Minutes of the Meeting of
CA World Service Office Board of Directors
October 10, 2013
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:06pm by Chair, Richard L.
II. Tradition 3 – Read by Kathy Jo R.
III. Concept 3 – Read by Ira L.
IV. Birthdays – Laurie R. 19 years & John W. 16 years!
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Susan D. (Vice-Chair/Secretary), Linda F. (DOO), Bob C. (DAL), Morgan T. (DAL), Laurie R (DAL), Ira L. (WST) & Kathy Jo R. (WSOT). A quorum is established.
B. Board Members Absent: DRPD (vacant), Phyllis C. (DAL – absent with prior notification)
VI. Guests Present: John W. (Special Projects Coordinator) & Steven L. (Montreal Area)
VII. Approval of the minutes of the prior meeting
A. Ira L. motions to approve the minutes from September 26, 2013. Seconded by Linda F. Motion passes unanimously.
VIII. Seventh Tradition
IX. Guest Reports:
A. John W. updated the board on what he has been working on, particularly where different translations are in the process (see attached report)
X. Online Business:
A. None
I. Old Business
A. WSOB Director Openings – We have 1 opening and are always accepting applications! We need a treasurer and secretary.
B. New Contributions to Prudent Reserve/Savings
1. Bob C. spoke with members of the finance committee, and they never received a referral regarding this. Bob C. asked if the board would like to develop a suggestion for the prudent reserve and what percentage should go into this yearly/ twice a year. Laurie R. brought up we might want 30% after the convention to go into the reserve. Bob C. suggested we immediately move $5000 into the reserve.
C. Website
1. Net solutions has changed the date for the security fix, they have now said it will be done by next Tuesday, October 15.
D. C.A. Trademark Challenge – Scotland – Bob C.
1. This agenda item is staying on to ensure it is not dropped, but no additional action is being taken at this time
E. WSOB policy on mileage reimbursement
1. This agenda item is staying on until a policy is created
F. European Fulfillment Center
1. Kathy Jo R. is continuing to work on the RFP and the project plan. They are developing different scenarios and how this will be cost out to the different fulfillment centers.
2. Ira L. inquired about costing inventory. We are hoping after the end of the calendar year inventory, costs can be better determined.
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G. Meditation Book Status
1. Linda F. and Richard L. met with Tom P., the LCF chair, to discuss the process of working hand and hand with the meditation subcommittee to get things to the printer.
2. The subcommittee is still working on compiling the photos for the book. They have a call scheduled for October 14.
3. Linda F., Richard L., Jay F., and Jeanette J. have a call with RR Donnelly on October 15.
H. Referrals from Conference 2013
1. #6929: Set up national account with Kinko’s to produce the CA bookmarks for H&I meetings. So that the local H&I committees can purchase them in their local areas around the world of CA. We are able to get them printed at our local Kinko’s and cut to size for a very affordable cost to our Area. As we have found the finished quality of the bookmarks to be of poor quality for after all we would like to be represented as a quality 12-step program.
2. Response: Thank you for your referral. The electronic version of the bookmarks is available for sale on the online store to provide to your local vendor for quality printing.
3. Laurie R. motions to sell an electronic version of the H&I bookmarks on the online store for $5. Seconded by Ira L. Motion passes unanimously.
4. #7254: Please advise as to the requirement to be a California State resident to be a WSOB Member. Is this a current requirement?
5. Response: Thank you for the referral. There is no requirement to be a California State resident to be a WSOB Director at Large. However, the executive officers (i.e.: Chair, Vice-Chair, Secretary and Treasurer) need to be local, which is currently Southern California, to fulfill the responsibilities of the positions.
II. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Discussion regarding new computers for the office. At this time, we do not have a budget for this. More research needs to be done prior to making a decision regarding the new computers. Richard S. suggested we might just want to add a new operating system to our current machines. Bob C. is concerned by this, because people often have problems when they do this. Susan D. suggests the office create an excel sheet with different bids which include the stats of the computers and different costs, to help determine if this is something we can afford at this time. Richard L. and Susan D. will contact Richard S. and Paul Y. to get their opinions on what specs we need and compile some pricing. This will be for a minimum of one server and two computers.
2. Additionally, our postage machine will no longer be able to receive updates because it is too old. Discussion regarding with what we need. Ira L. and Linda F. will work on collecting bids.
3. Linda F. presented costs of reordering HFC II International and HFC II French. Both books are below 200 copies. Kathy Jo R. asked if we would save any money if we order these at the same time as the Meditation book. Ira L. suggests we negotiate with RR Donnelly. Susan D. suggests we look into costs of printing these overseas to save on double shipping, since we will be sending most of these books to the European fulfillment center.
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4. Linda F. motions we order 500 HFC II International and 500 HFC II French. Seconded by Bob C. Ira L. motions to table the motion. Seconded by Kathy Jo R. Motion passes, opposition noted.
