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Topics - Suzanne Gilmore

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1
Audit Committee / LPF Audit Committee Report - Jun 2020
« on: June 19, 2020, 04:14:39 PM »
LPF Audit Committee Report - Jun 2020

by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore, Davie Parrish, Robert Enright, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

June Events:
Held committee meeting May 14 and June 18.
Committee confirmed that the 2020 Annual Corporate filing at sunbiz was handled.
Verified that Chair had forwarded appeal to DOE on fine regarding an amended Sept, 2019 filing.
Checked on status of visa for Kronotiq’s principal. Expires in 6 days. Mr. Ally is working on re-issuance. Mr. Barfield will follow-up. Right now working without contract. No further work is to be done if visa expires.
Revised categorizations for 2019 in Quickbooks as appropriate and added payees as vendors for every expenditure transaction.
Sent notice to Chair that QB was ready for CPA to begin Compilation Report.
Chair asked to send email directly to CPA and copy him. Handled.
Responded to request from CPA to re-enable access to QB for CPA. Later discovered that access not sufficient. Was unable to increase user capability to an appropriate level. Advised Chair he would need to handle as Master Admin.
Chair agreed to my starting 2020 recategorization.
Began discussions with LPF Treasurer on 2020 information for QB. Awaiting his filing of amended DOE for Q1 for specifics.

2
At-Large Directors / LPF At-Large 1 Director Report for June 2020
« on: June 19, 2020, 04:12:57 PM »
LPF At-Large 1 Director Report for June 2020

At-Large 1 Director Activities

Attended LPF EC, Membership, Officers, Committee Chairs and Regional Representatives Meetings and Discussions.
Re-categorized the 2019 transactions in Quickbooks to resolve questions raised by the CPA for the Annual Compilation Report due June 30 to DOE. Notified appropriate persons. Attempted to add back CPA to Quickbooks, but user level was not high enough. Requested master admin to handle.

Local LPMD Activities

Attended LPMD EC Meeting June 9.
Prepared agenda for Chair.
Was appointed and confirmed as LPMD Secretary. Prepared letter to SOE of change and notified LPF Secretary.
Presented motion to resolve ability to meet on-line in extraordinary situations, such as force majeure. Motion passed unanimously.
Revised ByLaws with revision from June 9, 2020 EC Meeting, distributed to EC members and sent for posting on the LPMDade website.
Prepared and distributed Minutes of June 9 to EC members.

Other LPF Activities

Affiliate Support Committee (ASC):
Drafted a quick reference of LPF Resources for County Affiliates, Regional Reps, Officers and Directors. Requested feedback. Updated guide with suggestions received.
Checked for party status for the Committee Chair for individual who had expressed interest in affiliating Jackson County.

Communications Committee:
Sent invitation to Paul Moscarelli for brief course I had entered into Moodle. Advised on where to locate instructions for working in moodle: docs.moodle.com.

Audit Committee: See separate report

Miscellaneous
Processed all new LPF member applications (37) between May 14th and June 17th renewing 4 members, and converted 12 pending to new members.
There are currently 140 Pending memberships and 4,833 members (new, current, and renewed.

Ongoing Projects and Goals

Keep Budget spreadsheet updated quarterly.
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible.

4
At-Large Directors / LPF At-Large 1 Director Report for May 2020
« on: May 16, 2020, 04:37:28 PM »
LPF At-Large 1 Director Report for May 2020

At-Large 1 Director Activities

Attended LPF EC, Membership, Affiliate Support, Officers, Committee Chairs and Regional Representatives Meetings and Discussions.
Provided LPF Chair with copy of LPMD Rules Package and new Constitution and ByLaws revisions from Annual Business Meeting to notify LP Attorney and possibly FEC to demonstrate the affiliate’s taking the first opportunity to correct the FEC’s concerns.
Prepared 2020 Presidential Electors folder for Secretary preparatory to doing the letter to the Governor from the Chair before Sept. 1.

Local LPMD Activities

Attended LPMD Annual Business Meeting.
Prepared agenda for Chair.
Presented Rules Package to resolve FEC concerns and better align language with current LPF Rules.
Rules Package passed unanimously.
Prepared new Constitution and ByLaws with revisions from 2020 Annual Business Meeting and sent to LPMD Chair.


