Minutes of the Meeting of
CA World Service Office Board of Directors
August 14, 2008
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:04pm by Chair, John B.
II. Tradition 4 read by John B. Brief discussion ensued.
III. Concept 4 read by John B. Brief discussion ensued.
IV. Birthdays—none.
V. Roll call and Quorum Determined
A. Voting Members Present: John B. (WSOB Chair), KathyJo R. (WSOB Vice Chair), Tom P. (WSOB Treasurer), Teresa N. (WSOB Secretary), Earl H. (WSO Trustee), Hayward H. (WS
B. Trustee), Patty F. (DR&PD), Taffy W. (Director of Operations), Willie B. (Director at Large). Richard L. (Director at Large)—late. A quorum is established.
C. Board Members Absent: none.
VI. Guests Present: none.
VII. Approval of the previous meeting’s minutes
A. Tom P. made motion to approve the minutes from 7/24/08. Seconded by KJ. Vote Taken. Passed unanimously.
B. Teresa made motion to table approval of the minutes from 7/10/08 to next meeting. Seconded by Tom. Vote taken. Passed unanimously.
VIII. GUEST REPORTS
A. none.
IX. On-Line Business
A. Motion made by KJ on 07/25/08 to test online motions. Seconded by Hayward, same day. After some discussion and a gentle reminder by the Chair as to the procedures, Secretary restated the motion on 8/1/08, indicating that the item was open for discussion for the next five days. On 08/06/08 Secretary announced the close of discussion.
B. Motion made by Patty on 08/08/08 to approve WSC H & I purchase of Pins–they will say I (heart) H & I –total cost will be 168.00 plus shipping. Seconded by Hayward same day. (Some discussion ensued for several days.) Secretary re-stated the motion on 8/12/08 to indicate that the item is open for discussion.
X. Old Business
A. H&I Pins (from on-line business)
1. After some discussion, Chair called for the vote. Motion passed with one abstention noted. 5th Concept statement: there is a tremendous need for education of the Committees as to how they are spending their money.
B. On-line motions/guidelines
1. Willie made motion to have the Vice-Chair facilitating on-line business. Our guidelines should be re-written to reflect this re-assignment of responsibility. Tom offered friendly amendment, to add the words “or other Director designated by the chair.” Friendly amendment accepted. Vote taken. Passed unanimously.
2. John briefly reviewed the guidelines.
a. Patty made motion to change the guidelines—to remove the requirement to add your name to the subject line. Speaking to her motion: because it resets the chain. Seconded by KJ. Vote taken. Passed unanimously.
XI. Break 8:00pm
XII. Meeting called back to order by Chair, John B., at 8:12pm
Page 1
XIII. Old Business, Cont.
A. Referrals—
1. KJ: Met with Teresa since our last WSOB meeting to discuss referrals carried over from last year and addressed all referrals.
a. Refer to KJ’s report, p.2, for summary.
1)4899/5457—extend discounts to PI. Much discussion. Will answer: The Finance Committee is considering the elimination of discounts, except on high-volume purchases.
2)4918—postal code vs. zip code on all WSO forms. Will answer: this has been updated on all WSO forms. Delegates & Regions need to also be aware of this on all their docs.
3)4962—Hotline down too often. This was addressed immediately following the last conference. We have substantially improved our phone system with…and continue to constantly work to improve our system’s efficiency. We have received no complaints since March. We have no also begun to rely on… If any areas have changes in area codes, please let us know…
4)5126—Convention docs on CD for hand-off to host convention committee. Patty has been doing this. We will be providing 10-20 CDs for distribution to the Convention Committee so they can see what it is we distribute to host cities.
5)4868—add WSBT tab to delegate book. Done.
6)4786—LCF guidelines included in Delegate binder. Is included in the binder.
7)4774—please refer to 2007 closing report. We have opted not to use this particular logo at this time. Should we decide to use in future, will be corrected.
8)5061—add finance pie chart to newsgram. Thank you for your suggestion. We look forward to the Finance Committee providing more information for our members in the NewsGram.
9)5374—Add “WSO” section to Convention Guidelines. Being worked on by KJ.
10)5174—Earmark funds specifically for Translations—earmarking of funds is not the
11)preferred method for handling requests for funding. We have a line-item for this expense in our budget.
