CoDA July, August & September 2016 Board Meeting Summaries

 
From: "[list_settings.list_name]" <codalist@codependents.org>
Subject: CoDA July, August & September 2016 Board Meeting Summaries
Date: September 14th 2016


The contents of this email are from the CoDA Board of Trustees, board@coda.org

Summary for CoDA World Board Conference Call July 10 2 pm-3:04 pm PT

 

  • Opening: (15 min.)

Read Serenity Prayer, Step 7, Tradition 7, Service concept 7, Promise 7, In This Moment July 10; check in.

  • order for round robin discussion
    • Gerry
    • Denny
    • Lorraine
    • Mary

In attendance _ Lorraine, Gerry (left meeting at 2:55), Denny, Mary; Chris absent; no visitors on call

  • Ratify minutes and summary  (approved by email with changes)

Minutes dated_6/23-26. Unanimous

 

  1. Items for discussion:

Applicants for board –If applicants meet requirements, we will try to set up Skype for business so they can participate in the Q&A at CSC.  Mary Action Item - Respond to applicants - submit application to events and board, and noting they don’t have to be at CSC.  Applicants are encouraged to join board calls and work study groups in advance of elections.

Mary Action Item - In the next announcement about elections, add invitation to join calls and work sessions in advance of CSC. 

Board country assignments – this needs redefinition, and adjustment to FSM possible.  Move to study group.

Work study session 1 hour.  4th Thursday, 5:30PM PT, first time will be on the 28th of July.  We will use the new Microsoft product.

 

  • Treasurer’s Report –

Arizona National Checking - $71,405.88

Arizona National Savings - $60,054.09

Chase bank - $180,307.06

 

 

Action Items:   letter to finance re: their motion and our request to changing to $31 or more, receipt needed; also shared the board’s thoughts about sending someone from literature to CSC and convention.  Also covered

 

 

  • Website Update –

      Action Items: Update technology  - Gerry working on Microsoft programs including Skype for business, Call with website group occurred, discussed Microsoft email.

Action Items:  check-in committee’s. Connections meet today.

 

  • Secretary-
    • Action Items:  QSR approved; due dates for motions are: by-law changes due 75 days before CSC(August 2), motions due 45 days before CSC (Sept 1), reports due 30 days before (Sept 17).

 

  • Vice Chair-
    • Action Items: 

 

  • Chair- Absent
  • Legal work group

                        Iceland and Australia contracts in process.

Old Business:

  • Lorraine Motion page 11 by-laws TABLED at f2f, moved to email motion.
  • Motion to set timing for future CSC – Mary moved to accept motion For CSC dates, seconded by Denny.  Passed.
  • SOS contract – Chris was to talk to Conni about the contract and changes we are looking for, before we re-sign contract.

New Business:

  • SPO web-ex – Sent request to the board to pay for their web-ex.  Skype for Business will take the place of web-ex.  This will be continued discussion on email. Denny Action item.

Follow up on CoRe and SPO action item - CoRe sent SPO a file from 3 years ago, not the new one that was sent to CoRe.SPO will write a letter to CoRe, copy Gerry and Denny, explaining the proof is not the correct one, request the right one be sent.

Next meetings – Work study group – July 28 5:30PM PT:

       Conference call August 12, 2:00pm. PT   

 

3:04 pm Closing Prayer

 

  1. Web ex 3 month extension
  2. permission to setup temp Microsoft users group

Motion:  Denny, Mary seconded.  Passed

Co-Dependents Anonymous official corporate language is English.

Intent:  To have a consistent format:  best business practice is to have one language.  

 

Items for discussion and assignment

  • Prudent reserve –From Finance committee motion. The board is in favor of their motion.
  • WiFi in CSC room.  Motion to allow up to $700 for WIFI At CSC, Conni to negotiate.  Mary, seconded Gerry.  action item Chris to discuss with Conni.
  • CSC arrival and departure and Hotel rooms, Arrive on the 14th, we will try to coordinate ride sharing.  There is a Super shuttle service to Carefree resort.  Our last meeting is early on Friday, so we don’t need rooms for Friday night.  Denny confirmed we come in on the 14th, and we have 2 -2 bedroom suites, with separate bathrooms and kitchenette, and 1 casita suite with conference room is unsure.  action item Denny to confirm tomorrow.  Board meeting room is reserved on the 15th action item Denny to confirm tomorrow
  • Reply to Arizona and Pennsylvania on VE issues – formal notification to be sent.  Unknown contact for Arizona.  action item Chris – contact Mary with person for Arizona. action item Mary to email out.  Pennsylvania already notified.
  • TMC items ready for signature – Iceland, Australasian, LA, Greece, Number per month 3 free. Do we want access to more than three?  action item Chris send out financial info on what it costs for the service.
  • Report on GivingWise – including APP.  action item Denny create Motion to change from paypal to GivingWise Solutions.
  • QSR allotted hours raise to max 2 hours. action item Mary Motion.
  • CoRe response to demand letter “ mailed letter returned”.  action item Chris and Mary to email.
  • Motion: For CSC – That the CoRe royalty be raised from 30% to 40%, as well as a 7th tradition donation payable at the end of each quarter to be minimum 10% of net income.

