Draft Minutes of the Meeting of CA World Service Office Board of Directors
January 28, 2010
Opening –Chair called the meeting to order at 7:10 p.m. with the Serenity Prayer.
Concept I – Read by Barry.
World Service Manual – pp. 49 “All actors regarding…” Read by Willie.
Birthdays – none.
Roll call and Quorum Determined
Voting Members Present: Tom P. (WSOB Chair); Barry J. (WSOB Treasurer); Willie B. (WSO Trustee); Richard S. (TAL/Acting WST), by telephone conference connection; Yvette L. (DOO); Yvette H. (DAL); Teresa N. (Secretary). A quorum is established.
Voting Members Absent: Richard L. (WSOB Vice-Chair).
Guests Present: Elizabeth S., Patrick P., Robin L.
Approval of Previous Minutes – moved to Secreary report.
Guest Reports – none.
On-line Business – none.
Old Business –
- “How It Works” progress-labeling—Labels have been printed. Sample book with label inserted passed around. Labels will be inserted on inside of cover of all books.
- WSOB Director openings/resumes – we have received two resume submissions: Elizabeth S. and Patrick P.
B. CA.ORG in Spanish / Help Desk—no updates. - Bank Consolidation of Accounts Status – Willie went to the bank and closed out the old accounts.
- Update on Referrals-Yvette H.—Yvette assigned 3 referrals to each director. Motion made by Yvette H. to spend 15 minutes of our meeting discussing referrals beginning in March. Seconded by Barry. Passed.
- Office lease-moving plan—Lease has been signed by Tom and Richard S. Earl has completed his walk-through. Gave 30-day notice last Monday. Expected moving coasts: $350 for copier move; $200 boxes/supplies; $600 move. Barry made motion: our final rent payment to be made less our expected deposit return. Seconded by Richard S. Discussion ensued. Vote did not pass.
- IT person-We have received one resume for this position. Discussion ensued regarding the current IT person and his remote access—needs to b e restricted.
- Mail Street/Network Solution-Yvette L. and Richard S. will take care of this over the weekend.
- Communication flow-nothing new.
- Accounting Policies & Procedures—Motion made by Tom P. to approve the Accounting Policies & Procedures manual approved by the WSB and posted on our website. Seconded by Richard S. Passed unanimously.
Break
World Service Office
DOO Report – see written report.
–Sales are steady.
–7th tradition is up.
–New employee benefit plan—cost-savings of over $4,100.
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–HFCII in French-Yves has been contacted re: completion, awaiting email with bids.
–2010 Suite auction—made contact with Mike Ross/Garret-will contact me to get started.
–2011—received info for coffee label, disclaimer, and insurance.
–2012—Re: their motion to reimburse committee members for expenses. This is outside the guidelines. Elizabeth: did research re the issue—looked at what AA has done. This is our first international convention. The WSC Convention Committee might want to take a look at this and possibly address this in the guidelines. Discussion ensued. Tom: based on the hotel contract, we are going to have to charge $500 registration. There are concerns that they may not make the room minimum and that they may not make what they need to cover these expenses. We really need to see a budget, at minimum.
–We have new memory sticks for the WSC with the committee names on them.
—Motion made by Yvette L. to approve check request for $500.00 for fundraising coffee bags. Seconded by Willie. Discussion ensued. We need the name of the payee. Tabled awaiting further information.
—Motion made by Yvette L. to approve transportation and hotel expenses for K.J. for CAWS 2010 for approx. $ 450.00 to support the DOO as an outside consultant with the Convention. Seconded by Teresa. Discussion ensued. Willie: what about per diem? Motion made by Richard S. to table pending further information. Seconded by Teresa. Passed.
Director Reports
Chair – Tom P. – Submitted written and verbal report.
–Maintained close contact with DOO and staff.
–Continue weekly meetings with Office Staff on Wednesdays.
–Monitor email communications between DOO and convention committees and communications between DOO and Trustees.
–Finalized lease negotiations.
–Phone call with WSBT chair and trustees re: Delegate mailing –reviewed 2012 hotel contract—privided comments to WST
–Phone conversation with LCF Committee Chair re: meditation book and review status of HFCII changes.
Vice – Chair – Richard L.—submitted written report.
Treasurer – Barry J. –submitted written report, P&L, Balance sheet.
–New report is reconciled and corrected from report submitted last meeting. Elizabeth pointed out possible issues/questions. Asked Barry to review certain line items/budgetary concerns.
Secretary – Teresa N.–submitted written and verbal report.
–Last meeting minutes submitted. Motion made by Teresa to approve the minutes of the l last meeting. Seconded by Barry. Passed unanimously.
–S&B Conference call 1/17/10. Very small attendance. Submitted minutes for this meeting to the S&B Yahoo group. Next Conference call 2/21/10. Conference calls are every 3rd Sunday of the month. This year’s committee is much more organized and active/productive.
–Need to update the Contact sheet. Please send the following to me via email: phone #, address, email address, sobriety date. Thanks!
Director at Large—Yvette H.—submitted written report.
–Referrals—divided among directors
–Collection jars—continuing to look a different jars & labels.
–Unity—Committee is progressing with online work.
–Convention—Committee is progressing with online work.
Director at Large—Vacant
Trustee Reports –
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- WSOT – Willie B. –submitted written report.
–Thanks you o everyone for submitting written reports this week! It really helps me with my job as the WSOT.
–We have covered everything on my report already.
- WST – being filled by Richard S. TAL
–Drug Court—awaiting communications from the Conference. Dates: June 1-3 in Boston.
–Next quarterly—Yvette L. coordinating arrangements for Four Seasons.
Seventh Tradition
Spending Committee—nothing new.
WSC Committee Reports
Finance – Barry J.
S&B Committee –. Teresa N.—already reported in Sec report.
Convention Committee – Yvette H., Teresa N.—already reported in DAL report.
Conference Committee – Yvette L.
Unity Committee – Willie & Yvette H. –already reported in DAL report.
LCF Committee – Tom P.—already reported in Chair report.
H & I Committee – still need to assign a director to this committee.
Public Information Committee – Richard L.—already reported in Vice-Chair written report. IT Committee – Richard S.—Welcomed Switzerland to CA.org
Archives Committee –Willie B.— communicating with Patrick. Patrick has submitted “How to Archive” and a submission/donation form letter. Patrick: would like to work with the WSO on the committee budget.
World Service Conventions
CAWS 2010 – Milwaukee –Laptops—discussion ensued re: expense and steps to proceed with the purchase.
10:00pm Motion made by Richard L. to extend the meeting beyond the normal ending time.
Seconded by Willie B. Passed.
CAWS 2011 – Arizona –
CAWS 2012 – UK –
CAWS 2013 –
New Business –
Feb 25 and March 11, 2010 next meetings.
10:01 Motion to adjourn made by Richard S. Seconded by Barry. Passed.
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