WORLD SERVICE OFFICE BOARD MINUTES
April 23, 2009
SERENITY PRAYER
TRADITION 5 – Each group has but one primary purpose — to carry its message to the addict who still Suffers. Read by John.
CONCEPT 5 – Throughout our World Service structure, a traditional “Right of Appeal” ought to prevail, thus assuring us that minority opinion will be heard and that petitions for the redress of personal grievances will be carefully considered. Read by John.
TRADITIONS GROUP INVENTORY – 7th TRADITION. Read by John
BIRTHDAYS
ROLL CALL John, Tom, Richard, Willie, Hayward, Patty, Teresa, Yvette.
QUORUM DETERMINATION APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – April 9th, 2009 Motion by Patty, Second by Tom
GUEST REPORT- Barry has submitted resume
ON-LINE BUSINESS – No motions were passed
OLD BUSINESS
A. Agenda for AA world service meeting – Calls to AAWS made – contacts/process for getting on agenda established. A letter will be constructed and mailed on May 10th in a certified letter. John will supply a written report to be attached to these minutes
B. WSOB Director openings/resumes – Selection Process discussion – Volunteer / Director Outreach –
C. CA.ORG in Spanish / Help Desk Hayward will follow up with the webmaster
D. Bank Consolidation of Accounts Status. Willie gave a report and that everything being handled and all San Francisco business is being transferred to the Palms Branch.
E. Update on Referrals
Teresa made a motion to suspend the rules to take an item out of order. Motion passed. We will now take an item out of order
BREAK 8:45 PM
Interview of Barry J. Results: Barry was ratified by the WSOB unanimously
OFFICE DIRECTOR REPORTS
DRPD – Patty submitted reports and Motions-see below
MOTIONS
Patty Flanagan
Dr PD
Director of Resource and Project Development
April 23, 2009
- Motion to approve 2009 spending request of $300 for Fruit and Candy for the Hospitality Suite. Motion by Patty, second by Tom Passed
- Motion to approve 2009 spending request of $1434.90 for “Taste of our natural cheeses” and “Fresh Vegetable Garden” for the Hospitality Suite. Motion by Patty, second by Tom Passed
- Motion to approve 2009 spending request of $2085 for Trio of Chicken Wings for the Hospitality Suite. Motion by Patty, second byTom Passed.
- Motion to approve 2009 spending request of $100 for raffle license Motion by Patty, second by Teresa Passed. .
Page 1
- Motion to approve 2009 spending request of up to $1525 for program printing Motion by Patty, second by Teresa Passed. .
- Motion to approve $1300.00 for 325 cups – bottomless cups. Motion by Patty, second by Tom Passed
- Motion to approve 2009 spending request of $174.31 for Brick & Banner – group conscience to have Brick and Banner pull funds from Outreach, which has a line item amount of $1,200, of which nothing has been drawn to date. Motion by Patty, second by Tom Passed
- Motion to approve All 9 contracts (pending WST approval) for CAWS 2009 entertainment. Motion by Patty, second by Tom Passed
- Motion to approve worse case spending plan for Bill and Bob play Motion by Patty, second by Tom Passed * 5th concept by Willie.
Patty Flanagan
Dr PD
Director of Resource and Project Development
April 23, 2009
CAWS 2009 – Susan
- Registrations – 298 total
- Working with committee to develop on site procedures for registration
- Silver Host City Coins returned to vendor for full refund including shipping due to poor quality
- Working with committee on program – online motion to be made next week
- Entertainment – Details about cost for Bill & Bob play received.
- Note about play contract received from Entertainment Chair
- 3 Check Requests
- 6 Spending Requests
CAWS 2010 – Susan
- 1 Check Request
CAWS 2012
- Committee meeting held – minutes received forwarded to WSOB/BT
Translations – Susan
- Found a local Farsi typesetter– working with Lucky Line for what they need in order to produce Farsi chips.
- HFC II French typeset –
LCF
- Newcomer booklet – still in process; with volunteer thru LCF
- HFC II Audio CD – on hold until HFC II items are finalized
Outreach – Patty
Page 2
- Budgeting need for outreach items and travel costs
General
- Back to basic sweats received
- Graffiti and Unity T-Shirts ordered
- Need to find new system for international 7th tradition for Bookkeeping
- Should we put out to fellowship to create new artwork for World Contribution Form?