Intent: TBD (Mary action item) Motion Mary, Lorraine seconded.  Passed

  • International meetings locator page.  action item Lorraine.
  • SPO Website do we need translation to English before posting? action item Denny to email discussion.
  • New email addresses – Conversion from email provider.  action item Gerry email discussion,  or refer to workgroup call.
  • International Meeting Locator Page – suggestions emailed by Conni.  action item Lorraine.
  • Renewal of Mexico domains with Go Daddy. action item Denny.
  • Items to have at CSC for new Board members.  Signature pages brought by SOS.  motion to have SOS bring jump drives for new members, and 1 hard copy of board manual.  Lorraine motion; mary seconded.  Draft of new members information sheet should be brought, who was assigned this duty on to do list?
  • Discussion to move money back from checking to savings? Leave as is, as CSC is right around the corner.
  • Board report due and motions presentation – report due Sept 18.  And budget due, too.  To be ready by Sept 11 meeting. Action item Denny to work on budgets with Lorraine, Mary and Chris to work on board report.
  • Group exemption SoCal request VE/Motion – This is a VE, will be assigned to board. 
  • Motion to extend till 4PM passed.
  • Next Chairs meeting – Action item Denny and Mary to discuss.
  • IMC VE list – Action item email discussion Chris.

 

  • Treasurer’s Report –
  • MONEY MARKET Account Name Account Number
  • Business Money Market Premium
  • $180,317.09
  • CoDA Checking $83,139.13  
  •  CoDA Buisness Saving $60,056.46

 

Board workgroup is on the 25th August, at 5:30 PM Pacific.

Next meeting –  September 11th, 2:00pm. PT   

 

4;15 pm Closing Prayer

We thank our Higher Power, for all that we have received from this meeting. As we close, may we take with us the wisdom, love, acceptance, and hope of recovery.

 

 

Summary for CoDA World Board Conference Call

August 14, 2016      Sunday    2 pm-3:30 pm PST

In attendance – Chris, Lorraine, Mary, Denny, Gerry

 

1.         Opening: (15 min.)

  • Serenity Prayer, Step 8, Tradition 8, Service concept 8, Promise 8; check-in.

 

  • Establish order for round robin discussion - Mary, Gerry, Denny, Lorraine, Chris

 

  • Recording started
  • Ratify minutes  (approved by email with changes) (tabled to email)  Action item Mary send motion.
  1. Summary dated __7/10/16__Action item Mary send motion e.mail_
  2. ratify motions – Lorraine motion to accept, Gerry Seconded.  Passed.
    1. by law motion 1 - By Law Change: In Article V – Section 1. CoDA Service Conference; Change the sentence - “The date and place of the Conference are customarily set by the preceding Conference.”   to read      “The date and place of the CoDA Service Conference is to be between June 1 and August 30 (with the exception of July 4 weekend) each year. The following year’s CoDA Service Conference dates and location are to be announced at the current CoDA Service Conference.
    2. by law motion 2 - Add to the CoDA by-laws the following:  Distribution of Assets Upon Dissolution.  Upon the dissolution of the Corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Code (or the corresponding section of any future federal tax code. Any remaining funds will be distributed to Alcoholics Anonymous.  Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the Corporation is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes. 
    3. by law motion 3 - Add to the CoRe by-laws the following:  Distribution of Assets Upon Dissolution.  Upon the dissolution of the Corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Code (or the corresponding section of any future federal tax code. Any and all assets will be turned over to CoDA, INC.  Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the Corporation is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.
    4. by law motion 4 - To correct the wording of the following section:  CURRENT APPROVED BYLAWS wording with changes shown Section 5: Vacancies;           In the event of a vacancy on the Board, by death, resignation or disqualification, the Board shall officially acknowledge the assumption of the vacant position by the designated Alternate Trustee.  This acknowledgement shall take the form of a motion at any regular or special meeting of the Trustees.  Upon passage of that motion, the Alternate Trustee becomes Trustee, with the prerogatives and responsibilities associated with that position until the next election of Trustees, when that Trustee is ratified by Conference, or the successor is qualified and elected by Voting Members. If no Alternate Trustee is available to fill the position, any vacancy occurring in the Board shall be filled by the affirmative vote of a majority of the remaining Trustees even though less than a quorum.  If there is only one remaining Trustee, that Trustee shall elect sufficient Trustees to meet the required minimum number of Members of the Board which is five (5). Any Trustee so chosen shall hold office until the next election of Trustees when that Trustee is ratified by Voting Members or the successor is qualified and elected Web ex 3 month extension
    5. permission to setup temp Microsoft users group

