Minutes of the Meeting of CA World Service Office Board of Directors
October 28, 2010
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:06pm by Vice-Chair Teresa N.
II. Tradition 11– read by Elizabeth.
III. Concept 11 – read by Richard.
IV. WSM p 47. V.Birthdays—
VI. Roll call and Quorum Determined
A. Voting Members Present: Barry J. (WSOB Treasurer), Teresa N. (WSOB Vice Chair), Peter D. (WS Trustee), Richard L. (WSO Trustee), Elizabeth S. (Director at Large), Barry J. (WSO
B. Board Members Absent: DOO (vacant), Director at Large (vacant) Secretary (vacant) and DRPD (vacant), Vice-Chair (vacant).
VII. Guests Present: Sheila (Special Worker), John B. (Executive Consultant), Robin L. (Visitor)
VIII. Approval of the previous meeting’s minutes—
A. Motion made by Richard L. to approve the minutes of the October 14, 2010 meeting, as amended. Seconded by Elizabeth S. Passed.
IX.Guest Reports—
A. Sheila –
1.Created a flyer for the anniversary and open house.
2.October 23 was the first volunteer day, hopefully the first of many Saturday volunteer days. As most of you know the weather was bad but we had 13 volunteers for that day. 15 cases of HFC II were covered. The day was planned in order to display that if an effort was made we could actually have a once a month volunteer Saturday for the ones who would like to volunteer but are unable to make it to the office during the week.
Motion to reimburse Sheila $49.60 for food and drinks out of petty cash. Elizabeth and Barry. Motion carried unanimously.
3. Seventh Tradition Report. The birthday envelopes are all lumped together. At the top, under anonymous, are all change from 7th tradition.
X.On-line Business – none.
XI. Old business
1. Referrals – keep on until next meeting. 2.Interviews are scheduled for November 11
3. ca.org in Spanish / HelpDesk – Richard: both were pulled off while we were in search for a webservant. Ca.org in Spanish should be a simple translation. The HelpDesk was getting a lot of Spam which affected the store, so it was taken down.
4. IT person/Webservant – Resume received…received affirmation by existing webservant. We have a new Webservant-in-transition who will be officially available in January: Ryan E. Ryan would like to begin slowly getting access and warming up to things during this transition period.
5. Translations – update from ad hoc committee: Teresa forwarded the French translation to John yesterday. John is on the Yahoo group. John will get bids for book printing. Potentially a smaller quantity
6. Publications issues/HFCII French –
a. French Canadian—Yves White has expressed a desire for English soft literature and change formatting. Is this the proper procedure to take with our literature? We
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need to check with WSBT. Who owns our pamphlets? CAWS, Inc. Certain elements of pamphlets are protected, the pamphlets itself are not. Let’s make sure we include the regional trustee. Protection of the trademark and our logo is essential.
b. Richard sent something from Holland to John re translations of pamphlets. What is important is that we move forward with this. We need to put this in front of professional eyes sooner than later. We need bids for Farsi, Swedish, Dutch, Polish, French. We do not wish to impede these areas, though we are limited in staff, we need to move forward. We would like to have three bids before the close of the year.
7.Reaching Out. The card that will be formatted for the web, the intent of the conference’s vote was to make it available on line, John got it back today from Cynthia. How should it be placed online. The card is not ready, but is in process. Since the office has no plans to stock, and there is a PDF.
B. GLBT Pamphlet has been returned by Siobhan with the steps and traditions put in the proper order. They have now gone back to Cynthia for step 4 of the editing process.
C.
XII.Office Director Reports
A. DOO Report – (vacant)
Report by John B., executive consultant (written and verbal):
1. The office is running smoothly.
2. Orders will be slower until December, when more people tend to get sober.
3. Thanks to Sheila for her excellent efforts.
4. WSOB wishes to express its regret and a moment of silence for the passing of Bobbie Harmon, former TAL, and our friend.
5. Volunteer day was great. This wouldn’t happen without Sheila, Gregory and others that show up. It is important that Directors be here to support the event to introduce the space and the event.
