General Information - Meeting Level
In this section you will find information you will need to get a new
CoDA meeting started.
· The CoDA service item pamphlet "Starting a New Meeting"
is reprinted here in its entirety and provides an overview of what is
involved in starting a new CoDA meeting.
· Look to "Commonly Asked Questions" for answers about
such things as what constitutes a "home" group or a "closed"
meeting, and what to do with the money collected.
· In "Types of Meetings" you will find information
about different focuses for meetings such as Speaker Meetings or Step
Study.
· Every group must have people to do the work that allows the
meeting to continue. That work is known as service. "Guidelines
for Service Positions" explains the principles of service work
in CoDA and describes what jobs typically need to be done to keep a
meeting going.
STARTING A
NEW MEETING © 1998 All Rights Reserved
This is a CoDA Conference Approved Service Item
Starting a New CoDA Meeting
Thinking about starting a new CoDA meeting?
Consider the following.
Where
Meetings can be held almost anywhere. Try area
churches, synagogues, counseling centers, hospitals, or places where
other groups hold meetings.
When
Based on a time that's best for you to serve,
choose the day and time of the week you want to hold the new meeting.
Rent
It's important that rent (no matter how small)
be paid for the meeting place. In this way, we honor our Seventh Tradition:
Every CoDA group ought to be fully self-supporting, declining outside
contributions.
Since you won't know how large a meeting will
be at the start, try to keep rent to a minimum. Rent may be a percentage
of the meeting's collection, a monthly or quarterly fee, or anything
to which you and your landlord agree. Some places let you use the space
more as a courtesy than as a revenue source, so don't be afraid to negotiate.
At the same time, don’t abuse their generosity.
Help
Ask for help, especially in the beginning. Invite
people from other meetings to help you get the new meeting going. It
helps to have several people present when newcomers show up. And be
sure to post a sign at the new meeting location each week so that people
can find your room easily.
Announce
Let people know about the new meeting. Visit
other meetings with the necessary information (e.g., date, time, directions
and/or a map). Place announcements in counseling centers and hospitals.
Some local newspapers publish meeting notices at no charge. Just remember
the Eleventh Tradition: Our public relations policy is based on attraction
rather than promotion. As people see the announcements and hear about
the meeting, they will come.
Format
After a few initial meetings, take a group conscience
to choose a meeting format. Several different types of meeting formats
exist:
Speakers Meeting: A speaker meeting
features one individual's story of recovery. Speakers share their experience,
strength, and hope with the group. Depending on the length of the individual's
story, the meeting may or may not include open sharing after the speaker
has shared.
Open Share Meeting: The open share
meeting often has no topic or individual speaker. This gives group members
an opportunity to share their experience, strength, and hope on any
subject of their recovery.
Topic Share Meeting: The topic
share meeting opens with a facilitator or group member suggesting a
specific topic (e.g., the Steps, setting boundaries, sponsorship, etc.).
The facilitator usually begins the sharing.
Step Meeting: The Step meeting
makes use of our CoDA conference approved literature or the CoDA Book.
The group may elect to read a portion of the material out loud before
open sharing.
Structure
After the first meeting or two, it's best to
reach a consensus on the structure of the new meeting. Note that this
can always be changed at a future business meeting. Some questions may
include: What guidelines will be used for sharing? How might the meeting
deal with crosstalk? How will newcomers, literature, and other issues
be handled? When will regular business meetings take place? The New
Meeting Starter Packet (below) provides information and guidelines.
New Meeting Starter Packet
CoDA has a New Meeting Starter Packet, which
includes a meeting format that can be adapted to individual meeting
needs. CoDA recommends that every meeting have a copy of this packet.
It contains the basic documents that support CoDA unity. A single copy
is available for FREE from:
CoRe Publications
PO Box 670861
Dallas, TX 75367-0861
Fax (214) 340-6066
Registration
Once you receive the New Meeting Starter Packet,
you will need to register to become a CoDA meeting. In addition to a
suggested meeting format, the packet contains all the forms you will
need to apply for a registration number. Once you have an official number,
the meeting will be listed in the CoDA Meeting Directory. If you have
a Voting Entity organization or Intergroup, tell them about your new
meeting so that it can be added to that community’s meeting lists
as well.
