Minutes of the Meeting of
CA World Service Office Board of Directors
May 10, 2012
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:00pm by Chair, Teresa N.
II. Tradition 10 – read by Shelia S.
III. Concept 10 – read by Elizabeth S.
A. Discussion ensued.
IV. WSM, p.77: Bylaws of Cocaine Anonymous World Services, Inc. – read by Janice C.
V. Birthdays – None
VI. Roll call and Quorum Determined
A. Voting Members Present: Teresa N. (WSOB Chair), Susan D. (Secretary), Elizabeth S. (WSOB Vice-Chair, via Skype), Richard L. (WSO Trustee), Linda F. (DOO), Barry J. (WSOB Treasurer), Janice C. (Director at Large), Peter D. (WS Trustee), Bob C. (Director at Large). A quorum is established.
B. Board Members Absent: DRPD (vacant)
VII. Guests Present: Richard S. (TAL), Sheila S. (Special Worker), Ryan E. (Webservant) & Kathy Jo R. (WSC Convention Committee Secretary)
VIII. Susan D. motions to take the 2012 CAWS Convention business out of order. Seconded by Bob C. Motion passes unanimously.
IX. CAWS 2012 – Linda F. – Registrations to date – 326 for $50,897 USD!
A. Check Requests:
1. SR114 Motion by Barry J. to approve check request, in budget, for the amount of 78 GBP (approx. $124.80 [conversion rate: 1.6]) Payable to P Slattery for a backlight to be installed in podium feature. Seconded by Richard L. Passes unanimously.
2. SR121 Motion by Barry J. to approve check request, in budget, for the amount of 57.50 GBP (approx. $92.00 [conversion rate: 1.6]) Payable Sarah E Taylor for Printing, postage, train travel/petrol, refreshments. Seconded by Linda F. Passes unanimously.
3. SR124 Motion by Barry J. to approve check request, in budget, for the amount of 200 GBP (approx. $320 [conversion rate: 1.6]) Payable to A J Royffe for sweets for hospitality area. Seconded by Richard L. Passes unanimously.
4. SR126 Motion by Barry J. to approve check request, in budget, for the amount of 109.71 GBP (approx. $175.54 [conversion rate: 1.6]) Payable to Tony J for to buy tape, boxes, maker pens etc to assist closing committee. See supporting document. Seconded by Richard L. Passes unanimously.
5. SR127 Motion by Barry J. to approve check request, in budget, for the amount of 435 GBP (approx. $696.00 [conversion rate: 1.6]) Payable to Jim Silverlock for fuel and parking to collect and drop off speakers and other resources (these funds will be needed in advance of expenditure and will be supported by receipts post expenditure), with friendly amendment, that the amount for the check request be put in the responsibility to the WSOB Treasurer, or his designee, to be dispersed as he determines. Seconded by Richard L. Motion passes, , opposition noted
6. SR128 Motion by Barry J. to approve check request, in budget, for the amount of 400 GBP + 150 GBP (approx. $640+240 = 880 [conversion rate:
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1.6]) Payable to U Drive for a transport vehicle, friendly amendment, that in order to rent the van, insurance is purchased. Seconded by Bob C. Motion passes, opposition noted.
7. SR130 Motion by Barry J. to approve check request, in budget, for the amount of 330 GBP (approx. $512.00 [conversion rate: 1.6]) Payable to Paul Mears for PA hire for hospitality suite. Seconded by Richard L. Motion passes, opposition noted.
8. SR131 Motion by Barry J. to approve check request, in budget, for the amount of 242.13 GBP (approx. $387.41 [conversion rate: 1.6]) Payable to Karen Rupp for frames, raffle tickets, & display boxes/baskets. Seconded by Janice C. Passes unanimously.
9. SR134 Motion by Barry J. to approve check request, in budget, for the amount of 167 GBP (approx. $267.20 [conversion rate: 1.6]) Payable to D Silverlock for activity for special events. Seconded by Susan D. Passes unanimously.
10. SR136 Motion by Barry J. to approve check request, in budget, for the amount of 71.20 GBP (approx. $113.92 [conversion rate: 1.6]) Payable to Kirsty Badham for packing for table pieces. Seconded by Janice C. Passes unanimously.
