Apr. 15, 2017 – WSOB Minutes – Draft – Documents Archive for Cocaine Anonymous

WORLD SERVICE OFFICE BOARD AGENDA

April 15, 2017

OPEN MEETING @ 9:00 AM

SERENITY PRAYER – Led by Alesia F.

TRADITION 4 – Read by Randy M..

CONCEPT 4 – Read by Yvette H.

BIRTHDAYS – Kevin M. – 29^th on 4/1/17

ROLL CALL & QUORUM DETERMINATION

Present were Alesia F. (Vice Chair), Linda F., (DOO), Allison M. (Treasurer), Randy M. (Secretary), Kevin M.

(WSOT) and Yvette H. (WST).

Quorum is met.

Guests: None

CHAIR ANNOUNCEMENT(s)-

Sorry I had to miss today.
We have 3 Director at Large positions open we need to fill ASAP
Raises were given to the office employees.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 3/18 /2017 – MOTION to approve the minutes from March 18, 2017 made by Linda F..; seconded by Randy M. Motion passes unanimously.

SEVENTH TRADITION – the can was passed.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted

Comments:

The German book has been slowed down at the German areas request as they have not had a chance to proof read. It will not be printed by their mid-May event.
We signed the letter for Florida for their contribution.
We received a call from a book store to sell CA literature. Do we offer recovery bookstores an additional discount. Kevin M. – the conference once discussed selling CA items to outside vendors. Linda states she’s only aware of the quantity discount. Kevin – is he asking for literature or chips as well. Kevin’s opinion is not to sell the plastic chips. Alesia states they can buy it anyway.
Met with Magnified Shipping Solutions and they may be able to save money on shipping costs using them. One catch is that they have a 15-day net on payments, which could be difficult for us. Linda will research other options on payments by the next meeting. Could save 15 to 20 percent on each shipment. Kevin M – there are ways to send items cheaper than others – depending upon the items we are sending. For example, USPS for paper items. The push back is really over overseas shipping costs. Alesia clarifies that we will get a report next week.

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We have a check request for Convention. MOTION to approve check request #24 for Special Events made by Linda F.; seconded by Randy M. Yvette – the reservation is non-refundable, so they may end up stuck with an extra duck. Linda clarifies there is a lot of tickets sold, and that payment is not due until 2 weeks prior to the event. Kevin M. – how from the hotel is the duck ride? Linda states it is downtown, and they have transportation already approved. MOTION PASSES with substantial unanimity.

Questions:

Yvette – at the quarterly, after meeting with the board, they had some questions regarding translations getting out in a timely manner. A couple of trustees were concerned the timing was not as promised and they were upset with the pace of translations of books and pamphlets. Does the office need extra help on getting the translations completed? What can be done. Linda states some of this is one instance got lost in the shuffle. But this is not typical, and doesn’t think we need additional help.
Kevin M. – there are a number of things from the European Areas that they are unhappy about. General dissatisfaction with translations coming out of the WSOB. The Welch area thought it was a waste of money. ON the German side, the translations are non-colloquial versions in the books they keep getting. The WSBT is asking the WSOB to review the translation process. Linda discusses again the process for translation. It always goes back to the home group to accept or reject the translation. Kevin says they get that. The issue they are having is the time and delay, and expense, regarding the process. They are asking for a review of the process. Alesia asks about what can be done. Linda has the translation procedure from the conference. Kevin M. – he thinks we need to look at the policy. Linda – we got bids from other translators, including one in Germany, and we stuck with the current company since the costs were close. Alesia says we’ll take a look and see what can be done. Linda suggests and Ad-Hoc committee. ERT will assist. German book and Welch proof reading are the items.

DIRECTOR REPORTS

Chair – Tim A – written report submitted

Questions:

Vice Chair- Alesia F – No report.

Treasurer – Alison M. – written report submitted.

Comments:

FYI. If you open the file, it is easier to read on the computer than in the printed version.
Wanted to discuss Starwood points, and they are going to a credit card. Is it going to multiple persons or to one? We have 55,000 points, and Linda’s name is on the credit card. Yvette – we should use these points for Quarterly costs. Linda thinks the Trustees should have their own accounts. The program is set up for individuals, not corporations. Set up for the business traveler. Kevin M. – Couple things regarding Starwood – one he would rather the organization not join these types of programs, could be a tradition violation. The other thing is that the benefit should be on an individual basis, rather than the organization. Alison – just saying if there is no use why are we using it. Linda was instructed to use it. Yvette – the rooms are booked under CAWSO and not on an individual basis. The points are being accumulated. Over all the years we will be getting points and will eventually be of use in future bookings. Linda says the catch is they won’t sign up organizations, only individuals. Alesia says the points are in our contract. Yvette shows the contract and Linda’s name is in the contract. Kevin M. states we are missing something. We

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can put a person’s name and charity organization. Linda has provided our non-profit status to the hotel. Kevin does not want the Starwood account to steer our decisions on hotels. Allison believes there are some benefits that can be received from these points.