12)5070—refer to grid
13)5119—refer to grid
14)3875—refer to grid
15)see others on grid
XIV. Office Director Reports
A. DRPD Report – Patty submitted verbal report.
1. WSC opening report
a. Working with Taffy about how our opening report should happen.
b. Will have uploaded to the group by end next week.
c. Motion
2. 2010 Convention
a. Patty made motion to approve pre-convention fundraiser for 2010 Convention for no more than $400.00 on 50 shirts with the artwork submitted, with their logo; Farfrumusin. Vote taken. Passed unanimously.
3. Banners
a. There are now a few different options of Banners for purchase for use at meetings. Patty would like to be able to offer to the membership roll-up banners for purchase. These would most likely be used for PI/events. Patty made motion to accept a new item—a pop-up banner with our steps and traditions. Seconded by KJ. Tom
Page 2
offered friendly amendment to turn this into a product development project, wherein Patty will provide a sample at a cost of $250.00 prior to the Board voting on further expendatures. Friendly amendment accepted. Vote taken. Passed unanimously.
B. Director of Operations Report – Taffy submitted written and verbal report.
1. Equipment/Forms/Procedures/Inventory
a. Air Conditioning duct being installed in STE B—may impact DWP bill by approx. $100 per pay cycle.
b. New shipping equip was finally installed.
c. Value Web—our site has been down twice for 48 hrs in last 3 wks. John, Taffy and Mike had tele-meeting to discuss.
1. We will receive prorated refund
2. Working with Mike re: moving to new machines
d. CAWSO Customer Service Initiative—we are punching up staff customer service with a series of in-house customer service trainings.
e. New Inventory Item—Production of Newcomer Booklet brought in house.
2. Open Projects—
a. Conference—meeting with Patty on regular basis as well as various committee
b. members, conference calls with WSCC, walk through hotel with John, equipment contract for final signatures, etc…
c. Request from Gail K. to donate 150 pamphlets to “Save a Star” foundation for Golf outing fundraiser. Pamphlets sent—contact made with Brian T. in IL.
d. Help Desk—John, Taffy, Mike had tele-meeting to bring helpdesk project into further realization.
1) Mike purchased the domain for $10 per year—hosting is $30 per year.
2) Mike submits a proposal of cost to retain himself (Blurrr Design) as the Host—see handout.
a) Tom made motion to enter into agreement with Blurrr Designs, as laid out in his submitted proposal, for website development and maintenance. Seconded by KJ. Vote taken. Passed unanimously.
3) Taffy will make up a “HelpDesk Transition Project”—basically, a chronology of actions to move up forward from the present to owning and linking the HelpDesk to CA.org.
XV. Willie made motion to suspend the rules to conclude the business of the evening. Seconded by Earl. Vote taken. Passed.
XVI. Break at 9:45pm
XVII. Meeting called back to order by Chair John B. at 10:01pm
XVIII. Ratification of Directors
A. Board Directors ratified by secret ballot. All Directors were ratified.
XIX. Paid Director Review–Patty
A. Review forms handed out. Each Director completed form and turned in to John.
XX. Director Reports
A. Chair—John B. submitted verbal report.
1. Been more involved over past few weeks. Have met with Patty and Taffy and spoken with Trustee Chair.
2. Board-to-Board meeting to be held Monday 7pm. Dress appropriately.
3. Thank you to all who have submitted review forms.
4. NewsGram—discussed with Cynthia her continuing as the Editor. She would be willing to continue but is also concerned about her work load with LCF. Discussion ensued regarding the desire for her to stay on. Hayward: could we include her in our opening report to briefly discuss the NewsGram. John: it’s a good idea. Remember that we made a decision not to have all of the Directors speak at the opening report so that we can keep it short.
Page 3
5. Director terms—KJ and Earl are leaving. My first term is up. Please consider what is best for this Board and fellowship. We will need to deal with voting on positions at some point soon, as our Board composition is radically changing at the Conference. Some discussion ensued. Willie: I feel that your leadership is going to be very important to this Board, considering all of the upcoming changes. Richard: the question is—do you want to stay or not? John: Although I am tired, I also agree with Willie that it may be in our best interest for me to continue at this time. Though it is not the best message to say: I’ll do it for six months or a year until we can find someone, that is honestly how I feel. I believe that Bobby has put this on the Board-to-Board Agenda.
B. Vice Chair—KJ submitted verbal and written report.
1. Referrals
a. Met with Teresa. Already reported on.
2. Provided report to Earl.
3. Conventions
a. Would like to sit on Convention Committee as Chair so can be of assistance from that position.
