Tony D.: Everyone please take your seats. It is Saturday morning, September 3, 2011 at 8:00 am. We will have a moment of silence followed by the Serenity Prayer. I have asked Elizabeth to read Who is a Cocaine Addict? I know that everyone is really tired but please keep conversations to a minimum. We will start roll call on my left today.
Roll call votes counts 149 and 100 is the quorum.
Next up is the Finance Committee. Paul has an announcement while they are coming to the podium.
Paul M.: Since it looks like we will be finishing early, the Unity Committee is at the back of the room with “Unity Committee Registration” form and an “International Request Form.” Please take a couple of minutes and fill out the forms.
CLOSING REPORT
C.A. WORLD SERVICE CONFERENCE 2011
FINANCE REPORT
INTRODUCTION AND OPENING COMMENTS
The Finance Committee started our committee meeting with the Serenity Prayer and the reading of a portion of the 11th Concept…This is the place where money and spirituality do have to mix, in just the right proportions. We found ourselves guided with the words from this concept because they speak to our duties as members of the fellowship who must take on the hard task of handling the financial affairs of C.A. as a whole. “The main responsibility of this body is to see that we do not become money-crippled or go broke. This is the place where money and spirituality do have to mix, and in just the right proportion. Here we need hard-headed members with much financial experience. All should be realists, and a pessimist or two can be useful. The whole temper of today’s world is to spend more than it has, or may ever have. Many of us consequently are
Approved Page 1 of 29
infected with this rosy philosophy. When a new and promising C.A. Service project moves into sight, we are apt to cry, “Never mind the money, let’s get at it.” This is when our budgeters are expected to say, “Stop, look and listen.” This is the exact point where the “savers” come into a constructive and healthy collision with the “spenders”. The primary function of this committee, therefore, is to see that our Headquarters operation is always solvent and that it stays that way, in good times and bad.”
Here is an example of where money and spirituality mix. I would like to bring Elizabeth up to read a letter from our brothers and sisters in Iran to show an example of how your 7th Tradition dollars help the World Service Office and Board of Trustees support C.A. all around the world. Can our secretary please show the Letter from Iran?
Dear Elizabeth,
On behalf of the members of CA in Iran, I just wanted to say a big thank you for all your support and hard work in helping us to establish and develop CA in Iran. Your help with the approval of the translation of various pamphlets and reading material has been invaluable. We also wish to thank Russell, whom I had the pleasure of meeting in a CA meeting in London, for his energy and support. Russell’s recent visit to Iran has been like a shot in the arm of our PI work and we very much hope that he makes a return visit to Iran, at the earliest opportunity.
Whilst writing, I am happy to report on the current status of CA in Iran, as follows:
We recently held elections to fill Service Positions in the Area Service Committee and all vacant positioned were filled. It was decided that for the time being fortnightly meetings would be held, and once urgent issues were taken care of,
Approved Page 2 of 29
we would only hold monthly meetings. I accepted responsibility for the Translation Committee.
We currently have 3 groups in Tehran and Karaj (a small town just outside Tehran) and hold regular meetings on Saturday Evenings (Tehran – Nezami Ganjavi), Friday Mornings (Karaj) and Thursday evenings (Tehran – Habib Ollahi). We also hold regular H& I meetings at a Detox Centre in Verditch which is located half way between Tehran and Karaj.
INTERRUPTED BY FIRE ALARM – ALL CLEAR
Our PI committee members have been busy visiting various Detox centres in and around Tehran and have been given the go ahead to hold regular meetings in two of such venues.
We have purchased a dedicated mobile phone and Pay As You Go Sim card for the translation committee which will be printed on all new literature, together with details of our various meetings.
If you need any further information please do not hesitate to contact me.
ILAS
Siavash
CA Iran
We are here to talk to you about some plain economic truths. All of us have experienced financial hardships in the current economic environment. Cocaine Anonymous is no different.
Approved Page 3 of 29
Here are some of the facts: the operations of the WSO should be sustained using revenue from Literature, Chips, and 7th Tradition. This is not the case at this time. Literature and Chip sales are down 10%. 7th Tradition has continued to decline roughly 35% over the last 4 years and continues to trend down. We are at great risk NOW; if these trends continue the World Service Office is in big trouble.
NOW, I HOPE THIS IS AS ALARMING TO YOU AS IT IS TO ME!
