January 13, 2018 – WSOB Minutes

WORLD SERVICE OFFICE BOARD MINUTES

January 13, 2018

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

TRADITION -1 – read by Linda F.

CONCEPT -1 – read by Linda F. and comments.

BIRTHDAYS – none

ROLL CALL & QUORUM DETERMINATION

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

Quorum is met.

Guests: xx

CHAIR ANNOUNCEMENT(s)-

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

Darryl apparently is not interested. Pierre will be here next month. Tim says Debbie J. may come next month. Michelle is doing other things after the passing of her mother.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 11/18/2017

MOTION to approve the minutes of the November 18, 2017 WSOB with a minor correction made by Randy M..; seconded by Allison M. Motion passes unanimously.

SEVENTH TRADITION

MOTION to take CAWS 2018 convention report out of order made by Linda, .; seconded by Allison M.

Motion passes unanimously.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted Comments:

• • Inventory was completed. Came out -$645.08 – part of which was mistake in counting books last time. She has a master inventory sheet for review.
  • Got renewal for Camron to be web master for another year. MOTION to approve the cost for webmaster to Cameron for $1,200.00 per year.; seconded by Randy M. Motion passes unanimously.
  • She will be registering the Trustees and WSOB members for the Montreal convention. The registrations will be the standard items, so if you want more call Linda to add.
  • Kevin will get registered as Trustee.
  • Chris J. came in a moved the lights in the warehouse
  • Henry and Ira came in last week to work on the Archive data base, and there will be a Architve meeting.
  • 13 starter kits requests received. See report for more.

pg. 2

• YTD on specialty coins is in the report.
• She has requested Seattle convention to complete the Pass It On. Alesia requests the convention committee be reminded the time frame is in writing.
• She has a registration snap shot. She is a little concerned about the number of registrations at this point.

Questions:

1. • Allison – go back to inventory. Done twice a year, correct? Is it common for this to be short? What is responsible for the improvement. Linda discussed the method for pamphlets – maybe the printing process was an issue.
   • Alesia – on this one – what were we missing most this time. Pamphlets. And we missed 7 cases of books during the last inventory.
   • Tim A – If we were over last year, along with the over counting of the books. So we should have been even more over on the inventory. That would have added about 450 to the previous.
   • Alesia – the stuff that we bring back from convention, does that help the inventory? Yes, that will increase our inventory. Tim reviews specific example of badge holders. Short 106 badge holders. Tim would like to know what we have in total inventory. Linda F. – Should be on the balance sheet. What is the total dollar amount in inventory? Tim requests a report on total inventory for next month’s meeting.
   • MOTION to have a quarterly inventory in lieu of semi-annual made by Randy M. Seconded by Alesia. No discussion. Motion passes with noted abstention.
   • MOTION to have a board member present during the inventory at the end of the quarterly month made by Alesia F.; seconded by Allison M. No discussion. Motion passes with noted abstention.

DIRECTOR REPORTS

Chair – Tim A – written report submitted Comments:

1. • None.

Questions:

1. • None.

Vice Chair- Alesia F – no report.

Comments:

1. • None.

Questions:

1. • None.

Treasurer – Allison M- written report submitted. Comments:

1. • She believes the Trustees got royalty report.
   • She will be meeting the end of the month to complete the budget with Linda and Frank. As well as closing the books to get the information to the tax preparer earlier than last year.
   • She will be bringing Maya and Alesia to the convention to assist the financial tasks.
   • Everything has been submitted.

Questions:

pg. 3

1. • The conference wants the 2019 budget to be completed on the time line submitted by the conference.

Secretary – Randy M – written report submitted. Comments:

1. • None.

Questions:

1. • None.

Director at Large – Open

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M – no report submitted.

Comments:

1. • Attended S&B committee meeting. He should have 2018 WSM to the rest of the board shortly.
   • He was upset about something at the last B2B. There is a structural problem with the CA. Regarding the European Region. Makes amends for comments made in the B2B.
   • Tim – had a conversation with Ann and Jeanette discussing the future of CA. They want to put together an Ad Hoc committee to discuss a business plan for moving forward with the international fellowship. More in New Business.
   • He is told that for conference 2022 the European region will be proposing the conference to be in their region. Apparently there is a procedure in the manual to have a conference in a city other than Los Angeles.

Questions:

1. • The Trustees noted the pay raises but took no action. There was no motion made at the WSBT.
   • Alesia – it was forwarded to Kevin to do that, but he elected to wait until the timing was better.
   • Tim to Linda – when was the last pay raise. Kevin says it was second quarter last year.

WS Trustee – Yvette H – Written Report Submitted Comments:

1. • Just included in her reports about a lot of projects upcoming in 2018 and 2019. We signed four agreements for conference hotels, and there will be large payments ahead for the Sheraton Gateway due to these agreements. These are broken down in her report. Do they send a reminder? No Linda goes through the contracts to be sure payments are made. Kevin M. – there is some peaks in July for expenditures in reviewing the report. He would like to avoid a transfer of funds if at all possible.
   • In trademarks, – did we get invoice for $1650.00? Yes, and we have paid it.
   • Does she have attorneys cost in the budget? Allison – yes.