When does Kevin want to meet to go over the office financials, or do you want to review on your own? Linda can email it as well. Kevin will get back with her.
Allison wants to know if we should replace the current CPA. It was a struggle to get these out as they were received so late. Other CPA proposals in the past were twice as expensive. The previous one kept raising their rates and missing deadlines. Alesia – did we not discuss looking into another CPA last month? Offline we did, yes.

Questions:

Kevin – he discusses how the excel file is formatted. Allison says he can re-format his file for better viewing. Is there a printed version which would be a better output file? Can we print a PDF?

Secretary – Randy M – written report submitted.

Comments:

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M

Comments:

We had one possible DAL who had planned to be here but an emergency came up.
We had a quarterly meeting. There was some discussion relative to the office regarding translating the WSM translated into the native languages of new areas. ERT says there is really not necessary. (Discussing the referral). A suggestion may be an audio WSM as a computer file may be more helpful.
Linda knows that several areas have their own language, but they have not been done through the guidelines.
Ongoing concern from the European areas that they needs are not being addressed – we need to be more responsive to their needs.
Discussed already the translation process.
Discusses the process of how the pamphlets are sent out electronically. Can the PDF for the pamphlets Alesia – when we did the colors, did we not chose the colors? Linda discusses the procedure. Not a conference decision. Just what is the next in line. Yvette – the bottom line is that they cannot afford color paper. Can’t afford to order and get is shipped. Colored paper is more expensive. Linda talks about looking at a color copier. As well as making color copies.
Here it is cheaper to print on colored paper in lieu of printing in color. Linda can prepare a color chart which can be sent home with the delegates to disseminate.
WSBT are directing the office to add a PayPal option. Linda states this should be done.
WSBT wants us to remove a link to survey software.
Discussion of new forms of voice meetings. Online area and the IT have dropped the idea of In The Rooms. Maybe a GoToMeeting account? Should be an individual basis.

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WS Trustee – Yvette H – Written Report Submitted

Comments:

She would like to take the online survey form back on the table.
Conference committee is looking for another hotel as the Sheraton prices are going up. We are good for this conference, though.
Convention contracts are going well. Hotel Liaison for Montreal had to step down. Working on Sweden’s contract. She had a conference call on how to improve contract. All the bids we got include that we pay for meeting space. In Sweden all the hotels want us to pay $50K for meeting space, on top of $40K for Food and Beverage. Rooms are really cheap, though. Was that the same for Birmingham, England. Linda suggest the money may be raised by increased convention registration. Kevin – a little concerned about raising registration fees. Yvette still suggests the hotel get the increased room rate to offset increased cost.
Austin has already been getting bids from hotels, the TNC committee is already looking at these. Could signed within a month or so! Allison – do we know the room rates? Yes. A little expensive but the hotel is in the center of the city.
Next trustee quarterly will be in Seattle. Trustee at Large 1 and Trustee at Large 2 positions are available. Resume forms are available.
Trademarks in South Africa are approved. Will be getting a bill for this. Kevin – wants to add that a fourth trademark, “We’re here and we’re free” will not be trademarked in the future.

COMMITTEE REPORTS –

Finance – Alison M-

Comments:

Still playing phone tag with Heidi.

Questions:

Structure & Bylaws – Randy M. – written report submitted.

Comments:

Kevin has some insight into that.

Questions:

Convention – Tim Andre -No report. Missed it

Comments:

Questions:

Conference –Linda and Alesia

Comments:

Delegate mailing has not been sent. Waiting for some reports. Hopeful to get it out by next week.
Committee is looking for other hotels, but it looks like prices are going up all over town. They have a call next weekend.

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Questions:

Kevin – there are a couple of new hotels in the area. They may be hungry for new business.

Unity – Alesia

Comments:

Questions:

Literature, Chips & Formats – Kevin M.

Comments:

No report.

Questions:

Hospitals & Institutions – Tim A– Written report submitted.

