Aug 18, 2018 – WSOB Minutes

WORLD SERVICE OFFICE BOARD

AUGUST MINUTES

August 18, 2018

OPEN MEETING @ 9:05am

SERENITY PRAYER – Led by Randy M.

8^th TRADITION – was read by Ron D

8^th CONCEPT – was read by Linda F

BIRTHDAYS: Brenda M (32 years)

ROLL CALL & QUORUM DETERMINATION

Present were Randy M. (Chair), Alesia F. (Vice Chair), Linda F., (DOO), Allison M. (Treasurer), Brenda M. (Secretary.), Ron D. (DAL), and Pierre K (DAL) (Kevin M. (WSOT) and Yvette H. (WST) Quorum is met.

Guests: David C

CHAIR ANNOUNCEMENT(s)-

1. At the end of today’s meeting the executive board will interview David C for open DAL position.
2. Linda, Alesia and Allison are busy with preparations for the Conference.
3. In answer a question for Johan The explained the board’s expectation for his monthly convention updates. MOTION: Brenda M moved to take the convention report out of order on today’s agenda, Linda F seconded; motion passed

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 7/21/2018

MOTION to approve the minutes from the 07/21/18 WSOB was made by Linda F, seconded by Allison M.

Motion passes unanimously.

SEVENTH TRADITION – 7^th tradition was observed

CAWS CONVENTION REPORTS:

A. CAWS 2019 – Sweden –Johan T. No Written report – Verbal Highlights

• The first committee meeting held on August 15, 2018.
• Bank Account has been opened with 2 signers
• Budget submitted to board

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• Included in budget document was a list of speakers for review will resend for approval
• The committee is looking for more committee members.
• They are in further negotiation with the hotel for additional room nights currently at 640.
• Ten (10) fundraisers are schedules.
• Germany made a $1000 donation; the proceeds from a unity event.
• The online lottery was set up to sell tickets.
• Requested a meeting with the treasurer to discuss funding accommodations for speakers

Open discussion: Approval, printing and distribution paper registration forms; confirm hotel code for booking hotel. Linda commented on the letter for speakers and other document for committee use Randy explained that CA cannot use the term lottery for the online fundraiser this is illegal in California, Johan stated that they would take the online option down today. Allison asked how to get access to the bank account; Johan does not think it’s possible but would check. Linda asked if they have an auction chair; Johan said they do

OFFICE DIRECTOR REPORTS

Director of Operations- Linda F. Written report submitted

MOTIONS:

Linda moved and Alesia seconded approved the expense to translate “A Quite Peace into French. Motion passed; 7 yes 1 abstained.

Linda moved and Alesia seconded the motion to approve the expense for airfare and hotel room for the non-delegate chair of PI – Motion passed unanimously

Discussion: Board talked about the timeline to submit quarterly reports. Final financials from Montreal are pending outstanding invoices and additional income. Board discussed creating a detailed procedure to support the convention committee’s ability to get the final data submitted in time for the conference.

DIRECTOR REPORTS

Chair – Randy M. – Written report submitted

Comments: Pierre will continue the duties of DAL but due to personal reason cannot attend the conference.

Vice Chair- Alesia F – No written report – No highlights

Treasurer – Allison M- Written report submitted – No Highlights

Secretary – Brenda M. – No written report submitted –

Comments: Brenda M expressed the intention to have a first draft of the minutes the week after the board meeting.

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Director at Large – Pierre K. Written report submitted

Comments: There is a new CA meeting in Southeast Africa named The Next Step. Peter commented on his committee to the DAL role and reiterated his inability to attend the conference.

Director at Large – Ron D. No report submitted

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M – Written Report submitted

Comments: The Trustees are concerned about quality of the privateemail.com service.

Conduct research he now agrees with Linda’s recommendation to email providers

MOTION: Kevin moved to increase to budget from $1,000 to $2,000 per year for new email provider

Seconded by Linda

Motion passed.

WS Trustee – Yvette H – Written Report Submitted

Comments: Discussion on a possible state tax exemption for food provided at the conference. Linda stated that she contacted the State Board of equalization and CA it not eligible for a tax exemption for meals provided at the conference, only items that are purchased for resale.

COMMITTEE REPORTS –

Finance – Allison M – Written reported submitted –

Structure & Bylaws – Kevin M.

Comments:

SR14 procedure to change the wording in WS manual for traditions and concepts. This will be an item for the conference with the focus on public relations policy in Tradition 11 (social media to be included)

Convention – Brenda M. No highlights

Comments: Linda will provide Brenda the conference call information.

Conference –Linda F. and Alesia F. – No Highlights

Unity– Ron D. No Highlights

Literature, Chips & Formats – Pierre K. Written report submitted

Comments: The 12 step workbook may be ready to approve at conference.

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Hospitals & Institutions – Pierre K.

No highlights

Public Information– Linda F.

Comments: Committee continues the work to get CA increased visibility at drug court.

The meet and greet at conference is being supported by local and world PI

IT – Randy M.

Comments: No report

Archives – Yvette H.

Comments: On line archive project is still in progress. The work interviews with long time CA members is also in progress.

European sub – committee – Randy

Comments: No report

B. CAWS 2020 – Austin – Susan L. Comments:

• None.

Questions:

• None

C. CAWS 2021 – New York – Alan S. Comments:

• None.

GUEST REPORTS:

• None

ONLINE BUSINESS:

• On line motion and approval of the New Gram was ratified.

UNFINISHED BUSINES

A. Office assignments

1. Language on Royalty Agreements – (meaning the way the agreement is worded) Still Pending
2. “Smart” option for recurring donations. Still Pending
3. Offsite back up of office computer files. – The server is backed up weekly and monthly.

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B. 800 Number – Earl / Linda- Earl is working to get a quote for provider to possible decrease the overall cost for our telephone service 

C. Ad Hoc Committee – Kevin M., Randy M., Alesia F. and Linda F. – Pending

D. Conference referrals

a. WSOB 2017 1 – DONE!

b. WSOB 2017 2 – DONE! 

c. WSOB 2017 3 – DONE!

d. WSOB 2017 4 – DONE!

e. WSOB 2017 5 – DONE!

f. WSOB 2017 6 – DONE!

g. WSOB 2017 7 – DONE! 

h. WSOB 2017 8 – DONE!

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.) Deferred to conference in the L&D committee.

j. WSOB 2017 10 – DONE!

k. WSOB 2017 11 – DONE!

l. WSOB 2018 01 – Translation Guidelines – I would like to refer the attached Translation Process document into conference for subsequent editing, approval and publishing wherever the conscience of the conference deems fit. It is designed to be fellowship-facing document as I am aware there is already an internal process document.

m. WSOB 2018 02 – Brand Style Guide Creation – Request the creation and publication of a brand style for our fellowship.

NEW BUSINESS

a. WSOB Meeting Dates to the end of the year.

1. September 15, 2018
2. October 20, 2018
3. November 17, 2018

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4. December 15, 2018

Executive Session – Conducted interview with David C for open DAL. Board Approved is placement and Randy communicated to David via email.

Motion to Adjourn

Meeting adjourn at 12:30 pm

Respectfully Submitted

Brenda M.

For all attached documents and reports see: 2018-08-18_WSOB_Minutes_final.pdf

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