CoDA Texas Spring Board Meeting Minutes
April 27, 2013
Waco Library, East Branch
901 Elm St.
Waco, TX
10 am – 4 pm
Attending:
Board MembersPost
Karen G.Chair
Kate H.*Secretary
Calista M.Treasurer
Cindi S., Richardson, Bob M., Tyler, Dephny Z., Austin, Della B., Austin,
Gwen F., Austin, Terri S., Fort Worth, David Mc., Fort Worth (COUNT = 10)
Karen G. opened the meeting with a moment of silence, followed by the Serenity Prayer. The attendees introduced themselves.
The Twelve Steps, Traditions, and Service Concepts were read.
Gwen motioned that everyone present has a vote. Karen G. seconded. The motion passed unanimously.
SECRETARY’S REPORT
Karen G. noted a typo in the Treasurer's Report from the 2012 State Assembly minutes.David Mc moved to accept the minutes as revised (that is, with typo corrected).Della seconded. The motion passed unanimously.
TREASURER’S REPORT
Calista gave the Treasurer’s Report of 2012 finances and presented the 2013 Budget.
The group discussed the need to revise the budget to reflect the addition of the Officer rooms for State Assembly. The Treasurer’s report for 2012 also required correcting re:
- the Prudent Reserve and Operating Cash balances;
- the Retreat Income and Scholarship balance.
(See Treasurer’s Reports and 2013 Budget at the end of these minutes. These documents also correct an error pointed out to Calista by Cindi regarding a deposit the Treasurer booked and a subsequent journal entry made of the Scholarships redeemed.)
David Mc motioned to approve the Treasurer’s Report and the Budget with the changes discussed. Gwen seconded. The motion passed unanimously.
* For health reasons, Kate H. attended the meeting from Austin via Skype for approx. 3.5 hours.
OTHER VOLUNTEER POSITIONS
Retreat (Cindi S., Terri S., David Mc., Paula S., Martina V.) – Cindi S. talked about how much positive feedback she received about the latest retreat, particularly regarding the workshops, the inner child raffle, and the talent show.
There was an issue in which a person from Richardson paid in full for retreat; CoDA-Richardson also donated full tuition for the same individual. This person did not attend retreat and did not receive a refund.Since the Richardson group had no control over this person’s cancellation, CoDA TX refunded the donated tuition to the Richardson chapter.
The Retreat volunteers still need to figure out the exact number of attendees (28, 29 or 30). The inner child raffle netted $90.
The retreat committee will need postage to mail the Affirmation letters to attendees of the retreat.
David Mc., Terri S., Cindi S., and KenS. volunteered to put on the next retreat.
There was discussion about how best to improve the registration and volunteer recruitment processes.
The 2014retreat dates were announced: March 21-23.
Newsletter -- Karen is resigning as newsletter editor at State Assemblysince she has Chairperson responsibilities now. CoDA Texas will need a new editor. Karen wondered if Ellie would be interested in doing thenewsletter.
NEW BUSINESS
Bank
Calista requested that CoDA TX consider changing from its long-time banker (Compass) to another bank. The main issue is that she's been locked out of online banking. They charge for statements when banking is done that's not online.
CoDA must maintain a $1500 balance with Chase to have free checking. Otherwise, CoDA TX would pay $10/month. Compass keeps asking Calista if we have a Federal Tax ID, which we do not. There was some discussion as to whether it would be worthwhile to get one. The issue is whether or not someone who is willing to spend the time to get a Federal Tax ID will volunteer .
Calista is willing to remain with Compass for the next 6 months until a new treasurer is elected in October 2013at State Assembly.
Calista found the DBA for CoDA TX.
Action item for Calista: Find out what information Chase requires for CoDA TX to open an account (e.g., minutes, DBA, Federal Tax ID, etc.).
Delegate Conference Registration
Brief discussion concluded that the CoDA TX Treasurer will continue to register delegates for the CSC (CoDA Service Conference).
State Assembly
Dephny utilized an agenda item she had requested to discuss the 2012 State Assembly. She enjoyed the Scavenger Hunt that Charlotte from Austin presented, particularly for its use of magazine pictures to represent each step. Dephny also got a lot out of Marilyn’s workshop. A presenter herself, Dephny spoke at Assembly about how “The Wizard of Oz” relates to CoDA.
