CoDA Meeting Contact List: Representing Your Area At The Service Conference

 
From: "CoDA Meeting Contact List" <meeting_contact@codependents.org>
Subject: CoDA Meeting Contact List: Representing Your Area At The Service Conference
Date: July 5th 2019

Representing Your Area at The CoDA Service Conference (CSC)

What Is A Voting Entity? (VE)

It is a region, state or country that represents the CoDA meetings in a given area. VE’s are each allowed to send up to 2 delegates.

Deadlines Are Earlier This Year

This year the CSC is starting earlier than the last several years. The starting date is September 9th, 2019 in Atlanta Georgia. We are concerned that as of July 1st, we only have 7 registered delegates. It is important that delegates have sufficient time to collect the group conscience of the VE they are representing. The first version of the delegate packet (mostly motions) is out. You can review & download it here: http://coda.org/index.cfm/service-info/delegate-package/2019-delegate-package/ We’d like you to be know that there is no admissions charge for the Service Conference.

Who Are Delegates and Alternate Delegates?

How Do We Select Them and What Is Their Term Lengths?

Delegates are a Voting Entity's (VE) voting representatives who are sent to CoDA’s yearly Service Conference (CSC). They are selected by a VE’s group conscience decision making process at the yearly VE Assembly or Conference. Every Voting Entity may send up to two Delegates to Conference. To register, please follow this link: https://www.eventbrite.com/e/the-2019-coda-service-conference-99-912-and-international-coda-convention-913-915-registration-50145658013 . After registering, we ask that you please fill out this form: Delegate Verification: VESB (Voting Entity Service Board) Form: https://app.smartsheet.com/b/form/52851b9f78d44ebba556751a3b106c17

IMPORTANT: many members are having difficulty with this link. If that happens for you, please email Steve, our VE liaison, at imcvel@coda.org.

Delegates are expected to serve as a liaison between CoDA, Inc. and its Voting Entity. Delegates serve as a communication link between CoDA, Inc. and its local Fellowship providing key information on Conference and VE updates, changes, etc. At Conference, Delegates may be asked to give a brief oral report on their local VEs. After the Conference experience, a Delegate may be asked by their VE to either prepare or present an oral and/or written report of their overall experience at Conference with detailed information on presented motions and reports. A typical Delegate's term is for 2 years.

An important goal of a Voting Entity is to be represented at Conference and to send a Delegate(s) for voting purposes. If financially possible, Delegates get reimbursed by their VE for their travel expenses.

An Alternate Delegate may serve in the absence of a Delegate at CSC. When the Delegate is not able to serve on the floor or steps out of the Conference room for a short period of time, the Delegate “passes his/her badge” to the Alternate to vote in his/her place. An Alternate may or may not be reimbursed by its local VE. An Alternate's term is usually 1-2 years. Alternate Delegates often become Delegates for a future CSC.

Some Voting Entities select a Junior and Senior Delegate to go to Conference the same year. A Senior Delegate would have gone to Conference the year prior. A Junior Delegate would have not and would be attending Conference for the first time. The reason for this method is to have a ‘seasoned’ Delegate ‘showing the ropes’ to a new Delegate at Conference.

It may be recommended that a Delegate have served previously as an Alternate Delegate.

What Are the Expectations and Responsibilities of a Delegate?

CoDA, Inc.’s Events Committee put together “A Delegates Checklist” for all delegates at Conference. Below are listed the expectations and responsibilities outlined on this checklist which can be useful knowledge for delegates prior to going to Conference.

Delegate Checklist

First and foremost, a delegate is responsible for being a conduit for communication between the CSC and the fellowship.

The following is a checklist that we hope will help delegates ensure that they have completed all their duties before, during and after Conference.

Several motions were passed at the at previous CSC's that requires VE Issues be sent at least 30 days (to be in the delegate packet) and all committee motions be sent at least 75 days prior to the start of CSC to submitcsc@coda.org

This is to allow adequate time for the delegates to retrieve these items and pass them on to their respective communities so that the communities and meetings can know what is happening and share their group conscience on each matter. Thus, the voice of the CoDA membership may be heard and voted by delegates at Conference.

1. Ensure that any items the VE wishes (Voting Entity Issues -VEIs) brought to Conference are available according to the timeline (30 days prior to the start of CSC).

2. Check the CoDA.org website early and often to acquire all items (e.g., VEIs, motions, Board and Committee's Reports, Goals/Objectives and Budget submissions) to be brought to the Conference floor and provide these to the communities' reps for group conscience at the meetings.

3. Check with the communities for all membership group conscience on items to be brought to the Conference (from the CoDA website).

4. Preparation for Conference: have all group conscience decisions for items and be familiar with the delegate package provided on CoDA website.

5. At Conference, be sure to vote as your VE's collective group conscience has determined. Also, keep good notes and collect any handouts to show to your VE.

6. After Conference, write a report on all that transpired, including the status of your VE's motions, if any, and the status of all motions voted on or tabled at the Conference. Understand that the database does not often give much detail about the motions, so any detail you can provide will be helpful.

7. If your VE has submitted issues or motions that were given to a committee or to the Board to decide, be sure to acquire and maintain contact with that committee or Board so that you can monitor progress on your issues and perhaps initiate motion from that committee.

8. Emphasize to the Voting Entity secretary, intergroup officers, and the Voting Entity Liaison (IMC) and group representatives the importance of sending current directory information to CoDA as changes occur.

9. Act as a liaison for the Voting Entity and CoDA Board of Trustees.

10. Keep the alternate Delegate informed and engaged with all activities, correspondence, and events to build the alternate's expertise in Intergroup, Voting Entity, and CoDA matters.

11. When your term is over, be sure to pass this checklist and all pertinent information to your successor.

Here is another useful link: The Service Conference section of the Fellowship Service Manual:

http://coda.org/default/assets/File/SSC/Newest%20FSM/FSM%20Part%204%20Service%20Conference%20Procedures.pdf

Please send any questions to the the Voting Entity/Delegate liaison: imcvel@coda.org, the CSC Preparation Workgroup: cscprep@codependents.org, the CoDA Board: board@coda.org or the CoDA Events Committee, cec@coda.org.

 

Thank You,
The CoDA CSC Preparation Workgroup
cscprep@codependents.org


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