CoDA October 5-8, 2018 Board Meeting Minutes

 
From: "CoDA Announcements" <codalist@codependents.org>
Subject: CoDA October 5-8, 2018 Board Meeting Minutes
Date: November 3rd 2018

              

CoDA, Inc. Board of Trustees ,

Face to Face Meeting, Oct. 5-8, 2018

San Diego, California – Before the 2018 CSC

MINUTES

Saturday, October 6, 2018

 

Consent agenda

  • Minutes for September 12, 2018 Board meeting
  • Motions
    1. The Board approves the compilation of all CoDA prayers for printing by CoRe.
      Intent: to instruct CoRe to print this item
    2. The Board moves to support, in writing, its previous verbal approval that the 2020 CSC/ICC be located in one of the three Canadian cities that expressed interest in hosting.
    3. The Board moves to contract with developer of motions database to clean up titles. Cost approximately $200. Intent: to clean up our motions database so we have a limited number of committee descriptions, making search easier. Comments: We have to provide a list of what is currently there and what we want it to be to the developer. This means things like CoDA board, Coda board of trustees, trustees - all become board. This will simplify the search when using the database. This will also give anyone who inputs motions a simple list of what to put in the line for what committee/board, so it remains consistent going forward.
    4. Move that we direct SOS to purchase the following domains from GoDaddy: codependentsanonymous.com; codependentsanonymous.net; codependentsanonymous.info for a period of 5 years each for a per domain cost of $12 a year, total approximately $240.
  • Treasurer’s Report/Bank Balances

JP Morgan Chase Checking: $204,784.38

JP Morgan Chase Savings: $120,151.20

National Bank of Arizona: $100,531.36

Total Assets: $425,466.94

  • July Committee reports

Mary made a motion to accept the consent agenda as amended, Matt seconded. Approved unanimously.

Items for discussion:

  • Secretary report – no updates.
  • Treasurer Update – no updates.
  • Website Update – Jen gave a report from her meeting with the developer.
  • Legal Update – Mexico is still pending and Netherlands has been turned over to IMC. The lawyer is working on a copyright issue as well.
  • CoRe update – no update. Meeting with CoRe at 11am on Sunday. Discussed agenda items.
  • TMC Update – Both Russia and England are in process for signature. Received email from Tehran about their voting entity. Discussed UK contract.
  • Committees - Discussed helping new chairs with some templates and guidelines.
  • Sponsorship workgroup – no update. Will work on after CSC.

Noon – 2PM Meet with local San Diego Fellowship

Old Business

  • CSC Board Motions – discussed who will present each of the 6 motions.
  • Meeting with the local SD Fellowship – They did not know about the reimbursement from the Board for their hosting this year. They spent $2,000 and we want to reimburse them. Salle will reimburse them at CSC.

Mary made a motion to amend board motion #18206 to reimburse the local CSC host, by increasing that amount from $1,500 to $2,000. Salle seconded. Approved unanimously.

  • Board Role at CSC - Discussed CSC and what the board will be saying and doing. There will be a “CSC Share Station” for people to give testimonies.
  • Monday - Chairs Forum all day- board from 8am until 10:30 am. Afterwards the board will practice skit, and have a short board meeting. 4pm is delegate overview and orientation and 6pm is the Board Reception for the Delegates.
  • Motions being presented - discussed the Board’s position on each motion that will be presented at CSC.
  • How to proceed with the Public Information workgroup? Discussed how to move forward with this.
  • Publicizing the $500 loans to Voting Entities outside the United States - Haven’t publicized this, need to bring it up again to let folks know that it is available.

 

*****************************************************************************

Sunday, October 7, 2018

New Business

  • Find presenters for 2018 Forums after September
    • October 27th - Topic is how to carry the message, promotion vs. attraction and confidentiality vs. anonymity. Need to find someone to present.
    • November - Don asked Hal (11/24) and will follow-up
    • December - Step 10 for individual and group recoveries.

Discussed announcing these at the Chairs Forum and at Delegates’ reception and throughout CSC.

  • Drop Skype for Business from the Office 365 package currently in use - Discussed considering the replacement of Office 365 with Google’s Business Suite in the coming year. Discussed what would be involved and researching before we make any move.
  • Fellowship Forum – Discussed the low attendance. Spanish Forum attendance is running about 30. Discussed how to expand and advertise the forums to get better participation.
  • Board Late Motion - Discussed submitting a late motion. The board crafted and Jen to send to have put in delegate packet.

 

Wednesday, October 10-11, 2018

New Board Meeting


Attendees: Jen, Salle, Don, Linda, Mary, Matt, Nancy

Jen welcomed Nancy O as new Trustee.

