Aug 29 – 31, 2004 – WSBT Quarterly Meeting Minutes – Documents Archive for Cocaine Anonymous

CA WORLD SERVICE BOARD OF TRUSTEES REGULAR QUARTERLY MEETING MINUTES

August 29 – 31, 2004

Final approved minutes

(approved November 19, 2004)

Since this report is a confidential CA document, for members only, it contains Member’s full names. This usage to facilitate communication within the fellowship was approved by the 1990 WS Conference. Such confidential use does not, of course, violate in any way our Tradition on anonymity in public communications media (press, radio, TV, etc.).

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Sunday August 29, 2004:

The regular quarterly meeting of the CA World Service Board of Trustees, at the Four Points Sheraton Hotel, Los Angeles, CA, was called to order at 6:15 p.m. PST.

Quiet Time and Serenity Prayer led by Board Chair, Teri K.

Roll Call

Absent: Ken Cross, Pacific South Regional Trustee

Read & Discuss Tradition Nine

CA, as such, ought never be organized, but we may create service boards or committees directly responsible for those they serve.

Discussion by the Board Members: The H & I committees around the country think they are their own entity…they are responsible to newcomer and not the service board. They don’t understand our {board} structure – suggest we have a month that is traditionally H&I month and. we let each of our service areas know who we serve and the responsibility of each {board member}. Apparent they haven’t studied the traditions…several problems may be solved if someone goes over the traditions with them so they understand them better. Take the time when it’s early on…let them know how important it is…start when the person walks through the door. People are interpreting points of law with their home states in mind. As traditions and concepts are taught, the quality of every position will go up. Key word – never be organized…fine line between organization vs. structure. If there is structure, it’s not necessarily a bad thing, therefore the key word is create. What is the scope of your responsibility – the person who is elected. You need to continue to draw from what has been brought out from AA but be sure that it works and is right for CA…overturn a decision or call a vote. Lots of structure…a paradox to not be organized. Responsible – making sure those who are taking on the responsibility of sitting on committee as to what they need to know instead of just sitting in on a meeting. Lead delegate or senior delegate – no such thing, it’s not in our structure, S & B concurs there’s no such thing, yet

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it’s heard all the time. Can an area structure itself to write “Lead delegate” into their bylaws and make it exist? It’s not recognized at the world level and should not be used.

Read & Discuss Concept III

As a traditional means of creating and maintaining a clearly defined working relation between the groups, the Conference, the World Service Office Board and its several service corporations, staffs, committees and executives, and of thus insuring their effective leadership, it is here suggested that we endow each of these elements of world service with traditional “Right of Decision.”

Discussion by the Board Members: When a delegate comes here they are no longer here just for their area…they are here for CA as a whole, coordinating what is best for CA. Identifying a delegate as a “lead” gives the impression that another delegate from the same region is to “follow” the “lead” instead of voting their conscience. Start thinking of others and put aside our own agendas. Giving the power to someone to make decisions, you have to trust the decisions they make are for the best. The right of decision will undoubtedly be addressed this week. Paid director has an equal vote on the board…should a paid director have the same decision if they do not have knowledge of the structure of the organization or are not a member of the organization as we currently have. One person, one voice, with communication as the key. There are times when information is given after a vote that makes you wish you had that information before the vote. Working relationship – make sure there are job descriptions for ‘pass it on’…funneling of information is the important concept.

Chair’s Opening Remarks – Teri

Lots of old business…housekeeping in new business. Must have a mandatory agenda item that we have a group inventory to close the loose ends, but not necessarily at the end. Board to Board meeting – sad it’s limited to 2 hours…communication with the chair is not as detailed as desired. Hopefully crisp up and nail down some items at this board meeting. Start times 8:30 Monday as well as Tuesday; 15min breaks, 1 hr 15min lunch times. Will exercise right to not act as the chair to bring out motions as necessary, turning the meeting over to Vice Chair at times.

Review of the Agenda – discussion followed

Note in these minutes the letters M/S/P mean – Motion/Second/Pass and the letters M/S/F mean – Motion/Second/Fail

Motion to Suspend the Rules to address an agenda item out of order — for request to transfer funds. M/S/P

Motion to transfer $6,100 from operating reserve money market to CAWSO checking acct. M/S/P

Motion to Suspend the Rules to Take an agenda item of new business out of order — #15 & #16 – M/S/P

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#15 Ratification of WSOB members {Reference to World Service Manual Page 5.3}– Bob C, Earl H, Judy W, Mike G, John F, Brian W, Patty F – All members were ratified.

#16 Ratification of WSBT members (Reference to World Service Manual Page 6.7) – Teri K, Cynthia C., Jackie S., Tony D., Ken C., Jahi B., Jay F., Elizabeth S., John b. – All members were ratified.

Review/Approve Minutes:

WSBT Quarterly Minutes – May 2004

Motion to Table minute approval until tomorrow morning {Monday} M/S

Amended: to table minute approval of the May 2004 Quarterly Minutes until after lunch on Monday – M/S/P

WSBT Conference Call Minutes- July 2004

Motion to Approve Minutes of July 2004 Conference Call (attached) as amended M/S/P

Record of Online Business – Between May and August 2004 quarterly WSBT meetings Motion to Approve most recent draft of the record of On LineBusiness Minutes – M/S

– Amendment – to approve the minutes with the one noted correction re passage of last motion on August 26^th (attached) M/S/P

WSBT OFFICER REPORTS

(Discussion on reports previously submitted for review)

Chair (Teri) – see attached report M/S/P to accept the report
Vice-Chair (Jahi) – gave verbally, M/S/P to accept the report
Secretary (Cynthia) – see attached report, M/S/P to accept the report

TRUSTEE REPORTS

(Discussion on reports previously submitted for review)

World Service Office Trustee Report (Elizabeth) – See attached report – the 20^th is not included due to laptop computer going down; also reports of other members are forthcoming: electronic reports from Judy W, Mike G, John F, & Brian W to follow M/S/P to accept the report

World Service Trustee Report (John) – see attached; assisted Elizabeth with Wells Fargo ACH; Leandra’s office performance was commended, as were Karen’s & Mary Ellen’s; has maintained world service presence at Pacific South Region – M/S/P to accept report

WSOT/Elizabeth/John – Patti’s review and pay increase were discussed.

Trustee At Large (Jahi) — see online report — M/S/P to accept the report

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Regional Trustee Reports

Midwest (Tony) – see online report – M/S/P to accept the report
Pacific North (Cynthia) – see online report – M/S/P to accept the report
Pacific South (Ken) – not present and no report
Atlantic North (Jackie) – see online report – M/S/P to accept the report
Atlantic South (Teri) – see online report – M/S/P to accept the report
Southwest (Jay) – see online report – M/S/P to accept the report

Motion to adjourn until 8:30 a.m. Monday morning – M/S/P Meeting Adjourned at 11:30 p.m.

Monday August 30, 2004:

The regular quarterly meeting of the CA World Service Board of Trustees, at the Four Points Sheraton Hotel, Los Angeles, CA, was called to order at 8:38 am PST.

Quiet Time and Serenity Prayer led by Board Chair, Teri K.

Roll Call

Teri Knight	Atlantic South Regional Trustee	Chair
Jahi Boseda	Trustee at Large	Vice Chair
Cynthia Cronkhite	Pacific North Regional Trustee	Secretary
John Bodkin	World Service Trustee
Jay Finesilver	Southwest Regional Trustee
Elizabeth Saldebar	World Service Office Trustee
Jackie Schickler	Atlantic North Regional Trustee
Tony Drake	Midwest Regional Trustee

Absent: Ken Cross, Pacific South Regional Trustee

Moment of silence, Prayer for Ken’s surgery, Serenity Prayer

Chair: Apology for personal error in regards to WSBT ratification – one of the WSBT board members did not receive a confirmative ratification. Chair suggested board moves to redo the entire ratification of the entire WSBT board members. M/S/P

#16 Ratification of WSBT members – Terri K., Jahi B., Cynthia C., Jackie S., Jay F., Tony D., John B., Ken C., Elizabeth S.. – Ken C. was not ratified. All other members of the WSBT were ratified.

