CA WORLD SERVICE BOARD OF TRUSTEES REGULAR QUARTERLY MEETING MINUTES
August 25 – 27, 2002
APPROVED
Since this report is a confidential CA document, for members only, it contains members full names. This usage-to facilitate communication within the fellowship was approved by the 1990 WS Conference. Such confidential use does not of course violate in anyway our Tradition of Anonymity in public communications media (press, radio, TV, etc.).
Cover Page
The regular quarterly meeting of the CA World Service Board of Trustees, at the Sheraton Four Points Hotel, was called to order at 12:50 p.m.
1. Quiet Time & Serenity Prayer
2. Roll Call
| Spencer Barton | Midwest Regional Trustee | Chair |
| Amy Beech | Atlantic North Regional Trustee | |
| John Bodkin | World Service Trustee (arrived 3:15 p.m.) | Secretary |
| Jahi Boseda | Trustee at Large
Pacific South Regional Trustee Pacific North Regional Trustee |
|
| Hal Kelly | Southwest Regional Trustee (arrived 7:45 p.m.) | |
| Teri Knight | Atlantic South Regional Trustee | Vice Chair |
| Leon Mason | Trustee at Large (arrived 7:45 p.m.) | |
| Elizabeth Saldebar | World Service Office Trustee | |
3. Personal Sharing (no more than 10 minutes each) – completed
4. Reading of the 12 Traditions-Teri
5. Read and discuss Tradition 3 –
One of our referrals was to change the name of our fellowship. The part about desire and all mind-altering substances is important. How it is bought and used has changed, but not carrying the message. No one forced this down our throat…you have to change. You are a member when you say you are. The freedom to come is great. Don’t have to stop, just have the desire to stop. This tradition makes sure we don’t come up with rules and regulations to keep people out. This guarantees that anyone who comes in the door is welcome. This is the most important one of all. I think we help more than those who turn away because of cocaine. There is a liberal interpretation of all mind-altering substances. We are addicts, drug addicts. Anyone who walks in the door and has a desire to stop using we are duty-bound to help. This is not an exclusive club. For some of us cocaine is a yet. Anything is mind altering, sex, gambling. The name CA implies cocaine only, but that is not what matters when you get here to hear a solution and have hope. We are inclusive. Some people come in for months and still use and that’s ok, because the word is desire to stop using.
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One of the other fellowships did not make us feel welcome and allow us to share about what we used. You are an addict when you say you are.
6. Read and discuss Concept IX-
This speaks about the TEC process. In the phone interviews, I noticed there was a certain question about what you can bring to the board and it seemed like no one answered the question, as they didn’t understand the spirit of the question. It is important to find whatever expertise or outside talents or gifts they can bring to the board. This is a business at this level. There’s a lot of love and giving and helping the suffering addict, but above that we need to look at how to operate as a business. If people don’t get that maybe they’re not the best choice for a trustee. I don’t think our process for choosing trustees is a good one. I thought we could explain questions in our guidelines. Not doing so doesn’t work well here. I’m concerned about the TEC process here. It seems to be a one-man job, but we really need an ad hoc committee, we should reflect the diversity of this fellowship. We need some business minds and people who can funnel in and back out to the fellowship. While there are some major changes that can be made in the process, God is part of it. Each candidate and each member of the TEC should read this concept. It is the responsibility of the trustees to take it out to their regions that select the slate. The candidates had individual qualities that would make a great trustee, but need some who have collective qualities. Some due diligence is needed on the committee. We pick people based on favoritism at ail levels. We need to go out and express what we need. Another thing that makes us different from a business is that we are supposed to be working a program. We’re supposed to be honest, all the things that are part of the steps, love and tolerance is our code. Leadership is leading by example. This is our fellowship.
7. Chair’s Opening Remarks – Spencer
Hope we are respectful of others, if something has already been said and you have nothing to add, hold back, we have lots of business to take care of.
8. Review of Agenda – completed
9. Ratification of the WSBT
All were ratified except Hal. Asked for his immediate resignation. Hal stated he wasn’t going to resign. He didn’t think this was authentic. If he resigns now the TEC would be able to vote on his slate here. Spencer will advise the Conference Chair that Hal was not ratified.
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10. Ratification of the WSOB
All were ratified except Steve E. Spencer will speak with him, advise that it is effective immediately and that someone else from the WSOB has to give his report at the Conference. The WSOB needs to submit a list of nominations for the position.
Next meeting on Monday, August 26, 2002 at 9:00 a.m.
Meeting adjourned at 11:15 p.m. Closed with Serenity Prayer.
