Jan 17, 2010 – WSBT Conference Call Minutes

CA WORLD SERVICE BOARD OF TRUSTEES RECORD OF CONFERENCE CALL

January 17, 2010

APPROVED

Since this report is a confidential CA document, for members only, it may contain members’ 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 anyway out Tradition on anonymity in public communications media (press, radio, TV, etc).

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WSBT Trustee Conference Call

January 17, 2010

10:00 A.M. PST

• 1012am PST – Begin meeting with a moment of silence followed by the “We” version of Serenity Prayer.
• Roll call

Lawrence Matlock – ASRT
Robert Lyle – ANRT
Joy Hutcheson – PSRT
Randy Groen – SWRT
Willie Bailey – WSOT
Richard Schafer – TAL/”acting” WST
Kim Sherwan – MWRT/Secretary
Nicholas Lynn – ERT/Vice Chair
Trevor Scheible – PNRT/Chair

Chair Announcements:

Trevor: Let’s try to stick to Roberts Rules when doing business online, this help with the process and avoid confusion in the future.

1) CAWS Convention updates:

-CAWS 2009 (Randy/Richard) – “Pass It On” – Has been received and forwarded to CAWS 2010.

-CAWS 2010 (Kim) – Committee is plugging along with the plans, continuing with fundraising…Tom and Yvette will be at the February General Committee meeting. Trying to get the committee to direct questions to the WSOB, and the DOO. At this time, according to Yvette and Willie, all spending requests, and other issues that needed to be approved are good to go. Board room has been confirmed for the week. There is some opposition on the committee by a few members to general suggestions, guidelines, and recommendations. Additionally, there is a continued criticism of the WSOB, WSBT, WSO, DOO, and WS Convention Committee and the guidelines by the Chair of CAWS 2010. Every attempt is being made within reason to have things run and function with unity, love and tolerance. Will be attending the February meeting.

-CAWS 2011 (Randy) – Going great! “Love fest”, February 13, five bands, full park utilization, kid friendly. Coffee sales are going well. Questions regarding the sale of coffee…have they secured the insurance binder, and the WSO requested the copy of the coffee label…need that to go to the office. Randy will follow up on. Were the t-shirt bid go through? There was no spending requests…nothing for the coffee, or the t-shirts. The committee had donations to go forward with initial start-up. Willie is concerned with this, as well as Richard and Joy. Move to New business…. Everything else is on track.

-CAWS 2012 (Nicholas) – Having a General meeting next month, as well as the Steering, and sub-committees. Question: Have they looked at the contract? Richard says the

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contract is being reviewed. Richard says that Jackie never contacted him. Yes the contract is being review, they need a letter of intent…but that will take longer then approving the contract. The fundraiser is being planned…working on the budget…and plan to bring an updated budget to the Conference. Question: regarding reimbursement to members attending the general committee meeting, etc, Nicholas has kept out of the conversations, but will follow-up. Joy: Question, have you forwarded the contract to the sub-committee…not yet, being reviewed by Richard, Willie, and Hayward Hunt first. The goal is the end of this month…

PLACE MARKER BUSINESS ITEMS

MARKER 2006.02.20 Copyright and trademark protection (Trevor)

• To remain on agenda for quarterly review NOTE: Renewal of CA logo in US due date April 24, 2010

The following marks have been registered in Canada:

1.Trademark:WE’RE HERE AND WE’RE FREE
Renewal Date:September 30, 20122.

2. Trademark:CA HOPE FAITH COURAGE & Design
Renewal Date:August 9, 2021

3. Trademark:COCAINE ANONYMOUS
Renewal Date: December 13, 2021

4. Trademark:CA
Renewal Date: June 12, 2022

MARKER 2006.08.13 Signature of annual corporate documents (All)

• To be completed @ at fall Quarterly

MARKER 2009.05.09 Financial status CAWS Inc.

Joy: Have not received anything, no bank statements…nothing.

Willie: Have requested them, hopefully will get them electronically, and will forward them to her by the end of the week. Full packets will be sent to Joy. – Update at Quarterly meeting.

