Partners in Literacy Haiti · Mission Control
One console, one operator, every function of the organization. EIN 87-0904773.
Board lifecycle
From invite to decision, end to end
Invites, RSVPs, and materials go out by themselves. The agenda assembles itself from open decisions, program reports, and anything a red scorecard escalates. Votes are cast electronically or in the meeting, and every decision files its own minutes entry, audit hash, and action items.
Next meeting
Tue, Nov 17
7:00–8:30 PM CT on Zoom · Quorum is 6 of 11 · framework GOV-004 up for adoption
Open decisions
3
Strategic plan framework, budget, schools charter
Action items on track
3 of 4
One red, escalated below
Attendance this year
78%
3 unjustified absences reviews a seat
Guardrails from the strategic plan: the board seats eleven members today and plans to grow to thirteen or fifteen, an odd number so votes resolve. Quorum is a majority of seated members: six of eleven. Electronic votes count with 72 hour notice, and three unjustified absences put a seat under review.
The boardroom
Eleven seats, each with a portfolio
Every seat with its photo, documents metric, quarterly goals, impact to the organization, and definition of success. Three year terms; the badge turns amber inside the final year so renewals never surprise anyone. Seats without a photo yet are waiting on their member.
Dr. Yvan Demosthenes
Board chair
Second term · joined Mar 2021
CEO of HamiltonDemo and a fifteen year nonprofit board veteran committed to young people. Leads strategy, funder relations, and the TechFides partnership.
Area of responsibility
Board agenda, Alliance and funder relations, TechFides relationship
Required documents · 5 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: The plan adopted and owned seat by seat, and the board graded green on its own scoreboard.
Vice chair
Awaiting photo and bio
Second term · joined Sep 2022
Program builder with deep ties to the Nord-Est. Owns Partner Schools gates, grant awards, and impact scorecards.
Area of responsibility
School gates, grant awards, impact scorecards
Required documents · 5 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: Schools at green, gates moving on their clocks, and four to five new schools a year without quality slipping.
Dan Linginfelter
Treasurer
Second term · joined Jan 2023
Retired advertising art director who drew the Alfabè Kreyòl Mwen alphabet chart. Owns the budget, dual signatures, filings, and school disbursements.
Area of responsibility
Budget, dual signatures, filings, school disbursements
Required documents · 4 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: Clean reviews, two signatures on every dollar over $500, and a cost to raise a dollar under 20 cents.
Lisa Bodenheimer
Secretary
Second term · joined Jun 2021
Head of Metadata Services at Clemson University Libraries, serving Haiti's libraries since 2009. Owns minutes, resolutions, agreements, and the document vault.
Area of responsibility
Minutes, resolutions, agreements, document vault
Required documents · 5 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: Every governing document current, every decision findable in seconds, no seat ever voting with an incomplete file.
Fundraising seat
Awaiting photo and bio
First term · joined Feb 2024
Church and community organizer. Owns Klib Liv la growth, book drives, and donor stewardship.
Area of responsibility
Klib Liv la growth, book drives, donor stewardship
Required documents · 4 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: The member ladder on pace rung by rung, and six of ten donors giving again.
Marketing head
Awaiting photo and bio
First term · joined Oct 2024
Brand and campaign lead. Owns the megaphone plan: diaspora first, warm circles, Ad Grants.
Area of responsibility
Brand, campaigns, Ad Grants, annual report
Required documents · 5 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: Give-page traffic climbing every quarter, with proof (track and trace) as the pitch.
Dell Gerve
Social media lead
First term · joined Sep 2026
Owns stories, the newsletter, social channels, and press relations. The one true story a week in four languages runs through this seat.
Area of responsibility
Stories, newsletter, social, press
Required documents · 2 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: Steady publishing that grows engaged followers and feeds measurable members into the CRM.
Jacques M. Jean
Technology and strategy
First term · joined Sep 2026
Enterprise technology executive, CEO of TechFides. Owns the Mission Control platform, data and security, and the digital roadmap.
Area of responsibility
Mission Control platform, data and security, digital roadmap, TechFides delivery oversight
Required documents · 2 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: One operator runs the whole organization, and the board sees the truth in one screen.
Member seat 9
Awaiting photo and bio
First term · joined Sep 2026
Role under confirmation. Each seat takes at least one R on the responsibility grid.
Area of responsibility
Portfolio to be confirmed in phase one
Required documents · 0 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: A named portfolio with a scorecard, set in phase one.
Rev. Mr. Lee Ashton
Board member
First term · joined Sep 2026
Retired engineering and strategy executive whose family roots in Haiti go back decades. Proposed the in-country lead and the partnerships push.
Area of responsibility
Portfolio to be confirmed in phase one
Required documents · 2 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: Partnerships that multiply reach without diluting focus, and PILH anchored by a lead on the ground.
Member seat 11
Awaiting photo and bio
First term · joined Sep 2026
Role under confirmation. Each seat takes at least one R on the responsibility grid.
Area of responsibility
Portfolio to be confirmed in phase one
Required documents · 0 of 5 filed
›FY2027 goals, quarter by quarter · definition of success
Success means: A named portfolio with a scorecard, set in phase one.