CoDA Twelve Steps and Twelve Traditions
Just as the Twelve Steps offer guidance for
maintaining healthy relationships, our Twelve Traditions offer guidance
for maintaining healthy meetings. The CoDA Book contains commentary
on all the Steps and Traditions. Also, a helpful Fellowship Service
Manual is available. Rely on the wisdom embodied in the Steps and
Traditions. Keep in mind that trusted servants take direction from
the Fellowship. A group conscience can be a powerful tool.
Jobs
Define what tasks must be done, such as:
- Key Holder: The key holder lets people in
and locks up after the meeting.
- Chair/Meeting Leader: The chair/meeting leader
runs the meeting.
- Treasurer: The treasurer holds all Seventh
Tradition donations, pays rent, and sends excess funds beyond a prudent
reserve to the local Intergroup, Voting Entity and/or CoDA, Inc.
- Secretary: The secretary takes notes at business
meetings and keeps records.
- Literature Person: The literature person
orders and keeps track of the group's CoDA literature.
- Phone Contact Person: The phone contact person
responds to inquiries from people asking about the group.
- Group Service Representative (GSR): The GSR
is elected by the group to represent the meeting's group conscience
to Intergroup, Voting Entity and CoDA Service Conference. Since GSRs
act as liaisons to CoDA as a whole, they are also known as contact
persons
Growth
In the beginning, people may be called to
do service work in more than one job. This is okay on a temporary
basis, but may cause "burn out" or resentments over the
long term. Jobs in CoDA are usually rotated to prevent "burn
out." Job rotation also supports the concept that each meeting
depends on all who attend. Let different volunteers perform each task,
rotate positions regularly, and limit terms of service. More information
about trusted servants can be found in the Bylaws and the Fellowship
Service Manual.
New Meeting Starter Packet.
If at any time the group wants help or support
(or has questions), call your local Intergroup, Voting Entity, or
email Outreach Committee at outreach@coda.org. Our Higher Power will
surely make available a member experienced in service, with whom you
may consult
Higher Power is present at all Fellowship
meetings
Commonly Asked Questions
What constitutes a CoDA Group?
A CoDA group is composed of two or more individuals
whose purpose in meeting is a desire for healthy relationships. A group
applies the principles of the Twelve Steps and Twelve Traditions, as
adapted for our purpose from Alcoholics Anonymous. A CoDA group reads
CoDA's Twelve Steps, Twelve Traditions, and the copyrighted “Welcome”
and “Preamble” as they are written. These readings, along
with the availability of CoDA Service Conference Endorsed literature
at your meeting, help to support a sense of CoDA unity as called for
in CoDA's First Tradition. In addition, CoDA groups register with CoDA,
Inc., in order to stay in contact with CoDA as a whole. With respect
to other questions about group organization (date, time, type of meeting),
each group is autonomous except in matters affecting CoDA as a whole.
Because the Twelve Steps are the basis of our recovery, we strongly
suggest that each meeting set aside at least one meeting per month for
Step Study.
As Tradition Four states, (“each group should
remain autonomous, except in matters affecting other groups or CoDA
as a whole”), it is important that a CoDA meeting present familiar
aspects that communicate, “This is CoDA.” While it is rare,
some meetings have chosen to adopt a format that varies significantly
from CoDA guidelines. This presents confusion, particularly to the newcomer,
regarding the nature of our program. If a community service group feels
it necessary, a meeting may be informed specifically how it does not
appear to be following the unifying principles of CoDA Tradition. If
the meeting decides, by group conscience, not to change, they need to
understand that they may no longer be recognized as, nor call themselves,
a CoDA meeting and will be removed from Intergroups, and CoDA listings.
The community service group can, by group conscience
decision, remove a meeting from their meeting list if it is determined
that the meeting is not following the principles of CoDA and does not
choose to change.
The community service group can then recommend that
the meeting be removed from the Intergroup meeting lists.
The Intergroup can decide by group conscience whether
or not to remove that meeting from their meeting list.
If the Intergroup or regional assembly decides to
remove that meeting from their list, they can recommend to the CoDA
Board of Trustees that that meeting be removed from the CoDA, Inc. meeting
list.
The Board may decide by group conscience whether or
not to remove that meeting from the CoDA, Inc. meeting list.
How does our Group register with CoDA, Inc.?