11. SR137 Motion by Barry J. to approve check request, in budget, for the amount of 90 GBP (approx. $144.00 [conversion rate: 1.6]) Payable to Fariborz for fuel and parking for van. Seconded by Richard L. Motion fails.
12. SR138 Motion by Barry J. to approve check request, in budget, for the amount of 100 GBP (approx. $160.00 [conversion rate: 1.6]) Payable to undecided for purchase of gifts for international speakers. Seconded by Richard L. Motion fails, abstention noted.
13. SR139 Motion by Barry J. to approve check request, in budget, for the amount of 1,080 GBP (approx. $1728 [conversion rate: 1.6]) Payable to Abbey Coaches for coach transport for Warwick castle, Stratford and Winchester. Seconded by Richard L. Passes unanimously.
14. SR140 Motion by Barry J. to approve check request, in budget, for the amount of 360 GBP (approx. $576.00 [conversion rate: 1.6]) Payable to The Alfrash Balti for visit and meal to curry house as part of ghost tour. Seconded by Richard L. Motion passes, opposition noted
15. SR141 Motion by Barry J. to approve check request, in budget, for the amount of 260 GBP (approx. $416.00 [conversion rate: 1.6]) Payable to TBA for gazebos. Seconded by Richard L. Motion passes, opposition noted, abstention noted.
16. SR142 Motion by Barry J. to approve check request, in budget, for the amount of 193.92 GBP (approx. $310.27 [conversion rate: 1.6]) Payable to Vista Print & Onsite vendor for H&I host badges, printing, postage, food & beverage. Seconded by Susan D. Passes unanimously.
Break 8:05 pm, Resume at 8:11 pm
B. We will be using computers to process credit cards onsite. Richard S. will bring 2, 10-key pads, to help with faster the number entry processing.
C. 168 US Registrants, 199 UK Registrants!! Totaling $56,114
D. Richard L. motions to approve CAWS 2012 program, pending edits. Seconded by Barry J. Motion passes unanimously.
E. Barry J. motions to offer the winner Arizona’s opportunity drawing for the CAWS 2012 package a package to CAWS 2013 in Florida to include round trip
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airfare, arranged by WSO, basic registration package to include banquet, and 4 nights in the hotel. Seconded by Richard L. Motion passes, opposition noted.
F. Richard L. motions that from now on, our convention package opportunity drawings are non transferable, non refundable, and must be redeemed 90 days prior to the event. This package will include economy airfare with a capped value as determined by the WSO, 4 nights in the convention hotel, and registration for 1 including banquet. Seconded by Barry J. Motion passes unanimously.
G. Barry J. motions that the 2013 CAWS convention package have a capped value for the economy airfare of $600. Seconded by Richard L. Motion passes unanimously.
X. Approval of the minutes of the prior meeting
A. Janice C. motions to approve the minutes from April 26, 2012. Seconded by
XI. Seventh Tradition
XII. Guest Reports
A. Kathy Jo (WSCCC Secretary) brought edits to the Convention guidelines.
XIII. Online Business: Elizabeth S. motions to approve the translated version of the French HFC II that has been approved by Kern & Yves. Seconded by Richard L. Motion passes unanimously.
XIV. Old Business
A. WSOB Director Openings – We will have 2 openings after this Conference, and are always accepting applications!
B. Website – Ryan E. is working on the 2013 convention site, to be sure there is a smooth transition.
C. Publication Projects – Linda F. & Elizabeth S.
1. International HFC II is complete, and they are being shipped to the UK.
D. Vendor Licensing Agreements – Linda F. – Nothing New
E. Royalty Agreements – Bob C.
1. Bob C. has finished editing and changes of agreements. Bob C. will forward this to Linda F. tomorrow. Linda F. will take them to the UK.
F. Commemorative Chips
XV. Translations Ad-Hoc Committee – Teresa N., Elizabeth S., & Linda F.
A. We will have a committee meeting in the UK! Teresa N. and Elizabeth S. will plan this in the next week.
Barry J. motions to extend the meeting past the normal time. Seconded by Richard L.
Motion passes.