Voting Entity Issue:
A member asked about a group inventory. CoDA has a list of inventory questions in the Twelve Step and Tradition Workbook, but there is confusion about how to implement this. Thus, Texas requests that the CoDA Literature Committee (CLC) develop literature to run a group inventory.
Motion: Texas has identified a need to create literature on how to use the Steps, Traditions, Promises, and Service Concepts to perform a group inventory and make this information available in the most appropriate manner.
Intent: To assist CoDA Groups (including meetings, committees, Boards, etc.) to practice CoDA principles.
Delegates' Rooms at State Assembly
The Chair signed a letter of agreement with the Hampton Inn Dallas North to host the State Assembly. Meeting rooms are $600 plus tax, which fit in the budget for State Assembly. However, there was no line item in the budget for Board members' rooms (~$100/Board member). In 2009, a motion was passed that Delegates’ rooms as well as officers’ rooms be paid for by state with the caveat that a group would meet to determine how the money to pay for the delegates’ rooms would be collected. No committee was set up to do this. Karen compiled information from past state assemblies, which indicated some officers had donated their rooms to CoDA (see table below, excerpt from 0 CoDA TX Treasurer's Rpts multiyrs.xls), but the most money CoDA paid for Officers’ rooms was $343.83. A budget line item of $1200 for the board members’ rooms was in the following year's budget but was not present after that.
CoDA Total / State Assembly7th Tradition / Chkbook Balance-EOY / Income / Expenses / Difference / Reg Collected / St Ass Mtg Rms / State Ass Brd Rms
Austin 2012 / $1,282.45 / $5,268.97 / $2,193.77 / $2,246.88 / $(53.11) / $450.00 / $253.53 / $117.15
Tyler 2011 / $1,575.37 / $5,322.08 / $2,300.02 / $1,894.06 / $405.96 / $700.00 / $575.00 / $88,55
Houston 2010 / $1,487.21 / $4,916.12 / $2,064.58 / $2,071.59 / $(7.01) / $720.00 / $472.50 / $320.48
Ft. Worth 2009 / $826.00 / $4,923.32 / $1,947.60 / $1,890.69 / $56.91 / $1,245.00 / $709.00 / No info
Dallas 2008* / $578.57 / $4,866.32 / $5,321.57 / $5,579.49 / $(257.92) / $517.50 / $343.83
Austin 2007 / $1,004.85 / $5,324.24 / $6,104.85 / $6,873.48 / $(768.63) / $425.00 / $742.00 / $143.02
Houston 2006 / $1,139.16 / $5,972.87 / $9,630.97 / $6,686.75 / $2,944.22 / budget 450
2005 Jan-Sept / $556.09 / $3255.86 / budget 500
To add the delegates’ sleeping rooms would add an extra ~$200 to the State Assembly budget when there was no money allocated for Board members’ sleeping rooms (~$400). The Letter of Agreement with the Hampton Inn did not have a cancellation clause; so, there would not be a penalty for cancelling the meeting rooms.
After much discussion, the following decisions were made: Cindi S. and Bob M. would talk with the State Assembly Committee and let them know there was concern about the Hampton Inn's location and cost. Cindi would look for a different hotel with lower meeting room costs. If Cindi found another hotel, Karen would contact the Hampton Inn and let them know we may be canceling the Letter of Agreement. The registration fee would be increased to $35 for early registration and $45 for registration at the door to cover the assembly expenses.
Hospital and Institution Donation Issue
Cindi S. mentioned the Richardson group sent a check to the Hospital and Institution Committee (H&I) to donate CoDA books. H&I had neither cashed the checks nor acknowledged receipt of them. David Mc advised contacting the H&I Committee's Board Liaison.
Old Business
Anonymity and E-mail Communication
Before the 2012 retreat, a person wanting a scholarship was uncomfortable asking her new home group for money.Her anonymity was broken in the emails sent between the Committee Members. This situation is moot at this point; however, we do need to set guidelines for retreat scholarships and include them in the Business Procedure Document in preparationand/or an
e-mail message sent out reminding people about not breaking people's anonymity.
Action Items: Add CoDA's E-mail guidelines to procedure manual. Della will send CoDA Texas e-mail guidelines to Karen.
Fellowship Service Manual (FSM)
Many people do not know this document exists. Newsletter editor will add information about the FSM to the next newsletter. Also add information that volunteers are needed for CoDA Texas.
E-MailMailing List
No report.
