May 23 – 25, 2000 – WSBT Quarterly Meeting Minutes

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CA World Service Board of Trustees

Regular Quarterly Meeting Minutes

May 23 – 25,2000

Since this report is a confidential CA document, for members only, it contains members7 full names. This usage to facilitate communication within the fellowship was approved by the 1990 WS Conference. Such confidential use does not, of course, violate in any way our Tradition anonymity in public communications media (press, radio, TV, etc.).

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CAWSBT REGULAR QUARTERLY MEETING MINUTES Scottsdale Plaza Resort Phoenix, Arizona

Tuesday, May 23, 2000

The regular quarterly meeting of the CA World Service Board of Trustees, at the Scottsdale Plaza Resort, was called to order at 7:15 p.m.

1. Quiet Time & Serenity Prayer

2. Roll Call

Andy White Pacific North Regional Trustee Vice Chair
Spencer Barton Midwest Regional Trustee
Amy Beech Atlantic North Regional Trustee Corporate President
Meredith Glaser World Service Trustee Corporate Secretary
Hal Kelly Southwest Regional Trustee
Walter Johnson Atlantic South Regional Trustee Chair*
Leon Mason Tru s teem t-Large
Joe Stephens Pacific South Regional Trustee Corporate Vice President
Susan Turnbull World Service Office Trustee Corresponding Secretary

*Note: Walter Johnson confirmed (2020-10-03) by phone that he was the Chair of the WSBT at this time. That information is confirmed in the NewsGrams of this period.

3. Reading o f the 12 Traditions

4. Group Inventory

Set next meeting for Wednesday, May 24, 2000 at 9:00 a.m.

MOTION PASSED to adjourn at 11:10 p.m.

The regular quarterly meeting of the CA World Service Board of Trustees, at the Scottsdale Plaza Resort, was called to order at 9:10 aan,

  1. Quiet Time & Serenity Prayer
  2. Roll Call
Andy White Pacific North Regional Trustee Vice Chair
Spencer Barton Midwest Regional Trustee
Amy Beech Atlantic North Regional Trustee Corporate President
Meredith Glaser World Sendee Trustee Corporate Secretary
Hal Kelly Southwest Regional Trustee
Walter Johnson Atlantic South Regional Trustee Chair
Leon Mason Trus teem t-Large
Joe Stephens Pacific South Regional Trustee Corporate Vice President
Susan Turnbull World Service Office Trustee Corresponding Secretary

3.        Reading of the 12 Traditions

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CAWSBT REGULAR QUARTERLY MEETING MINUTES Scottsdale Plaza Resort Phoenix, Arizona

Wednesday 24, 2000

  1. Review of March 2000 WSBT meeting.

MOTION PASSED to approve minutes as corrected.

  1. Review o f Agenda
  2. Submit Trustee reports for review
  3. Read and discuss Tradition 3 (short form)
  4. Read and discuss Tradition 4 (short form)
  5. Read and discuss Concept 7
  6. Read and discuss Concept 8

WSBT OFFICER REPORTS

  1. Chairperson — Andy

Appreciated input during group inventory and hope it accomplishes its intent.

  1. Vice Chair – Walter

Noted that there are no specific duties for this position, but to back up Chair as needed. Would like feedback on what duties could be incorporated into the position in the future, e.g., in the past has worked on setting up roommates for WSBT meetings.

  1. Corresponding Secretary — Susan

Working on getting box of archives to Leon for him to scan and put on disk.

TRUSTEE COMMITTEE REPORTS

  1. Conference Committee — Meredith, Spencer & Susan Nothing to report.
  2. Election Committee — Amy, Spencer & Walter

See attached written report (included with Atlantic South Regional Report). Will be doing some interviews at convention and schedules were sent to all Trustees. Will meet on Friday between 2pm to 5pm to begin interviewing. Amy has prepared a brief statement of ground rules in order to maintain consistency in the interviews, which will be read prior to each interview. Walter will make a schedule for further interviews and let the Trustees know as soon as possible.

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  1. Finance Committee — Leon, Meredith & Susan

Distributed 2nd and 3rd quarter financials. Andy has been receiving the checking account statements, but now they should be sent to Hal & Susan.

4. Legal Committee — Amy & Toe

Nothing to report.

5. Negotiation Committee — Andy, Meredith & Spencer

Noted that contract was signed for 2002 CAWS convention and 2001 Conference.