OLD BUSINESS – MARKERS

• NADCP – (Boston, MA) (Richard, Robert) – MARKER/Update at Quarterly meeting

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Richard: Have had conversations with Yvette, she has had communications with drug court, have requested that she do the hotel reservations for Yvette, Richard, and members of the local fellowship. Requested info on booth placement. Willie is concerned with Yvette going right from CAWS 2010 to the drug court. Richard wonders if there is another suggestion. Willie suggests that maybe Tom could go. Richard reminds the group that the Drug Court is the public and professional representation of the WSO, and he thinks that when the calls are coming in, it would be nice if people could put a face to a voice. There potentially is an opportunity to open this to someone else, rather than Yvette…discussion ensued. No firm decision was made at this time.

• TEC – (Kim, Joy) – MARKER/Update at Quarterly meeting

Need TEC delegate and candidate information as soon as possible…Resumes for positions should be sent electronically to Joy and Kim. Need to take a look at question for position of WSOT.

• Canadian Region – (Trevor) – MARKER/Update at Quarterly meeting

Nothing new to report, will continue to review the process, some folks think that it may come up at the Conference. LTP will play a part on this. Remains on the LTP agenda

OLD BUSINESS

• Approval of minutes:

–0908 WSBT Quarterly minutes– Tabled from 0912 Quarterly.

Motion by Joy to approve the 0909 WSBT Quarterly minutes. Second by Willie. Motion passed. DONE

2008.04.14 CA Helpdesk site (Trevor)

Waiting for information regarding the replacement of the webserant, once someone is in place, we will be able to move forward. Update at Quarterly meeting

2008.11.11 AA permission (WSBT, WSOB) – Status of document:

Johnny_AA_Howitwork s.pdf

Johny letter: Randy is coordinating a pickup of documents that may include the original of this letter. Further research will be determined once we have this.

Regarding the HFC II that has HIW in it, stickered, and order is ready to be stickered for the UK… Update online/Quarterly meeting

2009.12.02 WSO move – Staff issues

Contract for the new office should be in the final review process, and should be approved soon. Regarding staff issues, new staff is being trained. Customer service person has been hired, and Yvette is looking at the office staff structure. Shannon and Denise are working with Yvette to get the office work done. Andrew is handling the warehouse. Kim is concerned about the amount of work that Yvette is trying to do, and thinks that we need to revisit the potential need for another office worker. The DOO should be handling the Drug Court, the conference, and the convention…All the additional office work such as delegate mailing, office move, hotel

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arrangements, and the customer service stuff might be best handled by a “general manager.” Willie has addressed these concerns with Richard…brought up at the recent WSOB meeting, and the potential of the Directors getting involved.

Richard does not feel that Yvette can handle the all of the work. Not sure what we need to do…we need to find someone who is capable to fulfill the position.

Joy is concerned about the “letting go” of a person who was capable of helping with the office procedures. Kim agrees with Joy…we need to staff the office so that it works well, and that everything gets done on time. Trevor is also in agreement with Kim, Richard, and Joy. Willie indicated that Yvette’s review had been done. Job description is not being followed. Randy thought that when we let the DRPD go, we had that authority…do we have the authority to let the DOO go…Dual reporting of the DOO is to us as well as the WSOB Chair. Defining this defines our discussion. There does seem to be a staffing issue. Joy is wondering if the WSOB thinks the WSBT is chopped liver? Richard feels we interviewed the candidates, we hired the current DOO, and we had a conversation in December with the current DOO regarding her position. We are in the authority to make decisions about the employment of this person. The DOO is not developing in the position as thought she might. Kim continues with her concerns regarding the “paid” director job performance. We are all willing to help, but she is a paid employee. Robert agrees. Robert also feels that Tom may not be doing his job. Tom is her direct supervisor… Nicholas echoes the concerns of the previous remarks. Trevor will talk with Tom, and with Yvette. Additional discussion ensued.

2009.12.03 APATAP 2011 – REMOVE FROM AGENDA Randy indicated that there is nothing for the WSBT to look at this.

General consciences of the CAWS 2011 group was that it needed to be further looked at in regards to the Anonymity Statement. Randy is requesting that is be removed from our agenda.

2009.12.04 Facebook pages reflecting tradition violations, and policy issues: re: C.A. logo, website address, etc… (Nicholas) Cease and Desist. 1/13/2010

Online:

Lawrence: http://www.facebook .com/reqs. php#/pages/ cocaine -anonymou s/254936635526 Here another site on facebook, with links to the convention.