Web
No report.
Seventh Tradition donation was collected.
Meeting closed around 3:40 p.m. with the Serenity Prayer.
Respectfully submitted,
Katharine H., Secretary
(Additional notes provided by Karen G., Chair)
2012 CoDA Texas Treasurer’s Report
INCOMEContributions - Tradition #7
Serenity #484 / 45.00
Serenity #074 / 70.00
Serenity #471 / 50.00
Austin #459 / 115.00
Oaklawn #150 / 70.00
Houston #008 / 36.40
Ft Worth Unity #341 / 262.05
New Braunfels #475 / 54.00
Oaklawn #149 / 153.00
Kingwood #051 / 110.00
Richardson - Weds night #207 / 30.00
Coppell #452 / 30.00
State Assembly / 7.00
Frisco #481 / 50.00
North Texas Community Service Group / 200.00
Total Tradition #7 / 1,282.45
Spring Retreat Income
Member Fees Income / 3,550.00
Scholarships / 370.00
Raffle Income / 75.00
Sub-total Income / 3,995.00
Spring Retreat Expenses
Hotel Expense / -3,192.00
Misc Exp. - supplies etc.
Sub-total Expenses / -3,192.00
Net Income - Spring Retreat / 803.00
State Assembly
Registration Fees Collected / 450.00
Raffle income / 29.00
Donation Houston CoDA / 400.00
Sub-total Income / 879.00
Cost of Meeting Rooms / -253.53
Cost of Officers and Delegates Rooms / -117.15
Donation Houston CoDA / -400.00 / -770.68
Net Income From State Assembly / 108.32
TOTAL INCOME / 2,193.77
2012 CoDA Texas Treasurer’s Report (Continued)
EXPENSESNewsletter / 269.96
Total Newsletter Exp / 269.96
Domain Renewal / 25.17 / 2 years
Web Hosting / 130.00 / 2013 pd in
December
Total Web-page Exp / 155.17
PO Box / 26.00
Total PO Box Exp / 181.17
CoDA Service Conference -
Jr. Delegate / 843
Sr. Delegate / 802.75
Delegate Registration / 150.00
Total CoDA Service Conference - / 1,795.75
TOTAL EXPENSES / 2,246.88
NET INCOME (LOSS) / -53.11
Checkbook Balance - January 1, 2012 / 5,322.08
Checkbook Balance - December 31, 2012 / 5,268.97
Less: Prudent Reserve * (see below) / -1,200.00
* Prudent Reserve Analysis
Prudent Reserve / 750.00
Scholarship fund / 200.00
Discretionary fund / 250.00
Total Prudent Reserve / 1,200.00
Note: Retreat scholarships received / 370.00
Note: Retreat scholarships awarded / 170.00
Balance Scholarship fund / 200.00
Presentedat CoDA Texas Spring Board Meeting, 4/27/2013, Treasurer, Calista M.
Proposed CoDA Texas 2013 Budget
Proposed Donations2013 Spring Retreat (25 attendees @ $150.00) / 3,750.00
Scholarship fund (rollover from 2012) / 200.00
2013 State Assembly (30 attendees @ $45.00) / 1,350.00
2013 Tradition #7 / 1,300.00
Total Proposed Donations / 6,600.00
Proposed Expenses
P. O. Box Rental / 52.00
Newsletter Mailings / 225.00
CoDA Service Conference
(Jr & Sr delegates @$850 each) / 1,700.00
(Jr & Sr delegates registration@$75 each) / 150.00
Total Service Conference Expenses / 1,850.00
Website Expenses
Domain Renewal / 10.00
Annual Web Service / 75.00
Total Website Expenses / 85.00 / * see Note
CoDA Texas - Spring Retreat - 2013
Hotel Exp (25 attendees @ $130) / 3,250.00
Misc / 150.00
Total Spring Retreat / 3,400.00
CoDA Texas State Assembly Meeting rooms / 675.00
CoDA Texas State Assembly Officer rooms / 600.00
1,275.00
Total Proposed Expenses / 6,887.00
Proposed Expenses over Proposed Donations / -287.00
* Note: Website expenses for 2013 were paid in December of 2012.
This gives us an actual proposed Net Loss of -202.00.
Presented at CoDA Texas Spring Board Meeting, 4/27/2013, Treasurer, Calista M.
Spring_13_BoardMtgMins6/25/13
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