Motion to stay any action concerning the ratification until the next quarterly meeting. M/S/F

Fifth Concept statement by John B

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TRUSTEE COMMITTEE REPORTS

(Discussion on reports previously submitted for review and other reports)

Finance Committee (Elizabeth, Jay, Jahi) – see attached report – M/S/P to accept the report
Conference Committee (John, Ken) – verbal report – investigative survey for delegates and board members is being considered in the form of a hand out – only for information gathering – respective boards go through specific credentialling process – M/S/P to accept the report
Long Term Planning (Teri, Jackie, John, Ken, Jahi, Jay) – see attached report – M/S/P to accept the report

Cynthia stated her desire to join this committee

Trustee Election Committee (Elizabeth, Cynthia, Tony, Jay) – see attached report – M/S/P to accept the report

Motion to Suspend the Rules to Take an agenda item of new business out of order — # 28 –

M/S/P

#28. Responsibilities of an absent Trustee during the conference

Motion to assign TAL to Pacific South Region responsibilities for this Conference only and the Midwest Regional Trustee to serve on the Conference Convention Committee for this Conference.

Amended to ask World Service Trustee to serve on the Conference Convention Committee representing the PSRT for this conference. Accepted

Amended to ask both WST and MWRT to serve on the Conference Convention Committee representing the PSRT for this conference. Accepted M/S/P

Legal Committee (Jackie, Jay) – see attached report –M/S/P to accept the report
Negotiation (John, Cynthia, Jackie, Tony, Ken, Teri) – see attached report of WST – M/S/P to accept report
NewsGram (Cynthia, Jackie, Teri)—see attached report – M/S/P to accept report

8.Orientation Committee (Teri, Jahi) – see attached report – M/S/P to accept report Jackie & Jay stated desire to join this committee

TRUSTEE CONFERENCE COMMITTEE REPORTS

(Discussion on reports previously submitted for review and other reports)

Finance Committee (Elizabeth) – verbal report — draft of Financial Guidelines to be presented to the Conference floor– the Finance Committee will be meeting to go over concerns of the document – M/S/P to accept the report

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Conference Committee (John) – refer to verbal report mentioned previously – M/S/P to accept the report

Convention Committee (Ken) – no report available

CAWS 2005 (Teri) – verbal report – final budget is forthcoming – document, when located, will be submitted to WSBT – John presented information regarding Cook Convention Center in Memphis – Tony presented facts concerning his region’s convention during the auction segment of regional convention…the vocal auction has generated more monies than the silent auction or separate auction time.

{Note: Memphis has developed a paid auction/ticketed event} Jackie – concern: will this limit ourselves. John — World Services will be asked to submit provision for state of Tennessee regarding not for profit status on the Tennesse forms. Agenda item for board to board meeting

M/S/P to accept the report

CAWS 2006 – Discussion to be held after conference and after selection of the new host city – at Fall quarterly meeting

CAWS 2007 (Tony) – see attached report– little or no discussion with committee chair for this event until a week ago – chair admitted she didn’t know what was expected, but concerns were addressed and is moving forward. Budget, hotel bids, coffee issues were discussed at the meeting. Question – when does the Trustee begin to attend the committee meetings – suggested trustee plays position by ear but should consider attending 18 months prior to event. M/S/P to accept the report

Structure & Bylaws Committee (Jay) – see attached report – M/S/P to accept the report

H&I Committee (Jahi) – verbal report – conference call once a year – new chair has not been identified to date – M/S/P to accept the report

PI Committee (Jackie) – see attached report – M/S/P to accept the report

Unity Committee (Teri) – see attached report – M/S/P to accept the report

LC&F Committee (Cynthia) – see attached report – Make sure WSBT has clear group conscience concerning the storybook .. add criteria to later actions in agenda. M/S/P to accept the report

Internet Committee (Tony) – verbal report – different area web sites have been assigned, change statement of purpose, digital archive for website, expand scope of committee – M/S/P to accept the report

Motion to Suspend the Rules to Take an agenda item of new business out of order — # 31 – M/S/P

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#31 Discussion of CAWS 2006 & 2008 bids (Tony)

Suggested for Convention Committee to confer with each area who will be presenting bids for these dates and designate specific time allowance for each presentation. Allow time on floor of conference for Calgary’s presentation of information. Support effort of those who submitted these bids. Clearly state how WSBT feels in regards to this. Question – is a member of Finance Committee attending and conferring with Convention Committee? The Finance Committee looks at the Convention Committee budget at the Conference and makes recommendations. Resolve one time issue and the long term issue. Encourage process for recommendation is not allowed on conference floor.

Motion to craft a memo to the Convention Committee.

Amendment corrected original content.

“Due to the emergency situation for the selection of the bid for the 2006 convention site it is suggested by the WSBT that all bids for CAWS 2006 be reviewed by the Convention Committee and that all qualifying host cities be allowed to make a presentation to the Conference floor for approval and selection”.

Amendment – “with no recommendation from the WSCCC” – failed Amendment – add “and selection” – accepted.

Amendment – add “compliance with” – accepted Amendment – add “and all future CAWS bids” – failed

Amendment – add “ that all qualifying host cities be allowed to make a presentation to” – accepted

Amendment – remove “all financial viability etc.” – accepted. M/S/P

final draft of motion as follows: Motion that we craft a memo to the Convention Committee as follows: Due to the emergency situation for the selection fo the bid for the 2006 convention site, it is suggested by the WSBT that all bids for CAWS 2006 be reviewed by the Convention Committee and that all qualifying host cities be allowed to make a presentation to the Conference floor for approval and selection. M/S/P

MWRT and WST will communicate this motion to the Chair of the Conference Convention Committee not later than Wednesday Sept 1^st

Motion to bring multiple bids for 2008 to conference floor. Recommendation that there are already multiple bids in place and a motion is not required. Request for motion withdrawn.

Lunch 1:15 – 2:30

OLD BUSINESS

Trustee section in the Delegate notebook – Teri

This item will remain on the agenda pending inclusion into the WSM and the inclusion in the delegate notebooks.

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Motion to table the approval of the May, 2004 quarterly minutes to the beginning of Tuesday’s WSBT meeting session M/S/P

Referral 006 – Jahi – Response posted online —

Note that this referral is from last year. Reponse: “Due to copyright material on the Milwaukee media presentation it was necessary to get approval to use and or distribute this resentation with inour fellowship. The publishers of the copyrighted material denied this apporval thus the presentation would not be available for any use by our fellowship.”

Motion to approve response. M/S/P

Comprehensive Audit of Office (not just financial) – Jahi – Tabled Remains Tabled – review with WSOB
Review procedures for selection of WSOB Directors – Elizabeth, John

Remains an agenda item pending status of inclusion into the WSM

Referrals the WSBT has been working on throughout the year – All

#2228: Please define special interest meetings or groups (John, Cynthia, Tony, Jay, Ken)

Proposed response to Referral 2228:

In our CA literature, including the WSM and the pamphlet “the Home Group,” there is no mention of the idea or concept of special interest meetings or groups. In fact, reference to such meetings and groups are not found anywhere in our CA approved materials.

The idea of a special interest meeting or group, however, can be found in writings and materials of other fellowships, an example is found in the AA Pamphlet entitled “the Group” and is as follows:

”Some A.A.’s come together as specialized A.A. groups—for men, women, young people, doctors, gays and others. If the members are all alcoholics, and if they open the door to all alcoholics who seek help, regardless of profession, gender or other distinction, and meet all the other aspects defining an A.A. group, they may call themselves an A.A. group (page 15,16).”

While we are mindful of the notion of special interest meetings and groups as found in this reference from AA and from our research within other fellowships, we decline to officially define them for use in and by CA or to recognize them as anything separate formally from any other type of group. In addition, we as a board decline to sanction them or to not sanction them.

Further, we are reminded of our Traditions, specially Tradition Numbers 1,3,4,5 and the fact what makes this fellowship great is that we come together not because of our differences but because we’ve found a common solution to our problems.

Motion to approve response. M/S/P

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#3945 – Review the Area Structure in Pacific South with reference to several very small Areas. Consider whether in the interests of CA Unity, and in the interest of creating more viable areas, several PS Areas should be combined. Particularly, merging Orange County and San Diego together and incorporating Cen Cal into SF Valley. (Ken)

We will continue to work on this referral throughout the year. Assigned to new PSRT.

#3946 – Trademark: “and all other mind-altering substances” (John)

Verbal Report – The office has an exact price tag – referral from the conference to address this issue. Will have something in time for report to Conference on Wednesday; respond by phoning lawyer Tuesday. Tabled until Tuesday.

Jackie researched regarding changes to the trademark but could not find anything to date. South Africa and Hong Kong are the only two areas she is aware of that are not copyright protected at this time. Decided to place with the legal committee. This does not have to be presented to the WSOB.

Trusted Servants: When Trust is Lost (Jay, Ken) John & Jackie desire to join this matter. The Committee stated desire to begin working on this matter. Everyone has been encouraged to present their thoughts.

See attached: Will be updated – work in progress and draft will be added to, to be discussed at the Fall Quarterly.

