Minutes of the Meeting of
CA World Service Office Board of Directors
August 9, 2012
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:05pm by Chair, Teresa N.
II. Tradition 2 – read by Richard L.
A. Bob C. notes that steering committees picking people in meetings is a direct violation of the 2nd tradition.
III. Concept 2 – read by Janice C.
IV. WSM, p.5: Bylaws of Cocaine Anonymous World Services, Inc. – read by Susan D.
V. Birthdays – None
VI. Roll call and Quorum Determined
A. Voting Members Present: Teresa N. (WSOB Chair), Susan D. (Secretary), Richard L. (WSO Trustee), Linda F. (DOO), Barry J. (WSOB Treasurer), Janice C. (Director at Large), Richard S. (TAL & Acting WST), Bob C. (Director at Large). A quorum is established.
B. Board Members Absent: Elizabeth S. (WSOB Vice-Chair, absent with prior notification), DRPD (vacant)
VII. Guests Present: Tara G., Maria B., David B., Randy G (SWR Trustee, via telephone)
VIII. Approval of the minutes of the prior meeting
A. Richard L. motions to approve the minutes from July 26, 2012, as amended. Seconded by Barry J. Motion passes unanimously.
IX. Seventh Tradition
X. Guest Reports:
A. David B., chair of the CAWS 2014 convention reported they have filled almost all positions. They are hoping to have their first meeting in September. David B. brought save the date cards for approval. They would also like to print 5,000 for $155.16.
B. Barry J. motions that we approve the printing of 5,000 cards, for $155.16, for the CAWS 2014 Convention, pending the change of the disclaimer. Seconded by Janice C. Motion passes unanimously.
C. Randy G. called in to update the WSOB about Houston, Texas’ interest in holding the 2015 CAWS convention. They wanted to make sure the same procedures would be in place if they did step up to hold the convention, Randy G. assured them for the most part things would be the same, except the time constraints. A few members had some concern, and they wanted to know if the WSOB if the Texas area was to put on the convention, if the budget could include some type of assistance to send their delegates to the conference that year. They said this because the year they hosted the convention before, they were unable to have an area convention, therefore they were unable to come up with funds to send their delegates to the conference. They said this was not a deal breaker, but this was one of their concerns. They made an announcement at their Sunday meeting that they are being considered to hold the 2015 convention, and there was excitement. They do understand that there are other options, and the final decision is up to the WSOB.
XI. Online Business: Barry J. has made a motion to transfer $23,500.00 from Savings to Operating, pending trustee approval. seconded by Linda F. Motion passes unanimously. Barry J. motions to ratify the online business. Seconded by Richard L. Motion passes unanimously.
XII. Old Business
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A. WSOB Director Openings – We will have 2 openings after this Conference, and are always accepting applications!
B. Website
1. Richard S. suggests we look into other options for someone to take over the website, to insure it gets done. Richard S. is happy to help with the search for talent. Teresa N. will look into this.
C. Publication Projects – Linda F. & Elizabeth S.
1. See Linda F.’s report.
D. Vendor Licensing Agreements – Linda F.
1. The board has decided that we will waive the application fee for Rule 62 audio, since they believe they have paid it already. Therefore, they can submit their product, the annual fee, and the signed contract to the WSOB for approval.
E. Royalty Agreements – Bob C.
1. The payment options letter will go out Monday.
F. Referrals – Nothing New
G. Commemorative Chips
1. Placing this on the agenda for conference, Bob C. suggests this should come during the Treasurer report, because this is financial. We can let the conference know that we plan on making such a motion during our closing report.
XIII. Translations Ad-Hoc Committee – Teresa N., Elizabeth S., & Linda F.
A. The Swedish chips have arrived!!!!!!
XIV. Financial Fundraising Ad-Hoc Committee – Richard L. & Bob C
A. The office is looking into prices for different shirts and hats, and what types of pricing in smaller quantities.
XV. Contribution Program/ International Donations
A. Barry J. is working with Jason L., in the UK, to develop a reoccurring credit card process for European credit cards.
XVI. Office Director Reports
A. DOO Report – Linda F. – Submitted verbal and written report (see attached and ad-hoc reports)
1. The French voiceover artist will be recording the PSA Saturday, as soon as Linda F. receives it in the mail, she will pass it along to Shadoe R. to complete our PSA.
2. Linda F. motions that we put the Convention badges holders as a CAWSO inventory item that we can put on the online store, at a small profit, for local areas to purchase for their area convention, and also sell to the CAWS convention and conference at cost. Seconded by Susan D. Motion passes, unanimously.
3. Richard L. suggests we have a basket for people to recycle their badges after the conference.
4. 121 Conference registrations to date!
5. CAWS 2013 has made new negotiations with the hotel, which everyone is very excited about. The contract has been signed with the changes.