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The regular quarterly meeting of the CA World Service Board of Trustees, at the Sheraton Four Points Hotel, was called to order at 9:30 a.m.
11. Roll Call
| Spencer Barton | Midwest Regional Trustee | Chair |
| Amy Beech | Atlantic North Regional Trustee | |
| John Bodkin | World Service Trustee (absent for 4-5 hours) | Secretary |
| Jahi Boseda | Trustee at Large
Pacific South Regional Trustee Pacific North Regional Trustee |
|
| Hal Kelly | Southwest Regional Trustee | |
| Terri Knight | Atlantic South Regional Trustee | Vice Chair |
| Leon Mason | Trustee at Large | |
| Elizabeth Saldebar | World Service Office Trustee |
12. Review Minutes of May 2002 Quarterly Meeting and Accept –
MOTION PASSED to approve minutes as corrected.
13. Review Minutes of June 30, 2002 and July 28, 2002 Conference Calls and Accept
MOTION PASSED to table until Tuesday business.
MOTION PASSED to table of approval of minutes until next conference call.
Hand out Trustee reports
WSBT OFFICER REPORTS
1. Chairperson – Spencer
Has been briefed by WSOB Chair several times on various items between mid July and August.
2. Vice Chair – Teri
No report.
3. Corresponding Secretary-John
Will try to get conference call minutes out in a more timely fashion.
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TRUSTEE REGIONAL REPORTS
1. World Service Office Trustee – Elizabeth See attached report.
Discussion on need to cut expenses. Our budget needs to be looked at with new eyes. We need to change the roles of the trustees, if only temporarily. When we say we made $35,000 on the convention and then say we have no money, it doesn’t make any sense. We need accountability. Portland says $41,000 profit and then it’s $30,000 and then $35,000. We better have some strong referrals to the Finance Committee. This the time for plain talk, not for the office to look good. This is the lifeline of CA, without money we will not have money to have the newcomer walk through the door. Every person on the floor has to know about this. I thought this board’s job was to set policy, not fix all the problems that come up. We’ve asked for a report that we could read for at least the past year. It is the responsibility of the WSOB Treasurer to advise/recommend/address financial probems with both boards. This is not happening. Concern with having accurate numbers.
MOTION PASSED to accept report.
2. World Service Trustee – John
See attached report.
3. Trustee at Large I – Leon
No report.
4. Trustee at Large II – Jahi
See attached Pacific South report.
5. Pacific North Trustee – Leon
No report.
6. Pacific South Trustee – Jahi
See attached report.
7. Atlantic North Trustee – Amy
No report.
8. Midwest Trustee — Spencer
See attached report.
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9. Southwest Trustee – Hal
See attached report.
10. Atlantic South Trustee – Teri
See attached report.
TRUSTEE COMMITTE REPORTS
1. Finance Committee – Elizabeth
Everyone should be getting their financial reports and statements. Need to be more accountable for bank statements as a group.
2. Conference Committee – John
Committee is over budget. They have been very busy. There will 50 new delegates. Suggestion for trustees to attend orientation and help new delegates as needed.
3. Long Term Planning – Elizabeth, Jahi, John, Leon, Teri
See attached report.
4. Trustee Election Committee – Amy, Hal, Jahi, Teri
Interviewed 5 people on conference call last week. Will have room available at conference and scheduled times with members starting at 1pm on Tuesday. Some concern was expressed that one of the members of the TEC was married to someone on the slate, which could cause a conflict of interest. Since nothing in guidelines should not consider asking member of the TEC to not be in on voting for slate for which their spouse is a slate member.
5. Legal Committee – Amy, Jahi, Spencer
We’re looking at releases for music from ASCAP for Milwaukee video (CD), Spencer will give to Jahi. Elizabeth would like help in getting outside legal opinion verbally, but no one is willing to write the opinion. Suggested contacting Lee A.
6. Orientation – Amy. Spencer, Teri
Amy to provide Teri and Spencer with all of her materials and notes on Trustee orientation and will provide by the end of the conference. Spencer has Welcome to Trustees and Trustee Responsibility Guidelines and draft. Teri has to meet with newly elected trustees after the conference. Would like to suggest reinstituting the buddy system with old/new trustees.
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7. Negotiation – Amy. John, Leon, Spencer, Teri
The final CAWS 2004 Hilton contract is being executed for the Hilton Universal Studios. Getting excellent deal.
8. NewsGram Committee – Elizabeth, Hal, Jahi, Teri See attached report.
Remove Elizabeth from committee. Teri wants to be removed from the committee at the end of the conference. Did not get as many articles as usual for review by trustees. Discussed Trustee Corner. Not sure what content from Trustees will be included in next issue.
