CoDA, Inc. Board of Trustees

Minutes
December 4th, 2021

Day/Time: Saturday - 8-9:30 am Pacific Time

Acknowledging that we are all here for our personal recovery.
The mission of the CoDA Board of Trustees is to ensure the longevity and fiscal health of the organization, to support the Fellowship’s ongoing service work, to promote CoDA unity and to reach the still suffering codependents.

Members in Attendance – Barbara, Faith, Florence, Joe, Katherine, Yaniv, Terry D (H&I Chair - Chairs Forum representative), Gail

Absent: None

CONSENT AGENDA

Minutes: Board Face2Face Workgroup on October 17th - https://docs.google.com/document/d/1JBe1kKwfbWcyldsMRLzglS4WaPqz490I/edit?usp=sharing&ouid=103027843693493356063&rtpof=true&sd=true

Minutes: Board Face2Face Workgroup on November 21st - https://docs.google.com/document/d/1G2I8y2XBcG8qWqON7c-MtaYn1vGJCSs7/edit?usp=sharing&ouid=107223816073683518936&rtpof=true&sd=true

Motion #1: 

10-17-2021 Board Face2Face Workgroup when we approved 10-2-2021 Public Board Meeting: Moved: Gail 2nd: Barbara Vote: Unanimous

https://docs.google.com/document/d/1JBe1kKwfbWcyldsMRLzglS4WaPqz490I/edit?usp=sharing&ouid=103027843693493356063&rtpof=true&sd=true

Motion #2:

11-06-2021 Public Board Meeting Minutes.
These minutes were approved at the 11-21-2021 Board Face2Face Workgroup meeting.

https://codependents.org/cgi-bin/dada/mail.cgi/archive/main/20211203141632/

Motion #3:

Motion to approve 11-21-2021 Board Face2Face Workgroup:
(These minutes have not been approved via email or previous meeting)

https://docs.google.com/document/d/1JBe1kKwfbWcyldsMRLzglS4WaPqz490I/edit?usp=sharing&ouid=103027843693493356063&rtpof=true&sd=true

Motion #4:

11-22-2021 Via email by Gail, Barbara 2nd: Unanimous approval via email.
Motion to Approve the JStreet Technology contract/documents to upgrade our Motions Database with a starting support budget is 40 hours at $235 per person per hour, for a total of $9,400 and an advance deposit of $4,700.

Motion #5: see below from executive session.

From Executive Session:

• Motion: To authorize the treasurer to close National Bank of Arizona (NBAZ) and open a new account at Wells Fargo, transferring the balance to the new bank account.
  Motion: Barbara   Second: Gail   Vote: Majority Yes, 1 Abstention.

Treasurer’s report/Financials      

$547,063.39

Motion to approve above Consent Agenda

Motion: Faith   Second: Barbara   Vote: Majority Yes, 1 Abstention.

OLD BUSINESS: 

Website(s): 

• CoDA.org update - updates by Web Liaison:

F2F/Hybrid meetings and Time zone issues: Meeting was held with IntersectionOnLine (IOL) on Monday to discuss options and progress. CoDA Webmaster has reviewed the below proposal for the time zone issues and overall approves but suggested being provided with a mockup first. IOL will provide a mock up for the next meeting to show the time zone changes. 

To recap, we want to accomplish the following goals:

1) After search, we would like to default to the current time/day at the top of the list.

2) TIME OF DAY filter: It is currently returning results based on the meetings time/time zone set in the meeting record (which is causing inaccuracies in meeting results), and we need it to return results based on the converted meeting time/day instead.

3) DAY filter: It is currently returning results based on the meetings time/timezone set in the meeting record (which is causing inaccuracies in meeting results), and we need it to return results based on the converted meeting time/day instead.

The current meeting result / filter framework does not lend itself to all of these objectives, so as a solution we would like to refactor the current filters in a modern, more advanced and flexible framework called vuejs. The benefits of this change will go far beyond just these improvements. The new framework will process and return results much faster - whereas it currently takes several seconds to process a filter, the new filters will return results in split seconds. It will also be cheaper to maintain and will allow us to be more creative, for example offering users prompts like "This meeting will start in 2 hours" and ideas we haven't thought of yet. It will be much cheaper to maintain and solve all of the problems while retaining all existing features and functionality including:

- Mobile meeting results tables

- Timezone converter

- Results Filters

- Export/Print Meetings List

Our refactoring would affect the following search pages:

https://coda.org/find-a-meeting/online-meetings/

https://coda.org/find-a-meeting/phone-meetings/

https://coda.org/find-a-meeting/international-search-by-country/?meeting_country=ar

https://coda.org/find-a-meeting/usa-meetings-list/?state=FL&city=Big%20Pine%20Key

https://coda.org/find-a-meeting/quick-search-meetings-list/?distance_center=33435&distance_radius=5&distance_unit=mi&language=

https://coda.org/find-a-meeting/international-meetings-list/?distance_center=paris&distance_radius=10&distance_unit=mi

https://coda.org/find-a-meeting/meetings-list-by-zip/?distance_center=33435&distance_radius=5&distance_unit=mi&language=

As a courtesy to CoDA and because we dare not continue hacking the current solution, IOL would waive project management and testing on this project, which would take the anticipated total cost down from $1,274 to $985.00 for these changes (based on special non-profit rate $70 - usual rate $85).

Intergroup/VE updates:  Ongoing- Liaison has an idea for the web developer about a way to continue. Update meeting form to click on, perhaps.

American Disability Act (ADA): We have had meetings with two different companies.  The third one did not show up for our scheduled meeting. IOL just sent another option to check.
Note: Web Content Accessibility Guide (WCGA) for world guidelines.

COVID-19 information for meetings on website: this is completed.

Site map for coda.org website: will review progress with IOL on Monday.

• Post CSC action items:
  CSC approved Canada VE (Voting Entity) literature: Formatting and posting on website - will be done soon.
   
• Prayers for the Twelve Traditions: will be posted soon -- discussed options of where to showcase proposed draft VE Literature on CoDA.org. This is the first of two years for this 2021 CSC proposed VE Literature. Another motion will need to be presented at the  2022 CSC for CoDA CSC endorsement. Menu drop down will be created for “Member Resources” .
   
• CoDA Teen Task Force:  Liaison has been building up the alias email list. SPO (Spanish Outreach) has crafted an announcement - will decide about sending out at next meeting.
   
• Legal Liaison report:
  1) Board has agreed to keep Kevin as our attorney, despite his recent promotion to partner.
  2) Copyright email was sent to Kevin: Do we need to update the copyright for translation changes and the two recent updated works: Making Choices and the Newcomer's Handbook, which both have significant revisions.
  4) $96.00 invoice, from Kevin, attorney, approved and sent to treasurer.
  5) Kevin will meet with Adam regarding using our copyright permissions for non-sold service items..
   

NEW BUSINESS:

From Executive Session:

• Motion: To authorize the treasurer to close National Bank of Arizona (NBAZ) and open a new account at Wells Fargo, transferring the balance to the new bank account.
  Motion: Barbara   Second: Gail   Vote: Majority Yes, 1 Abstention.
   

Next Public Board Meeting – Moved from January 1st to January 8th, 2022 at 8:00 am Pacific Time due to New Year’s Day.  
 

2019-2021 minutes: https://coda.org/service-info/board-minutes/

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