C.A. World Service Office Board
Meeting – Thursday, October 13, 2005
PROPOSED APPROVED Minutes
Present: Bob Campbell (chair), Patty Flanagan (office manager/paid director), Howard Eley (Director), Hayward Hunt (WST), Earl Henderson (WSOT), Jon Fish (Director 1, webservant), Bryan Wolf (acting Treasurer).
Visitors: Patrick P. (archivist), Tom P, (candidate for Treasurer’s position).
Absent: Judy Weissman (vice chair), Kathy Jo Rangno (Director 2)
Bob C. called the meeting to order at 7:25 pm. Patty F. led the Board in the “we” version of the Serenity Prayer.
OLD BUSINESS
Office Manager Annual Review: Due to the absence of 2 regular members of the Board, the matter of the office manager’s review and compensation was rescheduled to the 10/27/2005 meeting as Old Business.
Secretary open position: Howard moved that he assume the position of Secretary of the Board, with the responsibility to ensure that at every meeting of the Board minutes are taken, transcribed and distributed prior to the following meeting; that corrections are recorded as requested by the Board; and that copies of approved minutes are maintained for the corporation. Hayward seconded the motion.
Earl reminded the Board about the minutes for several recent meeting that were not yet available in approved form. Earl spoke in favor of the motion. Patty re-emphasized the need for the Secretary to make certain that a recording secretary is present at each meeting. The motion passed with substantial unanimity.
Contribution forms for PSR caucus in San Diego: Earl and Hayward will attend (along with Carl W., PSR Trustee), and will staff a table during the caucus.
Reprint request: Traveling Times newspaper had requested permission to reprint ” Who is a Cocaine Addict” from out literature. We have not yet received a copy of the publication, so this issue is rescheduled to the 10/27/2005 meeting as Old Business.
CAWS 2006 Registration chair open position: Patty reported that the position is still open, but she expected it will be filled before the deadline.
Outsourcing Registration chair open position: Patty reported some progress on this, and that she and Kathy Jo will have something to report at the next meeting. Should continued as Old Business for the 10/27/2005 meeting.
BOARD REPORTS
Chair: (Bob) Reported that on a personal level he may only be able to serve 1 year of his 2 year term because his family is moving. No written report. In the past weeks, Bob has had several discussions with Cynthia C. regarding delivery of portions of HFC volume 2.
Our understanding is that the design/layout of the book will be handled by the Office, and this Board would appreciate several stories so that design/layout work can begin.
Vice chair: (Judy) Absent.
Treasurer / acting: (Bryan) No written report. Will have financials at the month’s second meeting, as usual.
Director 1: (Jon) No written report. Only activity in the pas weeks was helping the CAWS 2006
Page 1 of 3
committee configure their email addresses, and keeping the CA.org website up-to-date.
Director 2: (Kathy Jo) Absent.
Secretary: (Howard) Howard reported that the South Central L.A. District and the L.A. Area would likely both be sending in significant donations in the next few months. He has also spoken to members in South Central L.A. regarding volunteer opportunities at the WSO.
WSOT: (Earl) Written report submitted (attached).
Patty has located the member who provided the original machine setup for the 800 referral line, and will be working on getting the system upgraded before a problem arises.
WST: (Hayward) No written report. Participated in his first WSBT conference call. Has reviewed all minutes submitted by CAWS 2006, 2007 and 2008 to date. Attended L.A. Area meeting. Is participating in the review of stories for HFC 2. Is a member of the WSC Conference and H&I Committees.
Patty noted that final versions of CAWS 2006 and 2007 contracts are still outstanding, which she will cover with Hayward.
Office Report
(Patty) No written report. In September, overall results were a little better than budget, due in large measure to better than budget book sales. During the month, a large order from Hazelden was received.
Patty reviewed the 2005-2006 Budget (noting that the only difference from the conference- approved document was an increase in both revenue and expense for CAWS 2006 of $600 – resulting in no change to the bottom line.
Bryan noted that the budget included increases in Trustee travel, and expressed his concern that the Trustees take active measures follow up on their commitment to use that additional travel to increase awareness among Areas of the important role their donations to the WSO play in helping us reach addicts still suffering, around the world.
Bryan reported that he had not heard from the CPA regarding taxes, so he will follow up after 10/15/2005 and should have news at the next meeting.
Patty reported that the Office has received another approved copy of one of the two pages included in “Having Fun in Recovery” from the LCF trustee. She was working with the printer to save some of the expense in the erroneous printing.
Patty reported that she expects 2005 WSC transcripts to be ready by December 1st.
We have not yet received a bill from the Four Points Sheraton for 2005 WSC. Patty believes that they are experiencing problems in accounting, so she is prepared to review their bill (when it arrives) even more closely than usual.
BREAK
Approval of minutes
- Bryan moved and Howard seconded that the Board minutes for 8/11/2005 be approved as submitted. Passed with substantial unanimity.
- Jon moved and Bryan seconded that the Board minutes for 8/18/2005 be approved as submitted. Passed with substantial unanimity,
- Howard moved and Jon seconded that the Board minutes for 9/22/2005 be approved as submitted. Passed with substantial unanimity.
Page 2 of 3
CAWS 2006: No report.
CAWS 2007: Patty reported that communication with the Committee chair has much improved, Additionally, we have received several emails from the Hotel Liaison, and we are making progress on that front, as well.
NEW BUSINESS
H&I reserve: Bryan and Patty will work on this in the next few weeks, and bring a proposal to the next meeting about how this reserved can be used to offset the Office’s costs associated with supplying books and literature to hospitals and institutions. Will be Old Business at 10/27/2005 meeting.
Treasurer (open position): Tom Phelan was present at this meeting and plans on being at the next meeting as well. He has spoken to both Patty and Bryan, and is interested in this commitment. His resume has been provided to the Board. An interview will be scheduled as part of our 11/17/2005 meeting,
CAWSO “Company” credit card: Patty moved and Jon seconded: a motion to obtain a corporate credit card.
Earl moved and Howard seconded: a motion to suspend the rules. Passed with substantial unanimity.
Earl moved and Howard seconded: a motion to extend the meeting time to conclude the business at hand. Passed with minor opposition.
The Board discussed when the card could/should be used, and what safeguards might be possible to prevent misuse/fraud. Patty suggested that we apply the same policy as we use with the existing Staples credit card, namely that purchases over $500 for non-recurring expenses would require either the Board’s prior approval, or if the expense was related to a budgeted Trustee expense, that the Trustee’s approval be provided. Recurring, budgeted purchases would not require approval. Finally, the card would be used only if it were not possible or financially advantageous to use our standard expense request/P.O./check approval processes.
Earl called for the vote. The motion passed with substantial unanimity.
Earl moved and Patty seconded: a motion to adjourn. The motion passed unanimously.
The meeting adjourned at 10:07 pm with the “we” version of the Serenity Prayer
The next meeting is scheduled for Thursday, October 27, 2005.
Page 3 of 3