Minutes of the Meeting of
CA World Service Office Board of Directors
February 22, 2007
I. Opening. Meeting called to order with the Serenity Prayer at 7:01pm by Chair, John B.
II. Tradition 1 read by Hayward H. Earl discussed how important it is that we remember that our program is a “we” program and that we cannot do it alone.
III. Concept 1 read by Hayward H. Brief discussion. Patty related it to the work that we do.
IV. Birthdays: none.
V. Roll call and Quorum Determined
VI. Voting Members Present: John Bodkin (WSOB Chair), Tom Phelan (WSOB Treasurer), Earl Henderson (WSO Trustee), Kathy Jo Rangno (WSOB Vice Chair), Teresa Neighbors (WSOB Secretary), Hayward Hunt (WS Trustee), Patty Flanagan (WSO Paid Director, Director of Operations, Office Mgr), Robin L. (WSO Paid Assistant Mgr-no vote). A quorum is established. Willie Bailey (Director at Large) expected to arrive late. (arrived at 7:17pm)
VII. Voting Members Absent: Director at Large (vacant)
VIII. Visitors Present: John (arrived late)
IX. Approval of the previous month’s minutes
A. Motion made by Tom P. to approve, seconded by Kathy Jo R. Vote Taken on motion to pass. Motion approved by substantial unity.
X. Guest Reports– none.
XI. Old Business
A. Director Resumes
1. Announcements have been made at many meetings in various areas.
2. No resumes have submitted as of yet.
B. Staff Holidays—remove from the agenda
C. Phone Forwarding System—
1. Much discussion ensue regarding the pros of having a cell phone for the Office Mgr, ie: saved payroll from lack of need for e-mails, taking msgs, and money savings by eliminating telephone service
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and efficiency and convenience for both staff and customers/fellowship.
2. Kath Jo R. made motion to go forward with the phone forwarding system not to exceed first year expense of $2500.00. Seconded by Tom P. Tom spoke in favor to the motion—that we have the money to cover the expense in our budget, under telephone expense. Vote taken. Motion passed unanimously.
D. KC Speaker Budget
1. Patty speaks in favor of the motion since our hotel costs are soft costs that will not be seen. The budget will get into line.
2. Kathy Jo, The original Motion-maker, restates the motion: to approve the proposed Speaker budget of $3750.00. Kathy Jo speaks in favor of the motion, now having been given new information from Patty. Vote taken. Motion passed unanimously.
XII. Office Report
A. -Patty F. submitted verbal report.
1. HFCII:
a. We are in the process of sending the final edits to the typesetter.
b. Patty made motion to use the green & white cover with Volume II and big logo. Earl: there are specific guidelines regarding this from the Conference. Is this in line with these guidelines? John: the coloring was vague, due to it being in black and white, but the elements presented should be there. There is always room for revisiting.
c. Patty made motion to use reverse cover for reprints of volume I with notation that it is volume one.
d. Patty made motion that all orders of “our book” be filled with HFCII.
e. Patty made motion to remove HFCI from all order forms and the website for a period of 6 months when HFCII comes out.
f. Patty made motion to deliver hardcover copy by Conference.
g. Patty would like to have an announcement and pre-orders on the website by April. There is no way that we will not have it by April 30, so the delivery will be by the Convention.
h. Kathy Jo: do we want to put “CA World Services, Inc.” on the spine, like it is on the first volume? Patty: no, I don’t think so.
i. Pricing: hardcover or softcover? Which should we print first, or both? How much will it cost? Patty: we will print the softcover first, then the hard cover. We also need to think about printing a library bound book. John W,
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International Outreach Sub-Committee of the Unity Committee Chair (visitor, recognized by the chair): I would pay $20 for a hard cover for myself, but would buy the softcover to hand out. I am also interested in pursuing the idea of library bound books.