Nicholas: Did we draft a letter to face book / contact them re – use of ” Our logo ” – if not ( I don’t think we did ? ) I feel this should go on our agenda in AOB ? This is not going to stop unless we take action.

Trevor: I don’t think we did either. From my notes it is hard to see who was lead, Nicholas, Richard, Joy and myself were on it. We need to deal with this asap. I will contact facebook tomorrow and ask them to take it down.

1/14/2010

Trevor: Just to keep you all in the loop, I contacted facebook this morning. I did not write a letter regarding the use of the name and logo. They have an online submission form I filled out. I

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listed the offending sites, and what the problem was. They will look at it and get take action accordingly.

Trevor is waiting to hear back from Facebook, additionally, AA has a publication that deals with the anonymity of social networking. – Follow-up online/ Update at Quarterly Meeting

Responses to correspondence received from the fellowship:

#1) Question(s) from Jeff B. – Tradition 6. (Nicholas) – DONE Moved to Online for approval – 1/17/2010

See Correspondence and approved response online – See Online Minutes 0912 – 1002

#2) Correspondense from Russell S. – (Nicholas, Robert, Lawrence, Joy, Willie) Posted to the subcommittee, will move it to online for approveal 1/17/2010 Approved response on line – See Online minutes 0912 – 1002

From: russell s.

Sent: Tue 11/24/2009 2:18 PM

To: Board of Trustees

Subject: please

Hi Kim

I hope all is good with you.

Can you please bring these concerns to the WSBT and respond accordingly.

1, Is this report the actual view of the WSBT or an individual Trustee, who in my opinion should learn about not ‘telling the groups to stop’!! Since when have the WSBT told the groups to do anything?? Also, the procedure for the office move…. is this how we learn of such a major change? Should the delegates not have received a well considered statement of sorts. Below is a copy of the report that is being sent out on various loops

• Trustee report
• The 08-09 budget was short about $35k. 7th Tradition donations are way way down and CAWS has to make some changes.
• WSO will be moving to Carson in January, cheaper rent and bigger place.
• World Service has asked CA not to change the ‘Alcohol’ to ‘Cocaine and all mind altering substances’ in regards to Chapter 5. They have allowed us to make those changes in regards to the 12 Steps and 12 Traditions. This is also in our latest story book HFC ll, the book will be changed in later printings but AA WSO will allow us to sell of our already printed copies in

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the United States. We will not be able to sell this version outside of the United States at all. If you are reading Chapter 5 in your f2f meetings as part of the format with the substituted ‘Cocaine and all other mind altering substances’ please stop. It can read it in its unaltered form.

2, A new Delegate contacted me concerned that due to the appearance of a letter from AAWS (that I saw a couple of months ago) the Chair of WSBT suggested that we (CA) would be going back to AA to……’whatever’. Why was this brought to the LCF, why was it suggested to go ‘offline’ and take this discussion to a selected few?? As I remember it conference asked certain (and specified) board members to visit AA, ask if we could use HIW and act accordingly. I have since heard that we can no longer use it although old inventory can be sold in the US. So, AAWS said no, simple…, so why would the WSBT or members within the WSBT wish to go back and challenge the current conscience of AAWS. The sooner a formal response/statement is put out to the fellowship the better…..or not. However, if the board has not made and forwarded a statement then why are members of that board making such statements??

3, The response to the 2 questions i sent a while ago are overdue…..update please.

I would like to clarify that I respect support and encourage the work that the WSBT do for us, as stated in the ‘AA manual for WS’ many members do not realize that their recovery was secured by the work of the Board….I do realize the fact, I am very grateful for your work……as a reformed anarchist however I still believe in the right to challenge and hold to account all authority, these loving principles are also outlined within our concepts. Keep up the good work.

In loving service

Russell

2009.12.05 Facebook pages reflecting tradition violations, and policy issues: re: C.A. logo, website address, etc… (Nicholas) Cease and Desist.

