Minutes of the Meeting of
CA World Service Office Board of Directors
April 26, 2012
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:04pm by Chair, Teresa N.
II. Tradition 9 – read by Bob C.
III. Concept 9 – read by Peter D.
IV. WSM, p.72: Bylaws of Cocaine Anonymous World Services, Inc. – read by Janice C.
V. Birthdays – Jimmy P. (Visitor) 13 years
VI. Roll call and Quorum Determined
A. Voting Members Present: Teresa N. (WSOB Chair), Elizabeth S. (WSOB Vice-Chair, via Skype), Richard L. (WSO Trustee), Linda F. (DOO), Barry J. (WSOB Treasurer), Janice C. (Director at Large), Peter D. (WS Trustee), Bob C. (Director at Large). A quorum is established.
B. Board Members Absent: DRPD (vacant), Susan D. (Secretary)
VII. Guests Present: Richard S. (TAL), Kathy Jo R., Jimmy OP.
VIII. Richard L. motions to take the 2012 CAWS Convention business out of order. Seconded by Bob C. Motion passes unanimously.
IX. CAWS 2012 – Linda F. – Registrations to date – 326 for $50,897 USD!
A. Spending/Check Requests:
1. SR104 Motion by Barry J. to approve check request, in budget, for the amount of 390.00 GBP (approx. $625.60 [conversion rate: 1.6]) Payable to the Hilton Hotel for supply of 2 hard-wire Internet access Seconded by Richard L. Passes unanimously.
2. SR105 Motion by Barry J. to approve check request, in budget, for the amount of 810.00 GBP (approx. $1296.00 [conversion rate: 1.6]) Payable to the Hilton Hotel for single room rate package for Chair, Treasurer and Hotel Liaison. Seconded by Richard L. Passes unanimously.
3. SR106 Motion by Barry J. to approve check request, in budget, for the amount of 2,231.40 GBP (approx. $3,570.24 [conversion rate: 1.6]) Payable to Hilton Hotel, to buy 50 Banquet tickets, 10 Brunch tickets and 10 Friday night dinner tickets, all inclusive of VAT Seconded by Richard L. Motion passes, opposition unanimously
4. SR107 Motion by Barry J. to approve check request, in budget, for the amount of 332.50 GBP (approx. $532.00 [conversion rate: 1.6]) Payable to Natwest Bank to purchase 25 clocks. Seconded by Richard L.There was discussion regarding not having received 3 bids. Bob moved to except 3 bid rule for this bid only, Richard seconded. Motion passed, opposition note. Motion passes with opposition noted.
5. SR108 Motion by Barry J. to approve check request, in budget, for the amount of 169.00 GBP (approx. $270.40 [conversion rate: 1.6]) Payable to Clap Banner Ltd. to buy 500 clap banners. SR 61 for the clap banners was approved in January 2012 but VAT of 169 GBP was omitted. Seconded by Richard L. Motion passes unanimously.
6. SR109 Motion by Barry J. to approve check request, in budget, for the amount of 184.00 GBP (approx. $294.40 [conversion rate: 1.6]) Payable to Evan Evans Tours for LSE chair to take both pre and post Tours. Seconded by Richard L. Motion passes unanimously.
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7. SR110 Motion by Barry J. to approve check request, in budget, for the amount of 440.00 GBP (approx. $704.00[conversion rate: 1.6]) Payable to Birmingham Tours for activity for Special Events, Thursday Ghost Tour.
Seconded by Linda F. Motion passes unanimously.
8. SR112 Motion by Barry J. to approve check request, in budget, for the amount of 71.06 GBP (approx. $113.69 [conversion rate: 1.6]) Payable to JRH Automation for podium CA logo. Seconded by Linda F.. Passes unanimously. WSOB suggests that it be auctioned off.
