Minutes of the Meeting of CA World Service Office Board of Directors
April 14, 2011
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:05pm by Tom P.
II. Tradition 4– read by Peter D.
III. Concept 4 – read by Sheila.
IV. WSM (pp.56)- read by Elizabeth S. Discussion ensued.
V. Birthdays—Teresa.
VI. Roll call and Quorum Determined
A. Voting Members Present: Tom P. (WSOB Chair), Barry J. (WSOB Treasurer), Teresa N. (WSOB Vice-Chair), Richard L. (WSO Trustee), Peter D. (WS Trustee), Elizabeth S. (Director at Large), Linda F. (DOO). A quorum is established.
B. Board Members Absent: Director at Large (vacant) and DRPD (vacant), Secretary (vacant).
VII. Guests Present: John B. (Executive Consultant), Sheila, Bob C., Ryan E.
VIII. DOO Ratification
A. Richard made motion to ratify Linda as DOO. Seconded by Peter. Passed unanimously.
IX. Approval of the minutes of the prior meeting
A. Richard made motion to approve the minutes of the March 24 meeting. Seconded by Teresa. Passed with substantial unanimity.
X. Guest Reports –
A. Bob
1. Excited to be here; interested in the open Director position. Excited about where CA World services is at. Resume to follow.
XI. Referrals – Teresa will put the spreadsheet together so that we can begin work on them after the Convention.
XII. On-line business
A. On 4/4/11 Linda made motion to approve the spending request from 2011 committee for deposit on memorabilia. Amount is 4300.00. Seconded by Richard. Passed unanimously.
XIII. Director Openings – still recruiting for DAL and Secretary positions.
XIV. CA.org in Spanish – Ryan reported on converting our website to content-management, which would help facilitate the availability of material in multiple languages.
XV. Translations –
A. Elizabeth:
1. We have move forward on the Farsi, Dutch and Swedish translations, which have been forwarded to the local translation committees for approval.
2. Spoke with a member in Iran who expressed great excitement about our work on translations.
3. Waiting to receive additional pieces in Swedish.
4. The Swedish fellowship has expressed interest in translation of the book to Swedish. Recommended that the local committee translate as much as possible and submit it to us. Received two chapters, so far. We really need to complete the revisions on HFCII so that all of the new translations can move forward.
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5. Discussion ensued regarding the translation guidelines; Teresa will review to make changes.
XVI. CAWS 2011 program – just came in today. Review of the program ensued followed by discussion.
XVII. Publication Issues – HFCII French: moving forward with small printing, per WSOB motion that was passed last meeting. John and Linda will communicate this to Yves.
XVIII. Large purchase request – UK
A. Discussion ensued regarding the specifics of a large-volume customer.
XIX. Office Director Reports
A. DOO Report – Linda F.
1. Very excited to be here. Grateful to John for all the training.
2. Discussion ensued regarding replacement of the laptop that was lost at the Conference.
3. Office computers need updating, and server needs to be replaced.
4. PSA’s – Don Fraser will provide PSA in any format for $75 with the CAWSO website listed. Audio is $40 as is plus additional cost to customize to specific regions or voice-over. Discussion ensued regarding ownership/rights.
5. Peter made motion to approve the revision to logo for Lucky Line (chips). Seconded by Teresa. Discussion ensued. Passed unanimously.
6. Suggest CAWSO use a credit card that accrues miles in order to offset the cost of travel for the DOO.
7. WSBT has requested we move forward with protection of the block letters CA in the European Union. Estimated cost: $5,000. Extensive discussion ensued regarding budget – it is not in the budget. There would need to be a motion approved to amend the budget to include this item. Teresa made motion to take $5,000.00 from the prudent reserve in order to cover the cost of the protection of the block letters CA in the European Union, pending Trustee approval. Seconded by Richard. Much discussion ensued. Passed with substantial unanimity.
8. Secured keys from John, processed payroll, delivered deposits and review of bank activity, counted and verified petty cash.
9. Badge holders: Discussion of cost of badge holders. Richard made motion to purchase 1000 badge holders in the amount of up to $2,000.00. Seconded by Teresa. Passed unanimously.
10. NADCP – booth paid for. Discussion ensued about budgetary concerns with regards to anticipated expenses.
11. Russell has requested an audit of European mailings. Tom will talk with Russell.
XX. 10:00pm Teresa made motion to extend the meeting past the normal time to end the meeting in order to complete the business on the agenda. Seconded by Richard. Passed.