Other LPF Activities


Affiliate Support Committee (ASC):
Drafted a quick reference of LPF Resources for County Affiliates, Regional Reps, Officers and Directors. Requested feedback.

Audit Committee See separate report

Miscellaneous
Processed all new LPF member applications (38) between April 17tth and May 144h renewing 5 members, and converted several pendings to new members. New applicants had slowed down at the same time the authorities started instituting social distancing and quarantine requirements for people, then picked up substantially immediately after the Justin Amash presidential announcement bid.
Attended training/general questions LP CRM meeting.
Assisted Tony Sellers provisioning pilot users of LP CRM.
There are currently 131 Pending memberships and 4,807 members (new, current, and renewed.


Ongoing Projects and Goals

Keep Budget spreadsheet updated quarterly..
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible.

5
Audit Committee / LPF Audit Committee Report - May 2020
« on: May 16, 2020, 04:36:13 PM »
LPF Audit Committee Report - May 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore, Davie Parrish, Robert Enright, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

May Events:
Held committee meeting April 23 and May 14.
Discussed and resolved Kronotiq contract.
Attempted to resolve an access issue for Quickbooks for Chair and Treasurer.
Held working session with Treasurer and Vice Chair regarding the CPA’s questions for Annual Audit.
Sent email to LPMD Chair with answers to CPA’s questions developed during the working session.
Sent details from Quickbooks detailed report for 2019 to Chair in three final issues for information to research in checking account(s).

6
Audit Committee / LPF Audit Committee Report - April 18. 2020
« on: April 18, 2020, 12:53:30 AM »
LPF Audit Committee Report - April 18. 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore, Davie Parrish, Robert Enright, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

April Events:
Held meeting. We discussed CPAs questions and how to resolve. Ms. Gilmore will try to resolve with Treasurer. Mr. Barfield has plans to meet with Treasurer to recategorize Quickbooks soon. We agreed that recategorization was necessary as soon as can be arranged.
The DOE issued advisory notice that the deadline to file 2019 FT audit with them is moved to June 30 due to COVID-19 concerns. Placed copy in LPF Audit folder.
Requested info on status of April Kronotiq contract.
EC reviewed and approved Kronotiq March contract.
Updated LPF budget with annual projections following Q1.
Started preparing response to audit questions for CPAs.
Spent some time reviewing Quickbooks.
Working session on April 22 scheduled with Chair and Treasurer to resolve questions unable to resolve by reviewing Quickbooks.

7
At-Large Directors / LPF At-Large 1 Director Report for April 2020
« on: April 17, 2020, 10:53:23 PM »
LPF At-Large 1 Director Report for April 2020

At-Large 1 Director Activities

Attended LPF Membership, Affiliate Support, Committee Chairs and Regional Representatives Meetings.

Local LPMD Activities

Worked with affiliate Chair and Vice Chair and members of Rules Committee regarding how to comply with Constitutional requirement to hold the annual business meeting in April when authorities were prohibiting in-person meetings. Determined that, though there is no provision in rules for a totally virtual meeting, we could do so in order to comply with the greater requirement which was to hold the annual business meeting in April.
Requested that notice of the annual meeting be posted on the affiliate's website.
Assisted Secretary by preparing a credentialing spreadsheet of potential attendees to the business meeting and prepared agenda.

Other LPF Activities

Affiliate Support Committee (ASC):
Attended Committee Meeting on April 15th.
Will begin researching needed for a quick reference of how and where to get typical things done.

Audit Committee See separate report

Miscellaneous
Processed all new LPF member applications (22) between March 12tth and April 16th renewed one member, and converted several pendings to new members. New applicants slowed down at the same time the authorities started instituting social distancing and quarantine requirements for people.
Attended training/general questions LP CRM meeting.
Assisted Tony Sellers provisioning pilot users of LP CRM.
There are currently 124 Pending memberships and 4,811 members (new, current, and renewed.

Ongoing Projects and Goals

Keep Budget spreadsheet updated.
Complete updating contacts in FL CiviCRM.
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible. The March 28th tri-county event had to be cancelled due to COVID-19 restrictions.

