Minutes of the Meeting of
CA World Service Office Board of Directors
August 11, 2011
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 6:54pm by Vice Chair Teresa N.
II. Tradition 8– read by Richard.
III. Concept 8 – read by Peter.
IV. WSM, p.58, 59 Conference Charter #s 5. – 7. – read by Ryan (webservant).
V. Birthdays—none.
VI. Roll call and Quorum Determined
A. Voting Members Present: Teresa N. (WSOB Vice-Chair), Barry J. (WSOB Treasurer), Richard L. (WSO Trustee), Peter D. (WS Trustee), Linda F. (DOO). A quorum is established.
B. Board Members Absent: Tom P. (WSOB Chair), Elizabeth S. (Director at Large), Bob C. (Director at Large), DRPD (vacant), Secretary (vacant).
VII. Guests Present: Ryan (webservant).
VIII. Guest Reports –none.
IX. Approval of the minutes of the prior meeting
A. Richard made motion to approve the minutes from July 28, as amended. Seconded by Peter. Passed unanimously.
X.Referrals – Teresa uploaded the referral responses for review by all directors. Richard made motion to move the referrals to on-line business. Seconded by Peter. Motion carries.
XI.On-Line Business – none.
XII. Director Openings – There will be two open Director positions at the conclusion of this Conference.
XIII. Translations – Linda
A. Spoke with Elizabeth via Skype regarding the translation committee conference call. The local translation committee in Canada is going to work on the HFCII first, then the pamphlets. Will be sent to Kern after.
XIV. Publication Issues – Linda
A. Coordinating with the LCF liaison to finalize the layout of the pamphlets.
XV. Vendor Licensing Agreements – nothing new.
XVI. Royalty Agreements – Linda
A. Made the necessary changes, sent copies to Russell for UK, Scotland, Sweden, and Poland. Russell has forwarded to each of the local committees/Areas for review, signature and return.
XVII.Office Director Reports
A. DOO Report – Linda F.
1. Worked with Tom and Teresa on the timeline/corrections for HFCII French. Will work on getting three bids for typesetting next week.
2. Liability Insurance for 2012 – still waiting for an answer.
3. Banner for the Concepts has been delivered. The other banners are yellow (aged) in comparison. Teresa: please take new banners from the inventory for a more professional appearance. Linda: we can perhaps sell our old ones to CALA at a reduced price.
4. Will be loading the flash drives with all of the Conference Delegate Notebook materials for sale at the conference.
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5. Ordered lanyards for the flash drives. Barry made motion to charge $15 for the flash drives with the lanyard attached. Seconded by Peter. Motion carries. Linda and Teresa will discuss with the Conference Committee the possibility of incentivizing the purchase of the flash drives by increasing the on-site cost of the paper notebooks.
6. Putting together items to be transported to the 4 points. Working with Jeff to coordinate the transportation.
7. Still looking for a replacement for the CAWSO IT Network/computer support. Ryan: suggestion – to have a company provide this service rather than an individual.
8. A local C.A. fellowship committee will be participating in a convention in Washington DC. They have asked if we could donate books or other materials. Discussion ensued. The WSO does not provide free books or materials for local PI events.
9. There are several pamphlets that the WSO has been giving out for free. CAUK has asked that we not collect royalties on these pamphlets. Teresa: let’s make the addendum to the royalty agreements for these items for this year. After Conference, we will review our policy and sales practice with regards to all pamphlets.
10. Darwin H. has requested a check to purchase the food for the Unity Luncheon. Should the chair of the committee submit a check request? Does Darwin have to submit receipts? Do we track this account? Peter: doesn’t everything over $500 require three bids? There is a policy for giving money out of this office. Linda: last year, there was no back-up to go along with the check payment. Discussion ensued. Linda will contact Darwin and request the itemized invoice or receipt before payment can be disbursed. Teresa will attend the Unity Committee at Conference and discuss the WSO policy for payments, especially those over $500 (three bids, check request form, etc.)
Executive Session
Break 8:00pm.
