May 19 – 23, 2003 – WSBT Quarterly Meeting Minutes

CA WORLD SERVICE BOARD OF TRUSTEES REGULAR QUARTERLY MEETING MINUTES

May 19-23, 2003

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 any way our Tradition on anonymity in public communications media (press, radio, TV, etc.).

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Monday, May 19, 2003:

The regular quarterly meeting of the CA World Service Board of Trustees, at the Chicago Hilton & Towers, was called to order at 8:00 p.m.

1. Quiet Time and Serenity Prayer
2. Roll Call

Spencer Barton, Midwest Regional Trustee, Chair
John Bodkin, World Service Trustee, Corresponding Secretary
Jahi Boseda, Trustee at Large
Cynthia Cronkhite, Pacific North Regional Trustee
Teri Knight, Atlantic South Regional Trustee,Vice Chair
Leon Mason, Trustee at Large, Pacific South Regional Trustee
Elizabeth Saldebar, World Service Office Trustee
Jackie Schickler, Atlantic North Regional Trustee

Absent:

Matthew Reilly, Southwest Regional Trustee

3. Personal Sharing (no more than 10 minutes each) – completed
4. Reading of the 12 Traditions – Jackie
5. Read (Jahi) & Discuss (all) Tradition Five – Often a group needs to understand what its primary purpose is. Sometimes a group is not carrying the message of recovery in CA. Sometimes we get so bogged down with business that we need to remember why we are here, to carry the message to the addict who still suffers. Relating back to 1^st Tradition as to what message is being carried – personal recovery depends upon CA unity. What is it that unifies a body of people? The message is often heard for the first time during reading of “Who Is a Cocaine Addict?” Then we see people unified at some point. Singleness of purpose. Sometimes groups have good intentions, but get away from primary purpose. We need to be there for CA above and beyond anything else. Other Traditions talk about service boards, etc. Group is there to carry the message of recovery through the 12 steps by sharing experience, strength & hope with the new person, letting them know that there is recovery from active drug addiction. Group is responsible for having literature, keeping new addict aware of CA functions, places where there are other meetings, giving them a clean and sober environment, a safe haven, and some people who can offer guidance on how to stay clean and sober. South Central L.A. used to have marathon meetings on holidays and sold food; then t-shirts came into play, along with other memorabilia, and getting away from giving out books. Groups now putting on dances before or after marathons and bringing in hundreds of dollars – going beyond carrying the message. Need to look at why they’re doing the things they’re doing. Groups are coming to District looking for startup funds for functions which used to be done by the District or by the Area. Need more serv-

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ice structure workshops at World level. 12 & 12 talks about common solution. Need to make sure that the vehicle is there to help them make contact with a higher power and find the common solution that we’ve found.

6. Read (Teri) & Discuss (all) Concept XI – Brings to mind TEC, how we look beyond interview at the resumes as to why they feel it is important to be a trustee, listen for special skills they can bring to the Board. Same with WSOB, looking at special skills. Making sure there are guidelines for everyone to follow so they know what their part is in the whole, so we can all work together. There’s been a lot of work done to make sure WSBT members know what their roles are. Same with trying to get job descriptions of WSO workers. Making sure office workers are compensated appropriately based on what they actually do for us to make sure it’s an equal balance. If there isn’t balance there, if we don’t get as diverse a set of skills as possible, if we don’t take care and consideration in selecting our WSOB members, office workers and trustees, it’s going to cause a problem somewhere along the line. If one group doesn’t understand what they’re supposed to do and how to interact with the other groups, we’ve seen how that leads to nothing but chaos and basically implosion within our fellowship. If members of the fellowship can’t be comfortable with their trusted servants, then it might force them to turn to doing things themselves and somewhere along the line lose focus on what that really means. If other people aren’t doing what they’re supposed to do, it falls on the trustees. Conference committees are supposed to be working throughout the year. Updated WSM has been delayed this year. Need to get the best-qualified people for positions, not the most popular or who’s left. Trusted servants need to return phone calls and e-mails in a timely manner. Need to do what’s best for CA. If other people are doing their jobs, they lessen our responsibilities. Available positions should be announced to the fellowship as a whole to maximize the number of resumes submitted. Need to have people on all levels who are qualified and paying attention. Whose responsibility is it to see that the Conference Committees are doing what they’re supposed to do? Office Board Directors should probably go through an interview process. All of our service boards should have the most talented members we can find. It is our responsibility as trustees to find those people within our Regions and within our Board, to help those people develop for the future success of our fellowship. Pondering definition of “custodial oversight.” Thought needs to be given to the process of electing trusted servants to positions which are very influential and hands-on. If we are interviewing a non-addict trustee candidate, how are the TEC questions valid? Might want to ask very different questions of a banker as opposed to a spiritual leader, for example. Desire to serve at this level puts relationships, finances and even anonymity at risk. Need to remember that God guides the process.
7. Chair’s Opening Remarks (Spencer) – We have a full agenda, but I fully expect to be finished by Thursday morning. If your name is behind an agenda item and you don’t have any updates, I don’t want to waste the Board’s time discussing thoughts if you don’t have a process done. I’m not going to limit debate, but I’d like to hear why, very briefly, so we can move on. I want us to be able to move down our agenda, so we can spend most of our time discussing things we need to discuss (referrals, e-mail process, finances, etc.). Hopefully we will be able to come prepared the last week of August so we can do what we need to do and move on. We do have a lot of business to take care of, but we do also

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have a whole extra day. Missing the winter quarterly meeting threw us all back and may have made us kind of lazy. That’s basically what I’d like to see the next few days: if you’ve got it, you’ve got it; if not, we don’t need to talk about it. If it’s not done, just get it done; you know what you’re supposed to be doing and what you’re not supposed to be doing.

8. Review of the Agenda – completed
9. Conference Call Minutes – February 2, 2003 – Elizabeth – motion to approve; Jahi – second. Teri said she does not have a final copy; tabled until we all have one. John believes he has it on his computer.
10. Hand out Trustee reports

WSBT OFFICER REPORTS

1. Chair (Spencer): Has maintained contact with Bob Campbell, WSOB Chair. Turned Pennsylvania issue (Bingo license) over to the WSOB and it was taken care of promptly. Everything else is in written report. Hasn’t signed off on the conference call minutes from last June, July and October as well as November quarterly minutes; need to get them to office. Need to get versions straight with John. February conference call minutes are only ones still requiring approval of the entire Board.
2. Vice Chair (Teri): Assisted Chair in creating the agendas for our February and May quarterly meetings. Assisted Chair in project for old business discussion and other duties as assigned.
3. Corresponding Secretary (John): Had a baby! Wasn’t much to do except for February 2^nd Got feedback from Teri, Elizabeth, Cynthia & Jackie. Brought documentation concerning copyrights to this meeting. Some items are recognized as internationally protected symbols. Was in attendance at all regular and irregular WSOB meetings, which there seem to have been many of lately. Everything else falls under World Service Trustee.

Meeting adjourned at 11:06 p.m.

Tuesday, May 20, 2003:

The regular quarterly meeting of the CA World Service Board of Trustees, at the Chicago Hilton & Towers, was called to order at 9:15 a.m.

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1. Roll Call

Spencer Barton, Midwest Regional Trustee, Chair
John Bodkin, World Service Trustee, Corresponding Secretary
Jahi Boseda, Trustee at Large
Cynthia Cronkhite, Pacific North Regional Trustee
Teri Knight,Atlantic South Regional Trustee,Vice Chair
Leon Mason, Trustee at Large, Pacific South Regional Trustee
Elizabeth Saldebar, World Service Office Trustee
Jackie Schickler, Atlantic North Regional Trustee

Absent:

Matthew Reilly, Southwest Regional Trustee

Discussed fact that there was no coffee arranged for WSBT meetings. John did not want to dip into convention coffee allotment without a group conscience. Decided to order ½ gallon from room service and have everyone drinking coffee pitch in.

TRUSTEE REPORTS

1. World Service Office Trustee (Elizabeth): Handed out folder full of reports last night. Added Director of Operations’ report this morning. Asked each WSOB Director to do own report. Reviewed procedures for communicating with World Service Office. Internal budget seems to be working. Didn’t have to pull out more money this spring for the first time in years. Not having quarterly meeting really helped. New procedure is to save receipts for per diem because we are volunteers; if we do not turn them in, per IRS Code we may be 1099’ed by the office. Have had problems with bank (not processing transfer); went from being important client to just part of computer pool. Looking at other bank options. Also need to look at alternate electronic forms of payment to accept international funds and implement World Donor Program; Paypal would be an option. Made last payment on H&I video; hoping to have it completed by the Conference. New interviewer is Walter Cronkite. Harrison, Jason and Jahi have been very helpful. Patty and Jahi will be representing CA on-site; travel expenses have been donated by a CA member. All NewsGram production has been transferred to the WSO and is printed by volunteer support on new machine. Jon Fish is new Webmaster. Heidi Jonathan is new Ad Hoc Chair for World Donor Program. Need to address bylaw change previously approved. Should have complete Office Procedures Manual by August of 2004. Earl is looking into changing phone system so we could do conference calling through the WSO and save money. Patty is doing a fabulous job.

Questions:

Did we have to pay service charges when bank didn’t make transfer? John: No. Bank also wrote letter of apology to vendor.

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Trade & license agreement – what about when we add additional pamphlet titles? That’s why this is being brought forward, so we can revise and update it. Responsibility of WSBT to tell WSO what we want them to do.

NewsGram – what is next deadline? Referred to new Guidelines. Need to have submission deadlines, not just publication schedule. Guidelines should also be dated so we know publication date.

WSO Chair will be meeting with us as opposed to providing a written report.

Earl submitted a written report but Elizabeth felt it would be too much information. Will go ahead and make copies.

Curious as to Jon Fish’s qualifications to be Webmaster. Does San Fernando Valley web site, is professional acquaintance of John’s with background in web and other publishing. Feels he is a consummate professional and tremendously qualified. Review and interview process should be in WSOB minutes. Bob Campbell has opinion re appointments versus elections. Jon Fish will probably be coming to the Conference to give his report.

Job descriptions – Elizabeth has them and will get them to us.

Director position is open on WSOB; looking to fill Secretary position, which is why we received resume.

