Minutes of the Meeting of
CA World Service Office Board of Directors
September 22, 2011
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:01pm by Chair Teresa N.
II. Tradition 9 – read by Shelia (Special Worker).
III. Concept 9 – read by Stan J. (Guest).
IV. WSM, p.59 Conference Charter #8. – read by Peter D.
V. Birthdays— Elizabeth S. 25 years & Calvin W. 23 years
VI. Roll call and Quorum Determined
A. Voting Members Present: Teresa N. (WSOB Chair), Elizabeth S. (WSOB Vice-Chair– via skype), Barry J. (WSOB Treasurer), Richard L. (WSO Trustee), Peter D. (WS Trustee), Bob C. (Director at Large), Linda F. (DOO). A quorum is established.
B. Board Members Absent: DRPD (vacant), Secretary (vacant).
VII. Guests Present: Ryan (Webservant), Stan J., Shelia (Special Worker), Calvin W., Jason L., Susan D., John B. (Special Worker), Gregory A.
VIII. Guest Reports
A. Ryan (Webservant): making some changes to website to make things easier via search, will give a presentation another night.
B. Gregory A.: Fulfilling last year as CALA delegate. Looking forward to being a part of the WSOB when his commitment is up.
IX. Approval of the minutes of the prior meeting
A. Barry J. motions to approve the minutes from August 11, 2011. Seconded by Peter D. Passed unanimously
X.On-Line Business – none.
XI. Director Openings – See WSOB Chair report.
XII. Website – Ryan
A. New website should be ready by the start of the new year.
XIII.Translations – Elizabeth
A. Translation committee met with members of the WSOB, WSBT, and French Canadian delegates to discuss translation process. They were given information to support their area with this task, and to help their local committee with the translation of “all other mind altering substances” language.
B. Holland has 5 documents in the process for final approval. 1 document was received later, and is going through the approval process now.
C. Farsi pamphlets are pending WSBT approval.
XIV. Publication Issues – Linda
A. French pamphlets on hold.
XV. Vendor Licensing Agreements – Linda
A. Sent out one vendor licensing agreement, waiting for submission.
XVI. Royalty Agreements – Linda
A. Received royalty payments from UK and Scotland
XVII. International Banking – Barry/Linda
A. CAWS 2012 – Changes can be made to chairperson with Wells Fargo International as long as it is sent in letter form from an independent accountant or attorney.
B. UK Contribution Program is not working. Discussion of use of a third party vendor (PayPal), but there has been talk against this because of the possibility of misappropriations of funds. Ad hoc committee with Jason (Guest), Barry J., Linda F., Elizabeth S., and Kathy Jo R. will work on solving this issue.
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C. UK made donation of approx $15,534.00
XVIII.Office Director Reports
A. DOO Report – Linda F. – submitted written and verbal report.
1. Met with Teresa, Tom and Barry to go over any issues Teresa needed to be aware of with becoming WSOB Chair.
2. Working with John on the typesetting changes for the HFC II corrections
3. Attended first conference. Worked with committee to save money where possible in the office set-up.
4. Working on finding a replacement to do CAWSO IT computer and network support. Please contact Linda or Teresa with referrals.
5. UK and Scotland sent royalty checks. UK also sent 7th tradition check for approx $15,534.00
6. Checked with Wells Fargo International to see if there will be any hold up switching from Tom P to Teresa N as our chairperson of the WSOB. Wells Fargo said there would be no problem as long as the information was sent in a letter from an independent accountant or lawyer.
7. Motion made by Linda to renew contact with Network Solutions for the amount of $1200.00. Seconded by Barry. Discussion. Passes unanimously.
8. Watson properties will be updating our unit sometime before the 1st of the year at no expense to us. Need new office furniture. Looking into prices.
9. Motion made by Linda to send a check to Spinettis Gaming Supplies for $1,183.70 for the 2nd in an 8 chip series for the Commerative Chip (500) as per presented and passed at the Conference. Seconded by Barry. Discussion. Motion passed, opposition and abstention noted.
10. Motion made by Linda to us Palema Zeiden as transcriber for Conference Sessions at the cost of $2400.00. Seconded by Barry. Discussion. Passes unanimously.
Break 8:15pm.
