WORLD SERVICE OFFICE BOARD
SEPTEMBER MINUTES
September 15, 2018
OPEN MEETING @ 9:05am
SERENITY PRAYER – Led by Randy M.
9th TRADITION – Read my Allison
89h CONCEPT – was read by Yvette
BIRTHDAYS: None
ROLL CALL & QUORUM DETERMINATION
Present were Randy M. (Chair), Alesia F. (Vice Chair), Allison M. (DAL), Brenda M. (Secretary.), Ron D. (DAL), and David C (DAL) (Kevin M. (WSOT) and Yvette H. (WST) Quorum is met.
Guests: Henry
CHAIR ANNOUNCEMENT(s)-
1. At the end of today’s meeting the executive board will interview David C for open DAL position.
2. Linda, Alesia and Allison are busy with preparations for the Conference.
3. In answer a question for Johan The explained the board’s expectation for his monthly convention updates. MOTION: Brenda M moved to take the convention report out of order on today’s agenda, Linda F seconded; motion passed
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – MOTION to approve the minutes from the 08/15/2018 WSOB was made by Brenda M, seconded by Alesia F.
Motion passes unanimously.
MOTION TO HEAR THE CONFERENCE COMMITTEE REPORT OF ORDER ON THE AGENDA was made by made by Brenda M. seconded by Allison M; motion passed
SEVENTH TRADITION – 7th tradition was observed
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CAWS CONVENTION REPORTS:
A. CAWS 2019 – Sweden –Johan T. No Written report – Verbal Highlights
- Lottery site has been taken down
- Currently we are at 1000 room nights.
- The committee is working on raising awareness about the convention both locally and abroad. o The new Trustee Sara attended the last meeting and is now on the steering committee.
- The committee has 3 bids for merchandise vendors for review and approval of the WSOB o The information package will be forwarded to the WSOB
- Ten (10) fundraisers are schedules in Sweden
- 50 rooms are set aside the WST Trustees and the WSOB
- Johan agreed to provide a written report for the WSOB monthly meeting
OFFICE DIRECTOR REPORTS
Director of Operations- Linda F. Written report submitted Not present
Highlights: The final approval for the email provider was discussed. The process of moving to zoho.com is underway.
DIRECTOR REPORTS
Chair – Randy M. – Written report submitted
Highlights: The WSOB should move forward with the 2018 referrals. We will discuss and assign them in new business.
Vice Chair- Alesia F – No written report – No highlights
Treasurer – Open. No written report – No Highlights
Secretary – Brenda M. – Written report submitted
Highlights. A motion log has been created to track WSOB motions in one document. Project plan for HR projects submitted and discussed, with a focus creating job descriptions for the purpose of recruiting.
Director at Large – Pierre K. Written report submitted – Not Present No Highlights
Director at Large – Ron D. Written report submitted-
Highlights: Discussed some of the actions in the closing report for unity committee.
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Director at Large – David C. Written report submitted
Highlights: Participated in the Euro PI committee call. They are tasked with providing cost information to attend a drug court event to the WSOB for the review and approval.
TRUSTEE REPORTS
WSO Trustee – Kevin M – No Written Report Submitted
Highlight: Discussed his disappointment the conference decision to not approve a small version of the WSM for translation for our non-English areas. The referral may be resubmitted for further consideration.
WS Trustee – Yvette H – Written Report Submitted
Highlights: Jay from the Conference contacted Yvette to let us know that the Sheraton has a new sales manager who wants to provide us with a new contract with better options. Some of our membership would like a new location. Outcome in pending.
COMMITTEE REPORTS –
Finance – Open Written reported submitted –
Structure & Bylaws – Kevin M.
Highlights: Next meeting is on 9/23/18 to review after conference results. The committee will discuss the possibility of changing the number of votes at the conference; new areas via existing areas.
Convention – Brenda M. The next meeting is 9/16/18 at 10 am.
Comments: Leaving for Mexico that day but will attempt to all into conference.
Conference –Linda F. and Alesia F. –
Highlight
Two news position were created for the committee. These positions will handle the Kick-dinner, the unity dinner which were successful new addition to this year’s conference. With addition position they can improve the referral tracking process.