Time for a few more facts. In May we concluded a very successful World Service Convention thanks to the hard work of C.A. Arizona. There was a net gain of a $129K. We are sure that our brothers and sisters in the UK are going to do a great a job. We hope you all attend the big party in the UK, and spread the message to your Areas, Districts, and Groups. Let’s have a big showing of the US in the UK.
HOWEVER, it is important to note that Cocaine Anonymous cannot survive solely on revenue generated from SUCCESSFUL conventions. Monies from the conventions should be used for long term planning and continued growth of Cocaine Anonymous. We hope you agree.
We need you to go back to your Areas, Districts, and Groups and ask them to increase their contributions to Cocaine Anonymous World Service Office.
There are many ways to contribute to YOUR World Service Office.
- Contributions via the 70/30 plan. Have your Areas, Districts, or Groups contribute back to the WSO 30% of all monies over a prudent reserve.
- Gratitude Month
Hey, maybe you guys will remember that we passed this out last year. Can the secretary please show the Gratitude Month Flier? This is in your hand out today. Please remember that November is gratitude month.
Approved Page 4 of 29
When we reviewed the can instructions from last year we realized we made a stupid mistake. We forgot to give you a critical instruction. Can the secretary please show the Marked Up Gratitude Can Label? We forgot to show you item 4A; TO ACTUALLY PUT MONEY IN THE CAN! We need you to take this back to your Areas, Districts, and Groups. Please remember to pass the can around during the month of November as this is such a vital part of 7th Tradition contributions.
- Birthday Envelope
Kurt would like to talk to you more about the Birthday Envelope. Can the secretary please show the Envelope Flier?
- World Service Contribution Program
Brian would like to talk to you about the World Service Contribution Program. If you sign up today, you will receive a lovely eternity chip!
It is obvious there is a need for 7th Tradition revenue. “Self-support begins with me, because I am part of us- the group. We pay our rent and utility bills, buy coffee, snacks, and C.A. Literature. We support the World Service Office and our many Areas. If it was not for those entities, many new people would never discover the miracles of C.A.” Yes we are asking for more generosity, but if we all continue to focus on growing our fellowship we will see a positive trend on 7th Tradition donation automatically.
This morning we collected $531 in 7th Tradition!
COMMITTEE INTRODUCTIONS
Idea People:
Brian T.
Approved Page 5 of 29
Buster C.
Kurt L.
Suzanne V.
Jackson H.
Chair: Tom W.
Vice-Chair: Alan S.
Secretary: Kat S.
WSO Treasurer: Barry J.
WSO Director: Elizabeth S.
WSO Chair: Tom P.
WSO Vice-Chair: Teresa N.
DOO: Linda F.
Trustee Representative: Randy G.
COMMITTEE WORK THAT RESULTED IN MOTIONS
- Suzanne V.: MOTION: To amend the Financial Guidelines for Groups, Districts & Areas of Cocaine Anonymous on page 9 under District Treasurer Qualifications: Item 1, to change 1 year to 2 years of continuous sobriety; Item 2, to change the 2 year commitment to a 1 year commitment.
DISTRICT TREASURER QUALIFICATIONS
- One Two year of continuous sobriety.
- Two One year commitment
- One year of active service in your District
- Gainfully employed and/or financially solvent
Second.
Tony D.: Would you like to speak to your motion?
Approved Page 6 of 29
Suzanne V.: Yes. This will align the Financial Guidelines and the WSM.
Tony D.: Motion passes unanimously.
- Jackson H.: MOTION: To add to District Duties and Responsibilities on page 9 of the Financial Guidelines for Groups, Districts & Areas of Cocaine Anonymous Item 8. Timely filings with regulatory agencies (e.g. state and local taxes, nonprofit corporation forms)
DUTIES AND RESPONSIBILITIES:
- Receives and deposits contributions from meetings and special events.
- Keeps an accurate bookkeeping system.
- Maintains bank account(s) with checks requiring two signatures.
- Gives monthly financial report with a copy of the District Bank Statement (account numbers blacked out).
- Pays all expenses.
- Passes on contributions to Area and World Services according to the 70/30 plan.
- Forwards yearly district reconciliation to the Area Treasurer for the purpose of Area Reports to regulatory agencies.
- Timely filings with regulatory agencies (e.g. state and local taxes, nonprofit corporation forms).
Second.
Tony D.: Would you like to speak to your motion?