Fill out the GROUP REGISTRATION/CHANGES FORM, found in the Meeting Starter
Packet, and return it to CoDA, Inc. Your group will be assigned a number
and placed in our directory. If any changes in your group information
occur, use the same form and return it the CoDA, Inc. address, so that
our records remain current. Please use your assigned group number on
all correspondence with CoDA, Inc. The above forms, as well as Internet
based registration alternatives and information, can be found on our
website (see note below).
Note: If you do not have contact information for your
CoDA community service group, Voting Entity, or do not have copies of
the above mentioned forms, you may write to Co-Dependents Anonymous,
P.O. Box 33577, Phoenix, AZ 85067-3577, or visit the CoDA web site at
www.coda.org for free downloads.
What is a “Home Group,” and why might
I want one?
While having a “home group” does not afford us any special
rights or privileges at the meeting, many of us find that having a particular
meeting where we focus our participation and service work is helpful
to our recovery. CoDA is about building and maintaining healthy relationships
and those relationships can develop most easily among people we see
frequently. CoDA is a community, and this is most evident at the meeting
level. Because of this, many of us choose to identify a home group,
which we attend regularly.
How can we let people know about our meeting?
Contact your CoDA community representative or Voting Entity Delegate
to have your meeting listed in the local Intergroup or Voting Entity
CoDA meeting schedule. This is the best avenue for gaining exposure
and support. CoDA groups can be announced in local papers or on community
bulletin boards. There is also a community outreach packet available
for your use. This packet is available from CoRe, is included in this
document in the “Attracting Members” Section, inside the starter
packet, or from the CoDA website. Frequently, librarians allow groups
to post notices or leave free material, such as "What Is Codependence?”
which can include a group’s meeting information. According to Tradition
Eleven: "Our public relations policy is based on attraction rather
than promotion." We suggest simply stating "[Your Group name]
CoDA Meeting" with the time, date, and location. Note that we do
not use a meeting facility name as a group name, in accordance with
Tradition Six. If a group called itself the Johnson Center CoDA Group,
for example, this could be considered endorsement of an outside enterprise.
Instead, the Hometown Tuesday Night CoDA group can post flyers saying
that they meet in the Johnson Center.
Where do we get funds?
CoDA groups usually "pass a basket" during the meeting, reminding
those attending about our Seventh Tradition, which states that each
group is fully self-supporting and declines outside contributions. Occasionally,
a group may pass the basket a second time if contributions are needed
for rent, literature, or some other legitimate expense.
What is a “prudent reserve,” and what
do we do with excess moneys collected?
A “prudent reserve” consists of two or three months' worth
of group expenses. Group expenses include items such as rent, supplies,
coffee, and Conference Endorsed literature. The prudent reserve is to
cover expenses in the event that the group has unusually low attendance
or donations. For excess funds left after the reserve amount is satisfied,
a group normally makes a Seventh Tradition donation according to the
following guideline:
· 60% to your local community service group
(Intergroup)
· 30% to CoDA, Inc.
· 10% to your Voting Entity
Is there a limit to the amount an individual may
donate to CoDA?
Seventh Tradition cash donations are anonymous, and are not monitored
or regulated in any way. The amount given by any individual in a meeting
is personal and confidential.
Gifts of cash, goods (such as computers or books),
or donations of services of value (such as auditing financial records
or website maintenance) are subject to limitations on an annual basis.
For optimal spiritual health, CoDA groups and service bodies adhere
to our Seventh Tradition, which states that we remain self-supporting.
Even though people donate with the best intentions, we are warned that
problems of “money, property, and prestige” may “divert
us from our primary, spiritual aim.” If the group relies too heavily
on one individual or a small group of donors, autonomy is compromised,
and group unity may suffer. Therefore, limits are placed on individual
contributions, and these limits vary according to the size of the body
receiving the gift.
For individual groups, Intergroups, and Voting Entities
Service bodies, the value for donated cash, goods, or professional services
rendered is recommended not to exceed $1000 (one thousand dollars) per
year. That limit is raised to $2000 (two thousand dollars) per year
for CoDA, Inc., in accordance with the larger scale of operation. All
gifts are to be receipted, and for service bodies that are incorporated
nonprofit organizations, gifts may be tax deductible for the donor.
