WORLD SERVICE OFFICE BOARD MINUTES
April 14, 2018
OPEN MEETING @ 9:15AM
SERENITY PRAYER – Randy M. opens the meeting with the Serenity Prayer.
TRADITION 4 – Read by Yvette H.
CONCEPT 4 – Read by Kevin M.
BIRTHDAYS –
ROLL CALL & QUORUM DETERMINATION
Present were Randy M. (Chair), Alesia F. (Vice Chair), Linda F., (DOO), Allison M. (Treasurer), Kevin M.
(WSOT), Yvette H. (WST) and Pierre K. (DAL)
Quorum is met.
Guests: Ron D., David C. (GTM)
CHAIR ANNOUNCEMENT(s)-
- We have 2 Director at Large positions and one Secretary position open that we need to fill ASAP.
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 3/17/2018
MOTION to approve the minutes of the March 17, 2018 WSOB made by Alesia F., seconded by Allison
Motion passes unanimously. SEVENTH TRADITION – can was passed.
OFFICE DIRECTOR REPORTS
Director of Operations- Linda – Written report submitted
- Discuss the 7th Tradition checks received this week from U.K.
- MOTION to approve the first CAWS 2018 artwork with the knowledge that they may need to add the logo on the items made by Linda F. seconded by Pierre K. Motion passes unanimously.
- MOTION to approve the second CAWS 2018 artwork with the knowledge that they may need to add the logo on the items made by Linda F. seconded by Kevin M. Motion passes on a 3 -2 vote.
- MOTION to approve the third CAWS 2018 artwork with the knowledge that they may need to add the logo on the items made by Linda F. seconded by Kevin M. Motion passes on a 4 – 3 vote. The board notes that the CA logo needs to be incorporated with any design.
- MOTION to approve the 4th design with logo with both languages made by Linda F. seconded by Yvette. Much discussion. Motion to table this motion made by Kevin M., seconded by Linda F. Motion to table passes.
- MOTION to approve Check Request #6 in the amount of $919.80 for Jeopardy Game equipment made by Linda F.; seconded by Allison M., Motion passes unanimously.
- MOTION to approve Check Request #7 in the amount of $258.69 for Karaoke equipment made by Linda F.; seconded by Kevin M.,
David is not sure it was Central UK Area had the money. Linda thinks we did get a similar donation from CAUK.
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- Delegate mailing to go out Monday.
- Marc P. (Accountant) has the flash drive with the CAWSO records for the preparation of the 2017 tax filings.
- 19 Starter kit requests.
DIRECTOR REPORTS
Chair – Randy M. – written report submitted
Comments:
None.
Questions:
None.
Vice Chair- Alesia F –
Comments:
She needs to be included in emails for office, staff and program issues so that she is properly informed should she need to step in at some point. Wants to stay abreast of all issues. All agreed.
Questions:
None.
Treasurer – Allison M-
Comments:
Discussed ongoing process with City of Long Beach P.D. regarding the fraud investigation. She will also continue to contact the company in the hopes of getting the money back.
Questions:
None.
Secretary – Open
Director at Large – Pierre K.
Comments:
Will be on LCF and H&I conference committees.
Questions:
None.
Director at Large – Open
Director at Large – Open
TRUSTEE REPORTS
WSO Trustee – Kevin M
Comments:
- Not much to report.
- Followed emails regarding the 7-day chip.
- Requested that Allison forward the financial reports to him once completed by the CPA.
Questions:
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None.
WS Trustee – Yvette H – written report submitted.
Comments:
- Waiting on revised hotel contract from NY committee.
- Discussed local printing of Information Pamphlets (IP) and chips. Says the ER is full of young people with lots of ideas on how to use emerging technologies. There will have to be discussions on how the WSOB can adapt with Royalty Agreements for both chips and literature.
- Suzanne V. (ERT) presented her “European Region Math Magic” detailing the amazing growth of the European Region.
- LTP is looking to become a committee of the World Service Conference.
- Linda is to report on current royalty agreements.
- Controversy about how the European Region should or could be divided.
Questions:
None.
COMMITTEE REPORTS –
Finance – Allison M – written report submitted.
