PCTWC — The Gift · A briefing for the Chair

None of these tools are bad. The problem is that there are seven of them, none of them talk to each other, and several are tied to a person rather than to the Commission.

Today	What it's costing us	What replaces it
Wix pctwc.org · 3-yr plan	Set to `noindex` — search engines can't see us. The calendar widget was never connected. Ongoing subscription.	✅ The new site — indexed, with a working calendar, recaps and the 50th gallery.
Google Docs minutes, rosters, drafts	Fine for drafting — but files live in personal Drives, and the Gmail that held them left with its owner.	✅ Secretary's Console — drafts the minutes from attendance, motions and votes.
Signal commissioner chat	⚠️ Open Meeting Law risk. A quorum discussing business in a group chat is a public meeting under A.R.S. § 38-431.	✅ Activity Feed — committee-tagged, with the OML warning built in.
No email system the biggest gap	The Gmail was lost with the building leases inside it. There is no way to reach the list as an organisation.	✅ Email Campaigns — sends as `info@pctwc.org`, owned by the Commission.
Eventbrite event RSVPs	Another login, another silo. RSVPs don't reach the contact list.	✅ Calendar + Sign Up — RSVPs land straight in the CRM, tagged.
Spreadsheets roster, attendance, finance	The roster, the attendance, and the money live in three places that never reconcile.	✅ Command Center — one roster, one truth.
Facebook / IG / LinkedIn social	The original page was lost with its owner. Currently rebuilt and healthy — keep these.	➡️ Keep them. Just move ownership to the Commission, not a person.

The through-line Every asset this Commission has lost — the Gmail, the domain, the Facebook page — was lost the same way: it belonged to a person, not to the organisation. Consolidating the tech isn't about tidiness. It's about making sure the next commissioner who rotates off doesn't take a piece of the Commission with her.

02 · What it already found

The platform read the record. Here is what was in it.

None of this is opinion. All of it came out of the Commission's own minutes.

52%Average vacancy rate
over 27 months

100%Of that time the
Mayoral seat was empty

$101kNamed in the minutes
still on the table

3Open doors from
past speakers

Quorum is 8, not 11. Bylaws Art. VI §3 — 51% of seated members. Settled.
The Bylaws file had no extension, which is why it wouldn't open. A ten-minute fix — and it's done.
The May 2026 minutes were a scanned image. We OCR'd them. Dre Thompson and a bank-signature vote were inside.
Katia Jones (Women's Foundation) presented June 3. Alison Hughes told us to approach them. Still no application.
There is still no Alternate Treasurer — the Bylaws require one (Art. VII).
pctwc.org is set to noindex. Google cannot see it. The calendar widget is publicly showing Wix setup instructions.

03 · The path

Free to PCTWC. Forever. That is not a launch offer — it is the point.

There is nothing to buy, nothing to sign, and no year in which an invoice appears. The Commission will never be charged for this platform. Not this year, not in year five, not when it gets better.

Gift

Contributed in-kind to the Foundation. Free to PCTWC — permanently.

Pilot

Not "through the fall." Year over year, as the Commission's standing platform.

Perfect

Every year it improves — and PCTWC gets every improvement, at no cost.

Other commissions may license it from the Foundation. PCTWC still pays nothing.

The Commission is never monetized. PCTWC is not a customer and will not become one. Keeping those dollars clean and separate was the intent from the first line of code.
Any revenue accrues to the Foundation — a 501(c)(3) — not to a for-profit. If other commissions license Commission in a Box, it becomes a residual, sustainable revenue line for the Foundation, and PCTWC is named in it as its origin.
Arizona has no state women's commission. PCTWC and Phoenix are the only two active. That makes PCTWC the senior body — and the credible one to bring this to the NACW.

03a · Why it accelerates fundraising

It puts data, collaboration and transparency on the table — so the women can do the actual work.

