Minutes of the Meeting of CA World Service Office Board of Directors
June 9, 2011
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:08pm by Chair Tom P.
II. Tradition 6– read by Sheila.
III. Concept 6 – read by Peter.
IV. WSM (p.57)- read by Richard. Discussion ensued.
V. Birthdays—Richard.
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), Bob C. (Director at Large), Linda F. (DOO). A quorum is established.
B. Board Members Absent: DRPD (vacant), Secretary (vacant).
VII. Guest Present: Sheila S. (Special Worker)
VIII. Approval of the minutes of the prior meeting
A. Richard made motion to approve the minutes of the May 12 meeting, as amended. Seconded by Linda. Passed with substantial unanimity.
IX. Guest Reports
A. Sheila
1. Attended the Convention and had a great time! Thank you to the committee.
X.8:00 End Executive Session
XI.Referrals –
A. Referrals were discussed and responses will be drafted by Teresa.
XII.On-Line Business – none.
XIII. Director Openings – still recruiting for Secretary position.
XIV. Translations –
A. Elizabeth:
1. Polish: sent off to Kern and should have back by late next week.
2. Farsi: will work with Russell to get this moving forward.
XV. Publication Issues
A. Pamphlets
1. Concern re: uniformity. LCF is looking to make one template so that all will be uniform in size, font, layout, etc. Concern was expressed that we need to deplete our current inventory before we start printing new pamphlets simply due to a change in layout. Tom: Once we have a template from Cynthia, we can review it. Tom will communicate with Cynthia.
B. HFCII
1. Elizabeth: HFC II Ad-hoc committee has requested a revision-to-publication timeline for HFCII. We (the WSOB) should determine what the best timeframe is so that we can let them know. We are seeking bids/quotes for the typesetting in addition to the timeline. We will present a timeline in one month.
XVI. Vendor Licensing Agreements – nothing new.
XVII.Office Director Reports
A. DOO Report – Linda F.
1. Working on the Canadian registration. Waiting on release from the Trustees.
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2. Shipment both to and from Phoenix went smoothly.
3. Cynthia has asked the WSOB consensus on electronic signatures for release forms for items submitted to the Newsgram. Discussion ensued. Linda will get more details from Cynthia.
4. Carpeting and electricity has been ordered for NDACP.
5. Checking to ensure our liability insurance will cover our 2012 UK convention.
6. Conference: only items received for delegate mailing: LCF pamphlets, WSO budget, waiting on 2013 Convention budget. Will participate on conference call with Jay, Laurie, Teresa on Thurs June 16 at 4pm.
B. Chair—Tom P. – no report.
1. The WSBT has asked for a slate for Chair-person. Elizabeth: I would like for Tom to remain another year in light of the fact that we have a new DOO and an International Convention.
2. Congratulations to the Convention Committee and to the WSOB for a fantastic convention.
C. Vice Chair—Teresa N. –
1. Submitted minutes for review and compiled reports.
2. Attended Convention: attended B2B meeting, Conference Committee, Meet your Trusted Servants, volunteered at Registration.
3. Working on Referrals.
4. Will be on Conference Call with Jay and Laurie and Linda next Thurs to discuss Conference items. Tom: Please ask about cash flow for equipment rental (when do we need to start preparing for that) and are we buying airline tickets for anyone on the committee?
D. Treasurer—Barry J. – submitted verbal and written report.
1. Operating $22,322.94
2. Even Year $10,108.35
3. Odd Year $131,609.95
4. Savings $71,994.16
5. HSBC $500.00
6. Working on paperwork for the Wells Fargo account in UK
7. Barry made motion to close the HSBC US account and use the funds to open the new WF UK account. Seconded by Bob. Passed unanimously.
8. Barry made motion to transfer $5000.00 from the Odd-Year account to the Operating account immediately to cover operating expenses within budget. Seconded by Richard. Passed unanimously.
9. Barry made motion to transfer $15,000.00 from the Odd-Year account to the Operating account, pending Trustee approval, to cover operating expenses (office, Trustee, Conference, etc.) within budget. Seconded by Richard. Passed unanimously.
E. Director at Large—Elizabeth S. submitted verbal and written report
1. Attended B2B meeting, Long-term planning, LCF committee, volunteered with memorabilia.
2. Had a great time at the Convention. Thank you so much to the Phoenix Fellowship and the WSOB.
F. Director at Large—Bob C. submitted verbal report
1. Thinking about which committee I want to sit on. Interested in LCF.
XVIII.Trustee Reports
A. WSO Trustee—Richard L. —submitted written and verbal report.
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1. Want to thank both boards for their kind words and support over these past few weeks.
2. Richard made motion to adopt the Emergency Guidelines for Petty Cash Account for the 2012 Convention as approved by the Trustees. Seconded by Barry. Passed unanimously.
