November 18, 2017 – WSOB Minutes

OPEN MEETING @ 9:15AM SERENITY PRAYER – Lead by Tim A.

TRADITION 12 – Read by Yvette H.

CONCEPT 12 – Read by Kevin M.

BIRTHDAYS – Cocaine Anonymous is 35 Years old today!!

ROLL CALL & QUORUM DETERMINATION

Present were Tim A. (Chair), Alesia F. (Vice Chair), Linda F., (DOO), Randy M. (Secretary), Allison M. (Treasurer), Kevin M. (WSOT) and Yvette H. (WST).

Quorum is met.

Guests: Henry.

CHAIR ANNOUNCEMENT(s)-

1. 1. We have 3 Director at Large positions open we need to fill ASAP
   • Comments

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 1028/2017

MOTION to approve the minutes of the October 28, 2017 WSOB with a minor correction made by Linda F..; seconded by Alesia F. Motion passes unanimously.

SEVENTH TRADITION OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted Comments

• • MOTION to approve the transfer of $8,800.31 from Publication account to the Operating Account to pay the invoice #71857-0001 for The Quiet Peace book order which has arrived.; seconded by Allison M. Motion passes unanimously. Tim A – asks for clarification on what the money approved last month was? Linda clarifies.
  • Starting next Tuesday Linda will be on vacation. Office will be closed Thanksgiving and Friday. Staff can handle the office accounts and they have additional tasks while she’s away.
  • Chris J. will come in and relocate the lighting fixture.
  • Shipping costs per specialty chips. Wendall stated there were some overcharges. MOTION to increase the cost of shipping for the specialty chips from $3.00 to $4.35 for orders of 2 or more (up to 20) made by Linda F. seconded by Alesia F. Kevin M. – what is the cost of the coins? Linda F. – They are $20 each, or $15 each if you buy three or more. Motion passes unanimously.
  • Working with Earl H to change the 800 number to the answering machine. (see DOO report). Kevin M. – talks about the history of the 800 number as it was a donated product a long time ago. He has asked a fellow member to look into alternative ways to receive these calls. One comment

pg. 2

on the message, should just say CA.org/Meetings in lieu of the long description. Henry – if you call during business hours, do you get the office? Linda F. – No. The 800 number will automatically go to the 800 number. Earl is our connection to the 800 number deal.

• • MOTION to use $300 (of the $160.00) out of the Miscellaneous Staff Account, to be paid out as prepaid VISA Cards ($100 per person – not counting the DOO), to give each of the staff a holiday bonus made by Linda F. Seconded by Randy M. Allison M.– are we doing a holiday dinner? Linda F. – No, she is asking about $300 dollars for bonuses. Last year the WSBT suggested the WSOB make a recommendation for employee bonuses. WSOB agreed upon $50 gift cards. Alesia F. wants to be sure we are prudent with CA’s donation money as we’ll be accountable to the Trustees. Kevin – speaks in favor of the $100. Yvette – $100 is not a lot of money. She speaks in favor of the motion. Friendly amendment made to use prepaid VISA Cards. Linda points out there is a fee for the VISA cards. (Friendly amendment accepted) Allison just has a question – do you also want to take them out for a Christmas dinner? Linda – Yes. That will use the remaining money in the line item? Linda will have an additional motion for that. Alesia F. – is there a way we can be sure that each worker gets $100? Linda F. – yes. – Motion passes unanimously.
  • MOTION to take $50 from the Miscellaneous Staff Account for UPS and USPS drivers as a holiday bonus made by Linda F. – seconded by Kevin M. Tim A. – haven’t we been having problems with the USPS service? Linda F. says yes, but that has been satisfactorily resolved. Motion passes unanimously.
  • Discusses the starter kits sent out. (see report)
  • Year to date report on specialty chips.
  • Will table the convention notes until the convention committee reports.

DIRECTOR REPORTS

Chair – Tim A – written report submitted

Comments:

• • Tim summarizes report.
  • Had discussion with WSBT chair.

Questions:

• • None.

Vice Chair- Alesia F – written report submitted.

Comments:

• • Tim A. thanks her for going to Caucus, as well as all the other WSOB members who attended.

Questions:

• • None.