Unity– Ron D.
The committee is working has completed work on next year’s theme and logo. Will attend the upcoming conference call scheduled for 9/29/18
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Literature, Chips & Formats – Pierre K.
No highlights
Hospitals & Institutions – Pierre K.
No highlights
Public Information– David C
Comments: Committee continues the work to get CA increased visibility at drug court.
The meet and greet at conference is being supported by local and world PI
IT – Randy M. No report
Archives – Yvette H.
Highlights: The Archives committee visited CALA Central office to see their archives. They took photos of old merchandise.
European sub – committee – Randy M
The dates and time for conference calls are pending.
B. CAWS 2020 – Austin – Susan L.
C. CAWS 2021 – New York – Alan S.
GUEST REPORTS:
None
On line motion and approval of the Sweden Speaker was ratified.
UNFINISHED BUSINES
A. Office assignments
Language on Royalty Agreements – (meaning the way the agreement is worded) Still Pending
“Smart” option for recurring donations. Pending
B. 800 Number – Earl / Linda- No updates Pending
C. Ad Hoc Committee
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D. Conference referrals
WSOB 2018-1 From Heidi J. Washington Area (Post-Conference)
That the internal WSO guidelines be updated to include under the WSO Treasurer position: WSO Treasurer is responsible for preparing the “Proposed following year WSO Budget, which is then forwarded to the Finance Committee in March of the current year, for the Finance Committee to review before forwarding onto the Office for the June Delegate mailing.
WSOB 2018-2 From Bart CA Holland Area and David C. UK Area (Pre-Conference)
3.Create guidelines for movements of funds, from World Service, to European sub committees. At the moment although funds are being made available by World Service the process of moving this money is problematic and unreliable. This could involve appointing Treasurers for World Service European subcommittees?
Currently the unreliable movement of money results in members using personal funds to cover costs. European sub-committee Treasurers would open bank accounts in accordance with financial guidelines and hold seed funds for forthcoming events.
Personal experience: As Euro PI Chair I requested CAWSC PI chair on 27th of January for agreed funds for European PI summit. On 31th we received approval from trustees, On the 1st of February CAWSO got involved and agree to wire the money, On 22th February the extra details were received. On 6th of March 2018 we received finally the funds. The event is the end of March. The former European PI chair had the same experience last year!
WSOB 2018-3 from Kerry-Jane G. CA UK Area (Pre-Conference)
I would like to refer the attached Translation Process document into conference for subsequent editing, approval and publishing wherever the conscience of the conference deems fit. It is designed to be a fellowship-facing document as I am aware that there is already an internal process document.
To give you some background into its creation…
Over here in West Country and South Wales District of CAUK Area, we have previously hit barriers to performing PI work within Wales due to not having bi-lingual literature. Welsh Assembly Government dictates all literature publicly displayed – in particular in Government funded buildings (for example, Her Majesties Prisons, NHS Hospitals, GP Surgeries etc.) must be bilingual. This prompted us to get 3 key items translated and approved – the CA logo, the ‘What is CA?’ pamphlet and a conference approved poster. This process is now complete.
However, in undertaking this process, we were never sure of the process before we embarked upon it. Were we to translate the literature locally or would the WSO perform this task for us? Emails to Translations Committee were ignored and never responded to. Emails to the WSO were also ignored and never responded to. It was only through liaising with the European PI Committee and contacting the European Trustee that we finally made any progress, the process explained and the right persons contacted to expedite this task.
I feel given the rapid growth we are experiencing over here in the European Region, that the need for a clear outline of these processes is now required by our fellowship. The attached document outlines the 3 key translation processes we embarked upon;
1) Literature Translation process
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This is the process that was outlined to us by the ERT and indeed the one which we followed to get approval for the Welsh version of the ‘What is CA?’ pamphlet. This process was written after direct consultation with the European Regional Trustee and she has approved this draft after providing additional input into its creation.
2) Poster Translation process
This was a grey area and no-one could seem to give us a definitive answer. Were conference approved poster translations required to go through the translations process or was this simply considered housekeeping? After consultation with our TAL, Jason L, he confirmed that this process is indeed simply housekeeping. However I would like to see this communicated to the wider fellowship so our fellows are aware of their ability to translated and approve these poster translations within their own Areas.