B. WS Trustee—Peter D.—submitted written and verbal report
1. Had a great time at the Convention.
2. Trustee Quarterly was informative, time consuming and a little frustrating at times.
3. Was asked to check with the IT Committee on links to outside sites for area websites.
4. Need to know the arrival and departure dates for all WSOB personnel.
XIX. Seventh Tradition
XX. Committee Reports –carry forward to next meeting – no committee reports tonight.
A. Finance: Elizabeth, Tom & Barry
B. Structure & Bylaws: Teresa
C. Convention: Peter D. & Linda
D. Conference: Linda, Teresa and Peter D.
E. Unity: Peter D.
F. Literature, Chips & Formats: Bob, Tom & Elizabeth
G. Hospitals & Institutions: Bob.
H. Public Information: Richard L., Elizabeth & Linda
I. I.T.: no director liaison. (Ryan)
J. Archives: Tom
XXI. 10:00pm Barry made motion to suspend the rules to extend the meeting to complete the night’s agenda. Seconded by Richard. Passed.
XXII. CAWS 2011 – woohoo
XXIII. CAWS 2012 – already addressed.
XXIV. CAWS 2013 –still waiting on contract. There are issues with the contract. Also waiting on budget.
XXV.CAWS 2014 – nothing yet.
XXVI.New Business –
A. WSO employees and service commitments – discussion ensued. No action taken.
B. International 7th Tradition – paypal and other options – Sweden wants to make a donation but they don’t do checks. Linda suggested paypal. Discussion ensued.
C. NewsGram Editor – we have a candidate for a NewsGram editor (Heidi). Tom will interview Heidi.
D. Bob: Was at a meeting the other day and there was a banner with the 12 Concepts. I think we should make these and have them available for our service groups. Linda will come back to the WSOB with the cost at next meeting.
E. Elizabeth: Would like to ask the trustees to reconsider the suspension of the DRPD position. Bob: I am in support of this. Barry: Maybe this can come through the Finance Committee where it can be addressed in the budget. Tom: we are having an uninformed discussion because we have not all seen the budget with the 7th tradition numbers. Elizabeth: Can the Treasurer come back with some numbers?Bob; I think it needs to come from the office.
XXVII. Next meeting: Thursday June 23 7:00pm and Thursday, July 14 at 7pm at the WSO.
XXVIII. 10:34pm Motion to Adjourn made by Richard. Seconded by Teresa. Passed unanimously.
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XXIX. Meeting closed at 10:35pm by Chair Tom with the ―we‖ version of the Serenity Prayer.
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CAWS 2012 Emergency Guidelines for Petty Cash Account
1) The CAWS2012 HSBC account (Emergency Account) should be utilized as a local operating account for the CAWS2012 Convention – until CAWSO Inc. opens an International Account that would allow adherence to the Conference approved guidelines.
2) Upon which time the International CAWSO Inc. account is established, an immediate reconciliation of the Emergency account would take place, with balances sent to CAWSO Inc and a request made to close the account.
3) All approval processes existing in the Conference approved guidelines need to be followed for distribution of any funds out of this emergency account.
4) The balance should be maintained 1,000 pounds. On, or as close to, the 1st and 15th of each month, a reconciliation and possible transfer to CAWSO Inc. to maintain that balance should occur. At any time between those regular intervals that deposits would bring the balance over 2,000 pounds, transfers would take place immediately to maintain its determined balance.
5) CAWSO, Inc. shall have online “view only” access and overview to the account.
6) If any of the account’s signers die, experience loss of sobriety or are removed from their position, the Emergency Account will be immediately closed and all remaining funds will be sent to CAWSO, Inc.
7) Upon any concerns that the Emergency Account is not being operated in the best interest of CAWS Inc., the WSBT/WSOB collectively hold the authority to request all existing funds to be transferred CAWSO Inc. immediately and the account closed.
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CAWSO – Director of Operations Report
June 9, 2011
Submitted by: Linda Francisco
- We have applied for the Canadian Copyright with the Canadian Intellectual Property Office and are waiting to receive our registration number. John has made all the necessary updates to the copyright page and as soon as we receive the registration # – we are ready to send to the printer.
- We need to send a letter to the Canadian Intellectual Property stating that we are an anonymous organization and the writer’s have given us permission to reproduce their stories.
- Although, we would then be ready to print – there is a motion to hold off on all French printing until future notice.
- With the help of John, Sheila and Andrew –shipment to Phoenix for the convention was completed without any problems.
- All items were returned to the office with the help of John, Tom and the Closing Crew at the convention.
- I have talked with Cynthia Cronkhite regarding getting all our pamphlets with the most current versions on file with the WSO.
- Do we need a motion to approve the format that matches our current pamphlets that will be produced in Publisher?
- Cynthia Cronkhite has asked me to get the Board’s consensus on electronic signatures for release forms for items submitted to the Newsgram.
- Carpeting and Electricity has been ordered for the 17th Annual NADCP trade show
- As per Russell’s request – I am checking to be sure our liability insurance will cover our 2012 Convention in the UK
- In my conversation with Johnny Searcy – our staff liability is tack
- He is still checking to see if we need anything further for the convention.
- Meanwhile, I will check with Jackie and Russell to see if the hotel is asking for anything in particular.
