CoDA Service Conference Items                                                                         Page                                                                          1

FYI         13001         7/9/2013 Vote                    Committee                           Facilitator Name      Michelle E

Subject  Opening

Item:  Open ing, introductions, expanation of process.

Intent

Remarks

ACTION   13002         7/7/2013 Vote                    Committee                           facilitator Name      Michelle

Subject  Quorum Count

Item:  33 voting members. Quorum = 17.

Intent

Remarks

MOTION  13003         7/9/2013 Vote 2/3 VOTE       Committee                           conference floor        Name           Barbara

Subject  Grant voice to committee chairs

Item:  Motion to grant voice to all chairs and allow them to pass the badge to other committee members if needed, Also,

          to grant voice to alternate delegates. If only one delegate, another member from that VE can be granted voice for a

          maximum of two voices per that VE. Grant voice to all fellowship service workers.

Intent

Remarks       pro:  27

             anti: 0

             abstained: 2

ACTION   13004         7/9/2013 Vote UNANIMOUS  Committee                           Facilitator Name      Michelle

Subject  Approve agenda

Item:  Eliminate 4:05 Events report on Wednesday

          Add motion to H&I report

Intent

Remarks       pro: 33

             con: 0

             abstain: 0

ACTION   13005         7/9/2013 Vote                    Committee                           Facilitator Name      Michelle

Subject  Quorum count

Item:  Quorum achieved

Intent

Remarks

FYI         13006         7/9/2013 Vote                    Committee                           Assign Voting Entity                   Name Lisa B

                                                                                   Issues

Subject

Item:  VE Issues

          CA-13-01:  Assigned to Board, as it may involve by-law change.

          CO-13-01: Assigned to SSC

          MA-13-01: Assigned to Board who will work with other committes as needed.

          TX-13-01:  Assigned to Literature.

Intent

Remarks       CA-13-01 (Canada): That Canadian cities with international airports be considered as potential host sites for Co-

             Dependents Anonymous service conferences and conventions.


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             CO-13-01: Submitted newcomer meeting format that is used in Colorado. Passing on to CoDA Inc. for possible

             use.

MOTION  13007         7/9/2013 Vote 2/3 VOTE       Committee                           Board Name Dagmar

Subject  motion #5

Item:  Motion: To support the Board’s intent to engage the services of an Association Management Company (AMC)

          (Amend:) for a one year trial and report back to CSC 2014.

Intent To free up the Board to devote more time and energy to the needs of the Fellowship as opposed to the needs of the

         Corporation.  Our goal is to ensure the sustainability and growth of CoDA as a worldwide organization to carry the

         message and support recovery for codependents everywhere.

Remarks       During the current Board’s transition from the previous Board we encountered many difficulties. This included a

             lack of a policies and procedures manual and mentoring or guidance in ensuring the legal and fiscal compliance of

             the corporation.  We spent the first year “reinventing the wheel”.  For example, we were unaware of the necessity

             to file the appropriate documentation when new Board Trustees are elected. We discovered our bond was

             insufficient for the amount of funds in our account and we were lacking liability insurance for Board officers.  An

             AMC could track these types of issues continuously, thereby, providing continuity and protection of CoDA as a

             corporation from one Board to the next. 

            

                 An AMC could help facilitate the completion of big projects that require more time, energy and expertise than

             are feasible for a volunteer only organization.  Such projects could include:

             1.        Implementation and maintenance of a new website

             2.        Implementation of a new meeting search engine

             3.        Database management

             4.        Facilitation and maintenance of Translation, Publication and Distribution (P and D) contracts Amend to add

             "and Copyrights"

             5.        Creation and maintenance of Policy and Procedures manual

            

             pro: 32

             con:  0

             abstain:3

MOTION  13008         7/9/2013 Vote 2/3 VOTE       Committee                           Board Name Barbara

Subject  motion #6

Item:  To increase the 2013 budget for website development from $6K to $25K.

Intent To have an adequate budget for a properly developed website and meeting search database and interface.

Remarks       pro: 32

             con: 2

             abstained: 1


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MOTION  13009         7/9/2013 Vote 2/3 VOTE       Committee                           Board Name Lisa B

Subject  motion #1

Item:  To make the following changes to Section 6 of the FSM (CoDA Service Structure):

         

          Change #1

         

                         Replace:

                                        Board Overseen Service Functions

                        Fellowship Services (formerly CoDA Service Office)

           

          With:

                                        Board Overseen Services (Amend: removed Functions)

                        Fellowship Services (formerly CoDA Service Office)

          o             Admin FSW

          o             Webmaster

          o             Email List Coordinator

         

          Change #2

                        

                         Add the following under "List of CoDA Standing Committees"

                        Communications Committee (Comm) Note: only abbreviation added

                        Spanish Outreach Committee (SPO)

         

          Change #3

                        

                         Replace:

                                        Board Liaison to Standing CoDA Committees

          Description:  The Board assigns a member to serve as liaison, to provide a communication link between each

          standing conference committee, the Board, and the Fellowship

          Responsibilities:

                        Liaisons communicate pertinent information to their assigned committee, including: dates of Board meetings,

          CoDA Quarterly Service Report (QSR) publication deadlines, and any information related to the committee’s goals

          or commitments to the Fellowship.

                        Liaisons may serve in a consulting capacity between committees, providing guidance in such areas as financial

          management of committee budgets.

                        Liaisons communicate changes in CoDA’s overall financial status to committee chairs as soon as possible in order

          to allow for any expenditure adjustments.

                        Liaisons provide guidance in adherence to the Twelve Traditions in all activities.

                        Liaisons report on committee activities to the Board at the quarterly Board meeting, if no committee chair or

          representative attends. Liaisons submit written copies of standing committee reports to the Board before or at each

          scheduled Board meeting.

                        Liaisons review committee reports prior to presentation to the Board and Fellowship, and prior to publication in

          the QSR. Liaisons may suggest changes to any report.

           

                         With:

                                        Board Liaison to Standing CoDA Committees

          Description:  The Board assigns a member to serve as liaison to each standing committee as well as other CoDA

          service entities such as Ad Hoc committees or Task Forces.  The liaison provides a communication link between

          the Board and the committee or service entity

          Responsibilities:

                        Liaisons communicate pertinent information to their assigned committee, including: dates of Board meetings,

          CoDA Quarterly Service Report (QSR) publication deadlines, and any information related to the committee’s goals

          or commitments to the Fellowship.

                        Liaisons may serve in a consulting capacity between committees, such as discussions between the Translation

          Management Committee and the Literature committee related to CoDA Conference Endorsed Literature.Liaisons

          communicate changes in CoDA’s overall financial status to committee chairs as soon as possible in order to allow

          for any expenditure adjustments.

                        Liaisons communicate with committees when there are legal issues that impact the committee’s work.


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                        Liaisons provide guidance in adherence to the Twelve Traditions, and Twelve Service Concepts   in all activities.

          Liaisons may provide support when asked in preparation for the annual CoDA Service Conference..

                        Liaisons may be asked to attend a committee’s face to face meeting to serve in a consulting capacity. Liaisons may

          be invited to attend regular committee conference calls and asked to join the committee’s email alias.

                        Liaisons report on committee activities and bring any committee concerns to the Board before or at each scheduled

          Board meeting.  Liaisons prepare monthly written summaries for submission to the Board before or at each

          scheduled Board meeting.

                        Liaisons review committee reports prior to submission to the QSR Liaison and editor for publication in the QSR.

          Liaisons may suggest changes to any report

Intent To add missing information and to include the revised Board Liaison to Standing Committees description recently

         approved by the board.

Remarks       pro: 28

             con: 0

             abstain: 5

MOTION  13010         7/9/2013 Vote 2/3 VOTE       Committee                           Board Name Lisa B

Subject  Ratify Board motions

Item:

Intent

Remarks       pro: 23

             con: 1

             abstain: 4

MOTION  13011         7/9/2013 Vote 2/3 VOTE       Committee                           Board Name Florence F

Subject  Motion #2 -- Changes to Section 7 of FSM

Item:  To make the following changes to Section 7 of the Fellowship Service Manual (FSM) (Board Overseen Services,

          and CoDA Standing Committees, and other CoDA Service Entities):

         

          Change #1

         

                         In the heading and in the last page of this section   

                         Replace:

                                        other CoDA Bodies

           

          With:

                                        other CoDA Service Entities

         

          Change #2

                        

                         In the Fellowship Services section

         

                                        Replace:

          Included Services: 

         

                         CoDA Telephone Point of Contact:

                        A system that will provide meeting information and answers to questions using available technology to keep costs

          at a minimal level without diminishing service. CoDA volunteers should be used where possible. 