SEE OLD BUSINESS

2009.12.06 PNR issue regarding waiver sheet (Trevor, Nicholas, Robert)

Motion to approve by Kim, Second by Robert. Motion passed. Trevor will send out and copy to Kim to “close” – DONE

As part of the agreement for Cocaine Anonymous members to use church facilities at First Evangelical Presbyterian church in Renton, Wa. each member is asked to read and sign the following hold harmless statement. Each attendee must sign his/her own form in order to participate in C.A. meetings at First EPC

Each member agrees to the following:

1. As a member, I assume all responsibility for any accident or injury or any other loss resulting from participation in C.A. activities and use of church grounds and other church facilities. I will hold harmless C.A. leadership and First EPC, its

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members and employees.

2. I agree that if an injury occers while participating in C.A. activities I will not, under any circumstance, submit a claim against First EPC, C.A., or any insurer of either organization, but rather use my own private insurance coverage and accept personal responsibility for all such injury or other loss expenses.

3. I either: 1) have inspected the facility and have informed First EPC and C.A. of any safety concerns, or 2) Accept the facility “as is” and assume all responsibility for accident and/or injury for myself and/or any of my family members. I realize I am under no obligation to use the facility.

Each member understands that he/she is participating in C.A. activities at First EPC at his/her own risk.

_______________________________
member signature

_______________________________
printed name

_______________________________
Date

Response

Scott,

Thank you for your inquiry to the WSBT. We appreciate your bringing this matter before us. On occasion, we in C.A. must have dealings with those outside the fellowship. This can take on many forms, one of which is that of a tenant/landlord relationship. In order for us to hold meetings, we must obtain a space to do so. This usually means contracts with outside sources. As long as we are not affiliating with these entities, there is no conflict with the traditions.

In this instance, we are dealing with a landlord who has requested something that may be outside the scope of the traditions. It is important for us to remember that they, as our landlords, can set any rules or terms of lease. They as owners of the space have that right. It is our job to make sure we are following their mandates to the best of our ability. However, in this instance, we may be dealing with something that can hurt the group, as well as C.A. as a whole.

The first thing to consider is if or how this affects the fellowship as a whole. Does being asked to sign a legal waiver draw new members in, or push them out. From my own personal experience, I would not have stayed if one of the requirements for meeting attendance was to sign a form, disclosing my full identity. Newcomers are the lifeblood of Cocaine Anonymous. Our primary purpose is to carry the message to them. We need to attract new members, and the requirement to sign such a form may hinder that from happening. In essence, we would be asking our members to break their anonymity. Further to this we of Cocaine Anonymous guard our 3^rd

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Tradition vigorously. It states “That the only requirement for membership is the desire to stay free from cocaine and all mind altering substances. “Signing anything as a requirement to attend would violate this most sacred tradition.

An alternate idea may be to approach the church, explaining to them the importance of our traditions, and pointing out that by following their mandate, we run the risk of scaring people away, rather than draw them to us. If your area carries its own insurance, that may help as well. By discussing this matter with an open and honest dialogue, you might get them to change their minds. If, however, they are firm in their resolve, we would invite your group to hold a group conscience, fully considering all aspects of the situation. Surely if we place our principles above all else, a loving Higher Power will guide us to a solution that satisfies all.

In Love & Service,

WSBT

#3) Correspondense from Geoff – (Randy and Kim) – DONE Moved to online for approval 1/17/2010

Approved response online – See Online Minutes 0912 – 1002

Below is the result of your feedback form. It was submitted by on Saturday, January 2, 2010 at 08:47:12

—————————————————————————

Name: Geoff

City: truro

StateProvince: Cornwall

AreaRegion: UK

Subject: Serenity Prayer

Message: Dear trustees

Recently a discussion of weather the Serenity prayer is CA approved or not has been discussed. The full version was post on HFC online, though most only us the edited version. please could you tell me if the prayer is approve as it is not on page 62 of the WSC manual, or has it just been adopted by groups?

Thank you

Geoff P.

CA

HFC secretary

#4) Correspondence from Quin – JOY will take the lead on this, Richard, Trevor, Willie Moved online

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From: Quin B.

Sent: Wed 1/13/2010 9:11 AM

To: Board of Trustees; CAWSO; Tom Phelan; Willie Bailey; Yvette

Cc: Diane W.; Michael W.; Karmen K.; Michael K.; Sharon S.

Subject: Continual confusion

I wanted to share with you a couple of recent examples as to why the WS Convention Committee guidelines are of little use. Yesterday our Trustee, Paid Director and members of CAWS 2010 had total confusion as what to do with getting approvals regarding secondary artwork and items afforded us in our contract.