Review and discussion of what CA’s (through our Board or the WSOB) response is to help areas and even other countries to incorporate as non-profits under the applicable legal structure. Comment: the forms were last updated in 1992 or something, I have three areas asking for the forms and guidance now. (Jay/Jackie)

Legal counsel concerning non profits has been researched and a corporate package is being developed. The lawyer providing service is not being compensated and is not in fellowship. Concern about advice being given to diferrent committees. WSO is not protected in case something ever arises concerning pro bono from lawyers…WSBT is protected. Framework of documentation each area/country would need – not legal counsel in terms of how to become a non-profit…this the documentation to proceed to non profit status. Recommended that the legal time is to be written off, documentation for this tax credit to be submitted. Review and updates at future meetings.

Concept for two WSO Directors (Elizabeth) – needs to be carried forward—Teri & WSOT will carry it forward and report at next quarterly meeting.
Review/approve WSO Personnel Policy Handbook (Elizabeth)

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Submitted to everyone in May 2004 also on CD ROM – legal review to be provided by arrangement made by WSOB Chair.

Legal counsel for CA (Jay)

Lawyers are assisting with making sure corporate actions are proper – has been drafted and will be updated at next quarterly.

Referral regarding Atlantic North Region (Jackie)

Remove from Table – referral made by an ANR Delegate, remove now from agenda

Issues regarding finances of districts (Ken)

Point of information – items can be dropped or added to the agenda at any time. John states his desire to assist with this issue – and has nothing to report at this time. Updated at next quarterly meeting.

Ad Hoc WSBT convention committee to CAWS Convention issues (Elizabeth/Jay/Ken/Teri)

Posted online – August 15^th – an ongoing work in progress – framework – Cynthia & Jackie desire to be added to this; removing Elizabeth/Ken — draft 3A submitted for review – more in next quarterly meeting.

Storage on Yahoo Group (Cynthia/Tony)

Looking at new servers – storage ideas – concern is privacy issue – suspend this item until John’s update is given.

Address since Board to Board meeting – Tony to investigate further options and report via email.

Hazelden literature for sale by an area (Tony) – removed at request of the MRT
Sale of the CA board game at CA conventions (Jay) – has been given to his region for followup remove from agenda now
CA policy about vendors at CA conventions. (Jay)

Issue of what people can/cannot sell at conventions. It is clear what cannot be sold at World Convention, but what occurs at regional conventions? Teri signs on to assist with this and suggests the precedent set at World should apply at regional. A more formulated way should be brought to the board. Crosses over to vendor licensing…finish the document on licensing to best serve organization. John stated desire to also work on it.

Definition of an “emergency motion” as stated in the WSBT e-mail guidelines. (Cynthia/Jay)

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Motion that the sentence which reads, “In the event of an emergency motion, the above timelines and procedures may be adjusted at the Chair’s discretion” be stricken from the WSBT E-Mail Guidelines and the following language be inserted in its place:

In the event of an emergency motion, the normal timelines and procedures may be adjusted. If the maker believes an emergency exists and the motion must be decided in less than the standard nine-day timetable, he or she shall so state in a separate paragraph following said motion, specifying a date by which the WSBT’s decision is requested. The maker shall also insert the word “EMERGENCY” in the subject line. Upon receipt of a second, the Chair, in his or her discretion, may accept the request for “emergency” designation of the motion and announce timetables for discussion and voting in accordance with the maker’s requested deadline. If the Chair does not accept said request, three members of the Board who concur with the request may cause such “emergency” designation to be binding upon the Chair.

While we are mindful of the need to fully follow Robert’s Rules of Order in these guidelines and voting processes, there may be occasions when it would be impossible to effectively discharge our duties if we followed them to the letter. One such instance is if an emergency motion were brought while another motion was still pending. Technically, under Robert’s Rules, a motion to table the pending motion would have to be made and voted on before an emergency motion could be considered. This might take several days under our standard motions procedures. We have balanced the need to be able to act quickly and respond against our stated responsibilities under the World Service Conference Charter, the Bylaws of Cocaine Anonymous World Services, Inc., the WSC Standing Rules and the Twelve Concepts of Cocaine Anonymous, and have found a solution which we have adopted herein as follows:

If there is a motion pending when an emergency motion is brought, the seconding of the emergency motion shall act to automatically table the underlying motion. The underlying motion shall remain tabled until the new motion fails to be designated as an emergency by the Chair or three trustees, or by completed action on the motion by the WSBT, whichever occurs first. Further, it would be understood that as soon as the emergency motion either fails to be designated as an emergency or is resolved under the processes set forth herein, the underlying motion would automatically be taken off the table. The Secretary would then remind everyone where the underlying motion was in the process and announce new timelines as appropriate.

M/S/P

Status of story review and timetable for approval (Cynthia)

No game plan set at this time – clear direction from LCF in regards to what the board liked about the 20 stories as well as what was not liked…will continue to work on the guidelines for future stories. In lieu of information from {Patrick} be emailed to LCF chair – guidelines of the spiritual connection created by the stories. Request for additional stories will be addressed at this Conference during the LCF committee time. What’s important about the book itself – spiritually uplifting – demonstrative in application of principles – story relevant to actual experiences (i.e. “diamond club”) – relevant to evolution of culture – draw reader in for book to be pulled down

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once a week creating points of reference – financially successful in plan with these footnotes. Not just the structure. The wait of another year or two to publish a book that represents the organization in a powerful format. More diversity in backgrounds of stories. Diversity of bottoms – high bottom, low bottom – soemthing in story reading worthy to take it out at a meeting to share at group – gems.

Application of steps in our daily lives – diversity – international flavor – similarities, differences

– what is best for the overall group should be considered not just what someone wants to accomplish while they are in service to the fellowship…trying to achieve, set precedent.

Provide committee example of what is good and what is hoped not to see in the future. Recommend LCF work on a book approval process, even before stories are received…go with what is known…another sub committee on LCF to move this along.

Motion with the recommendations presented as an informal idea for committee to move forward, we suggest to the LCF committee in response to the LCF’s request for guidance…Motion to Table this Motion until Tuesday morning for a crafted motion to be presented by Cynthia.

M/S/P

Trustee voting procedure (Cynthia, Tony, Teri)

Jay stated S & B to resurrect motion that failed last year.

Tabled item until next quarterly meeting.

Atlantic North/European Region (Jackie)

Jackie wants to address this at her Regional Assembly prior to writing article. Tabled until winter quarterly (Feb)

Responsibilities of WSBT Finance Committee (Jay) Hard copy was presented under SR 14
Responsibilities of Regions related to insurance (Ken)

This is area business – WST states it’s more important and insurance is required; has been followed through – PS has insurance. Co-mingling funds…anything in the form of a referral should be presented – Jay/John to work on referral defending what the structure should be. Having heard no clear support of this concern, remove from agenda.

Determine the amount of prudent reserve (Elizabeth)

Motion was passed at 1997 Conference to set prudent reserve at $90,000, not $75,000. Would be held in separate account. Signatories to be determined.

Point of information – 2 accounts – operating plus money market account – a third account of some type to be developed. The amount remaining at the end of the fiscal year, operating fund balance will be rolled automatically into prudent reserve. Average monthly office expenses (are 19,800). Book reserve is 25K and under a separate heading. Discuss after board to board meeting

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WSOB is taking forward the reduction to $75K to Finance Committee

Referral to WSO regarding NewsGram (Jackie)

This can be removed from agenda…something is already in operation.

Referral to Conference Committee to include more focus on Concepts as part of the new delegate orientation (Teri)

not drafted to date – Conference Committee – Tabled until Tuesday M/S/P

Letter from concerned anonymous member (Elizabeth) – confirmation that letter was sent to member – remove from agenda
Question about closed-door meetings (Tony)

Delegates brought this up to Trustee – seeking clarity in how to respond. Further information is needed to complete this process. Motion to Table until full board is present M/S/P

Suggest we respond as follows: – need to have closed door meetings to speak freely between each other. Having non-board fellow in meeting could cause impairment where we would become impeded with how work is to go forward.

Refer to Concept 8: specifically – “since the trustees bear the …we plan, manage, execute”. Due to corporate structure, we have defined outlines that require clarity for being open and frank. If it was required for it to become an executive session, it would required to have minutes taken. What is the origin of the agenda item – from fellowship.

Professional event coordinator for CAWS 2007 (Jahi)

Submitted an online report of information about decision for direction – suggest at the next quarterly for board to determine putting up part of the proceeds for consultation.

