Minutes of the Meeting of
CA World Service Office Board of Directors
April 26, 2007
I. Opening. Meeting called to order with the “We” version of the Serenity Prayer at 7:05pm by Vice Chair, KathyJo R.
II. Tradition 5 read by Willie B. Discussion ensued. Earl: I like how all the traditions support the first tradition. It was important to put this one down in writing because groups tend to go off into different directions and get distracted and we need to remain focused on what our purpose is. Willie: we need to remember that it is “it’s message” not “his message” or “your message” or “my message.” KJ: we are here to help groups to carry the message by assisting with funding, etc.
III. Concept 5 read by Tom P. Discussion ensued. Patty: I’ve seen many times when someone has made a 5th concept statement and changed many people’s minds.
IV. Birthdays—none.
V. Roll call and Quorum Determined
VI. Voting Members Present: Kathy Jo Rangno (WSOB Vice Chair), Tom Phelan (WSOB Treasurer), Earl Henderson (WSO Trustee), Teresa Neighbors (WSOB Secretary), Willie Bailey (Director at Large), Patty Flanagan (WSO Paid Director, Director of Operations), Robin Long (Office Manager)-no vote. A quorum is established.
VII. Voting Members Absent: John Bodkin (WSOB Chair), Hayward Hunt (WS Trustee), Director at Large (vacant)
VIII. Guests Present: Susan C.
IX. Approval of the previous month’s minutes
A. Motion made by Tom to approve, seconded by Teresa. Vote taken. Motion approved.
X. Guest Reports—Susan C. gave verbal report. Things in S. Central Texas are great. I am moving to Southern California and I am doing some interviews now, so I will be giving up my vice-chair position of our convention.
XI. Old Business
A. Director Resumes
1. John W. submitted resume. Please review and be prepared to discuss when all directors are present.
B. Translation Policy
1. We will look at this document to vote on approval next meeting.
C. The Drug Court Booth
1. We are working on verbiage.
D. HFCII
1. It has been brought to our attention that the stories had been overlooked in the proofing process by the committee and that it now has to be re-set, again—now, version 12. This
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version should be available to be distributed back to the committee for final re-proofing by tomorrow. They will need to get it back to us by the 9th.
E. Publication and sales of Newcomer Pamphlet
1. Patty made motion to print 500 copies of the Newcomer Pamphlet at a cost of no more than $550.00. Seconded by Tom. Speaking in favor of her motion: the change in formatting that was given to us and the apology that was given to us from the committee when they realized that they had not released this piece to us until 2 weeks ago has opened up the door to work with them on trying to make this piece work. We can try this with a small amount of 500 and see how it works. If it works, we will continue. If it does not, we can submit a motion at the conference to reconsider the piece. Concern expressed that material in pamphlet is contained in book. Vote taken. Vote fails.
F. Free Conference Calling
1. Discussed—landlines can be used—no other problems reported. Remove from old business
XII. Office Report
A. Patty F. submitted verbal report.
1. There are 265 people registered for the convention. The budget shows 400 pre-registered and 400 on-site. That means 600 paid. We don’t have any indication of any savings on any of their line items. We have $41,000 in the house. We will probably count 85,000 on site. Projected worst case scenario would be $30,000 profit. But, I have confidence in the auction, and that, with the other events should help them to achieve their goal.
2. Please remember that when you communicate with the office, that you need to communicate only directly through me. I am the only Director of Operations. I am still the one responsible for the allocation of all the staff’s time.
3. We found out that the bookkeeper was not processing the Trustee’s bills within two weeks. Earl: Are all the trustees’ expenses paid/current? Patty: yes—there is only one discrepancy that I am working out with Bobbie.
4. CAWS2008 has lost their Treasurer and their program chair.
B. Robin submitted written and verbal report.
1. All employment issues are finalized at this time.
2. We have two full-time employees at this time and we had our first staff meeting today.
3. We are sending out started kits to Ireland, Turks & Caicos, India, Germany and Canada and Cameroon.
4. New meetings have started in Norway, Ireland, Jakarta, Indonesia, New Zealand and Great Britain and Alaska.
XIII. BREAK—8:17pm
XIV. Meeting called back to order at 8:27pm
XV. Treasurer Report
A. Tom P. submitted a verbal and written report
1. Discussed variances between year to date for the nine months ended 3-31-07, income and expense line items and budgeted amounts, excluding convention, generally on track to achieve break even, Note- sales of chips and literature, and 7th tradition are behind projected levels while some trustee, committee and office savings from budget have been achieved. Break even for the year is conditioned however by how KC convention turns
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out. If convention only achieves $130,000 in revenue along with no significant savings from expense budget as Patty’s report suggests, then for the year we may show a $15,000 loss.