Missing WSOB minutes may not have been approved – need to look at that when back in L.A. Reports were not attached and date of previously tabled minutes was inconsistent. Will look at e-mailing them to us in the future – should be more timely and also save money. Any questions should be e-mailed to Elizabeth (WSBT Chair may contact WSOB Chair directly).

Spencer asked Jahi to make list of questions for Bob Campbell.

Lengthy discussion re 1099 policy; Elizabeth is clear that we want to see a policy to be implemented at the beginning of the next fiscal year. Conference should approve it, not just the WSOB. This will then go down to the Areas.

John – Wants to recognize Elizabeth’s hard work at the WSO and how he relies on her to be a team with him.

Will address WSO Trustee responsibilities under new business.

Will e-mail NewsGram Guidelines with approved front page.

Personnel handbook is a work in progress; holidays will probably be revisited. Once it is complete it will come to this body for approval.

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Lengthy discussion regarding Treasurer’s Report, how best to communicate with Treasurer.

Teri – Wants to add to the agenda about inventory (“must have” versus “nice to have”); added as #20. We need to talk about it before we talk to Bob Campbell to make sure we have our thoughts organized and then ask him for his recommendation. Elizabeth – Agrees we should probably discuss this, as well as turnaround time we expect of office. Their policy is 3 days. Need to make sure we don’t micromanage.

Director of Operations’ Report –

Jahi – What is meant by ‘next step reducing services’? What kind of services is she looking at reducing? Elizabeth – Think we should ask Bob Campbell.

Teri – Would like to see more detail. Elizabeth – We can talk to Bob Campbell about this.

Teri – Re working with Secretary – why is a paid member of the office staff working on archives? Or does this mean WSOB Secretary? Elizabeth – Another question for Bob Campbell. Thinks she is just trying to coordinate past information and give it to Jay.

Teri – Re Profit & Loss statement, my budget is only $100 for telephone and Atlantic North is only budgeted for $180; all other trustees appear to have $300 phone budgets. Elizabeth says this is a mistake; all were supposed to be $150 except Jackie, Spencer and John. Another question for Bob Campbell. Extremely pleased to see graphs – would like to continue to see them on a quarterly basis. What is misc. budget for? Elizabeth – probably H&I video funds because that wouldn’t go under sales or 7^th Tradition. Teri – would like to see breakout graph of miscellaneous components. Elizabeth – Patty did the graphs.

Jackie – re UK license agreement not being implemented; would like to pay royalties. Elizabeth – apologizes. Spencer – thinks we should cc Bob Campbell more often so we can ask him where we are on things.

2. Trustee At Large II (Jahi): WSO’s summary of motions was very helpful, but it did not contain references to what needs to be stricken out or replaced in WSM. Manual should be moved on in next 10 days or so.

Elizabeth – Thinks it’s very important that summary of motions goes out with revised WSM. Suggests not signing off on WSM until we get the official summary of motions. Up to Conference Committee when mailing goes out.

Teri – Needs to find out from Jean what timing is on mailing. Not clear on telling H&I video producer the location. Jahi – means what facility we will be using. We also need to provide people to be in video. Patty has been working on location; additional report forthcoming. Ft. Lauderdale Friday meeting is helping Patty with the setting. Harrison and Jason are footing their own bill to go down and perhaps participate as actors (no

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faces will be shown, just shoes). Will be done from script. Jahi thinks we’re on target to meet deadline.

Elizabeth – Do we have release on Milwaukee video? Jahi is waiting on music release from ASCAP. Was sent off last week. Delay was due to not knowing who did instrumental piece.

3. World Service Trustee (John): Has report, but hasn’t been able to print it. Has concerns with regard to custodial oversight of Conference Committee as far as not having necessary information in a timely fashion. Invited us all to attend the Conference Committee session here at the convention. Scott Stevenson won’t be here. Negotiating Committee with respect to this convention has been taking most of John’s time – room rate issues, etc. Visited Memphis at the invitation of the Convention & Visitors Bureau and is looking forward to a really positive World Convention experience there in 2005. Took his camera along and has prepared a slideshow if we want to see it. Thinks we can have a great event there. Represents a downward trend in the cost of the CAWS Convention. Now lives 5 miles from the WSO so he’s available to the office. CAWS 2004 is on track and having a very good experience with Hilton.
4. Midwest Regional Trustee (Spencer): See attached report.
5. Pacific North Regional Trustee (Cynthia): See attached report.
6. Pacific South Regional Trustee: Position vacant.
7. Trustee at Large I (Leon): Doesn’t have anything printed out yet. Will be a very general report. Pacific South is having problems with unity, new Regional Caucus meeting every other month. No one is contacting him. Having very successful events, such as 20^th anniversary dance. L.A. Area has not been donating to World, but South Central L.A. has been. New trustee is going to have their hands full. Looking forward to getting back to work at Area and District level.
8. Atlantic North Regional Trustee (Jackie): See attached report. Has been trying to see as much of the Region as possible, but it is difficult. She’s heard there will be a new French-speaking meeting in Belgium; one of the Quebec delegates is participating in startup process.

Elizabeth – Are there still meetings in Holland? Jackie – there’s one meeting in The Hague. It started off in member’s home and has been moved to a halfway house/treatment center. Last time she was there readings were done in Dutch and the meeting was 18 months old. Also thinks there may be a meeting in Milan, which would be Italian-speaking.

9. Atlantic South Regional Trustee (Teri): Having 3 conventions in Region in next 8 months (Arkansas, Georgia & Florida). Should see an increase in 7^th Tradition donations as a result. Pleased with slow but steady progress in her Region.

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10. Southwest Regional Trustee (Matt): Not here yet.

TRUSTEE COMMITTEE REPORTS

1. Finance Committee (Elizabeth, Leon, Matt): Elizabeth – No report.
2. Conference Committee (John, Jackie): See Jackie’s report.
3. Long Term Planning (Jahi, Teri, Elizabeth, John, Leon): See attached report.
4. Trustee Election Committee (Teri, Jahi): See attached report. Spencer – also need to add WSO Trustee. Elizabeth says she may be willing to do another term. Spencer doesn’t remember ever voting on re-ratifying her predecessor. Jahi said TEC letter went to WSBT for approval – did everyone receive it? Jahi needs to make copies of interview questions for everyone. Adding #22 to agenda re what we need to look for in candidates.
5. Legal Committee (Spencer, Jahi, Jackie, John): Only pending issue is U.K. royalty agreement.

Orientation Committee (Spencer, Teri): Orientation for new trustees was conducted at the November quarterly. Made some clarifications to the Trustee Guidelines based on feedback received. Elizabeth – Under orientation, would like to include communication between WSOB and WSOT. Teri – made a note to include that. Discussed some things about finances and qualification for trustees; need to address the fact that not anybody can be a trustee and we do the fellowship a disservice if we say anything different in the WSM. Used to be perceived that if you had a willingness to serve that was enough. Need to have a credit card, e-mail and a job that will allow travel. Need to look at under new business. WSM does say “time and resources necessary for active trusteeship,” but needs to be specific as to what kind of resources. May need to make it a referral, to specify financial resources

6. Negotiation (John, Teri, Leon, Cynthia, Matt): See Teri’s & Cynthia’s reports.
7. NewsGram (Teri, Cynthia): See Teri’s & Cynthia’s reports.

TRUSTEE CONFERENCE COMMITTEE REPORTS

1. Finance Committee (Elizabeth): Will be meeting here and discussing impact of World Donor Program on the budget.
2. Conference Committee (John): See attached report.
3. Convention Committee (Matt): Not here yet.

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1. CAWS 2003 (Spencer): #22 steering committee minutes are out. Concerned about whether we make room night commitment and Hilton coming out with $100/night rate.
2. CAWS 2004 (Leon): 2004 is right on track. Will put together disk of minutes; has most of them on his computer. Cynthia and Teri want them. Won’t have registration forms, but they should have memorabilia and flyers here the last day. Theme is Spotlight on Recovery. Joy is now Assistant Treasurer and Kevin is going to be Treasurer. People at hotel seem to be working with committee pretty well. Will be another Chicago-type price situation, but without union costs. Have trolley ride up to Universal Studios.
3. CAWS 2005 (Teri): See attached report. Minutes for 3^rd steering committee should have been distributed to us.
4. CAWS 2006 (Cynthia): See attached report. Has been approached with concerns about whether Edmonton will be behind convention, ability of Calgary to host and support a CAWS convention. Chair reports he is soliciting resumes, but she hasn’t been copied on any correspondence or site selection activities. John – Canada presents certain challenges so we want to create a budget that makes sense. Would be interesting to review our past experience in Montreal. Teri – re convention guidelines – thinks referral was previously submitted to modify timelines to suit situations where we are several years out. Probably still needs to be addressed.

4. Structure & Bylaws Committee (Spencer): See attached report.
5. H&I Committee (Jahi): See attached report. We never really came up with a policy for approving electronic media. Conference approved the script, but it’s not going to end up being anything like that. We will get a chance to approve the actual film script before it’s done. They loved what we gave them because it was in line with what they foresee doing. Doesn’t think there will be major changes, but there might be a few, during filming and editing as well.
6. PI Committee (Teri): See attached report. Wants to draw attention to what PI is doing in the U.K.
7. Unity Committee (Jackie): See attached report. Unity won’t be doing usual brunch at convention because it was cost-prohibitive. Will be a unity flyer and an event “Together We Recover” on Sunday night, as well as a unity workshop.
8. Internet Committee (Leon): Bob does listen to his feedback. Linking process still a little slow, but hopefully new Webmaster and Bob will be responding to e-mails in a timelier manner. Wouldn’t let site with Webmaster identified as “twisted servant” be approved.

LC&F Committee (Cynthia): See attached report. WSBT supports decision to extend story submission deadline. LCF Chair is marking portions for possible use in a meditation book.

