Aug 27 – 28, 2006 – WSBT Quarterly Meeting Minutes (Approved)

CA WORLD SERVICE BOARD OF TRUSTEES REGULAR QUARTERLY MEETING MINUTES
August 27-28,2006
Final Approved Minutes

(Approved by WSBT for distribution on November 17, 2006)

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 any way our Tradition on anonymity in public communications media (press, radio, TV, etc.).

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MINUTES – WSBT Quarterly Meeting 2:00 p.m. on August 27, 2006

The regular quarterly meeting of the CA World Service Board of Trustees, at the Four Points Sheraton, Los Angeles, California, was called to order at 2:00 p.m. on August 27^th, 2006.

Moment of silence and Serenity Prayer
Roll call

Cynthia C.	Pacific North Regional Trustee	Chair
Jackie S.	Atlantic North Regional Trustee	Vice Chair
Tony D.	Midwest Regional Trustee
Carl W.	Pacific South Regional Trustee
Earl H.	World Service Office Trustee
Hayward H.	World Service Trustee
Bobbie H.	Trustee at Large; Acting Atlantic South Regional Trustee	Secretary
Jay F.	Southwest Regional Trustee

Personal sharing – Completed
Reading of the 12 Traditions
Read & Discuss Tradition five (limit discussion): Each group has but one primary purpose – to carry its message to the addict who still suffers.

Discussion by Board Members: Primary purpose, carrying the message of recovery. Sometimes forget that. Sometimes sitting in a meeting and walk into a topic/personality and forget why we are here; share the message of recovery, experience strength and hope. Tradition written to remind us why we are here. Supposed to listen to message and not messenger. Always something at every meeting to hear especially when I think I don’t need to be there. In the Wild Wild West each group’s primary purpose is to see how much money can be raised. Primary purpose is to see that a hand is reached out to the new person. Small groups seem to have that purpose more together as they get bigger they forget. What does a primary purpose group mean? The feeling of love, feeling welcome was the first thing noticed when walking into a Cocaine Anonymous meeting. The strongest gift we have. Over the last year a certain trend has developed where if one is not saying what someone else thinks you should be saying they say you aren’t carrying the message.

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Remember having all the hats on for service, it is about carrying the message. One way that we carry the message is through our literature. World Services needs to step it up in that area. Need to ensure that the information that we have out there is sending CA’s message.

Read & Discuss Concept Eleven (limit discussion): While the Trustees hold final responsibility for C.A. ‘s world service administration, they should always have the assistance of the best possible standing committees and service boards, staffs and consultants. Therefore the composition of these underlying committees and service boards, the personal qualifications of their members, the manner of their induction into service, the system of their rotation, the way in which they are related to each other, the special rights and duties of our staffs and consultants, together with a proper basis for the financial compensation of these special Markers will always be matters for serious care and concern.

Discussion by Board Members: Talk about the concept a lot at the world services office. This is a very apropos concept. Do we want qualified people who can deliver competent services to the fellowship or do we want a warm body? What do we have on our plate for the last 3 months that might have been accomplished if we had had the 2 other directors on the WSOB? Who is brought on to the board will be a main focus after the conference. A lot of work that needs to be done. People that can contribute can pick up the workload and deliver. This concept is right up and in the face right now. Looking in the concepts in the 11^th concept it uses the words “urgent and vital.” Literature, translations, providing the information that is needed. It saddens me that it seems to slip through the cracks. It has been put off for years. Do we need a different publisher; do we need to think about how we have been doing things? Do we need to pay market rate? Looking forward to better discussion. Remember when the issue about giving the paid director a vote came to the conference floor. Discussion was held at length. One paragraph talks about rotation of staff workers.

Review of the agenda.
Chair’s opening remarks – Cynthia – Hoping that we can stay in the solution in dealing with the issues the board has to deal with this quarter.
Approval of minutes:

Minutes of May, 2006 WSBT quarterly meeting
Minutes of May, 2006 WSBT/WSOB meeting
Minutes of July 16,2006 conference call

Motion to approve all the minutes. Second

The May Board to Board minutes were distributed to John B., Tom P., Howard E. and Kathy Jo R. No revisions to minutes required. Motion passes.

Approval of Record of Online Business between May 2006 and August 2006 Quarterly Meetings.

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Motion to approve WSBT Record of Online Business as submitted by Bobbie. Second. Motion passes.

WSBT OFFICER REPORTS

11. WSBT officer reports (discussion on reports previously submitted for review):

Chair (Cynthia)
Vice-Chair (Jackie)
Secretary (Bobbie)

Motion to approve all three WSBT Officer Reports. Second. Motion passes unanimously.

TRUSTEE REPORTS

12. Trustee reports (discussion on reports previously submitted for review):

Atlantic North Regional Trustee (Jackie)
Atlantic South Regional Trustee (Bobbie)
Midwest Regional Trustee (Tony)
Pacific North Regional Trustee (Cynthia)
Pacific South Regional Trustee (Carl)
Southwest Regional Trustee (Jay)
Trustee At Large (Bobbie)
World Service Office Trustee Report (Earl)
World Service Trustee Report (Hayward)

Motion to accept the Trustee Reports. Second. Motion passes unanimously.

TRUSTEE COMMITTEE REPORTS

13. WSBT Subcommittee reports – lead member listed first (discussion on reports previously submitted for review):

Conference (Hayward, Jay)
Finance (Earl, Jay, Hayward, Cynthia)
International Structure & Development (Jackie, Cynthia, Jay, Bobbie)
Legal (Jay, Jackie, Carl, Hayward)
Long Term Planning (Bobbie, Cynthia, Jackie, Carl, Earl, Jay)
Negotiating (Hayward, Cynthia, Tony, Carl, Jay, Bobbie)
NewsGram (Cynthia, Jackie, Bobbie, Jay)
Orientation (Jackie, Jay, Cynthia, Hayward)

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Outreach (Cynthia, Bobbie, Carl, Jackie, Jay, Tony)
Trustee Election Committee (Jay, Cynthia, Tony, Earl, Carl, Jackie, Hayward & Bobbie)

Motion to approve the WSBT Subcommittee reports. Second. Motion passes unanimously.

