RCA Trailblazers Emergency Business Meeting Minutes

Meeting Date: 04/05/20 – Sunday

Minutes by:  Gretchen irw Jason

Participants

  • Gretchen and Jason
  • Beatrice and Theodor
  • David and Kapiko
  • Cate and Paul
  • Mike and Chantelle
  • Daniel
  • Quin and Lance

Emergency Business

Increased Zoom Security

  • Lance and Quin raised the need to take a group conscience regarding how the group should handle the new Zoom requirement for a password or link to access the meeting
  • Gretchen shared reasons Co-Secretary couples decided to post the Secretary email and send invites to those who request it:  anonymity, deferring to Zoom for expertise in internet security, need to simplify Co-Secretary responsibilities
  • David shared the security settings that have been applied to our current Zoom account:  only host can share screen, host can remove attendees, (no recording capability)
  • Cate shared the option of waiting room
  • Daniel confirmed that email worked well for newcomers
  • Theodore confirmed hosts ability to remove members and not allow them to return
  • Co Secretary couples committed to keep an eye on the Secretary email for access requests, prior to the meeting start, and to manage any disruptions during the meeting
  • Gretchen – motion to keep Secretary email on website.
  • Mike – 2nd motion
  • All in favor
  • Lance reminded group to notify WSO
  • Gretchen agreed to email decision to WSO

Adjourn

RCA Trailblazers Business Meeting Minutes

Meeting Date: 03/29/20 – Sunday

Minutes by:  Gretchen irw Jason

Participants

  • Gretchen and Jason
  • Beatrice and Theodor
  • David and Kapiko
  • Yemi and Stefan
  • Liza
  • Cate and Paul
  • Jim and Kris
  • Daniel
  • Hank
  • Quin and Lance
  • Sydney and Kate

Serenity Prayer

February 2020 Minutes Reviewed and Approved 

Motion to Approve – Quin

All in favor

Treasurer’s Report

Beginning Balance = $396.89

Ending Balance = $571.03

7th Tradition = $186.00

Payments / Fees = ($11.86)

*NEW Prudent Reserve = $550

*Theodore will be making another contribution to WSO in the amount of the balance over prudent reserve.

Old Business

Increase in Prudent Reserve

  • $179.88 – Zoom
  • $169.88 – Webhosting
  • $14.99 – domain
  • Lance made a motion to increase prudent reserve to 1.5x costs = $550
  • Cate 2nd motion
  • All in favor

Co-Secretary Service Opportunity

  • Paul and Cate have decided to step down as the Co Secretary Couple
  • Gretchen made motion to announce co-secretary commitment at the beginning of weekly meetings
  • Lance second motion
  • All in favor

Possibility of Zoom Meeting of the International Convention

  • Barton mentioned that he would like to have a Zoom meeting of the international convention
  • David suggested that Barton contact the WSO and share his idea

New Business

Co-Secretary

  • David and Kapiko volunteered
  • Jim and Kris offered to help lead meetings and step up in October
  • Motion to vote – Gretchen
  • All in Favor
  • David and Kapiko are our new Co-Secretary Couple

Sharing During Meetings

  • Jim opened the discussion on ideas to help make it easier for people to share during the meeting.
  • David suggested raising hand on “Participants”
  • Gretchen suggested raising hand physically
  • Cate suggested making shares shorter
  • Beatrice suggested breakout rooms
  • Quin suggested leader take names of those who would like to share and call on couples
  • Lance shared concern for distraction
  • Kate shared experience as a new couple to Trailblazers and suggested no change
  • Jason suggested keeping it simple
  • Motion to make no change at this time – Jason
  • All in favor

Tabled for Next Business Meeting

  • Cate suggested continuing discussion on making shares 2 minutes vs 3 minutes

Adjorn

  • Gretchen– Motion to Adjourn
  • All in favor

RCA Trailblazers Business Meeting Minutes

Meeting Date: 02/23/20 – Sunday

Minutes by:  Gretchen irw Jason

Participants

  • Gretchen and Jason
  • Cate and Paul
  • Beatrice and Theodor
  • Sally and Spence
  • Barton and Rebecca
  • Lance
  • Tim and Nicki
  • David and Kapiko
  • Anne and Ellen