Back to order 8:35pm
B. Chair—Teresa N. – submitted written and verbal report.
1. Met with Tom, Linda and Barry to “pass the gavel”
2. WSOB Director Recruitment
a. Contacted Janice W. – will try to attend meeting in October
b. Susan D. – submitted resume for consideration
c. Contacted Mark H. – unavailable at this time
3. Met with Barry at Wells Fargo to sign over bank accounts. Tom will handle getting credit card transferred.
4. Worked with Jackie and Russell on CAWSO 2012 press-release concerns
5. Worked with Linda on various WSO and CAWS 2012 items
6. Working with Richard L. to bring request to WSBT for credit limit increase from $5,000 to $10,000.
7. Motion made by Barry to ask WSBT to apply for new point earning credit card for $10,000. Seconded by Richard L. Discussion. Bob C. mentions increasing credit limit to $15,000. Passes unanimously
8. Worked with Linda to ensure all items from our closing report at Conference are followed up on, as indicated.
9. Reviewed the CAWS 2013 contract
10. Communicating with Russell and Robert to resolve Canada translation issues
C. Vice Chair— Elizabeth S. – submitted verbal report.
1. Pleased to be vice-chair. Sorry she could not be in person tonight.
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D. Treasurer—Barry J. – submitted written and verbal report.
1. Operating $31,802.84
2. Even Year $15,309.39
3. Odd Year $4,253.17
4. Savings $142,070.18
5. HSBC $500.00
6. Been in touch with previous Chair, new Chair, DOO, Paid Bookkeeper, and the WSOT regarding needs of banking and financial needs.
7. Working with DOO and CAWS 2012 Treasurer within the emergency international guidelines – everything running smooth
8. Thank you to staff and conference committee for a wonderful Conference.
E. Director at Large—Bob C.
1. Working on getting articals of incorporation for CAWSO inc. and CAWS. Will try to meet the Oct 1st deadline.
XIX.Trustee Reports
A. WSO Trustee—Richard L. —submitted written and verbal report.
1. Thank you to all members of the WSOB for a wonderful WS Conference!
2. Followed up on: update on copyright letters, UK bank account, HFC II ad hoc committee update, Andrew/John status update.
B. WS Trustee—Peter D. – submitted verbal report
1. In touch with Hotel and TNC.
XX. Seventh Tradition
XXI. Committee Reports –
A. Finance: Elizabeth S., Teresa N. & Barry J. – Nothing
B. Structure & Bylaws: Teresa – Nothing
C. Convention: Peter D. & Linda – Nothing
D. Conference: Linda, Teresa and Peter D. – Nothing
E. Unity: no director liaison.
F. Literature, Chips & Formats: Bob & Elizabeth – Nothing
G. Hospitals & Institutions: Bob C. – Nothing
H. Public Information: Richard L., Elizabeth & Linda – Nothing
I. I.T.: Linda – Nothing
J. Archives: Bob – Nothing
XXII. CAWS 2012 –
A. Press Release – Bob C. motions to approve CAWS 2012 press release with recommended revisions. Seconded by Linda F. Passes unanimously.
B. Check Requests:
1. SR44 Motion by Barry J. to approve check request for the amount of 318 GBP (approx $509) Payable to Natwest for 100 CAWS 2012 torches. Seconded by Linda F. Passes unanimously.
2. SR45 Motion by Barry J. to approve check request for the amount of 492 GBP (approx $787) for UK raffle prize, conditional on it being within budget. Seconded by Linda F. Passes unanimously.
3. SR46 Motion by Barry to approve check request for the amount of 346.06 GBP (approx $553.60) payable to Nick S. for travel expensed for general committee meeting on September 17, 2011. Seconded by Richard L. Passes with minor opposition noted.
XXIII.CAWS 2013 – Peter
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A. Met with TNC – submitted needs to hotel and they gave us everything requested except the 10% discount on food and beverage.
XXIV.CAWS 2014 – First steering committee (meet and greet) meeting October 15th.
Motion by Barry J. to suspend the rules, to extend the meeting past normal ending time.
Motion seconded by Linda F. Passes unanimously.
XXV. New Business
A. Elizabeth S. motions to create ad hoc fundraising committee for the WSOB. Seconded by Barry. This is work that would usually be done by DRPD. Passes unanimously.
B. Pamphlets
1. Reaching out to the Deaf – request to translate to British Sign Language will be sent to translation committee
2. Yes, You Can Start… – Linda will look into this
C. Electronic HFC/HFC II for download for electronic media – Discussion. Concerns of easily cracking online codes of where the download might be posted. Idea of a “teaser”, making two or three chapters downloadable, but not the entirety of the book. Forming ad hoc committee of John B., Linda F. and Ryan.
D. Elizabeth S. motions to create an ad hoc committee for PSA. Seconded by Linda F. This is work that would usually be done by DRPD. Passes unanimously. Committee to include Linda F., Elizabeth S., Richard L., and Peter D.
XXVI. Next meeting: October 13 and October 27 XXVII. Executive Session
XXVIII. 11:51pm Motion to Adjourn made by Richard. Seconded by Linda. Passed unanimously.
XXIX. Meeting closed at 11:52pm by Chair Teresa with the “we” version of the Serenity Prayer.
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For all attached documents and reports see: 2011-09-22-WSOB-minutes-final.pdf