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RCA WSO Board of Trustees Minutes
Face to Face Meeting
April 13, 14, 15 2012
All times are EDTDay 1: Friday, April 13
thSite Location:
Hilton Garden Inn Atlanta North/Alpharetta
4025 Windward Plaza, Alpharetta, Georgia, USA 30005
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
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
2011 – 2012 Board
Present Present
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
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Restaurant directly across the street from the hotel. Review very positive.
Minutes
Day 2: Saturday, April 13
thMorning Session: 9:00am -‐11:30am
Site Location:
Hilton Garden Inn Atlanta North/Alpharetta
4025 Windward Plaza, Alpharetta, Georgia, USA 30005
Connection information:
Phone: (209) 647-‐1600 or
Skype in at freeconferencecallhd.2096471600
The access code for both the phone and Skype is: 861985
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
b. Visitors Introduction Dan & Kate
c. approve minutes:
2011 – 2012 Board
Present Present
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
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Motion made by Ruth: to accept minutes from March 11, 2012 meeting. 2nd 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 email/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, 2nd 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
1. 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 email 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 email 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.
2. 11:20 – 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)
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Lunch 12:00pm – 1:30pm
Afternoon Session: 2:00pm -‐ 5:00pm
Connection information:
Phone: (209) 647-‐1600 orSkype in at freeconferencecallhd.2096471600
The access code for both the phone and Skype is: 861985
1. 2:00 – 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
2011 – 2012 Board
Present Present
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.
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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?
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vii. Ethics committee – No Report\No Issues. MM wants to step down as chair. Need description of what Ethics does.
viii. 7th 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 emails and document where they go. Someone needs to know the Structure of RCA. Revamp emailing 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
Section III: Projects & Goals
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 emails 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
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End of Sat Meeting
Day 3: Sunday, April 15
thMorning 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 30005
9:00 – 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
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Section II: Annual Business Meeting - Memphis
1. 10:00 – 10:15 Structure of meetinga. 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