Serenity Prayer

January 2019 Minutes Reviewed and Approved 

Treasurer’s Report

Beginning Balance = $828.08

Ending Balance = $396.89

7th Tradition = $131

Payments / Fees = ($8.32)

Welcome Packet = ($10.80)

Web Payment = ($14.99)

*NEW Prudent Reserve = $550

Old Business  

Topic of Having Children Present During Meeting Revisited

  • Reminder that we voted on this last year at the business meeting and the group conscience is to allow parents to make decisions regarding whether their children are present.
  • No new motion regarding this topic.

New Business

Increase in Prudent Reserve

  • $179.88 = Zoom
  • $169.88 = Web hosting
  • $14.99 = domain
  • Lance made a motion to increase prudent reserve to 1.5x costs = $550
  • Cate 2nd motion
  • All in favor

Co-Secretary Service Opportunity

  • Paul and Cate Have Decided to Step Down as the Co Secretary Couple
  • Gretchen made motion to announce co-secretary commitment at the beginning of weekly meetings
  • Lance second motion
  • All in favor

Possibility of Zoom Meeting of the International Convention

  • Barton mentioned that he would like to have a Zoom meeting of the international convention
  • David suggested that Barton contact the WSO and share his idea

Adjorn

  •  Gretchen– Motion to Adjourn
  • David– 2nd the motion
  • All in favor

RCA Trailblazers Business Meeting Minutes

Meeting Date: 01/26/20 – Sunday

Minutes by:  Gretchen irw Jason

Participants

  • Gretchen and Jason
  • Cate and Paul
  • Beatrice and Theodor
  • Shawna and Gunter
  • Jim and Kris
  • Sally and Spence
  • Barton and Rebecca
  • Lance and Quin
  • Tim and Nicki

Serenity Prayer

 

December 2019 Minutes Reviewed and Approved 

 

Treasurer’s Report

Beginning Balance = $765.40

Ending Balance = $828.08

7th Tradition = $68.00

Payments / Fees = ($5.32)

Prudent reserve is $300, so treasurer  will send $528.08 to the World Service Organization.

Old Business  

Increase Cost of Trailblazers Web Page

  • Group approved the increase in web cost by $1 per month, from $12.99 to $13.99.
  • Lance is looking further into simplifying web page and will share information at a later business meeting.

 

How Newcomers are Identified and the Last 15 Minutes of Meeting

  • Add to script, “Are there any newcomers who haven’t shared, but would like to share?”
  • Gretchen will add to script

 

New Business

Topic of Having Children Present During Meeting Revisited

  • Reminder that we voted on this last year at the business meeting and the group conscience is to allow parents to make decisions regarding whether their children are present.
  • No new motion regarding this topic.

 

Adjorn

  • Gretchen – Motion to Adjourn
  • Paul and Cate– 2nd the motion
  • All in favor

RCA Trailblazers Business Meeting Minutes

Meeting Date: 12/29/2019 – Sunday

Minutes by:  Gretchen irw Jason

Participants

  • Ruth and Lou
  • Lance and Quin
  • David and Kapiko
  • Paul and Cate
  • Gretchen and Jason
  • Shawna

Serenity Prayer

 

November 2019 Minutes Reviewed and Approved 

 

Treasurer’s Report

Beginning Balance = $589.25

Ending Balance = $765.40

7th Tradition = $199.00

Payments / Fees = ($12.10)

Purchase Welcome Packet = ($10.75)

Old Business  

Sharing Guidelines:

  • Group – Agreed that any group member should message the Secretary couple if he or she would like the Secretary to offer a gentle reminder to another group member for any reason. The Secretary couple will use a private message to send the reminder.  
  • Group – The Secretary couple should also message couples who are not sharing their video and remind them to keep their video on.
  • Cate-Confirmed that message was sent to member couple as a gentle reminder of what appears on the screen.

