Minutes of the Meeting of
CA World Service Office Board of Directors
January 26, 2012
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:00pm by Vice Chair Elizabeth S.
II. Tradition 3 – read by Barry J.
III. Concept 3 – read by Gregory A.
IV. WSM, p.67: Bylaws of Cocaine Anonymous World Services, Inc. – read by Janice C.
A. Peter D. made a discussion point V. Birthdays – Barry J., 25 years!
V. Birthdays – Barry J., 25 years!
VI. Roll call and Quorum Determined
A. Voting Members Present: Elizabeth S. (WSOB Vice-Chair), Richard L. (WSO Trustee), Susan D. (Secretary), Linda F. (DOO), Peter D. (WS Trustee), Janice C. (Director at Large), Barry J. (WSOB Treasurer), Bob C. (Director at Large). A quorum is established.
B. Board Members Absent: Teresa N. (WSOB Chair), DRPD (vacant).
VII. Guests Present: Ryan E. (Webservant), Gregory A.
VIII. Approval of the minutes of the prior meeting
A. Janice C.. motions to approve the minutes from January 12, 2012, as amended. Seconded by Susan D. Motion passes unanimously.
IX. Seventh Tradition
X. Guest Reports: Gregory A. mentions this is his 6th WSOB meeting, and to continue to learn.
XI. Online Business: None
XII. WSOB Director Openings
A. We will have 2 openings after this Conference, and are always accepting applications!
XIII. Website – Ryan E.
A. Working on the site, lose to a possible release, still needs to work on styling. Ryan E. is hoping the site is done by the end of the quarter.
B. Made some changes to help guide people better “Get Help” vs “Be of Help”
C. Disclaimers are present, search box added
D. “What’s new” box, includes 5 most recent documents
E. Ryan E. went over the process of members adding events, and how the Webservant and/or CAWSO reviews the events and posts them to the website. Janice C. mentions we will need to create a policy for approving the events added to the page, which will be added to new business for discussion.
XIV. Publication Projects – Linda F. / Elizabeth S.
A. Pamphlets –
B. French publications – Elizabeth S.
1. Elizabeth attended a conference call with Russell S., and appreciates how Russell S. communicated what was going on throughout the weekend he was in Montreal. Elizabeth S. is hopeful God continues to guide us to a solution and looks forward to clear direction from the local translation committee. She is still available to help in any way possible. Elizabeth S. wants to reiterate the WSBT put all French publications and printing on hold, and the WSOB is following their direction.
Break 7:57pm
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Resume 8:04pm with the serenity prayer
C. HFC II – Linda F.
1. Discussion regarding pamphlets included in HFC II. Three pamphlets are not currently in the book, and a decision needs to be made where the pamphlets go in the book. Barry J. mentions as a business decision, we do not want to de-value our current inventory, and we should wait to add the additional pamphlets when we can print one world book. Linda F. notes grammatical corrections need to be made for the new printing. Elizabeth S. states per the vote at the conference, we must add the pamphlets to the book.
2. Peter D. notes that due to the pamphlets changing more often then HFC II, and the loss in selling pamphlets separately, we might not want to include the pamphlets in the book. Elizabeth S. mentions this change would be something that would need to go through the Conference. Elizabeth S. mentions the “nuts and bolts” of our program are in the pamphlets, and she feels it is important to continue to include the pamphlets in HFC II.
3. Bob C. motions to refer to LCF where they would like the three missing pamphlets (C.A. is Also for the Gay, Lesbian, Bisexual or Transgender Addict, Dos & Don’t’s for 12-Step Calls for Addicts, Yes, You Can Start a C.A. Meeting) to be added to HFC II. Seconded by Richard L. Bob C. withdraws his motion.
Janice C. motions to print international edition of HFC II to be ready for CAWS 2012. This will remove How it Works, change the meeting format, and add our new policy disclaimer. Seconded by Barry J. Passes with substantial unanimity.
XV. Vendor Licensing Agreements – Linda F.
A. Two pending vendor agreements.
XVI. Royalty Agreements – Linda F.
A. One pending royalty Agreements.
XVII. Translations – Elizabeth S., Richard L., and Teresa N.
A. Reaching Out to the Deaf – Susan D. contact Russell S. who is working on gathering a local translation committee to work on this.
B. Farsi – Working on incorporating new disclaimer into literature.
C. Elizabeth S. contacted Russell S., who will be putting together a chart for the progress on each translation.
XVIII. PSA Ad-Hoc Committee – Linda F., Elizabeth S., Teresa N., and Richard L.
A. Request for proposal: Public Service Announcement Production for Cocaine Anonymous. Three bids have been collected. The awarded date will be March 16, 2012.
B. Barry J. says he would like to split the payment over our two fiscal years.
C. Barry J. motions to approve the Public Information Request for Proposal. Seconded by Janice C. Passes unanimously.
XIX. Financial Fundraising Ad-Hoc Committee – Bob C., Elizabeth S., Barry J., Peter D., Kathy Jo R., Richard L., Allen S., Brian T., Janice C., Linda F., Jason L., Susan D., and Teresa N.
A. Bob C. worked on a list of topics to work on. A few he feels are important: use of PayPal, credit cards, wire transfers, etc., how does a meeting treasurer hold onto the 7th tradition monies, use of bank accounts, how do district and area treasurers hold onto funds & how do they send money to CAWSO (and how does District send money to the Area), 7th tradition, contribution program, 70/30 plan, prudent reserves, sales, use of non profit tax ID by group other than actual holder of ID (eg District using Area’s tax ID)
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B. Barry J. mentions he believed this committee was more about how to raise money and increase sales, rather than education. He believes these topics would be better suited for the WSBT.
