COCAINE ANONYMOUS WORLD SERVICE BOARD OF TRUSTEES MINUTES OF THE REGULAR QUARTERLY MEETING
Since this report is a confidential CA document, for members only, it contains 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 our Tradition of Anonymity in public communications media (press, radio, TV, etc.).
November 1998
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CAWSBT REGULAR QUARTERLY MEETING
Friday, November 13, 1998
Culver City, CA
The regular quarterly meeting of CA WORLD SERVICE BOARD OF TRUSTEES, at the Radisson Hotel was called to order at 7:15 P.M.
1. Quiet time and the Serenity Prayer.
2. Roll call:
| Walter Johnson | Atlantic South Regional Trustee | Chair |
| Scott Stokes | Midwest Regional Trustee | Corresponding Secretary |
| Susan Turnbull | World Service Office Trustee | – |
| Steve Amelotte | Southwest Regional Trustee | |
| Joe Stephens | Pacific South Regional Trustee | |
| Amy White | Pacific North Regional Trustee | Vice-Chair |
| Barbara Brandis | Trustee-at-Large | |
| Amy Beech | Atlantic North Regional Trustee | |
| Meredith Amos | World Service Trustee |
3. The Twelve Traditions were read.
4. Personal sharing was done.
5. Trustee reports were dispersed and reviewed (details of each to follow).
6. WSBT Officer Reports:
A. Chairperson: Walter Johnson
He has been in touch with Scott Stevenson regularly. Scott sends Walter the high points about what is going on with the Board. This is as a result of the joint Board request for improved communication between the two Boards. He received a letter from Russia via the American Embassy. The letter will be discussed in New Business. He has been working hard to stay in touch with everyone.
B. Vice-Chairperson: Andy White
No report.
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C. Corresponding Secretary: Scott Stokes
He called the Office Board regarding any correspondence in the WSBT box, and was told there was nothing. The process is to be that all mail that is placed in the WSBT box is to be sent to Scott. He received one document from Meredith, to be placed in the archives. That was the letter that went out to Louisiana. Susan will let Mary know how to handle all correspondence that comes for the WSBT.
TRUSTEE COMMITTEE REPORTS
1. Conference Committee – Meredith and Walter
Meredith has not had a chance to talk to Donald. She has talked with Jay and given him some guidelines, etc. The new position of the Conference Coordinator is going to work; things are going well. Her goal is to be a little more “hands-off* and to allow the Committee to get more active.
Walter plans to get more involved this upcoming quarter.
2. Trustee Election Committee – Steve, Joe and Susan
Steve has received resumes from the Southwest Regional slate. One region has provided a slate for the Trustee Election. Steve requested that each Regional get all the resumes for their region for both the slate members and the nominees. In addition, he added that he must know who the delegate is for each region.
Joe stayed in contact with the delegates in each area. He is trying to make sure that each area has their nominees in by February for the Regional Assembly.
3. Finance Committee – Barbara and Scott
Scott made a motion regarding this Committee.
MOTION: The Trustee Finance Committee be furnished with a copy of the WSO check register and a copy of the bank statements for CA, monthly. SECONDED.
Friendly Amendment: To redact the account number on the statements. ACCEPTED.
Much discussion followed this motion. There was a call for a vote. 7 in favor, 1 opposed. MOTION PASSED.
4. Legal Committee – Amy and Barbara
Amy went over the WSO Employee Manual. She has some concerns and things there should be some revisions. Amy and Barbara will get together and discuss it. A subcommittee was formed: WSO Employee Manual. Amy, Barbara and Susan will be the members of the subcommittee.
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5. Negotiation Committee – Meredith, Steve and Walter
Meredith reviewed all contracts pertaining to the World Service Office. She is continuing to collect bids for the purchase of TV and video equipment for conferences. She is beginning the process of reviewing the previous billing from Aloha Conference Calling in order to negotiate a lower rate. She also requested a three-year bid from the Radisson. In addition, Meredith secured the Radisson for 1999.
Regarding CAWS 2000, the Scottsdale Convention contract was signed. It is to be held at the Scottsdale Plaza.