TRUSTEE CONFERENCE COMMITTEE REPORTS

Trustee Conference Committee reports (discussion on reports previously submitted for review):

Archives (Carl)
Conference (Jay and Hayward)
Convention (Tony)
CAWS 2006 (Jay)
CAWS 2007 (Tony)
CAWS 2008 (Cynthia)
CAWS 2009 (Jay)
Finance (Earl)
Hospitals & Institutions (Hayward)
IT (Tony)
Literature, Chips & Format (Cynthia)
Public Information (Jackie)
Structure & Bylaws (Bobbie)
Unity (Carl)

Motion to approve the Conference Committee Reports. Second. Motion passes unanimously.

OLD BUSINESS

Outstanding Correspondence:

2006.07.05 Question dated 7-15-06 from Wesley B. re CA & religion (Bobbie, Jay, Tony, Carl)

Motion to approve draft 3, seconded. Passes unanimously.

Dear Wesley,

The WSBT appreciates you bringing these issues to our attention related to: 1) the propriety of a CA Group reading closing a meeting with a religious prayer such as “The Lord’s Prayer and 2) CA’s possible affiliation with AA due to the use by CA of the AA Big Book. We too thank you for the original and supplemental

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narratives setting forth the problem(s) as they help to clarify the depth and breadth of these concerns.

The issue of appropriate prayers during or in conjunction with CA meetings or events continues to come up locally and even at district, area, regional and world levels. In our review and study of the matter, we are guided in part by our own World Service Manual which sets forth on page 15 (2006 Edition) the following:

Most meetings follow a more or less set format, although distinctive variations have developed. It is our experience that many meetings begin or end with some form of prayer. While each CA group is autonomous, and adopts its own format, CA as such never endorses, opposes or affiliates, expressed or implied, with any sect, denomination, politics, organization or institution.

We are also guided by the steps, traditions and concepts as well as the writings in the Twelve Steps and Twelve Traditions. We have referenced the Fourth Tradition which provides that “Each group should be autonomous except in matters affecting other groups or CA as a whole.” The inquiry becomes therefore, whether the use of religious prayers in closing a CA meeting is appropriate for the group, or whether such action(s) affect other groups, districts, areas, regions or the CAWS Convention or CA as a whole.

We are further guided by the long form of the Fourth Tradition which provides in part: “And no group, regional committee, or individual should ever take any action that might greatly affect [C.A.] as a whole without conferring with the trustees…. On such issues our common welfare is paramount.” Also in the narrative text of the Fourth Tradition (page 147), the inquiry seems to turn to whether the action taken would “greatly” injure C.A. as a whole. In that same paragraph is the notion that the group’s sole objective has to be “Sobriety;” and “[I]n all other respects there was perfect freedom of will and action. Every group had the right to be wrong.”

So we begin by asking referencing the language cited above which acknowledges that some form of prayer is used in many CA meetings, but the respective group meeting formats should never endorse, oppose or affiliate, expressed or implied, with any sect, denomination, politics, organization or institution.

Clearly, any denominational prayer such as “The Lord’s Prayer” is contrary to these prohibitions which are employed to set a base level of appropriate materials and prayers for all groups of CA throughout our world.

Having said that though, the inquiry for our Board is whether the use by a local CA group of a religious prayer affects other groups, districts, areas, or CA as a whole. Further, we must then ask whether that action might or did serve to “greatly” affect CA as a whole. This inquiry then relates to the first part of our First Tradition as to whether our common welfare is impacted.

In using this framework, we decline to find that the use of a religious prayer in a local meeting greatly affects CA as a whole and that our common welfare would be impacted to such a level as to prohibit the use of the religious prayer by your group at this time.

The notion of the autonomy of the group to use the prayer must be looked at as well. We have said basically that the use of a religious prayer at a local meeting to end the meeting, while contrary to the language from the World Service Conference, does not greatly affect CA as a whole. Therefore it becomes left to the autonomy of

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the group to decide whether such continued use is proper after a full discussion of all arguments pro and con. The group conscience of the group would then take precedence on this matter.

Please note that as the CA fellowship grows and continues to offer Area, Regional and CAWS World Conventions, many of the planning committees of these events have actually conscience to use only a non- denominational prayer to close or start the meeting such as the “Serenity Prayer,” the “we” version of the “Serenity Prayer,” the 3^rd Step Prayer, die 7^th Step prayer or even other prayers as set forth specifically in the Big Book. This conscience was approved by the World Service Conference several years ago as well, when it voted to include in the CAWS World Convention Guidelines, a prohibition of any prayer to close any meeting at a World Convention with anything but a non-denominational prayer.

As those Guidelines indicate:

The closing prayer at the CAWS Convention should be left to the discretion of the Host City while always remembering the diversity of our fellowship and our preamble which states that we are not allied with any sect, denomination, organization or institution.

As to your second question about CA’s possible affiliation with AA due to the use by CA of the AA Big Book, we begin with some background. The 12 Steps, 12 Traditions and 12 Concepts of CA were adapted from AA. Here is the disclaimer from Page 6 of the World Service Manual (2006):

The Twelve Steps are reprinted and adapted with permission of Alcoholics Anonymous World Services, Inc. Permission to reprint and adapt the Twelve Steps does not mean AA is affiliated with this program. AA is a program of recovery from alcoholism. Use of the Steps in connection with programs and activities which are patterned after AA, but which address other problems, does not imply otherwise

There is a similar disclaimer for the 12 Traditions and even the 12 Concepts. So, CA reprinted and adapted the AA Steps, Traditions and Concepts, with AA’s specific permission; but has had a long-standing disclaimer of non-affiliation as a result of reprinting and adapting these materials. Further, as referenced in the World Service Manual (2006) at page 31 is a further explanation of CA’s use of the A A Big Book, and two other books.

