Minutes of the Meeting of
CA World Service Office Board of Directors
November 14, 2013
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:08pm by Chair, Richard L.
II. Tradition 4 – Read by Susan D.
III. Concept 4 – Read by Ira L.
IV. Birthdays – None
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), Phyllis C. (DAL), Ira L. (WST), & Kathy Jo R. (WSOT). A quorum is established.
B. Board Members Absent: DRPD (vacant), Laurie R. (DAL – absent with prior notification)
VI. Guests Present: John W. (Special Worker)
VII. Approval of the minutes of the prior meeting
A. Linda F. motions to approve the minutes from October 24, 2013. Seconded by Phyllis C. Motion passes unanimously.
VIII. Seventh Tradition
IX. Guest Reports:
A. John W. updated the board on his projects (see report below)
X. Online Business:
A. Linda F. made a motion, seconded by Phyllis C., to allow the Archive Committee to sell sets of the Commemorative chips (one each 30 day, 60 day, and 90 day commemorative chips) for $25 per set. Motion passes, abstention noted.
B. Linda F. made a motion, seconded by Phyllis C., to approve the NewsGram, pending corrections. Motion passed, two abstention.
C. Linda F. motions to approve the online business. Seconded by Phyllis C. Motion passes, abstention noted.
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. Trustees will be reviewing suggested transfer of $5000 to prudent reserve
C. 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
D. WSOB policy on mileage reimbursement
1. This agenda item is staying on until a policy is created
E. Leach vs. CAWSO et.al.
1. All items have been turned over to the insurance as requested by the trustees.
F. Website
1. Paul Y. is working on the security links as well as the email links on the website.
G. European Fulfillment Center
1. Developing questions for the companies when acquiring bids.
H. Meditation Book Status
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1. The meditation subcommittee has selected 14 pictures, but have not yet taken these to the full LCF committee for approval. Once this is approved, we will get a color and content proof for the WSOB to review prior to printing.
I. Newcomer Booklet
1. Kathy Jo has sent this out, and is waiting on a response
J. Online Business Policy
1. Susan D. presented a revised version of the online business guidelines
2. Linda F. motioned to approve the revised online business guidelines, with corrections. Seconded by Ira L. Motion passed unanimously.
3. Ira L. motions that we make the WSOB online business guidelines available to committees needing a sample. Seconded by Linda F. Motion passes unanimously.
Break 8:13 pm
K. Referrals from Conference 2013
1. #7264: Please publish or make available the WSOB online business process. Please explain how often this process has been used in the past three years. Thanks
2. Response: Thank you for the referral. Below are our online business guidelines. We utilize this process at least several times a year when we feel there is business which needs to be addressed between meetings.
3. #7298: Please consider creating a Word Document referral form that would be easy to complete digitally – it is difficult to type into a PDF as such that we currently use.
4. Tabled, Linda is looking into this.
5. #7299: Please consider creating a Smartphone (cross platforms) app to further carry the message and provide information through digital medias.
6. Referred to the IT Committee
II. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Linda F. and Richard L. have met with multiple vendors regarding computers. They still need one additional bid.
2. Linda F. updated the board regarding the postal system, because our contract is up. Our current vendor, Neopost, offers superior options and equipment, and Linda F. is unsure that she can find comparable vendors for bids. Neopost is offering to update our equipment, shipping program, maintain our shipping discounts and renew our contract (63 month) with no increase in fee. Bob C. suggests we ask the trustees to make an exception for this 3-bid process. Ira L. does not think there is enough information to bypass the 3-bid process. Kathy Jo R. mentioned she would still like to see 3-bids to compare.
3. Kathy Jo R. motions that we charge the same price as current pamphlets for “too young to recover?” And “12 principles”. Seconded by Phyllis C. Motion approved unanimously.
4. Linda F. motioned to transfer $5000 from savings to operating. Seconded by Kathy Jo R. Motion passes unanimously.
B. Chair – Richard L. – Submitted verbal report (see committee and ad-hoc reports)
C. Vice-Chair – Susan D. – Submitted verbal report (see committee and ad-hoc reports)
D. Treasurer
1. Operating $ 18,944.34
2. Even Year $15,263.32 EY Petty Cash $547.20
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3. Odd Year $488.00 OY Petty Cash $364.40
4. Savings #862 (Prudent Reserve) $50,138.78
5. Savings #372 (Publications Fund) $23,650.78
6. Savings $ 48,899.11
E. Director at Large – Bob C. – Submitted verbal report (see committee and ad-hoc reports)
F. Director at Large – Phyllis C. – Submitted verbal report (see committee and ad-hoc reports)
G. Director at Large – Morgan T. – Submitted verbal report (see committee and ad-hoc reports)
H. 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)
1. B2B Nov 23 1:30pm
2. Trustees would like to look into other options besides regonline
3. The Trustees would like to update the WS Contribution program form
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 is still working on the convention timeline.
C. Translations – Susan D.
1. Still working with Russell S. on the Holland Book.
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
VI. CAWS 2014 – Linda F.
A. Registrants: 32
VII. CAWS 2015 – Linda F. – Nothing New
VIII. CAWS 2016 – Linda F. – Nothing New
IX. CAWS 2017 – Linda F.
A. Elected chair – Gary P.
X. New Business
A. CAWSO, Inc. Agent-of-Record
1. Kathy Jo R. will clarify with the WSBT as to whom they would like to be listed on these documents
I. Executive Session
II. Next meeting: December 12, 2013 (Board to board November 23)
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III. 10:40pm Motion to Adjourn made by Susan D. Seconded by Kathy Jo R. Passed unanimously.
IV. Meeting closed at 10:40pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
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For attached documents and reports see: WSOB_2013-11_14_minutes-final.pdf