For the spiritual health of CoDA, all donations shall be anonymous,
to the extent permitted by the gift documentation process.
Can our group use the CoDA, Inc. Tax ID Number?
No. The CoDA National Tax ID Number, also known as the Employer
Identification Number (EIN) is not for use by any other level of CoDA
except the National level. The Codependents Anonymous, Inc. EIN is
specific to the corporation of CoDA National. Having an “umbrella”
tax status would require that each group submit all their information,
including the identifying information of their officers, to CoDA, Inc.
for the official record. In addition, CoDA, Inc. would then be
responsible for the groups’ financial reporting and financial activity.
We would have to establish a system of controls over the finances of
each CoDA group, intergroup/community, and state or regional service
board. We would somehow have to ensure the use of all income solely for
CoDA purposes and require regular reports to some central CoDA
organization which would account to tax authorities for the activities
of Co-Dependents Anonymous. All of this conflicts with our Traditions of
anonymity, group autonomy and our concept of service, not government,
within our service structure. For this reason we recommend that each
meeting group, intergroup/community, or state organization that has need
for a Tax ID Number/EIN should apply for their own.
How do we open a bank account and obtain a Tax ID Number?
In order for a CoDA group,
intergroup/community, or state organization to open a bank account as a
group entity, not just under the name of the treasurer, the bank will
usually require at least four things.
1) A minimum balance.
2) A copy of the group
minutes of your business meeting that includes the name of your
organization
3) A list of all officers of
the organization and anyone else who may be a cosigner on the account,
including some form of ID such as driver’s license and Social Security
Number on each person.
4) A Tax ID Number/ EIN for the organization.
The CoDA National Tax ID
Number, also known as the Employer Identification Number (EIN) is not
for use by any other level of CoDA except the National level. The
Codependents Anonymous, Inc. EIN is specific to the corporation of CoDA
National. Having an “umbrella” tax status would require that each
group submit all their information, including the identifying
information of their officers, to CoDA, Inc. for the official record. In
addition, CoDA, Inc. would then be responsible for the groups’ financial
reporting and financial activity. We would have to establish a system of
controls over the finances of each CoDA group, intergroup/community, and
state or regional service board. We would somehow have to ensure the use
of all income solely for CoDA purposes and require regular reports to
some central CoDA organization which would account to tax authorities
for the activities of Co-Dependents Anonymous. All of this conflicts
with our Traditions of anonymity, group autonomy and our concept of
service, not government, within our service structure. For this reason
we recommend that each meeting group, intergroup/community, or state
organization that has need for a Tax ID Number/EIN should apply for
their own.
Getting
your group’s own Tax ID Number/EIN is not difficult.
To apply for a Tax ID Number/EIN,
you will need to contact the IRS to request Form SS-4: “Application for
Employer Identification Number.” You can order tax forms by phone at
1-800- TAX-FORM (1-800-829-3676.) Or you can get forms and information
at the IRSwebsite at www.irs.ustreas.gov.
The IRS does not require you to be
incorporated to get a Tax ID Number/EIN. You fill in the application as
a “nonprofit organization,” similar to a service organization or a hobby
club. See WHAT IS A NONPROFIT ORGANIZATION below for more information.
However, your state may have it’s own regulations concerning when a
nonprofit organization must incorporate. It’s a good idea to check with
a legal and/or tax professional in your state for more information.
Also, just because an organization is nonprofit, that does not make it
tax exempt. For more on tax exemption see TAX-EXEMPT STATUS below.
Once your group gets its EIN,
the group becomes responsible for all legal and illegal use of the number. Following
certain guidelines will help avoid problems.
The number should not be
"loaned" or otherwise used by any other group, or person. For example, a CoDA
intergroup/community should not allow individual meeting groups within that
intergroup/community to use its EIN. The reason is this. You will need
to give the number to your bank when
you open any accounts. The bank in turn, is responsible to report information to the
Internal Revenue Service about certain types of activity in bank accounts, such as
interest income and large currency transactions. If an account using your number has
activity that is required for reporting, then the bank will automatically report it. If
you let others use your number, their banking activity will also be reported if it meets the
requirements set by the IRS. Even if you have no knowledge of what banking activity they
do, you become responsible.