The World Service Conference passed the following Advisory Opinion on August 20, 1989: “THE BOOKS ALCOHOLICS ANONYMOUS AND TWELVE STEPS AND TWELVE TRADITIONS OF ALCOHOLICS ANONYMOUS ARE TWO OF OUR MOST VALUABLE TOOLS OF RECOVERY AND AS SUCH, IT IS THE OPINION OF COCAINE ANONYMOUS THAT MEETINGS SHOULD BE ALLOWED TO HAVE THESE BOOKS AVAILABLE TO SUPPORT MEMBERS IN THEIR RECOVERY.” On September 4, 2004 the World Service Conference passed the following Advisory Opinion: THE BOOK, “A.A. SERVICE MANUAL”, COMBINED WITH THE “TWELVE CONCEPTS FOR WORLD SERVICE” IS A VALUABLE TOOL OF RECOVERY IN SERVICE, AND AS SUCH, IT IS THE OPINION OF COCAINE ANONYMOUS THAT MEETINGS AND SERVICE MEETINGS WITHIN THE FELLOWSHIP SHOULD BE ALLOWED TO HAVE THIS BOOK AVAILABLE TO SUPPORT THE MEMBERS IN THEIR RECOVERY.”

Hence, it was/is the conscience of our entire fellowship that these materials should be allowed to be available to support our members. These are made available without affiliation and with a clear understanding of how they

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came to be used and how they are continued to be used even today.

We close with a quote again from the Twelve by Twelve:

Over the years every conceivable deviation from our Twelve Steps and Twelve Traditions has been fried. That was sure to be, since we are so largely a band of ego-driven individualists. Children of chaos, we have defiantly played with every brand of fire, only to emerge unharmed and, we think, wiser. These very deviations created a vast process of trial and error which, under the grace of God, has brought us to where we stand today. (Page 146)

We thank you for bringing these issues forward. If you or any other member of the group desires further information or has any questions related to these matters, please feel free to contact us or have them contact us directly.

In love and service,

The World Service Board of Trustees

2006.07.06 Questions dated 7-20-06 from Kansas Area re meeting hall issues (Jay, Hayward)

Motion to approve draft 2, seconded. Passes unanimously.

The WSBT appreciates that these issues to our attention related to the relationship between a CA group and a club. We too appreciate the original and supplemental narratives setting forth the problem(s) as they help to clarify the depth and breadth of these concerns.

The issue of appropriate relationship between CA clubs and CA groups continues to come up locally and even at district, area, and regional levels.

The specific questions asked of us are as follows:

How does the board of a meeting hall (a club) influence the C.A. meetings? Example: board members plan fund raising events that coincide with Southwest Regional Convention fundraisers. The club’s fundraisers are announced in the C.A. meetings and flyer’s are posted. The club’s board members do not want C.A. fundraisers announced if it coincides with club’s fund raising. The board has been known to cancel C.A. fund raising events, so that the club could host an event.

Here we are also guided by the Long Form of Tradition Six which on page 190 of the 12×12 provides in part:

Problems of money, property, and authority may easily divert us from our primary spiritual aim. We think therefore, that any considerable property of genuine use to AA should be separately incorporated and managed, thus dividing the material from the spiritual….Secondary aids to AA, such as clubs or hospitals which require much administration, ought to be incorporated and so set apart that, if necessary, they can be freely discarded by

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the groups. Hence such facilities ought not use the A A name. Their management should be the sole responsibility of those people who financially support them… .While an AA group may cooperate with anyone, such cooperation ought never go so far as affiliation or endorsement, actual or implied. An AA group can bind itself to no one.

As applied, a CA or recovery club is and should be completely separate from a CA group/meeting. A CA group can bind itself to no club or facility. So the board of a meeting hall cannot influence CA meetings held there. Our experience has shown that it is preferred that the club’s fundraisers are not announced at CA meetings; that CA meetings can and should announce CA related events. It is unfortunate that CA fundraising events have been canceled due to a scheduling conflict with the club, however, it is suggested that such disputes be resolved between the club and the CA meeting at the local level, ever being mindful that the meeting’s main purpose is spiritual with the club’s responsibility to be material as the above long form suggests.

How do the traditions come into play in regards to the board and C.A. meetings and how are they supposed to interact with each other?

The same Tradition applies in this instance. The club and the meeting are separate. As the long form provides in part here: “any considerable property of genuine use to AA should be separately incorporated and managed, thus dividing the material from the spiritual.”

Is it inappropriate to hand out flyer’s that announce a C.A. event in a C.A. meeting based on attraction rather than promotion?

Flyers which support the CA meeting and its primary purpose are appropriately disseminated at CA meetings.

When C.A. members sit on the board who are they responsible to serve?

Again, there is to be a clear line between the meeting and the club and its board. CA can have no opinion on who sits on a board or what responsibilities they have as the same are issues outside our primary purpose, CA members serve CA groups and meetings.

Is it against traditions for C.A. to host a club fundraising event and is it misleading C.A. members that attend such events when a C.A. speaker meeting is held before the club sponsored dance?

This is a harder question without knowing more facts. CA meetings can surely host fundraising events. It is suggested that the CA meeting be clearly held separately from the club event and so indicated

Another question was asked about the Kansas Area as follows:

Is it the areas responsibility to assist an ailing district?

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The CA World Service Manual (2006 edition) page 20 provides in part:

The primary function of the Area is to serve the common needs of its District Members and to facilitate unification.