Regarding CAWS 2001, she forwarded the last two years of hotel contracts for CAWS conventions to Leslie (via Amy). Meredith will send the third-year contract as well
Meredith referred the Radisson bid for the years 2000, 2001 and 2002 to the Conference Coordination Subcommittee of the Conference Committee.
6. Newsgram – Andy, Amy and Walter
Any has not been able to get in contact with Steve. A motion was made.
MOTION: Susan help to coordinate a conference call between Andy, Walter, Amy, Susan, Mary and Steve within the next 30 days to discuss the Newsgram. SECONDED. 6 in favor, 1 opposed. MOTION PASSED.
7. Orientation Committee
No report.
Meeting was set for 9:00 A.M. on Saturday, November 14, 1998.
Closed with the Lord’s Prayer.
Meeting was adjourned at 10:45 P.M.
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Saturday, November 14, 1998
1. Meeting was called to order at 9:15 A.M,
2. Quiet time and the Serenity Prayer.
3. Roll call:
| Walter Johnson | Atlantic South Regional Trustee | Chair |
| Scott Stokes | Midwest Regional Trustee | Corresponding Secretary |
| Susan Turnbull | World Service Office Trustee | |
| Steve Amelotte | Southwest Regional Trustee | |
| Joe Stephens | Pacific South Regional Trustee | |
| Amy White | Pacific North Regional Trustee | Vice-Chair |
| Barbara Brandis | Trustee-at-Large | |
| Amy Beech | Atlantic North Regional Trustee | |
| Meredith Amos | World Service Trustee |
4. The Twelve Traditions were read.
5. Read and discussed Tradition 3.
6. Read and discussed Tradition 4.
7. Read and discussed Concept 7.
8. Read and discussed Concept 8.
9. Minutes from August were reviewed and accepted with changes.
10. NEW BUSINESS (with Sponsor). The following items were placed on New Business.
- Letter from Russia – Walter , B.
- Trustee Referrals from Conference – Walter C.
- Handling of Correspondence from the Public – Barbara
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- Trustee Slate Resumes – Steve
- Long-Term Planning as a Standing Committee – Scott
- WSOB Director Elections and Structure – Scott
- WSC Host City Registration – Steve
- Business With Outside Vendors – Scott, Meredith
- Trademark Infringement – Amy
- Who Determines CAWS Room Rebate Amount – Meredith
- Question Concerning CAWS Booking Hotel Rooms for CAWS Convention – Amy
- Heeding Guidelines Regarding Pass it On – Steve
- Pass On of Committee Overview – Walter
- Communication to WSBT of WSOB Major Decisions for Conformity with Traditions and
- Concepts – Walter
- Whether CA has an Opinion on .05 Beer – Amy
- WSCC Letter – Amy, Meredith
- Illinois Letter – Scott
- Changes in the Procedures for the Selection of Chair of the WSBT – Steve
- Unity Issues – Steve
- Quarterly Meeting Calendar – Meredith, Steve, Amy
WS CONFERENCE COMMITTEE REPORTS
1. Conference Committee – Meredith
‘She began working with the Conference Coordination Committee regarding obtaining information and negotiating with hotels for upcoming conferences, standard forms for Committee minutes and motions and operational procedures for Coordination Committee. She also spoke with Jay and found out that he is putting
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together a committee of three people. He is working with Donald to reorganize credentials, work on evaluations and a more organized preparation format.
Conference 1999
She interviewed and site-checked five hotel properties, collected four bids and accepted the bid from the Radisson Hotel (previous site for the 1998 Conference) for the 1999 Conference.
2. Convention Committee – Steve
He has had no contact with the CAWSC Convention Committee Chair this quarter and suggested that any committee chair that is elected at the Conference have either a posted mailing address and/or a phone number that they may correspond through.
Milwaukee 1999 – Scott
All is going well. The Harley raffle was licensed.
Arizona 2000 – Steve
The slate for Southwest Regional Trustee doesn’t include anyone from Arizona. The Committee requests that Steve stay on as liaison.
MOTION: Allow Steve to be the liaison to the new Trustee in working with the Convention in the year 200o. SECONDED. 2 in favor, 6 opposed. MOTION FAILED.
