Minutes of the Meeting of
CA World Service Office Board of Directors
April 12, 2007
I. Opening. Meeting called to order with the “We” version of the Serenity Prayer at 7:09pm by Chair, John B.
II. Tradition 4 read by John B. Hayward: I see this as groups governing themselves, but as long as they follow what’s laid out for them, they should be fine. Patty: we got a call with this question: If we are autonomous, why can’t we read non-conference approved materials? KatthyJo R: A very gray area is “things that affect C.A. as a whole.” John B. We don’t lay down the law or give out tickets, but we do get to share our experience. Autonomy is freedom to share within the group. Tom: Seems like Bill wrote in the Grapevine that we didn’t want to build a police force and so they wanted everyone to keep that in mind.
III. Concept 4 read by KathyJo R. John B.: I like the “in proportion to…” because is it left up to the groups to decide what is in reason, what is proportionate. Tom: read Concept 4 from the AA Service Manual, which addresses the publishing process.
IV. Birthdays: Teresa N.—5 years
V. Roll call and Quorum Determined
VI. Voting Members Present: John Bodkin (WSOB Chair), Tom Phelan (WSOB Treasurer), Kathy Jo Rangno (WSOB Vice Chair), Teresa Neighbors (WSOB Secretary), Hayward Hunt (WS Trustee), Willie Bailey (Director at Large), Patty Flanagan (WSO Paid Director, Director of Operations), Robin Long (Office Manager)-no vote. A quorum is established.
VII. Voting Members Absent: Earl Henderson (WSO Trustee), Director at Large (vacant)
VIII. Guests Present: none.
IX. Approval of the previous month’s minutes
A. Motion made by KathyJo to approve, seconded by Willie. Vote taken. Motion approved by substantial unity.
X. Guest Reports—none.
XI. Old Business
A. Director Resumes
1. No new Developments. John: If we continue to have meetings with no new developments, we need to pass the information to the appropriate channels. Hayward will resend request for resumes through Pacific South region communication link. This will remain on Old Business.
B. Translation Policy
1. John: I don’t think that we are quite ready to approve it yet. Do we just go ahead and put it out there anyway? Or, do we wait on all of the other things that we need? Hayward: I think we should at least finish the document and get it to the Unity Committee so that they can use it. Tom: I have reviewed the document and I don’t see anything that I would
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suggest to change. John: let’s go into it, then. Discussion and point by point analysis ensued regarding the policy, as written. This will remain on Old Business. Please be prepared to address it/possibly vote on this next week.
C. Website/On-line group
1. The trustees now have their own share-site—the help desk, so their request has been addressed. Hayward would still like to have some space (200-300 megs) to store all of the WSOB files for our own internal access. Hayward also asked that board members visit and test the site. Patty has confirmed that the space is available. Hayward will organize this process.
D. HFCII
1. Patty: we ran into a hi-cup with the volunteer typesetter. We now have a new typesetter. John B.: He is producing. We should meet the deadline. My concern is that we now have a huge PR problem.
2. Co-Anon: KathyJo makes motion to refer Co-Anon’s request to print their information in HFCII book to the Conference. Speaking to her motion: I think that we should support our Co-Anon family and people need to know how to contact them. Patty seconded. Speaking: I think that we should send them a letter saying “Thank you…we will send a referral to the Conference” to have them define what this special relationship should look like for possible inclusion in the book reprint. We could prepare a packet and have Co-Anon come, as well. The WSOB feels that, lacking authority, we are not the appropriate body to make a decision to include this information in the book, Some discussion ensued. KJ withdrew her motion. Patty made motion to respond to Co-Anon that they will not be in the first printing of HFCII. Hayward Seconded. Vote taken. Passed unanimously. Teresa and John B. to write letter.
E. Publication and sales of Newcomer Pamphlet
1. The WSO determined this week after contacting the printer that the file was never received from LCF. The printer will contact Sherri. Teresa will report to LCF.
2. Re: LCF Pamphlet Pub Process—Hayward will look into it further with the Conference Committee at next meeting.
XII. Office Report
A. -Patty F. submitted verbal report and Robin L. submitted written and verbal report.
1. Tom made motion to suspend the rules to extend the meeting past 10:00pm. Willie seconded. Vote taken. Passed.
2. Robin worked on WSC registration.
3. A meeting just started in Norway 2 days ago.
4. Staffing
a. Robin is grateful for her promotion title of Office Manager and added responsibilities.
b. Karen has left.
c. The office hired a new girl: Asia—not from the fellowship.
d. Tim, the other newhire, loves it here and is doing well
5. Medallions: 25th Anniversary and HFCII being mocked up
6. Looking to find a way to paint the office. The lowest bid so far is $1500.
7. It’s the Office Mgr’s job to staff. It’s Patty’s job to write out the job descriptions.
XIII. Webmaster Report—Call in to Mike
A. At the rate of hits we have been getting so far, we will serve over ½ million this year.
B. There were 400 requests for Meeting Starter kits this quarter.
C. There were 600 hack attempts to the site, all were successfully thwarted.
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D. KJ: I notice that, according to the hits that you report, once people visit the site, the next place they go is to look for merchandise. So, maybe we need to add more merchandise.