8
At-Large Directors / LPF At-Large 1 Director Report for March 2020
« on: March 14, 2020, 11:32:47 AM »
LPF At-Large 1 Director Report for March 2020

At-Large 1 Director Activities

Continued working with LPF Secretary on processing delegates to LPF and LP conventions.
Prepared sign-in sheets
Assisted at Registration table Friday, Saturday, and Sunday
Attended LPF Annual Business Meeting
Attended LPF Committee Chairs and Regional Representatives Meetings.
Responded to question of number of alternate delegates with LP bylaws language.
Suggested conforming language for Suwannee governing docs. Reviewed their response and advised them of affirmative review.

Local LPMD Activities

Attended March 10, 2020 affiliate meeting. No quorum. Discussed LPMD Annual Business Meeting planning.
Prepared 7 motions to amend constitution and by-laws in April, worked with Rules Committee members for revisions and approval.
Obtained responses from affiliate to second set of follow-up questions from FEC, provided to LPF Chair. Reviewed LP attorney’s response.


Other LPF Activities


Affiliate Support Committee (ASC): Updated “How to Write a Successful Motion”, with assistance of Tony Sellers, Lee Korotzer, Donna Olivadoti, took all material for outreach bags to convention, assembled, and LPF Chair distributed to newly elected Regional Reps from throughout state.

Audit Committee See separate report

Miscellaneous
Processed all new LPF member applications (27) between February 17thtth and March 
11 th and converted 37 pendings to new members.
Working with Tony Sellers, completed initial clean-up of contacts in FL CRM. Learning LP (National) CRM processes. Started testing imports. Checked roughly 15 contacts for accuracy and correct relationship. Have been assigned task to de-dupe records and assign regions. Will proceed once access to all necessary processes is obtained.
Attended training/general questions LP CRM meeting March 3.
There are currently 125 Pending memberships.

Ongoing Projects and Goals

Keep Budget spreadsheet updated.
Complete updating contacts in FL CiviCRM.
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible. March 28th event will be tri-county event, intending to attend.

9
Audit Committee / Audit Committee Report - March 14, 2020
« on: March 14, 2020, 11:31:32 AM »
Audit Committee
Report - March 14, 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore. (Chair since December 15, 2019), Davie Parrish, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

Events:
Attended meetings.
Completed final revision requests to Kronotiq contract.
Reviewed final version, approved language, ready to send to EC.
Discussed second follow-up questions from FEC. Offered to get, and obtained, responses from affiliate, provided to LPF Chair.
Updated LPF budget with initial annual projections, worked on identifying a charge that was unexpected and unknown.

10
Title:  Motion to Cease Levying Party Assessment on Candidate Filing Fees
Mover: Suzanne Gilmore

Motion:  I move that the LPF Chair inform the Florida Division of Elections per the authority granted in FS 99.096 that the Libertarian Party of Florida chooses not to levy the party assessment fee on candidate qualifying fees as described in FS 99.092 for all candidates qualifying on or after March 1, 2020.

11
Audit Committee / LPF Audit Committee Final Annual Report 2020
« on: February 19, 2020, 01:29:30 PM »
Audit Committee
Final Report - February 21, 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore. (Chair since December 15, 2019), Davie Parrish, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.


Events:
Meetings were held regularly throughout the year at least monthly on average, or more frequently when needed.

Reviewed Quickbooks at least quarterly.

The Audit Committee prepared a Budget for EC approval with projections for expenditures for 2020 and including projections of revenue and from where likely obtained. This is the first time to our knowledge that the LPF has had a formal budget prepared and approved. Past information was provided back to 2015. Projections were made based on current needs, including, but not limited to web, server, CRM, email expenses, as well as convention expenses and income. Convention figures were based on comparison to previous similar years. The 2020 budget reflected projections for a presidential election year and compared to 2016, with a slight reduction from 2016, since 2026 convention was in Florida. When that occurred, there was a very large contingency of people who attended the LPF convention in hopes of obtaining a delegate slot at the LP Convention. 2021, not being an election year, is expected to result in fewer delegates attending the LPF convention, unless some other event(s) intervene to change the dynamics. The budget will be updated at least quarterly and projections revised according to ongoing expenses and income.  Budget includes a running profit vs loss total year to year over time. We are on track to have completely recovered from unexpected expenditures of 2019 and profitable again by the end of 2020. The EC will be presented with the 2021 budget for approval in December 2020.
https://docs.google.com/spreadsheets/d/1EHxpJb1KsF_T3Uez3987gtKZThgzGKm_UbwfwVxEA9k/edit?fbclid=IwAR32Cchlpt9nZkl_rKF1lfn63lcO-A-xKmlLDMilBLOGs4dyq9uxpedMQpM#gid=990135386)