First, relating to our artwork, we received this feedback. our Trustee sent out back to back emails stating “On the side of caution I would submit it to the WSOB for approval” and then “I would submit any artwork that you want to use to the WSOB for approval”,.

Second, relating to items afforded us in our contrat, our Paid Director stated that “I would think that the committee could/should decide, however I am new to this and that’s just my thoughts”.

And third, our Decoration co-chairs stated right out of the guidelines that there are no requirements for approval.

I am not knocking our Trustee, Paid director or our Co-Chairs. What I am knocking are the guidelines and the process. Nobody knows, so we should just have everything approved to be safe??? Puts alot of undo work on the WSO and WSOB and stalls the Host City.

A member of our committee stated to me that there is a real disconect between the Host City, WSO, WSOB, WSBT and the WS Convention Committee. As Chair of CAWS 2010 I have no idea who the WSCC Chair or Vice-Chair is, was never informed to keep them apprised as to our jouney and struggles

I am just giving you examples of the lack of guidance in our guidlines and how it is playing out and causing confusion for committees that are working so hard to have a great convention.

As I stated in previous emails to the WSOB and WSBT, there is a huge problem here that is going to cause this fellowship great financial distress real soon. Possibly as soon as 2013. Solution: start giving control back to Host City. Once the hotel contract and budget is approved the Host City requests checks with corresponding information, WSOB & WSBT approves anything that has the CA logo, name and block letters on it, and the WSO handles registration. All else the Host City takes care of. Very simple and could free up our paid employees and volunteers to inform people that “Were Here and Were Free”. Q.

In-Conference Referrals to be addressed: Moved to Online – due at the Conference

Referral # 6021 (Quin B.) – Joy-lead, Richard, Willie, Kim

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We currently have a line item in the budget that pays for the trustee banquet dinner at the world convention. I have been told by the trustees that this is part of their job description. It is for appearance reasons and the WSOB feels they should be present. I am also told that the members of the WSOB also receive the same. They are not announced or present at the meal so who would know they come out of there. Banquet meals are expensive ($50-60) and for the majority of the fellowship who can not afford or choose not to pay for an expensive meal like this. This is not a situation where we as a fellowship should foot the bill for this. I think there are better ways to use the fellowships money.

Referral #6140 (Nick A.) – Richard–lead, Joy, Nicholas, Trevor

Create a trustee manual. Every other committee has a manual or more detailed information. I think it would help the fellowship better understand what the trustees do and how they do it.

Referral #6045 (David C.) – Randy-lead, Lawrence, Robert.

The election procedure for electing trustees is not transparent. It happens in secrecy behind closed doors with members not allowed to attend. Why is this? Why can’t we echo the process in AA and described in their manual?

Referral #6150 (Susan B.) – Trevor-lead, Willie, Joy

That when a meeting with AA regarding C.A. language in “How it Works”, the WSBT make sure that it has international approval of such language in writing for the purpose of C.A. unity and a resolution to this issue once and for all.

Referral #6303 (Gerald C.) – Lawrence-lead, Robert, Trevor

As a delegate from Quebec, I ask that this attached inquiry be addressed in the form of a motion or a statement.

Referral #6305 (Gerald C.)- Robert-lead, Nicholas, Lawrence

What do we say to members who say (and enforce in their group) that you need to be a cocaine user to be allowed to share or hold a service function?

Post-Conference Referrals to be addressed: Moved to Online – due at Conference

Referral #6315 (Kevin M.) – Joy-lead, Richard, Trevor

Put a moratorium on area splits. Develop a trustee methodology for mediating intra-area disputes to minimize the requests for splits of this sort.

NEW BUSINESS

2010.01.01- Sales of HFCII outside of the US (Nicholas)

This seems to have been addressed. HFC II will have to be universal, one publication. Locating who had the correct files…Cynthia is currently looking over the copy she has to determine as to whether or not it is the correct one…focus is to have one copy of HFC II, that does not contain

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any AA literature. WSOB approved for one publication, waiting on LCF to provide it to the office. WSBT approved a $5000.00 to print HFC II without AA literature.

Robert had questions regarding the French publication, Trevor will follow-up with Robert with info. Update at Quarterly meeting.