Motion:  Denny, Mary seconded.  Passed

Co-Dependents Anonymous official corporate language is English.

Intent:  To have a consistent format:  best business practice is to have one language.  

 

Items for discussion and assignment

  • Prudent reserve –From Finance committee motion. The board is in favor of their motion.
  • WiFi in CSC room.  Motion to allow up to $700 for WIFI At CSC, Conni to negotiate.  Mary, seconded Gerry.  action item Chris to discuss with Conni.
  • CSC arrival and departure and Hotel rooms, Arrive on the 14th, we will try to coordinate ride sharing.  There is a Super shuttle service to Carefree resort.  Our last meeting is early on Friday, so we don’t need rooms for Friday night.  Denny confirmed we come in on the 14th, and we have 2 -2 bedroom suites, with separate bathrooms and kitchenette, and 1 casita suite with conference room is unsure.  action item Denny to confirm tomorrow.  Board meeting room is reserved on the 15th action item Denny to confirm tomorrow
  • Reply to Arizona and Pennsylvania on VE issues – formal notification to be sent.  Unknown contact for Arizona.  action item Chris – contact Mary with person for Arizona. action item Mary to email out.  Pennsylvania already notified.
  • TMC items ready for signature – Iceland, Australasian, LA, Greece, Number per month 3 free. Do we want access to more than three?  action item Chris send out financial info on what it costs for the service.
  • Report on GivingWise – including APP.  action item Denny create Motion to change from paypal to GivingWise Solutions.
  • QSR allotted hours raise to max 2 hours. action item Mary Motion.
  • CoRe response to demand letter “ mailed letter returned”.  action item Chris and Mary to email.
  • Motion: For CSC – That the CoRe royalty be raised from 30% to 40%, as well as a 7th tradition donation payable at the end of each quarter to be minimum 10% of net income.

Intent: TBD (Mary action item) Motion Mary, Lorraine seconded.  Passed

  • International meetings locator page.  action item Lorraine.
  • SPO Website do we need translation to English before posting? action item Denny to email discussion.
  • New email addresses – Conversion from email provider.  action item Gerry email discussion,  or refer to workgroup call.
  • International Meeting Locator Page – suggestions emailed by Conni.  action item Lorraine.
  • Renewal of Mexico domains with Go Daddy. action item Denny.
  • Items to have at CSC for new Board members.  Signature pages brought by SOS.  motion to have SOS bring jump drives for new members, and 1 hard copy of board manual.  Lorraine motion; mary seconded.  Draft of new members information sheet should be brought, who was assigned this duty on to do list?
  • Discussion to move money back from checking to savings? Leave as is, as CSC is right around the corner.
  • Board report due and motions presentation – report due Sept 18.  And budget due, too.  To be ready by Sept 11 meeting. Action item Denny to work on budgets with Lorraine, Mary and Chris to work on board report.
  • Group exemption SoCal request VE/Motion – This is a VE, will be assigned to board. 
  • Motion to extend till 4PM passed.
  • Next Chairs meeting – Action item Denny and Mary to discuss.
  • IMC VE list – Action item email discussion Chris.

 

  • Treasurer’s Report –
  • MONEY MARKET Account Name Account Number
  • Business Money Market Premium
  • $180,317.09
  • CoDA Checking $83,139.13  
  •  CoDA Buisness Saving $60,056.46

 

Board workgroup is on the 25th August, at 5:30 PM Pacific.

Next meeting –  September 11th, 2:00pm. PT   

 

4:15 pm Closing Prayer

We thank our Higher Power, for all that we have received from this meeting. As we close, may we take with us the wisdom, love, acceptance, and hope of recovery.