Funders do not fund good intentions. They fund a body that can show its own numbers. Once the Commission can search its own minutes, show what it moved, and put a pipeline in front of a funder, the ask gets much easier.

Data27 sets of minutes,
finally searchable

CollaborationPartner CRM, shared
calendar, campaigns

TransparencyEvery figure traces
to a minute

ImpactGaps named across
intergenerational demos

The real return The women who invest their evenings in this Commission are extraordinary — and they are spending those evenings on attendance sheets, lost documents, and reconstructing what was decided.

Give them back that time. Let them spend it on the issues, the advocacy, the highlights, and the gaps that actually need closing — across every generation, from the middle schooler to the elder. That is what this buys. The software is incidental.

03b · The valuation

A $5,000 in-kind technology gift — and here is exactly what it buys.

The Commission's June 13 retreat named its own weaknesses and threats. It did not name them vaguely. This gift was built against that list, item by item.

What the SWOT said	What the gift does about it
⚠️ Lack of staff Weakness	The Secretary's Console drafts the minutes from attendance, motions and votes — and imports a Zoom transcript. The Command Center replaces the reporting a staffer would do.
⚠️ Lack of structure Weakness	An eight-step onboarding path, a per-commissioner tracker, a committee roster, and quorum computed from the actual Bylaws. Structure, made visible.
⚠️ Lack of visibility Weakness	A new pctwc.org that Google can actually see — the current site is set to `noindex`. Plus meeting recaps, a speaker studio, and a public 50th gallery.
⚠️ Not enough commissioners Weakness	Per-seat candidate slates, an interest pipeline, and a public "Become a Commissioner" signup with real tiers. Five open seats, worked like a pipeline.
⚠️ Funding Weakness #1	A six-stage fundraising CRM with a weighted forecast. It is how we surfaced the $101,000 named in the minutes that is still on the table.
⚠️ Need alternate treasurer Weakness	Surfaced as a standing compliance flag on the dashboard — it will keep showing until the seat is filled.
🔥 Turnover & loss of institutional knowledge Threat #1, named at every retreat	This is the whole point. 27 sets of minutes, read and searchable. The Bylaws recovered. The May 2026 minutes OCR'd back from a scanned image. The Commission's memory, handed back to it.
🔥 Misinformation / scarcity Threat	Every figure on every page traces to a minute, the Bylaws, or the roster. Nothing is estimated. Where data is missing, the platform says so out loud.

📋 On stating the value — do this correctly

The gift is offered at a $5,000 fair-market valuation: platform build, the games, the badge system, and the record recovery.

The Foundation should acknowledge receipt and describe the gift — but should NOT state a dollar value on the receipt. Under IRS rules for non-cash contributions, the donor determines fair market value, not the recipient. The acknowledgment letter describes what was received; the donor substantiates what it was worth. Getting this backwards is one of the most common nonprofit paperwork errors.

Route it through the Foundation, keep it off the for-profit's books as a sale, and note in the minutes that no payment was made or is owed.

04 · Say this out loud, first

The conflict of interest — and how we handle it cleanly.

Lucy Howell is a seated commissioner AND the CEO of the company that would sell this. That is not disqualifying, but it must be handled in the open, on the record, or it will become the story instead of the gift.

⚠️ What to do — in this order

1. Declare it in the minutes before any motion. Plainly: Lucy Howell is CEO of The Force for Health, which is contributing the platform in-kind and may later sell a version of it.

2. Lucy abstains from any vote that involves accepting the gift or the beneficiary arrangement. Let the other commissioners decide without her in it.

3. Get the County's conflict-of-interest form on file. Arizona has a real statute here (A.R.S. § 38-503) and public bodies get burned by undisclosed interests, not disclosed ones.

4. State plainly that PCTWC will never be charged. Put it in the motion, not just in conversation: the platform is free to the Commission in perpetuity, and no revenue is derived from PCTWC. That single sentence, in the minutes, dissolves most of the conflict before it can be raised.

