Minutes of the Meeting of
CA World Service Office Board of Directors
July 12, 2007
I. Opening. Meeting called to order with the “We” version of the Serenity Prayer at 7:08pm by Vice Chair, KathyJo R.
II. Tradition 8 read by Willie. Patty: often times during the traditions, I like to Woop because I like to draw people’s attention to them. Outbreaks of the “Patty said” disease are the worst part of my job…I think it is forgotten at times that I am just a special worker.
III. Concept 8 read by Tom P. Earl: It wasn’t until I got on the Board of Trustees that I realized what it was to be responsible for review and oversight of things like finance. They really break things down in this concept. What I really like is B—where we delegate things out. We use “custodial oversight.” It clarifies that the Trustees are responsible but don’t do all of the work, rather, we delegate. KJ: I see that the administrative rights are given up to the Board Chair.
IV. Birthdays—none.
V. Roll call and Quorum Determined
VI. Voting Members Present: KathyJo Rangno (WSOB Vice Chair), Tom P. (WSOB Treasurer), Teresa Neighbors (WSOB Secretary), Earl Henderson (WSO Trustee), Hayward Hunt (WS Trustee), 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), Director at Large (vacant).
VIII. Guests Present: none.
IX. Approval of the previous meeting’s minutes
A. Motion made by Patty F. to approve the minutes from 06/28/07 meeting, seconded by Earl. Vote taken. Motion passes unanimously.
X. Guest Reports-none
XI. Old Business
A. Taping of Conference
1. Only received one bid so far. Need more.
B. Director Resumes/Interviews
1. Richard L. has expressed interest and we may see or hear from him soon.
2. John W. interview in KC: we will discuss further in Executive session at end of meeting.
XII. Office Report
A. Patty and Robin Submitted written and verbal report
1. Completed annual inventory
2. Filled started kit orders—sent to Canada, Ireland, St. Croix, and others.
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3. We mailed 47 letters to members requesting starter kits, directing them to their areas for fulfillment, requesting further information where there was not an existing area to support and mailing out 25 welcome kits.
4. Working to replace our summer receptionist.
5. Reviewed shipping manager, implemented benefit and increased wages.
6. “Yes, You Can” and “CA Pamphlet Approval Process” will be sent out in subsequent mailing by July 31.
7. HFCII-We should have the FINAL next meeting. Patty is grateful to the committee for all its hard work in bringing this forward to the fellowship.
XIII. Treasurer Report–Tom P. submitted verbal and written report
A. The financials from last meeting are no longer considered preliminary, but are the finals for May.
B. I have set a schedule in order to accomplish the year-end financial reporting.
C. The Convention made $53,000–we are confident in that number (with $23,000 of that being the excess from the auction). It looks like we are going to report a net gain for the year-end in the range of $11,000-12,000.
XIV. Break at 8:14pm
XV. Meeting called back to order at 8:25pm
XVI. Director Reports
A. Chair—John B.—although absent, submitted written report.
1. Re: Full B2B at Conference. Will be either Sunday or Monday evening prior to conference.
a. Discussion ensued: it was agreed that Monday would be better for all WSOB members. Earl would take back to WSBT to confirm.
2. Re: Paid Director Evaluation: form handed out with instructions from John and explanation by paid director.
B. Vice Chair—KathyJo R.—submitted verbal and written report.
1. Kansas City-found more Pay Pal receipts and turned them in.
2. Salt Lake City—have not received any minutes.
3. 2007 Conference—PowerPoint WSOB report-discussing with Patty
4. H&I has requested to take individual stories from storybook on audio to be used for purposes. It would be a great idea. Hayward: I believe that this was a referral. Patty: Robin-check and see if the Conference Committee has any info on that.
5. Request from Susan B. to use SO booth at LA Heath Expo August 11 & 12.
C. Secretary—Teresa N. submitted verbal report.
1. Reviewed HFCII, v. 15a
2. I will contact LCF re: the SR14 mailings
3. Newcomer Booklet—I will get with Patty to clear up the confusion about what the Office/Printer needs.
D. Director at Large–Willie B. submitted written and verbal report
1. Copyright and Trademark in foreign countries-is there policy for this? No.
2. Are there any guidelines on handling copyrighted materials, ie: area newsletters? Hayward: I can get that.
3. Re: The director interviews: there are no formal questions/formal interview process. I would like to see this Board develop something like that.