         

                         CoDA Mail:

                                       Response to all written requests for information regarding CoDA or Co-Dependents Anonymous, Inc. sent to the

          Phoenix mailing address.


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                        A contractor, who is supervised directly by a current CoDA Board Trustee, handles most requests for information.

                        Program information is sent to those requesting such information.

                        Orders received and requests for information for CoDA Books and CoDA literature are forwarded to the appropriate

          CoDA entity for fulfillment.

                        Requests for CoDA organization and program information the Contractor is unable to answer are forwarded to the

          Outreach Committee.

         

                       Co-Dependents Anonymous Meeting and Contact Database:

                        The Board of Trustees, via Fellowship Services, is charged with the collection and maintenance of all meeting,

          Intergroup, Voting Entity and CoDA contact data and will oversee the distribution of any part of the database for

          internal use within the Fellowship.

                        The Board of Trustees, by its appointed board liaison(s), supervises the selection of contractors who maintain the

          master meeting database and its timely updates on the CoDA website.

         

          With:

         

          Administrative Fellowship Services Worker

         

                        Picks up U.S. mail at post office box and processes forwarding it as appropriate

                        Registers new groups and updates existing meeting information as requested and supports members in

          understanding the processes involved

                        Sends documents to groups who have requested them

                        Coordinates receipt of 7th Tradition contributions received through U.S. mail and acknowledges online donations

                        Prepares  and makes bank deposits; maintains spreadsheets and prepares reports

                        Attends to phone volunteer matters including scheduling, maintaining menus and coordinating with our online and

          paid answering service providers as necessary

                        Returns calls made to office line

                        Scans and delivers documents to our Corporate Attorney

                        Other duties as assigned by the Board

         

                         Webmaster

                        

                        Maintain the CoDA.org website under the direction of the board

                        Handle requests for changes and/or corrections to the website either by making the change or by responding with the

           explanation of why the change can't be made

                        Maintain the email aliases and the corresponding document that is available on the website

                        Forward emails that were sent to the webmaster incorrectly

                        Manage the Spam folder to ensure that no valid messages were sent there in error

                        Backup website monthly to two locations, one onsite and one offsite in the cloud

                        Respond to requests to have links placed on the website after verifying that the proposed website is consistent with

          the current website guidelines

                        Periodically review all linked sites to ensure that they are still consistent with web guidelines and when they are no

           longer consistent notify the Board Web Liaison to determine what action should be taken

                        Periodically produce meeting list files for use by the committees that respond to emails and phone calls

                        In preparation for annual CoDA Service Conference (CSC) load all motions and other CSC documents on the

          website at least 50 days before CSC

                        Maintain the motions database and produce yearly post-CSC report that is made available on the website

                        Maintain a list of usernames and passwords for various protected parts of the website and share the list with the

          Board Secretary

                        Coordinate with the Board Web Liaison as needed

                        Other duties as assigned by the Board.

                        

                         Email list coordinator

                        

                        Maintains email address lists of those CoDA members who have requested receipt of CoDA World Fellowship

          announcements by email


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                        Sends out messages as provided or requested by committees, the board and their chairs. Also sends out various

          reminder emails (CoDA events, etc) that they may compose themselves

                        Works to optimize methods of sending to reach as many list members as possible

                        Maintains an internet archive of past messages and a web based list

          sign-up; and  saves all list subscribe confirmation emails.

                        Provides opportunities  for  CoDA members to sign up for the list

                        Protects all list members’ anonymity and  privacy

                        The list is only for Official CoDA World Fellowship use. It is essential (due to legal reasons and  respect for list

          members) to send only to people who have requested  the list and  to limit e-mailings to CoDA Fellowship issues

                        Works  to be aware of  and  follow all USA email laws. Maintains a relationship with our email list host,  to have

          the knowledge to follow their policies

                        Other duties as assigned by the Board.

         

          Change #3

         

                         Delete the following:

         

          CoDA Web Site

         

          The CoDA Web Site workers manage the public presence of CoDA on the Internet. A large part of this work

          involves structuring CoDA’s web-presence so that it is easy to understand, intuitively formatted, attractive, and

          ultimately useful both to current CoDA members and to those just discovering our Fellowship.  The CoDA Board

          of Trustees is responsible for the execution and oversight of these services.

         

               This effort involves, but is not limited to:

                        Keeping information and mail links current.

                        Receiving and updating information submissions in a timely fashion.

                        Generally adding and improving the features and ease of use of our web site.

         

          Change #4

         

                         To add the following in the CoDA Standing Committees section:

         

          Spanish Outreach Committee (SPO)

Intent To make changes to be consistent with the way we operate today.

Remarks       pro: 26

             con: 0

             Abstain: 3

MOTION  13012         7/9/2013 Vote TABLED        Committee                           Board Name Hal H

Subject  motion #3

Item:  To make the following changes to Section 13, Use of CoDA Seals and Symbols

         

          Change #1

         

          To replace:

          This is the CoDA Seal; it is trademarked and may not be altered.  Registered “Voting Entities” may use it, or

          customize it by adding their name/country to the outside perimeter of the seal.  Content inside the circle may not be

          altered.  Permission to use this seal must be granted by CoDA.

         

          with:

          This is the CoDA Seal; it is a registered trademark.  Permission for registered Voting Entities and Intergroups to

          use, translate and/or customize by adding their name to the outside perimeter of the seal must be granted by CoDA.


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           Content inside the circle may not be altered in any other way.

         

          Change #2

         

          To replace the Trademark symbol with the Registered symbol next to our corporate seal.

         

         

          Change #3

         

          To remove the Literature seal and its associated wording since it is not being used.

         

          Change #4

         

          To add the Trademark symbol next to the two Co-NNections seals.

         

          Note: A complete version of this page with changes is in Board Motion 3 Attachment.

Intent To make it clear that our corporate seal is not just Trademarked but also Registered.

        

         To eliminate the Literature seal since it is not being used.

        

         To correct confusing wording and make very clear under what conditions our corporate seal may be used by others.

        

         To add the Trademark symbol to the two Co-NNections seals since they are used as our Trademarks although they

         are not Registered.

Remarks       pro:

             con:

             abstain:

             Tabled to re-write

MOTION  13013         7/9/2013 Vote UNANIMOUS  Committee                           Board Name Evie S

Subject  motion #4

Item:  To make the following changes to Section 10 of the Fellowship Service Manual (FSM), Conference Procedures and

          Community Problem Solving Method

          Change #1

         

          To spell out "Voting Entity" in the heading under the section heading which will now read:

          GUIDELINES FOR BOARD, COMMITTEE, and VOTING ENTITY (VE) REPORTS, ISSUES, and MOTIONS

           PRESENTED AT CoDA SERVICE CONFERENCE (CSC)

         

          Change #2

         

          Under Definitions, in the definition for Foundational Motions, on line 4, change Codependents to Codependence.

         

          Change #3

         

          Immediately following the Definitions section:

                         Replace:

          Guidelines for Foundational Item Changes:

                                        Procedure:

         

                         With:

                                        Guidelines for Submitting Documents for CSC:

         

          Change #4


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          In Guidelines for Committees Presenting Reports at CSC:

                         Replace:

          It is helpful to include the following in reports to the CSC:

          a.            The status of all Fellowship issues received in the past year from Voting Entities.

          B.           The Fellowship issues received at the current CSC

          c.            Committee responses to Fellowship issues.

          D.           A summary of the progress you have made on other projects you have been working on and plans for any new

          projects.

          E.            A of your financial plan including goals and budget for the coming year.

         

          Responses to Fellowship issues may include:

          a.            Determination that the Fellowship issue has already been addressed; therefore, the recommendation is not

          needed. Include references to CoDA guidelines already in place that address the issue

          b.            Determination that the Fellowship issue recommendation/s cannot be implemented due to Step or Tradition

          violations.

          C.           Acceptance of the Fellowship issue recommendation to resolve issue; present preliminary motions based on that

           recommendation.

          D.           Decision to table the Fellowship issue for further discussion. Offer an estimated timeframe for making a decision

          on the issue.

         

                         With:

         

          It is helpful to include the following in reports to the CSC:

          a.            The status of all Fellowship/Voting Entity issues that were assigned to their committee.

          B.           The Fellowship issues received at the current CSC

          c.            Committee responses to Fellowship and Voting Entity issues.

          D.           A summary of the progress you have made on other projects you have been working on and plans for any new

          projects.