2. Legal fees expense line contains registration payments which we will consider as a board whether to capitalize in order to amortize before year end is finalized. Patty and I anticipate completing analysis of expense line items in order to assure proper coding. This to be coordinated with contract bookkeepers ongoing account detailing.
3. Tonight’s submitted reports along with an analysis will serve as the quarterly treasurer’s report.
XVI. Director Reports
A. Chair—John B. absent–no report
B. Vice Chair—Kathy Jo R.—submitted verbal and written report.
1. CAWS2007 (Kansas City)
a. Reviewed contracts with Hayward and Patty
b. Worked with Amanda to get auctions and opportunity drawings on track
c. Proofed Program Guide
d. Updated Contract Tracking
e. Live auction: The WSOB directors and the Trustees will be helping.
2. 2007 WS Conference
a. Prepped graph based on Annual 7th tradition donations by region.
C. Secretary—Teresa N. submitted written and verbal report.
1. On-line motions
a. On 04/17/07 KJ made motion via e-mail that WSOB accept and execute the Transportation Contract with Crossroads Tours. Seconded by Hayward via e-mail on 04/17/07. All Directors voted in favor of the motion via e-mail. On 04/18/07 Chair John B. declared that the motion passed by substantial unity.
2. NewsGram—Cynthia is currently working on the 2nd quarter edition. Had some questions regarding the timeline—coinciding with the convention.
3. LCF—publishing process—how to address issues with current process. Patty would like that in the creation of publishing subcommittees, like all board members, all subcommittees be interviewed just as the WSOB. Patty would like for Teresa to come back with a Referral on how to possibly address this.
D. Director at Large–Willie B. submitted written and verbal report.
XVII. Trustee Reports
A. WSO Trustee–-Earl H. submitted written and verbal report.
1. Was in England for the 15th annual convention of CA in the UK.
2. Participated on the WSBT conference call on 4/22
3. Active on the Storybook Publishing subcommittee.
4. Continue to participate on other various subcommittees and projects for both the WSBT and WSO.
B. WS Trustee—Hayward H.—absent–no report.
XVIII. Seventh Tradition taken
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XIX. Committee Reports—
A. Finance: Tom, Earl
B. Structure & Bylaws: John
C. Convention: KJ, Patty
D. Conference: Hayward, Robin—there will be an additional mailing and subsequent expenses due to a clerical error on the delegate mailing—most mailings received 2 copies of trustee minutes and no copies of conference call minutes.
E. Unity: Willie
F. Literature, Chips & Formats: Teresa
G. Hospitals & Institutions: Hayward
H. Public Information: Willie
I. I.T.: Teresa
J. Archives: Patty
XX. CAWS 2007, Kansas City
A. Teresa made motion to execute TNC-approved Comedian contract with the Majestic Theatres in the amount of $2500.00 Seconded by Willie. Vote taken. Passed by substantial unity.
B. Earl made motion to approve the DJ contract with Al Nicholson for $200 per night (no deposit due) with an additional $500 due to supplement the audio. Seconded by Willie. Vote taken. Passed by substantial unity.
C. Earl made motion to execute contracts with Apollo night contestants (no deposit due): Monique Danielle, Gray Matter and the Good Sam Club. The checks are to be cut but not made payable or signed until the completion of the event, at which time the payee will be filled in and the checks signed and the payees will be paid. (This motion is exclusive of the headliner band, Karma.) Seconded by Willie. Vote taken. Passed by substantial unity.
D. Tom made motion to cut a check for $450 to Amanda Booz for purchasing auction items. Seconded by Willie. Discussion ensued about this being outside of procedure and policy. But because of this being a special circumstance of this convention having most of its committee members being over 250 miles away, we think this a situation that has created such a necessity. Vote taken. Passed by substantial unity.
XXI. CAWS 2008, Salt Lake
A. Reg. form is now here.
B. Program chair and treasurer are no longer with us.
XXII. CAWS 2009, Denver
A. Nothing new.
XXIII. CAWS 2010, Milwaukee
A. Hayward is waiting from feedback on the contract.
XXIV. New Business
A. Holland Royalties–Patty made motion to have Holland function the same as the UK. Seconded by Willie. Vote taken. Passed by substantial unity.
B. Memorabilia for Convention—moved to on-line business.
C. Next Meeting—Thurs., May 10, 2007 7pm
XXV. Motion to adjourn made by Willie. Seconded by Tom. Passed unanimously. Meeting adjourned at 10:00pm with the “We” version of the Serenity Prayer.
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