Motion to Table item #30 and ask WSOB examine this issue and WSOT bring results from the WSOB to the next quarterly meeting. M/S/P

General sharing session of WSBT (Jay)

verbal report –Motion to Place this on agenda of next quarterly meeting where more information will be available M/S/P

(Motion to adjourn for dinner M/S/P.)

Update current policy regarding transfers to prudent reserve (Teri)

Note: Teri steps down from chair and turns over chair to vice chair for this agenda item only

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M/S that the WSBT approves any transger from the prudent reserve

Reference to it being in separate account – it’s too soon. Need to determine how to move money from this acct. This motion should probably be revisited in Nov after money has been moved. If it hasn’t been moved by that time, recommends 7^th tradition percentage should be included. Being mindful of the prudent reserve is where this motion has been generated; all for a separate acct, but this action is prudent to maintain.

Amendment – **any monies from the money market account be held in prudent reserve. Failed Amended to read—any monies from the money market account be held as prudent reserve. Withdrawn.

Explanation: Only trying to get the money flowing into the prudent reserve. Current understanding is up to $5K within 90 days. Trying to make designation that nothing could be removed from prudent reserve without approval (permission) of WSBT.

Motion to withdraw this motion and table until next quarterly M/S/P Chair turned back over to Teri.

Items 20, 27, Old Business #5 of referral #3946, WSBT minutes had been tabled – items of extreme importance were prioritized

Motion to Adjourn M/S/P at 12:30 a.m.

Tuesday August 31, 2004:

The regular quarterly meeting of the CA World Service Board of Trustees, at the Four Points Sheraton Hotel, Los Angeles, CA, was called to order at 9:05 am PST.

Quiet Time and Serenity Prayer led by Board Chair, Teri K.

Roll Call

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Teri Knight	Atlantic South Regional Trustee	Chair
Jahi Boseda	Trustee at Large	Vice Chair
Cynthia Cronkhite	Pacific North Regional Trustee	Secretary
John Bodkin	World Service Trustee
Jay Finesilver	Southwest Regional Trustee
Elizabeth Saldebar	World Service Office Trustee
Jackie Schickler	Atlantic North Regional Trustee
Tony Drake	Midwest Regional Trustee

Absent: Ken Cross, Pacific South Regional Trustee

First item of the day is to have a report on the Convention Committee Memo which was tabled and was taken from the table. CCC memo to Tammy was brought up for discussion – determining what action, if required, would take place when questions arise. Motion is clear as to board’s decision for direction..

Old Business continued:

Motion to table the WSBT May quarterly minutes until WSO submits them to board and proceed with them online. M/S/P

Minority opinion (Jay): It is bad form for us to wait for those minutes to be available in the November mailing. If there’s any way to expedite them so they can still go out before the end of the Conference I would really appreciate it.

Item #20 – status of story review & timetable for approval of stories by WSBT

Motion that the WSBT suplement its prior recommendations to the LCF Committee to open the book up for more submissions by suggesting that the committee seek additional stories which:

Are solution-oriented, spiritually uplifiting and carry a powerful message of the CA program of recovery to the addict who still suffers.
Clearly demonstrate the supplication of the 12 Steps and 12 Traditions in the authors’ daily lives.
Provide a broad sampling of the diversity within our fellowship {i.e., high and low bottome, international flavor, and the evolution of culture in relation to substance abuse from CA’s inception to the present day}; and
Draw the reader in and contain points of reference for continued study and discussion.

It is further suggested that the Committee’s flyer seeking new submissions be as specific as possible as to what type of material is being requested…M/S/P

Motion that the WSBT make a referral to the LCF Committee that it draft and present to the Conference an approval process specifically for books. M/S/P

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Motion to make referral to Conference Committee to put more emphasis on concepts. M/S/P

NEW BUSINESS

Approval of revised WSBT Reimbursement guidelines (Teri) Requires Vote

Corrections were not posted to Trustee Guidelines: (re: WSBT Expenses Reimbursement Policy

– Proposed Updates – Jan 2004}

Motion to approveWSBT expense Reimbursement Policy with amended changes M/S/P

#5 take out – (secure items from Eliz)Approval of the revised TAL guidelines (Teri)

Motion to approve the TAL responsibility description dated 8/25/04, with amendments:

#5 remove or when fiscally more responsible to send TAL

Edit #6 attend the regional assembly forum in the region in which they live

Amendment – spelling of forum – grammar – Failed – grammar not an issue Amendment – {TEC chair and LTP chair being taken over by new TAL} *excluding 1^st year TAL – Failed

Point of Order – removed #6 – motion is on floor, therefore motion will require being voted upon and then consider changes.

Amendment for section 3 to be removed completely – M/S/P

Approval of the revised new Trustee orientation (Teri) Trustee Guidelines Updated 08-04 Motion to accept proposed new Trustee orientation – M/S/P
Approval of the revised WSOT guidelines (Elizabeth)

Nothing has been revised, move to table this and send/work on this after position as WSOT is completed, continue to work on this online with board M/S/P

Assembling a team of current and former trustees to assist with outreach to support the LCF Committee’s efforts in any future calls for submissions from the fellowship for the HFC storybook. (Cynthia)

John, Tony, Jahi, Jackie, Jay – stated desire to work on this – speak to former Trustees – no action has been taken at this time for outreach, unresolved until this meeting

Motion to table this discussion and further resolve issues online M/S/P Elizabeth will wait to decide what assistance she will be able to provide.

Review and discuss the proposed financial guidelines proposed by the CAWS Finance committee. (Jay)

Encourage any other comments of concerns – take position as board or what shall we do? Thought is that they may take Jay’s comments in their entirety. They maybe changed in a few areas. References on pages 13 & 14 about individual signing contract without fellowship being a nonprofit organization doesn’t make sense. On page 14, is the WSO still giving out nonprofit corporation information? Thought we asked them to stop – see page 31 of January minutes. to

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online changes…{Proposed Financial Guidelines – emailed 8-13 – date of upload as reminder} Elizabeth will take additional opinions forward – duly submit them to her please.

Back to Referral Response for #3946 – Old Business #5, Referral #3946 {exact language} – Trademark: “and all other mind-altering substances” —

Comments: To investigate trademark and copyrighting the text – a matter of a couple of fees, assisted by attorney — $800, inclusive of $300 copyright office fees and would include international trademark application as well. Doesn’t insure that no one else has attempted to protect language. $800 initially, $800 to $1K pending attorney’s fees. No additional fees for investigation due to online access – Bernard Ganz is the attorney. Concern – afford to proceed now, or wait until next year –

The original language of the referral is not clear. What do we do…obligated to consider to do it? John wants to make sure this is clear and we have completed the original request.

Suggested — fiscal fiduciary duties of WSBT asking WSO to implement this process.

Response is: initial cost of this referral is $800 to $1K.

Report on the floor in regards to the referral that was handed to WSBT – those result in motion, those worked on throughout the year – investigation. The above response is what will be given on conference floor. Floor could call for motion on Trademark.

Motion: All in favor as to having only above response M/S/P

British Columbia’s notice of appeal that suggest limiting the WSBT’s 10^th Concept appeal (Jay)

Shared pp 14-15 from Concept III; Jay will work up response

Sales by members and timing of sales of items with the wrong CA logo at area and world conventions (Jay) On Line
Further revision of WSM, page 6.7 for clarification purposes (Teri) {Refer to NB #33}

33 rocess to address non-ratification of WSBT members

Last sentence in first paragraph now reads, “In the event that any trustee shall resign, die or be removed, the Trustee Election Committee shall elect a new trustee at the regular trustee elec-tions at the WS conference immediately.”

Motion to change the last sentence in the first paragraph on page 6.7 to read, “In the event that any trustee shall resign, die or be removed, the Trustee Election Committee shall elect a new trustee at the regular trustee elections at the next WS conference.”

Motion requires 2/3 majority.

Motion to call the vote M/S/P

Main motion M/S/P

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Apportionment among the regional trustees regarding growth in Mexico (Jay) On Line
TEC interview question regarding internet capability (Jackie) November
Special project and fundraising for literature translation (Jackie) Covered in Board To Board

– On Line

Newcomer friendly web link on CA.org (Jackie) Remove – it’s happening
PSR Trustee slate (TEC) – Tony/Jahi

Phone calls to PS regional delegates and advise delegates of Ken’s absence due to health..need may be to hold an emergency meeting was discussed…50/50 split consensus from poll of calls. WSM states region can meet prior to conference and create a new slate from the names they currently have. Meeting is being considered to determine if they wish to do this.

Question? we are effectively able to say…Ken is ill…Jahi is officially installed as acting trustee of PST… he calls assembly, meeting. Concern – region is already divided on everything…wisdom should be considered and a meeting should be called. Proper notification should be given to all the delegates…Note that, most PSR delegates do not come into orientation due to the proximity of their residence to the Conference.