C. Elizabeth S. suggests educating through marketing by making these topics more interesting and easier to digest.
D. Peter D. suggests we put our balance sheet in the NewsGram so our fellowship can see exactly where the money is going.
E. Elizabeth S. mentions in the past there was discussion of holding a retreat, which she feels would be something the WSOB might want to take into consideration again.
Break 9:17pm
Resume 9:22pm
XX. Office Director Reports
A. DOO Report – Linda F. – Submitted verbal and written report (see attached)
B. Chair – Teresa N. – absent with prior notice
C. Vice Chair – Elizabeth S. – submitted verbal report (see committee and ad-hoc reports)
D. Treasurer – Barry J. – submitted written report (see attached)
1. Operating $27,870.76
2. Even Year $25,931.61
3. Odd Year $5,267.17
4. Savings $102,146.54
5. HSBC $500.00
6. Barry J. motions to transfer the balance of the emergency UK account less 350 GBP (approx. $500) to new Wells Fargo UK account, pending trustee approval, and converting 350 GBP into standard petty cash account. Seconded by Linda F. Passes unanimously.
7. Richard L. motions the winner of the United Fellowship Fundraising Opportunity Drawing be announced March 17, 2012 at the SGPVCA area convention. Seconded by Janice C. Passes unanimously.
Barry J motions to extend the meeting past normal time. Seconded by Linda F. Passes unanimously.
E. Secretary – Susan D. – submitted verbal report (see committee and ad-hoc reports)
F. Director at Large – Bob C. – submitted verbal report (see committee and ad-hoc reports)
G. Director at Large – Janice C. – No written report
XXI. Trustee Reports
A. WSO Trustee – Richard L. – No written report
1. The archive committee will be meeting this Saturday at CAWSO.
2. Trustee conference call this Sunday.
I. WS Trustee – Peter D. – Submitted verbal report
A. Still has not heard from Edmonton of Hope, Faith and Courage society.
II. Committee Reports
A. Finance: Elizabeth S., Teresa N., Linda F., & Barry J. – No Report
B. Structure & Bylaws: Janice C.
1. New guidelines have been submitted to CAWSO to be added to website
2. Committee referrals have been distributed.
C. Convention: Peter D. & Linda F. – No Report
D. Conference: Linda F., Teresa N. & Peter D.
1. Last called canceled, next call will be in February
E. Unity: Susan D.
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1. Committee has collected two lunch proposals, working on a third
F. Literature, Chips & Formats: Bob C. & Elizabeth S.
1. Next conference call March 4th
G. Hospitals & Institutions: Susan D.
1. Attended January 22nd conference call
2. Committee is working on added LifeLine into guidelines.
H. Public Information: Richard L., Elizabeth S. & Linda F.
1. Moving forward with PSA
2. Linda F. and Richard L. will work on updating Fact File
I. I.T.: Linda F. – No Report
J. Archives: Bob C., Richard L.
1. Committee will meet Saturday at CAWSO.
III. CAWS 2012 – Linda F.
A. Spending/Check Requests:
1. SR59 Motion by Barry J. to approve check request, in budget, for the amount of 2,600 GBP (approx. $4,160.00 [conversion rate: 1.6]) Payable to guest speakers (Sean H. 800 GBP, Geoff C. 1,000 GBP, Norma J. 800 GBP) to pay for speaker airfare. Seconded by Richard L. Passes unanimously.
2. SR60 Motion by Barry J. to approve check request, in budget, for the amount of 750 GBP (approx. $1,200.00 [conversion rate: 1.6]) Payable to Chris R. for workshop airfare. Seconded by Richard L. Passes unanimously.
3. SR61 Motion by Barry J. to approve check request, in budget, for the amount of 845 GBP (approx. $1,352.00 [conversion rate: 1.6]) Payable to TBC for 500 Clap Banners (Note final artwork to follow for approval). Seconded by Linda F. Motion passes.
4. SR62 Motion by Barry J. to approve check request, in budget, for the amount of 241.69 GBP (approx $386.70 [conversion rate: 1.6]) Payable to Nick S. to reimburse treasurer for committee travel expenses for the general meeting on Sunday January 15, 2012. Seconded by Richard L. Passes unanimously.
5. SR63 Motion by Barry J. to approve check request, in budget, for the amount of 240 GBP (approx $384.00 [conversion rate: 1.6]) Payable to CAWSO for 6 x 40 GBP basic registration packages for guest speakers (Beth D, Norma Jean C., Geoff C, Robert, Shawn H., and Laura S.. Seconded by Bob C. Passes unanimously.
B. General Committee Announcements:
1. 69 US registrants! 83 International registrants!
IV. CAWS 2013 – Linda F.
A. Committee submitted registration form for approval. Richard L. motions to table this until next meeting. Seconded by Susan D. Passes unanimously.
V. CAWS 2014 – Linda F. – No Report
VI. New Business
A. Web publishing policy – Tabled until next meeting
B. Barry J. motions that all CAWSO employees are subject to random drug testing through our workers comp clinic, based on the discretion of the WSOB chair, effective immediately. Seconded by Richard L. Passes unanimously.
Break 10:35pm
Resume 10:42pm
VII. Executive Session
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VIII. Next meeting: February 9, 2012
IX. 10:57pm Motion to Adjourn made by Janice C. seconded by Linda F., Passed unanimously.
X. Meeting closed at pm by Vice Chair, Elizabeth S., with the “we” version of the Serenity Prayer.
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