2010.01.02- Licensed Printing of Literature (Nicholas)

Overseas printing of literature: has there been any inquire as to obtaining a license to get it done overseas, rather than printing it in the US, and shipping it. Would like to have it on the agenda, and in LTP for further discussion. Trevor indicated that it is a great idea…need quotes for publishing, and further info needed to regarding licensing. Will follow-up with Quebec Area as to what took place when they did it. UK fellowship is now giving away AA books, rather than CA books because of the cost of the book…printing it locally could insure that the newcomer in prisons and in institutions would get a CA book, it would reduce the cost of the book. Update at Quarterly meeting

2010.01.03 – WSOT- ratification/ term of service (Willie)

Why is the WSOT ratified by the WSOB and no other trustee is ratified…Richard believes it is because the WSOT holds a vote on both boards. Or could it be because the word “Office” is in the title. Joy, recalls that the WSOT, is the office trustee. That is why they ratified the person in that position. Referral? Only directors of the WSOB can be considered for the WSOT position…

Update at the Quarterly Meeting

2010.01.04 – Letter to Quin (Trevor)

Motion to approve by Joy, second by Willie. Motion passed Trevor will get that sent out. – DONE

Trevor Scheible

pnrtrustee@yahoo.ca

403-477-6676

World Service Board of Trustee’s Chair

Dear Quin,

I am contacting you with deep concern over some of the emails and comments that have been sent, mainly those directed personally at Kim Sherwan, the Midwest Regional Trustee. Volunteers serving on the CAWS 2010 World Service Convention Committee serve the fellowship the same as those who serve you on the WSBT, each of us doing so out of our love for the entire fellowship. .

I, as well as the WSBT, am appreciative of the tremendous efforts that the Wisconsin Area is putting forth in preparing for the upcoming Convention for the fellowship. I am looking forward to attending. The purpose of our convention is to promote unity, as well as raise funds by which CAWSO can operate. This should and can be accomplished without tearing a fellowship apart. The Twelve and Twelve tells us, on page 130, “In the world about us we saw personalities destroying whole peoples.” The hardest lesson I have had to learn is that I can co-exist in this fellowship with those I may not like or agree with. When dealing with one another,

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“love and tolerance of others” being our code we ought never to resort to unkind words and accusations. We are all but trusted servants, doing the best job we can.

I understand you have expressed ideas and changes for the Convention. Some of your suggestions may be advantageous for the WSOB to make for our upcoming convention hosted by Wisconsin. Others may be best put forth as a referral to the Conference to address. In these matters, however, the group conscience of the conference is still in effect. The WSBT has no authority, except at great need, to make changes to that group conscience.

The members of your WSBT welcome questions and concerns regarding any aspect of Cocaine Anonymous. If you have an immediate need or question, I am available to you at any time, either by phone or email. The WSBT will also be available in Milwaukee should you desire to meet privately with us and express any concerns you may have. We are ultimately responsible to the fellowship.

In Love & Service,

Trevor Scheible

2010.01.05 – CAWS 2011 fundraising (Randy)

Will look into this with the committee. Willie is concerned about that events are being held without WSO knowledge or approved, Randy does not think that is the case. Joy is concerned about comingling and earmarking of funds. Will look into “spending requests” being sent to the office…Randy feels that if there was no spending requests, then start up funds were raised by the Area. Willie indicated that none of the requested items/documents needed for the sale of the coffee did not come forth, yet it would appear that the coffee is being sold without the items sent to the WSO. WSO concluded that the CAWS 2011 was not moving forward with the fundraiser. Randy recalls seeing emails regarding the label, and the insurance…

Randy will follow-up on this. Also…items regarding Worldly indeed t-shirt as well.

Update at Quarterly meeting.

2010.01.06 – Former WSOT looking to present resume for DAL. – DONE

Elizabeth S. wanted to chat with support system, and others regarding her potential fulfilling the DAL position at the WSOB. Looking for feedback from the WSBT. The WSBT welcomes the willingness that Elizabeth has to fill the position, and welcomes her resume and God’s hand in the outcome.

Motion to close by Randy, seconded by Willie. Motion passed.

Meeting adjourned at 1252pm with the Serenity Prayer.

Respectfully submitted by: Kim S.

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