Minutes of the Meeting of
CA World Service Office Board of Directors
June 28, 2012
I. Executive Session
II. Opening – Meeting called to order with the “we” version of the Serenity Prayer at 7:58 p.m. by Chair Teresa N.
III. Birthdays – none
A. Voting members present: Teresa N. (WSOB – Chair), Elizabeth S. (WSOB Vice Chair), Linda F. (DOO), Barry J. (WSOB Treasurer), Bob C. (Director at Large), Janice C. (Director at Large), Richard S. (TAL & Acting WST)- via Skype. A quorum is established
B. Board Members Absent: Susan D. (Secretary), Richard L. (WSOT)
V. Guests Present – Kenny W. (ASR Trustee), Ryan T. (Webservant), Sheila S. (Special Worker)
VI. Bob C. made a motion to take the business out of order to discuss 2013 CAWS Convention, Linda seconded, motion passed
VII. Guest Report – 2013 CAWS Convention – Kenny W. gave report regarding 06/16/2012 Steering Committee meeting: cost didn’t specify food choices at the banquet. Hotel is asking for some of the meeting spaces back because they overbooked. Rooms nights – 1135 (including Wednesday). Projected revenue, including shirts, books, fundraising is $17,000. The plan is to make $10,000 off the raffle (just like UK). Current fundraising profit is $14,197. Getting the region more involved in fundraising. Kenny stated that, since Teresa met with Randy D. at the Convention, he is being more informed than before by the Committee, getting minutes from meetings. Linda has forwarded an Excel worksheet to Randy and the Convention Treasurer for keeping their books properly. There was concern about the room space that the hotel wants back; Kenny says Randy has assured him he won’t make any decisions on his own. Elizabeth and Bob both feel Richard S. should be part of that discussion, and Richard S. suggests more than one member should attend the meeting to re-negotiate the contract, and that at least one member from the WSOB should be there via conference call, which Linda says the hotel will accommodate. Linda did contact the hotel, apologized for the late deposit and got an
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invoice from them to match our expenditure. Barry asked if the treasurer had gotten the petty cash checkbook. Kenny says not yet, but he will mail it to them either certified or priority so that we’ll have a tracking number.
VIII. On-line Business – Motion made that all Royalties be paid 30 days following the close of each quarter. Passed with abstentions.
IX. Old Business
A. WSOB openings – we currently have one opening on our board for a DAL. We’ll have an additional opening after conference, as Elizabeth will be rotating out. Many names discussed as possible candidates.
B. CA.org – Ryan – working on the website and it’s getting close. He’ll need help putting content in. Elizabeth asked if it would be helpful to give a stipend to Ryan to complete the website. Ryan declined, but we may be able to use funds when he gets to the place of putting the content in. Website will be international-friendly, and will have 4 tiers of access. Linda asked if we can have a PDF check request form – Ryan says yes.
C. Publications projects – see DOO report
D. Vendor Licensing Agreements – Paul Mears says he can’t afford to pay vendor licensing fees. Elizabeth suggested we need to look at Tradition 11; Richard says it should go to the Board-to-Board regarding speaker tapes and signed agreements. Barry suggested we should research, ie, if someone has a licensing agreement, is the message C.A.’s point of view? Elizabeth suggested the Board needs to have a position regarding Tradition 11 and disclaimers. Bob suggested we need an agreement with Paul or he needs to stop selling C.A. cd’s. Also, if we don’t have a say on speakers, we should not let them use the logo, or we she use a disclaimer. Richard S. suggested his recollection is that the logo isn’t on the disc so it’s not a representation of C.A., but on the packaging as a keepsake. Teresa asked Richard S. if HP Audio’s privilege passes down to Rule 62. Richard says as subcontractor, we hold HP responsible for the contract and anyone they subcontract to.