3) Logo Translation process
This process was created after I created an editable CA logo template (through the process of creating a Welsh CA logo). After much consultation on what to do with this resource, it was passed directly onto the WSO. This process was written after direct consultation with Director of the WSO, WSOB Trustee, and European Regional Trustee.
The publishing of this process will announce to the fellowship that we now have this capability and can assist new Areas by providing a WS approved logo translated in a consistent branding/design format.
Please find attached an editable version of the document in MS PowerPoint format. I am happy to assign all IP over to the fellowship accordingly.
Please also find a link to the documentation NA has published for its fellowship surrounding this same topic for
reference/comparison/inspiration:
https://na.org/admin/include/spaw2/uploads/pdf/TBasics_complete_2008.pdf
WSOB 2018-4 From Kerry-Jane G. CA UK Area (Pre-Conference)
I would like to make a referral for the creation and publication of a brand style guide for our fellowship.
I have created a basic document that could be used as a starting point that is open to improvements/amendments/further expansion as the relevant committee deems. I am happy to assign all IP rights to the fellowship accordingly. Due to its size, I will send the editable MS PowerPoint document into the conference committee via email – it is too large to attach to this referral form.
A brand style guide is a document containing the rules and guidelines for the composition, design, and general thematic look-and-feel of all of a brand’s collateral. Developing a consistent brand starts with creating a brand style guide. I believe that the more our fellowship grows, the greater the need for a consistent branding approach with clear-cut directions for our membership to follow, in particular to guide the creation of event flyers, posters and CA websites etc.
In CAUK Area, we are seeing an increasing amount of rogue CA logos appearing on literature – namely, event posters/flyers. In fact, if you Google ‘Cocaine Anonymous Logo’ and click ‘Images’ you will see that the FIRST logo that appears differs from the one that appears in the World Service Manual.
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In the process of creating a Welsh CA logo for my local fellowship, I found I had created an editable CA Logo template. Upon the guidance of our Delegate and Regional Trustee, I passed this resource directly onto the WSO who are now utilizing it.
I believe that logos have been recreated by local fellowships in the absence of availability of high-resolution logos that can be used for print purposes. I know from experience, when I emailed the WSO for a copy of a high-resolution logo, my response was not fulfilled for several months and indeed until a trustee became involved in the issue. I know that the creation of the WSPI website – www.pimembersarea.org will go a long way to solving this issue, however I still believe our fellowship could benefit from some really clear cut directions in creating CA branded literature.
I believe we also need some clarification around the exact Pantone the WSO uses…the WSM states; “Although not officially adopted, when using the green color traditionally used by CAWSO Inc., the Pantone # is 3292 and the calibrated CMYK values be used.”
I believe this sentence is missing some vital information. Which Pantone 3292 are we referring to? From a graphic design perspective, there are actually 2 different options – Coated and Uncoated (potentially more if we included Extended Gamut) and the CMYK values vary depending on which one you choose.
WSOB 2018-5 From Susan B OSA (In-Conference)
That the WSO provide info on who received starter kits for publication in the NewsGram. Thank you for your consideration!
WSOB 2018-6 From Katie B. Arizona Area (In-Conference)
I am concerned that Montreal lost so much money. I understand some of the reasons due to Airbnb and not meeting the hotel block, getting across the border, etc. I request that the WSOB take a long hard look please at what can be changed to ensure that the lessons learned from Montreal will not be repeated ever.
Also are there perhaps other ways to raise funds so that CA is not so reliant on the success of conventions to survive.
Can/should the WSOB perhaps form an ad hoc committee of its members, some past convention trusted servants and delegates to sincerely explore all of these options and more? I would volunteer to serve on such a committee.
NEW BUSINESS
A. WSOB Meeting Dates to the end of the year.
1. October 20, 2018
2. November 17, 2018
3. December 15, 2018
Motion to Adjourn – Allison
Meeting adjourn at 12:30 pm
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Respectfully Submitted
Brenda M.
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