The following message is from the CoDA Board of Trustees. board@coda.org
Summary for CoDA World Board Face to Face Meeting
November 16 & 17, 2013
The Board of Trustees met November 16 & 17 in Los Angeles, CA. Members in attendance included: Hal H., Lisa B. Barbara D., Chris H., Florence F., Mercedes M., Evie S., David Mc. as voting members, and Lorraine O., and Charles Z. as Alternate Trustees. Dagmar Mc. attempted to join us via Skype, but technical difficulties wouldn’t allow her participation.
Saturday November 16, 2013 9 am – 6 pm
After our usual opening procedures, we approved the previous minutes from the October 2013 Board meeting. We ratified the following Board group conscience decisions that were made during the previous month:
We briefly discussed completing the assignment of Voting Entity (VE) Liaisons. Several of us agreed to meet after the Board meeting to finalize the assignments.
We started the meeting with a check in/sharing time, focused on a group inventory format. Board members were given a list of questions to consider that included an opportunity to review how well the Board is functioning, as well as how well we, as individual Board members, are doing in our service work.
Following the group inventory, our treasurer gave her report. We received Seventh Tradition donations from Netherlands. We discussed moving CoDA’s money to another bank account that is federally insured so that we are in compliance with CoDA’s investment policy. We approved closing the existing account, and moving the bulk of the money to our new bank account. Any funds in excess of the federally insured limit will be put into a second account at another federally insured bank. Our treasurer will coordinate getting names and signatures for the accounts.
Next we heard a report from our Association Management Company (AMC) liaison. She reported on four projects that are:
A decision was made to ask the Board member to leave the room when it was time to discuss the AE’s suggestions.
After our lunch break, we heard from the legal liaison. Work is progressing on the procedures for signing the various Voting Entity Agreements. The procedures were reviewed, and several members agreed to work with the liaison to streamline the procedures.
The Board secretary then gave a brief description of what the committee updates are for, and how we use them. Board liaisons may choose to provide an update if needed, and they are used internally among the Board members.
Following we discussed the CoDA Phone (C-phone) and the recent change to an all-volunteer answering process. A report was provided detailing the types of calls that have been received and answered. We discussed the structure of C-Phone and their efforts to have adequate backup when volunteers are unavailable to take calls.
Our Website Project liaison to the AMC reported on the progress of the Website Project. After distribution of the Request for Proposal (RFP), only 6 proposals were received with 4 of those chosen as potential candidates. Our AE is working on gathering contacts from various 12 Step program websites to find other potential candidates. Our liaison will review the RFP to clarify some terms that could be confusing to potential candidates. It was suggested that if a member of the Board wanted to recommend someone for the job, that he/she send the contact information to our liaison who will ensure that the AE receives them so that they will receive the revised RFP.
Discussion turned to conducting of the interviews and who would participate in the process. We formed an interview committee consisting of four Board members, and the AMC.
We moved into executive session at 4:13 pm to discuss the maintenance of the future website. Executive session ended at 5:20 pm. Evie S. left for the day.
A co-liaison was chosen for the Website Project. This liaison will work in conjunction with the primary liaison.
We adjourned for the day at 6:04 pm.
Sunday November 17, 2013 8:15 am – 5:10 pm
We resumed our meeting with the Serenity Prayer, followed by a brief check in/sharing time. David Mc. left at 9:45 am.
We continued the meeting with a brainstorming session answering the question, “How can we better communicate, support and carry the message to our Voting Entity/Intergroups and local groups?" We developed categories from the session. , and we plan to use these ideas at our next Board meeting which will include a strategic planning session. We chose some tentative dates for our next face to face meeting for sometime in January or February 2014. It will be a 3 day meetings with one day for strategic planning and two days for Board business.
We broke into three small groups to address the following issues:
Each group presented on their topic. A motion was passed to remove an Excel file from the Committee Work Area that contains private information.
Several items were tabled, and others were assigned to Board members to work on. These included:
We ended the meeting with brief closing shares, and decided to make this a regular part our face to face meeting format. The meeting adjourned at 5:10 pm.
Future Board Meeting:
Next Face to Face Meeting in Phoenix, AZ (tentative)
Saturday-Monday January 18-20, 2014
or
Saturday - Monday February 1-3, 2014
or
Saturday - Monday February 15-17, 2014
For those wishing to listen in on a board con call, please review the guidelines at
http://coda.org/service/conf-call-guidelines.htm.
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