We close with a quote again from the Twelve by Twelve:

Over the years every conceivable deviation from our Twelve Steps and Twelve Traditions has been tried. That was sure to be, since we are so largely a band of ego-driven individualists. Children of chaos, we have defiantly played with every brand of fire, only to emerge unharmed and, we think, wiser. These very deviations created a vast process of trial and error which, under the grace of God, has brought us to where we stand today. (Page 146)

In love and service,

The World Service Board of Trustees

2006.07.09 Question dated 7-26-06 from anonymous member re new CA literature (Carl, Cynthia)

Motion to accept the most recent draft posted online. Second. Motion passes unanimously.

Thank you for your inquiry and for giving us the opportunity to clarify what is and is not being done in terms of creating new books for Cocaine Anonymous.

New CA literature is required to go through a specific approval process, as follows:

12 POINT LITERATURE APPROVAL PROCESS

Point 1) The idea or the written piece is submitted to the Trustee Literature and Publications Committee and the World Service Conference Literature, Chips and Format Committee

Point 2) The World Service Conference Literature, Chips & Format Committee reviews the idea or piece and may create a motion for the conference.

Point 3) The World Service Conference approves the motion with a mandate to develop a draft.

Point 4) The project is then assigned to a subcommittee for writing.

Point 5) The draft is returned to the World Service Conference Literature, Chips & Format Committee for

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review with a signed Literature Release Form.

Point 6) The draft is then approved, reassigned or returned to the subcommittee for revision, or the committee may recommend to the Conference that the draft be removed from the process.

Point 7) After the draft is approved by the World Service Conference Literature, Chips & Format

Committee, it then goes to the World Service Board of Trustees to ensure that there are neither Traditions violations nor concerns that might affect Cocaine Anonymous as a whole.

Point 8) Following approval by the World Service Board of Trustees, the draft is sent to the World Service Office to arrange for professional editing.

Point 9) The edited draft is returned to the World Service Conference Literature, Chips & Format Committee for its approval.

Point 10) The approved draft is labeled “draft” and is distributed to the delegates for feedback. (If construction feedback is received the draft is returned to Point 6).

Point 11) The Approved draft is published by the World Service Office as a temporary piece of literature labeled “Draft” with the legend: “This draft is pending World Service Conference approval. We solicit your feedback.”

Point 12) The Conference then votes on the piece as it stands without amendments. If not Conference approved, the piece will be either referred back to the committee to point 6 or removed from the process by Conference vote. Upon Conference approval, the word “Draft” and the legend are removed and the piece is printed with the World Service Conference Approved logo.

Pursuant to Point 3, the CA World Service Conference has approved the concepts of a CA Steps and Traditions book based on CA’s experience, as well as a 12 Step Workbook. However, the Conference has not approved the concept of a ‘basic text,’ ‘CA big book’ or anything similar.

The motion approving the concept for the Steps and Traditions book, which was passed at the 2003 World Service Conference, specifically stated that no committee work was to be done other than collection of material until after January 1, 2007. This was to allow the committee time to work on CA’s second Storybook, “Hope, Faith and Courage, Volume II,” which isrnow in the final phases of publication. Because Points 10, 11 and 12 are not well-suited to a book project, “Volume II” was specifically exempted from all three of these Points, and the 2004 Conference approved the concept of an approval process specifically for books. The concept of a meditation book was also approved at the 2003 Conference. Submissions are being accepted, but it is still in the very early stages of development.

While subcommittees of the Literature, Chips and Format Committee do work on various projects throughout

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the year, the draft materials are not to be distributed to the fellowship until Point 10, as set forth above. We will be following up on your concerns at this year’s World Service Conference (August 29-September 3, 2006) to make sure that the 12 Point Literature Approval Process is being followed appropriately.

If you have any additional questions or concerns, please feel free to contact us again.

In love & service,

The World Service Board of Trustees

To be Completed or Updated at August Quarterly:

2006.02.16 Trusted servants; when trust is lost (Jay, Jackie, and Carl)

Motion to approve draft 5 with revisions, seconded. Passes unanimously.

This piece is to become a stand-alone document of the WSBT

The issue of the appropriate response of the CA fellowship and respective service boards (districts and/or areas) when trust in a member is lost due to some actions or inactions of the member who is in a service position unfortunately occurs upon occasion within our CA fellowship. Many times, this concern stems from issues around money, while less often the concern relates to issues around performance of service obligations, behavior issues, and even loss of sobriety.

A careful analysis of this broad issue leads to the conclusion that the matter really has two segments which each need to be explored, The first segment is preventative in nature and establishes some guidelines related to money handling and also service standards and behaviors. The second segment is a suggestion as to how a service body might respond after there is a breach of trust, theft, behavior issues, or an even a dispute between service members.

Preventative Measures and Guidelines

It is our collective experience that when certain preventative measures and guidelines are in place, there is less likelihood that problems might arise or perhaps remain within any level of the CA service structure.

Preventative Measures Around Money Handling

Theft and problems around CA funds can be avoided by consistently and diligently following responsible financial practices and principles. The angst caused when one of our fellows steals from the fellowship or misuses funds, as well as the loss of those funds that might have gone to help the still-suffering addict, point

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clearly to our responsibility to do everything we can to prevent these types of problems in the first place.

Most of these challenges have occurred when preventative measures are not in place or are in place but not fully followed. Sometimes we have not wanted to use these preventative measures because we might know the treasurer or other servant personally, or we might believe we would insult that person by asking that the measures be followed, or that the measures may be too cumbersome or troublesome to fully implement. However, our experience is that the very best preventative measure against any type of problem is to remove all chances to have a problem in the first place. Eliminating the opportunity to steal or misappropriate funds may be the best safeguard our fellowship has.

The preventative measures aspect of this matter has two parts, actually. The first deals with how we select trusted servants who are responsible for the management and handling of funds. The second part relates to the checks and balances necessary in these types of matters.