4. WSC 2008
a. Rotating out after the WSC. Will miss you all.
C. Treasurer’s Report—Tom P submitted written and verbal report.
1. Recognized and thanked KJ and Earl. Will miss them both.
2. Provided P&L, Expense Sheet—will base WSC report on this information.
3. Will comment on the Conference Floor on issues with low the 7th tradition. Seems the fellowship is being supported by the few and not the whole fellowship. Some discussion ensued regarding lack of membership support of the fellowship and events, economic state of the nation affecting members’ ability to participate.
4. Please review my reports and let me know if there is anything to be changed/corrected.
D. Secretary—Teresa submitted verbal and written report.
1. Newsgram
a) New Edition in the Works—to be avail at WSC.
2. LCF
a) As liaison, keeping the lines of communication open.
b) WSO submitting three projects, as promised.
3. Minutes/record-keeping
a) Updating all files—organizing hard copies for storage.
4. Referrals
a) Met with KJ.
b) Will provide notes to John for opening report.
5. Area news—PI/Drug Court
a) Question to Patty: What is the WSO’s level of participation with Drug Courts on the local area level? OCCA has charged its PI Chair with contacting Drug Court. Is this something that either the WSO wants to mainstream through them or can at least be a reference point for local areas? Earl/John: WSO is good source for info, but local areas should be handling on their own. Goal of WSO is to be able to teach Regions.
6. Thank you to KJ and Earl—will greatly miss the company.
E. Director at Large—Willie B. submitted verbal report.
1. First off, would like to thank KJ and Earl. It has been a privilege to work with you both.
2. I am possibly rotating out, as well. It has been an honor to serve on this Board. If I am not selected as a Trustee, I will remain on the Board.
3. Have been actively recruiting.
Page 4
F. Director at Large—Richard L. submitted verbal report.
1. Have been actively recruiting.
2. Want to thank Earl and KJ for all of their hard work, as well as Teresa. It has been a pleasure to work with you. I will be taking over Earl’s cookie commitment, but not the Secretary commitment.
XXI. Trustee Reports
A. WSO Trustee––Earl H—submitted verbal and written (2nd to final) report as WSOT
1. Will be submitting one final report as former WSOT after WSC.
2. I have been serving on the following sub-committees:
* Chair Trustee Election Committee
* Chair WSBT Finance Committee
* Long term Planning Committee
* International Structure and Development
* Orientation
* Trustee of the World Service Conference Finance Committee
4. Expressed tremendous gratitude for having had the opportunity to serve on the WSOB. Recalled nostalgically the history of his service on the Board.
B. WS Trustee––Hayward H—submitted verbal report.
1. Expressed gratitude for KJ’s hard work on the Board. Thanked her husband for the help he has offered along the way.
2. Expressed gratitude to be serving on this Board. Briefly recalled the past few years and how he has grown.
XXII. 7th tradition taken.
XXIII. Committee Reports
A. Finance: Tom, Earl—going to be very busy this year. Lots of referrals, changes to budget.
B. Structure & Bylaws: John—appears that this year will be a repeat of last year. Trustee participation would be appreciated.
C. Convention: KJ, Patty—nothing new. Concern: we still don’t have the updated guidelines reflecting last year’s changes. Taffy has received them. Will forward them to us.
D. Conference: Hayward—ready to go.
E. Unity: Willie—nothing new.
F. Literature, Chips & Formats: Teresa—they are planning on doing a lot of work at the Patty working with the Committee to re-write the 8 & 12-point processes so that they will work for the WSO.
G. Hospitals & Institutions: Hayward—nothing new.
H. Public Information: Willie, Richard—nothing new.
I. I.T.: KJ—nothing new.
J. Archives: Patty—KJ—nothing new.
XXIV. CAWS 2009, Denver—nothing new.
XXV. CAWS 2010, Milwaukee—already addressed.
XXVI. CAWS 2011, Arizona—nothing new.
XXVII. New Business
A. Funding—
1. We are going to include elements in the budget to reflect Patty’s responsibilities.
2. UK’s invitation to the WSO. John: I feel that we should help support the funding of our Directors to attend.
B. Next meetings—Next meeting will be determined at Conference.
XXVIII. Motion to Adjourn made by KJ at 11:32pm. Seconded by Earl. Vote taken. Passed unanimously.
XXIX. Meeting closed by Chair John B. with the “we” version of the Serenity Prayer.
Page 5