XVII. Trustee Reports
A. WSO Trustee–-Earl H. submitted written and verbal report.
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1. Quarterly reports due no later than August 17.
2. Working diligently on the TEC process.
3. Continue to review expenses and bills of WSO and sign checks, and review all seven accounts.
4. The Areas of the European Region continue to seek guidance in how to help with the Contribution Program and currency issues re: 7th tradition.
B. WS Trustee—Hayward H. submitted written and verbal report.
1. Received 3 e-mail replies regarding the translation of HFCII to French.
2. Received historical data from Yves re: the translation of the first book.
3. Yves is almost out of the first book.
4. 2010-Milwaukee—received revised hotel contract—currently under review.
5. The Office was able to find documentation of translation contracts from 1994.
6. We are looking into the possible funding of translations.
XVIII. Seventh Tradition taken
XIX. Committee Reports
A. Finance: Tom, Earl
B. Structure & Bylaws: John
C. Convention: KJ, Patty
D. Conference: Hayward, Robin
E. Unity: Willie—working on the luncheon for the Conference. Need to find time to meet with David B.
F. Literature, Chips & Formats: Teresa
G. Hospitals & Institutions: Hayward
H. Public Information: Willie—trying to find out if the survey will be ready for the conference.
I. I.T.: KJ
J. Archives: Patty—I will probably give this committee my attention first at the conference to help them out.
XX. CAWS 2008, Salt Lake City
A. We need their registration form by Conference.
XXI. CAWS 2009, Denver
A. There was a report to the office today of the “Patty said” disease.
XXII. CAWS 2010, Milwaukee
A. Hayward working on revised Hotel Contract.
XXIII. Break at 9:50pm
XXIV. Meeting called back to order at 10:00pm
XXV. Motion to suspend the rules to extend the meeting past the normal end time made by Tom P. Seconded by Earl. Passed by majority vote.
XXVI. New Business
A. Drug Court Follow-up—Teresa contacted .both Carl and Bobby since last meeting via e-mail. Spoke with Carl via phone but has not spoken directly with Bobbie to get update on the data entry of gathered info. From last conversation with Bobbie, expecting her to be wrapping that up this week before the Trustee conference call. Will try to contact her again before then.
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B. Board’s Presentation at Conference—Patty: I talking with John, we want to step up our presentation this year. Thus year, we each will have a slide or so in the PowerPoint presentation and come up on stage and talk about what we have done this year.
C. Refunds and Hotel Bill—Tom made motion to pay all refund requests except for the one that was submitted after the Convention. Patty seconded. Discussion ensued. Teresa suggested friendly amendment, to include the late-submitted refund request, also. Friendly amendment accepted. Vote taken. Passed. Patty made motion to pay Westin Crown Center $32, 484.53 to the Westin Crown Center. There are some adjustments and bill-backs included in that amount. The room rebate has been deducted from the final bill. Seconded by Willie. Vote taken. Passed. Patty: Several of us will be getting billed for our rooms. KJ: Will we be reimbursed for any of our expenses, such as per-diem or travel? Patty: we do not know yet.
D. HFCI & II Purchasing—Patty made motion to sell C.A.L.A. Convention one 1st edition HFCI book for $200. Seconded by Tom. Vote taken. Passed.
E. Next meetings– Thursday, July 26 and Thursday, August 9 (Tom and KJ will not be here on July 26)
XXVII. Motion to go into Executive Session made by Willie and seconded by Tom. Passed unanimously. Robin excused.
XXVIII. Executive session began at 10:43pm
XXIX. Results of Executive Session—John W. has been selected by majority vote of the WSOB for the position of Dir. at Large, pending Trustee ratification. Resume sent to the WSBT for their review.
XXX. Motion to Adjourn made by Patty at 11:10pm. Seconded by Tom. Passed unanimously.
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