Resolved issue with contract work on social media under consideration for a contract with an LLC. Obtained E2 visa of principal manager, researched, drafted questions for FEC specialist, Responded to Chair on approval by the Audit committee as requested by the EC. Currently awaiting final contract which includes current dates and provisions for FEC compliance and transparency.

Heard presentation by an individual from California who offered to do FEC compliance work. Determined that the party appears to be already doing the same level of work.

Worked with the LPF Chair and Treasurer (also Convention Committee Chair) on convention expenses and projected revenue. Reviewed the proposed Holiday Inn contract and made recommendations. Had final contract reviewed by a CPA firm, then presented to EC for approval.

The Committee conducted research, obtained documents, drafted responses, obtained affiliate’s response to follow-up questions by the Federal Elections Commission (FEC) regarding a complaint. Sent the responses to the LP attorney for review, and the LPF Chair drafted and submitted the final version within the timeframe allowed by the FEC.

Responded to notice by the FEC of a discrepancy condition. Determined that there was no actual discrepancy. The problem was in what was being reported to FEC (all transactions, not just federal elections transactions). Consulted with LP FEC compliance specialist. Determined to stop reporting non-federal transactions, and to report non-federal transactions to Florida DOE. Added to LPF’s Federal bank account to total $2,500. Responded to FEC. Amended reports as appropriate.

Worked with the Communications Chair to resolve several issues: 2019 Convention Statement of Financial Activities; Stripe donation form reporting, user ability to cancel Recurring Donations, and possible eCanvasser connectivity to Gravity Forms.

12
Affiliate Support Committee (ASC)
Final Report - February 21, 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore. (Chair), Philippe Cadorette, David Deforest, Julia Hall, Lee Korotzer, Tony Sellers, J. Mark Barfield (ex-officio), Ed Appler (ex-officio)

Mission Statement:
Provide and coordinate support for Affiliates, Regional Representatives, Officers, and the LPF Secretary.

Establishment:
The Affiliate Support Committee was originally created as a Special Committee of the LPF authorized by Motion #587 passed by the Executive Committee on September 23, 2018.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws, ARTICLE III Standing Committees and Ad Hoc Committees
 Section 1. Standing Committees
A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

Section 9. Affiliate Support Committee

A. The Affiliate Support Committee shall be tasked with developing and maintaining documentation for starting and training county affiliates on statutory and rules compliance. The committee shall coordinate with the Rules Committee.

B. The committee may be tasked with conducting training courses for county affiliates for best practices on running and growing county affiliates; soliciting, obtaining, and documenting feedback from county affiliates about their needs and about LPF performance; responding to informal inquiries from county affiliates, and assisting in creation of new affiliates in coordination with their Region Representative. The LPF Secretary may also direct the committee to assist him or her  with credentialing and reaffiliation procedures. This committee shall have no Vice Chair. This committee shall adjourn sine die after 50% of the counties in the state of Florida are affiliated.

Reporting:
The committee reports monthly to the LPF Executive Committee and submits its final report at the LPF Annual Business Meeting. The committee consistently presented a written and verbal monthly report to the Executive Committee as required by the LPF Bylaws and authorizing motion.

Goal:
The primary goal of the original committee in 2018/2019 set out to accomplish was to improve the training materials used to train affiliate officers, new affiliate organizational members, and LPF Region Representatives for conducting county-level operational business of the party.