          E.            A financial plan including goals and budget for the coming year.

         

          Responses to Fellowship and Voting Entity issues may include:

          a.            Determination that the issue has already been addressed; therefore, the recommendation is not needed. Include

          references to CoDA guidelines already in place that address the issue

          b.            Determination that the issue recommendations cannot be implemented due to Step or Tradition violations.

          C.           Acceptance of the issue recommendation to resolve issue; present preliminary motions based on that

          recommendation.

          D.           Decision to table the issue for further discussion. Offer an estimated timeframe for making a decision on the

          issue.

         

          Change #5

         

          In Guidelines for Presenting Fellowship Issues to CSC:

                         In the heading replace the word "Fellowship" with "Voting Entity"

                         In bullets "d" and "e" replace the word "Fellowship" with "Voting Entity"

Intent To expand VE to Voting Entity,  to correct two errors and to be clear when referencing Fellowship Issues and Voting

          Entity Issues .

Remarks      

             pro: 31

             con: 0

             abstain:0


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MOTION  13014         7/9/2013 Vote UNANIMOUS  Committee                           CoRe Name

Subject  Report & motion #1 update CoRe By-Laws

Item:  Up Date By-Laws

         

          Currently: (A Texas Non-Profit Corporation)

          To

          (A North Carolina Non-Profit Corporation)

         

          ARTICLE II

          OFFICES

         

          2.1          Principal Offices.  The principal office of the corporation in the State of Texas North Carolina shall be located

          in the City of Dallas,Denver, County of Dallas.Lincoln

         

          2.2 Other Offices.  The corporation may have such other offices, either within or outside of the County of

          Dallas,Lincoln, State of Texas,North Carolina, as the Board of Directors may determine or as the affairs of the

          corporation may require from time to time.

         

          2.3          Registered Office and Registered Agent.  The corporation shall have and continuously

          maintain in the State of Texas a registered office, and a registered agent whose office is identical with such registered

          office, as required by the Texas North Carolina Non-Profit Corporation Act.  The registered office may be, but need

          not be, identical with the principal office of the corporation in the State of Texas North Carolina, and the address of

          the registered office may be changed from time to time by the Board of Directors.

         

          4.13 Powers.  All the corporate powers, except such as are otherwise provided for in these Bylaws and in the laws of

           the State of Texas North Carolina, shall be and are hereby vested in and shall be exercised by the Board of

          Directors.

          7.1 Policy of Indemnification and Advancement of Expenses.  To the full extent permitted by the Texas North

          Carolina Non-Profit Corporation Act, as amended from time to time, the corporation shall indemnify any

          Representative against judgments, penalties (including excise and similar taxes), fines, settlements, and reasonable

          expenses (including court costs and attorneys’ fees) actually incurred by any such person who was, is or is threatened

           to be made a named defendant or respondent in a Proceeding because the person is or was a Representative and shall

           advance to such person such reasonable expenses as are incurred by such person in connection therewith.

Intent To correct By-Laws to reflect current location of the CoRe

         Office. Change “Dallas, Texas” to “Denver, North Carolina” and County of Dallas to County of Lincoln

Remarks       pro: 34

             con: 0

             abstain: 0

MOTION  13015         7/9/2013 Vote                    Committee                           CoRe Name

Subject  motion #2

Item:  Change ARTICLE 5.5 Treasurer

          Current:

          5.2          Treasurer.  The Treasurer shall be appointed by the Board of Directors, shall have custody of and be

          responsible for all funds and securities of the corporation, and receive and give receipts for money due and payable to

          the corporation from any source whatever, and deposit all such monies in the name of the corporation in such bank

          or other depository as shall be selected by the Board of Directors, and in general perform all the duties incident of the

           office of Treasurer as may from time to time by assigned by the Chairman of the Board of  Directors.

         

          To:

          5.2 Treasurer.   The Treasurer shall be appointed by the Board of Directors, and work in concert with the accounting

           firm that handles orders, receivables, payables, making deposits and check writing. Accounting firm has custody of

          all funds and securities. Treasurer will review monthly accounting records, verify monthly bank statements, review

          and approve expense reports, and produce the financial reports.  Treasurer will be bonded, as well as the accounting

          firm.


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Intent To reflect current responsibilities of Treasurer. And reflect use of an accounting firm and its responsibilities.

Remarks       pro: 31

             con: 0

             abstain: 2

MOTION  13016         7/9/2013 Vote                    Committee                           CoRe  Name motion #3

Subject  change CoRe By-Laws

Item:  Change ARTICLE 5.6

         

          Current:

          5.7          Secretary.  The Secretary shall keep the minutes of the meetings of the Board of Directors in books provided for

           that purpose; he or she shall attend to the giving and serving of all notices; in the furtherance of the purposes of this

          corporation and subject to limitations contained in the Articles of Incorporation, he or she may sign with a President

           or Vice President in the name of the corporation and/or attest the signatures thereto, all contracts, conveyances,

          franchises, bonds, deeds, assignments, mortgages, notes and other instruments of the corporation, he or she shall

          have charge of the corporation’s  books, records, documents and instruments, except the books of account and

          financial records and securities of which the Treasurer shall have custody and charge, and other books and papers as

          the Board of Directors may direct, all which shall at all reasonable times be open to the inspection of any director

          upon application at the office of the corporation during business hours; and, he or she shall in general perform all

          duties incident to the office of Secretary subject to the control of the Board of Directors.

          TO:

          5.2          Secretary.  The Secretary shall keep the minutes of the meetings of the Board of Directors in books and/or

          stored on CoRe web space provided for that purpose; he or she shall attend to the giving and serving of all notices;

          in the furtherance of the purposes of this corporation and subject to limitations contained in the Articles of

          Incorporation, he or she may sign with a President or Vice President in the name of the corporation and/or attest the

          signatures thereto, all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other

          instruments of the corporation, he or she shall have charge of the corporation’s  books, records, documents and

          instruments, except the books of account and financial records and securities of which the Treasurer shall have

          custody and charge, and other books and papers as the Board of Directors may direct, all which shall at all

          reasonable times be open to the inspection of any director upon application at the office of the corporation during

          business hours; and, he or she shall in general perform all duties incident to the office of Secretary subject to the

          control of the Board of Directors

Intent reflect the use of the web and electronic records.

Remarks       pro: 33

             con: 0

             abstain: 0

MOTION  13017         7/9/2013 Vote TABLED        Committee                           CoRe Name

Subject  Change ARTICLE 8.4 of CoRe By-Laws

Item:  Current:

          8.1          Notice and Waiver of Notice.  Whenever any notice whatever is required to be given under the provisions of

          these By-Laws, such notice shall be deemed to be sufficient if given by depositing the same in a post office box in a

          sealed postpaid wrapper addressed to the person entitled thereto at his or her post office address, as it appears on the

          books of the corporation, and such notice shall be deemed to have been given on the second day on which U.S. mail

           is delivered after the day of such mailing.  A waiver of notice, whether before or after the time stated therein, shall be

           deemed equivalent to the giving of such notice.

         

          To:

          8.2          Notice and Waiver of Notice. Whenever any notice whatever is required to be given under the provisions of

          these By-Laws, such notice shall be deemed to be sufficient if given by depositing the same in a post office box in a

          sealed postpaid wrapper addressed to the person entitled thereto at his or her post office address, as it appears on the

          books of the corporation, and such notice shall be deemed to have been given on the second day on which U.S. mail


                                          CoDA Service Conference Items                                                                         Page                                                                         11

           is delivered after the day of such mailing.  Notice may also be given via e-mail and will be considered delivered

          unless email is returned due to incorrect address.  A waiver of notice, whether before or after the time stated therein,

          shall be deemed equivalent to the giving of such notice.

Intent To add use of email

Remarks       pro:

             con:

             abstain:

MOTION  13018         7/9/2013 Vote UNANIMOUS  Committee                           Name

Subject

Item:  adjourn

Intent

Remarks       Lisa

             2nd Dagmar

ACTION   13019        7/10/2013 Vote                    Committee                           facilitator Name

Subject  quorum count

Item:  count = 31, quorum = 16

Intent

Remarks

MOTION  13020        7/10/2013 Vote                    Committee                           floor   Name David Mc

Subject  accept minutes from yesterday

Item:  2nd Dagmar

Intent

Remarks       pro: 29

             con: 0

             abs: o

FYI         13021        7/10/2013 Vote                    Committee                           IMC   Name Natasha

Subject  Report

Item:  Gave presentation

Intent

Remarks

MOTION  13022        7/10/2013 Vote 2/3 VOTE       Committee                           Finance Name      Lou

Subject  reduce prudent reserve motion 2-2

Item:  That the definition of the Prudent Reserve contained in the description of the Finance Committee in Section 7 of the

          Fellowship Service Manual be updated so it reads:

         

           Prudent reserve equals 2 years of actual expenses.