- Creating Speaker CD order form
- Quarterly 7th Tradition report complete and submitted to WSOT
- Up to date on all starter/welcome kits
- All team members have met or will meet with Chair to discuss office policies
Conference Call – Yvette
- Request to provide the expenses for current cost of Conference and comparable cost to move Conference location to Mid-West city.
- Request for conference expense breakdown.
- Conference equipment bids ETA June 2009
Customer Service Department & QB Admin – Yvette
- Training closely with Patty on the operations of the Office; programs and Accounts Payables
- Working on rooming list for conference
Shipping & Fulfillment – Tony
- Non profit mail rates only available for bulk mailings.
- Researching fulfillment companies in the UK – Please see attached report
10 PM Motion to suspend the rules to continue business- Willie, second by Richard. Passed
Motion to move $9500 from the Money market to the operations account pending WSBT approval. Motion by Patty second by Tom. Passed
DIRECTOR REPORTS
Chair – John
Vice Chair – Teresa
Treasurer – Tom
Secretary – Richard
Director at Large – Yvette
Director at Large – OPEN
TRUSTEE REPORTS
WSO Trustee –Willie report submitted below
World Service Office Trustee Report
Submitted 09 April 2009
- Attended the WSBT Conference call on April 19, 2009
- he motion to print HFC2 without AA literature was passed by the WSBT.
- 2010 Chair has decided not to use the budgeted line item for his expense to Denver; instead the committee has decided to host a raffle with the money to send someone in Denver to the 2010 convention.
- The Announcement for Treasurer will go back out to the fellowship, would ask all to participate in getting the word out into the fellowship.
Page 3
- There will also be an announcement for Director at large..
- The Accounting procedures that was created by the PSRT, where are we with them and have they been distributed to the WSOB, so we can make a review them and have a final document to send back to the WSBT.
- The WSBT believes the WSOB should draft a response and send to the 2010 committee for changing the word picnic to bar b q.
- The WSBT has asked for a letter to drafted and sent to Ben Hagan in San Francisco informing him that all accounts of CAWSO will transferred to the Palms branch and managed by Christian Munoz, signed by the treasure and the wsot and copies sent to the palms branch as well.
- There has been a request for dates of mailings and an explanation of why mailing was late, is there a procedure in place preventing further delays in the future.
- We should come up with a slate for the WSOT, so I can forward to the TEC Chair.
- There is also some concern that there are some outstanding publication from 2007 that LCF has made mention of and I have requested specific items so they can be addressed. Response from Wsob concerns from the treasurer and DRPD/DOO will express their concerns back to the WSOBT.
- There was also a motion by the WSBT to have the Book keeper forward the draft of financial statements and bank reconciliation documents to WSOT, WST, Treasurer, and Paid Director by the 15th of every month.
- I would ask for all approved minutes, financial statements, and any correspondence that is to be forwarded to the WSBT by me should come directly to my wsotprinciples@yahoo.com email, it is better for me to keep up with these correspondences.
- All WSOB director reports should be attached each meeting to the end of the minutes as to help the WSBT understand what was discussed in our meetings when they read the minutes.
- Hayward and I will be assisting in the transition of the chair position and may be coming to the office more often. We will be meeting with John and Tom in the near future.
Thank You all for allowing me to be of service
Respectively Submitted,
Willie B
WS Trustee — Hayward
SEVENTH TRADITION
COMMITTEE REPORTS
SPENDING COMMITTEE – Bank accounts, Budget Line Item Management, European Region Support, Royalty agreements, Expenses.
Finance – Tom, Willie
Structure & Bylaws – John, Teresa
Convention – Patty, Yvette
Conference – Hayward
Unity – Willie, Yvette
Literature, Chips & Formats – Patty
Hospitals & Institutions — Hayward
Public Information –Richard
Page 4
IT — John
Archives — Patty
CAWS 2009 Denver
CAWS 2010 Milwaukee
CAWS 2011 Arizona
CAWS 2012 UK
NEW BUSINESS
1. Royalties
2. UK Storage / Fulfillment
3. Approved 2008 WSC minutes process
4. Next Meeting May 7, 2009, 7 PM
Meeting adjourned 11:20 PM
Page 5