Concepts 9, 10 and 11 are related at some levels to responsible financial management by the respective service bodies at all service levels. In keeping with the spiritual principles of these concepts, guidelines related to money handling should be carefully developed and followed. These would comprise any of a number of appropriate checks and balances, which might include and or all of the following: two signatories on the bank account, not having the treasurer be a signatory, duplicate copies of all bank statements being sent to the treasurer and service body chair, yearly audit of all accounts, possibly only writing checks at business meetings with someone besides the treasurer holding the check book in the interim, monthly treasurer reports, and regular reconciliation of original bank statements. Note that many of these suggestions are further detailed in the CA World Service Manual – see 2006 Manual page 14. Further, the World Service Conference Finance Committee has developed Financial Guidelines for CA, which set forth additional preventative suggestions.

There is a wise saying which provides that an addict alone with fellowship money is in bad company. Hence, it is crucial that all money handling procedures at all levels be monitored by at least two people: two people count receipts; two people make the bank deposits (immediately if at all possible, not the next day); two people reconcile the original bank statements; and two people are always present when funds are disbursed and/or when cash proceeds are involved. Note please that other fellowship assets such as convention merchandise, literature, memorabilia, or office equipment should be treated similarly.

At all levels of our service structure, we need to make sure that money handling guidelines are in place, preferably in writing or at least beatable in the service body’s minutes. These guidelines should reference what is expected of the trusted servants in terms of money handling procedures, audit procedures, accounting expectations, checks and balances and the like. The service body might in fact include a statement that theft, misappropriation, or misuse of fellowship funds will not be tolerated at any level and might even consider the process that the service body might follow if such an event occurs. It follows that servants who are aware of these guidelines in their entirety are most likely to follow them and behave in a responsible manner.

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Other Clearly Articulated Expectations of what the Service Body Expects of the Trusted Servant

It is often hard to judge the performance of a trusted servant where there are no clear guidelines of how the servant is expected to serve. Accordingly, it is suggested that the service body implement standards for performance by trusted servants. These could complement and supplement the service body’s financial and money-handling guidelines.

These performance standards could include those referenced in the CA World Service Manual and those adopted as bylaws of the service body after participation and group conscience including all trusted servants to be affected by the standards. These standards might need to be updated from time to time as service positions change and evolve. Fortunately, there are now several service bodies within our fellowship that have such standards in place and are more than willing to share their experience, strength and hope if asked. Three very common standards relate to loss of sobriety, behavioral challenges and attendance (or the lack thereof) by the trusted servant at service body meetings.

Selection of Trusted Servants

Bill W. wrote an article which was published in the April 1959 edition of the Grapevine entitled “Leadership in AA: Ever a Vital Need.” Other writings by Bill and others in 1961, 1966 and 1972 helped to further refine this initial writing. Bilks initial article is inserted directly into the Twelve Concepts for World Service in Concept 9 which provides in part: “Good service leaders, together with sound and appropriate methods of choosing them, are at all levels indispensable for our future functioning and safety…” So first, we must describe what the trusted servant’s duties and responsibilities will be; then we must develop a set of requirements both in terms of sobriety as well as applicable service and real life experiences that match the duties and responsibilities. The writings seem to emphasize the needs of the service body which is tasked with making selections after being fully informed of the strengths and weaknesses of the respective candidates. At a minimum, a service resume should be created and circulated; additional specific questions can be asked as a supplement to the service resume or during an interview, if one is held.

In addition to the tangible qualifications of the possible trusted servant, there are some “intangibles” to consider. One is whether we can “trust” the trusted servant. Another is what kind of a service leader tire person might be. As Bill stated:

“Good leadership originates plans, policies, and ideas for the improvement of our Fellowship and its services. But in new and important matters, it will nevertheless consult widely before talcing decisions and actions. Good leadership will also remember that a fine plan or idea can come from anybody, anywhere. Consequently, good leadership will often discard its own cherished plans for others that are better, and it will give credit to the source…. Good leadership never passes the buck. Once assured that it has, or can obtain, sufficient general backing, it freely takes decisions and puts them into action forthwith, provided of course that such actions be within the framework of its defined authority and

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responsibility.”

Response When Trust is Lost

If the safeguards related to money are followed and/or the behavioral and other expectations of the trusted servant are spelled out and then followed, it makes it nearly impossible for problems to still occur. Occasionally, though, even if these safeguards and expectations are complied with, there may be situations which cause trust in a particular trusted servant to be lost. When these unfortunately occur, the service body and members of the fellowship are often faced with the dilemma of how to proceed. This is another reason why clear standards and guidelines are helpful, as they establish a standard to compare to when potentially harmful situations arise. Other factors to consider are: a sliding scale based upon the severity of the action; also the service body is encouraged to look at the levels/efforts of restitution and remorse by the person involved; another issue is whether the action is an isolated incident or part of a pattern.

In any event, when these types of problems occur, we must ask whether all financial guidelines and procedures were followed or, if applicable, whether the expectations which were set forth were reasonable for the trusted servants and whether they were in fact met. If either answer is no, the service body should bear part of the responsibility for the problem and the existing procedures and safeguards should be reviewed and modified appropriately.

If, however, the service body can answer that its guidelines were followed completely and that everything possible was done to prevent a problem with money or that its expectations of the servant were clear, set forth and understood by the servant and the result is that there still are missing funds, theft, misbehavior, or breaches of the service body’s guidelines, then great care must be taken as to how to proceed. When any or a combination of these actions occur there is often a mixture of reactions from the fellowship, ranging from ‘forgive and forget, after all we are all addicts and this is how our disease manifests itself and we do not want to run the servant out of the rooms of recovery into a possible relapse,’ to something like ’let’s sue or prosecute.’ Whatever the reaction is, we need to be mindful that we are charged with first finding out exactly what happened and why. We do not want to overreact, nor do we want to insufficiently react.

Our program of recovery affords all members of our fellowship the chance to behave responsibly in these types of difficult situations, to face our fellows and make amends. This process often starts the healing for the entire fellowship.