6. News Gram Committee — Amy, Hal & Walter

Need to inform Steve Edwards of the new committee members. Discussed that this committee’s function is to not only review the NewsGram tor Tradition violations, but also to work with Steve on content, although NewsGram is not reviewed in final format, but simply with the provided typewritten articles. Noted that ad tor CAWS NY convention hotel reservations was included in the last NewsGram, although it had been discussed at previous WSBT meeting to not include it. Noted that the WSOB member (Meredith) who reviews final copy of NewsGram will continue to do so. Committee will put together this information to include in WSBT Policies Notebook (as noted in March 2000 Minutes & Maintained by Corresponding Secretary).

7. (Orientation Committee — Amy, joe & Leon

Nothing to report.

8. Long Term Planning Committee — Andy, Hal, Leon & Walter

Will hold forum at convention on long term planning to collect ideas from fellowship at large, as has been done at last 3 conventions. Proposing an Advisory Committee to serve, i.e. using previous Trustees to follow up and through on such ideas a couple at times a year. Will work on format to set-up and to move forward. Discussion on setting aside a tew hours at each WSBT meeting for Long Term Planning, with a couple ot specitics to work on to make progress on LTP.

TRUSTEE CONFERENCE COMMITTEE REPORTS

  1. Conference Committee — Meredith

The Committee has been working very hard on Conterence Delegate registration. There are only 2 delegates serving on the Committee and others are volunteers trom the local area. The Committee is working on bids for transcripts. The Committee is really strong and will be meeting twice at this Convention.

2. PI Committee — Joe

Nothing to report.

3. H&I Committee — Andy

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Carol Faye has stepped down as delegate and member of this Committee. As she was working on a major project, we need to find someone else to take over the project.

  1. Convention Committee — Hal

2001 has selected Chair & Vice Chair. Working on prayer issue and other referrals. Also discussing issue of opportunity & chance drawings. John is not sure he will continue on as Chair, after 2000 Conference he would be a non-delegate chair.

A. CAWS 2000 Phoenix—-Hal

Have been working with Chair. In Milwaukee used one master account, but pet- convention guidelines, set up two accounts this year. Pre-convention meeting will be held at 4pm on Thursday with Convention Committee & hotel staff. Noted that Committee Meeting Minutes have been forthcoming on a regular basis to WSOB. Discussion on babysitting at convention and not getting requested info trom committee. Noted that state of Arizona does not license babysitting or childcare. The caregivers that will be available during the convention have been used by the hotel for the past 13 years, and the choice is up to the parents whether to use them or not.

B. CAWS 2001 New York – Amy

Worked on theme and registration flyers that will be at the Convention, All committees are up & working. There was a problem with the banquet cost, which has been resolved. They were told that it would be approximately $50++ each and held in the Grand Ballroom, but hotel later indicated cost would be $80++. Further negotiating resulted in a price of approximately $50++ in the Grand Ballroom(only suitable room). Lots of activities planned: sightseeing, buses, a boat-ride, bingo and entertainment. Just got the paperwork back from WSO on bank accounts. Cooperation with other areas is going very well. Enthusiasm is building and bringing out old-timers and newcomers in the area. ITave a new nominee for Secretary who has both skills and the willingness to serve.

C. CAWS 2002 – Andy

Was unable to attend the last 2 meetings, but has been provided the Meeting Minutes. Positions are being filled and going to nearby regions tor assistance also. Lot of regional and old-timer support. Contract has been signed with the Hilton.

5. Unity Committee — Spencer

Spoke with Chair & Vice Chair, but they are not coming to convention, so not sure it will have meeting. They’re working on Unity outreach. One person has made t-shirts to sell at Unity Picnic of WS Conference. There was a discussion for the need for both the Unity Conference Committee’s approval tor t-shirts. This is a committee decision and needs to go through group conscience, Also necessary to go through Unity Committee budget. Noted that luncheon may not be held at beach this year due to change in hotel location. Four articles for NewsGram have been completed. Noted that they arc not sure in which direction the Unity Committee should work. Discussed that one area held a

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Unity Day where they presented the history of CA in their area, which was done very well and was very moving. Spencer will contact Chair to inform him of WSBT discussion.

6. Structure & Bylaws — Amy

Been in touch with Karen — members are working on referrals from last year. In the last mailing the correct pages needed to revise the World Service Manual were finally sent.

7. Finance Committee — Susan Nothing to report.

8. Internet Committee — Leon

It’s been pretty quiet, although a couple of issues have come up, but hope to come up with some direction by the time of the upcoming Conference. A couple of individuals put up a group site, but did not follow the guidelines for a CA web site. The WSO is supposed to contact these web sites to let them know of the guidelines, but there is quite a bit of leniency in doing this. Need help from WSO to set up better written guidelines on how to enforce. There are currently 4 meetings on-line. Meredith will check on WSOB’s written policy to forward to Leon and will discuss getting someone from WSOB on committee.