Intent Redefine the prudent reserve to 2 years instead of 3 years.  In motion 12029 the definition of the prudent reserve for

         CoDA was added to the FSM. It was placed at the bottom of the Finance Committee’s description in Section 7.

Remarks       At the recommendation of financial and legal counsel, the board and finance committee agreed that we have too

             much cash for an organization that owns no property. All of our assets are in cash or cash equivalents.  In the past

             we have operated in an atmosphere of scarcity when we have had a large prudent reserve. By redefining our prudent

              reserve, we can gradually increase our budget and expand our service to the codependent who still suffers.


                                          CoDA Service Conference Items                                                                         Page                                                                         12

            

             Pro: 31

             con: 1

             abstain: 0

MOTION  13023        7/10/2013 Vote 2/3 VOTE       Committee                           Finance Name      Lou

Subject  motion 6-1

Item:  That the Expense Reimbursement Policy Appendix A be replaced with the following:

         

          Appendix A

          CoDA’s Per Diem and Mileage rates will be equal to the government approved rate as found on US government

          website(s).  The Finance Committee will have these rates posted as early as possible in the first quarter of the year to

           be in effect for the calendar year.

         

          CoDA’s Per Diem rate for a face to face will be at the lowest Standard Continental United States rate for meals and

          incidental expenses as found at www.gsa.gov/mie or similar U. S. General Services Administration site. 

         

          CoDA’s Per Diem rate for CSC will be determined by the city location. Standard Continental United States rate for

          meals and incidental expenses as found at www.gsa.gov/mie or similar U. S. General Services Administration site. 

         

         

          CoDA’s Mileage rate will equal the Standard Mileage Rates for the year as posted on the IRS website for business

          miles driven.

           

          Per Diem will be paid in full on all days except the travel days, which will be paid at 75% unless travel began before

           7:30am on day of departure or completed after 6pm on day of return in which case the full amount will be paid.   

          The actual currency conversion rate should be used in submitting Expense Reimbursement Requests (ERRs) when

          there is documentation available to support it. Otherwise, CoDA will use the currency exchange rate from the date of

           the submission of the ERR.

          All trustees and chairs must register for the Service Conference, even though registration fees are waived for Board

          members and standing Committee Chairs.

         

          This motion if passed at 2013 CoDA Service Conference will be retroactive to start 7/1/2013.

Intent To set the CoDA Mileage Rate and Per Diem equal to US Government approved rates and eliminate the need to pass

          a motion each year to keep these rates current.

         If passed the mileage rate will become 56.5 cents per mile.

         If passed the Per Diem rate will become $46 per day or $34.50 for 75% of a travel day.

Remarks       When we passed the ERP last year, we knew that it was not perfect.  We found out that we needed to make an

             adjustment in this area to be consistent with the desire to reimburse our volunteers at a rate that is fair to both the

             volunteer and CoDA.

            

             Current version of Expense Reimbursement Policy, Appendix A, reads:

             Per Diem rates and mileage rate changes are approved at the CoDA Service Conference,

             • Mileage rate is 50c per mile (CSC Approved 2011)

             • Per Diem is $40 per day(CSC Approved 2011)

             Per diem will be paid in full on all days except the travel days, which will be paid at 75% unless travel began

             before 7:30am, or completed after 6pm, in which case the full amount will be paid. The actual currency conversion

              rate should be used in submitting ERRs when there is documentation available to support it. Otherwise, CoDA

             will use the currency exchange rate from the date of the transaction.

             All trustees and chairs must register for the Service Conference, even though registration fees are waived for Board

             members and standing Committee Chairs.

            

             Pro: 31

             con: 1

             abstain: 2


                                          CoDA Service Conference Items                                                                         Page                                                                         13

MOTION  13024        7/10/2013 Vote 2/3 VOTE       Committee                           Finance Name      Lou

Subject  motion 3

Item:  That the Expense Reimbursement Policy section 3.a. Transportation, subsections Airlines:, Private Automobile:,

          and Shuttle Bus, Courtesy Cars, Taxis and Parking: be amended to read:

          Airlines: Tickets should be purchased in advance. All air travel must be economy or coach class. Special, low-cost

          rates should be used when possible. The use of frequent flier miles will not be reimbursed. Where a trusted servant

          adds some private travel to his/her service trip, he/she should submit a quote for travel to and from the meeting as

          well as the receipt for the actual travel. He/She will be reimbursed the lower amount.

          Example: A trusted servant from San Francisco (SFO) travels to Orlando for a face to face (f2f). Instead of flying

          directly back to SFO, she makes a side trip to Miami, then flies home from Miami. At the time she books her flight

           from SFO to Orlando to Miami to SFO, she also obtains a quote for a round trip flight from SFO to Orlando and

          back. That round trip flight is less expensive than her actual flight, so she claims that amount for her airfare on the

          Expense Reimbursement Request (ERR). She includes with her ERR the actual airfare receipt as well as the quote

          for the round trip flight from home to f2f location. If her actual flight had been less expensive than the round trip

          estimate, she would claim the actual cost. In either situation, she is only entitled to reimbursement for the less

          expensive flight.

         

          Private Automobile: CoDA business use of a privately owned automobile is reimbursed at the CSC approved rate

          per mile (see Appendix A). The mileage reimbursement rate covers all automobile related expenses including

          insurance.

          Reimbursement for the total cost to drive to and from a meeting may not exceed the cost of an economy airfare plus

          related ground travel related to flying that is normally covered by this policy.  It is the trusted servant’s

          responsibility to submit a quote for air travel for the meeting to determine the airfare.  Per Diem is reimbursable only

           for the amount of time it would have taken to fly.

         

          Shuttle Bus, Courtesy Cars, Taxis and Parking: Use shuttle bus and courtesy cars to and from airports and hotels.

          Where taxis are necessary, members are encouraged to share taxis whenever possible.  If a private automobile is used

           for travel to and from the airport, round trip mileage can be reimbursed at the current mileage rate.  If a trusted

          servant uses his/her car to transport other trusted servants to dinner, transportation centers, etc. as part of CoDA

          service, his/her mileage can be reimbursed at the current mileage rate.

Intent To adjust the Expense Reimbursement Policy (ERP) so that it does not penalize someone who drives instead of

         flying especially if the cost to get to and from the airport is substantial.  Parking at/near the airport could be included.

          

         Also when a private car is used for transporting trusted servants to & from airports, meals away from the hotel site in

         conjunction with a F2F, etc. a trusted servant’s submission for reimbursement for miles driven is covered by policy

         not by exception.

         Also to put the responsibility onto the trusted servant to document airfare for theoretical travel if their itinerary is

Remarks       When we passed the ERP last year, we knew that it was not perfect.  We found out that we needed to make an

             adjustment in this area to be consistent with the desire to reimburse our volunteers at a rate that is fair to both the

             volunteer and CoDA.

             We have had an ERR turned in that needed to have clarification in each of these areas. In one case a trusted servant

              lived between airports and found it easier to drive than fly.  His total mileage was capped by the policy.  If he had

              flown the amount reimbursed would have been more that the airfare alone which capped the volunteer’s

             reimbursement.  Another trusted servant met airplanes and provided local transportation for a small F2F.  Others

             received rides to the airport instead of leaving a car at the airport.  These changes will make approval of ERRs

             easier and fairer for all involved.

            

             Pro: 31

             con: 0

             Abstain: 2


                                          CoDA Service Conference Items                                                                         Page                                                                         14

MOTION  13025        7/10/2013 Vote 2/3 VOTE       Committee                           Finance Name      Lou

Subject  motion 4

Item:  That the Expense Reimbursement Policy section 5.  Travel Advance be amended to read:

         

          Members may apply for an advance of up to 100% of your estimated out-of-pocket expenses for by using the Expense

           Advanced Request  form. The minimum amount of an advance is $200.

          The Advance claim can be madeno more than 90 days before departure for international travel and 60 45 days prior

          to the departure for US travel.(amended to remove 30 days maximum on payment)

         

          However, if there is a significant price advantage by purchasing further in advance for travel outside the US, the

          member seeking reimbursement may submit details to the Treasurer and Finance Chair for an exception.

          Advances must be refunded to CoDA immediately when a trip is cancelled or postponed. No advances will be made

          if a member has an outstanding advance.

Intent to enable those traveling for CoDA service work to be reimbursed quickly and fairly without placing a financial

         burden on the volunteer.