Next meeting agenda
Tuesday, Nov 17, 2026 · 7:00–8:30 PM CT · Zoom
Assembled automatically under meeting framework GOV-004: every approval moved, seconded, voted, and numbered in the decision log; hard stop at 8:30. The invite carries the standing Zoom link; the packet auto-sends Nov 3.
Agenda · editable by the Chair and Secretary · every change is version sealed
Edits and approvals seal to the board audit trail below. An approved item files straight into the minutes draft.
Open for electronic vote · R-2026-09
Adopt the 2027 to 2031 Strategic Plan Framework and its fourteen week planning calendar
Moved by Board chair, seconded by Treasurer. Voting closes at the Oct 26 meeting.
Cast your vote as Board chair (demo)
6
Yes
0
No
1
Abstain
7 of 11 seats have voted so far. Quorum is 6 of 11. Members vote from any device; reminders go out automatically to seats that have not voted.
Meeting rhythm
The standing cadence, set once
Fourth Tuesday of every month, 7:00 to 8:30 PM CT (8:00 to 9:30 PM ET), hard stop at 90 minutes, on Zoom. No weekend meetings. One standing Zoom link, embedded in every calendar invite, the same all year. November and December move up one week for Thanksgiving and the holidays. Quarterly deep reviews fold into March, June, September; the October annual meeting grades the year against the plan. Framework GOV-004, adopted by resolution.
The standing agenda
Every meeting starts from this skeleton; open decisions, program reports, and red scorecards slot in by themselves.
- 1. 7:00 · Call to order, quorum check (6 of 11)
- 2. 7:02 · Approval of the agenda — motion, second, voice vote
- 3. 7:05 · Approval of prior minutes — motion, second, vote
- 4. 7:10 · Treasurer's report and signature queue — motion to accept, second, vote
- 5. 7:20 · Mission Control operational review, red items only: scoreboard, operate, grow, govern, money, escalations
- 6. 7:50 · Old business: action items and decision log follow-ups
- 7. 8:00 · New business and motions — motion, second, discussion, vote, numbered in the log
- 8. 8:15 · Recognition and open floor
- 9. 8:25 · Confirm next meeting and assignments
- 10. 8:28 · Motion to adjourn — second, no debate, vote; out by 8:30
The 12-month meeting calendar
Twelve Tuesday evenings, set a year ahead, all 7:00–8:30 PM CT, never a weekend. Every calendar invite embeds the same standing Zoom link, so joining is one click all year. Packets auto-send 14 days ahead; minutes draft themselves and go to all eleven seats on approval. The signed framework lives in the vault as GOV-004.
After the meeting, the recap sends itself
One email to every member the moment minutes are approved: the minutes summary, the decisions, the next meeting's high-level agenda, the standing Zoom link, and their Mission Control access. Absent members get the same recap the same evening.
Preview · exactly what lands in each member's inbox · Composes itself from the minutes draft at adjournment; goes to all 11 seats, present or absent
Board meeting recap
Oct 26, 2026 board meeting
Minutes, in brief
- ✓ Quorum met, 9 of 11 seats. Treasurer's report accepted; printer deposit wire countersigned.
- ✓ Strategic plan framework vote R-2026-09 closed and filed to the decision log with its tally.
- ✓ HR & Legal document drive opened: nine templates in the vault, signature status now on every profile.
3 action items with owners and dates, carried to the decision log.
Why we serve · this month's impact
3,000+
books now in children's hands across Haiti
You did not join this board for agendas and motions. You joined so a child in Duplan or La Chapelle could open a book in her own language. This month your votes kept that promise: 420 children at Saturday reading circles, 180 new Kreyòl books on the shelves, and two libraries open every week because this room did its work.
“Ansanm, n ap louvri pòt lekti pou timoun yo.”
Together, we open the door of reading for the children.
Next meeting · Tuesday, Nov 17, 2026 · 7:00–8:30 PM CT · Zoom
- 1. Adopt meeting framework GOV-004 and the 12-month calendar
- 2. Treasurer's report and signature queue
- 3. Mission Control review: scoreboard and escalations
- 4. HR & Legal signature drive: who has filed, who is due
Standing Zoom link · same every month · embedded in all 12 calendar invites
Partners in Literacy Haiti
501(c)(3) public charity · EIN 87-0904773 · Indianapolis, Indiana
Approvals, agendas, minutes, and documents live in Mission Control.