B. Ira L. motions to extend the meeting past the normal meeting time. Seconded by Susan D. Motion passes unanimously.
C. Chair – Richard L. – Submitted verbal report (see committee and ad-hoc reports)
D. Vice-Chair – Susan D. – Submitted verbal report (see committee and ad-hoc reports)
E. Treasurer
1. Operating $ 18,445.22
2. Even Year $12,240.42 EY Petty Cash $547.18
3. Odd Year $14,352.37 OY Petty Cash $364.40
4. Savings #862 (Prudent Reserve) $50,136.65
5. Savings #372 (Publications Fund) $23,649.78
6. Savings $ 35,045.12
F. Director at Large – Bob C. – Submitted verbal report (see committee and ad-hoc reports)
G. Director at Large – Phyllis C. – Submitted verbal report (see committee and ad-hoc reports)
H. Director at Large – Morgan T. – Submitted verbal report (see committee and ad-hoc reports)
I. Director at Large – Laurie R. – Submitted verbal report (see committee and ad-hoc reports)
III. Trustee Reports
A. WSO Trustee – Kathy-Jo R. – Submitted written & verbal report (see committee and ad-hoc reports)
B. WS Trustee – Ira L. – Absent with prior notification
IV. Ad-Hoc Committee Reports
A. Recording Equipment – Richard L., Ira L., Kathy Jo R.
1. Nothing New
B. Financial Fundraising – Richard L., Bob C., Susan D., Kathy-Jo R., Morgan T. & Linda F.
1. The FinFun committee met last Thursday. They discussed the convention timeline, and are working on making this more congruent with the convention guidelines.
2. Additionally, we discussed sending the delegates sobriety birthday cards. We would need to add this to the reg form next year, and hopefully start this the following calendar year.
C. Translations – Susan D.
1. Nothing New
V. Committee Reports – New committee assignments as follows
A. Finance: Linda F., Laurie R. & Bob C. – Nothing New
B. Structure & Bylaws: Bob C. – Nothing New
C. Convention: Linda F. & Kathy Jo R. – Nothing New
D. Conference: Linda F. & Richard L. (Ira L.) – Nothing New
E. Unity: Phyllis C. (Kathy Jo R.) – Nothing New
F. Literature, Chips & Formats: Susan D. (Linda F. & Kathy Jo R.) – Nothing New
G. Hospitals & Institutions: Phyllis C. – Nothing New
H. Public Information: Morgan T. (Ira L.) – Nothing New
I. I.T.: Linda F. – Nothing New
J. Archives: Richard L. & Linda F. – Nothing New
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VI. CAWS 2014 – Linda F.
A. Registrants: 25
B. CR 20: Linda F. motions un-table the following motion: to approve check request 20, for the amount of $374.79, payable to Chris Jacques, for printing of opportunity drawing tickets, not in budget. Seconded by Morgan T. Motion passes unanimously. The following motion is now being discussed: Linda F. motions to approve check request 20, for the amount of $374.79, payable to Chris Jacques, for printing of opportunity drawing tickets, not in budget. Seconded by Susan D. Kathy Jo R. believes we should only pay for the one printing, because this should not have been printed twice, and they did not go through the proper channels with these tickets. Richard L. does not think this is a good idea, he really wants our relationship with the committee to stay smooth, and he already spoke to the committee regarding the proper approval procedures. Linda F. agreed with Richard L. Susan D. agreed with Kathy Jo R. Ira L. understood both sides, but said if he approved this, he could only do so knowing the board cannot approve a check request like this again. Bob C. additionally had concerns if this occurs again. Morgan T. reminds everyone that these were volunteers, and mistakes do happen, and we have discussed it, and all we can do is continue and try to work together. Motion passes, oppositions noted.
C. Linda F. motions to approve the CAWS 2014 H&I outreach letter, pending the confirmation of if pizza is possible, and if not, the word pizza be changed to snacks. Seconded by Susan D. Kathy Jo R. inquires about the pizza party and music mentioned in the letter. Motion passes unanimously.
D. Linda F. motions to accept the H&I registration form, pending the confirmation of correct phone numbers. Seconded by Kathy Jo R. Motion passes unanimously.
E. Linda F. motions to approve the H&I t-shirt artwork, pending the change of the “I’ in the word “into”. Seconded by Susan D. Motion passes unanimously.
VII. CAWS 2015 – Linda F. – Nothing New
VIII. CAWS 2016 – Linda F. – Nothing New
IX. CAWS 2017 – Linda F. – Nothing New
X. New Business
A. Contribution Envelope
1. Bob C. brings up the current contribution envelopes. He suggests we add something regarding the 70/30 split on the envelope on our next order.
2. Kathy Jo R. suggests we send a stack of our current envelopes along with a cover letter to every delegate and area chair encouraging them to hand these out to meetings to help them send the split to CAWSO. Kathy Jo R. will start by taking this to the regional caucus.
3. Morgan T. will draft a letter to be sent to the Delegates and Area Chair.
B. Newcomer Booklet
1. Discussion regarding the newcomer booklet. This is not currently an inventory item, and Linda F. would like this to become one.
2. Additionally, Susan D. suggests we might be able to add a nice cover.
3. We will discuss this more during the next meeting
I. Next meeting: October 24, 2013
II. 11:08pm Motion to Adjourn made by Susan D. Seconded by Kathy Jo R. Passed unanimously.
III. Meeting closed at 11:08pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
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For attached documents and reports see: WSOB_2013-10-10_minutes-final.pdf