9. SR113 Motion by Barry J. to approve check request, in budget, for the amount of 75.00 GBP (approx. $120.00 [conversion rate: 1.6]) Payable to JRH Automation for stands to hold signs. Seconded by Janice C. After some discussion, motion rescinded – need more information.
10. SR115 Motion by Barry J. to approve check request, in budget, for the amount of 498.96 GBP (approx. $798.33 [conversion rate: 1.6]) Payable to Birmingham Tours for Activity for Special Events, Friday Warwick Castle. Seconded by Richard L. Motion passes, opposition noted.
11. SR116 Motion by Barry J. to approve check request, in budget, for the amount of 89.00 GBP (approx. $142.40[conversion rate: 1.6]) Payable to Stratford Town Walk for Activity for Special Event, Saturday Stratford. Seconded by Richard L. Passes unanimously.
12. SR 117 Motion by Barry to approve check request, in budget, for the amount of 132.00 GBP [approx. $211.20 [conversion rate: 1.6] payable to Natwest Bank for 20 t-shirts for Fun Run participants. Seconded by Richard L. Passes unanimously.
13. SR119 Motion by Barry to approve check request, in budget, for the amount of 120 GBP [approx. $192.00 [conversion rate: 1.6] payable to P. Slattery for custom made key feature, paint, etc., small printed items . Seconded by Richard L. Passes unanimously.
14. SR 120 Motion by Barry to approve check request, in budget, for the amount of 411.60 GBP [approx. $658.56 [conversion rate: 1.6] payable to BDD Events Ltd. for Helium Balloons for event with logo. Seconded by Richard L. Motion passes, opposition noted.
B. Barry J. motions that we pay the balance of the hotel bill, which is 3479.40 GBP. Seconded by Richard L. Motion passes unanimously.
C. Barry J. motions for up to an additional $500 for any incurred costs. Seconded by Richard L. Motion passes unanimously.
X. Elizabeth via Skype
A. PI – attended conference call on 04/15. PSA was discussed. PI committee suggested we add voice-over. Very impressed with Frogspawn.
B. LCF – attended conference call on 04/14. 2 pieces to point 7. New anonymity pamphlet going to SR14. Book project flyer is on-line. Bob C. got the release form changed and is sending to Linda. Teresa believes book layout should be left to WSOB.
C. PSA – $2000 (25%) has been paid. Linda got an e-mail from Luke with pictures of the actors.
D. Translations – Cynthia is working with Yves on French HFC2, working with the chart they used for the revised version. It’s been sent to Kern and expected back next week. She believes it will be ready for Convention. Linda says RR Donnelly says they need 2 weeks for printing and that if we sign off on the digital, it will take less time. Linda says we have one place that will do 500 books for $1845 ($3.69 per
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book) without freight, and that Donnelly will do 1000 ($3.53 per book) plus freight to the office. Peter motions that we buy 500 French HFC2 books. Seconded by Janice. Motion passes. Elizabeth motions to print up 1000 HFC2 2nd Edition. Seconded by Janice. Barry made friendly amendment to add “up to” 1000 books. Amendment accepted. Amended motion passes. There was further discussion regarding the stock of stickered books they still have in the UK.
XI. Approval of the minutes of the prior meeting
A. Peter D. motions to approve the minutes from April 12, 2012. Seconded by Janice C. Motion passes unanimously.
XII. Seventh Tradition
XIII. Guest Reports: Kathy Jo (WSCCC Secretary) had changes in financial guidelines for WSCC. Jimmy P. expressed his interest in an upcoming Director opening. Also gave a report about CALA Convention’s upcoming comedy show fundraiser at LA Convention Center. Asking individual members for any memorabilia for baskets for opportunity drawing.
Break at 9:25 pm, resume at 9:35 pm
XIV. Online Business: None
XV. Old Business: None
XVI. WSOB Director Openings
A. We will have 2 openings after this Conference, and are always accepting applications!
XVII. Website – Ryan E. is back and the website all caught up. WSM is up. Auction part of the site is working. Discussion about adding a conversion toggle. Ryan will take care of it.