Treasurer – Allison M-

Comments:

• • She is in contact with Frank and Linda F. on the Finance Committee conference call on how to disseminate the convention money. This time we put more money in the savings account instead of the operating account. One vendor was paid in cash, but we are looking for the check back. She is leaving money in the OY account to cover the account in case they deposit that $400. She also notes the convention has not cashed their check. There is a $16 charge per month because we still own the credit card machine. Tim A. –

pg. 3

it may be better to put a stop payment on the check and close the OY account. We will be dealing with the Sweden account soon, so it makes sense to leave the account open. The

$16 is accounted for in the budget already.

• • Refer to report.

Questions:

• • Is the conference money all taken care of? Allison M.– you should talk to Linda about that. Tim A.– it is in the report and checks you have to review? Linda clarifies two additional charges for Allison M. Linda F. worked with Frank to insure they are in the correct line items.
  • Tim A. – will you be ready for next Board to Board meeting? Are you ready for the upcoming questions? Allison M. – yes.

Secretary – Randy M – written report submitted.

Questions:

• • None.

Director at Large – Open

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M

Comments:

• • Reviewed office policies as he had promised to do. In reviewing he found a policy about recording devices which needs to be revised (as everyone now has a recording device – cell phone!). There is also a provision about Substance Abuse which should be applicable to our organization – not a general statement as it would be for other businesses. Perhaps the policy should be revised. The policy only covers what you are doing in the office – no mention of their time at home. Linda F. states we do random drug tests, when she has reason to or just at random. Kevin M. – his issue is that off work-site drug use is also a problem, considering the business we are in. Tim A. is going to review the policy now. Tim A. reads the policy out loud. Kevin M. further discussed that the policy is reasonable, but does not take into account reasonable sensitivities we have as a drug recovery organization. Linda F. – a little history about how the employee manual came about. It came from Paychex when we used them for payroll, and we were given an employee manual template to use. Alesia F.– How can we make someone not do drugs on their off times? How would that work? Kevin M. – that we have zero tolerance for a drug test failure. Henry – says that once they get caught once, they have to go to rehab. Tim A. clarifies that this is a California Corporation. We’ll table the discussion pending further review of the policy.
  • Currently reviewing conference records regarding what it the maximum donation amount. It has been $5,000 in the past, but he was told that it was changed, but he couldn’t find where it had changed in the conference minutes. Pending further review.
  • S&B conference call tomorrow.
  • He was also at the PSR caucus.

Questions:

• • None.

*** Chair calls a break. ***

pg. 4

WS Trustee – Yvette H – Written Report Submitted

Comments:

• • Nothing to add to report
  • She also attended the PSR caucus. Discussed having a retreat in the region.
  • Quarterly will be December 8 through the 10.
  • We are using the Starwood points. Allison M. – how many points do have left? Only like 2,000 points. Yvette H. will forward the report to Allison M.
  • Conference contracts are in place.
  • Just completed trademark renewal. Kevin M. asks which trademark? It was for the Class 042A trademark. They amortize the cost for trademark protection. The amortization is based upon 10-year term. We will get an invoice for $1,650.00 to cover this service. Kevin M.– you can always check the status by going to USPT.gov. Yvette H. – it shows this is a 30 year renewal. It was not a part of the budget to date. But upon review, the 042A class trademark is needed. Kevin M. – that sounds more like a design patent than a trademark. Yvette H. – the committee decided that we needed it. Much discussion about various trademarks. Kevin M. wants to review this item further. Allison M. asks what particularly got the committee to decide we had to have it? Yvette H. – we have already done this and the bill is coming. Linda F. – just an FYI – she has a huge notebook of trademark paperwork, if Yvette ever needs to double check it. Kevin M. – can this information be scanned into electronic files? Yes.
  • For clarification – this is the trademark that was earmarked in the budget. (She found it and is now reporting it).

Questions:

• • None.

COMMITTEE REPORTS – written report submitted.

Finance – Allison M

Comments:

• • They had their committee meeting. They are going to come up with international and US monetary guidelines which will be combined. There are currently a lot of similarities within the two documents.
  • She discussed the Montreal convention and what the differences are. She sent them the results of motions we made here (WSOB).
  • Kerry wants the financial report up to December 31.

Questions:

• • Kevin M. – any changes to the financial guidelines will have to go through the conference. Noted.

Structure & Bylaws – Kevin M.

Comments:

• • There will be a conference call tomorrow. The purpose is to review the changes to the WSM.

Questions:

• • None.

Convention– Yvette (change to Tim A.)

Comments:

• • She is second on convention. This is back to Tim.

pg. 5

Questions:

• • None.

Conference –Linda F. and Alesia F. – written report submitted.

Comments:

• • Conference call tomorrow.

Questions:

• • None.

