Minutes of the Meeting of
CA World Service Office Board of Directors
September 26, 2013
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:00pm by Chair, Richard L.
II. Tradition 2 – Read by Morgan T.
III. Concept 2 – Read by Susan D.
IV. Birthdays – Linda’s birthday is this Sunday! Woohoo!
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Susan D. (Vice-Chair/Secretary), Linda F. (DOO), Susan D. (WSOB Secretary), Bob C. (DAL), Phyllis C. (DAL), Morgan T. (DAL), Ira L. (WST) & Kathy Jo R. (WSOT). A quorum is established.
B. Board Members Absent: DRPD (vacant)
VI. Guests Present: Laurie R. & Michael T. (CAWSO Bookkeeper)
VII. Approval of the minutes of the prior meeting
A. Ira L. motions to approve the minutes from September 12, 2013. Seconded by Linda F. Motion passes unanimously.
VIII. Seventh Tradition
IX. Guest Reports:
A. Michael T. joined the meeting to answer questions about the balance sheet and P&L, or any other questions the board has.
B. Kathy Jo R. inquires about a motion made Aug 07, 2013 to transfer $9307.68 from reg savings to operating and then from operating to odd year convention, pending trustee approval. Neither step of this motion ever occurred. Laurie R. mentions that there needs to just be paper entries to ensure the convention gets credit for the money, but it no longer needs to be physically moved. Michael T. will look into this and make a recommendation to the WSOB as to what should be done.
C. Bob C. inquires about trustee meeting costs on the July-August 2013 P&L. There were charges from the previous fiscal year’s trustee meetings, because bills were just received. Bob C. requests footnotes to ensure everyone understands why these charges are on this P&L.
D. Bob C. requests a budget and actual every quarter for the trustees and the board-to-board meeting. The board agrees, and Linda F. will make sure this is done.
E. Laurie R. asks about the line item for website and email. Michael T. explains this is a yearly payment, which is why for these months it looks so large. Michael T. suggests we might want to go to more of an accrual accounting so that this would be broken down into prepayments on the other month’s balance sheets.
F. Kathy Jo R. inquires about a miscellaneous line item, and asks if we can break this down and move this into the proper section.
G. Ira L. motions to analyze the 2011-2012 to 2012-2013 seventh tradition, by region. Seconded by Susan D. Motion passes unanimously.
X. Online Business:
A. None
I. Old Business
A. WSOB Director Openings – We have 2 openings and are always accepting applications! We need a treasurer and secretary.
B. New Contributions to Prudent Reserve/Savings
1. Bob C. is working with the finance committee on this.
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C. Website
1. Linda F. is working with net solutions, for a one time cost of $60 to us, for a security fix to help protect our website. Paul Y. is helping with this as well, and they are hoping to enlist Richard S. as well. The security fix should be up and running by next Monday.
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. The office is collecting information on inventory. Kathy Jo R. is working on a more formal project plan.
G. Meditation Book Status
1. There was a LCF meditation subcommittee call on Sunday. There is another call this Sunday, for the book approval.
2. Linda F. presented the pricing for different quantities of the meditation book printing. Based on the delegate’s estimated book request, Linda F. believes we will need to order 2000-2500 books for the first order.
H. Referrals from Conference 2013
1. #6870: Please endeavor to facilitate the translation of the PI Handbook and the Archive Committee Guidelines as soon as possible.
2. Response: Thank you for your referral. The current translation policy is for the local translation committee to determine their order of priority for translated material. We hope they will get to these pieces soon, and we are happy to assist them when they are ready. If your committee knows of any members who are ready to begin this translation, please encourage them to submit translations to the office.
3. #6928: H&I needs small version of HFCII for jail meetings like the Little Red Version of the AA Big Book. Currently, the regular version of HFC II is costly for H&I to take into and give away in the jails and other meetings. We are getting the mini version of the AA Big Book from the Anonymous Press, (800) 800-4398, P.O. Box 1212, Malo, WA 99150 for around $1.15/each. Maybe there could reprint the HFC II in an affordable cost for all of CA to take advantage of.
4. Response: Thank you for your referral. At this time, per conference directive, we are unable to reprint a new version of HFC or HFC II until we have depleted our current inventory.
5. #7330: Please return the HFC II books back to $5 so our fellowship can afford our lit. Thanks. Love Ya.
6. Response: It is the WSOB responsibility to determine the price of merchandise, and we have determined the current costs are best for maximum sales and revenue for Cocaine Anonymous. We currently offer discounts for large orders, which can be found on our online store or order form.
II. Executive Session
A. A DAL candidate has been moved forward to the WSBT. It was requested that this be sent to the WSBT as an online motion to allow the candidate to move through the process faster.
III. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
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1. The discs and/or flash drives have been forwarded to the proper transcribers to transcribe the 2012 and 2013 conference.
Linda F. motions to extend the meeting past the normal meeting hours. Seconded by Ira L. Motion passes unanimously.
B. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Linda F. motions that we open an even year petty cash account with $500 from operating, by the next WSOB meeting. Seconded by Ira L. Motion passes unanimously.
C. Vice-Chair – Susan D. – Submitted verbal report (see committee and ad-hoc reports)
D. Treasurer
1. Operating $ 28,568.83
2. Even Year $8,909.23 EY Petty Cash $547.15
3. Odd Year $14,364.37 OY Petty Cash $364.40
4. Savings #862 (Prudent Reserve) $50,134.59
5. Savings #372 (Publications Fund) $23,648.81
6. Savings $ 44,569.26
E. Director at Large – Bob C. – Nothing New
F. Director at Large – Phyllis C. – Nothing New
G. Director at Large – Morgan T. – Nothing New
IV. Trustee Reports
A. WSO Trustee – Kathy-Jo R. – Submitted written & verbal report (see committee and ad-hoc reports)
B. WS Trustee – Ira L. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Bob C. motions to receive a budget vs. actual year to date, and the budget sheet and P&L monthly statements, once a month for the WSOB meeting. Seconded by Ira L. Motion passes unanimously.
V. 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., & Linda F.
1. The FinFun committee is meeting Oct 3 at Bob’s house, 6pm for dinner 7pm for meeting.
C. Translations – Susan D.
1. Nothing New
VI. Committee Reports – New committee assignments as follows
A. Finance: Linda F. & 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
VII. CAWS 2014 – Linda F.
A. Registrants: 23
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B. CR 19: Linda F. motions to approve check request 19, for the amount of $336.81, payable to Maria Brown, for reimbursement for preconvention fundraising t-shirts, in budget. Seconded by Susan D. Discussion regarding this expenditure. This was not approved prior to spending, which in the guidelines it states all spending over $100 must be approved by the WSOB. Motion passes unanimously.
C. CR 20: 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. Motion tabled until next meeting. We need to be provided with a breakdown for what exactly the money went to, as well as the other receipt(s).
VIII. CAWS 2015 – Linda F. – Nothing New
IX. CAWS 2016 – Linda F. – Nothing New
X. CAWS 2017 – Linda F. – Nothing New
XI. New Business – Nothing New
I. Next meeting: October 10, 2013
II. 11:30pm Motion to Adjourn made by Susan D. Seconded by Kathy Jo R. Passed unanimously.
III. Meeting closed at 11:30pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
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For attached reports and documents see: WSOB_2013-09-26_minutes-final.pdf