Sent automatically on approval of the minutes · delivered in your language
Minutes, approved and delivered to every seat
Sep 28, 2026 board meeting · Approved Oct 5 by electronic vote, 7 yes. Minutes go to all 11 seats the moment they are approved, present or absent, with delivery and read receipts. Unread after 72 hours triggers a reminder.
| Seat | At the meeting | Delivered | Read |
|---|---|---|---|
| Board chair | present | Oct 5, 18:02 | Oct 5, 19:40 |
| Vice chair | present | Oct 5, 18:02 | Oct 5, 21:15 |
| Treasurer | present | Oct 5, 18:02 | Oct 6, 07:30 |
| Secretary | present | Oct 5, 18:02 | Oct 5, 18:10 |
| Fundraising seat | absent | Oct 5, 18:02 | Oct 6, 12:20 |
| Marketing head | present | Oct 5, 18:02 | Oct 5, 20:05 |
| Social media lead (Dell Gerve) | absent | Oct 5, 18:02 | Oct 6, 14:12 |
| Technology and strategy | present | Oct 5, 18:02 | Oct 5, 18:30 |
| Member seat 9 | absent | Oct 5, 18:02 | Oct 7, 09:00 |
| Member seat 10 | absent | Oct 5, 18:02 | Oct 6, 16:45 |
| Member seat 11 | absent | Oct 5, 18:02 | unread, reminder sent |
10 of 11 seats have read the minutes. Absent members are never out of the loop: the packet, the minutes, and every decision reach them the same evening.
Board audit trail
Every agenda edit, vote, approval, and distribution is hashed and chained, same ledger as the rest of the console.
Accountability
Who owns what, and how it is going
Each seat carries a portfolio and one KPI, graded like everything else. A seat that goes red lands on the next agenda automatically, with its owner asked for a one paragraph plan before the meeting.
| Seat | Portfolio | Owns | KPI | Target | Actual | Status |
|---|---|---|---|---|---|---|
| Board chair | Strategy and partnerships | Board agenda, Alliance and funder relations, TechFides relationship | Grant applications worked | 4 per quarter | 5 this quarter | Green |
| Vice chair | Programs and partner schools | School gates, grant awards, impact scorecards | Partner schools at green | 80% | 50% | Yellow |
| Treasurer | Finance and compliance | Budget, dual signatures, filings, school disbursements | Approvals signed within 48 hours | 100% | 92% | Yellow |
| Secretary | Governance and records | Minutes, resolutions, agreements, document vault | Minutes filed within 7 days | 100% | 100% | Green |
| Fundraising seat | Fundraising and events | Klib Liv la growth, book drives, donor stewardship | New monthly members | 5 per month | 3 per month | Yellow |
| Marketing head | Marketing | Brand, campaigns, Ad Grants, annual report | Megaphone stories shipped | 1 per week | 2 this month | Yellow |
| Social media lead | Communications | Stories, newsletter, social, press | Stories published monthly | 2 | Ramping up, first stories in the queue | Yellow |
| Technology and strategy | Technology and strategy | Mission Control platform, data and security, digital roadmap | Automation coverage of routine work | 80% | 74% and rising | Green |
The risk watch
What could go wrong, watched on purpose
The strategic plan's risks, each with a trigger the board can observe and a response agreed in advance. The Technology seat watches the triggers; a tripped trigger lands on the agenda by itself.
| Risk | Trigger we watch | Pre agreed response | State |
|---|---|---|---|
| Security limits movement in a region | Two consecutive missed site visits or deliveries | Shift that region's budget to publishing and remote training; schools keep status, clocks pause | Green |
| Funding concentrates in one source | Any single source passes 40% of revenue | Next two quarters prioritize the weaker of the two chosen channels | Green |
| Key person loss, US or Haiti | Any single person is the only one who can run a core process | Document the process in the vault within 30 days; name a trained backup | Yellow |
| Logistics costs spike | Cost per delivered book rises 50% over baseline | Shift mix toward in country printing; revisit shipment size | Green |
| Partner school quality slips | More than a quarter of schools at red in one quarter | Freeze new intake until the red count halves | Yellow |
Effective members, by the documents
A seat is effective when its file is current
Every governing document is processed through the document management system: classified, e-signed, hash sealed, and filed. The system chases missing documents itself, and an at risk seat cannot vote until its file is current.
| Seat | Board agreement | Conflict of interest FY2027 | Confidentiality | Code of conduct | Background check | Seat status |
|---|---|---|---|---|---|---|
| Board chair | ✓ | ✓ | ✓ | ✓ | ✓ | Green effective |
| Vice chair | ✓ | ✓ | ✓ | ✓ | ✓ | Green effective |
| Treasurer | ✓ | ● | ✓ | ✓ | ✓ | Yellow renewal in progress |
| Secretary | ✓ | ✓ | ✓ | ✓ | ✓ | Green effective |
| Fundraising seat | ✓ | ✓ | ✓ | ● | ✓ | Yellow renewal in progress |
| Marketing head | ✓ | ✓ | ✓ | ✓ | ✓ | Green effective |
| Social media lead (Dell Gerve) | ✓ | ● | ● | ● | ✓ | Yellow pending documents |
| Technology and strategy | ✓ | ● | ● | ● | ✓ | Yellow pending documents |
| Member seat 9 | ● | ● | ● | ● | ● | Yellow pending documents |
| Lee Ashton | ● | ● | ● | ● | ● | Yellow pending documents |
| Member seat 11 | ● | ● | ● | ✕ | ● | Yellow pending documents |
✓ processed and sealed · ● in the DMS pipeline · ✕ due. A new seat becomes effective the moment its last document seals, with no meeting needed.
Decision log
Every vote, tally, and outcome, searchable forever
Action items from decisions
Attendance and meeting history
3 meetings this year, all minutes filed. Prior agendas and packets live in Documents.