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OLD BUSINESS

1. Trustee section in the Delegate notebook (Spencer, Teri): Passed out draft Role and Responsibilities of the WSBT Chairperson, as well as complete Responsibilities of a Regional Trustee (with attachment). Delegates should be able to see what Regional Trustee job entails so they can make decisions about whether to stand for the position. Also will include WSO Trustee, WS Trustee, TAL, and Recording Secretary description. TAL guidelines may need to be revised re visitation to foreign lands, which is not feasible at this time. After some debate, MOTION PASSED to table further discussion on this matter until the original referral can be researched and the WST can submit his responsibilities and TAL responsibilities can be determined.
2. Trustee web page (Leon): Pursuit of this item is no longer required at this time.
3. Referral 006 (Spencer, Jahi): (Re Milwaukee video) Answered in Jahi’s report; already sent to ASCAP. Should stay in old business until we have answer.
4. Letter from Bob Lemon to Karen Sullivan former S&B Chair (check that S&B committee corrected the wording) (Jahi): Did talk to David and that was taken care of. Can be taken off old business.
5. Comprehensive Audit of Office (not just financial) (Jahi)

• Status: Motion that passed at 11/2002 WSBT meeting that the WSO start an investigation process of the cost to perform an audit on office procedures
• Status: Motion that passed at 11/2002 WSBT meeting that the WSO provide completed job descriptions and office procedures of all office personnel including the WSO Director, to the WSBT for review by the next quarterly WSBT meeting.

Elizabeth –No action has been taken. Will have to have them start working on that. On the second item, there are job descriptions and office procedures that will be ready for August 2004. Binder previously submitted is being audited; expect to have that completed by August 2004. Didn’t even realize this had not been done until about a week before our conference call, so she’ll take some of the blame for delay. Teri didn’t realize it was 2004 they would be done by. What if we have to hire someone in the interim? Elizabeth suggests bringing this up with Bob Campbell. Manual is very specific detail of what the office does.

6. Voting privileges of replacement by the WSBT serving on the WSOB (All) (Referral to S&B – Jahi to write): already taken care of.

• Referral was submitted and failed on the conference floor – this can be taken off agenda.

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Backing up on agenda to Matt’s items. Passed out reports for February and May.

Southwest Regional Trustee (Matt): There are some issues in Texas – under #19 in new business. Has been a lot of growth in Texas, especially in new South Central Texas Area. Arizona continues to be real strong and has an amazing web site. Has tried to communicate to each Area within the Region. Meeting lots of new delegates and Area Chairs. Next SW Regional Convention will be in Tulsa, Oklahoma. Has stirred up some controversy, which in turn has gotten some people back into meetings and behind the convention. Regional Assembly rotates among the areas from year to year with few exceptions, such as when Arizona hosted CAWS. Some concern that SW Regional registration forms haven’t gone out yet, but they’re supposed to be here this weekend. Kansas has had Area structure up and running for a year or two now and has a new delegate. Does not know of a meeting in Lawrence, Kansas. Members we do have in New Mexico are getting some time now. Has been a steep learning curve for him. Has been told by people in every Area that they weren’t used to being able to call their trustee and that they enjoy being able to contact him directly. Members had been uncomfortable dealing with previous trustee on day-to-day matters and issues. Wants members proposing new Area in Texas to broach subject at Regional to get controversy out of the way prior to the Conference. Discussed strategies for getting timely reports from delegates.

Convention Committee (Matt): has been watching what Teri and John are doing. Hasn’t gotten much re CAWS 2004 but figures they’ll get him more involved as they see fit. Discussed contract review process; anything involving World Services has to go through WS Trustee and Chairman of the WSOB. Has nothing to do with Regional or local business, just CAWSO. Maybe one day it won’t have to be that way – working on guidelines to help Areas understand their responsibilities and areas where we could be exposed. Confirmed that Matt is receiving material for Negotiating Committee and will confirm that all trustees are receiving minutes for 2004.

7. Review procedures for selection of WSOB Directors (Leon): When there’s more than one resume, we only see the resume of the person the WSOB recommends. Elizabeth would be more than willing to write procedures on how to interview and select candidates. Will include seeing other resumes in procedures. Spencer will add Elizabeth’s name for next time.
8. Structure for convention for Pacific South region (Jahi, Leon):

• Jahi to send an e-mail to the WSBT summarizing this topic to better prepare for this discussion.

Jahi didn’t send the e-mail. Pacific South is looking at doing convention as a Region. According to WSM, Region is not supposed to have money or a bank account, but Pacific South does. PS is set up like no other Region in the world. Usually convention is rotated and seed money is passed on. PS had an Inter-Area organization that had a Treasurer and its own finances used to put on the convention and other activities. Their question is how to go about doing this. After some debate, MOTION PASSED that we instruct the

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WSOB to allocate $500.00 for a one-time increase to the acting Pacific South Trustee to travel within the PS to attend Area meetings and the Regional Assembly/Caucus.

9. H&I Video (Jahi, Elizabeth): Tabled until tomorrow.
10. Financial summary reports (Elizabeth) (Re: Motion/Passed – To instruct the WSOB to provide the WSBT, by the November quarterly of the fiscal year, reports in graph form that reflects revenues collected in all budgeted funds for the current year with comparisons for same period a year ago along with expenditures which reflect the same.)

• To be provided by the WSO Director to Jahi by Monday, November 18, 2002

Has been completed. Jahi is satisfied with reports.

11. “World Service Conference” logo used on all CA literature and CA web site (Teri): Printed CA web site on 4/30/03. CA logo only appears in two places (opening page and buried elsewhere). CAWSC seal appears on every page of the web site. Extreme similarity in two seals. Concerned that there seems to be no record of CAWSC seal ever being approved at the Conference. Doesn’t know why unapproved seal has to be competing with approved logo on site reaching worldwide. Feels it would be better to use what is on PI guidelines or Internet guidelines – “reflecting changes of the WSC” or simple statement of Conference-approved literature. Header (world image) also has nothing to do with CA. Wants to suggest to WSOB to remove unofficial CAWSC seal from at least the CA web site and to replace it with a simple statement of WSC approval, but to leave all the trademark statements. Might even consider changing the header from ‘the world’ to our own logo. After some debate, MOTION PASSED that no future CA literature bear the World Service Conference seal, but will continue to carry the statement that the material is Conference-approved.
12. S&B Referrals to the WSBT from the 2002 CAWS Conference (Spencer)

• Status of the S&B referral regarding change to the bylaws:
• S&B Conference Report referrals from Bob L.:

Tabled to first item of business for Tuesday.

13. Vendor License/Agreements (Elizabeth): Was talking at one time about chocolate. A lot of businesses use our registered logo trademark for different purposes. We have the option to (1) go ahead and put up an agreement for these vendors to pay us a certain amount per year to use our logo on specific items at our discretion, or (2) we can hire an attorney to start going after those people who use our logo so we don’t lose it like AA did. Copy of License Agreement needs to be updated to include current literature; asked Cynthia to help. Elizabeth will have WSOB propose a draft, which we can talk about later. John will propose an updated licensing agreement with an updated attachment.

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14. Status: WSBT send an letter to the WSOB giving them authorization to act as the agent for CA in all copyright matters. (Elizabeth, John): John wrote a letter on February 9^th. Most of the feedback was positive. Some of the content of that letter contradicts the license agreement that was produced by the office and probably needs to be revised. Read original license agreement signed by Lee Arter and Chris Phillips aloud. Old agreement is very specific with regard to printed materials but really has nothing to do with the issue of copyrights. Was our purpose to update the License Agreement? Do we need to do both?

Elizabeth – we could not find the agreement, and then it was found after the letter was written. Since we already have one, we just need to attach the updated exhibit.

John – Now we’re just talking about literature. Letter was to allow the WSO to protect our copyrights on books, pamphlets and other literature. License Agreement refers to logo, “we’re here and we’re free.” Vendor agreement is a different initiative than our printed materials. If we own the copyrights and we’re allowing the office to act as our agent in the field, do we need the letter or do we just allow everything to morph into the newly evolving License Agreement? Intellectual property is copywritten (the CA logo, block letters CA, we’re here and we’re free, etc.). If we’re going to develop an intellectual property license, let’s just hear what the office wants to be able to act on in this regard.

Spencer – Is everyone focused? Might be better to resume this in the morning. All agree.

Meeting adjourned at 11:00 p.m.

Wednesday, May 21, 2003:

The regular quarterly meeting of the CA World Service Board of Trustees, at the Chicago Hilton & Towers, was called to order at 9:16 a.m.

Roll Call

Spencer Barton, Midwest Regional Trustee, Chair
John Bodkin, World Service Trustee, Corresponding Secretary
Jahi Boseda, Trustee at Large
Cynthia Cronkhite, Pacific North Regional Trustee
Teri Knight,Atlantic South Regional Trustee,Vice Chair
Leon Mason, Trustee at Large, Pacific South Regional Trustee
Matthew Reilly, Southwest Regional Trustee
Elizabeth Saldebar, World Service Office Trustee
Jackie Schickler, Atlantic North Regional Trustee

Chair’s opening remarks: I have no problem with debate, as I think it’s good, but I think we went a little long yesterday. I want everybody to be able to speak, but try to remember what you said last time so you’re not repeating yourself. We have a lot of things to do today. John and I have to be out at 10:00 a.m. tomorrow for Pre-Con meeting. Reminder to John to get

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ahold of Patty to print minutes so I can sign off on them. Hope everyone has his or her referrals. Gave Jahi referral to TEC.

Back to #13 and #14 – will have WSO come up with a draft similar to the NA document. John – There are valuable components of the previous document as well as new components to be created by us. Term of letter was a year at a time; License Agreement was more open-ended. With a term, you have the opportunity to get out of it and/or update the exhibit. Open-ended, we could not get out at any time. The office hires the attorneys who are constantly polling to insure that our copyrights are registered properly and we receive a quarterly report in that regard; has one with him today. Also shows international protection. Office receives the letter, pays the attorneys, and in effect already is acting as our agent in this regard. So the key components are to update the inventory in the old letter to include all publications past and present, since we may pull pieces out of retirement from time to time (7^th Tradition, for example). Cynthia suggested adding blanket statement to exhibit to include all literature approved by the WSC following the date of the agreement. Will add Jackie to the committee working on this, since she is part of our legal group, and have them advise us by our next conference call. Jackie pointed out that in the meantime, the License Agreement has not run out, since there is no term.

15. S&B Referrals to the WSBT from the 2002 CAWS Conference (Spencer)

• Status of the S&B referral regarding change to the bylaws: Elizabeth was first told that it needed to be filed. More work was done and because it doesn’t change what we actually do, it doesn’t need to be filed. We do need to make sure it is grammatically correct and that it gets inserted in the bylaws. Need to make referral to S & B to make change to page 5.3. Adding new item #24.
• S&B Conference Report referrals from Bob L.: This would be more appropriately addressed at the Conference.