TRUSTEE CONFERENCE COMMITTEE REPORTS
1. Finance Committee – Elizabeth
Currently there is no Chair, Vice Chair Brian T. is acting as chair. SR14 budgets have been sent out to the fellowship. Have received a lot of referrals.
2. Conference Committee – John See attached report.
3. Convention Committee – Hal
Committee will be meeting at the conference. We’ve already gotten reports on Portland and the money that was made. L.A. is still trying to get together. More will be reported on Memphis. Evan is the Chair and is on the slate for SW Region. Not sure who is the Co Chair.
a. CAWS 2002 – John
See attached report. John will provide later.
b. CAWS 2003 – Spencer
They are concerned with not receiving pass it on from Portland. Noted that manual indicates 60 days to receipt. It is usually turned over at conference. Starting fundraisers and promotion across U.S. Still haven’t received contracts from WSO. Need update on web site regarding services available, but for which committee is not held responsible. According to Leon, web site has not been linked to www.ca.org Any info on page needs to be sent to Internet Committee for approval. Really need to look at whether a separate web site is needed and not simply using the ca.org web site. Leon will speak with Kim. Also hotel contact has resigned, so a new one is going to handle our group. Otherwise convention is going great. Executive Committee is still
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meeting. Been getting a summary report of executive meetings. There has only been two mega meetings held so far. Concern with precedent it is setting.
c. CAWS 2004 – Leon
John has been working on the negotiation. Did work on the walk though with committee. They are meeting and putting together the committees. Getting reports of all meetings. Jahi has been getting the minutes and will let them know to send to all members of the WSBT.
d. CAWS 2005 – Teri See attached report.
The last communication she had with chair regarding resumes was the last quarterly. Has stressed that there are procedures that need to be followed for the CAWS conventions, rather than an area convention, but has had no contact with them. May need to consider rescinding choice of location for 2005. Noted that there has been difficulty also with the WSOB in contacting them. Possible that communication styles differ which could be the problem. May need to contact delegates and area chair to see what’s going on, since haven’t heard from chair. Asked Hal to assist in contacting Eddie.
4. Structure & Bylaws – Jahi
It is a committee that should be working year round. They did some work in Portland. Scott is the Chair and they have a lot of referrals from throughout the year and they are working on them.
5. H&l Committee – Jahi See attached report.
They handle all their referrals using the conference call system. Regarding the H&l video, he supports the committee and thinks a viable product and want to do whatever it takes to get the video done as the conference told us to do. It is his understanding that $1800 has been sent in as a donation specifically for the video. If more money comes in, great. According to Elizabeth, we will be provided a report by Patty F. The money that was designated was for FY 01-02 which is past. The H&l Committee needs to help figure out where the money is going to come from. The money doesn’t expire from FY 01-01, despite the reality, that we do not have the money to proceed. It is appropriate to bring this info to the conference. This could be considered involved with an outside issue with AMR company. Budget could be cut elsewhere to make sure this video gets made to carry the message.
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MEETING WITH WSOB TREASURER
WSOB Treasurer Oliver in attendance
Discussed finances. There is now $2391.69 and transferred in $473 for H&l donations. Operating Fund column , total balance to date is $57885.14. Oliver noted that as we pay the bills on the conference then it will go down. The budget was $14,000+. Where are we at with the reserve currently and anticipated bills for the conference? Basically we have one money market account
How often do you have updates on this? Is based on monthly, when I do a transfer so I have it available at any point in time.
What is our net income from the convention? $36,856.55 and don’t think the figures are subject to revision.
Have you gone over this with Roger Brown, to see where the conflict is. The numbers don’t make sense. The treasurer from Portland shows a $65,000 net income, but shows $61,000 in expenses, but that doesn’t make sense.
Does the $36,856.55 which was net income, did you include the money that was transferred in and then paid back out of? No transfers don’t tie in to the income.
Oliver will provide the reports of the Portland convention, Roger Brown vs. Oliver’s.
Noted that WSBT per diem checks were written for $280 and should have been $320 and eight need $40 additional. Those who travel get an additional day.
If something is budgeted one year and is not completed, it would have to be rebudgeted for another year.
What is your opinion of how we are doing financially? My focus has been on getting the numbers together and not analyzing them. We’re pretty much how it’s always been.
TRUSTEE CONFERENCE COMMITTEE REPORTS, continued
6. PI Committee -Teri
See attached report. 750 surveys were in database.
7. Unity Committee – Spencer
Matt has come with a new gudelines book which has not been approved yet.