Meeting and Conducting Business:
The Affiliate Support Committee met monthly using the Free Conference Call telephone conference capability to conduct formal voted business. The committee also informally discussed business on an ongoing basis in the committee’s Discord channel. The committee also reminded  Regional Representatives regarding statutory regarding county affiliate reaffiliation paperwork.

Committee Work:
“Organizing and Operating a County Affiliate”
The previous county affiliate manual, while useful and visually appealing, lacked readability and needed organization. New affiliate officers were often overwhelmed. The manual was out of date regarding rule and law and lacked  guidance for ongoing operational decisions.

In 2018, the committee began to totally revamp the manual into an entirely new document titled “Organizing and Operating a County Affiliate.” The committee conducted a thorough review of the LPF governing documents and Florida statutes to update requirements. The committee obtained permission to use an existing document created independently by Brent DeRidder for the Libertarian Party of North Carolina.  Work then commenced on the new document. The committee worked in the Florida specific rule, law, and process to DeRidder’s document. The committee also improved the document flow, and added guidance for tasks that were frequent questions from affiliates.

The first draft of this new manual was approved for public release by formal vote of the committee on April 8, 2019. The draft was then submitted by mass email to county affiliate officers and by social media and Discord posts for review by the party members. The manual was then posted on the lpf.org/docs For Affiliates site. The affiliates manual has been very well received and copies are beginning to circulate around the country as other LP state affiliates learn of it.

In 2019, the Committee approved a slightly revised version and reissued “Organizing and Operating a County Affiliate”, which can be obtained here.

Checklists, Quick Reference Guides, and Templates:
During the initial review of the existing manual, the committee determined that simplified versions of the document were necessary to guide affiliate officers on specific points of interest. To that end, the committee created a number of checklists, cheat sheets, and templates to assist affiliates:
Reaffiliation checklist for items required by the LPF for an affiliate to properly be re-affiliated each years (formally approved December 3, 2018)
The affiliation checklist is currently under review and revision, as there have been LPF rules changes and locations.
https://docs.google.com/spreadsheets/d/1O1pVzYOUYurG_R-_zMtll3Joj41wxF-RgZuKOfb7VRA/edit?usp=sharing
Florida statutory checklist for affiliates to understand what is required of them by state law, primarily in regards to the contents of their governing documents and qualifications of their executive committee (formally approved January 14, 2019)
https://docs.google.com/spreadsheets/d/1ORNVNER0rwjwOK-aE-WBJ55spz-BU5bD712qBsLaNNE/edit?usp=sharing
The Florida statutory checklist for affiliates is currently under review
Affiliate Annual Audit template to guide them on what to submit to their Supervisor of Elections and to the LPF (formally approved March 29, 2019 and informally distributed prior).
https://docs.google.com/document/d/1h2SoHXAPndvSwd2nJ19jtPnjiAwnDJOuBnhKM7vl2Ec/edit?usp=sharing
There are no known changes regarding this document.
Treasurer’s Quick Reference Guide for contributions, expenses, and reporting (reviewed but not formally approved)
https://docs.google.com/document/d/1uo_zsr6hRbHEgOyseIhkCRBJHyivRA60Q5Jqrasizps/edit?usp=sharing
The document is currently under review and revision.
Sample Affiliate Constitution and Bylaws template that meets Reaffiliation Checklist and Florida Statutory checklist (initial incomplete draft, not formally approved)
Affiliate Constitution Sample https://docs.google.com/document/d/1a6V6-WMC2FKH0AeBAJYPxsFSaV8XkFdFmMk6hJRGB9o/edit?usp=sharing
Affiliate Bylaws Sampling https://docs.google.com/document/d/1YIhpqLsG4fgErWGg1TFUIT3gWpDxbCXuIlDp9xSsQyg/edit?usp=sharing
Sample affiliate-themed tri-fold marketing brochure incorporating LPF branding (initial incomplete draft that needs layout work to be compatible with Microsoft Word and Google Docs, not formally approved)
https://docs.google.com/document/d/1_LSc2oR-t5BC14197Z35zKUSGAxFJFi-vr14Tu4YhdE/edit?usp=sharing

