*CAWS Archivist (CF) Note: although the PDF pages of this document says “draft” … the delegate mailing file name showed the PDF as final.
Minutes of the Meeting of
CA World Service Office Board of Directors
March 28, 2013
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:00pm by Chair, Teresa N.
II. Tradition 1 – Read by Ira L.
III. Concept 1 – Read by John W.
IV. Birthdays – Teresa N. 11 years!
V. Roll call and Quorum Determined
A. Voting Members Present: Teresa N. (WSOB Chair), Linda F. (DOO), Barry J. (WSOB Treasurer), Susan D. (WSOB Secretary), Bob C. (Director at Large), Ira L. (WST). A quorum is established.
B. Board Members Absent: DRPD (vacant), Richard L. (WSOB Vice-Chair absent with prior notification)
VI. Guests Present: John W. (Special Worker) & David B. (CAWS 2014 Chair)
VII. Approval of the minutes of the prior meeting
A. Barry J. motions to approve the minutes from March 14, 2013. Seconded by Ira L. Motion passes unanimously.
VIII. Seventh Tradition
IX. Guest Reports:
A. David B. updated the board on the status of 2014. The theme and artwork are in place, and they are close to completion for the registration form.
B. Kathy Jo R. reminds David B. the guidelines require a $99 package, for when creating the packages for the convention.
C. Discussion regarding the suites at the Hyatt, including the auction suites, treasurer suite, and other things needed.
D. Bob C. motions to approve the walkathon save the date flier, pending the addition of: “all proceeds to go to 2014 WS Convention and the 6th tradition disclaimer.” Seconded by Ira L. Motion passes unanimously.
E. Susan D. motions to approve the “Hope Faith Courage” artwork for 2014. Seconded by Barry J. Motion fails.
F. John W. updated the board on his work (see report below).
G. Barry J. motions that we send the “to the newcomer” pamphlet in Russian to kerns before the next meeting, for proofing. Seconded by Susan D. Motion passes unanimously.
H. Ira L. requests the RR Donnelley regarding HFC 2 Swedish be added to Old Business
X. Online Business: None
I. Old Business
A. WSOB Director Openings – We have 2 openings and are always accepting applications!
B. New Contributions to Prudent Reserve/Savings
1. This agenda item is staying on until further action from the finance committee.
C. Website
1. Ryan E. will send Susan D. a login for the website for the website management.
2. LCF is working on the website and then it will be passed to the trustees.
3. Barry J. has looked into a paid webservant/ IT person, and has not heard back yet.
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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 Director mileage reimbursement
1. Kathy Jo R. mentions she really believes we need to have a policy for director mileage reimbursement.
2. Ira L. inquires if the WSOB travel expense line item would cover this. Barry J. mentions the line item has always been used for large expenses, like convention travel.
3. Bob C. mentions he can go either way on this idea, but either way, we definitely need a policy.
4. Ira L. mentions he does not understand why the WST mileage is reimbursable, but WSOB directors are not. He goes on to say he would be concerned about how the conference feels about reimbursing more things. He would like us to move forward on a policy that treats all of the board members equally.
5. Bob C. mentions it needs to be included in the next budget
6. Kathy Jo R. questions why we would need a separate line item for mileage than travel
7. Kathy Jo R. will add creating this policy to her other policies she are working on, to bring to the WSOB. Until then, all requests will go before the WSOB for approval.
F. European Fulfillment Center
1. The office is in the beginning of creating a business plan for this.
2. Kathy Jo R. suggests the office look into the costs when we had a fulfillment center in Canada.
III. Financial Fundraising Ad-Hoc Committee – Richard L., Bob C., Susan D., Kathy-Jo R., Barry J. & Linda F.
A. The fin fun committee met last week and had some great discussion! We are looking into routes to get the world contribution program up, as well as how the WSO booth will be run at CAWS 2013. We would like to suggest the following referrals:
B. LCF: Add literature announcement with suggested paragraph to the meeting formats
C. LCF: Change the 7th tradition pamphlet to say the 70/30 split is conference approved
D. LCF: Add HCF I/II book study to meeting format
E. Susan D. motions to move the book covers out of a fin fun item to a regular stalk item. Seconded by Kathy Jo R. Motion passes unanimously.
F. The fin fun committee suggests some of the book covers be sent to the convention for sale
G. Barry J. motions to spend up to $125.00 for the printing and laminating of the thermometer poster. Seconded by Linda F. Motion passes unanimously.
IV. Recording Contracts – Ira
A. We need to craft a referral for both of these to move to the committee
V. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Discussion regarding an upcoming temporary power outage, and the 800 line, which will be down during this time. Linda F. is working on someone to cover this during the outage.
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2. Susan D. motions to approve the two pieces CAWS 2013 artwork, pending current CA logo change. Seconded by Barry J. Motion passes unanimously.
3. Kathy Jo R. motions to approve the Serenity Keeper t-shirt artwork and shirt color. Seconded by Linda F. Motion passes unanimously.
4. Kathy Jo R. motions that the WSOB gives permission the archive committee to distribute the requested article “A Funny Thing Happened on the Way to AA,” including “reprinted with permission of CAWSO, Inc. from the very first issue of The Connection, September 1985” disclaimer, for reprint for areas/district newsletters, (note this does not include the poem “It’s Okay”. Seconded by Susan D. Motion passes unanimously.