2. Patty answered the questions/action items from the minutes of the WSOB Publishing/Marketing Subcommittee:
a. As to when the revised typeset will be ready and how long we will have to review: April 1st; 2 wks (must be back to us by April 15)
b. As to international distribution: Cost-Analysis is underway. There is one really good company that is a potential vendor—we are working out details.
c. As to having Storybook Subcommittee elect member to receive copy/clarify process relating to final approval of proof: we feel it is not protocol.
d. As to publishing/marketing plan for French-speaking fellowship: cost is $11,000. As soon as it is translated, we will be marketing and publishing.
e. As to inventory of HFCI: approx. 7,000; 9 mos. supply.
f. As to special mailing: the plan is to put out a flyer in the next mailing.
g. Patty would like to clarify in the minutes that Hazelden is not our largest purchaser, but one of our largest NON-fellowship purchasers. Arizona and Ohio are our largest purchasers.
3. There seems to be a feeling that I am not taking my other projects seriously, but I am and I thank Kathy Jo for meeting with me on the phone and helping me with the 2007 Convention Committee. But, I really need to focus on the book, because the only way to help us make up the money we have lost is to come up with a new product to sell. My commitment is still to CA, as a whole. I still want us to be on sturdy ground. We will be able to deliver by the May deadline.
4. In this time when we are not selling as much as we would like to, we are using our time wisely. Robin’s training: we are slowly getting the staff accustomed to going to Robin for things/answers.
5. Deadline for materials for the delegate mailing is March 15.
XIII. BREAK—8:50pm
XIV. Meeting called back to order 9:00pm
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XV. Treasurer Report
A. Tom P. submitted a written and verbal report
a. Please look at the reports submitted and be ready to discuss next meeting.
b. 7th tradition is down at a worrisome level.
c. Patty: we are hoping to get the Trustee’s cooperation in collecting 7th traditions that are generally given to us. At 4:45 I walked into Sherri’s office and asked for the totals for the last 3 yrs. and made a report.
XVI. Director Reports
A. Chair—John B. submitted verbal report
1. Translations:
a. Submitted tonight for review and future discussion: draft versions of “CA Literature Translation Policy” and “CA Translation Policy & Procedure Overview: Global Outreach & Sharing the Language of the Heart”
b. There are members all over the world that are wondering what to do with their translations and if they are breaking traditions by going forward with them and using them. We are not stopping them and, in fact, we should support them.
c. If we are going to start going into translations, we might have to think about re-tooling here in the office to accommodate for that. We don’t have a multi-lingual office-worker/receptionist. Maybe we will have offices in other countries.
d. There is a lot we can do now to become a central repository for translations. If there are various people in different places working on translations of a piece in the same language, for example, we could get them connected so they could work together. We don’t necessarily have the means of doing the translations ourselves, but we do have the power to connect the resources within and out of the fellowship that do in order to get that accomplished.
e. The draft policy calls for us to be the central administrative body for the translation process and for those interested in translations to contact us.
f. John, visitor (recognized by the Chair): handed out a proposed Literature Translation Guidelines (2nd Draft), which includes a suggested translation process.
g. There are members of the committee that speak up to 5 different languages that have expressed willingness to assist in translations.
h. How can we be of service or be of help? We don’t want to do anything that is out of our purvue. What is our role? Are we the repository of information or is the WSO the repository of information?
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i. Hayward: has your committee developed any guidelines that have been submitted to the Unity committee? John: We have had some difficulty with communication and have not sent something out to the whole committee. Willie: when I was transitioning out, I asked for guidelines from the subcommittee chairs, but I never received any guidelines from any of the subcommittees. As a member of the committee, I still have not seen any guidelines.
j. Kathy Jo: Made motion to suspend the rules. Seconded by Hayward. Vote taken. Motion passed 5:1:1
k. John: answers to John’s questions: most likely the WSO would not dictate what process is used in translation. Kathy Jo: keep working on the Dictionary/Glossary.