Questions:

1. • Alesia: the money for conferences comes out of what account? Linda – we pay deposits out of the convention hotel line items. Line Item is called Convention Deposits. Do we have the money in the account to cover that? Linda – we usually have the money when the deposits are required.
   • Kevin – clarifies his comments on the transfers.

Board takes a break.

pg. 4

COMMITTEE REPORTS –

Finance – Allison M – written report submitted. Comments:

1. • No call last month.
   • February will begin discussion on the budget for 2019. Has to be ready for June mailing.

Questions:

1. • None.

Structure & Bylaws – Kevin

Comments:

1. • Approved the WSM for 2018 by the committee. He will then sign off on it and send to the Trustees and Board for review. Kevin will be signing.

Questions:

1. • None.

Convention– Tim A.

Comments:

1. • None.

Questions:

1. • None.

Conference –Linda and Alesia

Comments:

1. • No call this month, but Linda is gathering items to go out in the delegate mailing.

Questions:

1. • None.

Unity– Kevin M. no report. Comments:

1. • No meeting.
   • Celebrate Around the World logo has been updated in the website.

Questions:

1. • They are having their meetings on WhatsApp now. There is a lot of chatter on the app. Members of the committee ought to express that the new app is not working. It hasn’t been voted on to change the meeting format to WhatsApp. The new chair adopted the new app format, and the committee may want to go back to the conference call. Kevin is still investigating the issue.

Literature, Chips & Formats – open

Comments:

1. • None.

Questions:

1. • None.

Hospitals & Institutions – Tim A– no report

Comments:

pg. 5

1. • New chair needs to inform Tim when the meetings are upcoming. He needs to be notified so that he can attend these calls.

Questions:

1. • None.

Public Information– Allison M.

Comments:

1. • She is still not on the meeting announcements. Linda doesn’t think they had a meeting in December. Linda will be following up.

Questions:

1. • None.

IT – Randy M – written report submitted. Comments:

1. • None.

Questions:

1. • Tim. – there is a question about whether or not the committee can add a Sobriety Button on CA.org. Should the WSOB vote to approve the sobriety button? Linda clarified that it originally went to LCF. WSCITC responded in the affirmative. MOTION to add a sobriety calculator button to the CA.org website made by Randy M., .; seconded by Linda. Friendly amendment by Kevin. Reword to ask our webmaster to propose a sobriety calculator button for the ca.org website. Accepted by maker and seconded. Motion passes unanimously.

Archives – Yvette H.

Comments:

1. • Meeting at the WSO on January 27. Still talking about the survey. Randy M. – thought we talked about a separate delegate mailing for the survey only. Linda says that would need conference committee approval. Kevin M. discusses history of separate delegate mailing from a committee. The trustees approved the survey form. So, the Archives Survey will be sent out in the delegate mailing.

Questions:

1. • Please notify co-chair to clean up the archive room.

International Structures and Development – Randy M. –

Comments:

1. • Suzanne can include Tim A. in the meeting announcement. Alesia F. says we should notify them that the WOB typically meets on the 3rd weekend of the month.

CAWS CONVENTION REPORTS:

1. • A. CAWS 2018 -Montreal – Yves – The committee is meeting monthly. Comments:

1. • We have 240 room nights booked. 40 registrations booked. Pushing to ensure that the last raffle tickets are going out. Implementing Feb. 10 a planned fund raising event. We are visiting the hotel beginning of Feb. to finalize the plans. Everything is moving forward, but they lost the registration chair. They have a little more than $5,000 in their local bank account. Next meeting is Tuesday. Sent revised budget with new account charter at the beginning of the week. They will be selecting speakers shortly at next meeting. They have 18 speaker candidates -8 preferred.

pg. 6

Questions:

1. • Tim A. asks if he is comfortable with the current situation. Yves says yes. They are happy with where they are at this point. There is lots of enthusiasm. Will be pushing more on registrations. They will know more by the end of February.
   • Linda F. asks about the list of opportunity drawing tickets outstanding she was supposed to get. Yves says he is working on it and should be complete by the end of next week.
   • Yves asks about what the office will be sending to the convention. Is there a standard list of items to be sent? Linda F. says yes she has a list of items like raffle jars, buckets, etc., and committed can decide what they want to use or not use. Any committee members can use local printers in lieu of shipping it from the office. She will put together the list. Also, what about computers, or other office type items. Linda says we bring laptops. Accounting room has their own computers. Yves – how many printers do we need? One in accounting, one in registration and also one for daily newsletter – so 2 to 3 printers.
   • Yves – regarding the suite auction. When is the best time to have the auction? Should it be done a month or so ahead of the convention to avoid charges for any changes. How long should they run the auction? Linda suggests 6-weekes. The two auctions should run concurrently.
   • Draft of Newsgram will be ready for end of February.