Accurate records must be
maintained for all income and expenses. Whether a tax return is required or not, the group
absolutely must keep accurate records that are available for inspection if requested by
state or federal agencies. Examples of such records may include minutes of business
meetings, any changes in officers, and financial records including receipts for rent
and literature. For more regarding tax returns, see TAX INFORMATION below.
If you change your address
after you receive your EIN you must notify the IRS of the new address. You should use
Form 8822, “Change of Address.”
If the group should ever
close, the group officers need to cancel their Tax ID Number/EIN with IRS by
written notice when the bank account closes.
ALTERNATIVES TO GETTING A TAX
ID NUMBER/EIN FOR A BANK ACCOUNT
Some groups use the social
security number of the group’s treasurer as the Tax ID for the group’s bank account. A
group may open a checking account, noninterest bearing, under the treasurer’s social
security number with a Doing Business As (D/B/A) name on the account (such as “Sunrise
CoDA”). While this could have tax implications for the treasurer, usually the
balance of a group's checking account is so low that there is no problem. For more information
on taxes see TAX INFORMATION below.
Many meeting groups hold such
a small amount of funds that they do not choose to open a bank account at all.
The group’s treasurer holds the money in a coffee can or shoebox, or the group may
keep the money in a locked file cabinet in their meeting location.
WHAT IS A NON-PROFIT
ORGANIZATION?
For the purposes of getting a
Tax ID/ EIN, a "non-profit" organization is one whose major purpose or activity is to do
things other than making money. This is not the same thing as being a federally
recognized non-profit organization. That is a designation that requires application to the
government. This paragraph is just concerned with understanding form SS-4 to
apply for a Tax ID/ EIN.
A non-profit organization is
not expected to conduct its activities so that it does not have a "profit," i.e. income that
exceeds expenses. A "non-profit" organization is one that does not use the income in excess
of expenses in ways that benefit its members or directors personally in a financial
sense. A principal distinction between non-profit organizations and profit organizations is
that in non-profit organizations the officers and directors are not paid money simply for
being an officer or director and are usually not an employee of the organization while they
are an officer or director. Additionally non-profit organizations do not divide up the "profit"
at the end of the year and give it to the officers, directors or members. Profit organizations
usually do.
This does not mean, however,
that the money cannot be used in ways that benefit an individual or group of
individuals while they are in pursuit of activities related to the purpose or activities of the
organization. A CoDA group may reimburse its members for expenses incurred while
conducting CoDA business. For example, reimbursement of telephone expense is
acceptable, as is reimbursement for postage or making copies, or reimbursing the costs of
transportation to a service meeting or activity, as long as the purpose of the trip or
expenditure is related to the primary purpose of Co-Dependents Anonymous.
However, just because an
organization is nonprofit, that does not make it tax exempt. A "tax exemption," or being
"tax exempt" is entirely different than being "non-profit." Becoming exempt from taxes
requires considerable work and approval of that status by state tax agencies and
the federal IRS.
TAX INFORMATION
A group, intergroup/community
or state organization that has a Tax ID Number/EIN and a bank account may need to
deal with federal income tax and various state taxes. Most meeting groups hold very
little money in their bank account, and even if it is an interest bearing account, it will
usually not earn enough interest to require income tax payment, although you may need to file
for state or federal purposes. Since tax laws are subject to change (including the minimum
income required for paying income tax and filing requirements), we suggest you
consult with a tax professional concerning what state or federal tax requirements
apply to your group.
Some larger groups and some
intergroups/communities or state organizations do collect sufficient funds to require
payment of income tax. Although some groups choose to seek tax exempt status, it may be
simpler and less expensive just to pay income taxes than go through the process of
filing for tax exemption, incorporating (which usually goes along with the process of
filing for tax exemption), and keeping up the records and reports required to maintain
tax exempt status once it's granted. Consult with a tax professional regarding the
best course of action for your group’s specific circumstances.
A group,
intergroup/community, or state organization that is involved in the sale
of literature or other items may
be responsible for paying sales tax on those items. Most meeting groups either give
away literature or accept voluntary donations for literature, in which case there is no
concern with sales tax. However, if you sell things like literature, tapes, or tee shirts, such as
at a workshop, then you are responsible for keeping records of sales and collecting and
paying sales tax. Again, if you are unsure how to proceed with sales tax, we suggest
that you consult an attorney or accountant in your state for further help.