Jackson H.: This is to align the Financial Committee Guidelines with the WSM. Bob L.: Point of Information – This is under Districts in the Financial Guidelines and I was wondering if you are talking about the District having the corporate entity or the Area. Normally the Districts do not have to file.
Jackson H.: Generally we are talking about the Areas, but some Districts do have to file.
Tony D.: Motion passes with substantial unanimity.
Approved Page 7 of 29
- Barry J.: MOTION: To approve the 2011-2012 Revised Budget. Second.
Tony D.: Speak to the motion?
Barry J.: Not at this time.
Joy H.: The travel for the WSO under Other of $1230 to $2000. Can you tell me why?
Barry J.: We used “actual” numbers. Travel was a little higher than we expected for Drug Court symposium for example. We expect to travel to Drug Court in Canada.
Jennifer S.: H&I and Finance have allotted Travel Expenses. Is that due to Non-Delegate Chairs?
Barry J.: Yes that is reflected by budgets submitted by Committees.
Dwight J.: We just went through a big discussion regarding how much we need money. $50,000 is a lot of money for travel and such. Is there any way we can revisit this number? Can we save some money there?
Barry J.: On Page 1, we have over $76,000 in cuts. The individual committees present their budgets and we try to make it work as best as we can.
Joy H.: Conference Committee, Registration, we had a negative income and now it’s a $400 line item.
Barry J.: We added an income line and moved to Revenue section.
Gregory A.: In the upcoming year for 2012, most of us will be going to the convention in the UK, particularly the Trustees. Can you explain how we can offset some of those expenses or maybe cutting back on the quarterlies.
Barry J.: Trustees have already taken that into consideration and they have already eliminated their 3rd meeting.
Heidi J.: At Conference Committee, everyone has breakouts
Approved Page 3 of 29
costs/revenues except for Archive. Don’t they have a Non-Delegate? Barry J.: That was passed yesterday and the Non-Delegate Chair of Archives pays his way.
Yolande O: Could we use the PI Committee to adopt a way to participate in the Drug Court if we have a PI person in the area? Barry J.: Yes we would love to do that.
Paul M.: On back page lines 5-9, 2011-2012, increased by $1000. Barry J.: You are looking at a different budget. Our next motion will adjust that. Our fiscal year goes from July 1 through June 30.
Joy H.: Were that line item is for Delegate Notebooks? We need to increase it by $1700.
Barry J.: It is all up in projects.
Joy H.: Why wasn’t it increased?
Barry J.: We had to make cuts in income and actuals.
Cynthia C.: I thought yesterday when Archive presented it’s plan and asked if we were approving the budget. Barry J.: It was. There was a second motion.
Tony D.: Motion passes with substantial unanimity.
- Barry J.: MOTION: To approve the proposed 2012-2013 budget as presented. Second.
Tony D.: Speak to your motion?
Barry J.: Not at this time.
Elizabeth S.: Line Item 558 – Bookkeeping Fees – $4000 increase, is that for the audit?
Barry J.: We split costs for paid bookkeeper and we lowered it on the other side.
Mike S.: On previously approved, interest income has dropped for this budget.
Barry J.: We lowered to be more in line with today’s interest rates.
Approved Page 9 of 29
Joy H.: It is our prudent reserve. I see that you put a line item in for Audit but it is $0. Fellowship is asking for audits and we have received 3 bids (Trustees) and why is it $0.
Barry J.: We haven’t been instructed to have an Audit.
Elizabeth S.: To be clear, under Professional Fees-Bookkeeping and Administrative is that because of 501c3? Barry J.: yes
Susan B.: Transportation fees – could Trustees have meetings online instead of Face-to-face?
Barry J.: We are presented with a budget by the Trustees which is then approved by this body. They have expenses and needs for their various services to help our fellowship. In the past they cut some of their meetings to offset some of these expenses.
Roy R.: Why don’t we get an “opening balance” and an “ending balance”?
How much is actually in the bank?
Barry J.: This information is presented at the beginning of the conference. Joy H.: We have to put the 3rd meeting in for next year because we will have 5 new Trustees.
Dwight J.: Speak against the motion. I know that there are capable Trustees that have the ability to meet without being face-to-face. There has got to be a better way to cut down some of these expenses. Cynthia S.: Why is the travel Pacific South Trustee is higher?
Barry J.: The breakdown came from each Regional Trustee for their travel expenses.
