Minutes of the Meeting of CA World Service Office Board of Directors
July 18, 2015
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 9:28 am by Chair, Richard L.
II. Tradition 7 – Read by Randy
III. Concept 7 – Read by Ira L.
IV. Birthdays – No Birthdays
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Laurie R. (Treasurer), Tim A. (Vice Chair), Scott S. (DAL), Morgan T. (DAL), Frank P. (WSOT) Ira L. (WST). A quorum is established.
B. Board Members Absent: DRPD (vacant), Chris J. (DAL), Jay H. (DAL), Jennifer M. (Secretary)
VI. Guests Present: Randy M.
VII. Chair Announcement – Richard L. Conference is coming up, we have done room assignments, we will discuss conference when it gets closer. We have to create slates for Chair and Treasurer. Interviews with the trustees will be on Monday, August 31st.
VIII. Approval of the minutes of the prior meeting – June 20th, 2015
A. Motion to table approval of minutes of 6-20 made by Ira L., seconded by Scott S. Motion passes unanimously.
IX. Seventh Tradition – Can is passed.
X. Guest Reports:
A. Randy M. – I am here and appreciate the opportunity to possibly serve at this level. Richard explains the process re interviewing and the requirements for being interviewed for the board.
XI. Online Business –
A. Online motion was made by Linda F. to change phone system over to Time Warner. Passed online with noted opposition. Motion to ratify online vote, passed unanimously.
I.Old Business
A. WSOB Director Openings –Richard L. – We still have openings and are always accepting applications.
B. CA.Org Website Current and New (Linda and Richard)
1. Richard – new website –Yves is working with Cameron and the website is in a beta stage. They should hand over to us in August. We will then have to move the online store onto it and connect the donate button. Cameron will make a proposal to continue working on adding technical support and updates. Discussion by Scott on getting multiple bids on maintenance. Further discussion comments from Frank, Laurie, Linda and Ira.
2. Linda – current website – continuing to work with Marius on adding upcoming events and changes to be made, corrections to local area phone numbers, etc.
C. European Fulfillment Center – Morgan– Discussed with Russell. He was supposed to be following up with Kevin and getting a contract to us. That has not happened yet. Richard – because there has been such a long delay,. I have put the in-house employees to work on researching different facilities. So far no contracts have been
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brought forth. I will continue to have the employees work on research. Board discussion on this topic.
D. Meditation Book – Status Update & 35th Anniversary Edition – Linda
1. We are now sending out the second printing of first edition with corrections included.
2. I am also checking into special edition books with a specialty book with special cover for an anniversary issue.
E. e-Book – Richard – What we found out that we will not be able to have it formatted for every different device if we go through Amazon and Barnes & Noble. Questions and discussion by the board. Scott makes a motion to upload cocaine anonymous published books in the existing format at a price of 20% below single copy list price. Seconded by Tim A. Motion passes unanimously.
F. IT Report – Linda
1. Linda – New cable service – We are setting up a date for the switch to new cable company.
G. Fiscal Year vs. Calendar Year – Laurie and Scott
1. Nothing to report.
H. Update with the CPA Firm – Laurie – getting the quickbooks files ready for the CPA to close the year.
I. Slate nominations WSO Chair & Treasurer
1. Chair- Tim, Laurie, Scott
2. Treasurer – Scott, Laurie
3. Linda makes motion to accept slate for chair, seconded by Morgan, all in favor, motion passes unanimously.
4. Linda makes a motion to accept the slate for candidates for treasurer, seconded by Morgan, all in favor, motion passes unanimously.
Richard – GFL!
II. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports) WRS.
B. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)
1. WRS.
C. Vice-Chair – (Tim A. -Submitted written & verbal report (see committee and ad-hoc reports).
D. Treasurer – Laurie R. – submitted written and verbal report (see committee and ad-hoc reports)
1. WRS – Laurie – Laurie made a Motion to disburse the OY convention funds as proposed in the treasurer’s report. Seconded by Scott. Motion passes unanimously.