Additional Guides and Forms:
New editable Petition to Affiliate forms to comply with requirements in the Standing Rules Art. III, Sect. 3.
https://docs.google.com/document/d/1ayep5AYtKm_KdMFzh2q3E82Bavsr4j1Cga4GwxfbzYE/edit?usp=sharing
LPF Regional Representatives Guide
https://drive.google.com/file/d/1RDKiIUTK7nCU0v8ZfEHN9VTPY-7SQk_w/view?usp=sharing
LPF Secretary’s Guide
Under revision, nearing completion
Affiliate Support Committee Guide
For operating the committee and for succession planning and on-boarding new members
Nearing completion and final committee review.
How to Write a Successful Motion
Revision underway
Training for new Executive Committee members
Training coursework under development

Outreach Items:
In cooperation with the the Member Committee and the Convention Committee, the ASC is providing Outreach Bags to each affiliated county to be distributed at the 2020 LPF Convention. The Outreach bags are a starter kit for affiliate outreach and tabling events. Additional sets will be  available for purchase by the affiliates shortly.

Learning Opportunities:
The ASC is in the process of evaluating how best to make all these materials available to the people who can use them. We expect to begin uploading the existing guidance documents to the LPF Learning Management System, currently under development by the Communications Committee.

Assisting the LPF Secretary:
The committee, per duties in the authorizing motion, assisted LPF Secretary Ed Appler with reaffiliation and credentialing. The committee worked with the Secretary to develop a strategy for processing reaffiliation documentation. At his direction, committee members assisted Secretary Appler with credentialing affiliate officers for reaffiliation and for delegates to the LPF Annual Business Meeting and LP 2020 Convention.

Ongoing Work and Goals:
The next Affiliate Support Committee team, is expected to continue to review the various guidance documents to keep them current and accurate, assist the LPF Secretary, and increase learning opportunities for affiliates and EC members.

13
At-Large Directors / Annual Report 2019/2020 At Large Director 1
« on: February 16, 2020, 09:44:27 PM »
At-Large 1 Director Activities
In general, looked for areas that needed assistance to be more efficient and effective. Developed a budget for planning and processing financial events.  Helped find solutions to reduce expenditures while maintaining mission.
Helped with compliance concerns.
Assisted LPF Officers, Directors, Committees, Regional Representatives, Affiliates, and potential Affiliates.

Worked with LPF Secretary on processing delegates to LPF and LP conventions.
Received spreadsheets of delegates, entered data on convention delegate spreadsheet, checked for membership and LPF registration, created running totals. Notified Secretary of any requests for ineligible persons.

Assisted Region 13  as requested. 
Advised of new eligible persons in R13.
Co-administered FB page for Hendry County.
Attended LP Broward County affiliate's Annual Business Meeting August 17, 2019.
Assisted Broward affiliate with filing requirements to meet LPF and SOE requirements.
Assisted a Regional Rep with info regarding the affiliate guide.

Attended LNC Quarterly Meeting in Miami November 9 and 10.

Recruited candidates for Director 2, Davie Parrish and Region 11, John Thompson. Candidates were elected in a special meeting. Provided Regional Representatives guide to Mr. Thompson.
Developed for Chair a document listing county affiliates’ status within regions based on Secretary’s affiliates file.

Went through LPF documents at FL DOE site, located document in which DOE had acknowledged that the compilation report submitted for annual audit was a sufficient audit. Added to Audit Committee folder. Advised committee and LPF Chair.

Planning on attending tri-county event in March.

Local LPMD Activities

Attended all LPMD monthly EC meetings and two committees of the whole.
Acted as meeting Secretary as needed.
Assisted with researching and recording responses to FEC complaint, providing those responses to  LPF.
Acted as Rules Committee Chair
Provided Rules Committee instructions to treat a conflicting section as if stricken.
Continued reviewing rules specifically identified during FEC research that needed revision.
Working with LPMD Rules Committee to correct and propose amendments to LPMD Constitution at the annual business meeting in April.
Attended October 8 Town Hall. Completed and submitted motion referred to Rules Committee regarding endorsement. Cast vote in email special meeting.