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8. Internet Committee – Leon
Active committee all year. Linked all year, a few new sites are up. Ivan is the Chair. There is still a problem with a Westside Rockers (AZ) group that is in violation of Traditions. The WSOB Chair was contacted.
9. LC&F Committee – Amy
Committee has done very little during the year. Storybook sub-committee is reading the stories. They plan to make the selections here, having read the stories previously. Randy is the Chair.
OLD BUSINESS
1. Exit Procedure for Trustees – Jahi
Tabled.
2. Trustee Section in the Delegate Notebook – Amy, Spencer, Teri
Based on summary, will continue to work on with the information Amy has by next meeting for new trustees and the trustee orientation guidelines.
3. Trustee Web Page – Leon
We never sat down and decided what is wanted to give to Sherry to make up. Need to decide if want delegates included. Simply indicates who the trustee is and can click on their email address. Suggestion to start off with trustees and build from there.
LEAVE ON OLD BUSINESS
4. Referral 006 – Spencer
Jahi is working on release forms. Have all songs and release forms are signed from participants, just need release for songs.
5. Role of Regional Trustee – Amy
We talk about our exact role, but some say, don’t want to interfere. When asked for an opinion on something you should give it, not personal opinion, but share what you know what has worked in other instances. Like to suggest including this in the Trustee Guidelines and move this item to be included with theTrustee Orientation.
6. Letter from Bob Lemon to Karen Sullivan Former S&B Chair (check that S&B committee corrected the wording) – Jahi
Completed. Jahi did try to follow up with David C. Did not speak with him on this matter but feels that this is a closed issue.
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7. Comprehensive Audit of Office (not just financial) – Jahi
LEAVE ON OLD BUSINESS
8. Ad Hoc Committee for CA Recovery Text – Amy
Spoke with people on the committee at the convention regarding eventually doing some kind of recovery text. Found some pretty serious resistance to it.
The committee should consider building a database of materials that are submitted by members of the Fellowship to build a resouce for creating any future recovery text(s).
LEAVE ON OLD BUSINESS
9. Status of E-mail Protocol – Elizabeth, Leon
Everyone seems to understand the urgency of some messages. Should also be included in the Delegate Notebook. This should be removed from Old Business and included with the Trustee Orientation item.
10. Review of WSBT Budgets & Expenses – Elizabeth
Please review your expenses and consider where we could cut back for New Business discussion. Reference: Transaction Detail by Account in your WSOBT report folder. This item can be removed from Old Business.
11. #2228 – Please Define Special Interest Meeting Groups
Refer to S&B
12. #2271 – To Change Trustee Guidelines to Hold All Quarterly Meetings via Conference Call to Reduce Expenses
Completed at May 2002 WSBT meeting.
13. Roles of the WSO and the WSBT – Spencer
See WSOT Report.
14. Future of the TAL2 Position – Spencer, Teri
Depends on finances of the fellowship. In May 2002 decided TAL would head TEC, but all depends on finances.
TAKE OFF OLD BUSINESS.
15. Changes to the WSBT Service Structure – Teri
At last meeting, handed out for review, but now sent as a referral to the Conference by Heidi. Now want opinion of WSBT. Don’t like part about serving full term when replacing someone because instigated so that wouldn’t have so
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many rolling off board at same time, but at staggered time. Referral has been made. No action was taken by the WSBT
16. Policy about Altering of Transfer of Funds – John
Tabled.
17. Voting Privileges of Replacement by the WSBT Serving on the WSOB – All
Jahi will write referral to S&B.
18. Discussion regarding the WSC Chairs – Position on SR14 – Amy
Discussed the issue and removed from Old Business
19. Review Procedures for Selection of WSOB Directors – Leon
Tabled.
20. WSBT Liability regarding Conference Committee – Elizabeth
Elizabeth will speak with attorney, work in progress.
21. Revised TEC Interview Questions – Hal
New questions have been completed and will be used at this Conference.
22. WSO’s Budget Administered by WSO – Amy
Since our budgets got cut, they make the rules for us and themselves. There are no checks and balances at this time and if there is an internal budget next year, this should be revisted. Tabled.
23. Distribution of Follow-up Letter by Amy on Behalf of the WSBT regarding Texas Trip-Amy
Closed issue, no action taken.
24. Structure for Convention for Pacific South Region – Jahi
Tabled.
25. Attraction vs. Promotion – Jahi, Teri
Tabled.
26. H&l Video – Elizabeth
Tabled until Tuesday 10am.