NEW BUSINESS

Teri – has H&I video tabled until today, as well as financial summary reports (#10); clarified that #10 was actually done.

Spencer – H&I video will be tomorrow; Elizabeth will take that. Jahi has TEC mentioned. Spencer does not have guidelines as far as how many delegates need to be present to do TEC. Jahi says one.

1. Recording of WSBT online activities for reporting/minutes (John): Activities like the S&B motion and motion to transfer haven’t necessarily been included in any minutes. Wonders if online minutes should be attached to the previous minutes or the forthcoming minutes under the heading of online activities or as a separate document. After some debate, MOTION PASSED to create a quarterly record of action specifically for the use of online motions to include the motion, the status of the motion and a minority opinion as applicable.

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2. Recording secretary for the future WSBT quarterly meetings (Teri): We lost Cheryl. Cynthia is doing a very good job filling in temporarily and I’m extremely grateful. What are we going to do next time? After some debate, MOTION PASSED that the WSOB immediately procure a recording secretary for all quarterly meetings held in Los Angeles; resumes shall be submitted and interviews conducted via conference call with the WSBT Chair, WST and WSOT.
3. Ways to improve e-mail communication (possible use of list software; clarification of motion procedures), e-mail procedures and guidelines (Cynthia, Elizabeth): Discussed possible use of list software. After some debate, MOTION PASSED that we have Leon help us set up the Yahoo group for WSBT work. Cynthia to do a draft of guidelines for online business to present to next quarterly meeting with input from entire Board.
4. Ways to reduce room rates for future CAWS Conventions (Cynthia): Concerned that people at local meetings pick up a CAWS registration, look at the prices and then put it back down. Conventions are getting so expensive that few people can afford to come. After lengthy discussion, MOTION PASSED to ask the Convention Committee to suggest ways of decreasing cost to the fellowship of the expense of attending the World Service Committee by 30% based on the cost of the last five conventions, to be implemented for CAWS 2005.
5. Possible referral to clarify WSM re: use of CA logo (Cynthia): Has been getting a lot of phone calls regarding artwork for District and Area memorabilia. With little debate, MOTION PASSED to refer the following language to the Structure & Bylaws Committee for inclusion in the next edition of the WSM the following language to be inserted at page 1.9: “The COCAINE ANONYMOUS LOGO must be used in its entirety as shown below. The official logo includes: the inner circle of the logo that contains the artistic text, “CA,” the outer circle which contains the text, “HOPE FAITH COURAGE,” and the registered trademark symbol. No other text or design element may touch, overlap or show through from behind the logo other than a solid color. The block letters “C.A.” may only be used alone when they bear no resemblance to the inner circle of the official logo.” Cynthia to write referral.
6. WSBT Expense Guidelines to address expenses for Trustees living outside North America. (Jackie): Brought this up because expense reimbursement policy only looks at a trustee coming in from the east coast the same day. If you’re coming in from Europe, you have to come in the day before; no way to do an 11-hour flight plus an 8-hour time difference. Ideal would be 2 days before. Do think we need to allow hotel and per diem for the day before. Would like to request that we amend the guidelines to cover additional travel. At the moment is out of pocket herself to come in to do her job. After some discussion, MOTION PASSED to table to give Teri and Jackie time to write new language.
7. Purpose of the WSBT sub-committees (Jackie, Teri):

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Jackie – Handed out proposed Responsibilities of the WSBT Sub-Committees. See page 4.1 of WSM. Some listed in WSM we don’t have up and running. Some we do have aren’t in the manual. Didn’t have a clue what subcommittees actually did. Want to find out where inconsistencies are with the WSM.

Teri – Tried to explain to best of her understanding (see handout). Nothing under Finance because nothing had been done other than receiving copies of bank statements. Had conversation with Elizabeth re purpose of Finance Committee. Perhaps basically a short-term committee to work on trustee budgets to be submitted to the Conference, much as the Orientation Committee only serves its purpose when there is a new trustee. We should probably all talk about what we think the purposes of these subcommittees are and then to submit to S&B as a referral. Jackie’s point well taken. Work perhaps not to be completed here.

MOTION PASSED to table until the next quarterly meeting with the request that all WSBT members submit input to Jackie and Teri for discussion.

8. By-laws changes (WSBT procedure document) (Elizabeth): Talked about earlier. Elizabeth was saying there were 2 places for it to go.

John – One of the points Elizabeth brought up was differential between substantive change and more benign procedural change which does not affect an overall outcome of an action of the bylaws. If they want a procedure for modifying the bylaws, clearly there are two procedures: one that involves notifying the State of California and one that does not.

Spencer – know that it goes in 6.6. Brought to our attention that it needs to go somewhere else. Jahi said 5.3, but I don’t think it fits there. #8 is done except now there is something else.

Elizabeth – point of order: if you look at what the agenda item is, we’re talking about something that is not on the agenda.

Spencer – correct. What’s on here is actually done.

Jahi – point of information: there has been a change to the area where we have said it might possibly go. There has been a change under 5.3 (read). There’s still something wrong with that.

Elizabeth – think it needs to be added as a new agenda item.

Cynthia – already is on as #23.

9. Resume – new director to the WSOB (Elizabeth): After some debate, MOTION PASSED to accept Judy Weismann as a new Director of the WSOB.

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Elizabeth – want to add to the agenda to refer to the WSOB to create a procedure for service resumes for our review by the next quarterly. Added as #25.

10. CA World Donor program (language on pamphlet and presentation to the Fellowship) (Cynthia): After lengthy debate, MOTION PASSED that no further printings be made of the 7^th Tradition CA World Donor Program pamphlet until it is worked on by the ad hoc committee and approved by the WSBT.
11. New WSOB policy regarding per diem (Elizabeth): Should go on old business because it was part of Elizabeth’s report.
12. Use of Paypal by the WSO (Cynthia, Jackie):

Cynthia – briefly explained that Paypal is an online payment system for making payments via credit card or directly from bank accounts and explained fees as stated on Paypal web site.

Jackie – Aware of areas outside of U.S. having difficulty making 7^th Tradition donations to WSO. In particular, WSO cannot accept CAUK checks without a huge time delay and expensive fee of about $50. The Treasurer has been putting it on their personal credit card, getting the money to WSO and getting reimbursed by the Area. Really not ideal. New Treasurer didn’t have a personal credit card to facilitate payment so no payments were getting to WSO. He had sent checks in pounds and they never went through. WSO needs to get better means of having international funds coming in. Toronto also has similar problems with heavy charges for Canadian checks to go through. Had a look at Paypal to see how it works from the U.K. Set up to work basically from anywhere in the world, about 30 cents from the U.K. Accept company checks so if the Area wanted to register an account they could just make an automatic transfer instead of going through individuals. See it as really no different than using any other medium like credit cards and dealing with vendors to facilitate things. It’s just a service.

After some discussion, the consensus is that it is OK for the WSOB to place on any pamphlet as an option (Visa, MasterCard, Paypal) and to place on web page without linking or providing an address.

13. Improving WSO’s ability to cost-effectively process funds received from outside the U.S. (for chips and literature purchases as well as donations) (Cynthia): Already covered between banking research Elizabeth reported on and Paypal discussion.
14. WSOB Trustee updates to the WSBT on a bi-monthly basis (Teri): Think it’s important that the WSBT gets a more immediate view of what’s going on with the WSOB. The backlog of minutes makes it difficult. It’s not that Elizabeth’s reports are not thorough, but waiting for a quarter to get a cumulative report, except when transfers are required, it seems like there is a lot of extra information. If there are any items the Board needs to be aware of it would be nice to find out about them after the board meeting happens – perhaps just a quick e-mail saying the following things happened, e-mail me if you have

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questions. Since the WSOB meets so frequently, the minutes are not as timely and they’re watered down, maybe there are some times we may have questions and we have to wait a long period of time to have them clarified.

Elizabeth – When I started the WSBT was not getting minutes. Every time I get approved minutes they’re sent out the next morning. Minutes will be e-mailed as they’re approved. Will continue to contact people when I perceive there to be an emergency. I’m really not supposed to ‘officially’ share passed motions until the minutes have been approved. I will, however, after our passed motions here take them back to the WSOB so we can get started quickly. Same with things that have to be acted on by WSBT quickly, such as the wire transfers. Those are the only things I’ve seen that are urgent. On our side, one of the things I’ll be talking about immediately is the World Donor Program. There was talk last year about sending out some letters and I took that immediately to the WSOB.

15. Referrals from 2002 Conference (Spencer)

• 1690, 2085, 2668, 2752, 2779 (2786), 3150

Teri found additional referrals which Spencer did not have a copy of. Elizabeth also has some.

#1690 – Request that the TEC establish “Committee Guidelines and Election Procedures” (for inclusion in the World Service Manual pending Conference approval).

Teri – we did modify the guidelines, so I would say that they’re ready to go out, but we didn’t take the next step of the referral. When we make our report as trustees, we need to make a motion that the Conference approve them to be put in the manual. If approved, we hand them over to S&B to put them in there. Need a brief cover page saying the attached includes the TEC guidelines which have been requested pursuant to referral 1690 to be included in the WSM. Please review them and be prepared to vote at the Conference. Spencer and Teri to write cover letter. Jahi – need to create a new page 4.6 where that would go.

#2085 – That this committee carry the message to their local committees that withholding funds from the areas and districts to which they are responsible is eroding our primary purpose. *memo drafted and forwarded to WSO for approval and the WSBT for Tradition violations.

Spencer – it appears the WSO should have a memo drafted by Harrison that needs to come back to us for Tradition violations.

#2668 – “As stated in guidelines only conference approved lit be posted on web sites. As ca.org places NewsGram on ca.org it is reviewed by board before posting. A few areas are now posting Area newsletter without being viewed by anyone. Suggestion only any newsletter before being placed on already linked sites be reviewed by Regional Trustee for compliance with Traditions.” Referred from Internet Committee.

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Teri –I think our response to this is (1) to refer it back to the Internet Committee suggesting they update their guidelines to include that and (2) to make a statement that Regional Trustees as part of their custodial responsibilities will include doing this. Could happen that an area doesn’t know and posts it anyway, but then they fix it. Feel I do have some responsibility to review literature from my Region, but it’s first the Area’s responsibility. Nothing wrong with me checking in and making sure things are in order. Suggest we handle it in two parts – provide some suggested verbiage to the internet guidelines, but take it as an action item that our official response to this referral is that we’re adding it to the responsibility of the Regional Trustees.

