MEETING MINUTES: RCA TRAILBLAZERS
DATE: 4/26/2026 TIME: 2:40 EST
BUSINESS LEAD: Ruth B.
IN ATTENDANCE
Ruth & Debbie
Agnes & Dave
Donna & Robin
Don & Robin
Amreeta
Melinda
APPROVAL OF MINUTES No Minutes available from March meeting.
Current Summary by zoom AI
Key Outcomes
The workgroup exploring fifth Sunday meetings continues planning;
Agnes and Dave committed to speak on communication at the June 20th panel (Noon-3:00 PM). The group paused donation decisions pending a financial review meeting to clarify recurring expenses and delegate support.
Website automation for welcome letters and fixing the WSO secretary link were assigned to Ruth/Debbie and Don respectively.
Decisions Made
Fifth Sunday format: Workgroup has met – still in progress.
Trail Event: Communication topic scheduled for June 20th, Noon-3:00 PM, using 3-speaker-couple panel.
WSO donation paused: Group voted to defer donation decision until after financial review meeting; need to account for $400 delegate support and 3-year web hosting cycle.
Welcome process automation approved in principle: Ruth will create flowchart and trial version of automated welcome letter with embedded welcome packet request form.
Pending Confirmation
March meeting minutes: No one confirmed taking notes; This meeting – using Zoom AI as test.
Web hosting renewal timing: Last paid ~2 years ago for 3-year term at $300+; due within next year.
Zoom account annual cost: $171 confirmed, but renewal timing unclear.
Delegate couple for Denver: No volunteer identified yet; group will support $400 registration fee.
Welcome packet distribution: Currently handled by Shawna/Gunter (international) and treasurer (US), but ownership unclear.
Passphrase for Web Hosting Hub: Not yet established; needed for phone support access since PayPal account has no credit card.
Action Items
Ruth/Debbie: Create flowchart for automated welcome letter process and build trial version for group testing.
Don/Robin (Web couple): Fix broken secretary@rcatrailblazers.org link on WSO website (currently opens blank page).
Ruth: Contact Web Hosting Hub to establish passphrase for phone support and address spam flagging of emails from rcatrailblazers.org domain.
Donna (Treasurer): Schedule financial review meeting with interested service position holders to map annual expenses, 3-year cycles, and delegate support before next business meeting.
Secretary Couple: Announce need for delegate couple for Denver convention in meeting
announcements; note $400 registration support available.
Amreeta/Ruth: Meet to streamline MailChimp contact list process (currently requires manual indexing of each entry).
Open Questions
PDF welcome packet: Robin suggested WSO create PDF version for easy distribution; Ruth noted group can create using existing links, but raised ethical question about bypassing WSO packet sales revenue.
Welcome couple position: Currently vacant; unclear if position needed with automation, or if secretary couple handles initial contact adequately.Group inventory questionnaire: Workgroup discussed creating member survey about meeting
improvements but no resolution reached.
Technical Issues Identified
Email spam filtering: Replies from Agnes to secretary requests flagged as spam by Google; affects delivery to Gmail users and sometimes sender’s own account.
WSO link broken: Secretary contact button on WSO site opens blank page instead of email client; needs coordination with WSO to fix.
MailChimp workflow: Current contact list process requires manual indexing of every entry; unsustainable for future rotation.
Financial Summary
Current balance: $1,367.74 13
Prudent reserve: $400 13
Available after reserve: $967.74 13
Annual expenses (3/25/24-3/26/25): $683.75 including delegate payment and web hosting
Annual 7th Tradition income: $939 20
Net annual surplus: $248.94 20
Trail Event Panel Details
Topic: Communication in coupleship recovery
Format: 3 speaker couples sharing experience, strength, and hope; script provided; designed to ease new speakers into service.
Confirmed speakers: Agnes and Dave
Needed: 2 more couples; Ruth/Debbie encouraging participation using their own first-panel experience as example.
Announcements
Workgroup continues: Group exploring fifth Sunday format, service meetings, group inventory, and tradition integration still meeting; no final proposal yet.
Zoom transcription active: Meeting transcribed to compensate for missing March minutes