The Committee is meeting Saturday, November 4, 1998 at 4:00 P.M. Steve will participate via conference call.
New York 2001 – Amy
Things are going great. They have submitted the resumes of two people for the Chair position. It was virtually unanimous for one of the individuals. There are some considerations for the Steering Committee. There is a lot of excitement in the Area. They are also doing work on hotel issues. One individual on the Committee, who has been doing bid work, has requested to be the hotel liaison. The Area decided that hotel research and bid research continue being done, even prior to the Chair election.
Barbara hasn’t been able to attend any of the meetings. She plans on getting more involved next quarter.
3. Finance Committee – Susan
The financials were sent to the accountant. There were some corrections that needed to be made and they will be mailed out to the Trustees next week. Scott is in the process of collecting bids for the audit. So far, he has found that it will be from $8,000-$ 10,000 for an internal audit, and from $2,500-$3,000 for an internal control. Meredith read her notes regarding the financials that she got from Scott and Joy H:
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- Approximately $5,000 was transferred from Money Market Account to Operating Account.
- Total sales for October were approximately $ 14,000.
- Deposit from credit cards was $21,500.
- Sanwa’s Interest Bearing Account was closed.
- Deposited approximately $51,000 from Sanwa into City National Interest Bearing Account. Check Book Solutions updated and current to November 1998-99.
- The financials were incorrect. They were recorded as six months in error and should have been three months.
- Draft for the Seventh Tradition report is done and will be submitted to the Financial Committee for submission to the Board.
- The Office has finalized Check Book Solutions for monthly checkbook activity reports.
In addition, Joy H. was elected to the Treasurer position on the World Service Board.
4. H&I Committee – Andy
Andy had no report. Walter stated that Andy had given a presentation on the Department of Corrections to the Conference Committee.
5. Internet Committee – Joe
The Office is researching whose responsibility it is to maintain the web page. Most discussions have been regarding on-line meetings.
Meredith referred to Internet Committee to provide minutes on their business meetings to at least be archived. She also referred that the Internet Committee provide an agenda of projects pending before the next conference, and a statement of purpose for the Committee.
6. Chips and Format Committee – Walter
Walter hasn’t been able to get together with the new Chair. Heidi, the outgoing Chair, sent a letter. There are some concerns regarding a Unity pamphlet and statements made from the Big Book. He will meet with Sharon to further transition into this Committee.
7. Public Information Committee – Barbara
No report.
8. Structure and Bylaws Committee – Amy
Andy handed off a report to Amy. He spoke as to the procedure for making changes to the WS Manual for the new delegates. Projects that were earned over were the Trustee rotations were the wording of the Eleventh Tradition to include the Internet and sectioning out the WS Manual. The revised Manual is goaled to be out by the first delegate mailing.
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9. Unity Committee – Scott
The Louisiana fellowship is trying to heal itself. There are some issues that may tear at the unity of the fellowship in Louisiana. Louisiana has taken a group inventory. They are trying to heal.
TRUSTEE REPORTS
The World Service took a group consensus and agree that from now on the Minutes will include each individual Trustee report and the heading will say “See attached Report. ”
- Atlantic North Trustee – Amy – See attached report.
- Atlantic South Trustee – Walter – See attached report.
- Midwest Trustee – Scott – See attached report.
- Pacific North Trustee – Andy – See attached report.
- Pacific South Trustee – Joe – See attached report.
- Southwest Trustee – Steve – See attached report.
- Trustee-at-Large – Barbara – See attached report.
- World Service Office Trustee – Susan – See attached report.
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9. World Office Trustee – Meredith – See attached report.
MEETING WITH WSO MANAGER – MARY
- Mary submitted a written report (to be found attached).
- The third quarter Newsgram was the Conference Edition. November’s should be at the publisher next week.
- Item No. 2 refers to redoing the contract with AT&T. A credit of $7,750.00 was given.
- Contact the office regarding additions to go onto the web page.
- The delegate mailing has been started and will be ready to go by December 1. It includes the motions only.