Welcome Packets for Members Outside of U.S.:

  • Shawna – Confirmed that she and Gunter are in possession of the welcome packets for newcomers outside the U.S.
  • David – Welcome couple will notify Shawna and Gunter when a newcomer packet is needed to be sent outside of U.S.

New Business

Increase Cost of Trailblazers Web Page

  • Lance – Web cost will increase by $1 per month. Lance will confirm date that will start and share with group.  Group will need to vote to approve.
  • $12.99 to $13.99 in June (when we renew)
  • Quin – Motion to approve
  • Cate – 2nd  Quin’s motion
  • Group – Approved
  • Lance – Looking further into simplifying web page and will share information at a later business meeting.

 

How Newcomers are Identified and the Last 15 Minutes of Meeting

  • Gretchen – Identify themselves at the beginning of the meeting as opposed to defining newcomer as a group?
  • Quin – Add to script, “Are there any newcomers who haven’t shared, but would like to share?”
  • Kapiko – 2nd Quin’s motion
  • Group – Approved (Gretchen will add to script)

                            

Adjorn

  • Gretchen – Motion to Adjourn
  • Lance – 2nd Gretchen’s motion
  • All in favor

RCA Trailblazers Business Meeting Minutes

Meeting Date: 11/24/2019 – Sunday

Minutes by:  Gretchen irw Jason

Participants

  • Shawna and Gunter
  • Lance and Quin
  • David and Kapiko
  • Theodor and Beatrice
  • Paul and Cate
  • Gretchen and Jason
  • Dave and Noni
  • Tim and Nicki
  • James and Kris

 

Serenity Prayer

 

October 2019 Minutes Reviewed and Approved

 

Treasurer’s Report

Beginning Balance = $752.22

Ending Balance = $589.25

7th Tradition = $146.00

Payments / Fees = ($8.97)

Donation to RCA WSO = ($300)

*Treasurer’s Report Approved by group.

 

 

Old Business

Delegate Couple Reimbursement:

  • David and Kapiko – confirmed receipt of WSO delegate expense reimbursement.

 

New Business  

Sharing Guidelines:

  • Dave – suggested the group discuss the need to address group members’ understanding of the request to be mindful of crosstalk, appropriate dress and who and what appears on the screen
  • Gretchen and Jason – Acknowledged that they inadvertently skipped the “Sharing Guidelines” on this week’s meeting, but that request is addressed in the Sharing Guidelines
  • Group – Agreed that any group member should message the Secretary couple if he or she would like the Secretary to offer a gentle reminder to another group member for any reason. The Secretary couple will use a private message to send the reminder.  
  • Group – The Secretary couple should also message couples who are not sharing their video and remind them to keep their video on.

Welcome Packets for Members Outside of U.S.:

  • Shawna – Shawna and Gunter have welcome packets to send newcomers who live outside of U.S.
  • David – Welcome couple will notify Shawna and Gunter when a newcomer packet is needed to be sent outside of U.S.

Tabled for Vote at Next Business Meeting:

  • Lance – Web cost will increase by $1 per month. Lance will confirm date that will start and share with group.  Group will need to vote to approve.

                               

Adjorn

  • Gretchen – Motion to Adjourn
  • Shawna – 2nd
  • All in favor

RCA Trailblazers Business Meeting Minutes

Meeting Date: 10/27/2019 – Sunday

Minutes by:  Lance icw Quin

 

Participants:

  • Shawna and Gunter
  • Lance and Quin
  • David
  • Ruth and Lew
  • Theodor and Beatrice
  • Paul and Cate
  • Gretchen and Jason
  • Michael and Andrea
  • Yemi and Stefan

 

September 2019 minutes:  reviewed and approved

Treasurer’s Report:

Beginning Balance:  $851.27

End $752.22

Donations +$66.00

Payments / Fees -$4.40

Purchases – $160.65

Newcomer packet and Zoom account

 

Delegate Couple Reimbursement:

Stefan communicated concerns with David and Kapiko being reimbursed as our WSO delegates.