Comments:
- Next conference call is April 15th.
- International committee continues working on international guidelines and best practices.
Questions:
None.
Structure & Bylaws – Kevin M.
Comments:
No report.
Questions:
None.
Convention– Alesia will be added.
Comments:
No report.
Questions:
None.
Conference –Linda and Alesia
Comments:
- More discussion about WSOB sales on the Saturday of the convention. Convention committee wants to be able to purchase items throughout the conference, not just on designated days. WSOB to consider.
Questions:
None.
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Unity– Kevin M.
Comments:
No report.
Questions:
None.
Literature, Chips & Formats – Pierre K. is new Liaison.
Comments:
No report.
Questions:
None.
Hospitals & Institutions – Pierre K. is new Liaison.
Comments:
No report.
Questions:
None.
Public Information– Allison M. Comments:
- Need to discuss the CALA PI event scheduled at the conference.
- They reserved booth at the Drug Court event.
- WSOB will be sending pamphlets, etc.
- There will a meet and greet for Drug Professionals at the Sheraton Gateway ahead of the WSC. CALA is coordinating with Conference Committee.
Questions:
None.
IT – Randy M – written report submitted.
Comments:
None.
Questions:
None.
Archives – Yvette H.
Comments:
- A virtual museum of CA artifacts has been added to the ca.org website.
Questions:
None.
European sub – committee – Randy
- WSM Audio version available on ca.org
- What does Marius say about available email address for the “Contact the Committee” button for ca.org
- Clarity on the Starter Kit download from ca.org
- Foreign Currency exchange for reimbursements.
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CAWS CONVENTION REPORTS:
A. CAWS 2018 -Montreal – Robert F. – Meeting Monthly Comments:
- Robert explained check requests. Both were approved.
- They are having weekly Steering Committee meetings.
- There is a new Registration Chair.
- Auction committee has no chairman.
- They are a bit concerned about registrations.
Questions:
None.
B. CAWS 2019 – Sweden –Johan T.
Comments:
No report.
Questions:
None.
C. CAWS 2020 – Austin – Susan L.
Comments:
NO report.
Questions:
None.
D. CAWS 2021 – New York – Alan S.
Comments:
No report.
Questions:
None.
GUEST REPORTS:
None.
ONLINE BUSINESS:
None
UNFINISHED BUSINES
A. Look over guidelines –House Keeping of position names
B. Process and procedures updated in the book – Linda (April) Deadline
C. Office assignments
a. Electronic Meetings -goto meetings
D. 800 Number –
E. Ad Hoc Committee – Kevin M., Randy M., Alesia F. and Linda so far?
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F. Conference referrals
a. WSOB 2017 1 – CAWS Office Store –Please be sure that the Office is selling items in the CA Office Store during ALL days that the Conference is in session. It makes no sense to me and others here that the store is not open today (Saturday) since every delegate is here all day today. We missed some bi sales today. I know it was announced that the store would not be open, still, in my opinion, the store should be open today.
WSOB Response: Thank you for your referral. Due to the costs associated with having WSOB office staff at the conference on Saturday (overtime), and the limited time the sales booth would be open (due to conference rules), it does not make economic sense to staff the WSOB booth on the Saturday of the Conference. However, the Director of Operations and the Vice Chair will be available to take and fill orders, if necessary.
b. WSOB 2017 2 – CA Logo Stickers – That the WSO produce foreign language C.A. logo stickers for all of the established Areas of our Fellowship. We are a global fellowship. It seems a great oversight to have stickers available in English only.
WSOB Response: Thank you for your referral. The Director of Operations will find out minimum order sizes, will check costs and we will analyze the cost to the fellowship.
c. WSOB 2017 3 – (Referred from Finance 2016 1) – Add or increase a line item amount to allow for the World Service Office to carry out translations of our World Service Manual for all Areas recognized by The World Service Conference that do not have English as their first language. The amount to be adequate for said translation works to be carried out by the World Service Office without the requirement for participation of the individual Areas. The current number of required / outstanding translations to have adequate funding within the next two years and an ongoing line item to allow for newly required translations to be commenced immediately upon the recognition of a new Area.