- She will get back to the Board about having at least one Trustee review Newsgram. The three Trustees on the Office Board have reviewed it. It was asked that Andy review the Newsgram. This will be addressed in the conference all. Meredith will make sure Andy gets a copy of this one prior to print. The “Thank you’s for Donations” will be included in the Newsgram. Tradition Nine, long form, says Trustees are responsible to oversee the integrity of the Newsgram.
- Mary reports things are going well at the Office – a lot of learning and developing. She feels happy with the staff in place.
- Penny went on vacation, which is why the fiscals aren’t done. Everything is currently up and running. Requested that as soon as available, they get mailed out. Mary has every confidence that things will now be getting out to the Trustees in a more timely manner.
- Any wants or desires by the Trustees can be forwarded to Mary and cc’d to Susan.
OLD BUSINESS
1. Long-Term Planning – Andy and Walter
Kept on Old Business. To be first item handled on Old Business next meeting.
2. Ad Hoc Committee Trustee Job Descriptions/Responsibilitv Guide – Meredith
They were completed at Conference and distributed for review and feedback. This is to be an internal document. The purpose of these guidelines is to give the Trustees a brief outline of their jobs as Trustees. Corrections and feedback on the draft were handed back to Meredith. Any further revisions are to be given back to Meredith. To be kept on Old Business.
3. Newsgram – Andy
Motion was previously made and passed about setting up a conference call.
4.What is the Role and Relationship of the WSOB and WSBT (May 97 newf – Susan and Walter
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Keep on Old Business. Improved communications with Walter and Scott are going very well. Scott feels there needs to be even better improvement. Susan’s report reflects a majority of the communication Walter and Scott have had. Moving forward, Walter will forward all information he gets from Scott to all the other Trustees. Susan said as soon as she gets approved minutes and financials, sheTl make sure that each Trustee gets copies of those. This will read on Old Business next time as, “What is the Role and Relationship of Communication.”
5. Negotiating Committee Guidelines tMav 97 new) – Meredith and Steve
Keep on Old Business. It is still being revised.
6. California Department of Corrections Meeting – Andy and Joe
Done. Andy was having some difficulty finding someone who will take on this responsibility. Joe said that he will contact Tony from Orange County to start attending. He had voiced his willingness. As back-up, Meredith and Susan volunteered to go to the meetings, not as Trustees, but rather as members of Cocaine Anonymous.
7. PS Trustee Attendance at WSOR Meetings – Joe and Susan
Susan said that she found out that the history was that the attendance of the World Service Trustee and the Pacific South Trustee was very sporadic and so it was taken to the Conference floor, the year was unknown. The Conference voted that those two Trustees become members of the Office Board. In order to change this policy, it has to go back to Conference. Joe said he feels it is very helpful to have him at the Board meetings. The Chair stated that since it is reasonably certain that this is mandated by the Conference, it can be revisited at the 1999 Conference if it is still an issue.
MOTION: WSBT refer to Structure and Bylaws to look into removing the requirements for the Pacific South Regional Trustee to attend the WSOB Board meeting. SECONDED. 5 in favor, 3 opposed. MOTION PASSED.
MOTION: To reconsider the main motion. SECONDED. 7 in favor, 1 opposed. MOTION PASSED.
MOTION: To table reconsideration until February meeting. SECONDED. PASSED UNANIMOUSLY.
8. WSO Financial – Financial Reports: Progress of Self-Generating Account System
The CAWSO, INC. letter was given to Scott for the archives. As of n ow, we don’t have an engagement letter. When the engagement letter comes in the mail, Scott.Stevenson will send Scott and Waiter a copy. The bank statements are sent to the office and then forwarded to the CPA, unopened. There is a system in place for accounting procedures. Meredith and Scott are working on writing procedures out. Susan previously reported on the bids. This is done.
9. What are the Legal Rights of Copyright Infringement for On-Line Use of CA Logo and Copyrighted Literature by Third Parties. “What Constitutes Fair Use?” – Meredith via PI Conference Committee (Nov. 97 new)
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Keep on Old Business. Meredith will find out this quarter.
10. Schedule of Rotating off WSOB and WSBT – Walter
Keep on Old Business. There has been o response from Structure and Bylaws yet.