Break 9:00 pm Resume 9:10 pm
B. Chair – Teresa N. – Submitted verbal and written report (see committee and ad-hoc reports).
C. Vice Chair – Elizabeth S. – Absent, with prior notification
D. Treasurer – Barry J. – submitted written and verbal report (see attached)
1. Operating $17,690.41
2. Even Year $95,388.91
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3. Odd Year $5,002.27 OY Petty Cash $488.00
4. Savings $73,552.57
5. Savings #862 $1,101.03
6. Savings #364 $546.66
7. Savings #372 $1,000.36
8. HSBC $500.00
9. WFUK 2356.77 GBP as of 7/11/2012
10. Discussion ensued regarding what type of 7th tradition chart should be presented to the conference. Suggestions included pie charts of how to break down donations, as well as listing the meetings and areas, which have donated, and how much money each donated. Other members supported the idea of dropping the dollar amount, and just says “thank you to those who have donated this year”, and include the names of the meetings/areas.
11. Bob C. motions to include a section in the conference report, listing a 12-month period of all areas/meeting, which have donated, and the amounts they donated. In addition, there will be a thank you poster created without listing the denominations. Seconded by Richard S. Motion passes unanimously.
12. Richard S. motions that the WSO maintains a minimum balance of $4,500, exclusive of payroll. Seconded by Richard L. Motion passes unanimously.
E. Secretary – Susan D. – submitted verbal report (see committee and ad-hoc reports)
Susan D. motions to extend the meeting past its scheduled time. Seconded by Richard L. Motion passes unanimously.
F. Director at Large – Bob C. – submitted verbal report (see committee and ad-hoc reports)
G. Director at Large – Janice C. – submitted verbal report
XVII. Trustee Reports
A. WSO Trustee – Richard L. – submitted verbal & written report (see committee and ad-hoc reports)
B. WS Trustee – Richard S. – submitted verbal & written report (see committee and ad-hoc reports)
XVIII. Committee Reports
A. Finance: Elizabeth S., Teresa N., Linda F., & Barry J. – Nothing New
B. Structure & Bylaws: Janice C. – Nothing New
C. Convention: Linda F.
1. Conference call this Saturday.
D. Conference: Linda F. & Teresa N.
1. Continuing to look into new hotels.
2. Susan D. has offered to keep a tab of all motions made at conference regarding the WSOB, to ensure we are keeping track of everything.
E. Unity: Susan D.
1. Bob C. motions that each request for travel expenses for non-delegate chairs at conference must be individually approved, by the WSOB. Friendly amendment by Richard S. that all requests must be submitted for approval 120 days prior to conference. Seconded by Janice C. Motion passes unanimously.
2. Richard S. notes that it would be a good idea to remind the conference that if their committee chooses to elect a non-delegate chair, that this does not mean they are guaranteed to have their flights paid for.
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F. Literature, Chips & Formats: Bob C. & Elizabeth S. – Nothing New
G. Hospitals & Institutions: Susan D. & Janice C. – Nothing New
H. Public Information: Richard L., Elizabeth S. & Linda F. – Nothing New
I. I.T.: Linda F. – Nothing New
J. Archives: Bob C., Richard L. – Nothing New
XIX CAWS 2012 – Linda f.
A. Richard L. will take the information to the WSBT that the UK account is now outside of the guidelines, and needs to be closed.
XX. CAWS 2013 – Linda F.
A. Nothing New
XXI. CAWS 2014 – Linda F.
A. Nothing New
XXII. CAWS 2015 – Linda F.
A. Richard S. contacted Dwight and another member in Las Vegas, who are very active in service. They polled a few members. They seem very excited. Richard S. does not think Las Vegas on its own would be able to put on this convention, but with the surrounding areas, it is definitely a possibility. There are non-gaming hotels which would be able to facilitate this.
B. Teresa N. spoke to Alan S. about the possibility of holding the convention on the East coast. They gave a few suggestions of hotels in New Jersey. Yes, there’s golfing! Special events could include a trip to NYC, trip to Philly, Atlantic City, pre or post trip to DC. Alan S. had 20 people who were for sure interested.
C. It is important to note that neither of these areas could support the convention alone, but the surrounding fellowships would be able to help support it.
D. Barry J. mentioned that it is nice to have conventions in a place where there is not much other stuff around, because you are more likely to stay at the hotel and attend the CA events.
E. Linda F. expresses concern that 2014 will be held in PSR, and if we held the convention in Las Vegas, would it be too close?
F. Bob C. mentions that the fellowship is extremely strong on the west coast, and it would be a good place to hold it.
G. Bob C. suggests we find out what other fellowships have held conventions in Las Vegas within the past 5 years, to see if those are any viable options.
H. Susan D. motions that we move forward with Las Vegas by collecting viable hotel bids. Seconded by Richard L. Motion passes unanimously.
I. We will have a limited meeting on August 23, 2012 to discuss CAWS 2015 and the WSOB opening report.
XXIII. New Business – Nothing New
XXIV. Next meeting (Limited): August 23, 2012 at 7 p.m.
XXV. 12:03 am Motion to Adjourn made by Janice. seconded by Barry J., Passed unanimously.
XXVI. Meeting closed at 12:03 am by Chair, Teresa N., with the “we” version of the Serenity Prayer.
For attached reports and documents see: WSOB_08.09.12_min_Final.pdf
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