2. Treasurer addressed questions from the board regarding financials.
E. Secretary – Jennifer M. Not present, no report.
F. Director at Large – Scott S. – submitted written & verbal report (see committee and ad-hoc reports). WRS. Finance committee report submitted.
G. Director at Large – Jay H. – Not present, no report.
H. Director at Large – Morgan T. – Nothing to report. No written report.
I.Director at Large – Chris J. – not present WRS.
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III.Trustee Reports
A. WSO Trustee – Frank P. – Submitted written & verbal report (see committee and ad-hoc reports)
B. WS Trustee – Ira L. – Submitted written and verbal report (see committee and ad-hoc reports)
1. Were here and were free is up in 2016. Bernie Gans will be renewing for us. We need to submit the renewal fee to Bernie Gans made out to the PTO in advance in order for him to renew the trademark.
IV. Committee Reports –
A. Finance: Laurie R. & Scott – Nothing to report.
B. Structure & Bylaws: Jennifer M. No report.
C. Convention: Linda F., Ira L. – Report submitted
D. Conference: Linda F, Richard & Ira L. – Nothing to report
E. Unity: Jay H. – Not present, no report.
F. Literature, Chips & Formats: Chris J. – Nothing to report
G. Hospitals & Institutions – Tim A. – Letter came in for ladies to be pen pals. A bunch of women stepped up to write to her.
H. Public Information: Morgan T. – The office put together a new fact file to send to drug court. Morgan will check on the next call.
I. I.T.: Linda F. – IT is working on a powerpoint to show to the delegates that explains anonymity.
J. Archives: Frank – Nothing to report.
V. CAWS 2016 – Chicago –Linda F. – No report.
VI.CAWS 2017 – Seattle– Linda F. – No report.
VII. CAWS 2018 – Montreal – Linda F. – No report.
VIII. New Business
A. Meeting minutes for June 20th – tabled until next board meeting
B. Referrals –
2015WSO-2 Please consider adding the last revision date for each piece of literature to the order form so our members can easily tell whether they have the most recent Conference-approved version available. This will help insure that our groups are carrying the current message of C.A. and should help generate sales as out-of-date inventory is replaced. Thank you.
Response: Thank you for the referral. The office will work to update the paper order forms as well as the online store to update this information.
2015WSO-3 As a member of the h&i committee and corrections referrals we like to request a beginners booklet that contains some few already approved literature to be geared towards someone incarcerated. Possibly a meeting format. And without staples. Due to the increasing demand for literature from inmates I think it would be a great idea to have one piece of literature to send out for them. Thanks!
Response: Thank you for your referral. We will look into updating our Newcomer booklet to include a meeting format. In the meantime, we have newcomer booklets available without staples for H&I, as well as meeting in a pocket booklet, which is also without staples which can be used for H&I.
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2015LCF-1 We should offer HFC books in a digital format for sale from the ca.org website. Everyone is using e-readers these days and selling digital books would be 100% profit for the fellowship since once the digital copy is created you don’t have to keep buying more.
Response: Thank you for your referral. We are currently working on offering our published literature for sale in the form of e-books through two third party vendors. This should be available to the fellowship soon.
C. Motion by Linda that we update the meeting in a pocket to be the same size as the newcomer booklet and add H&I meeting format and speaker format to the booklet. Second by Ira. All in favor, motion passes unanimously
D. Petty cash policy – tabled to next month.
E. Credit card policy – tabled to next month.
F. Copier lease expiration (April 2016) – tabled to next month.
G. Office Lease (March 2016) – tabled to next month.
H. 800 number – – tabled to next month.
I. Prudent reserve – current/future policy – tabled to next month.
J. Employee sick leave – new laws – tabled to next month.
K. Trademark/ We are here and we’re free – tabled to next month.
L. IT option for Regonline
I. Executive Session – none needed
II. Next meetings: August 8 and August 15, 2015 at 9 a.m.
III. Motion to Adjourn made by Ira L., Seconded by Linda F., Passed unanimously.
IV. Meeting closed at 1:10 pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
Respectfully Submitted,
Laurie Rossi
Stand In Secretary
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World Service Office Chair Report
July 18,2015
- I continue to read and responded to all e-mails to the WSOB Chair and the DOO. Linda and myself have reviewed, answered and forwarded any/ and all mails from the fellowship.