11. Feasibility of Filling the Second TAL and Non-Addict Trustee Positions – Joe
Keep on Old Business. Joe will follow through this quarter. Barbara volunteered to work on this with Joe,
12. Retaining of Pro Bono Attorney – Meredith and Susan
Susan said she has a pro bono attorney. He’s local, he’s in the fellowship and his name is Mitch Sperling, He is willing to do whatever we need him to do. Susan will handle letting him know everything he needs to know (regarding Board members that may be calling him). She will have him send a letter to the Board. This is done,
13. Conference Location Requirements – Joe
Done. Structure and Bylaws referred this to the Conference Committee. The Conference Committee addressed it on the floor. They researched it and found that it wasn’t feasible to move the location due to the cost. In the researching, they found that it would cost $8,340 over the existing operating cost plus the additional costs of accommodating pertinent staff members. There would also be a hardship on some delegates due too missed work. A Memorial Day Conference might also work a hardship on the delegates in terms of time missed from work and having to stay in the City with no Saturday night stay.
NEW BUSINESS
1. Letter from Russia – Walter
Barbara made a referral to the office that international correspondence and mail be forwarded to the TAL, with the exception of England. There was a request that Susan get a list of all Starter Kits sent out.
2. Trustee Referrals From the Conference – Walter
Letter from the Illinois Delegate. Regarding a clubhouse in Illinois, and if it is a violation of Tradition Six, The Board decided that it is not a tradition violation. It is an area issue.
MOTION: To have the Corresponding Secretary send out a letter saying it is not a Sixth Tradition violation. SECONDED. 5 in favor, 2 opposed. MOTION PASSED.
It was requested that the Corresponding Secretary have a draft of the letter by Sunday, November 15, 1998,
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*It was the group consensus that Andy and Walter get together and divide up the rest of the referrals to go to the appropriate committees. They will receive them Sunday, November 15, 1998.
3. Handling of Correspondence with the Public – Barbara
If it is written to a Region or District, that Region or District will respond. If it is sent to the World Service Office, then the Office Manager will respond: “We have no opinion on outside issues.”
4. Trustee Slate Resumes – Steve
It is necessary to have all resumes of all candidates. It was suggested that each Region submit resumes of four candidates. If more are submitted, then they keep the top four,
5. Long-Term Planning as a Standing Committee – Scott
It is not a standing committee. It remains a business item.
MOTION: Make long-term planning a standing Trustee Committee. SECONDED. 7 in favor. MOTION PASSED.
6. WSOB Director Elections and Structure – Scott
There was a referral to the Board to develop a policy that the Trustees are more involved in the choosing of the Directors as per Concept Eight.
7. WSC Host City Registration – Steve
It has previously been decided by the Conference that registration goes first to World Service Office. The Board of Trustees supports the Conference decision.
8. Business With Outside Vendors – Scott, Meredith
Airlines cannot be “Official Carriers.” They can however be recommended. Referral to Convention Committee to put solid line verbiage in the guidelines. It should include dealing with outside vendors, keeping in mind the Traditions. Regarding an airline contract, it would be a tradition violation to enter into a contract agreeing to state the airline is an official carrier.
MOTION: To not do anything with the airline contract deals for the convention. SECONDED.
MOTION WITHDRAWN. SECOND AGREED.
MOTION: To adjourn for the evening. SECONDED. 7 in favor, 1 opposed. MOTION PASSED.
11. Meeting time was set for 8:30 A.M. on Sunday, November 15, 1998.
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12. Meeting was adjourned at 10:15 P.M. with a prayer.
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Sunday, November 15, 1998
1. Meeting was called to order at 8:45 A.M.
2. Quiet time and the Serenity Prayer.
3. Roll call:
| Walter Johnson | Atlantic South Regional Trustee | Chair |
| Scott Stokes | Midwest Regional Trustee | Corresponding Secretary |
| Susan Turnbull | World Service Office Trustee | |
| Steve Amelotte | . Southwest Regional Trustee | |
| Joe Stephens | Pacific South Regional Trustee | |
| Amy White | Pacific North Regional Trustee | Vice-Chair |
| Barbara Brandis | Trustee-at-Large | |
| Amy Beech | Atlantic North Regional Trustee | |
| Meredith Amos | World Service Trustee |
4. The Twelve Traditions were read,
*The Trustee Referrals were passed out to the various Regional Trustees. Trustees are to include whatever decision they came to in their reports. This was placed on Old Business.