E. Patty: Please change the “Ireland” listing to its own and not under UK
F. Hayward: Thank you for all your help with the Help Desk site. Is that connected to ca.com domain? Mike: no, however, it is portable and I am able to move it over there.
G. John: we want to express our love to you and thank you. The website is the most powerful tool we have—it is our megaphone to the world.
XIV. Treasurer Report
A. Tom P. submitted a verbal report
1. Contract service bookkeeper relationship appears to be going well.
XV. BREAK—10:38pm
XVI. Meeting called back to order at 10:50pm
XVII. Seventh Tradition taken
XVIII. Director Reports
A. Chair—John B. submitted no report
B. Vice Chair—Kathy Jo R.—submitted verbal report.
1. Contract Tracking—there is one contract done—the permit.
2. Vendor licensing Agreement meeting—very successful—will have more to bring next meeting.
3. I have forwarded the Referral grid to Teresa for her review/interest
4. SubCommittee on Protecting CAWS Intellectual Properties
a. prepped sample vendor license
b. Next meeting for this sub-committee 4th or 5th 6pm.
5. KC2007—
a. Contract Tracking—there is one contract done—the permit
b. Fun-Run: we have everything we need (Insurance, etc)
c. Golf: ??? no contract, no budget, no deposit ???
C. Secretary—Teresa N. submitted verbal report.
1. On-line motions
a. On 03/28/07 KJ made motion to approve the attached contract with the Kansas City Parks & Recreation Department in the amount of $250 (with the understanding that the office will complete the requested liability rider information). Speaking to the motion (assuming a second will appear in the near future): This contract provides for a park permit for the scheduled BBQ at Washington Park. Agreement indicates it must be submitted 60-days prior to event. On 03/28/07 seconded by Hayward. Vote taken. On 04/03/07 Chair declared motion passed unanimously.
b. On 04/04/07 Patty made motion to accept the contracts for Karma and New Horizons Karaoke. Speaking to the motion: It is within the budget, contract created by WSOB negotiating committee, it is comprehensive. On 04/04/07 seconded by Tom. Vote taken. On 04/11/07 motion passed 6:0:1.
2. NewsGram—Received an e-mail from H&I committee re: interest in the H&I corner of the NewsGram.
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D. Director at Large–Willie B. submitted no report.
XIX. Trustee Reports
A. WSO Trustee–-Earl H. –absent.
B. WS Trustee—Hayward H.—submitted written and verbal report.
1. Working on the CAWS 2010 Convention contract
2. Request WSOB feedback on the Help Desk and Archive site www.cahelp.org
3. Received info back from outside legal firm to protect the C.A. logo, name and trademark in South Africa and Hong Kong. More info next meeting.
XX. Committee Reports—
A. Finance: Tom, Earl
B. Structure & Bylaws: John
C. Convention: KJ, Patty
D. Conference: KJ, Hayward
E. Unity: Willie
F. Literature, Chips & Formats: Teresa
G. Hospitals & Institutions: Hayward
H. Public Information: Willie—can the office assist with the surveys to make it available on-line? John: yes, if they get the form. Possibly, we could get it in the NewsGram. Teresa can get with Cynthia. We could also do an individual mailing/a flyer—did you fill out your survey?
I. I.T.: Teresa
J. Archives: Patty—Patrick hired a storage company to come and pick up our things for storage—when they arrived, they informed up that they do not store computers and that their storage facility is not temperature-controlled. We are looking for another storage facility.
XXI. CAWS 2007
A. Program Guide—please read through
B. Patty made motion to accept bid for Marketing Galore for $3,573 for registration materials. KJ seconded. Vote taken. Passed unanimously.
C. Patty made motion to accept the Tape-To-Tape Productions contract pending Trustee approval. Seconded by Tom. Patty: I had gotten a second bid but there was an issue with that other vendor. With Tape-to-Tape, we pay his expenses and then we get 25% of what he sells. He is experienced with recovery events/large conventions. KJ: this seems like a wash—we won’t be generating much of any income. Will we at least be getting some free sets of CDs? Patty: lots. And, yes, this is the trade-off of not using the other vendor with the issues. Other bids I received were At least this much of an expense for us. Vote taken: Passed unanimously.
XXII. CAWS 2008
A. Reg forms—we are still behind. Patty: they are out of compliance and they know it and they apologize and will get back to us.
XXIII. CAWS 2009—John received a call from the Chair-she’s ready to go.
XXIV. CAWS 2010
A. We are working on the hotel contract.
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XXV. New Business
A. Free Conference Calling—many carriers are no longer allowing us to use the free service that we have been using for the conference calls. Perhaps we should help come up with a solution. We will bring up next meeting under old business.
B. Royalty Letters—Patty: Nick asked us how to do this. I brought these up so that we can choose one (we have used all of them.) John: please become familiar with this.
C. Transfer of Funds—Patty made motion to transfer $5,800 from the Savings Account to the Operating Account, pending Trustee approval. Speaking in favor of the motion: I am bringing a traditional Spring transfer to pay bills. Seconded by KJ. Vote taken. Passed unanimously.
D. Next Meeting(s): 04/26/07 and 05/10/07.
XXVI. Motion to adjourn made by Tom P. and seconded by Patty. Passed unanimously. Meeting adjourned at 12:03am with the “We” version of the Serenity Prayer.
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