6. Copier lease is coming due.
7. Transcription will be done in late November, early December.
8. Sheila and Andrew’s reviews were done, will be presented in Executive session by Tom.
9. We need a methodology for the exchange of funds internationally for handling checks to lower fees.
10. Deposits are being done quickly and appropriately.
11. State Fund checks are completed and prepared.
12. WSBT travel arrangements are being prepared through the office, it is working out.
13. The quarterly Board to Board is going to be held here.
14. Has spoken to Jackie and Evan re 2011 and 2011 CAWS Conventions, feels like both conventions are going well.
15. Found HP Audio’s check in a file, signed by Richard Schafer.
16. There will be a spending request for 2500 registration forms for Arizona tonight.
17. Financials will be attached. Analysis of office financials. Board of Equalization filed today. Books are balanced for August and September.
18. John would like to reconcile the even-year account to create a paper trail, it is an executive session matter and for the trustee’s approval.
19.Chair—Tom P. Not present, no report.
B. Vice Chair—Teresa. Written report submitted.
C. Treasurer—Barry J. submitted written and verbal report.
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1. Been in touch with John on a regular basis, going over financials, and discussing bookkeeping needs. Additionally, they discussed needs with bookkeeper.
2. It is good to have an onsite bookkeeper as well as Sheila, much more condusive to running a business.
3. Been in touch with 2011 treasurer re checks for their convention committee. They should be in any time.
4. Spoke to HSBC rep, there are problems opening account for a charitable trust in UK. There is information we need to provide them. We need to open an alien business over there. The signers are going to be treasurer, chair, WST and convention treasurer. There are financial advantages to having a certain amount in accounts, it will make money.
5. There is a check request for $561.00 for registration for 2011 convention. They are currently over on their printing budget.
Motion by Barry to print 2,500 registration forms for 2011 Arizona Convention at a cost of $561.00. Elizabeth. Motion carries unanimously.
6. Operating: $17,198.80; EY: $8, 412.77; OY: $; MM: 93342.09; HSBC: $500.00
D. Secretary—Teresa N. submitted minutes, written report and verbal report.
E. Director at Large—Elizabeth S. submitted verbal and written report.
1. LCF
a. Will be on meditation subcommittee next week.
b. We need more submissions for Meditation Book.
Elizabeth made a motion that the WSOT distribute to the WSBT the Meditation flyer to their regions. Seconded by Richard. Motion carries unanimously.
Elizabeth made a motion that the WSOT distribute to the WSBT an announcement a link to flyer to the 2011 Convention. Seconded by Richard. Motion carried unanimously.
John: Communication needs to be honored. The conference attendee list. That list is a tremendous mechanism for getting in touch with our membership, however, we don’t want to be in the office business of spamming our membership. A newsletter list is one thing, though different than a mass email from the office. A good idea that is efficient and effective for getting information, and also, we cannot confuse this with marketing messages.
F. Director at Large—vacant.
XIII.Trustee Reports
A. World Service Office Trustee—Richard L.—submitted written and verbal report.
XIV.World Service Trustee – Peter D. submitted written and verbal report.
Barry made a motion to extend the time to complete business, seconded by Richard. Motion carried.
Committees:
Finance/Elizabeth: No report.
Structure & Bylaws/Teresa: No report.
Convention/Peter: Elected vice chair, questions re fundraising, referred to Arizona for assistant. The hotel liaison for 2011, there was a question about a room from Burton, it will get handled when Burton returns. A wedding is right in the middle of our event, though just a backup. 2012, they are getting more comfortable with the event. Getting serious about logistic issues, fundraising and banks. We will need to communicate heavily with UK to make this seamless. 2013, there is no chair or city. 2014.
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Conference/Teresa: We do not want to utilize the current taper or TMG next year. We would like to look into reg online.
Unity/vacant: No report.
LCF/Elizabeth: No report.
PI/Richard: The committee is at stage 5 of the 9 point process.
H&I/vacant: No report.
IT/vacant: no report.