 

CoDA World Board Conference Call September

Sunday  September 11, 2016    2 pm-3:30 pm PST

 

Opening: (15 min.) Serenity Prayer, Step 9, Tradition 9, Service Concept 9, in this moment, Check in, Promise 9

In attendance, Lorraine, Chris, Mary, Gerry, (SOS) Conni.

  • Ratify minutes & Summaries (approved by email)  All approved.
  1. July 2016 Summary and August 2016 summary, July minutes
  2. Motions –
    1. Mary: :Doc Hub to paid subscription, $60 per year;

all in favor passed

move that we upgrade DocHub to the yearly fee of about $60

  1. Denny.  Giving Wise Solutions App and donation item to replace  Paypal; unanimous

Replace our existing PayPal we use for donations with a new software called "Giving Wise Solutions".

A software that interfaces with Quick Books that does not require manually entering data such as we do now. There will be no setup cost and "Giving Wise Solutions", has agreed to allow use to make 3 to 5 changes per month without cost.  No charges from AWS will not be incurred since "Giving Wise Solutions will be writing the scripts as per our direction. This new software has an "App" that can be loaded on a person's smartphone. The app for the smartphone will be a mirror image of the same donation button as will be on the coda.org website.

Intent: To keep better track of where donations are coming from, how they are designated by the donor and its flexibility to allow for future needs for the fellowship.  

 

Motions: Wifi at CSC; Denny, seconded Mary - to raise previously approved amount from $600 to $800, for the three approved connections.  Unanimous.

 

Motions: Mary Gerry, seconded. Move that renewal of those P&D (publication and distribution) agreements that have been in force for 3 years or more will be for a period of 6 years. Those P&D agreements that are classified as limited agreements, after a period of 3 years, will be renewed for 2 years.

Intent – to extend the length of contracts, preventing repetitive action by TMC and the board.

Note: the reason the limited agreements have a different length of time is because they are generally not with a legal entity, and the hope is they can grow to a legal entity and move to a full agreement.  unanimous

 

Motion: Gerry, Mary seconded: To purchase one dial in # for Microsoft 365. to be used for the board use. Option is to add lines as needed in the future.

intent is to give an alternative to online only access Unanimous

 

Motion – Mary, seconded by Lorraine- that the P&P be approved as updated unanimous.

 

Items for discussion: (30 minutes)

Motion – Denny, Mary seconded – Giving wise solutions donation consist of 4 dropdowns - 7th Tradition, birthday plan, H&I, gifts from estates (legacy) and a place to make comments.  This will include a Spanish link. unanimous

 

 

Discussion:  Buttons, with? right after Service cost comes from existing budget consensus to spend up to $300.

 

Discussion:  Go Daddy to Mexico – this is to be offered to Mexico before we gave them up.  This will go to TMC.  Tabled to email Gerry

 

Mary Discussion: need for a privacy policy on our website – This is a legal matter, action item send to Legal – to develop a policy that will come back to the board. 

 

  • Treasurer’s Report –

Business xxxxxxl434 $180,328.50 Money Market

CoDA Checking (...7130) $91,222.32

CoDA Saving (...9150)    $60,059.16

Budget for 2017 – add to Treasurer budget wish list a second f2f.  We are in agreement with what he proposed. 

Marie is looking for a way to get a board budget vs actual report.

  • Secretary- Action Items: Motion Mary seconded Lorraine - raise QSR editor hours to 2 hours – 4 aye, 1 abstention. Passed.
  • Motion to extend meeting 15 minutes unanimous
  • Vice Chair-Action Items: International meeting locator – move to agenda at CSC. 

Website Update –  Three Photos to WOW group to get consensus, to address Texas VEI.

Action Items: Update technology – suggested web liaison to have a single email where it can be checked individually, as well as legal. To email discussion

 

  • Chair- Action Items: Signed Australia, Iceland, Greece P & D and CA Spanish translation agreement
  • Discussion Flag Ceremony  - to email discussion

                                               

Old Business:

  • Help video for website - Motion Lorraine, seconded Gerry, to approve help video for the website.  Unanimous.
  • Selection of CSC location – protocol for next time. Events tabled
  • Chairs committee – letter asking them to help write a policy for non-functioning committees need approval? (8/17) Not done tabled
  • VE issues –This will be October 15 f2f discussion.

New Business:

Draft board report sent out, need to approve it is due next week.

 

Next meeting – Workgroup 9/22 5:30 PST (Mary will be on vacation) - Board F2F Sat Oct 15 9 am PST at Carefree

No Board meeting Oct 9th.

 

3:50 pm Closing Prayer

 



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