Point of information – Slate needs to be addressed prior to lunch since that is when the caucus is called for.

Statement – Carl is very uncomfortable with a 1 person slate…What are possibilities of talking with Scott to move the time? Before going to advise region, provision under 4.3 “The regional slate of trustee condidates shall be those candidates selected at the regional assembly but not yet submitted to WSC for ratification”

Point of information – tell them of the non-ratification of the PSRT or not and of the problems with the slate being of one person? Should resolve what direction will be taken before Conference begins.

Will be going to Scott to move time. Question? due to no provision, referring to 4.3, time prohibitive to provide meeting space for this special meeting. Announcement only on floor that PSR will be meeting for lunch. Suggestion: Call region to advise there will be a meeting to allow advance notice.

Per Conference rules and Parlimentary Procedure …a process that can be used: Region needs to caucus…we have that right, also the right to suspend it to another time to allow time to suggest another slate, other than a slate of one. Someone should take minutes at this caucus.

There are 2 locations in the WSM that state you come with slate of no less than 4.

Important to point this out to the region and that there could be a challenge from the floor if there is only one name on the slate.

Point of information – in the event that PSR does not have a slate and the position need to be filled by a TAL, should there be 2 TAL’s? Can we make the decision to elect 2 TAL’s? Reconvene, make a decision to the prior decision to not have 2 TAL’s, then vote the issue.

Ratification of WSOB members – completed refer to prior notes

Re-prioritize remaining items on agenda in consideration of remaining time available

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WSBT needs to keep minutes and should adjourn and meet at another time. Declined by majority — Move forward.

Ratification of WSBT members – previously completed – refer to prior notes

Follow up: in regards to the non-ratification of the PSRT. What is the next step in the process. – If he decides to appeal is where questions arise. Where do we proceed if he’s unable to answer the phone. Discussion of what should appear in the Confefence Report from the WSBT –since we are unclear now of how this matter will unfold in the next couple of days.

In favor of making a phone call to the PSRT on his cell phone to advise him that he was not ratified by this board, offering him the opportunity to resign with appreciation from the board for the service he has provided. This is the process in the WSM. If the PSRT is opposed to the offer to resign…next step (per the WSM) is the process is taking a 2/3 vote in regards to his removal, and his right to appeal. Board would reconvene, take secret ballot and continue with the process to remove him from the board. It would then be announced to the floor of the board’s decision

It is not desirable to leave a message on voice mail for this process…Comments/insight – suggest we go on break so call can occur sooner than later. Commit to call him up to certain number of times. He knows WSBT is meeting and actions must be completed. At some point we might be required to leave a voice mail – Suggestion to leave 3 different messages depending upon how quickly the PSRT responds, with 3^rd time leaving full message.

Election of WSBT officers – Question – concerned full board compliment is not available at this time – moved forward

Chair – Nominations: Teri, Jay, Jackie – Vice Chair assumed control of meeting at point of vote

– Teri elected

Vice Chair – Nominations: Jay, Jackie, Cynthia – Chair re-assumed control of meeting after election – tie 2^nd Secret ballot– Cynthia elected

Recording Secretary – Nominations: Jay F, Tony D/declined – Jay F elected

Chair turned over to Vice chair to make second call to PSRT – returned control of chair after vote of CAWSO President

Election of CAWSO, Inc. officers

In review of WSM, should vote upon Pres, VP, Secy and for Treasurer, which will be included – term length 1 year, but voted upon each year. Liabilities of California Corporations – cannot be held personally liable by service not being punitive. WSBT does not have E & O insurance. This election is for purpose.

President – Nominations: Tony D, John B – John B elected

Vice President – Nominations: Tony D, Jackie S – tie – no provisions in case of tie, therefore suggested to take a name out of hat – Jackie S elected

Point of information in regards to citizenship/ability to work in US…not an issue

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Treasurer – Nominations: Tony D – Tony D elected

Corporate Secretary – Nominations: Jay F – Jay F elected

Point of information – November Quarterly bylaw approval form will be signed by all

Motion to Suspend the Rules to Take an agenda item of new business out of order — # 38 – M/S/P

WSOB Paid Director Pay increase

Approval from WSBT for 10% increase of her salary.

Motion to give the WSO Paid Director a one time pay increase of 10% of her current salary.

Discussion for and against the motion ensued.

After much discussion, Motion to

Call the question – M/S/P

Vote of Motion – M/S/P

Date/time for the next WSBT conference call (All) Motion for Sunday October 17^th 2004 at 1:00 p.m. PST M/S/P
Group Inventory (All) critique of how things went through the year – (Not recorded)

Motion to adjourn until after new delegate orientation M/S/P

Item of business taken care of in hallway –

MOTION that the opportunity drawing being held at the Conference be allowed to continue until the end of the day on Tuesday. M/S/P

Reconvened at 9:47 p.m.

WSBT Chair participation during quarterly meetings. On Line to work out kinks by next quarterly meeting.
Referral to convention committee regarding standard service resume (Cynthia)

Motion that WSBT refer to the Conference Convention Committee a request to create a standard service resume form . M/S/P

Scheduling meeting with new trustees for last day of the Conference (all)

Immediately following adjournment of Conference in San Francisco room. Teri will have buddy assignments (Jay and Jackie both volunteer to be buddies), copies of orientation material, info on next conference call and quarterly meeting. Will need to get their e-mail addresses.

24. WSBT temporary conference committee assignments

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Finance – Jay

H&I open

Convention John and Tony

Note: assignments are only to cover gap until first conference call

Referral re: WSOT slate – opportunities (Elizabeth) Remove – she will proceed on her own
Referral re: Clarify Convention bids are subject to SR 14 and put those into guidelines (Jay)

Motion: to refer to Convention the following: Please insert in the Convention Guidelines a statement that convention bids each year are subject to SR 14 and its applicable deadlines.

M/S/P

Referral re: Creating two new credential registration forms for trustees and WSBT, WSOB and non delegates attending (Jay)

Motion: to refer to Conference Committee the following: Please create two new credential forms and have them available each year to be included in both the February and June conference delegate mailings. One form is a credential form for use by the trustees, office board members, and non-delegate conference chairs. One form is a credential for use by non-delegate attendees who attend the Conference and serve on a committee for the conference week. M/S/P

28 Reponsibilities of an absent Trustee during the conference – already addressed.

Actual Conference Presentation for 10^th Concept Appeal – discusseed, need information too from John re status of hotel situation in Calgary now.
Proxy vote of a WSBT or WSOB member at the conference- discussed and referral made

Motion: to refer to S&B the question, “Does a Director or Trustee member of a Service Board, such as the WSBT or WSOB, have the right to proxy a vote?” M/S/P

Minority opinion – Elizabeth – We represent the Conference and if we are not here, we should not have the ability to obtain someone else’s vote. We don’t represent an Area.

**Item taken out of order and not on Agenda related to raffle tickets at the Conference

Meeting of WSBT with Kim S., Conference Committee Vice Chair.

Kim – The Conference Committee would like to appeal decision of the WSBT regarding the opportunity drawing. We can’t fully address this without understanding the reasons why the WSBT acted they way it did.

John – there were no minutes or written statement, so I was only able to communicate in a general way what our experience/decision was:

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Legal concerns – not 100% sure the drawing was/is legal
Not sure fund-raising is within scope of Conference Committee or scope of this event (the Conference)

Teri – don’t believe it’s within scope of Conference Committee as outlined in WSM

Jay – not within scope of Conference. A distinction was made between a host Area fund-raising and the WSO itself having an opportunity drawing. This is really a WSO event. Another concern is that it appears in a reverse way that the money being raised was decreasing the traditional funds that might be spent on the Areas here trying to raise money and became disunifying.

Teri clarified that many Areas bring memorabilia to sell to offset cost of sending delegates and the opportunity drawing would be competing against Areas’ ability to fund their delegates.

Jay – there was group conscience taken by the Conference Committee a number of years ago regarding not being able to fund-raise, even in the form of a t-shirt. Can probably find those notes.

Elizabeth – The 70% that the Conference would earn on this, it’s not specifically outlined whether it would go to the Conference budget, 7^th Tradition, etc. Finance Committee should have been kept in the loop. World Convention held to have this Conference and those monies are to pay for this Conference in its entirety. Believes in concept of fund-raising, but is personally concerned that it wasn’t something she was aware of, on either WSOB or WSBT, where that money would go. In most business meetings she goes to there is no 7^th Tradition basket passed. Concern is more about the process not being complete and not going through the proper channels in order to do this.