TAX-EXEMPT STATUS
CoDA groups are "non profit"
in their financial behavior but they are not automatically "tax exempt".
Obtaining tax exemption
status is an expensive and complicated process that involves legal obligations,
controversy about Traditions, and ongoing responsibility. Most meeting groups (and even most
intergroups/communities) operate with minimal funds, and contributions are generally
done in cash anonymously at the meetings. Most regular meeting groups rarely have
any tax liability and do not need tax exemption. Even when you consider the purchase of
literature and other materials, the added taxes are pretty minimal. So a tax-exempt
status really wouldn't buy much at the local meeting level, and could also result in
considerable paperwork by some meeting volunteer.
Large intergroups/communities
or state CoDA organizations sometimes do form corporations and get their
own tax exemption in some cases. If such a group is doing large conventions or has a
large service office, it may be worthwhile to go through the process of obtaining
tax exempt status at the state and/or federal level. For example, if an intergroup/community or
state organization hosts numerous workshops or a single very large event, and rents
space, hires food service, purchases literature, coffee mugs, tee-shirts etc for the event
and also, if any of that material is subsequently sold, then taxes would apply, and tax
exemption may be viable.
If your group has determined
that it needs to file for tax exemption but does not wish to incorporate, it may be able
to operate as an unincorporated association of individuals. This may not be possible in
every state as incorporation requirements for non-profit organizations vary from state
to state. Your local tax consultant can provide you with specific information
concerning the option of operating as an unincorporated nonprofit association in your state.
Establishing your group as a
tax exempt organization is involved. You may wish to contact the IRS and your
state's tax, revenue or treasury office for more information. You may also want to read IRS
publication 557, "Tax-Exempt Status for Your Organization" and Form 1023 and its
instructions. Also, your state may require a separate application for tax-exempt status. Since
tax exemption is complex and carries sizable legal responsibility, we encourage
you to consult with legal and tax professionals who are familiar with the needs of
small nonprofit organizations in your state when preparing your corporation papers, filing
for tax exemption, and maintaining your nonprofit tax reports.
Does CoDA Inc. have an “umbrella” insurance
policy that would cover our meeting?
No, CoDA does not have an umbrella insurance policy
that covers individual meetings. Intergroups or meetings may organize
and purchase their own insurance.
What should we do if the group disbands?
In the unfortunate case of a group disbanding, the
treasurer must ensure that current debts are satisfied. If possible,
negotiate a reduction or forgiveness of rent due. Remaining funds and/or
literature may be given to other local CoDA meetings or to the Intergroup,
Voting Entity, or CoDA, Inc. If there is no other group close enough
to easily give literature to, contact a Delegate or other CoDA, Inc.
representative for guidance, or donate literature to area libraries,
hospitals or institutions.
Some Different Types of Meetings
Speaker Meeting: This type of
meeting features a personal story of recovery shared by one individual.
Speakers share their personal experience, strength, and hope in the
program. The meeting may or may not include open sharing after the speaker,
depending on the length of story shared.
Open Share Meeting: This type
of meeting often has no topic or individual speaker, giving members
an opportunity to share their experience, strength, and hope on their
recovery as they wish.
Topic Share Meeting: This type
of meeting opens with the facilitator or a member of the group suggesting
a specific topic, i.e., the Steps, setting boundaries, sponsorship,
etc. The facilitator will usually begin the sharing.
Step Meeting: In this style of
meeting, the group uses our Conference Endorsed CoDA literature and/or
the CoDA Book as a foundation for study, discussion, or sharing related
to CoDA's Steps and /or Traditions. For example: the group may elect
to read a portion of this material out loud and then have an open sharing
session.
Because the Twelve Steps are the basis of our recovery,
we strongly suggest that each group set aside at least one meeting per
month for Step Study.
GUIDELINES FOR SERVICE POSITIONS
A CoDA group cannot function without the efforts of
our trusted servants. Service work starts at the group level. Service
positions can be as simple as a month-long commitment to set up the
refreshment table or literature table at each meeting, to a two-year
commitment to represent the group each month at the local community
service group meetings. This section contains some detailed descriptions
of the tasks and responsibilities involved with service positions. These
are guidelines and each group may decide to add, delete, or combine
responsibilities as necessary.