Kim S.: The numbers all add up to the same. The total budget, despite for the line items except for the European Trustee.
Cynthia S.: I appreciate that the budgets add up to the same thing, but the PS Regional Travel doesn’t have to travel far since they meet here. Kim S.: These individual budgets are not for the quarterly meetings. It is for travel that trustees have to do within their regions.
Approved Page 10 of 29
Mike C.: A lot of traveling going on and even though you cut back on, have you considered using video conferencing and possibly providing internet access to the Trustees in their homes?
Randy G.: We are painstaking of financial condition of our fellowship. We take our requests from our Areas and this group seriously and our roles of the WSBT seriously. It never goes undiscussed. We will continue to consider all those kind of suggestions.
Bill H.: I speak in favor of motion. I am card-carrying computer geek but if you’ve gotten into email flame war, that will not replace sitting down face-to-face. Jennifer S.: Speak for the motion. The actuals given in Opening Report – $21,400+, saved over $13,000+. Doesn’t mean they are spending that much, we are just allotting.
Earl H.: Speak in favor of motion. Current WSBT and past WSBT are very sensitive to costs of travel. It is imperative that we budget for travel within their regions. They need to be in front of their fellowship to hear their concerns. When they get out amongst the people, 7th Tradition numbers increase. Paul M.: Call the question. Second.
Tony D.: Motion to end debate passes by 2/3 majority. Original motion passes with substantial unanimity.
REFERRALS THAT RESULTED IN MOTIONS
We had none.
REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR
- We completed all our referrals.
- Process changes to Fund Raising Tracking
- List of Fund Raising ideas
Approved Page 11 of 29
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES
Referral #6602 Memorabilia for Fundraising
To produce memorabilia eg.Coffee Mugs for sale to the fellowship to help replace 7th tradition downside.
Response: Referred to the WSOB.
Referral #6619 New ‘Fundraising’ Committee
To create a new World Services conference committee named Fundraising. We believe that the title of the committee is self-explanatory, but we believe CAWS would benefit from further revenue streams and creative global fundraising.
Response: Thank you for your referral. We will send this to the WSOB with a recommendation that they create a fundraising ADHOC committee.
Referral #6566 Contribution Form
I have filled out and submitted a 7th tradition donation form. As of yet, no donations have left my account. There is very little point in me promoting the use of this process in the UK if it does not work. If this is fixed a considerable influx of tradition 7 donations will come from the UK.
Response: Thank you for your referral. We recognize there is an opportunity to collect additional donations from the World Service Contribution Program. We rereferring this to the WSOB to explore and develop new solutions for international donations.
REFERRALS THAT DID NOT RESULT IN MOTIONS
Approved Page 12 of 29
Referral #6412 COMMITTEE INVENTORY
This referral is a request that the Finance Committee take a group inventory of itself in the spirit of assessing how well the committee helps the Conference to fulfill its purpose and to identify what action(s) the committee could take to improve the committee’s ability to better help the Conference fulfill its purpose.
Should the Finance Committee opt to take no action on this referral either at the 2010 Conference or as a post-Conference activity throughout the 2010 / 2011 year, please be kind enough to cite the Finance Committee’s reason(s) for not undertaking such action in the Finance Committee’s closing Conference report.
Response: A group inventory was taken during WSC 2011.
Referral # 6439 fundraisers for non-delegate committee chairs
To suggest that all committees do a fundraiser or fundraisers throughout the year to support non-delegate chairs to attend the WS Conference instead of WSO funds paying for them.
Response: Thank you for the referral. The Finance Committee does not have any opinion on committee fundraising, each group is autonomous. As a result after much discussion, we are always mindful that CA does not earmark funds.
Referral # 6508 Moratorium on non-delegate chairs
That a moratorium be placed on increasing committee budgets for the purpose of funding expenses for non-delegate chairs until the WSO thrives once again. Using WS funds in this way is a luxury we cannot afford.
Response: The Finance Committee thanks you for your referral. It is the committee’s belief that consistent with our 9th Concept each committee is best
Approved Page 13 of 29
qualified to choose its own leaders that best serve the fellowship. With that being said, we encourage all to be mindful of our current financial position.
Referral #6504 Availability of Financial Information
Why is it harder to get financial information on the World level than buying crack on credit? I have struggled with this for about 4 years. Why isn’t the previous years operating statements including income and expenditures available on our website? I believe that since we are a non-profit, the law mandates public disclosure somewhere, so let’s make it available to members or anyone more easily.