However, this is not to say that theft, misuse of funds, other problems with money, loss of sobriety, misbehavior, or failure to fully meet clearly articulated service commitments should be taken lightly or that the service body should sit idly by waiting for the servant to make amends, change and/or apologize. The service body should instead encourage a review process which is responsible, spiritual and fair to all involved. In any event, we are always mindful of our Tradition of placing principles before personalities, especially in these types of situations

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If it becomes clear that funds are missing or that a servant has breached his or her duties as clearly set forth in the applicable service guidelines, the service body should make every effort to contact the individual to schedule a meeting where the servant is fully informed of the date, time and location of the meeting and that at such meeting, the servant will be provided the chance to present his or her version of the events. At such a meeting, it is recommended that the format allow adequate time for all involved to express their respective feelings, concerns and solutions. This allows all in attendance to provide their input and may afford a ’cooling off period’ to occur. Thereafter, a short break is suggested to allow the participants the chance to connect with their own Higher Powers, focusing on spiritual principles and solutions, before reconvening to conscience on the next course of action.

In these instances, the servant is encouraged to present his/her side of the matter and to find a solution for both the servant and the particular service body. Only if there is no solution should any of the other possible options be explored. Again, it might also depend on whether there are guidelines in place or detailed expectations which have not been followed to an acceptable level. If these items are in place by the service body, the inquiry and solution might be easier. If not, perhaps more difficult.

If the servant appears at such a meeting and admits to the theft, misuse of funds or failure to follow the financial guidelines of the service body and agrees to pay the funds back, a restitution agreement can be created which might include regular periodic payments in such amounts and in such intervals as acceptable to all involved. Most such agreements specify a weekly or monthly payment until all funds are repaid. Our experience indicates that such agreements need to be written, signed by both the member and a trusted servant of the service body, and perhaps drafted with the advice of counsel if possible. The restitution agreement should have a provision which states that if the agreement is not followed, the service body reserves the right to take whatever legal actions it may be entitled to both under the agreement as well as under the underlying theft statutes applicable to the jurisdiction where the service body is located. A periodic report about the status of the restitution agreement should be made to the service body until the agreement is paid or satisfied in full.

If the issues are around loss of sobriety, misbehavior, or failure to comply with the guidelines in place within the service body, then the inquiry turns to appropriate consequences. These might range from removal from that service position to something less than removal, depending on the circumstance and contriteness of the servant. We are mindful here of two of the warranties within the Twelfth Concept: that no action by the service body ever be personally punitive or an incitement to public controversy; and that all actions of the service body should be democratic in thought and in action.

A sample provision to be placed in the service body’s bylaws or guidelines might include the following:

Problems of Misbehavior, Loss of Sobriety, or Misuse of Fellowship Funds

Response by the service body when there are questions about the trusted servant’s misbehavior, loss of sobriety, failure to follow other guidelines of the service body, or where there are accusations of theft, misuse of fellowship funds, and/or mishandling of such funds.

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The following actions will lead to an investigation and possible further sanctions as warranted by the service body.

A. Loss of Sobriety: Complete abstinence is a requirement! Anything other than complete abstinence constitutes an automatic resignation. Further requirements are stipulated under each position’s description.

B. Misbehavior: It would be virtually impossible to contemplate all possible events of wrongful behavior by the trusted servants. Wrongful behavior would include, but not be limited to, verbal abuse or physical violence directed toward a fellow trusted servant or CA member. Incidents of wrongful behavior should be carefully considered on a case-by-case basis.

C. Misuse of Fellowship Funds: The Eleventh Concept establishes that the sole absolute priority for the use of CA funds is to carry the message to the addict who still suffers. The 12 Concepts give the service body a mandate from the CA groups that calls for total fiscal accountability. With this in mind, any misuse of funds by trusted servants cannot be tolerated. Definition: “Misuse of funds” includes, but is not limited to, theft, embezzlement, or use of funds for any purpose not expressly authorized by the applicable service committee or subcommittee. This includes theft of cash, checks, any financial instrument (i.e., refunds from vendors to the CA. fellowship), or asset (i.e., equipment, supplies or inventory).

1. Interim Action – Suspension

Should any trusted servant be suspected to have misappropriated or misused fellowship funds, to have lost sobriety, or been accused of misbehavior, the members of the executive committee of the service body which initially put the trusted servant in place will contact each other, in person or by phone, to discuss and begin an investigation of the allegations made. Upon outcome of the initial investigation, the Executive Body may vote to immediately “suspend” the member(s) involved from their applicable service position(s). Suspension in this instance is not disciplinary action; it is a pause in active service to allow time for further investigation of the incident.
A suspended trusted servant may no longer represent him/herself to the fellowship or service body as the holder of that trusted servant position. Additionally, a member, upon notification of being suspended, may not be reimbursed for any service-related expenses incurred during the course of his/her suspension.
The presiding officer of the service body, immediately upon calling the next successive service body meeting to order, must report all interim suspension decisions made by the Executive body, fully disclosing the alleged misappropriation or misuse of funds, misbehavior or other wrongful actions, and name the individual(s) involved. Any member suspected of misappropriation or misuse of funds, or of any other wrongful acts, may exercise their Fifth and Tenth Concept rights to redress at this time.
The service body may discuss continuing the investigation or moving to action.

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e. Any other member who participates in or who had knowledge (without notifying the committee) of the suspected misappropriation or misuse of funds or other wrongful behavior, shall be subject to the same actions taken against the suspected person(s).

2. Action – Reinstatement/Removal

The service body may vote to reinstate the member(s). Upon reinstatement, said member’s suspension will be lifted and he/she will resume his/her role as a full participant of the service body.
This matter can be brought to the applicable overseeing service body if the action occurred at a subcommittee level. If the service body votes to further investigate or to suspend a member, the subcommittee, if there is one, will report these actions to the applicable overseeing service body and ask for its guidance and recommendations. The suspected person may exercise their Fifth and Tenth Concept right to redress at this time at the overseeing body level. (Here, for example, if the action occurred at the Area H&I Committee, the Committee would have the right to bring the matter to the Area.) If the matter involved a trusted servant of the Area or District, the body which placed that servant in the service position shall have ultimate authority to act in such instance.
If the subcommittee or overseeing service body votes to remove the trusted servant with cause, said individual’s participation within the service body is immediately terminated. Additionally, any member removed from office and/or committee by the service body for misappropriation or misuse of fellowship funds may not hold any District, Area or Regionally-elected position, or handle any fellowship funds of the Area, District or its subcommittees for a period of three (3) years.

