest, Herman proposes $25 gift card or 2023 membership (same value).

Need an updated audit of membership in regards to the newsletter and email list. Can pull from Mailchimp and do diff on current spreadsheet to make sure that all lists are up to date. Mathew or Carl to pull CSV for David.
Bryan to re-enable 2022 memberships if previously deactivated on site (note: still available for 2022 via /memberships/ but Stripe info may need to be updated, David will coordinate)
2023 scarf – Matt is OK with previous designs being re-used, maybe one retro side with OG blue/yellow colors and one side with new colors; Coin design may be half retro/half new. David will work on design options soon.

Mathew – Announced a public apology for recent conduct on Cooper’s social media channels. Apology is to all Cooper’s members and those impacted by the posts. Mathew is aware that it was neither the time nor place and even if it was, it wasn’t the right thing to do as a representative of the board and general membership. Board discussion after apology – Mathew’s access has been removed from social channels. Mathew has not been removed from the board but it is noted that his position will be open in the upcoming election so if membership wants him off the board, the opportunity is there. Potential update to the bylaws to make things permanent
Changes to social media and general communications policies – potential approval processes before content can be posted. Alternative models such as a two-party approval system, officer approval models, potential future collaboration and approval via a re-constiuted Media committee. Approval may or may not apply to general replies, more discussion to come.
David proposes for a vote: For remainder of current board term, any official posts from an official social media account to be approved first by a board officer. Motion includes drafting of a more permanent policy for inclusion in bylaws
- Seconded: Carl
- Unanimous, motion sustained