Conni passed out board documents to sign and the policy and procedure manual. Also passed out the Changing of the Guard document, Strategic Plan and SOS Scope of work

Discussed officer positions and duties. After discussion, the following slate was offered for a vote:

Officers:

  1. Chair/President – Jen L
  2. Vice Chair – Don B
  3. Secretary – Nancy O
  4. Treasurer – Salle H

Mary made a motion to accept the officer positions as presented. Salle seconded. Approved unanimously.

LIAISONS

Discussed liaison roles and duties.

Committee

Board Liaison

Backup

Communications

Matt

Salle

Co-NNections

Linda

Matt

Events

Salle

Linda

Finance

Salle

Nancy

Hospitals & Institutions (H&I)

Nancy

Salle

World Connections (WCC)

Matt

Don

Issues Mediation (IMC)

Jen

Salle

CoDA Literature (CLC)

Matt

Don

Outreach (Pro-Outreach)

Nancy

Matt

Service Structure (SSC)

Jen

Matt

Spanish Outreach (SPO)

Linda

Jen

Translation Management (TMC) and TMC Workgroup

Don

Nancy

CoRe

Matt

Don

Email Coordinator/QSR

Linda

Jen

Admin Coordinator

Linda

Jen

AMC Liaison

Jen

Don

Legal/Legal Workgroup

Don

Jen

CSC Workgroup

Don

 

Web/Web Workgroup

Jen

Matt

Structure Workgroup

Jen

 

Chairs Forum

Don

 

 

 

THINGS TO DISCUSS:

Events

  • Asking for help in purchasing items for the ICC, asking to use the credit card. Discussed how to help this happen.
  • Look at how they encourage locals for events and get feedback for CSC locations.

Meetings with Board at remainder of CSC

  1. Finance/Events/Board – tomorrow morning at 7am
  2. IMC/TMC/Board talk about Netherlands - Today at 5:45pm

Local Group Payment – need to find out how to get the local group paid for the hospitality suite. Process for host money.

Web Liaison – Don asked that the information be more accessible to the board about the new website development.

Literature – Discussed about lag between versions and translations.

Givingwise Donation Form – They have rebranded themselves and need to determine if our current donation button with the customized form will continue to work. Conni will find out more information next week to see if we need to make any changes.

Budget – Finance sent an email on the Board’s budget. Discussed the areas they cut. We will be discussing with them further on Friday morning.

Board Face to Face – Agreed to do 2 face to face meetings in 2018/2019 and do the third via teleconference (date to be determined). Discussed when and where. Discussed dates and locations. One meeting will be either the weekend of March 8-10 or March 22-24 and location could be Phoenix or LA. The second face to face will be in Atlanta in October.

Conni will check into hotels around the Scottsdale Airpark and use the SOS office for the meetings. Linda will check into hotels with the Spanish Intergroup that meets in Montebello, CA.

 

Friday, October 12, 2018

New Board Meeting


Discussed Board Liaisons – Agreed liaisons should give a summary report on the agenda every month to keep everything going and communication open.

Event/Finance Issue – Discussed how to handle event expenses at CSC/ICC. Agreed the rooms should be paid for the events people by CoDA Corporation. Discussed a solution moving forward for unforeseen expenses, perhaps a pre-loaded credit card or one with a limit.

Matt made a motion to pay the Events Committee hotel rooms and tax, excluding incidentals, on the CoDA corporate credit card for the 2018 CSC/ICC. Salle seconded. Approved Unanimously.

Other Business:

  1. CSC Old Business
    1. Board Motion #7 – Agreed to pull the motion.
    2. Board Motion #6 – Agreed to pull the motion.
    3. Board Motion #5 - Literature Motion 1990 Policy – which was tabled. Agreed to put this forward.
  2. Agreed to use the rest of our time to report on the board.

Action Items:

  • Website roll-out by December 31st.
  • Reimburse local San Diego CSC host for money spent on the CSC hospitality room.
  • Public Information Workgroup – need to work on what this looks like – future board agenda.
  • Fellowship Forums – finalize the last 3 of the year with presenters.
  • Teleconference – look at Skype/Zoom and what is needed for the chairs.
  • Board Liaisons – meet with chairs, update liaison aliases. Board liaisons to give report at board meetings.
  • GivingWise Donation Form – Conni to look into if we can still use our giving form or have to change due to rebranding.
  • Board Face to Face research – Conni in Phoenix, Linda/Don in LA. March 8-10; March 22-24

Next Board Meeting: Saturday, November 3, 2018 – 8am PT/9am MT/10am CT/11am ET/12pm Atlantic Time

 

The preceding message was from The CoDA Board Of Trustees, board@coda.org

 

 

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