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NEW BUSINESS
1. CAWS Finances & Trustee Budgets – Elizabeth
Proposing going from 4 quarterly meetings to 3 quarterly meetings and adding a day to the meeting held in the fall and at the convention. Suggested with not filling one TAL position and not refilling the next TAL vacancy might be a viable solution. Attending regional assemblies, caucuses and conventions should be a way to limit travel in the regions and could handle other items via email. Suggested attending Regional Assemblies and Conventions for Regional Trustees, start quarterlies at 7:00 p.m. and end Sunday at noon and convention meeting held Tuesday at 7:00 p.m. ending Sunday at noon. At Conference WSBT meeting starting Sunday and ending Sunday at noon and holding one conference call per quarter. Suggested getting a better calling card than ATT. See attached report regarding Trustee budgets. New budget for current year will be $41,730 proposed revision, compared to fy 2001-02 $78,101 with total difference between of $36, 371. Will collect ATT calling cards from all trustees (past & present) and obtain new better rate calling cards. Concerns were expressed with trustees not being able to travel.
2. Communication with the WSO and WSOB regarding motions made by WSBT – Elizabeth
See attached report.
3. Group inventory
Tabled due to lack of time. MAKE IT AT END OF AGENDA.
4. Letter from Alberta member regarding mentioning Jesus in meetings – Jahi Looked at tradition 1 and 12 to remind of what they state and to express the diversity of the fellowship. Also may refer to the spiritual experience appendix in the Big Book. It is an outside issue. Should advise to speak to the elder statesmen of the fellowship. On page 28 & 29 of Big Book explains it. Jahi will write up a reply for approval by WSBT.
5. WSBT Quarterly meetings and conference calls – Elizabeth Handled in New Business item #1.
6. Non Delegate Chairs – Elizabeth
MOTION PASSED that we send out a memorandum to all Conference Committees that special consideration be given regarding having non- delegate Chairs due to financial concerns.
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7. Check Signatures 1 Trustee – Elizabeth or John
Tabled.
8. Proposed Budgets 1 year instead of 2 years out – Elizabeth
MOTION PASSED to ask Finance Committee to review the current year’s budget and make any necessary adjustments.
MOTION PASSED to instruct the WSOB to provide us, for the November quarterly, reports in graph form that reflects revenues collected in all budgeted funds for the current year with comparisons for same period a year ago along with expenditures which reflect the same.
9. Non-Addict Trustee and Non-Addict WSOB – Elizabeth
Tabled.
Next meeting scheduled for Tuesday, August 27, 2002 at 9:00 a.m.
Meeting adjourned at 10:55 p.m. Closed with Serenity Prayer.
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The regular quarterly meeting of the CA World Service Board of Trustees, at the Sheraton Four Points Hotel, was called to order at 9:30 a.m.
1. Roll Call
| Spencer Barton | Midwest Regional Trustee | Chair |
| Amy Beech | Atlantic North Regional Trustee | |
| John Bodkin | World Service Trustee | Secretary |
| Jahi Boseda | Trustee at Large
Pacific South Regional Trustee Pacific North Regional Trustee |
|
| Hal Kelly | Southwest Regional Trustee | |
| Terri Knight | Atlantic South Regional Trustee | Vice Chair |
| Leon Mason | Trustee at Large | |
| Elizabeth Saldebar | World Service Office Trustee |
MEETING WITH WSOB DIRECTOR OF OPERATIONS
Present: WSOB Director of Operations Patty F.
Didn’t have time to complete report. Didn’t get order to do until Friday, but due to Conference activities, didn’t have time to do. Conference report will be on the money we spent and how it was spent to the penny.
Discussed H&l video project, need to get more info from H&l committee. No progress since last report.
Question, what has changed, your report now, will include info on the AMR opportunity, but all opportunities. I had hoped to do an appeal to the board. The only info available is the AMR. What info besides the price has changed that will alter opinions today? There was no motion to move forward from the WSOB. It was suggested that I appeal your order. Your first motion, the logic was valid but false, and I wanted to address those things. How can our board not impede this? Need H&l to search out the info. How come AMR is a good choice? Patty needs an hour or two to finish that. The question is if $10,000 is too much to carry the message in hopes of getting more meetings started to get $30 in a couple of years, to carry the message. There is $9000 in this year’s budget to carry this. When the board said don’t move forward, we meant not the contract, not to get further info. Important not to mislead anyone about the cost of the video, but the product. There is added expense for people that need to be there and phone calls, etc.
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Meeting adjourned at 1:05 p.m. Closed with Serenity Prayer.
Respectfully submitted, In love and service,
Cheryl De Salvo Recording Secretary
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For all attached reports and documents see pdf: 2002-08-25-27-WSBT-Quarterly-Meeting-Minutes.pdf