Unity– Kevin M.

Comments:

• • Alesia F. is on it and will be sure Kevin M. is notified.

Questions:

• • None.

Literature, Chips & Formats – open Hospitals & Institutions – Tim A– no report

Comments:

• • New chair and they have not notified Tim of upcoming calls.

Questions:

• • None.

Public Information– Allison M.

Comments:

• • Missed the conference call. Linda states she had the email and thought is started at 9:00Am, and she stayed on for 10 minutes. She contacted chair, and found it was over by the time she got back with him. Tim A – who is the Trustee on the PI committee? Jason

L. is the Trustee on the P.I. Committee.

Questions:

• • None.

IT – Randy M – written report submitted.

Comments:

• • Refer to my notes.

Questions:

• • None.

Archives – Yvette H.

Comments:

• • Cameron would like to have contact information for all of the delegates who attended the last conference. He would like to send out the area archive surveys and then follow up with a phone call. Kevin M. – there is a standing rule about not sending separate delegates any additional surveys, etc. Yvette H. suggested including it in the delegate mailing. Tim A – Is there delegate contact information in the delegate mailing? Linda’s question is whether or not sending out the list is a break in anonymity. Alesia F. states

pg. 6

this became a problem a few years ago when a list was made available. The conference has been polled about this issue. Allison M. asks Henry ( a delegate) for his feedback. He doesn’t want the Archive committee to call him. Kevin M. – there had been a list at the conference but it was discontinued. He does not support the idea. But including the survey in the delegate mailing is an option. Linda F suggests that the office can send the survey out individually through confidential email. Tim A – suggests it goes back to the Trustees for a response on whether this breaks anonymity issue. Yvette H. will bring the issue up to the Trustees for a formal response.

Questions:

• • None.

International Structure and Development Committee – Randy – written report submitted.

Comments:

• • Linda states the colorized versions of the pamphlets have not yet been completed.

Questions:

• • None.

CAWS CONVENTION REPORTS:

1. • A. CAWS 2018 -Montreal – Robert F. – Meeting Monthly

Comments:

1. • Allison has talked in great length about how the international finances are going. Looking for another date for a meeting in the office. Using GoToMeeting for this next call. Suggesting the 28th or the 29th. Did they meet in November? NO. Allison M. wants to be sure the committee is following the motions made by the WSOB.
   • She is trying to get a hold of Stephan, and the new NewsGram trustee regarding the motions made by the convention committee.
   • Tim A. discusses his experience with committee work. Keep in mind these individuals are volunteers.
   • Kevin M. – and as you move through service levels it becomes even more important. Alesia F. – even though we are at the bottom of the service structure we still need to be careful.
   • Linda F.’s report has the snapshot of registrations 30 -registrations. Tim A. – how is the comparison? Linda F. – Always slow until after the holidays.

Questions:

1. • None.

1. • B. CAWS 2019 – Sweden –Johan T.

Comments:

1. • What was response about the other shirt? (This being the design that was not approved by the WSOB last month.) Used in PSA;. Kevin M. got some feedback from talking Suzanne (ERT). She discussed primarily where the item would be used. Also discussed with Suzanne about the theme – and they had the same discussion.

Questions:

1. • None.

1. • C. CAWS 2020 – Austin – Susan L.

Comments:

pg. 7

1. • Nothing to report.

Questions:

1. • None.
   • D. CAWS 2021 – New York – Alan S. GUEST REPORTS:
   • Henry – He know we are short-handed and would like to help. Does not want to give up delegate position at this time, but is willing to volunteer.

ONLINE BUSINESS: – no voting

UNFINISHED BUSINES

1. 1. A. Look over guidelines –House Keeping of position names Move on.

1. 1. B. Process and procedures updated in the book – Linda (April) Deadline? Working on.

1. 1. C. Employee Handbook updated -Linda (April) Deadline? Kevin states they are pretty good.

1. 1. D. Office assignments
      1. a. Electronic Meetings -GoToMeetings – Kevin M. likes the GoToMeeting over Skype. Linda

F. would be willing to do the scheduling. Kevin M. believes the IT committee does not want to do the scheduling.

1. 1. E. Conference referrals Randy M. makes a motion to table the referrals to after the holidays. Seconded by Linda F. MOTION passes unanimously.

1. 1. a. WSOB 2017 1 – CAWS Office Store –Please be sure that the Office is selling items in the CA Office Store during ALL days that the Conference is in session. It makes no sense to me and others here that the store is not open today (Saturday) since every delegate is here all day today. We missed some big sales today. I know it was announced that the store would not be open, still, in my opinion, the store should be open today.