Response: Like any organization we have to decide what level of financial detail we will make available on what basis. For example, we have decided not to make specifics available on the website and therefore to the general public. This is determined in part by restrictions dictated by California Law. Each year we distribute financial statements to the fellowship and these are available to all members of the fellowship. If you want this information, please see your Area delegate, or your regional Trustee. This information can also be obtained from the WSOB or from the California Secretary of State.
Referral #6529 More detail on Area donations by Area
Could you include in your report, breakdown on Area 7th Traditions contributions?
Response: Thank you for your referral. We include the 7th Tradition reports in the quarterly News Gram. For an additional breakdown please see your regional Trustee.
Approved Page 14 of 29
Referral #6548 Budget for New PSA
That the Committee make plans to budget for the distribution of the new PI PSA to every area requesting one. PI is vital to the growth of our fellowship and PI tools should be furnished to those willing to use them.
Response: Thank you for your referral. We have a fiscal responsibility to this body. However we feel it’s inappropriate to budget for the new PI PSA’s as historically these have been purchased by individual groups and areas.
Referral #6608 Money Handling Procedures – Birthday Envelope & C.A. Birthday Can
On fundraising such as “Birthday Envelope” and “C.A. Birthday Can” please implement “complete” money-handling procedures suggested in WS Financial Guidelines and the new Finance project. I strongly suggest we use an operational system that accounts for funds donated from the beginning to the WSO. We need to be able to “tract” every penny! We are down 30% in WS donations. Let us secure the money we’re receiving and be prudent!
Response: Thank you for your referral. The Finance Committee has written guidelines to assist groups and Areas with tracking all funds. Please refer to the Financial Guidelines for Groups, Districts & Areas of Cocaine Anonymous. Copies of this are available on the website.
Referral #6609 Roll-out of Birthday Envelope/Can
Can someone please tell me why our fund-raisers such as: “The Birthday Envelope” and “C.A. Birthday Can” were not implemented by all Regions on the same scheduled start date? Can we do better this year with better coordination or do we need a better or new operational system administered by WS Finance Board with follow-up by the Finance Trustee?
Approved Page 15 of 29
Response: Thank you for your referral. Coordinated implementation of campaigns such as the “Birthday Envelope” and “Gratitude Campaign” can be difficult given the diversity and autonomy of groups within the Fellowship. We understand your concern.
With respect to doing this better – we are investigating several alternatives as a committee and in conjunction with the WSO to implement our campaigns more effectively and to make it easier for delegates to bring these programs home to their respective Areas. We believe this is not one thing but many things and we expect to be testing some of these in the near future.
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE
Chair- Alan S.
Vice-Chair- Buster C.
Secretary- Kat S.
Vice Secretary- Suzanne V.
CLOSING COMMENTS
What a ride! I have had the pleasure of serving at the WSCFC for the past 5 years, I have learned a lot! I have met many new friends, gained some patience and relied on my higher power to help us through. I want to thank my committee. I have learned from all of you. And thus we grow.
We would like to thank our outgoing members,
Brian T.
Tom P.
Tom W.
Keep coming back!
Approved Page 16 of 29
With Love and Service
2011 WSCFC
Respectfully Submitted:
Tom W. WSCFC
Tony D.: Any questions?
Cynthia C.: If you budget for an item that is not selling does the office or the committee….(remainder of question not captured.) Tom W.: Yes; the office does.
Jason L.: Why would an Area not send all monies to WSO?
Tom W.: Each group is autonomous.
Tony D.: That clarified Jason’s question.
Cliff W: Is there a way to get a breakdown?
Tom P.: A breakdown of the budget will be in the Newsgram beginning this year. Jason L.: Reference to the response of referral 6566… I submitted this referral and it was incorrectly stated. I am trying to inform you that my contribution is not being taken. Would you all please keep an eye on this until resolved? Tom W.: Yes we will.
Tom W.: We recognize the need to address the issue of using the bank accounts instead of CC are needed.
Tom P.: We have set a deadline October 1 to open European account.
Cynthia S: The contributions from my Area are not reflected in the Newsgram…ever. Can you please fix the problem?
Tony D.: Any questions? Seeing none, please thank the committee. 10 minute break.
Approved Page 17 of 29