#2752 – “Define the procedures that protect/honors Tradition 7 in regards to members making donations from business accounts, using either checks or corporate credit cards with the business name associated to those accounts as it relates to the WSO.”

Refer to WSO to (1) determine if a procedure currently exists and (2) if not, to develop one.

#2779 – “As a firm believer that full disclosure on every level of service in our service structure is mandatory I propose that every business meeting of CA be recorded for accurate accounting of that meeting. Bearing in mind that sometimes inflammatory comments can at times be made, in the heat of the moment, the group who are meeting can request that these portions be off the record until cooler heads prevail. This provides several opportunities: (a) accurate full, unbiased minutes and the ability to review and confirm any motions or actions w/complete accuracy and can be used as archival information; (b) the removal of mistrust and fears of others not present at the meeting by providing an opportunity, if chosen, to listen to the whole process and discussions that lead the way to decisions that are taken by that said group. I envision a keep it simple way for recording by cassette and the most cost-effective without the need for transcription unless the group conscience deems it necessary.”

Both Tradition 11 and Concept XI are compromised by this referral so the trustees and the TEC will take no action.

#3150 – “Could the trustees do a feasible study, survey or even research regarding travel and food expenses when away from home doing CA business for their or others districts, regions, or areas. Like the good old days, when fellow recovering addicts could and would pick up, shelter and possibly feed the trustees while the trustee is doing CA business. My home is your home.” From David McCormick, Inland Empire, Southern California.

We feel this is best handled through communication between our Regional Trustees and the members of their Regions.

#2705 – Clarify whether CA has adopted an official 12 principles or simply sells a coin with 12 principles on it. Teri wrote WSO to research and report back to the WSBT.

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Elizabeth will follow up.

#1694 – notes were we’d work on it throughout the year – this is handled in #1690, which is that we’re going to get the TEC guidelines out to the fellowship under SR 14.

#2876, answer was no money in the trustee budget, so that’s handled.

#2642 mentioned in summary of motions; need to make a referral to S&B.

#2839 reads the term length for trustees be shortened to a maximum three year, preferably two-year term. WSBT feels that Concept XI addresses this referral.

#2840 reads that we create a junior trustee position, i.e., a co-trustee… Also refer to Concept XI.

#1137 to TEC is grouped together with 2838, 2909 because they all have to do with TEC and non-addict trustee. Wrote we would work on 1137 throughout the year. The WSBT is investigating this matter and Jahi is the one actually doing it.

#2838 to elect non-addict trustee by start of 2003 Conference. Due to our financial situation, this is not feasible at this time. In addition, we don’t have a list of candidates because we’re still working on #1137. We should also leave the impression that when further investigation is done it may not cost a lot of extra money other than travel expenses; we have to find someone who does it pro bono, right? Consensus yes.

#2909 – review and make recommendations to Conference re non-addict member of WSOB as the Chair. The WSBT would always fill the WSOB Chair position with the most qualified candidate and as such would consider the appointment of a non-addict Director if they were the most qualified.

#2642 – “Is the World upholding the definition of Cocaine Anonymous where it states we are not allied with any sect, denomination, politics or institution by not specifically naming events with holidays….” Think we’ve already decided we need to make a referral to S&B on this. Maybe Jahi can follow up to make sure they have the referral. If not, we need to send them that statement on this referral form.

16. WSOB Trustee Position (Elizabeth): cancel.

Back to H&I Video (Jahi, Elizabeth) – item #9 from old business

Elizabeth – read H&I video update.

Jahi – they are requesting us to give them several dates on which we can do the production in July. Dates will be a Friday or a Monday because it fits my schedule in being able to be off work. They will shoot the video in one day, usually a 10-12 hour day.

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Spencer – would like to have everyone get a copy of report.

Meeting adjourned at 11:23 p.m.

Thursday, May 22, 2003:

The regular quarterly meeting of the CA World Service Board of Trustees, at the Chicago Hilton & Towers, was called to order at 9:40 a.m. (Room got moved, unbeknownst to us; relocated twice.)

Roll Call

Spencer Barton, Midwest Regional Trustee, Chair
John Bodkin, World Service Trustee, Corresponding Secretary
Jahi Boseda, Trustee at Large
Cynthia Cronkhite, Pacific North Regional Trustee
Teri Knight,Atlantic South Regional Trustee,Vice Chair
Leon Mason, Trustee at Large, Pacific South Regional Trustee
Matthew Reilly, Southwest Regional Trustee
Elizabeth Saldebar, World Service Office Trustee
Jackie Schickler, Atlantic North Regional Trustee

Elizabeth – need to re-look at motion we made regarding the conference-approved logo. After brief discussion, MOTION PASSED to rescind prior motion that no future CA literature bear the World Service Conference seal, but will continue to carry the statement that the material is Conference-approved.

After some discussion, MOTION PASSED that no future printings of CA literature bear the CA World Service Conference seal but will instead carry a statement that the material is Conference-approved, which will read [to be filled in].

After some discussion, MOTION PASSED to give the WSOB direction to remove the WSC seal from all CA web pages and where applicable replace with the statement that the material is Conference-approved, which will read [to be filled in].

After brief discussion, MOTION PASSED to make a referral to the Internet Committee to reflect the removal of the CAWSC seal from web pages. Leon will take action to make referral.

Teri – had motion to table February conference call minutes to today. MOTION PASSED to table the approval of February conference call minutes to our next conference call.

17. New Petition to Become an Area from Texas (Matt): Discussed background leading to petition to create new Valley Area. Other possible new Area (Dallas/Ft. Worth) would be North Texas Area. Houston would keep Texas Area name. Then there’s also South

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Central Texas Area. Each one still a big chunk of land. Matt supports the petition and will present it at the Conference.

18. The Home Group pamphlet (Cynthia) – passed out copies and read piece aloud. After a brief discussion, MOTION PASSED to accept The Home Group piece as there are no Tradition violations nor concerns that might affect CA as a whole per point 7 of the 12 Point Literature Approval Process.
19. Whether CA copyright is in effect outside of U.S. (Jackie, Elizabeth); Jackie – can e-mail Elizabeth, work together and report at next quarterly.
20. WSO inventory – “must have” versus “nice to have” as well as turnaround time. Elizabeth – Patty put in her report that right now we hold $39,000 worth of inventory and she feels comfortable at $50,000. The reason she wants it at $50,000 is so we don’t have the back order situation. I think we can talk about it, but don’t know if it’s our business to tell the office how much inventory to have. Perhaps we could ask Bob Campbell about it.
21. Long Term Planning – Jackie checking into more international meetings in Europe. Might be more of a need for an International Trustee, not necessarily one assigned to an existing Region, but separate like the TAL. Right now one of the TAL responsibilities is to act as an international trustee. Should talk about more in committee.
22. Qualities of TEC candidates for future needs of the WSBT – can wait until next quarterly
23. Statement to Conference re financial requirements of the WSBT – In order to be a trustee, we have to have money. This comes back to what does the fellowship want, and if so, candidates need to know prior to even interviewing. Spencer will write a statement to read to the fellowship and e-mail it out to us.
24. Revision to page 5.3 of WSM (all) – tabled to next quarterly
25. Develop a procedure for the selection of WSOB Directors – tabled to next quarterly
26. Discuss SR 22 – tabled to next quarterly so Jahi can finish research
27. Issue of Recording Secretary compensation at CAWS 2003 (Spencer) – Normally pay $200 plus travel & per diem for Recording Secretary to come here. Cynthia’s done the recording, but the real work is when she leaves, has to put it all together, send it out and do final editing. Here it’s part of her duties to take notes, but minutes are a lot different than notes. We’re depending on her information for what’s transpired this 3-1/2 days. After some debate, MOTION PASSED that Cynthia be provided the cost of 3 one-half room nights as compensation for her serving as Recording Secretary for the WSBT quarterly.
28. Date of next conference call: July 13^th at 1:00 p.m. Pacific, usual #.

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29. Date of next WSBT quarterly meeting: Sunday, August 24^th, beginning at 7:00 p.m., tentatively ending at noon on Tuesday the 26^th.

Group Inventory – completed.

Meeting adjourned.

MEETING WITH WSOB CHAIR

Meeting with WSOB Chair, Bob Campbell

Introductions

Teri – Our questions are based on concerns or education we need to better understand the reports. Who should do the financial report to the WSBT?

Bob – There used to be no question that the WSO Trustee was the one who presented reports, subject to any Trustee asking particular questions of the Treasurer. Over the years, we have had different levels of expertise in Treasurer position. Now the WSO has the highest level of financial sophistication we’ve ever had both with Elizabeth at the WSO Trustee’s position as well as with Oliver at the Treasurer’s position. The reports reflect that. Also, our income is higher now than in 1995. While there hasn’t been any set rule, traditionally the WSO Trustee has been primary communicator, although this doesn’t mean Treasurer hasn’t been brought in for more detailed information.

For this meeting, Oliver has made a specific request to give his own report. He reasons that unless he gives the report personally, the information presented is 2^nd hand info even if it’s accurate. I don’t think it is necessary to start requiring the WSO treasurer to appear personally. Would like to see WSO Trustee continue in a certain role even in financial aspect. WSO Trustee is liaison between the two Boards. Elizabeth understands more of what’s going on than most of us. Think solution is to have Elizabeth bring the report, circulate the report, talk in general about the report from a member’s point of view, and then follow it up with a meeting with the Treasurer if necessary. That would be the most comprehensive approach, and probably the only area where you need that approach. That means Elizabeth and Oliver would have to work closely together, which they do. I will talk to Oliver about doing things as a team.

Teri – Aside from quarterly reports, if a trustee has other financial questions, do you still feel they should be sent directly to Elizabeth and cc’d to Oliver, so he’s in the loop, or should we send them just to Elizabeth for her to articulate to Oliver, or send them to Oliver with a copy to Elizabeth?

