Nov 30, 2006 – WSOB Minutes

Minutes of the Meeting of
CA World Service Office Board of Directors
November 30, 2006

I. Meeting called to order with the Serenity Prayer at 7:01pm by Chair, John Bodkin.

II. Tradition 9 read by Earl Henderson.

III. Concept 9 read by Patty Flanagan. Discussion ensued. John discussed the importance of being diligent in choosing appropriate and qualified servants for service positions.

IV. Birthdays:

V. Roll call and Quorum Determined.

A. Voting Members Present: John Bodkin (WSOB Chair), Tom Phelan (WSOB Treasurer), Willie Bailey (WSOB Director at Large), Earl Henderson (WSO Trustee), KathyJo Rangno (WSOB Vice Chair), Teresa Neighbors (WSOB Director at Large), Patty Flanagan (WSO Paid Director, Director of Operations, Office Mgr), Hayward Hunt (WS Trustee)

B. Voting Members Absent: secretary (vacant)

C. Visitors Present: Robin L. (WSO Special Worker), Susan (visitor, Austin, TX), Waheeda M. (Visitor, L.A., CA)

VI. Approval of the previous month’s minutes

A. Motion made by Tom Phelan to move until after break; so moved.

VII. Guest Reports

A. Susan:

1. apologizes for how long it has taken to get the pass-it-on report here and promises to get it here soon. Suggests that Kansas looks to Chicago and L.A. because their reports are very thorough.

2. John; was there any fall-out anywhere that you can share with us? Susan: no—it was a great experience and I think one great thing is that we didn’t have to do it for four years.

3. Patty: commends Susan for helping the office over the past two days and volunteering to help on the policies manual.

B. Robin: Please look at the roster and check for errors—get back to me.

C. Waheeda: Apologizes for being late. Glad to be here.

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VIII. Old Business

A. Director Resumes—

1. another announcement has gone out. No new resumes received at this time. John: At some time we need to set a deadline. Willie: I believe that we did set a deadline of Nov 30. John: was that the deadline for submissions or decision? KJ: I think we need to go into executive session. John: ok we will do that at the conclusion of the meeting.

B. Changes to the Agenda—various changes made—Patty added 3 items to new business; Teresa added three items for Newsgram and one item for postconference referrals under new business.

C. Newcomer Pamphlet / welcome kit—will be discussed in the Office report.

D. Re Print Policy/intellectual property type -Kathy Jo submitted written and verbal report.

1. We have had one meeting and scheduled a Dec meeting—trying to have monthly meetings.

2. We are making some great progress so far and will send completed pieces electronically.

3. Goal: to have a handbook for conference.

VIII. Office Report

-Patty submitted written and verbal report

A. Book Process—going to typesetter first of next week.

B. I/T Networking issue for WSO—discussing solutions with vendor on Dec.

C. Newcomer Booklet—new formatting to be revealed at the next meeting.

D. Expressed her pleasure in returning to an almost full Board and her great working relationship with Robin.

E. Re question of: Newsgram submissions—when we choose not to include something do we need to notify the sender of our decision? No we do not and no we should not.

IX Treasurer Report

-Tom submitted written and verbal report

A. Liquidity is good. There are some minor housekeeping issues that Patty and I are looking into. Earl: question about sales being low in literature & chips. Patty: we won’t actually know the true numbers until the end of Dec.

X. Director Reports

A. Chair—no report

B. Vice Chair—KJ submitted written and verbal report

1. Thanks the office staff for the roster!
2. briefly reviewed written report
3. add to new business—possible purchase of new software for webmaster.
4. request to keep the floater key to the office
5. Do we need a director to communicate with the webmaster? Patty: no-

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that would be the office, ie: Patty.

6. Patty: correction to KJ’s report—Pam does not have equipment of the WSO.
7. Patty: Could we have someone else that assists me that also attends this meeting serve as the conference laison? KJ: Yes. Patty: please add as item of New Business.

C. Secretary—vacant

XI. Break at 8:15pm

XII. Meeting called back to order by chair John Bodkin at 8:27pm

XIII. Approval of prior minutes. Tom made motion to approve the 11-9-06 minutes. Seconded by Hayward. Vote taken. Motion earned by acclamation.

XIV. Director Reports, Cont…

D. Director at Large

Teresa Neighbors submitted written and verbal report.

1. Newsgram-4^th quarter volume ready to go
2. Patty—would like to have a Jan subcommittee meeting of News Gram
3. Also working on possible referrals to WSC. Patty: should work with the board on these.

E. Director at Large

Willie B.

1. Waiting for John to say let’s get started on the translation piece.
2. Working with KJ and Hayward on the reprint policy

XV. Trustee Reports

A. WSO Trustee

-Earl—submitted written and verbal report

1. thanks WSO for all their hard work on the B2B meeting and for the WSOB as well. I will be reporting in more detail after receiving the full report from the meeting. I was elected the chair of the election committee.
2. Putting a proposal together to allow us to transfer calls from the office to a cell to increase productivity.
3. Finally, the issue with AT&T has been settled—we are receiving a refund of $205.61. We have cut our phone bills in half with Access Line.
4. Hayward: would like to talk with you later about some menu options to increase productivity on the phones.

B. WS Trustee -Hayward—no written report

1. I attended the conference call with KJ for the conference committee.
2. Got a call that the computer/800 line had gone down at the office—got it back up.

