FINAL Minutes of the Meeting of CA World Service Office Board of Directors
April 8, 2010
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:10pm by Chair, Tom P.
II. Tradition 4 read by Barry J.
III. WSM p. 49 read by Elizabeth S. Brief discussion ensued.
IV. Birthdays—Teresa N. 8 years (03/28)
V. Roll call and Quorum Determined
A. Voting Members Present: Tom P. (WSOB Chair), Richard L. (WSOB Vice Chair ), Barry J.(WSOB Treasurer), Teresa N. (WSOB Secretary), Richard S. (WS Trustee ), Elizabeth S. (Director at Large), Yvette L. (DOO). A quorum is established.
B. Board Members Absent: Willie B. (WSO Trustee), Yvette H. (Director at Large).
VI. Guests Present: none.
VII. Approval of the previous meeting’s minutes—March 25, 2010
A. Motion made by Elizabeth S. to approve the minutes of the March 25, 2010 meeting. Seconded by Barry, with amendments discussed. Passed unanimously.
VIII. Old Business
A. Motion made by Elizabeth S. to remove from the table the approval of the minutes of the March 11, 2010. Seconded by Richard L. Passed. Yvette L. made motion to approve he minutes of the March 11 minutes. Seconded by Barry J. Passed, two abstentions noted.
B. Motion made by Elizabeth S. to remove from the table the motion to reimburse WSOB directors for the Convention in Milwaukee. Seconded by Teresa. Maker offered amendment: to include travel, per diem and room. Seconder agrees to amendment. Discussion ensued. Richard S. expressed concern about the current budget situation and what we are telling the Fellowship. Barry expressed concern about the Fellowship being able to see the WSOB & ask them questions/put a face on the office. Elizabeth S. discussed Concepts and Warranties as to how they apply to this situation: there is no “upper arm” of the service board; right of participation; need to show unity–Financially, we need to figure out how much this would cost, where the money is going to come from: need to put the money aside—Spiritually the right thing to do. Richard L. expressed feeling of conflict but feels that we may be able to take some of our savings from the move to cover this; also, we are only talking about 4 Directors because all of the others are already covered due to their being either a Trustee or Chair, Treasurer or DOO; also, those that could afford it should cover themselves. Tom: the total cost is approx. $2640.00. Richard S: still speak against it—feel that Concept 4 does not apply here & that there would be objection by the current Convention Committee to cover anyone’s cost in the guise of “service.” Barry: I think we need to bring this to the Finance Conference Committee so that we can get this put into the 2011 budge as a line item. Elizabeth: Based on what you have said about the current Convention Committee, I would now speak against the motion. Richard S: I would completely support taking this to the Finance Committee at the Conference and having this added as a line item for 2011. Elizabeth withdrew her motion.
C. Referrals—carry over to next meeting.
D. WSOB Director Openings—Tom will continue recruitment.
E. CA.ORG in Spanish — HelpDesk—nothing new.
F. Bank Consolidation of Accounts Status—HSBC Bank Rep came to office tonight to gather info and signatures. Willie was not here so he will need to go to the bank to see the Rep. Lots of bonuses by working with HSBC—details to come.
G. Office Lease-outstanding –Yvette: Received a letter and a check in the amount of $1270. The total deductions were $350 for 7 remotes & $580 for repairs/wear-and-tear. One remote has been returned=will get $50 more. Richard S: we should challenge the deductions. The repairs were for
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normal wear-and-tear that is expected after 20+ years; we should challenge at least 50% of the remote charge—they should have charged us at the time. Yvette made motion to send letter challenging the deductions. Seconded by Barry. Passed unanimously.
H. IT person—table to next meeting (waiting on further information)
I. Mail Street/Network Solution—Yvette will continue to work on this with Richard S. when Richard returns from his trip.
J. Translations-glossary template (see translation policies). Richard: sent guidelines to Russell and Elizabeth.
IX. 8:15pm Break
X.Meetings called back to order at 8:25pm XI.Office Director Reports
A. DOO Report – Yvette L. submitted verbal & written report.
1. The word from Bernie Gans re: moving the inside the CA logo is that it’s not wrong to move it inside the circle, it would just look funny,; ideally it should be on the outside, however, if we were to place it on the inside, it should go in the lower right corner. He also stated that this would not affect the validity of our logo. However, if the is not used at all, it would be difficult to sue for copyright infringement.
2. Delegate mailing has gone out.
3. Yvette made motion to approve the Recording Agreement contract for HP audio. Seconded by Elizabeth S. Passed unanimously.
4. CAWS 2010: currently have 162 registrations from regonline.
5. Yvette made motion to approve the Spending Request for Mitchell Art Museum in the amount of $320.00 for Special Events City Tour. Passed unanimously. I also make a motion to approve a Check Request payable to the Milwaukee Art Museum in the amount of $320; 30 tickets at $9 = $270 plus a $50 Docent fee. Seconded b y Richard S. Passed unanimously.
6. Yvette made motion to approve the Spending Request for Mitchell Park Domes in the amount of $225.00 for Special Events Milwaukee Experience. Seconded Richard S. Passed unanimously. Yvette made motion to approve check request payable to Mitchell Park Domes in the amount of $225. Seconded by Barry. Passed unanimously.
7. Yvette made motion to approve the check request payable to Bunzel’s in the amount of $2129.52 for Special Events Lunch Cruise. The Spending Request was sent to WST for approval on 9/24/09 in the amount of $5785. Seconded by Richard L. Passed.