Bob – Doesn’t think anyone is opposed to a trustee calling the Treasurer directly. Wonders if Oliver realizes what time would be involved if we do this. Talking directly would go outside the boundaries of the structure and leave the liaison out of the loop. Certainly means cc’ing the person. Not inappropriate for a trustee to call the WSO Trustee and request a 3-way. Not

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having WSO Trustee in the loop makes her job incomplete. Lot of dynamics between the two boards that the trustee and Treasurer might not think about. WSO Trustee as liaison is a position that is much trickier than most people realize and requires a lot of attentiveness and responsibility. Have a real good person at that right now. Don’t want to start causing a chasm again. Common sense would be for us to call the WSO Trustee and if the WSO Trustee wants to say call him directly, fine, or I’ll call him and get back, fine.

Jahi – You were talking about having the Treasurer report. Is it necessary every quarter, or perhaps a more intensive report twice a year? Like the graph that was finally produced. Looking at Treasurer more for him giving us suggestions on which way we should go financially. Wondering how often we need that input.

Bob – Clarified that we’re talking about graphs, P&L, etc. We need to come up with what WSBT is comfortable with in reporting standards. Right now circumstances are extraordinary in terms of cash flow, etc. These would always be included in conference calls or quarterly meetings. We need to make sure Treasurer understands that it is his responsibility to bring to our attention problems that can’t wait. As to general reporting I don’t know why you would need a report like this every quarter. The WSO Trustee should be more than able to handle that aspect of it except for the financial reports. Since you have copies of the financials, if you saw questions, you need take them to the WSO Trustee or bring the Treasurer in or get him on the phone when you’re all meeting. Other than that, I would think you would not need a report from the Treasurer more than once a year, maybe twice a year, unless there is something extraordinary going on. I don’t think you need a face-to-face formal written report from the Treasurer every time you meet unless we’re in trouble.

Teri – What can the office or board do to help Oliver do his job?

Bob – If we need the Treasurer to do financial work right now because of finances, that’s just the way it is, unless you tell me different. We cannot afford to hire a bookkeeper right now. We’ve done about as much as we can do right now to keep CA going. Have some plans on how to raise more money but until we do I don’t plan on increasing office staff. That means Oliver is going to have to do some more of the bookkeeping. He hasn’t brought long-term financial planning to my attention. I envisioned the Finance Committee and the trustees doing that. The Treasurer of the WSO is more of an administrator of our day-to-day finances. That’s what I did when I was treasurer. He wants to get a bookkeeper so he can do more advanced planning.

Teri – So it’s a work in progress and if there’s anything we can do you’ll get back to us.

Bob – Right. You are my bosses. When I came into the WSO members couldn’t quite seem to understand the separation of powers in CA. I tried to make it very clear that unless the Conference is in session, the WSBT is the boss.

Jahi – Think what we’re wanting to have is enough information to make a decision, even if it’s something to do in the future. Not telling us what we have to do, but giving us options and what he may see as a forecast.

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Bob – Rather than just throwing a one-liner, developing a plan with the pros and cons. Getting to you a little later once it’s worked up. If we bring issues to you from the WSO it’s because we’ve come across them in the day-to-day dealings and we’re in the best position to tell you what we can and can’t do financially. Unless it’s an emergency, it will be more of a fully worked-out idea.

Teri – In Patty’s report, working w/Treasurer, she indicated that on the internal budget the next steps were to reduce services. What services is she referring to?

Bob – Are we going to talk about internal budget too?

Teri – We can if you want.

Bob – Maybe she’s kind of following what I’ve been kind of pushing. We can’t really hire more people right now; we just don’t have the money. We have not talked about this in detail but maybe there are some things the office is going to have to cut back on doing because of reduced personnel. No decisions made yet. Now I’m going to ask her what she had in mind when she’s talking about reducing services. Part of the issue with that bounced check had to do with not being able to get all of our bookkeeping entries in as quickly because we had lost a person, Oliver had moved and hadn’t reconciled the statement and we were a week behind. WSOB meeting on the 2^nd Thursday would have 2-week old financials and on the 4^th Thursday they were 4 weeks old. Said I wanted to know how much we have in the bank today and what bills we owe today. Now we get that type of report at every meeting. I feel good about that because it’s given us some new perspective at the Board.

Teri – So you’ll follow up with Patty?

Bob – Yes. That’s not going to be a short conversation.

Elizabeth – Patty gave a bullet point report. Think they want more of an explanation.

Teri – Basically she gave a highlight. If there had been a more detailed report, it would have been more clear. You didn’t see that either?

Bob – No. We never got around to doing it. That’s not going to be an adequate report for you guys because it’s just an outline.

Jackie – There was an original license agreement between the WSO and the UK about 10 years ago that was only good for a year. Wrote a revised draft. The UK is waiting so they can make payment.

Elizabeth – Jackie and I were going to finish that together.

Teri – You’ll hear more about that later.

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John – Revenue opportunity there now. Money waiting to flow in.

Bob – It’s like Montreal.

Jackie – I would like a copy of that agreement as well as it’s in the Atlantic North Region.

Elizabeth – I can get that for you, too.

Bob – Are you keeping track of your numbers so we can get all the back money?

Elizabeth – We feel any member of WSOB is a potential WSO Trustee. We have 9 candidates from those Directors to serve as WSOT. Looking at not only ratifying, but possibly also interviewing kind of like we did with Jon Fish.

Bob – We meaning the trustees interviewing?

Elizabeth – No the WSOB members.

John – I brought it up because I thought there should be some more formalized process to become a director of the WSOB as it is equally if not more important than being a trustee. There’s a very large responsibility. We’ve been challenged by a willing, but certainly limited number of volunteers willing to show up and remain involved at the WSOB level.

Bob – We have had this problem for 20 years.

John – Wondering if there isn’t something we can do. This situation has come up a couple of times recently and should be addressed as the Concepts suggest “sound and appropriate methods” of selecting our leaders, leaders that may one day soon become officers of the corporation.

Bob – So you are considering having the trustees interview potential WSOB candidates? (Yes) There are a lot of good reasons, including giving you an opportunity to interact more with the WSOB. What it might mean would be having an interim position until you can meet them in L.A. Wouldn’t want to have them flown out to the convention to meet us. As long as we could deal with it on that basis, they could be interim. Would need to refer to S&B; would speak in favor and we have very good reasons for it to happen that way. Bigger issue is that it is sad when we only have one candidate. Is a 20-year-old problem. We need to get more people. You have the same problem in terms of candidates for your board. You’d think it would be easy to get a non-addict trustee, but we haven’t been able to get it together. I would be very much in favor of that. You guys need to refer that to S&B, I think, after you make a decision on it.

Teri – Re job descriptions of WSO employees and/or positions. In November we had been asking for job descriptions of the office employees. What we were provided was a description for Patty’s position which is currently unfinished and what was presented as job descriptions but to me, these actually outlined what their job was – kind of like a desktop procedure on what

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that individual did every day, not a description of the job, meaning that if we were to put an ad in the paper, what skills does that position require? While there was a skill set, there still wasn’t a job description. Got copy of personnel manual and understand it’s a work in progress. Job descriptions are also part of that. We’ve been asking for those and I find it kind of surprising that they don’t already exist because it seems kind of fundamental. We’re looking to make you aware that those are still missing and we’re still looking to receive those.

Bob – That will do nothing but help our organization for us to have that. That being said, we are kind of simple, and that’s from a corporate culture we haven’t achieved yet. That’s not a good excuse, just means we need to get better. The job descriptions will be developed as the jobs are created. I think the more difficult part of them was probably done. I’m not happy with the job descriptions you have because they are very abbreviated. Don’t think it would help new hires nearly as much as a better piece of work. Some of this almost takes professional manual writing. Have some experience with that from working on WSM. We can expand on that and improve on it.

Teri – That concludes the list of questions Jahi wrote. Have some others. One is turnaround time on requests to WSOB Chair when they’re submitted. Elizabeth reviewed the protocol. When we communicate to you, what expectation do we have in terms of a response time?

Bob – The challenge is that I have certain professional e-mail going on that gets rather substantial and this gets lost in the shuffle. If you faxed it to me, it would be better.

Elizabeth – What about an e-mail with a follow up call?

Bob – I would appreciate all the help you can give me. Don’t want to ignore anything. My wife could show me how to segregate my messages coming in. The answer should be, unless I’m in trial, I should be able to respond within 3-4 business days. If it’s more important than that, you just have to get ahold of me.

Teri – We’re interested in your thoughts on appointments versus elections. The appointment of Jon F. is one example. We recognize your authority to appoint people to positions that come within the scope of the board. To know that Jon was appointed is good but there weren’t any details re his qualifications. I feel you will make the best choices possible, but it’s still important that this board have an awareness of whom you’re putting into the position.

Bob – You’re talking about a general principle versus this specific situation. From a personal point of view, I have no problem with not appointing but electing just about everybody. From the point of view of what is best for CA, I still don’t have any problem with having elections. If we didn’t have meetings that often, that would make appointing more practical. From my recollection, when we wrote all of those things in there, appointing versus electing, it really had to do with expediency and it just didn’t seem like it was a big deal. At no time were we trying to build a power base. When someone tells me I can appoint – we even did a group conscience for him – I have no problem with appointing, I’ll go ahead and do it. I wouldn’t have a problem with changing that to electing.

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Teri – It’s not so much about the appointment versus election, it’s not having more information about who you’re putting in there. Not to micromanage, but to be better informed. A short summary of abilities

Bob – Or maybe a resume?

Teri – I think any position should require a resume.

Bob – We had a resume of sorts. Would it be satisfactory to forward the information of the appointment along with their resume?

Teri – For me it would, can’t speak for rest of board.

Bob – Either change the rule, or say call me back and tell me more. I am a safe person to call even if you’re upset, because if you’re upset I want to know about it. All I want to do is help out.

Teri – As a board we made a motion to reimburse Cynthia three half room nights because she’s serving as our Recording Secretary. We wanted to tell you in advance in case there is any backlash.

Bob – You normally pay the expenses of your Recording Secretary anyway.

Teri – That’s why we don’t feel it’s necessary to explain further, we just wanted you to be aware of it so you don’t get caught off guard.

Leon – We thought there could be some sort of backlash.

Bob – There are two ways to look at that. One is that technically you don’t have to give any excuses for your actions, but there are better ways to do things. One of the better ways would be to say this is what we did, and one of the reasons we felt better is that we would have paid for the expenses of the Recording Secretary anyways. Past experience is that controversy could have been avoided if more was said. Always a good idea to add a sentence or two at the end just for diplomacy issues.