XXI. Director Reports (Cont.)
A. John B., executive consultant – no report.
B. Chair—Tom P. – no report.
C. Vice Chair—Teresa N. –submitted minutes for review and compiled reports.
D. Treasurer—Barry J. – submitted verbal and written report.
1. Addressed banking fees with Wells Fargo.
2. Started paperwork to get things going with HSBC New York.
3.Operating $23,795.69
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4.Even Year $1,688.90
5.Odd Year $ 53,581.34
6.Savings $74,981.90
7.HSBC $500.00
8.Barry made motion to approve check request in the amount of £225 (approx. $360) – (£100 for Buffet and £125 for PA/DJ for Boat Party) payable to Chris X for CAWS 2012. Seconded by Linda. Passed unanimously.
9. Peter made motion to approve check request in the amount of £118.51 (approx. $188) payable to The Bookmark Shop for bookmarks for CAWS 2012. Seconded by Linda. Passed unanimously.
10. Barry made motion to approve check request in the amount of $292.70 payable to Michael Doll for CAWS 2011 workshop materials. Seconded by Peter. Passed unanimously.
11. Barry made motion to approve check request in the amount of $897 payable to Jason Smidt for CAWS 2011 charms. Seconded by Peter. Passed unanimously.
E. Secretary—vacant
F. Director at Large—Elizabeth S. (verbal report already reported under translations).
G. Director at Large—vacant.
XXII. Trustee Reports
A. WSO Trustee—Richard L. —submitted written and verbal report.
1. Next WSBT conference call April 17
2. B2B at CAWS 2011 in AZ
3. Welcome to Linda!
B. WS Trustee—Peter D.—submitted verbal report
1. Discussion of letter to be sent out from Conference Committee to Area Chairs/Delegates regarding hotel policies (charges, debit card/credit card requirement).
XXIII. Seventh Tradition
XXIV. Committee Reports –carry forward to next meeting – no committee reports tonight.
A. Finance: Elizabeth, Tom & Barry –
B. Structure & Bylaws: Teresa—
C. Convention: Peter D. –
D. Conference: Teresa and Peter D. —
E. Unity: no director liaison.
F. Literature, Chips & Formats: Tom & Elizabeth –
G. Hospitals & Institutions: no director liaison.
H. Public Information: Richard L. —
I. I.T.: no director liaison.
J. Archives: Check request came in from Patrick. Discussion ensued. The Board discussed the cost in relation to their budget. We also need to obtain the artwork/design and a release of the intellectual property. We also need to see the three bids. Finally, this does not require a check request, but rather, once a bid is agreed upon by the WSO, the WSO will work with the vendor to obtain an invoice. Tom will contact Patrick to discuss.
XXV. CAWS 2011
XXVI. CAWS 2012
XXVII. New Business:
A. Boxes of memorabilia were received from a member.
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B. Commemorative Chips
1. Linda made motion to enter into a purchase agreement with Spinettis Gaming Supplies for commemorative chips. Seconded by Barry. Extensive discussion ensued regarding concerns over the proper procedures for new items/concepts approved on the Conference floor. The WSO is charged with developing and producing such new items. Concerns were expressed regarding lack of 3-bid process and lack of sample/image of actual item. Additional concerns regarding presenting items for sale at Convention that will directly compete with items already being sold at the Convention. Motion to table. Motion tabled and will be taken up on-line. Because this is a special project for the WSO, we would like to see three bids and an image and specs.
XXVIII. Next meeting: Thursday April 28 and Thursday May 12.
XXIX. 11:55pm Motion to Adjourn made by Teresa. Seconded by Barry. Passed unanimously.
XXX. Meeting closed at 11:55pm by Chair Tom with the ―we‖ version of the Serenity Prayer.
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CAWSO – Director of Operations Report
April 14, 2011
Submitted by: Linda Francisco/John Bodkin
It was my pleasure to attend the last CAWSO Board Meeting on March 24th and begin working as the Director of Operations on Tuesday, March 29, 2011. I have been working with John Bodkins to learn as much as possible up to and during the 2011 CAWS Convention in Phoenix.
My primary goal is to learn (and understand) as much as I can about the organization and the working structure of the CAWSO, Inc. office, the Trustees, the World Service Board as well as the committee functions of both the odd year and even year conventions. Having said this – please know my last two and half weeks has been…John teaching – me learning…Sheila teaching – me learning…Andrew teaching – me learning…Barry teaching – me learning…Richard L teaching – me learning…Tom teaching – me learning! Trust me I have been absorbing so much knowledge and yet although I have a working understanding – I will admit – I have much more to learn. This is a challenge that I accept and look forward to as I continue to spend time with John, Tom, and the staff as I converse via email and phone with all others who play an ongoing roll to this organization.
