Day 1: Friday, April 13 th

Transcription

1 RCA WSO Board of Trustees Minutes Face to Face Meeting April 13, 14, All times are EDT Day 1: Friday, April 13 th Site Location: Hilton Garden Inn Atlanta North/Alpharetta 4025 Windward Plaza, Alpharetta, Georgia, USA Evening Session: 4:50pm 7:30pm Note: no remote connections trustees and members on-site only Section I: 1. 4:50 4:55 Opening a. Serenity prayer 2. 4:55 5:00 Call to Order a. Board Roll Call b. Visitors Introduction Board Chair Ruth B Yes irw Debbie V Yes Vice- Chair Tami H Yes irw Matt H Yes Treasure Dave R irw Kelly R Secretary Lyralen K irw Judy S Michele B irw Tyler B Mike N irw Liz N Steve S Yes irw Sherry S Yes Jennifer Y irw Buddy H Site tour: 5:00pm to 5:30 pm Hotel site tour for Atlanta Convention bid Review of site selection for the 2015/2016 Atlanta Convention bid. Positive consensus from attending members. Fellowship: 6:00pm to 7:30 pm Board Dinner together Printed on: Friday, April 20, 2012 Page 1 of 8

2 Restaurant directly across the street from the hotel. Review very positive. Morning Session: 9:00am - 11:30am Minutes Day 2: Saturday, April 13 th Site Location: Hilton Garden Inn Atlanta North/Alpharetta 4025 Windward Plaza, Alpharetta, Georgia, USA Connection information: Phone: (209) or Skype in at freeconferencecallhd The access code for both the phone and Skype is: Section I: 1. 9:00 9:10 Opening a. Welcome (Ruth & Debbie) b. serenity prayer (Matt & Tami) c. Set aside prayer (Jennifer & Buddy? Tyler & Michele?) d. mission statement (Steve & Sherry) e. vision statement (Dave & Kelly) f. read traditions (Mike & Liz) g. read business safety guidelines 2. 9:10 9:15 Call to Order a. Board Roll Call Board Chair Ruth B yes irw Debbie V yes Vice- Chair Tami H yes irw Matt H yes Treasure Dave R no irw Kelly R yes Secretary Lyralen K yes irw Judy S Arrive late Michele B no irw Tyler B no Mike N yes irw Liz N no Steve S yes irw Sherry S yes Jennifer Y yes irw Buddy H yes b. Visitors Introduction Dan & Kate c. approve minutes: Printed on: Friday, April 20, 2012 Page 2 of 8

3 Motion made by Ruth: to accept minutes from March 11, 2012 meeting. 2 nd Steve. Unanimous passed. 3. 9:11 9:25 Board check in (personal questions, comments, thoughts or concerns?) 4. 9:30 10:05 Monthly Reports a. Treasures report - Dave (9:17-9:19) b. Merchandise Report Bob F c. Communications Report Bob P i. Dan will write /letter d. Website Report e. List keeper Report Debbie f. Structure Committee Ruth g. Literature: (Kate reports in) working on 3 pamphlets (philosophy pamphlet), h. Outreach: Kate reports in Motion made by Ruth, 2 nd from Matt: to accept reports for April. Reports accepted. Section II: Old business 1. 10:05 10:00 Action item list review and clean up Break 10:10 10: :25 11:35 Structure Topics (concepts pulled, fellowship approval for Step up to Love) a. Stipend for board i. Fellowship approved (at business meeting), in policies & procedures ii. Does it need to go in by- laws because of financial commitment b. Meeting requirements i. New draft came thru 11pm 4/13 ii. Defining what special focus, open, closed means in RCA iii. Ruth proposed that this is taken to an discussion iv. Tami motion that title is changed to RCA/WSO Meeting posting policy. 2nded motion Sherry. Lyralen abstained, motion passed. c. Literature Guidelines i. Dan sent with proposed policies and procedures. Reviewal begun. ii. Ruth motioned Board will submit this Literature Topic for business meeting approval. 2nded by Steve. Motion passed unanimously :20 11:30 Wrap up morning: a. Next session begins at 2:00pm today Goals and projects! b. Check on directions and transportation to afternoon location c. Next virtual board meeting is May 13, 2012 d. Read Closing and serenity prayer (Mike & Liz) Printed on: Friday, April 20, 2012 Page 3 of 8