3. Restitution

A member removed from a service position for the misappropriation or misuse of fellowship funds may be subject to other sanctions by the service committee.
Members removed from office for the misappropriation or misuse of fellowship funds may, at the discretion of the service body, be asked to sign a promissory note and make restitution in lieu of prosecution.

2006.02.12 WSBT statements/positions accessible to both WSBT and the fellowship (combination of two old business items, OA #12 & #33) (Jay, Jackie, Hayward, Bobbie, Cynthia)

On agenda since August 2005
Hayward will archive all documents on Yahoo group to DVD and provide link to Sharepoint
Will continue to work on this online
Remain on agenda

2006.02.18 Worldwide trademark protection of the CA logo in other languages (Jackie, Jay, Hayward)

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On agenda since February 2005
Motion passed in May 2005 and amended in August 2005 that we provide the Finance Committee with a proposal and request that they budget to protect our English trademark CA logo worldwide
To remain on agenda until Earl reports that Finance has this and is addressing it

2006.02.20 Copyright and trademark protection (Jackie, Jay, Hayward)

To remain on agenda for quarterly review
Canadian renewal in October 2006.

2006.02.21 National drug court meeting (Bobbie)

On agenda since August 2005
Motion passed in May to fund flight and per diem for SWRT to attend this year
Will present online after drug court scheduled in June ’06 for approval to be forwarded to the Finance Committee
See how this year goes and see if local/world public information committee members could become involved

Motion to approve draft 1 of proposed budget, seconded. Passes with one abstention.

Item	Annual Expense	One Time Expense	Total Expense for 2006-2007
Registration – 2 Attendees	$1,200.00
3rd Attendee	$ 75.00
Airfare	$1,050.00
Per Diem	$ 360.00
Hotel 2 Rooms/2 Nights	$ 800.00
Shipping – Return Included	$
Postage – Follow up Correspondence	$ 150.00
Transportation – Airport	$ 80.00
Booth		$2,500.00
Literature – Books	$ 250.00
Misc. – Reg. Trustee Transportation.	$ 150.00
Copies	$ 200.00
Total	$4,315.00	$2,500.00	$6,815.00

2006.02.27 Further changes to ratification process in WSM (Tony, Jay, Jackie, Cynthia)

On agenda since August 2004
Need to address questions regarding 5^th Concept rights, member’s unavailability, 2/3 vote
Motion passed in May 2006 to revise part of process, but language still needs additional work
Referral to S&B added to end of agenda – how will we present change to the Conference?

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Follow up at November quarterly

2006.02.32 Documenting historic/traditional ways the WSOB addresses matters such as staff pay increases (Cynthia, Earl, Hayward, Jay, Tony, Carl)

On agenda since November 2005
Document will be scanned and forwarded to subcommittee for review and continue to work online.
Follow up at November Quarterly

2006.02.34 Interview questions for WSO Paid Director (Jay, Hayward, Tony, Carl, Earl, Bobbie)

On agenda since November 2005
Earl will supply qualifications which have been determined by WSOB
WSBT Legal Subcommittee to put employment laws on their agenda
Will continue to work on and be prepared to submit a draft for review and approval at the August Quarterly.

Motion to accept the most recent draft posted online. Second. Motion passes unanimously.

2006.03.04 TEC interview schedule (All)

Looking at 9 remaining interviews (3 PNR, 1 ASR, 2 ER, 3 ANR)
Will likely do 2-3 Monday and the rest early Tuesday
Recordings can be listened to Tuesday night
To remain on agenda for further updates

2006.03.16 Referral regarding WSOB election process (Tony, Jay, Carl, Bobbie, Cynthia)

Will continue to work online.

Motion to approve draft 2, seconded. Passes unanimously.

Referral to Structure & Bylaws:

Please revise the World Service Office Board of Directors Interview Process on pages 44-45 of the WSM, as follows:

World Service Office Board of Directors Interview Process:

Directors of the World Service Office Board (WSOB) to be interviewed by the World Service Board of Trustees (WSBT):

The WSOB Chair
The WSOB Treasurer
The WSO Paid Director(s)

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Directors or Volunteers of the World Service Office Board (WSOB) to be interviewed by the current World Service Office Board:

All Directors other than the WSOB Chair, WSOB Treasurer and WSO Paid Director(s)
The NewsGram Editor
The Webmaster
Archives

Process of the Candidate Interview:

Except for the Paid Director, the potential candidate must have attended at least two WSOB meetings prior to submitting their resume to either the WSBT or the WSOB.
Except for the Paid Director, complete a service resume and submit it to the Chair of the interviewing Board.
Chair of interviewing Board to set time of interview.
Chair of interviewing Board to introduce the process of the questions to the candidate.
Chair of the interviewing Board shall contact candidates not selected during the process and advise them of the outcome prior to notifying the candidate chosen.
The list of interview questions for the candidates shall remain confidential.

The Board of Directors of CAWSO shall be elected as follows:

All Directors, other than the Paid Director or Trustee Directors, will be elected by the Board of Trustees after consideration of the specific qualifications of each prospective Director.
The Paid Director, being a Director automatically after employment, will be installed by the CAWSO Board of Directors at the first meeting of the Board after the hiring of the Paid Director.
Trustee Directors will be elected in accordance with Trustee election procedures contained elsewhere in this manual and become a Director of CAWSO immediately upon the beginning of their term of office.