- Communicate with the WSBT Chair
- I have phone conversations with the WSOT and the WST
- We have a monthly staff meeting with the Office Staff
- I Communicate daily via phone, e-mail and in person with the WSO and its Staff
- Communicate with Peter and Keith on options of Fulfillment center
- Communicate and met with the Treasurer and signed and delivered Checks
- Working on e-books with Keith and Linda
- Been involved with all translation projects.
- Reviewed all office bills and payments (signed all checks)
- Communicate with Yves on the New Website.
- Communicate and meet with our in house bookkeeper Frank
- Review and discuss all bids
- Preparing for the opening report at the WS Conference
Submitted by:
Richard L. WSOB Chair
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WSOB- Vice Chair
July 18, 2015
The following are the activities I have performed since our last meeting
- Chaired the on-line Vote
- I participated with H & I on the phone conference and discussed the different sub-committees work.
- Stopped by the office to see Linda. Seen Keith
- Attended the south central “Prom” event
- Kept in Communication with the WSOB- Chair , trustee and DAL ( Chris )
Thank you for letting me be of service
Gratefully,
Tim Andre
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WORLD SERVICE TRUSTEE REPORT for the WORLD SERVICE OFFICE BOARD
MEETING
JULY 18TH, 2015
Since the last meeting of the WSOB on 6/20/15, I have performed the following:
- Participated in all Trustee business in including calls, texts and e-mails as necessary for discussions on matters with fellow Trustees and grounded former Trustees.
- Cooperated with the WSOB Chair, Richard L., the DOO, Linda F., and with all necessary Board Members on appropriate work of the 2015 Convention Committee and WSOB business.
- Communicated directly with the WSOB Chair, Richard Leve, on continuing issues like the new website, the EFC, and new projects that the WSO is already working on or considering for the future.
- Contacted our C.A. attorney, Berney Gans, to discuss the renewal of our trademark, WE’RE HERE AND WE’RE FREE for 2016, based upon some correspondence we received. Our attorney advised us that this was some business trolling and he would proceed with the process of our renewal after receipt of renewal fee, which I have hand carried the information for this.
- Forwarded the Time Warner contract to the Trustee Negotiating Committee, communicated with them via phone, e-mail and text regarding the details, and facilitated the discussion. After approval by the TNC, I was authorized to sign the contract and it was forwarded to the WSO. I am hand carrying the original to the office.
- I missed the WSCC conference call due to not being notified by the Committee and will have to contact the Chair to rectify this unfortunate situation.
- Am looking forward to the quarterly WSCCC conference call on Sunday at 4 pm.
- The 2016 and 2017 Convention continue to be on the radar and I have been in discussions recently with different Convention Committee members regarding their continuing process.
- I continue to learn numerous lessons on the spirituality of service work and am very grateful to have this opportunity.
ILAS,
Ira M. Land, World Service Trustee
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WSOB Treasurer’s Report
July 18, 2015
- I have been in constant communication with the Chair, DOO and the bookkeeper. I have reviewed all outstanding payables and signed outgoing checks.
- I met with the office bookkeeper on two occasions this month to go over year end closing items for office. Scott Stevenson and I also met with the bookkeeper and DOO earlier this week re same. The DOO and Bookkeeper, along with Scott and myself have been working very hard over the last month to close out the year.
- Contacted the accountant and am getting the quickbooks file ready to send to him. I hope to have this accomplished by Monday 7/20.
- All accounts for June have been reconciled including credit cards and petty cash and reports were sent to the WSOT.