XVI. PSA Ad-Hoc Committee – Elizabeth S., Teresa N., Linda F., & Richard L.
A. As there is an 8-point process, approved by the Conference, for the PSA approval. Therefore, the PSA will need to be brought to the conference for final approval.
B. Elizabeth S. brought the current version of the PSA for the WSOB to view. We are allexcited about how this is coming along. We look forward to the approval and debut this at conference.
XVII. Financial Fundraising Ad-Hoc Committee – Bob C., Elizabeth S., Barry J., Peter D., Kathy Jo R., Richard L., Allen S., Brian T., Janice C., Linda F., Jason L., Susan D., and Teresa N.
A. Nothing new.
XVIII. Office Director Reports
A. DOO Report – Linda F. – Submitted verbal and written report (see attached and ad-hoc reports)
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1. Linda F. motions to approve the CAWSO handbook, acknowledging we can make additional changes to it after the approval. Seconded by Bob C. Motion passes unanimously.
B. Chair – Teresa N. – Submitted verbal report (see committee and ad-hoc reports).
C. Vice Chair – Elizabeth S. – submitted verbal report (see committee and ad-hoc reports)
1. Discussed and disapproved of unauthorized Swedish version of HFC II. Teresa N. will draft a letter to circulate at the convention and to the fellowship, regarding proper translation policy.
D. Treasurer – Barry J. – submitted written report (see attached)
1. Operating $24,760.31
2. Even Year $12,858.76
3. Odd Year $7,403.17 OY Petty Cash $476.00
4. Savings $88,532.17
5. Savings #862 $1,100.75
6. Savings #364 $546.56
7. Savings #372 $1,000.10
8. HSBC $500.00
9. WFUK 3,737.53 GBP as of 5/10/2012 – will update soon. Today’s rate 1.64 $6128
10. Bob C. motions we create a sub-fund for H&I contributions, of $2,050, pending what the WSO decides to do with the donations. Seconded by Linda F. Richard L. motions to table this until after we can find out some additional information. Seconded by Janice C. Motion passes.
E. Secretary – Susan D. – submitted verbal report (see committee and ad-hoc reports)
1. Susan D. would like to thank Janice C. for taking notes during her absence at the last board meeting. Thanks Janice!!!
F. Director at Large – Bob C. – submitted verbal report (see committee and ad-hoc reports)
G. Director at Large – Janice C. – submitted verbal report (see committee and ad-hoc reports)
XIX. Trustee Reports
A. WSO Trustee – Richard L. – submitted verbal report (see committee and ad-hoc reports)
1. Thank you to everyone for turning in their quarterly reports on time!
B. WS Trustee – Peter D. – Submitted verbal report (see committee and ad-hoc reports)
XX. Committee Reports
A. Finance: Elizabeth S., Teresa N., Linda F., & Barry J. – No Report
B. Structure & Bylaws: Janice C. – No Report
C. Convention: Peter D. & Linda F.
1. Conference call Thursday night.
D. Conference: Linda F., Teresa N. & Peter D. – No Report
E. Unity: Susan D. – No Report
F. Literature, Chips & Formats: Bob C. & Elizabeth S. – No Report
G. Hospitals & Institutions: Susan D. & Janice C. – No Report
H. Public Information: Richard L., Elizabeth S. & Linda F. – No Report
I. I.T.: Linda F. – No Report
J. Archives: Bob C., Richard L.
1. Archive committee had a meeting at CAWSO on April 28, and processed some of the boxes in the back.
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XXI. CAWS 2013 – Linda F.
A. Check Requests:
1. SR001 Motion by Barry J. to approve check request, in budget, for the amount of 198.33 GBP (approx. $323.37 [conversion rate: 1.6]) Payable to Got Print for 2500 tri-fold pamphlets for UK to be sent to Birmingham.
Seconded by Susan D. Motion passes, opposition noted.
2. SR002 Motion by Barry J. to approve check request, in budget, for the amount of $1,976.00. Payable to Bromley & Dartford for fundraiser for CAWSC 2013, pending artwork approval. Seconded by Elizabeth S. Motion passes, opposition noted.