Other LPF Activities

Acted as the Chair of Affiliate Support Committee (ASC). (See separate report.)
Acted as a member, then the Chair, of the Audit Committee. (See separate report.)
Acted as a member of the Membership Committee. Coordinated Outreach bags between Affiliate Support Committee and the Membership Committee.
Ran several reports for Membership Chair regarding current members, new members, and pending members.
Discussed concerns regarding a push for major party status.
Discussed integrated membership drive.
Attended committee meeting August 4.

Interest in how to consider and address push for open primary (Top Two) increased. Located analysis from the Legislative Review Committee when first proposed (2015). Analysis remains viable. Distributed analysis twice.

Sent support email regarding Institute for Justice's paper on repealing 12 licensing laws.

Miscellaneous
Hand entered and processed all LPF member applications (206) between May 2019 and February 12.
Working with Tony Sellers, cleaning up and updating of CiviCRM contact records including identifying voter ID and matching our contacts with LP National contacts from FL dump list and locating voter ids. Completed 2019 through most of 2010 Florida LP Nationals’ records plus all active LPF members. This update is the first known major update of the CRM contacts. Estimate approximately 10,000 records updated. This process also assisted in credentialing delegates for Annual Business Meeting and re-affiliations starting in January. This process consumed approximately 50 hours a week of my time since mid July.
There are currently 120 Pending memberships (people who requested membership but are not eligible). Reviewing and updating the pending list at least monthly.

Ongoing Projects and Goals

Continue updating Budget
Continue updating CRM records.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever and wherever possible.
Continue to assist affiliates with affiliation and re-affiliation and compliance.


14
Audit Committee / LPF Audit Committee January 2020
« on: January 17, 2020, 09:30:18 PM »
Audit Committee

Attended meetings.
Resolved issue with contract work on social media being granted to Kronotiq. Obtained E2 visa, researched, drafted questions for FEC specialist, Responded to Chair on approval by the Audit committee as requested by the EC.
Heard presentation by an individual from California who offered to do FEC compliance work. Determined that the party appears to be already doing the same level of work.
Need to get direct log-in of financial reporting programs.

15
At-Large Directors / LPF At-Large 1 Director Report for January 2020
« on: January 17, 2020, 08:09:24 PM »
LPF At-Large 1 Director Report for January 2020

At-Large 1 Director Activities

Starting to work with LPF Secretary on processing delegates to LPF and LP conventions.
Received three spreadsheets of delegates, entered data on convention delegate spreadsheet, checked for membership and LPF registration.created running totals.
Current with last spreadsheet received 49 LPF delegates, 35 LP delegate requests, 5 attendees.

Local LPMD Activities

Attended January 14th, 2019 affiliate meeting.
Continued reviewing rules specifically identified during FEC research that needed revision and working with Rules Committee to correct and propose amendments.


Other LPF Activities


Affiliate Support Committee (ASC): See separate report

Audit Committee

Attended meetings.
Resolved issue with contract work on social media being granted to Kronotiq. Obtained E2 visa, researched, drafted questions for FEC specialist, Responded to Chair on approval by the Audit committee as requested by the EC.
Heard presentation by an individual from California who offered to do FEC compliance work. Determined that the party appears to be already doing the same level of work.
Need to get direct log-in of financial reporting programs.


Miscellaneous
Processed all LPF member applications (23) between December 14tth and January
15 th. Requests are increasing steadily from 2018 and earlier in 2019.
Working with Tony Sellers, continued cleaning up and update of CiviCRM contact records including identifying voter ID and matching our contacts with LP National contacts from FL dump list and locating voter ids. Due to the large size of dump list data set (16,636 contacts), now working chronologically from most recent LP contacts back to identify and update the active individuals. Working in alphabetical order revealed that many contacts were missing or deceased, which will all need to be identified, but can be completed after people who are currently active. Have completed 2019 through most of 2011 Florida LP Nationals’ records plus all currently active FL LP members. This updating is the first known major maintenance of the CRM contacts data since inception. Estimate approximately 9,000 records. This process will also assist in credentialing delegates for Annual Business Meeting and re-affiliations starting in January.
There are currently 129 Pending memberships.

Ongoing Projects and Goals

Keep Budget spreadsheet updated.
Complete updating contacts in CiviCRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible. March 28th event will be tri-county event, intending to attend.


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