5. If a beneficiary share is ever proposed, do not accept "net profits." Net profit is definable to zero. Use gross revenue or a fixed per-license amount — and have the Foundation, not the for-profit, hold the agreement. Nothing is being asked for today.

Coach's honest note Nothing is being sold to this Commission — now or ever. That is the cleanest possible position, and it should be said out loud in the room, on the record. Disclose it anyway. A 50-year-old public body's reputation is the only asset it has never been able to replace, and disclosure costs nothing.

05 · What we are actually asking for

Nothing that costs money. Three things that cost a vote.

The ask	What it takes	When
Accept the platform as an in-kind gift Website, Command Center, games, badges — free to PCTWC in perpetuity	Simple majority of a quorum (8). Lucy abstains.	August meeting
Create the Empowering Future Leaders ad hoc committee Co-chairs: Lucy Howell & Zoey Dzieman	Art. VIII — all committees but Executive are ad hoc. Simple majority. No bylaws amendment.	August meeting
Authorise exploring NACW membership National Association of Commissions for Women	Dues + an application. We are not currently a member.	September

And one that costs nothing at all Seat the Alternate Treasurer. The Bylaws require it (Art. VII §1). Without it, the Executive Committee is not properly constituted. It has nothing to do with this gift — it is just overdue, and Kim should hear it from you before someone else raises it.

05b · A possible new committee structure

Seven ad hoc committees, two of which sunset in August.

Offered as something to consider, not a recommendation the Commission owes anyone. Under Art. VIII, every committee except the Executive Committee is ad hoc — so this is all changeable by a simple majority of a quorum. No bylaws amendment. No 2/3 vote. It is meant to be re-shaped as the work changes.

Where we are today

Executive standing
Nominating
Website / Social Media
Strategic Planning
DV Resource Guide
Building Maintenance
50th Celebration sunsets Aug 27
50th Presentation sunsets Aug 27

Two of the eight retire the day after the anniversary. That's a natural moment to re-set — not a problem to fix.

One possible shape after the 50th

Executive standing · unchanged+ the Alternate Treasurer the Bylaws require
Nominating & Onboarding mergedRecruiting and welcoming are one pipeline, not two. Owns the 8-step path and the seat slates.
Advocacy & Policy newOur actual mandate. Call to the Audience at M&C and the Board. Owns an annual report — Phoenix is required to file one; we could volunteer for the same.
Communications & Technology expandedWebsite, social, and the tech consolidation. Absorbs the 50th Presentation work.
Development & Partnerships newThe $101,000 on the table. The Women's Foundation. Tucson IDA. Sponsorships. Nobody owns fundraising today.
Empowering Future Leaders new · ad hocCo-chairs: Lucy Howell & Zoey Dzieman. The 2013 program, reactivated.
Women's Heritage Building renamedNot "maintenance." It is a 50-year-old asset we own outright — the only commission in Arizona that can say that. Treat it like one.
DV Resource Guide folds in when it publishesOnce the guide is out, this becomes a standing program under Advocacy & Policy.

Two ideas underneath this 1. Every commissioner on exactly one committee. Today four sit on none, and the Chair sits on six. That's not a discipline problem — it's what happens when there's no map. A one-committee floor turns idle capacity into the cheapest capacity we have.

2. Nobody chairs more than one. Spreading the chairs is how you find the next Chair.

To adopt any of this: a motion at a noticed meeting, a simple majority of a quorum (8 of 15 seated). Committees can also be created one at a time — Empowering Future Leaders does not have to wait for the rest.

06 · The one line

"You've been doing this for fifty years with no staff and no budget. Here are the tools you should have had."

That is the whole pitch. The Commission has run on volunteers since 2010 — no government funding, a building it maintains itself, and fifty years of work worth honouring.

The gift is not software. It is the Commission's own institutional memory, handed back to it in a form it can finally use.

Why are we here today?

Seven live links. Nothing here is a mockup.

What we use today — and what one place would replace.