E. Royalty Agreements – Linda sent the new Royalty Agreements out right after our on-line business to Robert L. for Canada, and Russell S. for Holland, Sweden, Scotland and UK, with an explanation that they’ll get a notice 2 weeks before the quarter ends for royalties to be paid. Per Linda, Russell says he’ll
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encourage but doesn’t think the quarterly payments will work. Linda asks if the Board will consider asking them if they’d like to pay quarterly, bi-annually or annually. Elizabeth says the Trustees’ job shouldn’t be go-between for royalties – we have established relationships and should send them directly. Elizabeth believes our international friends should be dealt with more graciously. Barry asked that Linda send out the contract directly, saying that we’ve changed our policy. Any changes would be on a case-by-case basis. Bob reminds us that the current royalty agreements expire on 06/30/2012 and we should let them know that if they should stop printing if they don’t return them. Linda will draft a letter – Bob, Teresa, Elizabeth and Richard will look at it.
F. Referrals – Teresa will double-check the previous closing report to the spreadsheet to ensure nothing was missed.
G. Commemorative Chips – to be discussed next meeting
X. Approve minutes of the Previous Meeting – June 14, 2012 Elizabeth made motion to approve the minutes as amended, Bob seconded.
XI. Ad Hoc Committeees
A. Translations – Elizabeth – Swedish chips are being made. Thanks Richard S. for negotiating for the Swedish book to be done for $3950 over six months. Received Chapters 6 and 18 in Castillian Spanish and forwarding back to them. Need to contact Susan regarding Portuguese. Hasn’t responded to Yves but will now that we have approved minutes. Elizabeth asks that Ryan set up a smaller Yahoo group for Translation for communications that don’t need to go to the whole group. Linda made a motion that the Swedish translation for HFC2 should be paid for out of the WSO operating account. Barry seconded. After some discussion, motion passed, opposition noted. Richard S. will be signing the contract with Kern for $3950.
B. PSA – Linda – Next week $4000 due. Shadow will put the French speaking voiceover on.
XII. Financial Fundraising Ad Hoc Committee – Bob C. is gearing up. Barry suggests doing Service Junkie tshirts for conference.
XIII. DOO – Linda – Written report, which included the option on renewing our lease for the WSO and fair market value of like spaces in the area. Barry made a motion to allow Brian Carrillo from Lee and
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Associates to enter into negotiations with Watson Land Co. for our lease. Bob seconded. Motion passed. Bob wants Linda to do a workup of UK vs AZ because some venues didn’t make as much money, specifically memorabilia and auctions.
A. Chair – Teresa – Written and verbal report
B. Vice Chair – Elizabeth – Submitted a verbal report
C. Treasurer – Barry J. – Written report. Barry is doing a Quarterly Financial Summary to go in the Newsgram
D. Secretary – Susan – Not present
E. DAL – Bob C. – Submitted a verbal report
F. DAL – Janice C. – Submitted a verbal report
XIV. Trustee Reports
A. WSOT – Richard L. – Not present, no report
B. WST – Richard S. TAL – Fire ate his written report! He’s working on translations and getting convention contract to the TNC. Richard won’t be available for next WSOB meeting on
XV. Committee Reports
A. Finance – Barry – no report, except Barry won’t be at conference until Wednesday.
B. Structure and Bylaws – Janice – still working on old referrals, trying to come into conference clean
C. Convention – Richard S., Linda
D. Conference – Teresa, Richard, Linda
a. Upcoming conference call
E. Unity – Susan – not present, guidelines up
F. PI – No report
G. Literature, Chips & Formats – Elizabeth, Bob
a. Upcoming conference call
H. Hospitals & Institutions – Janice – guidelines up
I. IT – Linda – no report
J. Archives – Bob, Richard – no report
XVI. CAWS 2012 –
XVII. CAWS 2013 – Getting better communication, hotel contract has been presented to the TNC, even though already signed.
XVIII. CAWS 2014 – Elizabeth made a motion to approve Hyatt Regency Long Beach sales agreement as presented for CAWS 2014, Barry seconded, motion passed. Elizabeth made a motion to approve licensing agreement for Long Beach Convention Center and Entertainment Center as presented for CAWS 2014, Linda
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seconded, motion passed. Barry says we’ll have to front the deposits since CAWS 2014 has no fundraising yet. There were some questions on the contract, which Richard S. says are being resolved. Changes and amendments have been made and will be sent to Linda before signing.