Kim – Where would we find the proper process?

Elizabeth – Don’t think there is one, and that’s part of the problem. If the Conference Committee wanted to do something like this, it could be taken to Finance and set in place as part of their duties. They are the ones trying to come up with new fund-raising ideas. Would love to be out there working contribution program but don’t feel comfortable doing that here. Until it’s outlined somewhere, it’s not the appropriate thing to do. The delegates are here on a strict budget and I would prefer them to support the other Areas by buying their memorabilia, attending the Unity lunch, etc. Thinks opportunity drawing is gambling, lottery.

Jackie – Appreciates the innovation of the committee. Is mindful of how Areas fund raise all year long to send delegates here. It costs a lot of money to come here, but the purpose is for love and service. It’s a very spiritual event. I don’t see that the money and spirituality mix here. They hear from Finance and other committees on the floor. The drawing really isn’t in the spirit of what we’re doing here.

Elizabeth – Does Kim feel like she got the answers?

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Kim – Do you ever see our minutes? (No)

John – Is the rest of the Board aware that I’ve presented fund-raising ideas as part of my reports? (Yes) I don’t forward the minutes or report in minutiae. It has been reported that we were undertaking fund-raising research.

Kim – How is the CAWS 2004 memorabilia being sold here being viewed?

Elizabeth – It’s owned by the office.

Kim – So it’s a WSO fund-raiser at this point?

Elizabeth – After the convention, all of the memorabilia is owned by the WSO, because the WSO has purchased it. It then becomes part of inventory at the WSO. That inventory is out there sitting alongside the other inventory and is considered old inventory, but we would still sell it until it’s gone.

Teri – So you’ll be taking this back to the committee so they have some foundation for their group conscience.

Kim – Yes.

Teri – Let us know when you’re ready.

Kim leaves.

Now back to the Agenda

Discussion of CAWS 2006 & 2008 bids (Tony) – already addressed
General Policy on paid employees salary & compensation

Elizabeth has asked Brian as WSOB Treasurer to make recommendation at November quarterly

Process to address non-ratification of current WSBT members

Teri – As of this moment, she has had no response from her attempts to reach the PSRT.. He’s just had surgery and answering the phone may not be a priority. We need to decide if we feel we need to move forward or if we need to allow more time.

Tony – what time do we generally go on the Conference floor?

Teri – We’re usually the first set of reports after final quorum is determined. There are also 4 new Area petitions.

Jackie – Scott said there’s also something to do with Texas coming after the new area petitions.

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Jay – That’s about a group switching Areas.

Jackie – Scott felt Texas issue might take longer and should come after hers.

Tony – Wonders if it’s possible to ask to be moved back further to give the PSRT at least 24 hours.

Teri – Is that 24 hours from the first call, or the time I left the voice mail with the detail?

Tony – 1^st call

Elizabeth – There are other things contingent on this, like the PSR Assembly tomorrow at noon.

Also, we’ll have to figure out the TEC interviews if more people are selected for that slate.

Motion that we ask Scott to move the WSBT reports further down in the agenda.

Motion withdrawn.

Motion to table the matter and thereby wait until the first break Wednesday morning to decide a course of action. M/S/P.

Meeting with Conference Committee re Appeal of WSBT decision re opportunity drawing fundraiser during Conference.

Kim read written statement from Conference Committee

Jahi – What is meant by reference to when you will quit fund-raising?

Kim – Doesn’t see that occurring.

Jahi – Have these referrals been responded to?

Kim – In 2001 response was the committee was reviewing the matter; this opportunity drawing was the decision on how to address that.

Scott – The response was the same in 2002. In 2003 there was another referral re donations. In 2004 they created an ad-hoc committee that chose this method.

Jahi – The $10 rebate is a contract that is made with the hotel. I don’t see that as the same thing as fund-raising; it’s a way to offset the cost of the Conference. It’s also a way that they use to get business.

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Elizabeth – Would the money raised go directly to offsetting the committee’s budget, or just the overall business of the Conference?

Kim – It is in opening report that funds will offset the Conference Committee budget.

Elizabeth – The innovation is to be applauded. On the second referral re the WSM, can you speak to how you thought fund-raising was part of that statement?

Kim – Logistics would be the word I would refer to. Defers to Scott.

Scott – We’re tasked with providing the logistics to implement the Conference. How are we to fund those logistics? We have relied upon the WSO funds for that purpose for a very long time. The feedback we get from the WSO is that the funds are limited and may be reduced, yet the Conference costs remain fairly constant. With that in mind, when we look at the WSM and the fact we continue to be pressured to find new ways to fund the Conference, we felt we had no choice. We had some serious arguments about this. This method was chosen over going in and renegotiating the contract for our room rebate as a more palatable procedure. The statement regarding when to cease fund-raising, the committee would probably gladly cease as soon as they were informed by the WSO it was no longer necessary.

Elizabeth – It’s the purpose of the WS Convention to pay for this Conference.

Scott – Agreed. We’ve seen that used as the reason for the decision about CAWS 2006. Regardless of the convention, the funds for the Conference are limited. If the WSBT wishes to state that the convention funds are for the Conference and relieve us of the responsibility to raise these funds, we would likely stop and concentrate on the business at hand. What we’re hearing is to the contrary. We’re doing a much better job of meeting those requirements, but it takes money.

John – There was a challenge with the room rebate on the new hotel contract where we arrived at a compromise with the hotel by adjusting the room rate by $5, to be credited back in the form of a rebate. We did pursue more conventional methods initially. The committee is blazing some new trails, as it has been requested to do. Some of these are emerging from referrals, perceived need, WSO input, etc.

Leslie – John covered question about room rate. The rebate has nothing to do with the room rate at the hotel. The hotel can either agree or not agree. Part of that rebate helps to pay for the expenses. There was nothing illegal about what we were doing; we were asked to do it by the fellowship. Fund-raising comes in a variety of means. Committee is under pressure to be prudent with funds.

Kellie – As a long-term member and past delegate, I saw this referral come up over and over. It was always committee’s consensus that they didn’t want to get involved in fund-raising, but they addressed the issue at the insistence of the fellowship. Didn’t add more procedural structure because they don’t want to do this permanently. Feel the financial needs of this fellowship will

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soon be met and this will be only a temporary measure. If there’s no need, we do not wish to do this.

Tony – Can you give me more information on the raffle not being illegal?

Kim – It was based on CAWS 2004 and 1998. Those events had opportunity drawings. If it’s called a raffle –

Scott – I’m not an attorney, but California law to my understanding prohibits raffles. The semantical methodology of avoiding that conflict is to call it an opportunity drawing. Raffle for motorcycle in midwest became an opportunity drawing when tickets were sold here. We’ve never encountered a problem with past opportunity drawings and don’t believe we’d have one with this one.

John – Kim, are you feeling like you want to report what your experience with the initiative has been so far, like how much have you raised?

Kim – It seems to be going very, very well. At this point we’ve raised over $658 and the funds are currently being held by the Finance Committee Chair, so they’re in safe hands. We would like to continue it.

Steve – I was the most vocal opponent of the idea at committee level, but is here as part of a united appeal. It’s a much more honest way of fund-raising than the room rebate is, which is essentially an involuntary tax imposed regardless of ability to pay. This is a voluntary donation, and the fact that I bought tickets did not stop me from buying a t-shirt.

Jay F. – What other ideas were explored for fund-raising?

Jay S. – Head of ad-hoc committee. Ideas were t-shirts, carry bags, water bottles with CA logo, service pins. Got to convention with these ideas and felt not all were the best. Later came up with this idea as being the least intrusive. If you don’t want to buy a ticket, you don’t have to. Felt this was the best way to raise money. Also probably the least time-consuming. You’re not going to sell a lot of shirts in 15 minutes, but you can sell a lot of tickets.

Steve – Also involved less risk, as in unsold inventory.

Jay F.– Assuming it’s within the purview of the committee and this Board would reverse itself, is there any assurance that next year it won’t be this plus a bunch of other things?

Jay .S. – I think we’ve answered that. I don’t think anybody wants to do it; it’s a necessity. I have enough to do besides selling tickets. We’re just doing what this fellowship has requested us to do.

John – I want to emphasize that there is a trustee member on the committee and there is a trustee Conference Committee, Ken and I. More trustees may be interested in this emerging dynamic.

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Had I seen something tremendously detrimental or harmful, I would have thrown up a red flag.

I’m not saying we’re right or wrong, but that we’re in our process right now.

Kim – Last year, in addition to the Conference costs, we had a substantial loss due to theft. That was also taken into consideration that the fund-raising would help offset that as well.