Since they didn’t have a paypal account, they were offering to be reimbursed by no longer making their 7th tradition contributions.

Quin offered to have a paypal transfer be made to a member with paypal and have a check or money order issued to David and Kapiko.

 

 Ruth and Lew meet with David and Kapiko face-to-face and offered to be paid and give money to David and Kapiko.  Yemi and Stefan will e-mail the payment to Ruth and Lew.

Quin and Lance offered to be a backup.

 

Old Business:

Officer Roles

Co Secretary couples – Gretchen & Jason and Paul & Cate

Welcome couple – David & Kapiko

Treasurer Couple – Bea & Theo

Web Couple – Lance & Quin

Contact List Couple – Shawna & Gunter

 

New Business  

  • Discuss having children in the meeting, even with headphones. (Tom and Sue). 

Motion failed as the originators were not present.

Discussion – no one at the business meeting has a problem with having children at the meeting with headphones.

                Lance- this may fall under the item of being mindful of who or what appears on your screen. 

                Gretchen & Jason – low issue

                David – Presenter not present to clarify.

 

  • Move meeting forward 30 minutes.

 For a true group conscience we announced this proposal throughout October.

Original Presenter – Elianne and Boris – not present.  

                Purpose – being able to put kids to bed.

Motion failed as the originators were not present.

                Discussion – present members were not in favor of moving meeting time forward.

                                Ruth irw Lew – will help pick up Hawaiian and Australian Couples.

                                Shawna and Gunter -Daylight savings time may create confusion.

                               

Motion to adjourn:

By: Quin icw Lance. 2nd Gretchen and Jason

All in favor

Attendees:

Shawna & Gunter

Lance & Quin

David

Yemi & Stefan

Paul & Cate

Gretchen & Jason

Theodor & Beatrice

 

New Business:

  • Zoom
    • Due to difficulties with WSO’s Zoom account not letting members login, and the upcoming time change in Europe, an emergency vote was brought forward on how to proceed with the Zoom account.
      • Discussion:
        • Reactivating our old Zoom account would allow us to be self-supporting.
      • Motion
        • Re-active our old Zoom account was called by Yemi, seconded by Gretchen.
        • Motion passed unanimously.
      • Motion:
        • Notify all members on the email list of the new Zoom number and keep the time zone based in Copenhagen was called by Quin, seconded by Shawna.
        • Motion passed unanimously.

Minutes by:  Shawna irw Günter

Participants:

Felicita and Richard

Shawna and Günter

Stefan

Lance and Quin

Kapiko

Paul and Cate

August 2019 minutes:  reviewed and approved with one amendment (re-add to the Business the motion to move the meeting time 30minutes forward).

Treasurer’s Report: 

Previous Balance: $   762.25

Donations: $ 95.00

Payment / Fees: -$ 5.98

Current Balance: $   851.27

Prudent reserve = $400.00

The treasurer’s report was submitted post meeting so has not yet been approved.

Old Business:

  • Invite newcomers to stay after the meeting to chat with Welcome Couple or ask questions (Quin irw Lance) – Motion seconded by Kapiko. All in favour. This will be added to the Newcomer script.
  • Create Greeter Couple role who agrees to meet w/ newcomer couples after the meeting in event Welcome Couple is not on meeting.  This role can be asked for at start of each meeting.  (Quin irw Lance) – All in favour. This will be added to the script.
  • Encourage newcomers to attend the 4thSunday meeting which is a Newcomer/ Anniversary meeting.  (Quin irw Lance) Motion not seconded. Aborted.
  • Contact list couple position needs to be filled. – Shawna and Günter will hand the position over to Paul and Cate. All approved.