XVIII.Vendor Licensing Agreements – Linda F.
A. Nothing New
XIX. Royalty Agreements – Bob C.
A. Bob has changed the agreements to one. Will have it to Linda in a couple of days. Updated consent form for literature.
Barry made motion to extend the time, Linda seconded. Motion passes.
XX. Executive Session
XXI. 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. Nothing new.
XXII. Office Director Reports
A. DOO Report – Linda F. – Submitted verbal and written report (see attached)
1. Teresa will make the handbook more specific but will take what we have and get the insurance before Convention
B. Chair – Teresa N. – Submitted verbal report (see committee and ad-hoc reports). Working on handbook. Richard will find out if the directors need to be covered on the DNO insurance.
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 $27,293.73 (includes $10292 from Holland that may be wrong)
2. Even Year $17,068.05 (+ $11664 to be transferred from svgs for hotel bill)
3. Odd Year $6,293.17 OY Petty Cash $488.00
4. Savings $100,184.67 (will be $11664 less see not above)
5. Savings #862 $1,100.66
6. Savings #364 $564.52
7. Savings #372 $1,000.02
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8. HSBC $500.00
9. WFUK 5,144.86 GBP as of 3/31/2012 – will update soon
E. Secretary – Susan D. – submitted written report
F. Director at Large – Bob C. – submitted verbal report (see committee and ad-hoc reports)
G. Director at Large – Janice C. – submitted verbal report (see committee and ad-hoc reports)
XXIII. Trustee Reports
A. WSO Trustee – Richard L. – Submitted verbal report (see committee and ad-hoc reports)
1. Richard L. would like to remind everyone their quarterly reports to the trustees is due the first week of May.
B. WS Trustee – Peter D. – Submitted verbal report (see committee and ad-hoc reports)
XXIV. Committee Reports
A. Finance: Elizabeth S., Teresa N., Linda F., & Barry J. – No Report
B. Structure & Bylaws: Janice C.
1. Working on referrals from as far back as 2008
C. Convention: Peter D. & Linda F.
1. Making progress on the guidelines.
D. Conference: Linda F., Teresa N. & Peter D. – No Report
E. Unity: Susan D. – No Report
F. Literature, Chips & Formats: Bob C. & Elizabeth S.
G. Hospitals & Institutions: Susan D. & Janice C.
1. H & I Guidelines complete, being reviewed by Russell and soon to be sent to the office to be put on the website
H. Public Information: Richard L., Elizabeth S. & Linda F.
I. I.T.: Linda F. – No Report
J. Archives: Bob C., Richard L.
1. Meeting at the office April 28
XXV. CAWS 2012 – Additional discussion regarding tax issued. We have been assured by the European Trustee and Trustee Chair that all products have VAT on purchases. Our only concern is registration money which we haven’t taxed for, for which there is no VAT. Linda will ask Jackie. FYI – Steering and General Committee meeting 04/28/12 at 5 a.m. PDT.
XXVI. CAWS 2013 – Linda F.
A. Teresa N. and Linda F. are continuing to work with Randy G. and Kenny W. There was discussion of our concerns regarding contracts and communication, and the need to communicate to the Convention Chair that he is failing to meet the Convention Guidelines.
XXVII. CAWS 2014 – Linda F.
A. Site visits continue
XXVIII. New Business
A. Barry J. motions to ask WSBT to transfer $9000 for additional Convention/drug court expenses. Seconded by Janice. Motion passes.
XXIX. Next meeting: May 10, 2012 at 7 p.m.
XXX. 11:15 Motion to Adjourn made by Richard L. seconded by Janice C., Passed unanimously.
XXXI. Meeting closed at 11:15 pm by Chair, Teresa N., with the “we” version of the Serenity Prayer.
For attached documents and reports see: WSOB_04.26.12_min_Final.pdf
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