4 Lunch 12:00pm 1:30pm Afternoon Session: 2:00pm - 5:00pm Connection information: Phone: (209) or Skype in at freeconferencecallhd The access code for both the phone and Skype is: :00 2:10 Opening a. Welcome and serenity prayer b. read business safety guidelines 2. 2:10 2:15 Call to Order a. Board Roll Call Board Chair Ruth B yes irw Debbie V yes Vice- Chair Tami H yes irw Matt H yes Treasure Dave R No irw Kelly R YES Secretary Lyralen K No irw Judy S YES Michele B N irw Tyler B N Mike N Arrive late irw Liz N N Steve S Yes irw Sherry S YES Jennifer Y Arrive late irw Buddy H YES Visitors Introduction: KATE & DAN, Bob P, Kathy (Outreach) 3. 2:15 2:25 Last year s action items pending from ABM a. Translation policy being fleshed out by structure progress Tami i. LIT Committee need to consult with other Fellowships, who translates, how to get translation and know it reflects message. Structure working on policy. b. Banner funding and care progress Tami Nationwide is possible option for Public storage. Shipping account shared with Literature shipping? Should Banners be standard size? Ruth will contact Bob F regarding RCA Shipping account. i. Create a RCA UPS account for shipping? Printed on: Friday, April 20, 2012 Page 4 of 8

5 ii. Create a U- Haul corporate account for storage anywhere? Section III: New business 4. 2:25 2:30 Quote for website corrections and couples contact section - Done already Motion made by Ruth, 2nded by Buddy etc: to accept quote and direct web team to proceed. Passed unanimously. Section I: Fellowship Q&A This section is reserved for members of the fellowship if they would like to come and ask questions, make comments or share concerns. At the moment we have no one on the docket, but will amend the agenda accordingly to hear from any who contact the chairperson@recovering- couples.org before April 11 th, 2012 Section II: Committee Review 1. 2:30 4:30 5 minutes or less - reports requested for Annual Report Committee chairs will be contacted requesting that they submit a report for the annual report. Request if they (or another member of their committee) would join us give the trustees a brief (5 min) report on projects, progress and challenges. a. Regions i. Sweden update and check in - Sweden not on call. Are selling RCA literature? Copyright? Need discussion with Sweden about Literature sales. Have meeting at Annual Business Meeting b. Committees i. Technology committee Need committee so more people have Tech info & so have committee who can make Technical recommendations (or be liaison with consultants) ii. Outreach committee Will use website to find current meeting list and call to see if meetings still exist. They will send defunct meetings to have (Elise?) removed from website. iii. Structure committee Need Archives from Business Meetings to add to the Members Only Structure Archive section of website; Creating doc about what Structure does. RCA Archives as a whole? iv. Literature committee Motion made by Ruth: Use the existing two page contract for anyone who wants to create new literature. Second: Tami. Motion Passed unanimously. v. Merchandise Services committee no report vi. Daily Reader committee - Needs submissions. Suggestion to Table committee? Use back issues of the Hand in Hand? Connect with Lit committee. Suggestion to publish Daily Reader stories. Convention workshop? Printed on: Friday, April 20, 2012 Page 5 of 8