NEW BUSINESS CONTINUED
9. Trademark Infringement – Amy
MOTION: WSBT recommends, due to potential copyright infringement issues, to change the title of CAWS‘99 Play. SECONDED. MOTION UNANIMOUSLY PASSED.
10. Who Determines CAWS Room Rebate Amount – Meredith
Currently there is no set policy on room rebates. Steve will take the Arizona rebate back to Committee. Host Committee needs a guideline. Referred to Convention Committee.
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11. Question Concerning CAWSO Booking Hotel Rooms for CAWS Convention – Amy
If CAWSO books rooms for CAWS Conventions, there would be a tax benefit, as opposed to the individual member booking the room. The Board consensus was that CAWSO should not be responsible for the rooms, due to a financial liability.
12. Heeding Guidelines Regarding Pass It On – Steve
Joe agreed to contact Ken Kravitz and attempt to get Pass It On information and will let the Board know what happened.
13. Pass On of Committee Overviews – Walter
If a Trustee worked on the Conference Committee last year then please give the new Trustee to Committee an overview of the previous year.
MOTION: When one Trustee is rotating off one committee and another Trustee is rotating in the Committee, at the wrap-up meeting, the Pass It On information be given. SECONDED.
FRIENDLY AMENDMENT: It be given in writing. Friendly Amendment accepted.
MOTION: To table the issue until February. SECONDED. 7 in favor, 1 opposed. MOTION PASSED.
14. Communication to WSBT of WSOB Major Decisions for Conformity With the Traditions and Concepts – Walter
The WSBT would like the Office Board to submit policies, handbooks, etc. to the Trustee Board for review. In addition, to be apprised of major decisions prior to their being made. Walter will communicate with the rest of the Trustees about his talks with Scott. Susan will also contact the Trustees regarding an overview of the Office Board meetings.
15. Whether CA has an Opinion on .05 Beer – Amy
As a Board, we have no opinion. As individuals, there were varying opinions. Amy volunteered to draft a response. She’ll run the draft by the other Trustees prior to it being sent,
16. WSCC Letter – Amy and Meredith
It was decided as a Board to write back saying that the Board has and is taking a look at what happened, and ask that they look at their side as well. After that is done, they can all have a meeting to talk about it. Steve will draft a letter, coming from the Board, and have it ready by next conference call.
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17. Illinois Letter – Steve
Scott read his letter to the Board. There were a couple of changes made and the letter was accepted and agreed to be sent,
18. Changes in the Procedure for the Selection of Chair of the WSBT – Steve
MOTION: Each Chair serve one year term during their term as Trustee. SECONDED. PASSED UNANIMOUSLY.
MOTION: God hat names for Chair are within their last two years term on the Board. SECONDED. Much discussion. 1 in favor, 7 opposed. MOTION FAILED.
19. Unity Issues – Steve
The Board consensus is that it is to go to Long-Term Planning.
20. Quarterly Meeting Calendars – Meredith, Steve and Amy
It was the Board’s consensus to do a yearly calendar starting with February:
- March 5, 6, 7, 1999 at 7:00 P.M.
- May 25 – May 27, 1999 at 7:00 P.M. Conference starts May 28, 1999.
- August 29 – 31. 1999 at 7:00 P.M. Conference starts September 1, 1999.
- November 5, 6, 7, 1999 at 7:00 P.M.
6. The Board ratified Dawn Hedwall as Recording Secretary.
7. The Board Inventory was done.
8. Next Board meeting was set for March 5, 6, 7 at 7:00 P.M.
9. Conference call was set for November 29tb at 7:00 P.M.
10. Meeting was adjourned at 1 ;00 P.M. with a prayer.
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For all attached reports and documents see: 1998-11-13-15-WSBT-Quarterly-Meeting-Minutes.pdf