Jahi – Will there be a written response to your referrals this year?

Scott – This is our response. The ad hoc committee is specifically responding to the issues raised by these referrals. We can close the door on those referrals, at least for now.

Scott B. – Re concern this would expand in future years, memorabilia is not logistically feasible for this committee. There’s also the risk factor. I don’t think memorabilia would ever materialize. We don’t have the funds to front anything for memorabilia or for handling anything left over.

Jay S. – What is going to happen now?

Teri – We appreciate your input and providing us with additional information and a viewpoint we have not considered. We will now discuss as a board whether we will reverse our decision or not and then communicate that to your chair. You’ll have our response by 7:00 a.m. tomorrow.

Meeting with Conference Committee adjourned.

Discussion by and among the WSBT

Motion to reverse our earlier decision regarding the opportunity drawing at the World Service Conference based on the new information provided by the WSC Conference Committee this evening – not seconded.

Elizabeth – It’s clear that information from the Office Director seems to be feeding this charge. Is uncomfortable with that. Has been prior discussion about charging a registration fee. Still not sure fund-raising should be under the scope of this Committee.

Consensus is that comments about logistics might be a way to resolve the matter.

Motion: with second to reverse our decision regarding the opportunity drawing for the 2004 WSC with the understanding that no further fund-raising will be undertaken by the WSC Conference Committee at future Conferences until further investigation is conducted by the WSBT.

Extended discussion.

Motion to call the question M/S/P.

Main motion passes.

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Motion passed to adjourn until first break tomorrow.

Wednesday, September 1, 2004

Reconvened at 10:17 a.m.

Back to Agenda item 33. Process to address non-ratification of current WSBT members

Teri received voice mail from PSRT. He has reviewed WSM and understands process. Has asked for 24 hours to respond to us so he can counsel with sponsor and others. Will be at home this afternoon if we need to reach him.

Elizabeth – at this point we have not ratified a trustee. There’s been time that has been asked for. Because of the time frame we are held under, I feel we need to move forward in some way. What that looks like, I’m not sure. The PSR is meeting in 2 hours. I think they need to have the opportunity to know. We have to submit a TEC slate. It could be argued that we shouldn’t even be interviewing people until we have the TEC slate ratified.

Jahi – PSR slate is a totally different issue. The object of the meeting in 2 hours is to get enough members on that slate, regardless of what happened with PSRT. Whether we give Ken the 24 hours is immaterial to what is going to happen with the PSR slate. I’m all for giving him the 24 hours; to me that’s only fair. Whatever we have to do to give him that 24 hours, I think we should do.

Tony – Trying to think out a timeline. If we took a vote right now, he’d still have his 24 hours, the Conference is still ongoing, he could still show up and appeal. I don’t know that us proceeding today stops him having his 24 hours. My biggest problem was him having the opportunity to appeal, and that window appears to still be open.

Teri – Reviewed procedure to make sure timeline is correct. When we do our reports at this time in the agenda it is our summary activities for the year. It’s not our report re newly elected officers, etc. We don’t have to speak to the fact that we didn’t ratify PSRT in the next 10 minutes. We’re giving our Conference reports, not our committee report. It doesn’t impact the TEC slate ratification except that we have to wait for PSR to possibly add members before asking to have it ratified.

Tony – Understands about slate. We could say the PSRT was not ratified and that would put out a sense of urgency. Really don’t like a one-person slate. It would also facilitate if we move forward now the TEC. We’ve got a lot to do.

Elizabeth – Agrees with giving him the 24 hours, but also agrees we have not ratified him. Per the WSM, we give him the opportunity to resign, but if not, we move forward. We could say we have not ratified the PSRT and then go to the next point of the process in 24 hours. Then we have to compile our information to report outlining the process. He wasn’t ratified for different

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reasons by some of us. Might be in favor of bringing a motion to give PSRT the 24 hours but to state to the Conference floor during our opening report that the PSRT was not ratified.

Jackie – Don’t think reasons we did what we did before are relevant now. We need to give PSRT the 24 hours.

Jay – Also believes we should give PSRT the 24 hours. There’s a huge gap/flaw in our process. We’re cutting someone off at the knees by saying they’re not ratified if we don’t know what happens next. Conceivably he’s still a trustee. It’s a mess. I prefer that we don’t do anything, just let God work to the next step.

Teri – Did ask that everyone come prepared today.

Tony – If we give him the 24 hours, and we get a new slate at lunch regardless of what we tell them, when we start interviews the TEC members don’t know that they may be interviewing for a Regional and a TAL, so do we tell them later?

Teri – We can continue to interview like we have and can add people at a later time. Before we go into the voting process, we should have a clear answer as to whether they’re standing for both positions or not, to give them an opportunity to withdraw.

Jahi – Still contends there are two separate issues for PSR. Don’t think we should mention the ratification at this time. We should mention it in the normal period in which we would do it. My intention is to go in there and get a slate, not to eliminate people from the slate. They know this quite well.

Adjourned at 10:32 – called back to floor because Conference waiting for our report

Reconvened at 12:25 p.m.

Teri – feels compelled to honor PSRT’s request for 24 hours. Because we have the ability to change our Bylaws, we need to be making notes of how we want to move forward. If he were here, what would we do? He might still want time to confer with his sponsor and others to reach a decision that is best for the fellowship and for himself. The time of his call was about 9:15 a.m. this morning.

Tony – Motion to give PSRT 24 hours, to 9:15 a.m. September 2^nd, and then proceed in our process. Passes unanimously.

Motion :to table this Agenda until further notice. M/S/P

Next item was discussion of questions from floor re 10^th Concept decision which occurred during the WSBT opening report the first morning of the Conference.

We can put statement on screen and read to entire floor; re-read to refresh our memories.

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Jay – what does saying we will rely on the letter mean? Are we willing to at least go talk about what we understand about the appeal? We need to do something to address the concerns and questions raised this morning.

John – Agrees with Jay. The high road is the way to go. Letter does support good reasons without bringing in all the punitive data. We’ve already spent 16 hours quantifying that for them. Should draw as much data from the letter to support each question as possible. Our goal should always be to go to our statement. There are the quantifying questions, which is how the prudent reserve is threatened. Our letter answers that. Let’s try to use verbiage from the letter first and address the rest separately.

Cynthia – we need to explain our reasons in a way the Conference members can understand.

May even be able to avoid a motion to appeal if they accept them.

Elizabeth – should start with a statement from Concepts 8 & 9 re our responsibility to the Conference, go through line by line to answer questions. They can always ask a follow-up question. Don’t want to be whipping out sheets of numbers. Was a difference of $62,000 with my worst case scenario, but I don’t want to get into that. Recommends that Jay speak to this.

Jackie – agrees with opening statement. Should also let delegates know we spent days discussing and deliberating. Weren’t trying to evade questions, but we didn’t know what questions were coming and we weren’t prepared to go through volumes of papers at that time. It is perceived that we’re hiding and withholding. We need to quell that and then respond to the questions. Whoever’s level of expertise is highest should speak to the question so it’s not perceived that we’re withholding. Plus we have not withheld anything.

Teri – what I hear is we’re all in agreement. Need to move forward on how to respond.

Adjourned at 1:30

Reconvened at dinner break

Motion passed to reconvene at 8:00 a.m. Thursday.

Thursday, September 2, 2004:

Reconvened at 8:16 a.m.

Jay spoke with PSRT this morning. He is aware of our timetable so we should hear from him within the hour. Jay told him about the slate.

Elizabeth reviewed TEC interview schedule. 1^st interview at 10am; be here at 9:45am please.

Taking lunch and dinner breaks.

10:00 Earl H.

11:00 David L.

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1 Patrice
2 Carl
3 Nick
4 Jay
5 Cory
7 Ronald A.
8 Teresa R. (hopefully)
Fri at 11 Richard W.

Going into election process after lunch at 1:00 Friday. TEC delegates listened to all the tapes so we are all current.

Back to #33 – process to address non-ratification of WSBT members

Teri – Obviously process is flawed; not enough information to address contingencies as we’ve experienced this week.

Jahi – Is this something you’d rather work up online and have for next quarterly, or do we need to address it right now?

Teri – To change bylaws, we should do it here, since the manual will be coming out. Defers to Jay. If it doesn’t get to S&B by close of Conference, it doesn’t necessarily preclude it going into the manual. Could we finish it within 2 weeks?

Jay – S&B won’t even start revisions until transcripts are done, probably end of October. We can add those at any time, probably even up until November without any problem.

Elizabeth – We could notify S&B we’ll be giving them changes within 90 days.

Jay volunteers to work on the revision of the process with Teri.