2. Anyone who has not submitted their report to Earl by now needs to get it to him by tonight.
B. Vice Chair—Kathy Jo R. submitted written and verbal report
1. Utah 2008
a. Terry had a question about CoAnon
2. Would like to put together a special 25-year convention book
3. Contract tracking report for KC2007
4. Vendor licensing Agreement—draft submitted tonight, worked on by Hayward, Willie and Kathy Jo, to be submitted to the Trustees.
a. The block letters CA Copyright is up for renewal and it costs thousands of dollars. Is it worth it to pay for something like that? John: that goes to the Board of Trustees.
b. The use of the Logo in its entirety: may put an enforcement piece in there for that.
c. Kathy Jo has a concern that there are not enough resources at the WSO and that we may need to increase the Salary line in order to meet the demands of the Conference.
C. Secretary—Teresa N. submitted verbal and written report.
1. Participated in the LCF Book Subcommittee conference call
2. In communication with Cynthia re: LCF issues
3. Will participate in upcoming LCF conference call
4. Newsgram-faxed articles to Cynthia; worked on guidelines and job description with Cynthia
1. Per John, I have assembled a WSOB top 5 goals, compiled from all of our goals that were submitted last meeting:
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a. Translations-work with Trustees to finalize a policy and process to present at conference and to make things happen.
b. Contribution program
c. WSO/WSOB Structure-work with Trustees to have ready to present at conference.
d. Complete HFCII, Newcomer Pamphlet and WSOB Referrals prior to conference. (set up official sub-committees to complete these)
e. New and improved NewsGram as a vehicle to make things happen, (ie: education, widen fellowship participation in contribution programs and service and increase spiritual growth of fellowship.)
D. Director at Large–Willie B. no report.
XVII. Break at 10:45pm
XVIII. Meeting called back to order at 10:52pm
XIX. Trustee Reports
A. WSO Trustee–-Earl H. no report
B. WS Trustee—Hayward H. no report.
XX. Seventh Tradition taken
XXI. Committee Reports
A. Finance: Tom, Earl—no report
B. Structure & Bylaws: John—no report
C. Convention: KJ, Patty—nothing more to report.
D. Conference: KJ, Hayward—no report.
E. Unity: Willie—no report.
F. Literature, Chips & Formats: Teresa—no report.
G. Hospitals & Institutions: Hayward—no report.
H. Public Information:
I. Internet: Teresa—no report.
J. Archives: Patty—no report.
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XXII. CAWS 2007-Kathy Jo
A. Discussed activities and budgets: entertainment, special events, bus/tours
B. discussed auction/drawing
C. discussed pancake breakfast (pre-convention fundraiser)
XXIII. CAWS 2008-nothing new since last meeting.
XXIV. New Business
A. NewsGram–
1. Editor Job description submitted by Teresa—Cynthia Cronkite wrote it, based upon guidelines and WSM and was reviewed by Teresa after which the two discussed it and finished it for the WSOB review. Few additions discussed. Tom P. made motion to adopt the job description. Earl H. seconded. Vote taken, Motion passed unanimously.
2. Guidelines: Motion made by Earl H. to adopt guidelines as written, seconded by Tom P., Kathy Jo offered suggestions for revisions. Teresa stated that it wasn’t quite ready to be adopted as it was only a draft (though very close to being completed) and it was brought today to be reviewed. There was some discussion about some possible revisions and some changes were suggested. Tom made motion to table the motion. Seconded by Kathy Jo. Vote taken. Passed unanimously. Teresa will make the suggested changes and send revised copy to Earl to present to the WSBT as a draft at the quarterly and send a copy to Cynthia and to the WSOB to see if we can adopt it next meeting. The job description will be presented as final to the WSBT.
B. Next Meeting: 03/08/07 and 03/22/07.
XXV. Motion to adjourn made and seconded. Passed unanimously. Meeting adjourned at 11:26pm with the “We” version of the Serenity Prayer.
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