New Business (To discuss)

  • Discuss having children in the meeting, even with headphones. (Tom and Sue). 
  • Tabled – Move meeting forward 30 minutes. – for a true group conscience we decided to add this to the group announcements and vote on it in the October business meeting. All agreed.

Motion to adjourn:

By: Quin icw Lance. All in favour.

RCA Trailblazers Business Meeting Minutes

Meeting Date: 08/25/2019 – Sunday

Minutes by:  Quin icw Lance

 

Participants:

Shawna and Gunter

Yemi and Stefen

Lance and Quin

David and Kapiko

Ruth and Lew

Joe

Paul and Cate

Gretchen and Jason

 

 

July 2019 minutes:  reviewed and approved.

Treasurer’s Report: 

Previous Balance: $   930.99

Donations: $ 67.00

Payment / Fees: -$ 4.75

                $ 230.99 to WSO

Current Balance: $   762.25

Prudent reserve = $400.00

 Treasurer’s report approved.

 

 

Old  Business:

  • Reimbursing our WSO delegate couple – David and Kapiko
    • Treasurer, Yemi and Stefan, will reach out with them to get their account to setup the paypal transfer
  • Website hosting costs discussion.
    • Revisited minutes from July meeting – Chris feels we have a good plan for now. Does not advise transferring website.
    • Table and allow new web master to research – unanimous
  • Web Master service position: it may be time to hand over the webmaster reins (Chris irw Emma)

          Tabled – will announce availability each meeting.

  • Provide 1 min warning when shares are almost over. (Spence irw Sally)
    • Members shared that keeping track of time makes it difficult for the timer to focus on what was shared. (David irw Kapiko)
    • Difficulty with phone /timer role (Gretchen irw Jason)
    • Motion -Keep timing as it is – Shawna irw Gunter
      • Second by Ruth irw Lew
    • All in favor of keeping the same timing format of 3 minutes total.
      • In Favor: 12
      • Against: 0
      • Abstaining : 1

 

 

  • Set last 15 minutes of meeting to invite newcomers to share or for others with a burning desire. (Lyralen irw Jude)
    • Motions:
    • Susan motioned to have chair have newcomers to introduce themselves at the beginning of the meeting.
      • In favor: 13 unanimous

 

  • Shawna motioned to amend statement to announce in last 15 minutes for the newcomers to share
    • In favor: 13 unanimous

 

  • Add the reflections as an optional reading on week 4 script when we read functional / dysfunctional couples.  (Gretchen irw Jason)
    • Discussion:
      • We keep reading step 1 when newcomers may benefit from any of these readings –reflections, topics, or characteristics – Gretchen irw Jason
      • We could bring back the Topic of the month as a weekly reading – Quin icw Lance
    • Motion
    • Have chair choose to read reflection or characteristics of function or dysfunctional couples
      • In Favor: 12
      • Against: 0
      • Abstaining : 1

 

  • Read newcomer welcome as well as post in chat window (Quin irw Lance)
    • Discussion:
    • Quin – this section was read today and took a total of 10 seconds.
    • Motion:
    • Chair to read the newcomer welcome as well as post in chat window
      • Seconded by Shawna irw Gunter
      • In favor: 13 Unanimous  

 

 

New Business:  (To discuss)

 

  • Invite newcomers to stay after the meeting to chat with Welcome Couple or ask questions (Quin irw Lance)
  • Create Greeter Couple role who agrees to meet w/ newcomer couples after the meeting in event Welcome Couple is not on meeting.  This role can be asked for at start of each meeting.  [Used in UA/OA/SAA Virtual meeting formats] (Quin irw Lance)
  • Encourage newcomers to attend the 4thSunday meeting which is a Newcomer/ Anniversary meeting.  (Quin irw Lance)
  • Contact list couple position needs to be filled.
  • Discuss having children on screen – even with headphones (Tom and Sue)

 

 

Motion to adjourn: 

By: Quin icw Lance

2nd by: Shawna icw Gunter

All in favor.