John –Took a long time last year to convince Bryan that we could make changes independently. Would be prudent to include in our report that we’ll be working on this revision and it will be forthcoming.

Jay – Doesn’t feel that’s still an issue with Bryan; they know we can do that and there will be some changes coming. Not a bad idea to put it in the report so people can read it.

So the matter of revision of the ratification process was moved to online business

Approval of LTP to outreach {Teri} moved to online business aganda
Long Term Planning News Gram Article (Teri) moved to online business aganda

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Referral re: CAWS convention chair candidate receive letter of approval from the host city area (Jahi)

Jahi put in a referral on this last evening

Flash – H & I online video Vote on Statement Not endorsing a product or name

Motion to accept WSOB’s statement on Flash video forH & I online video M/S/P

WSOB Paid Director pay increase – PREVIOUSLY DISCUSSED
Board to Board meeting results & comments

Jay – don’t know why he gets so unsettled in Board to Board meetings. Feels unsettled all of a sudden when WSOB joins our Board. Perhaps everyone in the room needs an agenda so we all know what we’re going to talk about.

Elizabeth – Thinks dynamic is always a little difficult. Better than it used to be. Other Board is more of a business meeting. Suggests that this body make the decision as to when we have a Board to Board as opposed to having the WSOB dictate it. Suggests we meet with WSOB Chair only at November quarterly. WSOB Chair is very specific that WSOB works for the WSBT.

Teri – Frustrating that agenda items were only communicated from WSOB a few days before the meeting.

Jay – Would be good if we printed up our additional agenda items immediately prior to the meeting.

Jahi – Don’t think printed agenda is going to help with dynamics. Getting better with current WSOB Chair.

John – Thinks Bob really does want to do the job well. Perhaps having Bob here by himself gives him more of a feeling of being an elder statesman and would be more effective. He is a past trustee with a lot of experience and knows where we come from.

Trademark and all other mind altering substances moved to online business aganda
Further changes to bottom of 6.6 – 6.7 WSM – Tony/Jay/Teri – tabled until next quarterly
Concerns with WSOB Chair

Jay – Thinks we need to memorialize the discussion Teri had with Bob about our concerns so that it’s more formal. Not sure we want it in the minutes, but it needs to be written down somewhere.

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Teri – It was my intent to document it, I just haven’t had a chance to type my handwritten notes

Teri – This concludes all of the undiscussed issues, but we still have pending issues, i.e., #16, ratification of the WSBT. Now have 30 minutes until our deadline.

John – In the meanwhile, he needs help with some concerns re the Conference Coordinator and some Conference related issues.

The matter was discussed and comments, feedback and concerns were voiced.

Reconvened at 9:15 am

Teri – Our reference point for the 24 hours is not matched to PSRTs, so we’re out of sync.

Jay – PSRT thought the 24 hours ended this morning or early afternoon. He’s been sleeping a lot post-surgery so his perception of time may be off a bit.

Tony – What time did you talk?

Teri – I don’t recall exactly. We decided the time frame would run from when he initially informed us he needed 24 hours.

Motion: to extend deadline to 6:00 p.m. and reconvene on this matter after our 5:00 p.m. interview – M/S/P

Teri will call PSRT and inform him of the time

Note that PSR slate candidates #3 and #4 are interviewing tonight at 7 & 8.

Discussion about WSBT’s experience on the floor session yesterday

Jay – we need to be prepared to answer questions on any potentially controversial matters. Second session after lunch was much more productive. Made a huge difference being forthright and answering the questions as best as possible. Appeal will be coming up under new business Sunday morning around 10:00 a.m. Need to be as well-versed as possible.

Elizabeth – We were really thrown off yesterday due to circumstances. In the future, we need to read any 10^th Concept statements or recommendations into the record early on. Feels as a board we were very supported after lunch. Might all be moot.

Jackie – The fact that we responded with humility and openness changed everything. A lot of the delegates are far more informed now after hearing WSO and Finance reports. Delegates are saying that they hadn’t realized how important CAWS convention income was to CA as a whole and now fully support the WSBT’s decision. The more open we are, the warmer the response is.

Jahi – Did Jay say we should talk to some people and get them to support us?

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Jay – No. What I was thinking is that if we were presenters on some side, we might have some others say why they didn’t support it to give both sides a fair airing.

Jahi – Doesn’t believe we politic. Hope none of us go out and try to tell membership they need to speak on something.

Tony – Being more prepared next time would be better. Don’t think there’s ever a problem saying we need to discuss it and we’ll get back to you quickly. Thinks we handled it very well. Had a lot of conversation about taking the high road. The situation with the prior SWRT was a little different; fellowship has a right to the details in this instance. Before lunch they were talking about censuring or removing us. Felt it change after lunch. Strongly agrees with Jahi about not politicking.

Cynthia – update on conversation with Greg and Noelle.

Tony – Thinks this may have less wings than we are thinking because of the vote on suspending the rules. Many people voted in favor just because they wanted to get it over with. By the time it comes up, another bid will have been selected.

Jackie – If a new Area is selected to host 2006 and it’s overturned, what would the process be?

Jay – Right now, it’s open. If the 10^th Concept were overturned, it would make that moot.

Reconvened at 6:15 p.m. Roll call; all present except PSRT.

Back to Agenda Item #16

Played message from PSRT on Teri’s cell phone via Tony’s speakerphone so all could hear. PSRT declined to resign after being informed of the process. Per the WSM, the next process was to vote for or against removal of the PSRT.

Teri’s instructions: Please write remove if you want to remove PSRT, no if you don’t. Tie vote resulted

Comment: Not sure what requirements are pursuant to California law in this situation; should investigate.

Discussion re procedure to follow next.

Discussion on process and implications of removal/non-removal.

Motion: to reconsider vote on whether to remove the PSRT M/S/P.

Motion: to table the matter until we have a full board present M/S/P .

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Motion to reconvene at 10:30 p.m. passes.

Adjourned at 8:15 p.m.

Reconvened at 10:41 p.m.

Motion: to remove from the table the vote on whether to remove the PSRT M/S/P.

If voting to remove, write “remove.” If voting not to remove, write “do not remove.”

Voted to remove PSRT passed by a 2/3 majority.

John – Evidently the results of this recasting of the vote means that the results changed from the previous. What I heard said was that there was a very spiritual message shared in here and new information was brought. I, in my inexperience felt like nobody’s really going to change their vote, but now I’m learning that it was enough to change somebody’s vote, or maybe it was the language we used on the ballot. I don’t know which it was, but I didn’t get to hear the debate. I had to go do service on another committee. How do I express my sadness that I missed debate that was evidently strong enough to cement this deal without revealing how I voted? (John will write more expressing his feelings during the review of the minutes)

Teri will notify PSRT of decision so he can determine any appeal action he may wish to take.

In light of the vote and the removal of the PSRT, we need to proceed with the election of the new PSRT.

Elizabeth asked about how to address interviewees about rescheduling interviews.

John – are we limiting existing PSRT’s right to effectively participate in an appeal by not offering him access to any discussion or minutes? Should he have access to it or not?

Jay – so Jahi would announce this at the PSR Caucus tomorrow, Teri would call PSRT, and we need to go on with the process of interviewing and selecting a new trustee. PSRT could come to the floor or send a representative to speak in his stead. If PSRT asks for access, at that point we can reconvene and figure it out.

Jahi – thinks PSRT has enough information for his redress from the language in the WSM. He would get the minutes when everyone else does. I say we move on. The PSRT already knows he was not ratified because of people PSRT spoke with.

Teri – all we have to do is share in a general way the process we went through. Rest of Regional Trustees should also share information at their Caucuses. Will notify PSRT before 8:30 am.

Elizabeth – Will try to do interviews at 11, noon and 1. No Unity lunch for TEC.

Committee updates:

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Tony – Convention Committee – John spoke to delegated authority. Motion was made to narrow three bids down to two. Vote was 16-15-15. Entire process now rescinded and they don’t want to make a recommendation.

John – Conference – Kim asked him to counsel Conference Coordinator with her.

Jay – S&B – interesting referral re vote counts based on Area size.

Elizabeth – Finance – Referral re TEC expenses approved. Budgets still in process. Took embezzlement out of guidelines.

Jahi – H&I – broken off into subcommittees. Came up with nice package for H&I video disc.

Created cover letter from guidelines.

Jackie – PI – Needs to be in the room more.

Teri – Unity – doing well.

Motion to adjourn this quarterly meeting. M/S/P Adjourned at 11:50 p.m.

Close – Serenity Prayer

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For all attachments and documents see: 2004-08-29-31-WSBT-Quarterly-Minutes-Final.pdf

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