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3. CA Logo in S Africa—is it protected? Robin: working on it. New Zealand: Now part of Pac South—does anyone know how to protect it there? Bulgaria?
4. Nick had a question about the non-English speaking countries: can they translate underneath the English in their own language and then is it protected? Patty: what has traditionally been done: they translate it, send it to the office, and then we send it in to our attorney and get it protected, in hopes that it is accurate.
5. Patty: who is the legal committee? Carl, Jay, Bruce, Hayward

XVI. Seventh Tradition taken

XVII. Committee Reports

A. Assignments Established:

Finance: Tom, Earl

Structure & Bylaws: John

Convention: KJ, Patty

Conference: KJ, Hayward

Unity: Willie—expressed concern about giving up commitment until the vice chair is ready to take over. John emphasized the importance of the members of the board to move on from their other commitments in order to focus on their commitments here. Re: B2B Meeting and conversation with Bobbie and the international outreach—please look into what the Trustees do and how Bobbie/the trustees can work with the Unity Committee and the Board.

Literature, Chips & Formats: Teresa, John—there is a meeting scheduled for this weekend?

Hospitals & Institutions: Hayward Public Information:

Internet:

Archives: Patty-Patrick Potter called-will make a plan in Feb.

XVIII. CAWS 2007

-KJ-submitted written and verbal report

A. there was an emergency steering committee meeting last night because they could not get a quorum at their general committee meeting. Tom and Patty need to go over the budget with their spending committee because their budget is not in line. Still don’t have contracts. World was not represented on that call. We did not know that Tony was not going to be on that call. Patty: (to Earl) We need to know whenever a Trustee is not going to be present at a meeting or on a conference call for a Convention for the Office to know so that we can be representative of World Service as a backup.

B. CAWS convention website has been up and down—we think that it is up and running now.

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XIX. CAWS 2008

– Patty –

1. there was not enough follow-through in my absence.
2. Working on reg form. KJ delivered timeline.
3. Submitted Jewelry for fundraising. Next meeting: Dec 10.

XX. CAWS 2009-nothing to report

XXI. CAWS 2010-nothing to report

XXII. New Business

1. Next Meeting(s) 12/14, Discussion about January meeting. Decision made to have one meeting in January-to be held on Jan 18, 2007.
2. Memorabilia Items-2007 committee would like to do both the bracelet and the pendant. Bracelets: cost: $33; want 100. want to charge $100. Will have an engraver on-site. And $585 worth of pendants $25.00/piece without chain Cost $5.85/piece. Patty made motion for $3,885 to be taken out of the memorabilia budget at this time for bracelets and pendants. Seconded by Vice-chair KJ. Vote taken. Motion carries 6:1:0
3. KJ made motion to suspend the rules in order to complete new business. Seconded by Tom. Vote Taken Motion Carries 6:1:0.
4. Special workers released from meeting.
5. Volunteer Center of Los Angeles is implementing a new online system that will improve their ability to provide accurate hours for the courts, also effectively keep track of the volunteers’ due dates. This system will cost CAWSO a one-time fee of $100. for this center. We have to buy the equipment in order to use this center. The center has sent nine people to us this calendar year with a total of 2,170 hours. Patty made motion to purchase the fingerprinting log-in device from the volunteer center of Los Angeles, Seconded by Vice-chair KJ. Discussion ensued. Vote taken. Motion carried by acclamation.
6. Workshop Slate: KJ made motion to approve the workshop slate and leaders without additional cost as submitted by the Kansas City CAWS 2007 committee. Seconded by Teresa. Patty: I do not believe that it is in our authority to approve a slate but only to watch costs. KJ: I withdraw my motion. John: does the second agree? Teresa: yes.
7. Teresa made motion to send the final draft of the News Gram to print so that it may be sent out on the Dec mailing. Seconded Earl. Tom: question about whether or not all grammatical errors are corrected in submissions. Patty: no, out of fear of changing the voice of the writer. Vote taken. Motion carried by acclamation.
8. Teresa made motion to insert the article: Clubhouses and Cocaine Anonymous into our next mailings. Seconded by Patty. KJ: suggestions: ital at top. Add logo. Patty will make the changes. John: could we make this one page and add another message to it? Consider an additional mailing such as earlier discussed “connection.” Willie: couldn’t we distribute it locally? Patty: we are distributing

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it through our mailings because we were asked to by the trustees—it is going out to all areas because it is not just a local issue. If local areas need more copies, they can make more as they need them for distribution. Vote taken. Motion carried by acclamation.

9. Teresa made motion to ratify Cynthia Cronkite as the News Gram editor. Discussion ensued as to Cynthia’s desire to have a clear job description. Vote taken. Motion carried by acclamation. Teresa will contact Cynthia to congratulate her and to thank her for helping to write her job description that she will be expected to follow. Also, giving her the deadline of Jan 18 for the next News Gram.
10. Teresa made motion to rescind our 10-24-06 motion made regarding the post conference referral #5234. Seconded by Vice-chair KJ. Discussion ensued. Patty explained the process of translations and the responsibility that the office holds in providing chips in other languages. Vote taken. Motion carried by acclamation,
11. Web servant tools—do we need/can we afford new software? Patty: there is no room in the budget for any new tools. Possibly will be added to a referral for finance? Issue still pending.
12. Conference Committee Liaison—Hayward will take on the commitment of conference committee liaison, with support of office staff.

XXIII. Motion to close the meeting made by KJ at 10:55pm. Seconded by Patty. Vote taken. Motion carried by acclamation.

XXIV. Executive session began at 10:59pm to discuss filling the vacancy on the board and filling the secretary position.

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