XIX. CAWS 2015 – need ideas – anyone who wants it needs to put packets together. Barry suggested a cruise – 4 days for $339 per person.
XX. New Business – none
XXI. Next meeting: July 12, 2012 at 7 p.m.
XXII. Motion to adjourn made by Barry, seconded by Linda
XXIII. Meeting closed by Chair Teresa N. with the “we” version of the Serenity Prayer at 12 midnight.
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CAWSO – Director of Operations Report
June 14, 2012
Submitted by: Linda Francisco
• Next meeting with Paychex Human Resources Rep on Tuesday,June 19th
o Here is the finished product of the current Employee Manual
• Worked with Teresa, Elizabeth, Cynthia, Yves and Siobhan to get books (HFC – 2nd Edition and HFC II-‐French) completed
o We printed 750 copies of HFC II, 2nd edition (and 4 cases –approx. 160 copies was sent directly to UK) and the first 10 copies off thepress will be sent to my attention to LA– to put 5 in archives and use 5 for upcoming auction prizes.
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- Although, we sold some…we left approximately 3-‐1/2 cases with the UK Literature Chair
- We did offer him a 3 month program to pay for the books we left
- What price can we sell him these books for?
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o HFC II in French is also at RR Donnelley– printing 500 copies (and 2 cases– approx. 80 copies was 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.
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- There was a printing error with this publication and the books have been destroys per instructions from RR Donnelly (blank pages throughout the book)
- The problem was identified and fixed
- The new printing is due to be delivered early next week.
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• PSA is very close to completion …
o The Trustees have approved it…So the final step in the 8 step process is to present it to conference for approval
o The English version is completed
o The Spanish version is completed
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 here inLA
o We have worked out arrangements to pay Frogspawn in three payments: the final payment ($4000) will be paid in July.
• NADCP – is May 30th thru June 1 –
o Richard S, Kenny W and I worked the Drug Court booth this year along with volunteers from the local area
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- We talked to and gave away:
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• 275 packets for this year’s Drug Court in Nashville, TN.
• 10 cases of HFC II (approx 275)
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- We hosted 3 CA meetings while at drug court
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• The first two meetings was lead by the volunteers from the local area
• The final meeting was lead by a volunteer from Chicago and we had two ladies from TN join us
o I have the contacts separated by states and will be sending them follow-‐up letters
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- My plan is to BCC the area Trustee– so they will be able to help follow-‐up and assist those interested in getting CA Meetings started
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• Archive Committee came to office Saturday, June 9th at 11 am to 3:30 pm
o Richard L stopped by
o Susan B, Frank and Patrick sorting several boxes and were able to transfer items to the archival boxes and plastic protective sleeve.
o It was a temporary “White Glove Area”
• CAWS 2012 – UK Convention
o It was an exciting and very successful event. It was warm and sunny the entire time we were there (not the usual wet and cool UK weather).
o Congratulations to Jackie, Russell, Nicholas, Nick, Andy, the Steering Committees, their committee chairs, volunteers and participants…A Job Well Done
o I will let Barry report in the Treasures Report regarding the financials
o Although, our efforts in working with WF to accept credit cards in the UK had some unforeseen problems that were not revealed when we tested the process here in the US.
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- We reverted to a Plan B and was able to take credit cards using RegOnline
- No Credit Card transactions were lost
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• CAWS 2013 – Ft. Lauderdale
o They discovered that they needed to make a change to their registration fees on the brochures that will be printed in the US
o They have a request for a $12,000 deposit for the hotel
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- This was due June 1, 2012
- Richard S and I were just notified yesterday evening.