9. Chips & Format Committee — Walter

See attached report included in Atlantic South Trustee report. Regarding CA Storybook submissions, have agreed that Trustee on committee will receive the stones and assign each story a number after removing the name (to protect anonymity), and then the committee will review.

TRUSTEE REGIONAL REPORTS

  1. Atlantic North Trustee — Amy

See attached report.

We are very excited, as Region is very small, but have been able to connect the areas up to share their experience, strength & hope — real progress is being made.

2. Atlantic South Trustee — Walter

See attached report.

3. Midwest Trustee — Spencer

See attached report.

4. Pacific North Trustee — Andy

See attached report.

5. Pacific South Trustee — Joe

See attached report.

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6. Southwest Trustee — Hal

See attached report.

7. Trustee-at-Large — Leon

Need report… requested via email 7/22/00.

Attended Florida panhandle, Stockton, Houston & Lancaster meetings. Handle a lot of emails.

8. World Service Office Trustee — Susan

See attached report.

9. World Service Trustee. — Meredith See attached report.

OLD BUSINESS

  1. News Gram — Andy & Walter

Established Trustee Committee is in place. Remove from Old Business.

  1. Negotiating Committee Guidelines (revised draft) — Meredith

Did not have at this meeting. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

  1. Non-Addict Position

Amy was to write an article for News Gram, explaining position, and will have by next meeting. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

  1. WSO Financial — Progress on Engagement Letter/Accounting Procedures — Susan Accounting Procedures have been written and are in place in WSOB. Haven’t heard anything on Engagement Letter with accountant — will discuss at joint WSOB/WSBT Meeting. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

5. Role and Relationship of the WSOB and WSBT — Joe & Susan

Discussed during Group Inventory and in discussion of Concepts.

  1. Starter Kit Follow-ups — Meredith

(Leave on Old Business)

Leon has not been receiving his letters. Delegates listed on letters to area are still incorrect, but should be taken care of after Conference. Leave on Old Business.

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  1. WSBT Officer Selection Procedure — Amy

Will discuss on next Conference call. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

  1. WSBT Communications — Andy

Would like to see communication between members continue. Will assign new phone buddies. Remove from Old Business.

  1. Co-Anon Relationship — Amy

Amy will ask AA how they reconcile AA with A1 Anon. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

  1. Seating arrangements for WSBT at Conference — Amy Discussed seating of Trustees.

MOTION PASSED to leave seating as is in first two rows at Conference.

  1. Service at CAWS Convention as a Trustee & Office Board — Meredith Verified the need for Trustees to be of service at the World Service Convention.

12. Trustee Responsibility Guide – Meredith

Needs to be rewritten. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

MOTION PASSED to accept the Trustee Responsibility Guide, as amended under Trustee-at-Large.

  1. Internet Web links — Leon

MOTION PASSED to refer to WSOB requesting to work with Internet Committee preparing procedures relating to web page violations of traditions and report back through WSBT the results.

  1. Policy on Hope. Faith & Courage International Sales — Meredith.

MOTION PASSED to discuss at joint WSOB/WSBT meeting tomorrow.

  1. WSBT Minutes Distribution — Amy

MOTION PASSED that we ensure that we get the November & March minutes in the next delegate mailing.

MOTION PASSED that any reports not at WSBT meeting, whether Trustee is in attendance or not, be to Recording Secretary within one week of the meeting in any format or “no report” will be listed next to Trustee’s name in the Minutes.

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MOTION PASSED that when Minutes are approved from May 2000 meeting at August 2000 WSBT meeting, that revisions be done immediately and be made available to delegates at Conference.

  1. Referral 003

Getting the long form of the Twelve Traditions written and approved for use at meeting, district, area and world levels as to give clarity of the traditions.

The WSBT has already requested AA approval and is still waiting to hear from AA World Services.

Amy needs to contact AA to discuss this further. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

  1. Referral 035

To implement the position of an International Trustee to address the needs for CA in foreign countries for the still suffering addicts and to develop specific ways to start CA meetings internationally.

This is being discussed in Long Term Planning.

MOTION PASSED to refer above referral as follows: We currently have a Trustee-at- Large who is available to respond to International issues and correspondence regarding traditions until regions are developed in those countries. This issue will continually be reviewed by the Trustee Long Term Planning Committee.