Typical service positions of a CoDA Group are:
- Chairperson
- Secretary
- Treasurer
- Literature person
- Refreshment person(s)
- Phone list person
- Group Service Representative
General Responsibilities of Trusted Servants
Preserving continuity: Outgoing officers, particularly
in the administrative functions of secretary, treasurer, and Group Representative,
are expected to work with the next person holding the position to insure
that procedures, knowledge, and records are passed along.
Responsibility of office:
When officers cannot attend a meeting or other service
commitment, they find a substitute to handle the job. In the event a
commitment is not fulfilled, the officer should be given a chance to
explain to the group. If desired, a group conscience may then be taken
to determine if the group wishes the meeting officer to continue or
wishes to seek another volunteer to take over the position.
Desirable qualities of Group Service Officers
- Welcome and acknowledge newcomers
- Encourage Twelve Step attitudes.
- Promote adherence to CoDA’s Twelve Traditions
and principles.
- Conduct group conscience on new matters or to resolve
disputes.
- Support CoDA’s program of spirituality in
the tone and style of the meeting.
- Promote principles before personalities.
Guidelines for CoDA Group service positions
These are recommendations. Each group may decide how
to distribute responsibilities among the trusted servants of the group,
combining or expanding positions as needed.
Chairperson/coordinator/facilitator takes a
leadership role for the duration of the meeting itself (this position
rotates with each meeting or at time intervals, i.e., monthly or biannually):
- Assumes overall responsibility for meeting format:
- Invites speakers or finds a volunteer to handle
speaker invitations.
- Guides the meeting according to CoDA-endorsed guidelines.
- Members may volunteer to rotate as meeting leader.
Secretary is the business representative for
the group and acts as liaison to the meeting facility. (Suggested term
of office - 6 months)
- Obtains and maintains a meeting room, according
to meeting group conscience.
- Plans and conducts "business meetings"
regularly (agenda items may include: elections, meeting format, procedures,
etc.) and keeps records of group conscience decisions.
- Provides the community service group with the full
name, address, and phone number of all officers. * Changes in the
location, time, or day of the group meeting, or contact person should
be updated. This may be done through a 'Changes in Group Information’
form sent to CoDA National or through the CoDA web site at www.codependents.org.
*Note: This personal data is used at the Intergroup,
Voting Entity, and CoDA, Inc. level only for communication purposes
and is held in confidence.
Group Service Representative (GSR) is the link
between the CoDA group and CoDA as a whole. Ideally, a GSR is an established
member of the group, with experience, knowledge, and understanding of
CoDA’s Twelve Steps and Twelve Traditions… (Usual term 2 years):
- Attends the local CoDA Intergroup or Voting Entity
service meetings.
- Carries the group conscience to the local CoDA
Intergroup, Voting Entity service meeting; and then reports to the
group on the outcomes.
- Notifies the group of any local or CoDA, Inc. updates,
announcements, and flyers.
- Passes on information to the new Group Representative
at the end of the term.
Treasurer:
- Keeps accurate financial records of the group,
and regularly reports to the group regarding income, expenses, and
prudent reserve. (Note: A prudent reserve is determined by the group
conscience of the meeting, usually two or three month’s worth
of group expenses).
- Pays rent to the meeting facility for use of the
meeting room.
- Disburses Seventh Tradition funds in accordance
with group conscience. A suggested guideline is offered in the Welcome
Letter from the Board of Trustees in the Starter Packet (see Section
15).
- Passes on information to the new treasurer at the
end of the term.
Refreshment/set-up Person (Note: This is a group
discretionary social function.)
- Sets out refreshments, coffee, etc., only using
your own group's supplies.
- Checks supplies and obtain restocking funds from
the Treasurer.
- Cleans up the refreshment area and take care of
the trash.
- Passes on information to the new refreshment/set-up
person at the end of the term.
Literature Person:
- Puts CoDA Endorsed literature out at the meeting.
- Keeps track of group literature supplies and re-order
as needed.
- Obtains funds from the group treasurer to restock
literature.
- Refers newcomers and CoDA members to available
CoDA literature.
- Passes on information to the new literature person
at the end of term.
Phone Contact Person:
- Makes first name and phone number available on
local and CoDA, Inc. meeting lists.
- Is available to receive phone calls in order to
give directions to the meeting
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The CoDA World Fellowship 
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