XV. CAWS 2011, Arizona—
A. Everything going great.
XVI. CAWS 2012, UK—
A. Tom: I am very concerned; we are having troubles collecting money; we have not seen any reports for a while.
XVII. CAWS 2013, Florida—Still no Chair – still no hotel.
XVIII. CAWS 2014, Long Beach—nothing new.
XIX. Executive Session
XX. Next meeting: Thursday, November 11.
XXI. Motion to Adjourn made by Teresa at 11:25pm. Seconded by Elizabeth. Vote taken: Passed unanimously.
XXII. Meeting closed at11:25pm by Chair Tom with the ―we‖ version of the Serenity Prayer.
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WORLD SERVICE OFFICE TRUSTEE REPORT
October 28, 2010
I would first like to thank all those that made it possible for me to have this honored position. I hope to maintain both Boards expectation and responsibilities that has been bestowed upon me. I promise to be open and transparent during my position period as the WSOT.
WSOT Update
WORLD SERVICE TRUSTEES – Report
The World Service Trustee (WST) The Trustees had their second Telephone Conference on October 24,2010. I attended the meeting along with Peter WSBT and a full Board. It was our first offical all business call and I reported on the current condition of the World Service Office and WSOB
- WST would like to have a written copy ( from the Trademark attorney) approving Trademark copyright symbol ® inside and outside the C.A. logo
- The WST talked about Drug Court Nationally and Internationally.
- The WST would like to have the next B2B meeting on Dec.4th 2010 to be held at the WSO and would love to meet the staff. At 1:30 PM
- I need to purchaese the digital recorder for our next live quarterly meeting
- The WST would like an update on the French HFC books and royalites
- The WST requested the financials and 7th tradition reports to be presented in Excell formats
WORLD SERVICE OFFICE TRUSTEE – Report
- DAL interviews are set for November 11. 2010
- WSO Director Reports and minutes need to be scanned ( or attached) to the minutes to be submitted to the WST
- Congrats to our new Vice Chair, Teresa N.
- Need update on the employment procedures and requirments of the next DOO
- Update employee Handbooks
- Russell S. needs to open an account out here (Wells Fargo)
- 2013 WS Convention (Kenny) would like help on opening a petty cash account.
- Update on opening the HSBC account in the UK
Submitted by
Richard L
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World Service Office Board
Director at Large Report
October 28, 2010
Hi all,
Thank you all for the opportunity to be of service. It is an honor to serve with such dedicated members of the fellowship. I am extremely impressed with the leadership team of our WSOB Chair, Executive Consultant and newly active Trustee’s that sit on WSOB board. I want to thank them all publicly for their transparency, commitment and organization in moving us through another transitional time at the WSO.
The following are updates from the committee’s in which I have the opportunity to serve at the
Conference:
LCF –
I am planning on attending the Mediation Subcommittee Conference call next Thursday, November 4th at 5:00pm
Forwarded the Mediation Flyer file to the WSO so it can be distributed to the fellowship.
Finance –
Have been in communication through the yahoo group and made aware that The World Service Contribution Flyer has the incorrect address. Can we fix it both on the website and hard copies?
In Love and Service,
Elizabeth Schmidt – Saldebar
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WSOB vice-chair Report
10-28-10
I. Thank you for your confidence. I am happy to have the opportunity to serve the Fellowship in this new capacity.
II. Standing in as Secretary: took regular meeting minutes; kept minutes and reports updated on the Yahoo group.
III. Received e-mail from Yves re: status of HFCII French and Quebec’s request for soft copies of all pamphlets. Will discuss at the meeting tonight and report back to Yves.
IV. Received an email re: Holland translations. Will work with Elizabeth to see where we are and to move forward.
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WSOB Treasurer
Barry Jacobs
Oct 28,2010
I want to thank the fellowship for the opportunity to serve.
I attended all WSOB meetings.
Have been in touch (constantly) with Executive consultant regarding need of banking and financial (signing checks and going over financials ect )
I have been forwarded a preliminary P&L and Balance sheet and expressed some of my concerns to him and the bookkeeper to research and change a few things.
I have been in touch with the 2011 CAWS convention treasurer about getting things in order.
I emails our REP at HSBC to see how we can facilitate the opening of a HSBC UK account .
She sent me some info on setting us up as a US in England account.
In loving service
Barry
10/28/2010
Operating $17,198.80
Even Year-$8412.77
Oddyear- $ 39640.80
Savings-$93342.09
HSBC $500.00
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