Remarks       For some trusted servants, not having a 100% advance is a financial burden.  By adjusting our advance policy

             they will continue to be able to serve.

             International travel usually benefits from a greater advance planning and reservations. If advance planning is

             encouraged, the expense to CoDA should be less.

             Pro: 29

             Con: 0

             Abstain:4

MOTION  13026        7/10/2013 Vote MAJORITY     Committee                           Finance Name      Lou

Subject  per diem motion 5.1

Item:  That the Expense Reimbursement Policy section 3.c. Per Diem Allowance be amended to read:

                        

          3.c. Per Diem Allowance

          CoDA members on business are given a per diem allowance for meals and incidentals.  This allowance is approved

          at CSC (see Appendix A.) Per diem will be paid in full on all days except the travel days, which will be paid at

          75% unless travel began before 7:30am in trusted servant's time zone on day of departure or completed after 6pm  in

          trusted servant's time zone on day of return in which case the full amount will be paid.  

         

          In the event that a trusted servant attends a face to face/CSC and does not have to travel, he/she is allowed a per

          diem at the standard rate.

Intent To clarify the application of our Per Diem allowance and not to penalize the trusted servant who lives in the locality

         of a F2F and when their car is used to transport out of town trusted servants to dinner, etc. away from the F2F site.

Remarks       When we passed the ERP last year, we knew that it was not perfect.  We found out that we needed to make an

             adjustment in this area to be consistent with the desire to reimburse our volunteers at a rate that is fair to both the

             volunteer and CoDA.

            

             Pro: 18

             Con: 10

             Abstain:4

MOTION  13027        7/10/2013 Vote 2/3 VOTE       Committee                           Finance Name      Lou

Subject  Motion 8

Item:  That the Expense Reimbursement Policy, section 8. Policy Exceptions: be amended to read:

          8. Policy Exceptions

          A policy cannot foresee every possibility and/or expense. A CoDA member who wants to file for an exception needs

          to submit relevant documentation first to the Finance Committee.  If the Finance Committee approves the exception

          it will be forwarded to the CoDA Board for approval. And obtain A written approval decision from the CoDA Board


                                          CoDA Service Conference Items                                                                         Page                                                                         15

           and/or Finance committee will be issued. The decision can be appealed to the CoDA Board.

Intent To allow the Finance Committee to do committee work and the Board to approve work done in considering

Remarks       This change will help establish a chain of communications for the processing of exceptions to the ERP.

            

             Pro: 26

             Con: 0

             Abstain: 2

MOTION  13028        7/10/2013 Vote 2/3 VOTE       Committee                           Finance Name      Lou

Subject  motion 7

Item:  That the Expense Reimbursement Procedure be amended to read: (Bold Italic added)

         

          Submit all Expense Reports as described below:

         

                        Email submission is preferred. (Scan documents and insert in email.) Any other form of submission may result in

          delays.

                        Submit ERRs to the bookkeeper with a CC to the treasurer (treasurer@coda.org) and both “Approvers” (see chart

          below.)

Intent To adjust the Expense Reimbursement Procedure so ERRs are copied to the treasurer so that the treasurer knows that

          an ERR is in process.

Remarks       By submitting a copy of the ERR to the treasurer, the treasurer can monitor the progress of ERRs that are waiting

             processing, approval, and issuance of a check.  The Procedure was approved at 2012 CSC (MOTION 12031 

             7/11/2012)

            

             Pro: 31

             Con: 0

             Abstain: 3

FYI         13029        7/10/2013 Vote                    Committee CO-NNections                Name Chuck

Subject  Report

Item:  Read report and goals.

Intent

Remarks

FYI         13030        7/10/2013 Vote                    Committee                           TMC Translation                     Name Gerry et al

                                                                                   Management

                                                                                   Committee

Subject  report

Item:  Presented report

Intent

Remarks

MOTION  13031        7/10/2013 Vote 2/3 VOTE       Committee                           Translation Name      Gerry

                                                                                   Management

                                                                                   Committee

Subject  Motion #1

Item:  To make the following changes to the Fellowship Service Manual  Section 07 Board Overseen Service Functions

          and CoDA Standing Committees, and Other CoDA Bodies – Page 38 Translation and Management Committee

          (TMC)

         


                                          CoDA Service Conference Items                                                                         Page                                                                         16

          To replace:

         

          The Translation Management Committee (TMC) designs and manages the process by which

          Conference Endorsed literature is translated.

          •The TMC communicates with CoDA entities who want to carry the message by translating our

          literature.

          •The TMC also manages the contracts between CoDA and other entities that translate and

          distribute literature in languages other than English.

          •The TMC welcomes new members, and especially needs experience with email, contracts and

          copyright issues.

         

          With:

         

          TMC Descriptions

          Mission:

          The Translation Management Committee’s mission is to carry the message to codependents worldwide whatever

          their language.

          Purpose:

          The Translation Management Committee assists individuals, groups, and Voting Entities around the world to find

          and/or create CoDA-Approved literature and materials translated into their own language(s).

          Function:

                 The Translation Management Committee designs and manages the process by which CoDA Conference

          Endorsed Literature is translated.

                 The Translation Management Committee  communicates with CoDA entities who want to carry the message

          worldwide using CoDA Conference Endorsed Literature

                 The Translation Management Committee assists and coordinates the translation of CoDA Conference

          Endorsed Literature.

          The committee basically has two areas that it is working in:

          (1)  The United States:  Translate documents into other languages for use within the United States.  CoRe (CoDA

          publisher) will publish and distribute these materials within the United States. 

          (2)  Outside the United States:  Assist groups to translate material into their language.  These groups will later

          publish and distribute these materials themselves. This task is accomplished by volunteer groups representing their

          VE.

          If you are interested in assisting in this work in any way, please contact the Translation Management Committee via

           email at tmc@coda.org.

Intent To update the TMC description to more clearly represent what the main TMC functions are.

Remarks       Pro: 23

             Con: 0

             Abstained: 3

MOTION  13032        7/10/2013 Vote                    Committee                           Outreach Name      Annie S

Subject  report

Item:  Gave presentation

Intent

Remarks

FYI         13033        7/10/2013 Vote                    Committee                           Proactive Outreach   Name               John

                                                                                   Task Force

Subject  report

Item:  Gave presentation

Intent

Remarks


                                          CoDA Service Conference Items                                                                         Page                                                                         17

MOTION  13034        7/10/2013 Vote UNANIMOUS  Committee                           Proactive Outreach   Name               John

Subject  MOTION #1

Item:  To move that the functions of the Outreach email rotation group be a sub-committee of Communications and update

          Section 7 in the  Fellowship Services Manual (FSM)  description of Outreach Committee  be placed under section

          titled Communications Committee and renamed CoDA Email Team (CET). Thereby making it a subcommittee

          under Communications with changes made as written below:

         

          The CoDA Email Team (CET) is a group of actively recovering codependents that serve as the ‘customer service’

          branch of CoDA.  We are fulfilling step 12  through  email rotation service work.  

         

          Our service work involves educating people about the CoDA Fellowship and connecting codependents with

          meetings worldwide. We provide information about face-to-face (f2f) and online CoDA meetings. We answer both

          general and specific questions about CoDA, and share our experience, strength, and hope (ESH). When appropriate,

          we refer others to specific CoDA Committees.

         

          CET  assists in updating domestic, regional, and international contact information and meeting lists by forwarding

          information to the Fellowship Service Office. Where we can, we connect different people in the same region who

          want to start meetings. One of our goals is to be proactive in reaching out to and connecting other codependents.

         

          Most of CET's service work takes place online through email; therefore, CET  members ought to have an affinity

          and ability to communicate effectively over email. People interested in serving on the team should have at least one

          year of active CoDA recovery.

Intent   The current function of this valuable service better fits under Communications as it is similar to the C-phone group

         that is already under Communications.

Remarks       FSM currently reads:

             Outreach Committee

             The CoDA Outreach Committee (Outreach) is a group of actively recovering codependents that serve as the

             ‘customer service’ branch of CoDA. Through Outreach service work, we are fulfilling Step 12.

             Our service work involves educating people about the CoDA Fellowship and connecting codependents with

             meetings worldwide. We provide information about face-to-face (f2f) and online CoDA meetings. We answer both

             general and specific questions about CoDA, and share our experience, strength, and hope (ESH). When

             appropriate, we refer others to specific CoDA Committees. Outreach assists in updating domestic, regional, and

             international contact information and meeting lists by forwarding information to the Fellowship Service Office.