1. 1. b. WSOB 2017 2 – CA Logo Stickers – That the WSO produce foreign language C.A. logo stickers for all of the established Areas of our Fellowship. We are a global fellowship. It seems a great oversight to have stickers available in English only.

1. 1. c. WSOB 2017 3 – (Referred from Finance 2016 1) – Add or increase a line item amount to allow for the World Service Office to carry out translations of our World Service Manual for all Areas recognized by The World Service Conference that do not have English as their first language. The amount to be adequate for said translation works to be carried out by the World Service Office without the requirement for participation of the individual Areas. The current number of required / outstanding translations to have adequate funding within the next two years and an ongoing line item to allow for newly required translations to be commenced immediately upon the recognition of a new Area.

pg. 8

1. d. WSOB 2017 4 – (Referred from LCF 2016) – That the Committee revise the Newcomer Booklet to include the reading “Who’s A CA. Member?”
   1. 1. The WSOB will be working on this referral throughout the year.

1. 1. e. WSOB 2017 5 – (Referred from the WSBT) Please allow Areas to produce and distribute

C.A. keyrings, medallions and Books under Royalty Agreement.

1. 1. f. WSOB 2017 6 – (Referral from IT 2016-1) – Digital delivery of Speaker Audio files – as we proceed in the digital world, and as more and more conventions are transitioning toward uploading digital files from workshops and speakers, should there not be a WS standard (bit rate, frequency, format, compression and production origin) for these files? Furthermore, is it possible to create on the CAWS site a file distribution system, or at least a link to a page, so that members worldwide can access the media as it is produced and posted?

1. 1. g. WSOB 2017 7 – NADCP Funding – A Motion will be brought related to this SR14 Notice which will be addressed to both the WSC Finance Committee and the WSOB to cease (not fund) participation by C.A. World Service at the annual United States National Association of Drug Court Professionals (NADCP) Drug Court Conference; and only then reinstated thereafter if and when it can be substantiated that the significant funds which are being spent on C.A.’s participation each year provide an acceptable return on C.A.’s investment in terms of measurable results, including without limitation: the number of new meetings started directly after CA Drug Conference participation, new C.A. cities / states / countries colonized where there is little, if any, C.A. now, and judges and referees sending their people specifically to C.A (how many people were sent).

1. 1. h. WSOB 2017 8 – Best C.A. App – Have a contest to see who in the fellowship can make the best computer App. The creator of the winning App would get a designated prize, and all rights and ownership of the App would be turned over to the WSO. A contest of this nature would tap into the great technical skills that many of our members have as well as eventually providing much desired services to our entire fellowship. If an App was created for the meditation book, it could even help generate income for CAWS.

1. 1. i. WSOB 2017 9 – Draft Publications Guidelines – Please consider adopting the attached draft Publication Guidelines (or something similar). (These Guidelines are available for review related to this Referral. Inquire to the Conference Committee for a copy please. These Guidelines are NOT attached here to this report.)

1. 1. j. WSOB 2017 10 – Publication Information Repository – If this has not already been done, please consider creating a central repository for all information related to the publication of C.A.’s books. This would include source files (from original publishing software, where applicable, as well as PDF and / or “e-book” formats), lists of fonts types and sizes for each element of the book, cover art and colors, etc. Ideally, this information would be readily accessible to members of both Boards and backed up to multiple secure locations.

1. 1. k. WSOB 2017 11 – Cost of Currency Exchange – The fellowship appears to be not informed regarding the cost of managing multiple currencies and converting to USD. Request that the WSOB Finance Committee monitor, record and report on the cost to the fellowship 2017 conference to 2018 conference of managing all financial matters in multiple currencies.

pg. 9

NEW BUSINESS:

1. 1. Board to Board will be December 9th 2017 – Would like to meet between 4-6 Sat dinner after
   2. 1-800 number – already discussed.
   3. Henry – Do we have specific tasks for him to help. Linda – we had another person who came for several months before becoming board members.

Executive Session

1. 1. Vote Darrell – not here.
   2. Having voted in executive session, we are submitting pay raise recommendations to the WSBT.

NEXT MEETING(s) – January 20, 2017 at 9:00A.M.

Motion to adjourn at 12:00PM made by Kevin M.; seconded by Yvette H. MOTION passes unanimously.

For attachments see: 2017-11-18_WSOB_Minutes_final