6 Section III: Projects & Goals vii. Ethics committee No Report\No Issues. MM wants to step down as chair. Need description of what Ethics does. viii. 7 th tradition committee No issues or concerns c. Service positions i. List keeper (Sponsorship coordinator?) No list anymore. Deb tries to connect people. How can RCA support this? What about co- sponsorship? ii. Meeting coordinator - 11 new meetings and 1 closing. Uruguay! Virtual meeting taken off no response when contacted. iii. Convention liaison Position doesn t work as a resource. Useful is Documentation for Convention committees. Convention Committees need convention sponsors to help. Convention material needs to be reviewed by literature committee. iv. Hand- in- Hand (editor?) Groups can get 10 packs to do Outreach. What about editing of articles? v. Card Writer OK vi. Web Team 4-5 people who show up to help. Be part of Tech committee. vii. RCA Postmaster does not exist yet. Request from Web team to have someone look at s and document where they go. Someone needs to know the Structure of RCA. Revamp ing process. Document what the job is. Will look in the Tech committee. d. Defunct? i. Translation committee structure/literature no committee Ruth makes Motion to disband Translation committee Matt Second. Motion Passed unanimously ii. Growing the fellowship? To public relations? Tabled iii. Executive search committee No interest. Ruth makes Motion to disband Executive Search Committee Steve seconds. Motion Passed unanimously 1. 4:30 4:55 Policy for committees and service positions (see attached) a. Required Committee Process b. Service position process c. Teams and focus groups d. Responsibilities and authority Need for better communication from committees to Board. Role of Liaisons has been confusing. Suggestions - Use Ethics committee to contact vice chairs if no report is received. Postmaster to send s to everyone on a committee or to designated persons. Work in Progress. 1. 4:55 5:00 Wrap up: a. Next virtual board meeting is May 13, 2012 b. Serenity prayer Printed on: Friday, April 20, 2012 Page 6 of 8

7 End of Sat Meeting Day 3: Sunday, April 15 th Morning Session: 9:00am - 11:30am Note: no remote connections trustees and members on-site only Site Location: Hilton Garden Inn Atlanta North/Alpharetta 4025 Windward Plaza, Alpharetta, Georgia, USA :00 9:10 Opening serenity prayer and check in Section I: Projects & Goals 2. 9:10 9:30 Public relations a. IITAP Group - International Institute for Trauma and Addiction Professionals b. Internet postings (i.e.: Just Love Website) c. Professional connections for conferences and meetings (i.e.: Stefanie Carnes) d. Getting the word out (ie: Yucaipa, CA group and Colorado group downloadable meeting flyer) e. Speakers for radio, television or media f. Growing the fellowship public relations? Tami - will speak to Outreach regarding changing this committee to a public relations committee/team GTF will lead creation of a workshop on public relations Ruth will instruct Merchandising to create stickers Public Outreach Copy Not for Sale for libraries and other outreach Ruth will put on next agenda vote for $10 price for above books to make available to groups 3. 9:30 10:00 Virtual Management group a. Consider virtual office management b. Recordings and records c. Bring a speaker to your meeting d. Public Relations Director? Steve and Sherry - will lead a conversation regarding logistics of creating a paid position of Virtual Office Manager Printed on: Friday, April 20, 2012 Page 7 of 8

8 Section II: Annual Business Meeting - Memphis 1. 10:00 10:15 Structure of meeting a. Topics for voting b. Lunch for attendees Tami will contact Memphis regarding other/more choices for WSO lunch. c. Sound and seating review Tami - will pass on room and seating ideas to Memphis d. 2 Microphone safety people Need 3 and help for technology center for voting e. Sunday election procedure? Structure 2. 10:15 10:35 Ideas and organization a. RCA trivia? Board trivia? Ask- it- basket? Ruth/board create Board trivia questions b. Encouraging board service? Break 10:35 to 10:45 Section V: Board Assessment 1. 10:45 11:15 Traditions and Concepts a. Review last 4 Tami/Debbie (9-12) Ruth Put on agendas Concept 9&10 for May and 11 & 12 for June b. For next year: i. Vote to have structure and the board bring forward Ruth put concepts into new board packet and P&P manual ii. Put in policies manual iii. Check on AA approval Structure For next year seek AA approval to adapt concepts iv. Start discussion in forum v. Create a booklet Defer to next year 2. 11:15 11:25 What can we leave for the next board a. Passions, ideas, dream catcher? Ruth - Create board service guidelines and review with Dan 3. If time permitting WSO Inventory - Share ESH regarding Next Board: Propose including some of these questions in agenda? a. Board b. Coupleship c. Self Section VI: 2. 11:25 11:30 Wrap up: a. Next virtual board meeting is May 13, 2012 b. Serenity prayer 4. Printed on: Friday, April 20, 2012 Page 8 of 8