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• CAWSO, Inc. Building and Lease
o We have an option on the existing Lease to renew effective 3/1/13 at FMV (fair market value) with written notice to LL (Landlord) between 6/1/12-‐8/31/12.
o It is a three (3) year option.
o You may be aware of this but I wanted to remind you that CAWSO has the option on their Lease.
o The Landlord is also planning a makeover to the front of the building
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- Although, it will be a distraction from the norm…It will affect us directly on one day – when they remove the front windows and replace them on the same day
- They will keep us notified as to when this is planned to happen
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Respectfully submitted:
Linda L Francisco
Director of Operations
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WSOB Chair Report
June 28, 2012
I. Read all emails received (840 since last meeting) and responded, as necessary.
II. Communicated via phone and skype daily with WSO, Linda,Russell, Randy, Barry, etc.
III. Review of SR14 and SR14 requests, and subsequent email communications with Conference Committee, Tony, Jason L., Randy, Russell, etc.
IV. Review of Employee handbook; still working on revisions.
V. Approval of transfers, review of check requests and other financials VI. Prep of Agenda
VII. Office visit to attend staff meeting and meet with office employees
VIII. Met twice with Linda to discuss WSO and ongoing projects, including tanslations, conference, convention, etc.
IX. Administrated on-‐line business in Secretary’s absence
X. Overseeing Translations projects
XI. Review committee minutes for CAWS 2013 and 2014
XII. Working on cross-‐checking referrals to ensure we did not miss any.
XIII. Quarterly Articles for NewsGram
XIV. Conference calls for committees.
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WSOB Treasurer
Barry Jacobs
June 28, 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, Convention Chair , and ERT
I participated in a Financial Committee phone call with the Committee chair to discuss the proposed budgets 2012-‐13, 2013-‐14 and 2014-‐15 possible bid for 2015.
Wells FargoFX account is great topay bills in the UK. I still need to pay a few bills in the UK so haven’t closed the GBP account yet.
I have asked the CAWS2012 Treasurer to close the petty cash account and am waiting for the final accounting from him.
Been in touch with the paid bookkeeper to go over the books and get ready for convention bookkeeping. We are
working on it and hope to have some REAL numbers for everyone by the second meeting next month please be
patient we would like to accurate and NOT make corrections later. As I statedearlier we are still paying some
bills and collecting some payments from a few things. The numbers look good somewhere very close to
$100,000.00 in income very successful, (a little short of the budgeted $108,000.00) but we have some of the
memorabilia coming back to us for sale at the office and conference. We should be able to transfer the UK funds
over very soon and close the books on CAWS2012.
I have been in touch with the WSOT (TAL-‐Richard S) and the broker who helped us find this location. He has sent us some comps of current rents in the area and in discussions made some recommendations to us on how to proceed with our landlords. (See attachments)
I have been to some area events in both LA and San Diego (volleyball on the beach on Saturdays awesome).
In loving service
Barry
As of June 28, 2012
Operating: $25,432.79
Even Year: $20,405.39
Odd Year: $ 9230.49 OY Petty Cash $ 488.00
Savings #862 $1,100.84
Savings #364 $546.61
Savings #372 $1,000.19
Savings: $78,539.12
HSBC US: $500.00
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WFUK 54,215.23 GBP as of06/16/2012
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WORLD SERVICE OFFICE TRUSTEE REPORT
June 14, 2012
I would like to commend the WSO on the wonderful job they did during this countdown to the CASWS 2012 Convention. I feel that this first World International Convention was a huge success, as well as rewarding for CA as a whole. I would also like to acknowledge Linda for all his hard work he has put in at the Convention and Drug Court. I also want to thank Sheila and Joseph for holding down the fort.
WSOT Update
WORLD SERVICE BOARD OF TRUSTEES – Report
The World Service Board of Trustee (WSBT) had their quarterly.
WSBT would consider to take on another paid employee. We (the WSOB) would have to come up with a budget , hours and a job description for this position.
WSBT would like to review the corporation papers with the removal of the WST (are there any papers that requiring signing)
WSBT would like to check about any disclaimers needed for the PSA
Question: With the HFCII (2nd printing-international) are we protected with the changes
WORLD SERVICE OFFICE TRUSTEE – Report
• Still need employee handbook to submit for EPLI coverage
• Archives on webpage?
• Update on banking in the UK
Submitted by:
Richard L
WSOT
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