             Where we can, we connect different

             people in the same region who want to start meetings. One of our goals is to be proactive in reaching out to and

             connecting other codependents. In 2004, we developed a Spanish Outreach subcommittee to assist Spanish-

             speaking codependents worldwide.

             Most of Outreach's service work takes place online through email; therefore, Outreach members ought to have an

             affinity and ability to communicate effectively over email. People interested in serving on the CoDA Outreach

             committee should have at least one year of active CoDA recovery.

            

             The new FSM will read:

            

             The CoDA Email Team (CET) is a group of actively recovering codependents that serve as the ‘customer service’

              branch of CoDA.  We are fulfilling step 12  through  email rotation service work.  

            

             Our service work involves educating people about the CoDA Fellowship and connecting codependents with

             meetings worldwide. We provide information about face-to-face (f2f) and online CoDA meetings. We answer both

             general and specific questions about CoDA, and share our experience, strength, and hope (ESH). When

             appropriate, we refer others to specific CoDA Committees.

            

             CET  assists in updating domestic, regional, and international contact information and meeting lists by

             forwarding information to the Fellowship Service Office. Where we can, we connect different people in the same

             region who want to start meetings. One of our goals is to be proactive in reaching out to and connecting other

             codependents.


                                          CoDA Service Conference Items                                                                         Page                                                                         18

            

             Most of CET's service work takes place online through email; therefore, CET  members ought to have an affinity

             and ability to communicate effectively over email. People interested in serving on the team should have at least

             one year of active CoDA recovery.

            

             Made the following change on 5/22/13:

             To move the current functions of the Outreach Committee to be a sub-committee of Communications.  To move

             that the functions of the Outreach email rotation group be a sub-committee of Communications. The current

             function of this valuable service better fits under Communications as it is similar to the C-phone group that is

             already under Communications.

             Pro: 32

             Con: 0

             Abstained:0

MOTION  13035        7/10/2013 Vote UNANIMOUS  Committee                           Proactive Outreach   Name               John

Subject  motion 2 repurpose Outreach Committee

Item:  Motion:  To repurpose the current Outreach Committee with a new committee description to be developed by the

          committee for approval by Conference 2014. Committee work based on the Proactive Outreach Task Force

          suggestions will coontinue throughout the year.

Intent The intent of the motion is that the CoDA Fellowship have a standing committee whose focus is on carrying the

         message to codependents who still suffer in CoDA and outside of CoDA.  The purpose will be to address, but not

         limited to, all Outreach/Inreach tasks as identified in the Proactive Outreach Task Force (POTF) report to 2013 CSC.

           It will also give a home for the POTF project groups to continue their work.  This committee will be available to

         work in conjunction with and to offer support to other committees that already perform outreach/inreach type

         activities.

Remarks       Potential outreach tasks/activities may include but are not limited to:

             1. - Ongoing support and communication mechanism for existing CoDA groups

             2. - Facilitating outreach by CoDA groups, Intergroups/Voting Entity (VE)

             3. - Public Service announcements/ presence on Facebook/ You Tube, etc.

             4. - Presenting CoDA as a response to violent events on news, etc.

             5. - Developing a list of CoDA workshop leaders and speakers

             6. - CoDA presence at events recovery and non-recovery (i.e. health fairs and professional meetings)

             7. - Written materials directed to specific groups and individuals

             8. - Making better use of available resources (databases, ideas, etc.)

             9. - Encourage and support service workers

             10. Develop and maintain a clearinghouse of possible ways to carry the message.

            

             Pro: 31

             Con: 0

             Abstained:0

MOTION  13036        7/10/2013 Vote 2/3 VOTE       Committee                           Proactive Outreach   Name               John

Subject  Motion #3

Item:  To change the Fellowship Services Manual (FSM) Section 5 Voting Entity Service, pg 22 to read as follows:

         

          Voting Entity Delegates

          The Voting Entity Delegate is a service volunteer who is selected/ elected at the Voting Entity or by other means

          determined by the group conscience of the Voting Entity members. The Voting Entity Delegate is that Voting

          Entity's representative to the CoDA Service Conference.

          The primary function of the Voting Entity Delegate is to facilitate communication between the Voting Entity and

          CoDA.  This includes attending CoDA's Service Conference to vote, on behalf of the Voting Entity, on Conference

          motions affecting CoDA as a whole.  Also, a Delegate is invited to  join committee(s) or other services at the world

          level, thus performing service in accordance with Tradition Seven. This valuable participation builds important


                                          CoDA Service Conference Items                                                                         Page                                                                         19

          relationships at the World level, therefore fostering the communication within the whole Fellowship.

          Ideally, a Voting Entity Delegate has worked the Twelve Steps with a CoDA sponsor or “Step study” group and

          has a practical and spiritual knowledge of the Twelve Traditions. The job is rewarding, gratifying, and spiritually

          uplifting, providing exposure to the enormous experience of the group conscience at the CoDA level.

Intent To provide World Service committees and other entities with a source of information about Voting Entity (VE) 

Remarks       At the CoDA World Service Conference the fellowship informs the CSC of their needs and the needs are shared

             with the fellowship through the exchange of ideas.  Service on committees fosters and encourages multiple ways of

              information to be exchanged between delegates, VE, and committees.  Any delegate who joins world service

             impacts the fellowship as a whole by their participation in multiple levels of the inverted pyramid.

            

             Pro: 29

             Con: 0

             Abstained: 3

FYI         13037        7/10/2013 Vote                    Committee                           Webmater Name      Leo C.

Subject  Report

Item:  Spam is down

          Activity is  manageable (except leading up to conference)

          Website manageability is poor

          A Request for Proposal per redesign of website is very good

Intent

Remarks

FYI         13038        7/10/2013 Vote                    Committee                           Spanish Outreach   Name

                                                                                   Committee

Subject  Report

Item:  Gave presentation

Intent

Remarks

MOTION  13039        7/10/2013 Vote UNANIMOUS  Committee                           Spanish Outreach   Name         Mercedes

Subject  Motion to change description of committee

Item:  Spanish Outreach Committee (SpO) would like to add its name and this description to the list of CoDA

          Committees in the Fellowship Service Manual:

          Spanish Outreach  (SpO) was first established as a subcommittee of Outreach in 2003, and it became a Standing

          CoDA Committee at the 2011 CSC.

         

          Spanish Outreach receives emails from many parts of the World. We provide assistance to start, and register new

          meetings, answer questions regarding availability of Spanish literature, and how it can be obtained, translate for

          other CoDA Committees, the Webmaster, and the Fellowship Service Worker (FSW).  Some of the Spanish

          Outreach members are volunteers to answer the Spanish phone line, and others are in charge of moderating the

          Spanish announcement list. (espcoda@codependents.org)

Intent Our purpose is to let readers know CoDA has a Spanish Outreach Committee.

Remarks       (We petition this description be added in the FSM)

            

             Background and general description.

            

             Spanish Outreach was first established as a subcommittee of Outreach in 2003, and it became a Standing CoDA

             Committee at the 2011 CSC.  A brief description follows:


                                          CoDA Service Conference Items                                                                         Page                                                                         20

            

             Spanish Outreach receives emails from many parts of the World. We provide assistance to start, and register new

             meetings, answer questions regarding availability of Spanish literature, and how it can be obtained, translate for

             other CoDA Committees, the Webmaster, and the FSW.  Some of the Spanish Outreach members are volunteers

             to answer the Spanish phone line, and others are in charge of moderating the Spanish announcement list. (espcoda)

            

            

             Pro: 31

             Con: 0

             Abstained:0

FYI         13040        7/10/2013 Vote                    Committee                           Quarterly Service     Name             Lisa B

                                                                                   Report

Subject  report

Item:  Gave report

Intent

Remarks

MOTION  13041        7/10/2013 Vote UNANIMOUS  Committee                           floor   Name Dave s

Subject  adjourn

Item:  2nd Annie S

Intent

Remarks

ACTION   13042        7/11/2013 Vote                    Committee                           facilitator Name      Michelle

Subject  Quorum count

Item:  Count = 30, quorum is 16

Intent

Remarks

MOTION  13043        7/11/2013 Vote 2/3 VOTE       Committee                           facilitator Name      Michelle

Subject  motion to accept minutes as amended

Item:  move= Florence

          2nd Barbara

Intent

Remarks       pro: 31

             con: 0

             abstain: 1

FYI         13044        7/11/2013 Vote                    Committee                           Literature Name      Leslie

Subject  report

Item:  Gave report

Intent

Remarks

ACTION   13045        7/11/2013 Vote                    Committee                           Issues Mediation  Name           Natasha

Subject  committee elections

Item:  Kevin M. WA


                                          CoDA Service Conference Items                                                                         Page                                                                         21

Intent

Remarks

MOTION  13046        7/11/2013 Vote UNANIMOUS  Committee                           Issues Mediation  Name             Leslie

Subject  to accept all IMC election nominees by acclamation

Item:  Moved by Leslie

          2nd Dave S

Intent

Remarks       pro: 28

             con: 0

             abstain: 0

ACTION   13047        7/11/2013 Vote                    Committee                           Name Michelle

Subject  quorum count

Item:  Quorum achieved

Intent

Remarks

FYI         13048        7/11/2013 Vote                    Committee                           Ad Hoc Name      Deborah & Judi

Subject  Report

Item:

Intent

Remarks

MOTION  13049        7/11/2013 Vote TABLED        Committee                           Ad Hoc Name      Deborah

Subject  Motion #1

Item:  The Ad Hoc Committee moves that CSC support the continuation

          of the Ad Hoc Committee for two years.  (Replaces earlier Motions 1, 2 & 3)

Intent The Ad Hoc Committee recommends that the CoDA Fellowship work with the

          Bridge Builder structure for a period of two years.