Teri – Now we’d like to talk about the policy for per diem receipts. It was brought to us that we need to keep receipts

Bob – If you don’t you get 1099’d.

Teri – If that’s what we have to do to comply with the tax code, we’re OK with it, but we would like to have seen the tax code ourselves (Elizabeth has down as action item to get for us).

Bob – If it’s the law, it’s the law.

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Teri – However, with certain expenses, it’s like what do we do? When it was presented to us, we presumed it was for discussion, not ‘this is the way it is.’

Bob – You thought it was a proposal.

Teri – We were all handed an envelope for receipts. Some of us had not gotten receipts for some things. Elizabeth said a handwritten note would do it.

Elizabeth – After reviewing the WSOB minutes, the WSOB needs to create the policy and include not only the IRS code number, but also the text of the actual code. Minutes read ‘to create a policy.’ Other concern was to start in new fiscal year.

Bob – Have no problem with that. Tomorrow I’ll call the CPA who used to be with Roger Brown and ask whether we’re stuck with having to do it. I suspect we may not be, but I’m not a tax person.

Elizabeth – So what we’re asking, our response is that until there is a policy created we would like the office to create a policy and then bring it back to us.

Bob – OK.

Elizabeth – It was just too soon to roll it out.

Bob – There was no notice.

Elizabeth – We tried it, it didn’t work, so back to the drawing board.

John – Intellectually the policy may have been created but we never saw it published. Would you ask the CPA in Utah if per diem versus collecting receipts and reimbursing expenses are mutually exclusive? Per diem implies total sustenance for the day.

Jahi – What is Bob’s feeling about per diem, reimbursement? Feel we’re starting to exclude a lot of people from being able to perform in these positions.

Bob – Was homeless 1^st 4 months of sobriety – no money, no office, lived on couches for close to 2 years. When I first did service, I remember having per diem from LA at first conference and having mixed emotions. There’s no question that we would never want to exclude people from service work. Have learned a lot from Leon’s perspective on that. From a practical point of view, we can only do what we can do. I support per diems. If the law requires we do certain things, then we require certain things. I don’t think a trustee’s ever going to get reimbursed for all the money they spend. Some of us don’t need it as much as others. We’d be doing the fellowship a disservice if we don’t make it clear that if you want to be a trustee, there’s going to be a financial impact. My experience from a World Service level is 15 years. H. Lee didn’t have a lot of money; he was grateful for the per diem but in no way did it make up for the money he had to spend. He went because he wanted to take care of his Region, but it just didn’t cover it. As hard as we should try to make sure these positions are open, we are being

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naïve if we don’t put out the word that there is going to be financial hardship no matter what we do.

Leon – Had been dealing with internet issues for a long time, with the linking process. Thank you for jumping in as quickly as you did, because it was taking months. Now the process has speeded up quite a bit. How do you feel that policy’s working right now? Are you ok with just being cc’d?

Bob – I need to get up to speed on it more, but I think it’s working that way.

Elizabeth – Thank you so much for coming. I’m proud to have you as the WSOB Chair. We’re lucky to have you and we can learn a lot.

Bob – Thank you, but all I really want to do is help you guys. This really is the most important thing in the world to me. All you’ve got to do is talk to me.

John – Just wanted to refresh you that we have just recently made our final payment to the H&I video people so we’ve got a lot of money hanging out there and the office is moving forward on it (meeting this weekend on script). This will be the biggest thing for the office to complete immediately besides the donor program.

Bob – This is not the first video we’ve done. Most of the time they really haven’t gone very far and they’ve cost a lot of money over the years. With the best of intentions, and when we don’t have much money it’s difficult for me to see it happen. It’s emotionally hard to do this because I just want to put the brakes on. Used to be we just put the brakes on no matter what the Conference had done. Really hoping this turns out, because this is our primary purpose. If we spend our last dime and bring one more addict in, then we have won.

John – It’s going to impact our resources at the office. Also, Michael Richker has advised us there’s going to be a presentation on the World Donor Program at the speaker meeting this Sunday after the banquet.

Bob – By whom?

Elizabeth – The Chair of the Finance Committee, Brian T.

Bob – OK.

Teri – Re the NewsGram, you and I had a conversation about the last one. Million times better. If you did anything, thank you. Worked with Jay Statland to get guidelines finished. Person who said they’d bring a resume for editor position backed out so I can’t help any further with that. Don’t know what your plans are, but I don’t have a candidate.

Bob – They’ve been put on hold, thinking I was going to be hearing more about candidates.

Teri – Jay seems very open to assuming that role, if he hasn’t made that known to you

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Bob – No.

Teri – He and I and Patty are going to try to meet to look at the AP style manual just so we can review it and maybe go further to identify applicable sections. Also Cynthia and I will continue to try to get articles. Will be seeing a lot more activity based on topics coming out of our meeting, perhaps submitted anonymously¼ Still have concerns about the 3-bid process in the office. Did some more research re the payment for doing transcripts. Researched the WSOB minutes and haven’t seen how vendor was even selected. People who confirmed that bids were submitted couldn’t give me more detail

Bob – So you don’t know how much they were?

Teri – No. Conference Committee Coordinator couldn’t tell me names of vendors or what the amounts were, but she did not submit them herself. Your board minutes do not reflect that the WSOB made a decision.

Bob – That happened before I became Chair.

Teri – I want to make sure it doesn’t happen again

Bob – Bigger picture is that Conference minutes have been in delay. The WSOB asked a volunteer to assist by having the summary of motions made available.

John – Point of information – transcript or summary?

Bob – Both. With the transcript, I’m told we paid $1,200 instead of $2,500 or $3,000.

Teri – That’s only 2 bids.

Bob – Larger point – we were saving $2,000 or $2,500, not that was the bid. If we’re saving that money and we’re this late, who cares. Anytime we’re told we’re saving money, we go there. In hindsight, it’s a little less of a value, so hopefully we won’t repeat this. Part of this problem has to do with the Conference Committee. Both of these issues have to do with the Conference Committee. That doesn’t relieve the office of its responsibility to get this done. Patty has brought it up every meeting, then we talk to Mark and John. The Conference Committee is going to have to get more on the ball. We had computer problems last conference, but the summary of motions should almost be done the minute the conference is over. If what’s in the minutes isn’t the official motion, we have to correct the minutes or we are, in effect, improperly rewriting the motion. Even if we need to compare it with the transcript, that’s the motion. We need to have a new deadline for the transcript. It’s got to be earlier. When it comes to the 3 bid process, that is the curse of CA. We’ve had 3 bid process problems with 15-20 areas of this convention. We’ve got to keep working on it, without question.

Teri – Is it perhaps we need to change the rule? Either we need to change it, or we have to enforce it.

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Bob – I’m not in favor of changing it.

Teri – I’m not either, but at some point we have to act responsibly. Not having what’s required isn’t acceptable.

Bob – What we have to do is enforce the 3-bid process. Maybe the mistake really is that it’s the Conference Committee’s responsibility to get the three bids. That’s just not going to work. You need to have that done by the office.

Teri – That’s a referral then, obviously.

John – Thinks the bids came, and that Jean and Kevin can comment more knowledgeably. Have a huge problem that the bid went to someone in the office.

Teri – I do, too. There’s a separate issue. If the process had been followed and she’s not a vendor what does that mean?

John – What constitutes a bid? Excellent point for our guidelines.

Elizabeth – Think Bob’s really on the ball. Can’t imagine these situations are going to continue to happen. Totally supportive of his leadership. This was in transition before he was Chair. I didn’t even realize who it was until just recently. Don’t think we need to keep discussing this.

Leon – I’m really not versed in what just went down, but what’s done is done. You see some mistakes, corrections will be made. It’s like beating a dead horse. It’s been done. We got what we needed. I wish there had been 3 bids, but like John says, there’s nothing that says a bid has to be written. It could be over the phone. I don’t know that there weren’t 3 bids. We got what we needed because it was dragging on too long.

Teri – It’s in the Conference Committee guidelines that the Conference Committee will get 3 bids and submit them to the WSO. They make the decision on the bid and then they are responsible for executing on the transcripts. It doesn’t say every year, but it’s traditionally been every year. There needs to be some work on the Conference Committee guidelines to clarify what’s needed.

Jackie – Thank you for taking the time to meet with us; so pleased we’ve been able to go through the questions we had. Pleased you’re on board. Think it’s more important to think about where we are today and in the future than in the past.

Teri – I want to make sure you understand this isn’t about you.

Bob – I don’t get that idea at all.

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Teri – You’re doing an outstanding job. You’ve heard me now, and I know you’re going to take care of it. If you don’t know how I feel, you don’t know how to fix it. I’m not beating a dead horse in my opinion.

Bob – There has been a chronic problem with the office having to pick up slack when a committee doesn’t do what it’s supposed to do. Every committee has failed sooner or later in getting important stuff done, even trustees, and the office picks up the slack. Patty is going to get it done. She may cut corners, but frankly it got done. I lay that at the Conference Committee’s feet. It certainly wasn’t done perfectly; look at all the controversy. I’m going to work on turning that around.

I really want to start a movement to raise $75,000-$100,000 for CA’s prudent reserve. Back when we were doing the book, I suggested we start a book reserve fund. We raised $25-30K and everyone got on board. We had a H&I fund and got the money for the video. I want to get my project going before something else gets going so we can get a prudent reserve fund of $75-100K in addition to everything else, so we have that in the bank whether we have a good year or a bad year. It means you guys can go out there and shake the trees with areas holding onto a lot of money. Atlanta was chronically sitting on money but just sent a big check, thank you. I cringe when I see where LA is on 7^th Tradition. South Central gives more money than the entire Southern California Region sometimes. That’s incredible. Going to start working on that. We have to get a prudent reserve separate and apart from everything else. We’re crippled right now and it causes unnecessary stress.

Oliver’s report is correct about the internal budget versus the conference budget. The conference has to be realistic or we need to create our own. They need to listen more to the Treasurer and the Director and we need to have a realistic Conference budget.

Meeting adjourned.

Friday, May 23, 2003:

MEETING WITH WSOB TREASURER AND WSOB CHAIR

Meeting with Oliver called to order at 4:39 p.m. Bob Campbell also present.