1. • B. CAWS 2019 – Sweden –Johan T.

Comments:

1. • None.

Questions:

1. • None.

1. • C. CAWS 2020 – Austin – Susan L.

Comments:

1. • No report.

Questions:

1. • None.

1. • D. CAWS 2021 – New York – Alan S.

Comments:

1. • They have sent out request for resumes to get volunteers. Remind regional trustee.

Questions:

1. • None.

GUEST REPORTS:

• • None.

ONLINE BUSINESS: – Motion for Check Request # 004 – Special Events MOTION to approve the online vote for Check Request #004 in the amount of $2,834.13CAD for the Boat event made by Randy. Kevin M seconded. MOTION passes unanimously.

Motion for Check Request # 005 – Registration forms MOTION to approve the online vote for Check Request #005 in the amount of $885 US for the Registration forms made by Linda. Randy M seconded. MOTION passes unanimously.

UNFINISHED BUSINESS

pg. 7

1. 1. A. Look over guidelines –House Keeping of position names Kevin looked at the Office Policy. We talked about drug policy, but nothing had been proposed officially. Kevin’s only objection was that we were not just a normal company (recovery organization) and should include out of the office behavior. Tim to put back on the agenda. Tim clarifies the guidelines he is asking Alesia to look at.
   2. B. Employee Handbook. – are the consequences included in the handbook. Linda – yes.

1. 1. C. Process and procedures updated in the book – Linda (April) Deadline

1. 1. D. Office assignments
   2. a. Electronic Meetings -GoToMeetings Office had a GoToMeeting with Montreal. The platform is solid. Kevin has also had experience with the GTM format. MOTION that moving forward the WSOB standardize using the GoToMeeting format as the standard for remote communication made by Kevin M. Seconded by Allison. MOTION passes unanimously. Can the office come up with a procedure to schedule GoToMeeting.

1. 1. E. 800 Number – Nothing else has come about. There is nothing simple to be found. Alesis, she thought it was going to be simple to use the website, but the Trustees thought we still needed a phone number. Chair noted that PI committee could offer suggestions. Yvette – he had used his cell phone for a conference call which ended up costing a couple of hundred dollars.

1. 1. F. Conference referrals
   2. 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 bi 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.

1. 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

pg. 8

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.

NEW BUSINESS:

Chair passes the gavel to Vice Chair

pg. 9

1. 1. A. Ad Hoc committee for a two-year business plan. Tim A. conferred with two trustees about the expansion of the fellowship and how we are to move forward, including replacement of the DOO in 2019 after the convention. The WSOB also needs to look forward to future expansion. Maybe Southern California isn’t the place for the office? Can we move it? The idea is to create an Ad Hoc committee for this item. Kevin M. – how is this separate from the ISD committee? Tim A. – this deals with the just the office, employees, etc. It was also brought up that other 12 steps programs have members working in the office, where our employees are not CA Members. What are we going to do over the next few years? MOTION to create an Ad Hoc committee with members from the WSBT and WSOB to discuss the future of the WSO for the next few years made by Tim A. Seconded by Yvette. MOTION passes with substantial unanimity.

Vice Chair passes the gavel to Chair.

1. 1. B. Where do you see CA in the future and How do we get there? This is an individual thing that we all need to discuss / consider. Randy M. discussed his idea about reorganization of Trustees. Structure and Bylaws is reviewing policy of how delegates are selected and the quantity of delegates. Tim A. – what are things we can change here in the office to assist this process? Yvette, we need to be more open to change. Not just stay with business as usual. Kevin M., how about license the various areas to print their own literature? They get the print on demand they want and we get the revenue. Tim A. – At the B2B we requested a report on who has paid royalties. Has this happened? Linda F. – Yes. Decided there was not an offset as previously thought. Linda F. has the template for the printable pamphlet. Trustees are concerned about the royalties being paid. Trustees have tabled this idea. Linda F. – would this be offered in the US as well? Kevin – it would certainly be opened up to the US for each region / area to decide whether or not it would work for them.
   2. C. Kevin M. – regarding the idea of moving the office. Tim A. discusses the conference happening in another country. Alesia F. – we’re talking about the future of CA, why can’t LA still be the central office? Kevin M. – from the standpoint of Europe they don’t care if the office is in LA of FLA – it makes no difference. We may move the office to AZ to save costs, but won’t address the issues of Europe’s fulfillment costs.

Executive Session – none

NEXT MEETING(s) – February 10, 2018 at 9:00A.M.

Motion to adjourn at 11:40PM made by Randy M.; seconded by Linda. MOTION passes unanimously.

For attachements see: 2018-01-13_WSOB_Minutes_final