- Conference Report:
- Only items received to date for Delegate Mailing are
- LCF Pamphlet
- Proposed WSO Budget for 2012/13
- Waiting for 2013 Convention Budget
- Slated for conference call on June 16 at 4 pm
- Only items received to date for Delegate Mailing are
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World Service Office Board
Director at Large Report
June 9, 2010
Thank you all for the opportunity to be of service. I have been very active since our last WSOB meeting. I attended the CAWS2011 in Phoenix, AZ.
CAWS 2011
– Attended the Board to Board Meeting
– The Long Term Planning Meeting
– The Meet your Trusted Servants
– Conference Finance Committee
– Conference LCF Committee
– The Pacific South Region
– Volunteered for the Registration/ Memorabilia
Translation Sub-committee:
I communicated and sent off Polish Translations to our selected company Kern Communications. Also have been in communication about sending the Farsi translations back from local area for clarity on the corrections.
LCF:
At the Convention LCF breakout we discussed the SR14 pamphlets. The following three pieces will be included – The First 30 Days; Meeting In A Pocket; Suggestions for Relapse Prevention. A disclaimer that this is draft form and will be professional edited.
We have a conference called scheduled for Sunday, June 12th. I am planning on being on the call at noon.
Finance:
At the Convention Finance Committee breakout we discussed planning of budget and possible changes in the Chair because of a new job.
In Love and Service,
Elizabeth Schmidt – Saldebar
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WORLD SERVICE TRUSTEE REPORT
I would like to thank you all for the opportunity to be of service.
The WS Convention was outstanding and I had a great time. I would have to say it was the best Convention I have been to since I’ve been sober and the first one as Trustee.
The Trustee Quarterly was informative, time consuming and a little frustrating at times. We ratified a new DAL, Bob Campbell, now we have only two vacancies.
I was asked to check with the IT Committee on links to outside sites for area websites. I was asked to check on getting the WSOB minutes as part of the Delegate mailings.
Does the WSOB have Acrobat Pro? If not, I will follow up with Richard S to get it to the office. Need to follow up with Richard S, Richard L and Ryan on the Help Desk.
I will need the arrival and departure dates for all WSOB personnel who will be staying at the Four Points Sheraton for the Conference.
Peter DeRaffaele
WST
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WORLD SERVICE OFFICE TRUSTEE REPORT
June 9, 2011
I want to personally thank both Boards for their kind words and support to me during these troubling times in my family matters. I was unable to attend the 3rd WSBT quarterly meeting and the 2001 WS Convention. I heard that Linda, our DOO did a great job, Bob C. was ratified as our new DAL and Peter D. (thee WST) did a great job and represented us in my absence. Thank you all! PS John B made home safely
WSOT Update
WORLD SERVICE BOARD OF TRUSTEES – Report
The World Service Board of Trustee (WSBT) started meeting on May 23rd.
- WSBT would like to have the WSO provide 3 bids for the PI PSA’s
- WSBT will not be having a teleconference this month
WORLD SERVICE OFFICE TRUSTEE – Report
- I need a copy of the current WSOB guidelines
- WSO Director Reports and minutes need to be scanned (or attached) to the minutes to be submitted to the WSBT for the quarterly- just a reminder
- Update on banking in the UK and copy of the agreement with UK with the current banking arrangement
Submitted by:
Richard L
WSOT
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WSOB Treasurer
Barry Jacobs
June 9, 2011
I want to thank the fellowship for the opportunity to serve.
First I want to thank the CAWS2011 Committee for a wonderful experience , especially the treasurer who did a wonderful job and will have a complete breakdown of all financials by the next meeting .
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.)
Emailed, (Cluadia WF MGR) Wells Fargo to clear up banking fees. ( Trying to reduce fees ) While in Phoenix received the paperwork to open up a Wells Fargo/Wacovia account in the UK. Spoke with WF Foreign banking reps and in process
WORKED diligently while in Phoenix CAWS2011 (counting counting collecting…. repeat )
Funds from the CAWS2011 collected and deposited into Wells Fargo. (All funds matched the deposits) Funds from the CAWS2012 were deposited and accounted for.
Met with and discussed immediate banking needs with the European Trustee, PSR Trustee, Chair of the CAWS2012 and terms were brought to B2B in Phx.
Met and had a good meeting with the CAWS2012 Treasurer. Also went over money handling procedures with him.
Met with Randy Chair CAWS2013 FLA went over the transfer of the petty cash account from 2011 to 2013.
*In conversations with the DOO and the Chair we feel the need to transfer immediately $5000.00 to the
operating account with a larger transfer of $15-20 thousand to follow after getting the Trustees approval.
*Make a motion to close the HSBC US account and transfer it to the NEW WF UK account (We need $1000.00
USD ) to start .
In loving service
Barry
Operating $22322.94 (however this includes AMEX deposits from Convention and need to be transferred to
the correct account some for 2011/2012)
Even Year-$10108.35
Odd Year- $ 131609.95
Savings-$71994.16
HSBC $500.00
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