5. Susan D. motions to extend meeting past the normal meeting time. Seconded by Barry J. Motion passes unanimously.
B. Chair – Teresa N. – Submitted written verbal report (see committee and ad-hoc reports)
C. Vice-Chair – Richard L. – Absent with prior notification
D. Treasurer – Barry J. – submitted written report (see committee and ad-hoc reports)
1. Operating $17,638.40
2. Even Year $15,702.78 EY Petty Cash $547.02
3. Odd Year $33,100.17 OY Petty Cash $388.00
4. Savings #862 (Prudent Reserve) $50,121.96
5. Savings #372 (Publications Fund) $23,642.85
6. Savings $39,593.68
7. Barry J. motions to transfer $20,000 from savings to operating for upcoming expenses, pending trustee approval. Seconded by Susan D. Motion passes unanimously.
8. Discussion regarding a 7th tradition check sent from a member through a charitable organization. This will be tabled until the next meeting. Linda F. will contact the donor for more information. Additionally, Kathy Jo R. will check with the trustees for the next meeting.
E. Secretary – Susan D.
1. Susan D. will not be at the next two board meetings. Richard L. will take the minutes. Thanks, Richard!
F. Director at Large – Bob C. – submitted verbal report (see committee and ad-hoc reports)
VI. Trustee Reports
A. WSO Trustee – Kathy-Jo R. – submitted written and verbal report (see committee and ad-hoc reports)
1. The newsgram needs to remove the LCF request for Meditation submissions
B. WS Trustee – Ira L. – submitted written and verbal report (see committee and ad-hoc reports)
1. Ira L. has concerns that there are too many people contacting the same outside entities, which is becoming a concern and Ira L. is working on this.
VII. Committee Reports –
A. Finance: Teresa N., Linda F., Bob C., & Barry J.
1. Bob C. suggests the finance committee have conference
B. Structure & Bylaws: Bob C. – Nothing New
C. Convention: Linda F. & Kathy Jo R. – Nothing New
D. Conference: Linda F., Richard L. & Teresa N. – Nothing New
E. Unity: Susan D. (Kathy Jo R.) – Nothing New
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F. Literature, Chips & Formats: Teresa N. (Kathy Jo R.)
1. The trustees are in the review process for the meditation book
G. Hospitals & Institutions: Linda F. – Nothing New
H. Public Information: Richard L. & Linda F. – Nothing New
I. I.T.: Linda F. – Nothing New
J. Archives: Richard L. & Linda F.
VII. CAWS 2013 – Linda F.
A. 283 Registrants!
B. Discussion regarding Guidebook, a downloadable app to allow convention attendees to get up-to-date information during the convention regarding rooms, meeting times, etc.
C. Check Requests:
1. CR015 check request, in budget, for the amount of $5,150, payable to Just A Friend Inc./ Alonzo Boden, for Entertainment. Still pending
2. CR019 Motion by Linda F. to approve check request, in budget, for the amount of $1270.50, payable to Sea Experience, for glass bottom boat special event, subject to approval of contract. Seconded by Susan D. Motion passes unanimously.
3. CR20 Motion by Linda F. to approve check request, in budget, for the amount of $100, payable to Guidebook, for app use. Seconded by Susan D. Motion passes unanimously.
4. CR021 Motion by Linda F. to approve check request, in budget, for the amount of $632.50 per boat x 4 boats = $2530, payable to Lady Pamela 2, for special event. Seconded by Susan D. Sent back to the committee for more information. Linda F. will contact Randy D. for this.
IX. CAWS 2014 – Linda F.
A. Check Requests:
1. CR05 Motion by Linda F. to approve check requests, in budget, for the amount of $450, payable to Michele Dickson, for food for Day at the Races pre-convention fundraising. Seconded by Susan D. Motion passes unanimously.
2. CR06 Motion by Linda F. to approve check requests, in budget, for the amount of $99, payable to Janice Cook, for food for Day at the Races pre-convention fundraising. Seconded by Susan D. Motion passes unanimously.
X. CAWS 2015 – Linda F.
A. Steering committee selected!
XI. CAWS 2016 – Linda F. – Nothing New
XII. New Business
A. Ira L. brings up the inventory of HFC II books. He posed the following questions:
1. How many hard copy and soft copy HFC II’s do we have in inventory?
2. How many have we sold recently, preferably in each of the months of Dec. 2012, January, Feb. 2013 (and March 2013 to date, if possible)?
3. How many weeks of supply do we have of each at the current rate of sale?
4. How much do we own each book at, i.e. all costs including shipping into our warehouse?
5. At what price have we or could we move considerably more books if the a new (sale) price was offered to our fellowship?
B. Ira L. would like the board to consider how much space these books are taken up in our warehouse, additionally, our new book which will be added to our warehouse
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soon, and where these books will go. Teresa N. mentions she does not know if space is an issue right now.
C. Also, Ira L. would like the board to consider how lowering the price of HFC II might help to get them out to more people, and convince people that CA is a viable fellowship. Even if this is just a temporary
D. Teresa N. and Linda F. will work on a package deal for the book cover and book for the convention.
I. Executive Session
III. 11:55 pm Motion to Adjourn made by Susan D. Seconded by Kathy Jo R. Passed unanimously.
IV. Meeting closed at 11:55 pm by Chair, Teresa N., with the “we” version of the Serenity Prayer.
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For attached documents and reports see: WSOB_2013-03-28_minutes-final.pdf