Spencer – Reread portion of report aloud. Agree that at times we probably have inexperienced people doing what we need to be doing.

Oliver – If we want to take it to the next level, we really need to have people making key decisions at least go through some fundamental, basic training. Classes available for budgeting. Can get people who run businesses and understand budgeting. Problem is you get people who are excited about doing something, like the World Donor Program. I said it’s not realistic to expect $18K by this June. Problem is in next year’s 2004 budget there’s $36K budgeted. If the World Donor Program doesn’t do that, the fellowship will be at –$36K. Currently $7K in prudent reserves. That’s a concern. Real concern is people making decisions need to have a grasp of the financial realities with budgeting, projections, etc. Just

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one person can’t do it. Typically get to meetings 2-3 hours ahead of time to do reports, don’t have time needed, so mistakes happen. Not always time to review. Really should be able to say here’s what the results are and how it’s going to impact us. As a Treasurer, that’s not giving the WSOB or us what it needs. Other concern is Patty’s – in Long Range Planning she’s already planning when I’m gone. Next Treasurer may not be as financially sophisticated. I’m a CPA. Have been doing bookkeeping for 30 years. I was too busy putting together report to have time to analyze. Patty’s coming to him with CAWS projections and he should really be involved, or coming to her instead.

Bob – You’ve really made very few mistakes. Probably the highest quality of accounting ever seen at CA. Only had 1 CPA as Treasurer before. Need to understand we can’t get people to go to classes, but can more seriously look at who’s joining the Finance Committee, trying to get more appropriate people involved. Committee needs expertise. Has talked to Oliver & Patty about the committee listening to CAWSO and then voting contrary to what the office says. They vote for what they want, even if not realistic. We can turn that around. Issue with the budget – talking to Heidi about that today. Would be better to have the budget start with CAWSO and then go to Finance Committee. In AA their office creates the budget and then it goes to the trustees. We need the Conference’s participation because they have a lot of expenses, but why not start with a trial budget from CAWSO so the Finance Committee has some leadership? The Finance Committee is a new committee every year; how is it fair to have them re-invent the wheel like that? If they don’t like the budget, they can take action. Not proposing to take away any authority; they might appreciate having a starting point. WSO could start leading the momentum towards those things.

Oliver – We kind of used budget from last year. Because of SR 14, which places a hardship, I have to have preliminary budget done by June 1^st. We could bring something to the table, but it’s just a rush job.

Bob – All I’m saying is, one of the ways we can improve this, whether this year or by next year, we can start with a rough, realistic budget. This will help the Finance Committee and also tune the WSBT in to really having justification as to why things are certain ways.

Oliver – Maybe we need to make a referral. If each committee by March would present their needs it would really help.

Bob – Excellent point. Talking about moving process earlier in the game. Won’t get that part of it done this year, but we can get it set up to do for next year. This will only add to strength of committee chairs & test whether they’re doing their job. I think we have to stay focused on the Finance Committee being the body that brings the budget to the floor. Don’t want to see that lost. Puts too much responsibility on paid employees & the WSO & it belongs at the Conference. Since WSO is on the firing line & is best equipped to know reality, we need to prepare the Finance Committee to be able to complete that function. Also need to strongly participate in Finance Committee to make sure they’re realistic in their decisions. You look to us, so it’s still CAWSO. Second thing is this, Oliver needs to understand from a historical point of view, we have never been equipped to have a bookkeeping department. Because of finances right now, we are still not equipped to have one. On the other hand, we’ve never

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been equipped to have someone put in as much time as you do, and we’re very grateful. When I was treasurer all we had was little checkbook & stack of bills. You’re going to need to be doing bookkeeping for a while.

Oliver – I understand.

Bob – There is so much bookkeeping to do, day-to-day, not what Roger Brown does. One of the critical things we need to get on line when we can is the money to have a bookkeeping department. Even if we fall on hard times and have to make cuts at the WSO, the accounting or bookkeeping division would be one of the last things to go, and we don’t even have that yet. We have to get that online in the very near future. If Patty’s doing it, then she’s taking away time from her position. How many hours a week would we need accounting? 40 hours a week?

Elizabeth – I would think so. Oliver used to do it and get paid.

Oliver – I was doing 10 hours a week, but Joy was Treasurer.

Bob – Talking about getting a clerical rate. Can’t have Patty & Oliver do it; Oliver is a volunteer and not there all of the time. Need a bookkeeper there most of the time

Spencer – Part or full-time?

Bob – I’m kind of guessing here, but I would not be surprised if I was told we have need for 25-30 hours a week of bookkeeping; could get someone who also does 10 hours of something else. Pretty critical right now.

Jackie – LA is so big, can’t there be some sort of a drive to get more volunteer help?

Bob – Think we need to have a paid employee to do our accounting because we need consistency. There are problems with getting volunteer work. Sometimes you’re going to get good people, sometimes bad. Don’t need inconsistency or bad work in accounting. Need someone regular Oliver knows he can rely on. That’s a paid position, I think.

Oliver – There’s also a training curve that’s involved.

Elizabeth – Leandra used to do some of it; is she not able to anymore?

Oliver – She’s doing some of it, and Judy’s helping a little.

Elizabeth – You’re finding yourself more backed up now¼

Oliver – Because of Judy it hasn’t been that way. On the accounting for the convention, they don’t have the people in-house to prepare those for the convention, and that’s an added thing. From the end of March through today, there’s no time to do any budgeting. I’m still finding I’m behind. I’m up through April or so.

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Bob – Anybody who’s going to be treasurer hopefully is someone in that profession. They’re not going to be around during tax season, which is even more of a reason why we need at least an accounting department to keep things rolling along. Need to focus on that almost immediately.

Oliver – This is something like 6-12 months away.

Bob – I’d like to have it before 6 months. This is where we talk about raising more money.

Spencer – I heard what you said about the hours.

Bob – Maybe the best way to start talking about it is CAWSO needs an accounting or bookkeeping department as quickly as possible, a paid position. It probably doesn’t need to be 40 hours a week.

Teri – Do you know what average salary would be?

Bob – For a bookkeeping clerk, probably $10-$15/hour.

Oliver – Concurs; about $30k/year.

Spencer – This would help you do what you want to do?

Oliver – What you need me to do.

Teri – I’d like to shift to the profit & loss statement. I believe there’s an error in the Atlantic South budget. It states the telephone budget is $100, yet all the other Regional Trustees have a budget of $300 per month, with the exception of Atlantic North. I’m trying to understand what I view as a discrepancy.

Oliver – Budget is annual budget. It’s broken down such that that kind of inconsistency shows up. That could be the result of that.

Bob – Why isn’t it the same for both?

Oliver – I can’t explain why isn’t $300 like everyone else’s. (Will investigate and explain to Teri)

Jackie – Atlantic North says $180.

Oliver – Budget done on fiscal year. Everyone has same amount for telephone, for example. Simply a matter of not having someone review it for these discrepancies when it’s broken down and put into the system. It’s probably an oversight error in the way they’re breaking out the budgets.

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Spencer – TAL is only $75.

Teri – Regional Trustees were given the same amount, except for Jackie.

Spencer – Don’t believe you make a lot of mistakes. The WSBT is very aware we have a diamond in the rough.

Jahi – Like that I got the graph because the layman can see what’s going on a lot better. Did have a question on miscellaneous. What is that miscellaneous and why is the budgeted amount so high?

Oliver – That is anything that’s not a sale, so it’s interest income, other income.

Elizabeth – H&I money?

Oliver – Think that’s under 7^th Tradition. Reason budget’s so high is there’s $18K in the World Donor Program there. I can confirm that.

Teri – Going forward, I think it would be important to get a better idea what misc. is. If World Donor Program is not lumped into 7^th Tradition now, which I view it as 7^th Tradition, then we need to make adjustments and shift it over. If it’s not the World Donor Program, we need to understand what miscellaneous really encompasses. At some point in time, something in miscellaneous may become large enough to become its own category.

Oliver – If you look at the financials, there is a breakdown of what is in miscellaneous under income.

Teri – Why is 7^th Tradition categorized as miscellaneous? World Donor Program is 7^th Tradition, so why is that categorized as miscellaneous?

Oliver – Not having the time to sit down and review the report for those kinds of things. You’re correct.

Bob – She’s saying that whether the number is real or not, it should come under 7^th Tradition not miscellaneous, because it inflates miscellaneous. Correcting the # is a separate issue.

Spencer – Having WSO do the budget sounds like something that may be needed. Do believe the Finance Committee should have something to work with in the beginning. About the new position being created, and looking at a whole new budget –

Bob – We will. Do you know the history behind the internal budget?

Oliver – It started when Patty was hired.

Elizabeth – It started after the $88K deficit budget because we couldn’t work within those parameters at the office.

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Spencer – I think that was 2 years ago. I sure would like a better picture for this board about adding this position that sounds like it’s needed.

Bob – We’ll be looking into it. Just letting you guys know there’s going to be more.

Jahi – I like the idea of a preliminary budget going to the Conference. Is that something that would come to us to look at?

Bob – How about having it presented? We’ll give it to you as early as possible – we can give it to you at the same time as the Finance Committee, not to have you approve it first. It’s just a process.

Elizabeth – The WSBT felt not having February meeting was not going to work for next year. Could you make sure there’s enough in there for 4 quarterly meetings?

Oliver – As far as the budgeting process goes, if you’re the one that’s creating your budget, then the committee is probably going to provide more realistic information to work with and they’re going to be more invested to work within their budget.

Bob – What she’s saying is when you do the preliminary budget, you may overlook going back to 4 quarterly meetings per year.

Oliver – No I won’t. If the trustees would know what you really need to have to do your job, that would help us know what would work for you.

Cynthia – What are the dates of the budget to be passed at this year’s Conference?

Oliver – 7/1/04 – 6/30/05. To do a budget two years out is really hard to do.

Matt – What’s the shortest we can go, in your opinion?

Oliver – If you don’t meet until September, you’re effectively 6 months into your new fiscal year without a budget.

Bob – We can try our best to pass a budget 2 years in advance, then look at the actual numbers and have the Finance Committee do a revised budget at the next Conference. Then we’re back on schedule.

Spencer – Glad you and Bob came; we want to be able to do our part.

Meeting adjourned.

Respectfully submitted,

Cynthia Cronkhite

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Acting Recording Secretary

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