[list_settings.list_name]: Board Call Summary for October 2011

 
From: "[list_settings.list_name]" <codalist@codependents.org>
Date: November 2nd 2011

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Board Summary for CoDA World Board Conference Call October 16, 2011 9am-11am PDT

Present--Evie, Lisa, Barbara, Florence, Mercedes, Jutta-joined late

Hello Fellowship,

We opened with a moment of silence followed by the Serenity Prayer We then established our round robin order for discussion We approved the minutes from September

The treasurer's report was given A spreadsheet was dispersed via email by Barbara for review It was noted that our financial stats should be made readily available to the Fellowship

There was more discussion about ERRs There are still a few pending that should be completed by next con call It is again stated that the process needs to be smoothed out There has been confusion in getting the ERRs approved Evie noted that if the ERR has been sent by the member to a committee liaison or the finance liaison and it has not been acknowledged or approved by that person within two weeks that the ERR is considered approved by default

The liaisons for the FSWs were clarified
Florence F - Joan- FSW Julie-- Geff- Email Coordinator Barbara- Lauren- Bookkeeper Evie -Roy - Website Coordinator

  • Webcoordinator Report- We have been updated by Roy He has sent his stats for the number of items processed these past few months The numbers are high because of post CSC activities

We are still in the process of interviewing candidates to replace Roy

  • Website Redesign- Evie will follow up with Gary R for his opinions concerning the use of the pilot web site At this time we have no plans to move ahead with the redesign because of our concerns about the lack of a clear definition of what is required

  • Board and Committee Relationships- The process outlined in the FSM for submission of QSRs was discussed It was noted that we have not been following this process and that it needs to be clarified It was decided that we should follow this process The FSM states that committees should submit their QSR to their respective liaison for review before submitting to QSR editor

Any submissions to the QSR editor should be made through the CoDA alias and not be sent to the editor’s personal email qsr@coda org This is important because this alias also goes to the board QSR liaison

We are considering naming back up liaisons

All Board liaisons are making an effort to attend their committee con calls as time and schedules permit

We want to formalize notification of committees and Fellowship members for the monthly Board Con calls We will invite the chairs and send out email blasts We are developing a template to include in our Policies and Procedures Manual We would like to encourage more participation so that members can understand the process of the Board of Trustees We encourage members to consider eligibility to apply for Board membership

  • IRS and Arizona State filings- We are on track to file in time for our November 15th extension date

  • Ad Hoc Committee Update- September con call only had 4 out of 7 members present They are still in the process of gathering information They are working on a list of questions to send out to committees and the Board for input

  • Trademark, Copyright and other Legal Issues

We are finalizing approval of 3 documents We are waiting for clarification of the signatory sections We passed a motion to approve a copyright permission template to be used when use of copyrighted material is requested This template is for professionals requesting use in published works

  • 25th Anniversary Celebration-

Evie has asked Ken and Mary to write something for us to post on our website Roy to post our announcement Geff will also send this out via the announcement list We need ideas for any other considerations for celebration Input from the Fellowship is welcome!!

  • EVENTs Budget Request-

Events have requested Seed money and prepaid hotel rooms for our 2012 CSC and Convention To be further discussed

  • Board Motions Database-

Evie and Florence will work together to keep this updated

  • VE Communication-

We are establishing what a VE liaison actually does Lisa to start this process

  • Board Policies and Procedures Manual-

Lisa to coordinate We will include a conflict of interest policy Barbara sent an email with suggestions for non-profits and accessibility to templates to help us with this process

  • Future board con calls
  • November: Sunday, 6th (Daylight savings time ends at 2am that day in US)
  • December: Sunday, 11th
  • January?

                Guidelines for Membership Participation in CoDA Board Conference Calls
                                  (Board meetings)
    

These guidelines are to facilitate the observation of interested members of the Fellowship in the Board of Trustee conference calls The Board's use of teleconferencing on a monthly basis to conduct the business of CoDA is not intended to close the meetings, nor to conduct CoDA business in secret; it is intended as a money and time saving use of technology The Board feels that its meetings should be open to the Fellowship and welcomes the interest and appropriate participation offered

  1. The CoDA Board will announce the date and time for their next scheduled monthly conference call as part of each meeting or con call summary that is sent out via email blast and posted on the CoDA website

  2. Members interested in joining the call must notify the board in advance since a limited number of people may join each call

  3. It is at the discretion of the Board as to whether or not participants will have a "voice" during the call This is based on the time constraints that we have and whether or not a participant has specific information or expertise on a subject under consideration

  4. Certain con calls (for example, those that involve personnel discussions) will be closed to non-board members

  5. Those members agreeing to the above conditions and wishing to be notified and given access to the Board conference call should send Email to: board@coda org

The Board would like to receive requests for participation seven days in advance of the conference call if possible

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