  1. Referral 064

Extend the term of the Trustee or realign it to end at the second quarterly meeting following the conference. This way they can providefollow-up with all the work created from the WSC and it would also allow the outgoing Trustee to work with the incoming Trustee for 6 months.

Financially this is not feasible at this time. In addition, procedures are in place to tacilitate communications between tormer and current Trustees. The Trustee Orientation Committee is preparing a New Trustee Integration Procedure and will continue to periodically review and modify these procedures as needed.

  1. Referral 066

(Leave on Old Business)

To make available the video presentation shown at the 1999 CAWS Convention in Milwaukee for Public Information and PISA use. Trustee legal committ.ee – copyright issues concerning the use of the music and people ’sfaces.

Amy spoke with gentleman from Milwaukee and he indicted he has already pursued waivers and he is to forward them to her. Keep on Old Business.

Next meeting scheduled for Thursday, May 25, 2000 at 8:30 a.m.

MOTION PASSED to adjourn at 10:40 p.m.

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Thursday May 25, 2000

The regular quarterly meeting of the CA World Service Board of Trustees, at the Scottsdale Plaza Resort, was called to order at 8:40 a.m.

  1. Quiet Time & Serenity Prayer
  2. Roll Call
Andy White Pacific North Regional Trustee Vice Chair
Spencer Barton Midwest Regional Trustee
Amy Beech Atlantic North Regional Trustee Corporate President
Meredith Glaser World Sendee Trustee Corporate Se ere tar}7
Hal Kelly Southwest Regional ‘Trustee
Walter Johnson Atlantic South Regional Trustee Chair
Leon Mason T ms tee-at-Large
Joe Stephens Pacific South Regional Trustee Corporate Vice President
Susan Turnbull World Service Office Trustee Corresponding Secretary

3. Reading of the 12 Traditions

OLD BUSINESS…continuted

  1. Referral 131

To provide this 1999 Conference with a job description of the Trustee-at-LM/ge. We declined to fill an open TAL position due to not having a job description at the 1997 conference. It has been two years, and we are going to fill an open TAL position this year. Please explain to Conference why we are going to fill an open position this year and if we do, why do we not fill the second open TAL position?

We announced that the WSBT wo aid be filling the second Tmsiee-at-Large position at the next conference. There is a general description of the Trustee-at-Laige position on page 4.2 of the WS Manual The WSBT have been attempting to provide more detail to that description. In the interim, the need to fill all the addict Trustee positions has become clear.

Our Trustee-at-Large positions are the positions in which we practice the greatest amount of flexibility and vision. This relates to spiritual and monetary needs. When there are large looming projects that may pull other ‘Trustees from their stated routine roles, the Trustee-at- Large ought to given these projects. When there are no major, long-term projects m the works, and our finances are at an ebb, it would not be functionally and spiritually sound to have both Trustee-at-Large positions filled until the need should arise. A Trustee-at-Large should be available to respond to International correspondence regarding traditions until regions are developed in those countries.

21. Long Term Planning (See New Business from March 2000) — Andy Moved to Long Term Planning on Agenda.

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  1. Fundraising – Leon

Questions on opportunity drawings and bingo nights. Would like to re ter to Convention Committee. WSBT should issue an opinion that we should not be involved in any gaming activities, i.e., opportunity drawings and bingo. Despite being an easy way to make money, it’s a dangerous way to do so, due to the differing laws in various municipalities.

MOTION PASSED to refer to Conference Convention Committee to bring the following motion to the floor: To keep sales of drawings, raffles, etc. to be sold only on site at CAWSO Conventions, thereby limiting exposure to liability from gaming officials and to comply with local laws and permits. Also keep permits obtained on file at CAWSO, Inc. three (3) months prior to CAWS Convention.

  1. Expense Reimbursements Procedure – Meredith

Tabled. Reminded Trustees that reports must be signed by WSBT Chair. Would like Susan to ask WSO to provide at each WSBT meeting the status of each Trustee’s budget. In order to expedite the receipt of Trustee’s expense check, please send the original expense report and receipts directly to the Office Manager at the WSO, and hex or email a copy of your expense report only to Andy so that he may then send his approval to the WSO.

LONG TERM PLANNING

Walter needs input on the Trustee-at-Large position from other Trustees by August 1, 2000. If no response, he will assume there is no further input. Although at this meeting, we accepted the Trustee Responsibility Guide, with TAL position included, although we are still looking tor further definition of the role. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

Discussed notes from Long Term Planning meeting in February 1998, which was compiled at CAWS 1997. Walter will email a prioritized list ot items from LTP to all Trustees.