        

        

         Ad Hoc believes that a two year effort will give the Bridge Builder groups time

         to move from conception to action. 

        

         The goals of the Ad Hoc Committee are:

        

                      Support and enhance the work of  CoDA committees and boards

                      Achieve better communication and support, and a flatter organizational structure

Remarks       Committees would continue their work as they do now.

            

             Bridge Building groups use the experience, strength and hope of members.

            

             The Ad Hoc Committee invites committee members and boards to form and join Bridge Builder Work Group

             “bubbles.”

            

             Each Work Group “bubble” would connect those with common interests.  (ex.: Literature,       Co-NNections;


                                          CoDA Service Conference Items                                                                         Page                                                                         22

             and a CoRe representative; all branches of Outreach)

            

             An Ad Hoc committee member would be available to each Bridge Building group, to share our vision and help

             support the experience.

            

             During the next two years, Ad Hoc Committee will gather as much data and feedback, in order to evaluate whether

              or not Bridge Building efforts increase communication and enhance cooperation. 

            

             Pro :

             Con:

             Abstain:

            

             Tabled to be reconsidered and brought back tomorrow in New Business

MOTION  13050        7/11/2013 Vote 2/3 VOTE       Committee                           Service Structure   Name               Judi

Subject  Report & Motion #1

Item:  Motion:

          To replace the current Service Structure Committee(SSC) description in the Fellowship Service Manual , section 7,

          so it reads as follows:

          Service Structure Committee (SSC)

          Description

          The Service Structure Committee’s function is to serve the will of the Fellowship regarding foundational

          documents, as expressed through the CoDA Service Conference, in keeping with the Twelve Steps and Twelve

          Traditions.

          Purpose

                        Serve in an advisory capacity to the CoDA Service Conference, Board of Trustees, and the Fellowship through the

          group conscience decision making process.

                        Determine the implications of motions to modify, alter, or amend the CoDA Bylaws, Conference Protocols, CoDA

          Fellowship Service Manual (FSM), Twelve Steps, and Twelve Traditions, Twelve Service Concepts, or other

          foundational documents.

                        To support and maintain CoDA fundamental structural documents, including the Fellowship Service Manual,

          Twelve Concepts, and other documents, as directed by the CoDA Service Conference.

                        Maintain the official copy of the CoDA Fellowship Service Manual and related documents, current and historical.

          Turn over records to CoDA for archives. Date all versions.

                        Produce revised documents in a timely fashion, after changes are approved by the Conference.

                        Provide the  link to the website where the up-to-date Fellowship  Service Manual  is located. Send URL to all

          Delegates, Chairs, board members and other voting members before the CoDA Service Conference.

                        Communicate regularly with Board members, Committee chairs, Voting Entity Delegates, if email addresses are

          known, and other CoDA members or groups, offering relevant information and insight if needed.

                         Service Structure Committee Members: Role and Duties

                        Attend committee meetings and participate in teleconferences. Write, edit, and recommend resolutions and  ideas. 

          Participate in the group conscience process.

                        Consider any proposed changes to CoDA's service structure and procedures, considering compliance with the

          Twelve Steps and Twelve Traditions.

                        Refer to the Steps and Traditions when formulating opinions; cite as needed for clarity.

                        Keep confidential all matters as required; provide full disclosure for all other matters.

         

         

          Service Duties Structure Chair: Role and Duties

                         Define focus and goals of committee work, according to directions of  the CSC.  Disseminate work and develop

          time schedules to accomplish it. Distribute agenda and schedule work-in-progress priorities.

                         Maintain consistent, timely communications with committee members, the CoDA Board, CoDA Board and

          liaison, and Committee chairs when needed. Provide reports to the Fellowship in “The CoDA Quarterly Service

          Report.Manage budgets, sign and keep recorded reports and minutes of committee, keep spending forms, receipts,

          and expenses for the committee until they are reimbursed,  and remind members to maintain their expense records/

          receiptsfor telephone, travel, faxes, and mailings.

                                          CoDA Service Conference Items                                                                         Page                                                                         23

                         Submit SSC's budget by the deadline established by the CSC;   keep  a record of GC decisions,

                                        Disclose committee goals to committee members, as                            well as any legal or spiritual problems or conflicts.

                                        Request a group conscience poll for solutions with                              all committee members.

                        If problems arise, bring them to the committee for a group conscience discussion. Include Board liaison if

          appropriate/necessary.

                        Follow the Steps and Traditions in all dealings, and aid the committee in following these principles in their

          communications and work.

Intent To update the SSC’s description in the Service Manual

Remarks       This revision removes references to  SSC oversight for the Articles of Incorporation. This is a legality for which

             we have no responsibility. Also, Articles of Incorporation are almost never revised.

            

             Pro: 27

             Con: 0

             Abstain:2

MOTION  13051        7/11/2013 Vote DEFEATED     Committee                           Service Structure   Name               Judi

Subject  motion #2

Item:  SSC moves that CSC approve a new service item called the

          Short Form of the Twelve Service Concepts of Co-Dependents Anonymous

                   

          1.            The members of the Fellowship of Co-Dependents Anonymous, in carrying out the will of a loving Higher

          Power, advance their individual recoveries, work to insure the continuance of their groups and their program, and

          carry the message to codependents who still suffer.

          2.            The Fellowship of CoDA has the responsibility of determining, through its group conscience, the service work

          to be performed, and the best manner to perform such work. CoDA groups conscientiously provide adequate funding

          and support for the service work they  authorize.

          3.            Decisions about service work in the Fellowship and all CoDA affairs are made through the group conscience

          decision making process.

          4.            All those who volunteer to do service work for CoDA, by serving on committees, boards, or corporations, are

          trusted servants, not authority figures.  Trusted servants may hire individuals outside of the Fellowship for

          commercial services as allowed in our By Laws.

          5.            Trusted servants are directly responsible to those they serve, are bound to honor the group conscience decision

          making process, and uphold those decisions concerning service work. When the group conscience violates an

          individuals’ own truth, they may relinquish the service position.

          6.            The Fellowship guarantees trusted servants the right and authority to make decisions commensurate with their

          responsibilities, and to participate in group conscience decisions affecting their responsibilities.

          7.            Trusted servants practice the Twelve Steps and Twelve Traditions in their service work and in all of their affairs.

           

          8.            The CoDA Service Conference, through its group conscience decision making process, guides the Fellowship in

           making policy decisions. Although the Conference holds no authority over decisions of individuals or groups,

          sanctions may be imposed over those who consistently violate the 12 Steps and 12 Traditions.

          9.            By tradition, the CoDA Service Conference gives responsibilities to working committees composed of

          Conference Delegates and other CoDA volunteers , or to separate service boards or corporations. All are directly

          responsible to the Conference.

          10.          When the CoDA Service Conference is in session, the CoDA Board of Trustees is directly responsible to the

          Conference. When not in session, the Conference assigns its decision-making authority on material matters to the

          Trustees.

              11.  The powers of the CoDA Service Conference derive from the pre­eminent   authority of the group conscience

          decision making process. Arizona State     law gives the Board of Trustees legal rights and responsibilities to act for

          the         Fellowship in certain situations.

            

          12.     The Fellowship and its members strive to practice and encourage spiritual principles in all its material, financial, and business affairs, including     fairness, equality, and respect for individual rights. Every member within

                         CoDA has a voice; every               member has the right to know what is happening                within our Fellowship.