WSOB response: Thank you for your referral. Tabled pending further action.
d. WSOB 2017 4 – (Referred from LCF 2016) – That the Committee revise the Newcomer Booklet to include the reading “Who’s A CA. Member?”
WSOB Response: Thank you for your referral. The WSOB will implement the suggestion and add “Who is a CA Member” reading to the Newcomer Booklet.
e. WSOB 2017 5 – (Referred from the WSBT) Please allow Areas to produce and distribute C.A. keyrings, medallions and Books under Royalty Agreement.
WSOB Response: Thank you for your referral. We are currently evaluating avenues to provide local printing of CA Information Pamphlets, Chips and CA books, with the intention to provide these items locally under a Royalty Agreement. This is a joint effort of the WSOB and the WSBT, along with input from the fellowship, and we hope to realize this goal in the coming year.
f. WSOB 2017 6 – (Referral from IT 2016-1) – Digital delivery of Speaker Audio files – as we proceed in the digital world, and as more and more conventions are transitioning toward uploading digital files from workshops and speakers, should there not be a WS standard (bit rate, frequency, format, compression and production origin) for these files? Furthermore, is it possible to create on the CAWS site a file distribution system, or at least a link to a page, so that members worldwide can access the media as it is produced and posted?
Tabled pending further action.
g. WSOB 2017 7 – NADCP Funding – A Motion will be brought related to this SR14 Notice which will be addressed to both the WSC Finance Committee and the WSOB to
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cease (not fund) participation by C.A. World Service at the annual United States National Association of Drug Court Professionals (NADCP) Drug Court Conference; and only then reinstated thereafter if and when it can be substantiated that the significant funds which are being spent on C.A.’s participation each year provide an acceptable return on C.A.’s investment in terms of measurable results, including without limitation: the number of new meetings started directly after CA Drug Conference participation, new C.A. cities / states / countries colonized where there is little, if any, C.A. now, and judges and referees sending their people specifically to C.A (how many people were sent).
Tabled pending further action.
h. WSOB 2017 8 – Best C.A. App – Have a contest to see who in the fellowship can make the best computer App. The creator of the winning App would get a designated prize, and all rights and ownership of the App would be turned over to the WSO. A contest of this nature would tap into the great technical skills that many of our members have as well as eventually providing much desired services to our entire fellowship. If an App was created for the meditation book, it could even help generate income for CAWS.
Tabled pending further action.
i. WSOB 2017 9 – Draft Publications Guidelines – Please consider adopting the attached draft Publication Guidelines (or something similar). (These Guidelines are available for review related to this Referral. Inquire to the Conference Committee for a copy please. These Guidelines are NOT attached here to this report.)
The WSOB is awaiting further clarification from the LCF Committee on the proposed publication guideline revisions.
j. WSOB 2017 10 – Publication Information Repository – If this has not already been done, please consider creating a central repository for all information related to the publication of C.A.’s books. This would include source files (from original publishing software, where applicable, as well as PDF and / or “e-book” formats), lists of fonts types and sizes for each element of the book, cover art and colors, etc. Ideally, this information would be readily accessible to members of both Boards and backed up to multiple secure locations.
Tabled pending further action.
k. WSOB 2017 11 – Cost of Currency Exchange – The fellowship appears to be not informed regarding the cost of managing multiple currencies and converting to USD. Request that the WSOB Finance Committee monitor, record and report on the cost to the fellowship 2017 conference to 2018 conference of managing all financial matters in multiple currencies.
WSOB response: Thank you for your referral. The Finance Committee of the WSC now has a subcommittee specifically tasked with this function. They will be making recommendations to the WSOB and the WSC with their findings.
l. New referrals received this week.
NEW BUSINESS
- DAL Resumes are being accepted.
- WSOB Meeting Dates to the end of the year.
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May 19, 2018
June 16, 2018
July 21, 2018
August 18, 2018
September 15, 2018
October 20, 2018
November 17, 2018
December 15, 2018
Executive Session – None.
For all attached WSOB Minute Documents: See 2018-04-14_WSOB_Minutes_Final.pdf