Comments:

Questions:

Public Information – Alison M. –

Comments:

She needs to be added for the mailing lists.

IT – Randy M – written report submitted.

Comments:

Kevin – currently the trustees use an ancient conference call system. And doesn’t use the GoToMeeting. The office has a GoToMeeting account.

Archives – Yvette H.

Comments:

MOTION to bring the survey form back on the table and get this on the website made by Yvette H...; seconded by Randy M. Any comments. Randy M. speaks in favor. MOTION PASSES unanimously.

CAWS CONVENTION REPORTS:

CAWS 2017- Seattle – Check request – ? Special Request?
CAWS 2018 -Montreal – Robert F.
CAWS 2019 – Sweden –Johan T.
CAWS 2020 – Austin – Susan L.

GUEST REPORTS:

None.

ONLINE BUSINESS:

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None.

UNFINISHED BUSINES

A. Look over past guidelines – ?

B. Translation of German Book – Proof read

C. Translation of the service Manual – trustees will answer the referrals.

D. Referrals from 2016 WSC

a. From other Committees-

b. From floor:

i. 2015 WSOB 1 – Terms of the DAL’s – Kevin speaks to this. He served over two terms, and now is back on the Board after 15 years. WSM only talks about consecutive terms. Discusses the spirit of rotation. His reply is the intention is consecutive terms and not about a substantial interim times. Yvette, our response should be to refer back to the manual where it states two consecutive terms and we should refer back to the manual. “Refer to the WSM where it states the 3-term limit is “consecutive” terms.”

ii. 2015 WSOB 2 – Online Service Area Fliers and Business Cards – We will be happy to include these items if the OSA provides the fliers and the business cards.

iii. 2015 WSOB 3 – Verification of Translation Guidelines – we need to table for time being while we investigate.

iv. 2015 WSOB 4 – Video Conferencing Facility – Kevin states we would make Skype available. Again, we need to review costs per users; can it be shared among committees, who would schedule these meetings? Linda clarifies how it would work. Kevin makes the analogy that it is like a conference room. Yvette considers we should send to the IT Committee as a referral? Linda- if we have it available, then we could be using it now. Yvette – perhaps our response is that we already have it, and we could make it available. Linda, if the WSOB takes on this account where would the money come from.

v. 2015 WSOB 5 – WSM translations for all areas “Thank you for your This is being referred to the WSBT.”

vi. 2015 WSOB 6 – CA Bumper Stickers – we have round CA stickers that are essentially paper. Can we switch them to a more durable product which will work for a car. Kevin states the sticker we currently have is not a bumper sticker.

“Thank you for your referral. We will research the cost for a round bumper sticker.

vii. 2015 WSOB 7 – Allow areas to produce and distribute CA Items – Linda states that royalty agreements are done on an honor system and her concern is the bookkeeping end of this. Yvette: The trustees have been discussing this a lot. Her mind is changing as the fellowship is really growing in the European region. We need to start considering ideas outside the box to serve the world wide fellowship. Linda – agrees 100% but needs accountability. Agrees with the idea of a regional office. We don’t add any S&H for orders outside of the US. Kevin – thinks some of things will save money if done locally. Talks about set up charges for things

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like chips, so these will always be cheaper done here. We may need to have printing done in Europe. Yvette – another suggestion. Maybe we have carious items available at conference for the delegates to take home, if they want. Randy states this is a much larger issue than can be determined by the six of us in this room. The WSC needs to decide what investment CA is willing to make in the European area, whether it is a regional office, a fulfillment center or some other solution. Kevin – the European is the largest region of CA – will soon have two trustees. May even split into two regions. This will be tabled pending WSC action on the larger issues.

viii. 2015 WSOB 8 – To provide a WSM in the native language of newly recognized areas. Thank you for your referral. This is being referred to the ”

ix. 2015 WSOB 9 – To provide a WSM in the native language of newly recognized areas. Thank you for your referral. This is being referred to the ”

NEW BUSINESS:

A. WSOB Director(s): 3 open DAL positions open

B. Process and procedures with the office must be updated. A notebook was given to Linda years ago. This needs to be gone through and updated A.S.A.P

Linda- we do have a procedure book. Which was a draft version. She assured the WSBT that this would be an ongoing process, and she and Tim will be working on this.

C. Chair Position ratification

EXECUTIVE SESSION –

NEXT MEETING(s) – May 27th , 2017 at 9am

MOTION to adjourn at 11:25 made by Linda F.., seconded by Randy M. Motion passes unanimously.

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