Back to order 8:10pm
B. Chair—Tom P. – no report – absent.
C. Vice Chair—Teresa N. – submitted verbal report.
1. Came in to the WSO last weekend to work on Conference prep with Linda and Robin.
2. While in the WSO last weekend, worked on HFCII French corrections/timeline with Tom and Linda.
3. Participated on Conference Committee conference call and sub-committee conference calls.
4. Completed compiling all post-conference and carry-over referral responses. Working on putting together the opening report for the WSO.
5. Took minutes at WSOB meetings
6. Organized minutes and reports in both hard-copy (at WSO) and on-line (yahoo group)
7. Submitted resume for Chair position.
D. Treasurer—Barry J. – submitted written and verbal report.
1. Operating $12,813.13 (+$30,000 = $42813.13)
2. Even Year $11,451.51
3. Odd Year $4445.50
4. Savings $32,758.86 (+109,293.23 from odd year – $30,000 to operating)
5. HSBC $500.00
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6. Met with the DOO and the paid bookkeeper a few times to go over the convention and end of year financial needs.
7. There is still a drastic deficiency in 7th tradition donations this year.
8. SR #41 Barry made motion to approve check request in the amount of $510 payable to AM Graphics for 8,000 raffle tickets to be sold in US for CAUK room night, airfare and spending raffle. Seconded by Richard. Passed with opposition noted.
9. SR #42 Barry made motion to approve check request in the amount of 1113.00 pounds sterling (approx. $1780) payable to the raffle winner, hotel and airline for 4 nights single room, return flight and spending money for the winner of the raffle. Seconded by Richard. Passed unanimously.
E. Director at Large—Elizabeth S. – absent but submitted verbal report via Linda
1. Translations – already reported above.
2. Working on resume to submit for the Chair position.
F. Director at Large—Bob C. – no report – absent.
XVIII.Trustee Reports
A. WSO Trustee—Richard L. —submitted verbal report.
1. Attended the WSBT Conference call.
2. Re: the decline in 7th tradition, the trustees have requested the WSOB, in its opening report, illustrate to the Conference floor how much the 7th tradition has declined. Teresa, Barry and Linda will work on putting together visuals.
3. Quarterly reports due Aug 17.
B. WS Trustee—Peter D. – submitted written and verbal report
1. Participated in WSBT Conference call
2. Participated in WSBT Conference call
3. Sent a copy of copyright violation letter to Bob C. for his review.
4. Sent copy of revised 2013 Convention contract back to hotel.
5. Room assignments are in place for the Conference. Lori did a great job helping.
XIX. Seventh Tradition
XX. Committee Reports –
A. Finance: Elizabeth, Tom & Barry – nothing yet.
B. Structure & Bylaws: Teresa – The committee is working to complete all referrals carried over from last conference.
C. Convention: Peter D. & Linda – nothing additional.
D. Conference: Linda, Teresa and Peter D. – nothing additional.
E. Unity: no director liaison.
F. Literature, Chips & Formats: Bob, Tom & Elizabeth – nothing additional.
G. Hospitals & Institutions: Bob. – nothing to report.
H. Public Information: Richard L., Elizabeth & Linda –nothing additional.
I. I.T.: Linda – nothing to report.
J. Archives: Tom & Bob – nothing to report.
XXI. CAWS 2011 –
A. Linda – just received a check from a silent auction winner. Because the books on 2011 are closed, this should be deposited in the Operating Account as a 7th tradition donation.
B. Discussion ensued regarding changing of signers for odd-year petty cash account. Linda and Barry will take care of this.
XXII. CAWS 2012 –
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A. CAUK has put together a press-release for CAUK/CAWSC 2012. There are several
concerns with the press-release. Richard made motion to table until our next full board meeting. Seconded by Barry. Motion passes.
XXIII.CAWS 2013 – nothing additional (already reported in Peter’s report)
XXIV.CAWS 2014 – nothing new.
XXV. New Business – none.
XXVI. Next meeting: Tuesday August 30 at 2pm at the 4 Points, room location TBA.
XXVII. 8:54pm Motion to Adjourn made by Barry. Seconded by Richard. Passed unanimously.
XXVIII. Meeting closed at 8:55pm by Vice Chair Teresa with the “we” version of the Serenity Prayer.
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For all attached documents and reports see: 2011-08-11-WSOB-minutes-final.pdf