                                          CoDA Service Conference Items                                                                         Page                                                                         24

Intent To make the Service Concepts more accessible and easily understood, especially to our members who are new to

         service work.

Remarks       The Ad Hoc group developed a version of the short concepts in 2012. It was “tabled” to the board and the Service

              Structure Committee. 

            

             This motion is the Service Structure Committee’s group conscience, including some suggestions from the CoDA

             board.

            

             Pro: 14

             Con: 13

             Abstain: 4

MOTION  13052        7/11/2013 Vote UNANIMOUS  Committee                           Hospitals & Name      Kathy

                                                                                   Institutions

Subject  report & motion #1

Item: 

         

          Motion:

          To use funds received as 7th tradition donations to the Books for Inmates and Institutions Program for the purchase

          of the 12 Steps and 12 Traditions Workbook in addition to  to Co-Dependents Anonymous book inEnglish and

          Spanish. (matched dollar for dollar from the H&I Committee’s budget.)

Intent To make CoDA literature available to codependents in hospitals and institutions.

Remarks       At this time the 12 Steps and 12 Traditions Workbook is the only CoDA book available in Spanish. The H&I

             Committee has recently received requests for Spanish literature from inmates and residents of recovery facilities.

             Currently the funds donated to the Books for Inmates and Institutions Program can only be used to buy Co-

             Dependents Anonymous books.

            

             Pro: 32

             con: 0

             abstain: 0

ACTION   13053        7/11/2013 Vote                    Committee                           Facilitator Name

Subject  Quorum count

Item:  Quorum achieved

Intent

Remarks

FYI         13054        7/11/2013 Vote                    Committee                           International Name

Subject  reports

Item: 

          Got reports via Skype from:

          - Dubai

          - Mexico

          - Israel

          - Australia

          Other reports from Las Vegas, Germany, Canada, WA, PA

Intent

Remarks


                                          CoDA Service Conference Items                                                                         Page                                                                         25

MOTION  13055        7/11/2013 Vote                    Committee                           Events Name Scott

Subject  CoRe Board Elections

Item:  Candidates for the three open positions are:

          Dephny Z, TX

          David L, TX

          Della B, TX

Intent

Remarks       All candidates were elected

MOTION  13056        7/11/2013 Vote                    Committee                           Events Name Scott

Subject  CoDA Board elections

Item:  Christine H, AZ - trustee

          Lorraine O, WA,  - alt

          Natasha K, AZ - alt

          Charles Z, CO - alt

Intent

Remarks       All candidates were elected

MOTION  13057        7/11/2013 Vote 2/3 VOTE       Committee Communications             Name Geff & Linda

Subject  Report and Motion #1

Item:  Gave report

         

          Motion:

          To add the following bullet  point to the Communications Committee Description in the FSM, Section 7,

          as follows:

         

                        Has specific responsibilities regarding the “General Announcements” email list.

          O            Monitors that the CoDA email lists are being effectively utilized.

          O            Keeping in line with our CoDA Twelve Steps, Traditions and Concepts, creates new or recycles already written

          material for distribution. 

          O            Carries ¬¬out a group conscience (GC) on all Communications Committee created content.  If the created content

          contains information that is related to the business of other CoDA entities i.e. the CoDA/CoRE Board, or

          committees, then further approval from respective Board, committee or group will be obtained before distribution.

          O            GC any requests from other committees that the Email list Coordinator feels may be potentially inaccurate,

          controversial or not in line with our Traditions, while allowing the Email Coordinator the continued ability to make

           routine decisions and send routine mailings (local events, etc.) in accordance with his/her CSC and/or Board

          approved job description.

Intent To clarify that monitoring the “General Announcements” email list is part of the Communications Committee duties.

Remarks       The current FSM description does not address the role of the Communications Committee in monitoring the

             Email List.  They have been performing this role since the creation of the General Announcements list.

            

             Pro: 32

             Con: 0

             Abstain: 2

MOTION  13058        7/11/2013 Vote 2/3 VOTE       Committee                           Finance Name      Lou

Subject  Budget approval

Item:  Total Budget = $168,486.75

         

          motion:to approve increase in 2013 budget. (increase of $39,000)


                                          CoDA Service Conference Items                                                                         Page                                                                         26

Intent

Remarks       Pro: 29

             Con: 0

             Abstain:

             2

MOTION  13059        7/11/2013 Vote 2/3 VOTE       Committee                           Finance Name      Lou

Subject  Approve 2014 budget

Item:  Budget for 2014 = $206,793.23

Intent

Remarks       Pro: 30

             Con: 0

             Abstain: 2

MOTION  13060        7/11/2013 Vote 2/3 VOTE       Committee                           facilitator Name      Michelle

Subject  adjourn

Item:  Lisa moves

          Jane second

Intent

Remarks

ACTION   13061        7/12/2013 Vote                    Committee                           Facilitator Name      Michelle

Subject  Quorum count.

Item:  Count = 30, quorum is 16

Intent

Remarks

MOTION  13062        7/12/2013 Vote                    Committee                           Name

Subject

Item:  Loirraine moved to add 5 minutes fromn new business to old

          Addie seconded

Intent

Remarks       Pro: 24

             Con: 0

             Abstained: 1

MOTION  13063        7/12/2013 Vote                    Committee                           Floor  Name John R

Subject  Motion

Item:  moved to approve minutes of 7/11

          Lorretta seconded

Intent

Remarks       unanimous by acclamation

MOTION  13064        7/12/2013 Vote UNANIMOUS  Committee                           Board Name Lisa

Subject  motion to change seal usage

Item:  To make the following changes to the Fellowship Service manual,  Section 13, Use of CoDA Seals and Symbols

         


                                          CoDA Service Conference Items                                                                         Page                                                                         27

          Change #1

         

         

         

         

         

          To replace:

          This is the CoDA Seal; it is trademarked and may not be altered.  Registered “Voting Entities” may use it, or

          customize it by adding their name/country to the outside perimeter of the seal.  Content inside the circle may not be

          altered.  Permission to use this seal must be granted by CoDA.

         

          with:

          This is the CoDA Seal; it is a registered trademark.  Permission for registered Voting Entities and Intergroups to

          use, and/or customize by adding their name to the outside perimeter of the seal must be granted by CoDA.  Upon

          obtaining a Translation Agreement with CoDA, Inc., registered Voting Entities and/or Intergroups may translate the

           words inside the circle. No other changes are permitted. Please contact board@coda.org

         

         

         

          Change #2

         

          To replace the Trademark symbol with the Registered symbol next to our corporate seal.

         

         

          Change #3

         

          To remove the Literature seal and its associated wording since it is not being used.

         

          Change #4

         

          To add the Trademark symbol next to the two Co-NNections seals.

         

          Note: A complete version of this page with changes is in Board Motion 3 Attachment.

Intent To make it clear that our corporate seal is not just Trademarked but also Registered.

        

         To eliminate the Literature seal since it is not being used.

        

         To correct confusing wording and make very clear under what conditions our corporate seal may be used by others.

        

         To add the Trademark symbol to the two Co-NNections seals since they are used as our Trademarks although they

         are not Registered.

Remarks       Pro: 28

             Con: 0

             Abstained:0

MOTION  13065        7/12/2013 Vote UNANIMOUS  Committee                           AdHoc Name      Deborah and Judi

Subject  Motion #1 (Revised)

Item:  The Ad-Hoc Committee moves to dissolve the Ad-Hoc Committee and create the International Development Task

          Force for 1 year, made up of interested former Ad-Hoc members and open to new members. The purpose of this task

          force is to facilitate the support and growth of CoDA world-wide, and to report back to the 2014 CoDA Service

          Conference (CSC).We will move to become a standing committee at that time.This task force will request a budget

          of  $6,000 to explore technological tools to increase collaboration between these Voting Entities, and all of CoDA

          World Service, and to send a chair and one other international delegate to the 2014 CSC.


                                          CoDA Service Conference Items                                                                         Page                                                                         28

Intent

Remarks       The international work group would connect those with common interests and determine their goals by group

             conscience. 

              Committees, service entities, and CoDA members who are interested in international  structure, service &

             translation issues could join the workgroup.

            

             Some service work might include:

                       

                        Identify international needs

MOTION  13066        7/12/2013 Vote WITHDRAW    Committee                           CoRe  Name Loretta

Subject  Motion #1

Item:

Intent

Remarks

MOTION  13067        7/12/2013 Vote WITHDRAW    Committee                           Germany Name

Subject

Item:

Intent

Remarks

FYI         13068        7/12/2013 Vote                    Committee                           Events Name Nancy

Subject  Report

Item:

Intent

Remarks

MOTION  13069     &nbs