B. Linda F. & Teresa N will communicate with Randy D. regarding the meeting minutes, and email communication.
XXII. CAWS 2014 – Linda F.
A. Nothing New
XXIII. New Business
XXIV. Next meeting: June 14, 2012 at 7 p.m.
XXV. 11:29 pm Motion to Adjourn made by Richard L. seconded by Janice C., Passed unanimously.
XXVI. Meeting closed at 11:31 pm by Chair, Teresa N., with the “we” version of the Serenity Prayer.
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CAWSO – Director of Operations Report
May 10, 2012
Submitted by: Linda Francisco
• Next meeting with Paychex Human Resources Rep on Tuesday,May 8th
o Teresa, Susan and I have reviewed this draft of Employee manual and would like a motion to accept. (Please note we will still be able to make minor changes if necessary.)
• Worked with Teresa, Elizabeth, Cynthia and Siobhan to get books (HFC – 2nd Edition and HFC II-‐French) to RR Donnelley for publication
o The International version was send to RR Donnelley– printing 750 copies (and 4 cases–approx. 112 copies will be sent directly to UK) and the first 10 copies off the press will be sent to my attention to LA– to put 5 in archives and use 5 for upcoming auction prizes.
o HFC II in French is also at RR Donnelley– printing 500 copies (and 2 cases– approx. 56 copies will be sent directly to UK) and the first 10 copies off the press will be sent to my attention to LA– to put 5 in archives and use 5 for upcoming auction prizes.
• PSA is in production and very close to completion …
o The taping was completed in the UK and Frogspawn reports they are excited with the results and will begin putting the PSA together.
o Working with a member of the fellowship in LA to do the English voice over
o Working with a member of the fellowship in LA to do the Spanish voice over
o Although, we did have a member of the fellowship from Quebec submit the French voice over – it was not high enough quality to use…so we will finish the French voice over after the convention here in LA
o We have worked out arrangements to pay Frogspawn in three payments: $2000 has been wired, $2000 due at completion of PSA (May 15th) and the balance ($4000) in July.
• NADCP – is May 30th thru June 1 –
o Joseph and I are working to get the shipment ready to sent to arrive in Nashville by May 28th
- The shipment will be sent to the attention of Richard S and/or Kenny W
- It will include:
• 275 packets for this year’s Drug Court in Nashville, TN.
• 10 cases of HFC II
o We have a chart of the floor plan and we are next to and between NA and AA.
• Archive Committee came to office Saturday, April 28th at 11 am to 3:30 pm
o Richard L and Barry J stopped by
o Susan B began sorting and logging items
o A couple duplicates were identified as extra and will go to the UK for the auction
• CAWS 2012 – UK Convention
o Continue to communicate with Jackie, Russell and Nick on a weekly – sometimes daily basis
o Working with WF to finalize the necessary arrangements to set up in the UK to accept credit cards for registrations, memorabilia, raffle and auction items as well as CAWS 2013 items.
• CAWS 2013 – Ft. Lauderdale
o Continue to communicate with Libby R who has made all the changes we requested for the printed registration form
o Spoke with Randy regarding the items they will introduce in the UK
Respectfully submitted:
Linda L Francisco
Director of Operations
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WSOB Treasurer
Barry Jacobs
May 10, 2012
I want to thank the fellowship for the opportunity to serve.
Have been in touch with the WSOB Chair, DOO, Paid Bookkeeper regarding need of banking and financial needs (signing checks and going over financials etc.) Also the Convention Treasurer and Convention Chair ,ERT Wells FargoFX account is great to pay bills in the UK.(costly but great )
Been in touch with Wells Fargo UK to learn how to operate the account (they do things a little differently and they are far away)
Been in touch with the paid bookkeeper to go over the books and get ready for convention bookkeeping. We received a very generous donation from Holland $10292.00
In loving service
Barry
As of May 10, 2012
Operating: $24,760.31
Even Year: $12,858.76
Odd Year: $ 7403.17 OY Petty Cash $ 476.00
Savings #862 $1,100.75
Savings #364 $546.56
Savings #372 $1,000.10
Savings: $88,532.17
HSBC US : $500.00
WFUK 3737.53 GBP as of5/10/2012 will update soon Today’s rate 1.64 $6128
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