8. Yvette made motion to approve the check request payable to First Student in the amount of $337.50 for Special Events Transportation for Ice Cream Social, Sunrise Meeting, and Milwaukee Experience. Seconded by Richard L. Passed unanimously.
9. Yvette made motion to approve check request payable to Prism in the amount of $6556.43 for memorabilia; the spending request has already been approved. Seconded by Richard L. Passed unanimously.
10. Yvette made motion to approve the check request payable to Jill Eurich in the amount of $2976.22 for registration; the spending request has already been approved. Seconded by Richard L. Passed unanimously.
11. Possibility of an Open House: when would be best time? Discussion ensued. Open House will be in June. Yvette will get us the details.
12.Questions/Comments
a. Richard S: have you been receiving forwarded mail yet? Yvette: yes, for about two weeks.
b. Tom: How is he personnel situation? Yvette: fine; we are working together to handle all tasks without feeling overwhelmed.
XII. Director Reports
A. Chair—Tom P. submitted written and verbal report.
1. Administered and coordinated WSO activities.
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2.Supervised office personnel; coordinated DOO general office tasking.
3.Chaired WSOB meetings.
4.Set agendas for WSOB meetings.
B. Vice Chair—Richard L.—no report.
C. Treasurer—Barry J. submitted written and verbal report.
1. Already reported on HSBC. Spoke with Russell re: his concerns about upcoming transfers.
2. Spoke with landlord re: acquiring more space for our books. He will make arrangements for us so we can get the books here by the end of the month.
3. Submitted financial reports. We are still in the hole. However, 7th tradition is still going fairly strong and the convention should create income. If goes as hoped, we will break even. Currently we have $126,000.00; $28,000 is in the operating account. Sales are still down as are expenses.
a. Discussion re: book price. Perhaps overpriced; we are sitting on too much inventory & have not been selling as planned. Tom feels we need to go to the Conference with suggestions to lower price. Elizabeth: we should put this together for SR-14. Barry is going to bring a motion to our next meeting.
D. Secretary—Teresa N. submitted written and verbal report.
1. Teresa made motion to approve the WSOB On-Line Business Guidelines as amended (submitted for review). Seconded by Richard L. Passed unanimously.
2. WSOB Contact List—Will email to all directors this week.
3. Yahoo Group—still organizing—Tom will help. YAY!
4. Was approached by a jewelry vendor who is interested in selling at CA Convention(s). I will get the paperwork from Yvette that he needs to complete.
E. Director at Large—Yvette L. –no report—absent.
F. Director at Large—Elizabeth S. submitted written and verbal report.
1. Ad-Hoc Translation Committee—Communications online with the committee regarding the process and where to begin.
2. Review of recent Delegate Mailing
3.Re-reading and studying the 12 concepts, warranties, etc.
4.Re-reading and studying the traditions
5.Thank you for the opportunity to serve.
XIII. Trustee Reports
A. WSO Trustee—Willie B.—absent—submitted written report.
1. WSBT Conference call on 4/11.
2. Propose we start the process of development of a Canadian and a European director.
3. Delegate mailing went out as amended, thanks to the office.
4.Current referral work—working on a puzzle map that would entail the world-wide fellowship & all its areas.
5. Will be working on a communication flow-chart with Elizabeth.
B. TAL (standing in as WS Trustee)–Richard S.–submitted written report.
1. Since last meeting, I received confirmation tha the World Service Office Board Chair, Tom P., forwarded the notes I provided to Steve S World Convention 2012 Resort Laiason and Jackie S. World Convention 2012 Chair, re: hotel conract with concerns & requests for this contract before signature.
2. Will be attending National Association of Drug Court Professionals: (NADCP) will be June 2-5 in Boston.
3. WSC Committee: our last conference call discussed the 2012 conference and venues since there is no contract in place. There is a contract, but it just hasn’t been signed yet.
XIV. 9:52pm Barry made motion to continue the meeting past the normal ending time. Seconded by Richard S. Passed.
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XV.Committee Reports
A. Finance: Tom & Barry— nothing new.
B. Structure & Bylaws: Teresa— nothing new.
C. Convention: Yvette H.—nothing new.
D. Conference: Yvette L., Richard S.—already addressed.
E. Unity: Willie & Yvette H.—absent
F. Literature, Chips & Formats: Tom—Conference call this weekend.
G. Hospitals & Institutions: — open.
H. Public Information: Richard L. —CA surveys—discussion of lack of participation, would like to WSOB to produce a letter of support to help push.
I. I.T.: Richard S.—During March, the committee revised website for Holland—under review—no approval yet.
J. Archives: Willie—absent.
XVI. CAWS 2010, Milwaukee
A. Already discussed.
XVII. CAWS 2011, Arizona—nothing new.
XVIII. CAWS 2012, UK—already addressed.
XIX. CAWS 2013—if nothing is submitted, WSOB will have to handle.
XX. New Business—
A. NewsGram—Richard L. made motion to approve the NewsGram as amended/submitted by Cynthia. Seconded by Barry J. Elizabeth suggested a few revisions. Richard amended his motion to include “with revisions as suggested.” Seconder accepts. Passed unanimously.
XXI. Next meetings: April 22 (Richard S will be out of the country); and May 13.
XXII. Motion to Adjourn made by Teresa N. Seconded by Yvette L. Passed unanimously.
XXIII. Meeting closed at 10:20pm by Chair Tom P. with the “we” version of the Serenity Prayer.
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