John has guided me to understanding “the mission is in the tradition” and he keeps me grounded to the 12-Steps, the 12-Traditions and 12-Concepts.
- Interviewed the Employees (Sheila, Andrew and Michael) to learn their responsibilities and share my management style. We had a short staff meeting and I have had the opportunity to speak one-on-one to each of them.
- CASWS2010convention.org – convention domain has been allowed to expire.
- New Business: A laptop needs to be purchased (to replace the one which was lost at the last convention). Is this a purchase that should happen from this office?
- There seems to be a need to update the computers for the CAWSO office. (Sheila’s is very outdated and probably the 1st priority.) (4 additional workstations could also be a consideration to update the entire office plus a new server.)
- Don Fraser…Don will provide us with a PSA in any format for $75 with the CAWSO website listed in the copy. An audio will cost $40 as is and will be more if we need to do a voice over to personalize it to specific regions. Does CAWSO own these PSA’s or not?
- New Business: Please approve the logo revision for Lucky Lines. It will take approximately 3 to 4 weeks from approval to have implemented for new orders.
- New Business: Credit Card that accrues airline miles should be a consideration…this benefit could offset our travel budget for the DOO. If we decide to change to a credit card that offers mileage – we can begin paying several vendors with credit card (instead of check) to take advantage of this premium.
- In order to better understand the CAWSB – I would like to get each of your “Dates of Service Ratification”.
- Peter’s request for $3000
- Petty Cash counted and found to be in order.
- I am now reachable by email at: doo@ca.org and by cell.
- Sheila and I will attend a mandatory Volunteer Center Meeting on April 21st from 9 -11 am.
- Payroll was successfully processed on time, and John and I propose taking the process online with Paychex. I have via phone met Gabby and I have been made administrator of the account.
- Delivered deposits and review of recent bank activity.
- I have communicated with the CAWS 2011 Chair, Chairman of the Board of Trustee, CAWS 2011 Treasurer, and …
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- I have secured the keys from John (Copies to DOO, Sheila, Andrew, Barry and extra in office)
- New Business: Badge Holders –
- 500 pcs.-$1.70 + set-up/Shipping (approx. $935)
- 1000 pcs. – $1.63+ set-up/Shipping (approx. $1750)
- 2500 pcs.- $1.40 + set-up/Shipping (approx. $3730)
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WORLD SERVICE OFFICE TRUSTEE REPORT
April 14, 2011
I would first like to Welcome Linda, our new DOO, to the WSOB. I hope that this transition is smooth and successful, as well as rewarding for her. I would also like to acknowledge John B. for all his hard work he has put in at the WSO with this difficult task of being the consulting executive.. Thank you so very much for all your support, love and unselfish hours you put in. We will miss you. Our loss is an East Coast gain
WSOT Update
. WORLD SERVICE BOARD OF TRUSTEES – Report
The World Service Board of Trustee (WSBT) are having their next teleconference meeting April 17.
- WSBT would like to have our bank statements at the middle of the month
- WSBT would like to have our Financials and all reports before this next meeting
- WSBT will be having a B2B meeting at the 2011 in AZ. TBA
WORLD SERVICE OFFICE TRUSTEE – Report
- DAL interview status
- WSO Director Reports and minutes need to be scanned ( or attached) to the minutes to be submitted to the WSBT
- Update employee Handbook have been reported to the WSBT
- Update on Translations of foreign pamphlets. Have been Reported to the WSBT
- Update on banking in the UK
- WST needs the bids from PI for part 5 of the PSA process. Need Follow up. Spoke to Vice Chair Also
Submitted by:
Richard L
WSOT
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WSOB Treasurer
Barry Jacobs
April 14, 2011
I want to thank the fellowship for the opportunity to serve.
Have been in touch with the Chair and the Executive consultant, the NEW DOO and the WSOT regarding need of banking and financial (signing checks and going over financials ect )
Went to Wells Fargo (with DOO) to clear up banking fees .( Trying to reduce fees )
Came by the office a few times time to check in with the office and with the WSOT signed checks ect .
Started filling out the HSBC paperwork have to contact HSBC in New York to get things going
In loving service
Barry
Operating $23795.69
Even Year-$1688.90
Oddyear- $ 53581.34
Savings-$74981.90
HSBC $500.00
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