Would like WSBT to attend the Long Term Planning Forum on Saturday afternoon at Convention. Hal & Amy will transcribe info on flip charts at meeting.

International Trustee — Discussion concerning duties of Regional Trustees with respect to countries outside the United States that are already assigned. Development of Cocaine Anonymous in other countries currently tails under the responsibilities of the Trustees-at-Large.

Would like to set up an Advisory Board for LTP. Susan will get a list of-all past’Trustees from WSO and provide to Walter by June 1. Walter will compose a letter of invitation to join in Long Term Planning, for review ot WSBT, to send by July 1 for response prior to next WSBT meeting. Will add to “TRUSTEE ‘TO DO LUST” to be discussed at next meeting on Old Business.

NEW BUSINESS

  1. Policy on Royalties of International Literature & Discounts — Amy. ‘Tabled.

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  1. Policy on Royalties of International Literature & Discounts — Amy.

Same as number 1.

  1. CAWS Convention Bids — Meredith

MOTION PASSED to recommend to Convention Committee to consider that host cities start bidding on locations a year further out to 3 years instead of 2 years.

  1. Standardized Regional Trustee Reports — Andy

Would like to see all Regional Trustees report the same basic information, i.e., meeting counts and contact phone numbers are helpful. Can also include this info in Orientation or Trustee Responsibility Guide.

  1. WSBT. Host City Committee Relationship

Concern with improving the relationship between all parties. The WSO rep could attend the Committee meetings more frequently, along with the Regional Trustee. Also have WSO Treasurer come out to meeting and explain procedures. Could be done on an as needed basis. Concern with the actual pro tit versus the price the tellowship/host city pays as a result of the strained relationship between the WSO/WSBT/Host City. The good to the fellowship as a whole is apparent with the Convention providing a chance for 1500 addicts to get together. Need a more clear report ot the finances (profit) made as a result ot the convention. Need more communication from Committee via Regional Trustee to WS Trustee, rather than only Committee Chair to WSOB Chair, to facilitate communications. Noted that concerns with previous Convention Committees seem to be lost in the year to year transition from host city to host city. Committee to work on communications & procedures relating to WSOB, WSBT & host city committee: joe, Hal & Amy. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

  1. Trustee Bulletins on Web Site — Leon

Could have a place on web site for decisions and procedures. As we develop more ways to organize the archives, etc., the members of the fellowship could look up in formation, along with the WS Manual, in .pdf form, which could be downloaded. Need to get with Webmaster John to see how much space is available on the CA web page, Would like to see a WSBT web page linked to CA web page, with Minutes, Action notices, Regional Sections, Trustee mailboxes, etc. Leon will look into logistics. Would like to see the WSBT maintain the web page. Could tie in with the TEC for things to look tor, but can’t be exclusionary. Leon & Hal & Walter are willing to get together to work on recommendations. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

7. Trustee Section in Delegate Notebook — Spencer

Leave on New Business,

8. Delegate Mailing Update — Meredith

Been handled by WSO.

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9. Trustee Preparation for Conference — Andy

Will handle on next conference call & Andy will send out email. Will add to “TRUSTEE TO DC) LIST” to be discussed at next meeting on Old Business.

  1. TEC — Walter

Amy and Walter have developed a statement to read prior to each interview. Follow up will be allowed in the form of neutral questions.

11. Special Interest Meetings & Groups at CAWS Convention — Amy & Joe

Tabled. Put on Old Business.

12. Info lines — Meredith

WSO called the various 800 numbers and info lines and a lot of them were disconnected or pager numbers or personal numbers or blocked. WSO would like Regional Trustees to follow up on the numbers for further clarification. Cheryl will photocopy the list and provide to each Trustee for the Regional Meetings at convention. Meredith will mail a copy of the list to WSBT. Will add to “TRUSTEE TO DO LIST” to be discussed at next meeting on Old Business.

MOTION PASSED to pay WSBT Recording Secretary an additional $50 to handle further business at convention and an extra 1/2 per diem.

13. CAWS Babysitting — Andy

Leave on New Business,

14. Internet — Walter

Discussed under Item #6 of New Business.

  1. Canadian Trustee — Meredith

Would like to address a referral to the Conference to realign regions and name the Canada split with their help. The WSBT is continuing to discuss and look at the issue.

Set Dates for next Conference Calls to Sunday, June 25, 2000 and July 30, 2000 at 6:00 p.m. PST.

MOTION PASSED to adjourn meeting at 2:15 p.m.

Respectfully submitted

In love and service,

Cheryl De Salvo

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