- CAWS2015 Convention – All payments have been made, including hotel bill, and we are expecting a commission check from Harrah’s in the amount of $21,815.35. With the expected receipt of the commission check, the net income for CAWS2015 is $108,380.95.
- I have attached a proposed disbursement of the convention funds for discussion with the board.
- Attached are the following reports:
– Balance sheet as of July 16th
– Fiscal Year P&L (7/1/14 – 6/30/15)
– FYE P&L budget vs. actual
– CAWS 2015 Final P&L
- The net income for the fiscal year end 2014-15 is $62,500.45!!
ILAS,
Laurie Rossi
WSOB Treasurer
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CAWSO Director At Large
Report for July 17, 2015
Tasks Completed
1. Attended the meeting of the WSOB on 6/20/2015.
2. Attended meeting with Laurie and Linda at World Service office this week to review matters regarding QuickBooks setup and operations, new data file setup and format, budgeting options, and other finance matters.
3. Assisted WSO bookkeeper in completing various “clean up” tasks in Accounts Receivable and earlier attempts to correct errors.
4. Discussed with Laurie issues with regard to paid time off.
To Do:
1. Complete Finance Committee projects in process. See Finance Committee report for more details.
2. Begin project of examining CAWSO minutes and procedures to collect for Board review.
Sincerely,
Scott W Stevenson
7/17/2015
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CAWSO Finance Committee
Monthly report
Meeting of July 18, 2015
Committee members:
Laurie Rossi – Treasurer CAWSO
Scott Stevenson – DAL CAWSO
Tasks started since last meeting:
1. Reviewed during teleconferences:
a. Accounting issues with inventory adjustments, error corrections, hotel bill issues from CAWS 2015, QuickBooks issues.
b. Discussed the new paid time off requirement in California.
c. Discussed tax issues with regard to expense advances (per diem), reporting and requirements.
d. Discussed possible changing distribution of duties at WSO to promote better internal control and responsiveness.
e. Discussed new methods of handling online merchant activities and acquiring three bids.
2. Met with Laurie and Linda @ World Service office to review the following:
a. QuickBooks error correction and resolution.
b. Backup issues with QuickBooks.
c. Accounting for certain transactions.
d. Probable use of a new company setup for FYE 12/31/2016 to clear up old chart of accounts, “stale” vendors and customers, budget setup and database size issue.
e. Handling issues with AR cleanup. Discussed factors in finding (or passing on the research) the corrections to AR existing.
f. Discussed timing of running utilities, backups required (and timing) and when to condense data to reduce size of existing company QuickBooks data file.
g. Found and re-labeled location for prior QuickBooks data on older system for archive purposes.
3. Worked with Frank (WSO bookkeeper) to clear up an earlier accounting entry which was posted incorrectly and clearing AR balances that were either too small to research or were paid but not posted correctly.
4. Assisted Treasurer in year-end close. Proposed changes to chart of accounts for the current fiscal year.
Tasks to be done:
1. Complete year end closing and get data to CPA.
2. Review and prepare report on Prudent Reserve policy and procedures.
3. QuickBooks setup for new fiscal (calendar) year.
4. Budget breakdowns to fit into new method of QuickBooks budget input.
5. Paid Time off policy review and implementation (update) policy for new paid time off requirements. Note: CA state law put this requirement into place 7/1/2015.
6. Continue review of minutes, motions, and other documents to determine what the complete finance policies are for the WSO.
Respectfully submitted:
Scott Stevenson
July 17, 2015
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July 2015
DAL Report
Chris Jacques
I have not had much time this month as I am on vacation.
I have worked on the new chip design with our current vendor wendalls, and am staying in touch with my contact there.
I have been in contact with the DOO, WSOB VC and the WSOT.
I plan on helping with the editing of the electronic version of HFC 2, when I return.
Thank You for letting me be of service.
Chris Jacques DAL
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CAWSO – Director of Operations Report – See WSOB_07-18-2015_Minutes-Final.pdf