2006.03.17 Referral(s) to clarify Regional Assembly process (Cynthia, Tony, Bobbie, Jay, Hayward)

Will continue to work online and present draft in August

Motion to approve draft 4, seconded. Passes unanimously.

Referral #J to S&B:

Please revise the first paragraph of the description of a Regional Service Assembly to clarify how an Area’s votes are distributed amongst its representatives (see suggested language below).

Please also clarify the voting status of the Assembly Chairperson. Does the reference to “Chairperson (voting member)” mean that the Chairperson is to be elected from amongst the voting members? If so, does the Chairperson retain his or her vote(s), or does the Chairperson lose the right to vote unless there is a tie? Does the Chairperson have the ability to proxy his or her vote(s) and if so, how would this affect the voting in case of a tie?

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REGIONAL SERVICE ASSEMBLY

A Region should hold a Service Assembly at least once per year, preferably five months prior to the annual World Service Conference. The Regional Service Assembly should be hosted by one Area. Attendance is open to all C.A. members; however, voting is exclusive to those members representing the Region: Trustees residing in the Region, WSC Delegates, and Area Chairpersons. Each Area shall have the same number of votes at the Assembly as it would have at the Conference, to be carried by its Delegates and/or Alternate Delegates. WSC Delegates may carry no more than two votes at the Regional Assembly (one proxy pursuant to WSC voting procedures). Additionally, the Area Chairperson has one vote at the Assembly which may be proxied to another area trusted servant or to a delegate so long as no delegate has more than two votes. Voting agenda should include only the selection of Trustee Candidates pursuant to the procedures outlined herein and proposed locations for future Regional Assemblies. It is suggested that the Regional Assembly adopt the C.A. Manual to govern its proceeding and voting process. The Regional Assembly can then make appropriate modifications.

Possible topics of discussion may consist of:

Area and District structure.
Finance
Various Committees (see Area/District Committees).
Tradition breaks.
How to carry the message.

Regional Service Assemblies should be presided over by a Chairperson (voting member) elected at the beginning of the Assembly and who shall preside for that Assembly only. Delegates’ and Area Chairpersons’ expenses to the Regional Assembly should be provided exclusively by their local Areas.

It is suggested that the Region, or Regional Service Assembly, not maintain bank accounts or corporate structure; nor should it sponsor social events. It is however, acceptable for one or more Areas within a Region to present social events.

Referral #2 to S&B:

Please revise the Election Procedures for Regional Trustee Candidates by Regional Assembly as set forth below. These changes are suggested to address the inconsistency that “separate” ballots are required for “Four Candidates or Less,” but “secret” ballots are required for “Five or More” and “Seven or More” candidates, as well as the different slate requirements for the Pacific South.

ELECTION PROCEDURES FOR REGIONAL TRUSTEE CANDIDATES BY REGIONAL ASSEMBLY

Each Area may submit one or more candidates for consideration to the Region. Each candidate must satisfy existing Trustee qualifications (see: Trustee qualifications, the WSBT service structure) and submit a completed service resume and statement of willingness to serve at the Regional Assembly in order to be considered.
The Regional Assembly will consider the candidates submitted by each Area for nomination as Trustee. The Regional Assembly should insure that all candidates submitted are qualified to serve as a Trustee as outlined herein.
The Pacific South Region shall annually elect up to six but not less than four candidates to fill Trustee positions as needed. The remaining six regions shall annually elect up to four but not less than two candidates to the World Service Conference (these candidates need not be present in order to be nominated or elected).
The slate of qualified candidates submitted shall be considered by the voting members of the Assembly.
Each ballot shall list the names of all candidates being considered, All members of the Assembly shall vote by placing a yes or no next to each candidate’s name. All ballots are handed in to the Assembly Chau, who will tally the votes.

A. MAXIMUM NUMBER OF CANDIDATES OR LESS (UP TO 6 CANDIDATES IN PACIFIC SOUTH, UP TO 4 CANDIDATES IN OTHER REGIONS):

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All candidates will be immediately submitted for two-thirds ratification of the voting members present by secret ballot.
If the required minimum number of candidates (4 in Pacific South, 2 in other Regions) receive a two-thirds affirmative vote, then those candidates receiving a two-thirds affirmative vote shall be submitted by the Region as nominees for Trustee, subject to paragraph 5 below, and the Regional election process is completed.
If only one candidate receives a two-thirds affirmative vote, then that candidate and the number of candidate(s) receiving the next highest vote as needed to fill the minimum slate of candidates (4 in Pacific South, 2 in other Regions) shall be submitted by the Region as nominees for Trustee, subject to paragraph 5 below, and the Regional election process is completed.
If none of the candidates receive a two-thirds affirmative vote, then the candidates receiving the highest affirmative votes as needed to fill the minimum slate of candidates (4 in Pacific South, 2 in other Regions) shall be submitted by the Region as nominees for Trustee, subject to paragraph 5 below, and the Regional election process is completed. If there is a tie amongst the candidates needed to fill the minimum slate, then both of the tied candidates shall be submitted by the Region as nominees for Trustee, subject to paragraph 5 below, and the Regional election process is completed.

The two candidates receiving the highest number of votes pursuant to the above election process shall be designated as that Region’s candidates for Trustee-At-Large. The two nominees receiving the next highest affirmative votes will be considered as the first and second alternate Trustee-at-Large candidates, and in that order, will replace any Trustee-at-Large candidate who is unwilling or unable to be considered during the term of his/her nomination.

B. MORE THAN THE MAXIMUM NUMBER OF CANDIDATES (MORE THAN 6 CANDIDATES IN PACIFIC SOUTH, MORE THAN 4 CANDIDATES IN OTHER REGIONS):

First Ballot:

Each voting member of the Regional Assembly shall vote by secret ballot for up to the maximum number of candidates allowed on the Region’s slate (6 in Pacific South, 4 in other Regions).

In all Regions but the Pacific South, the four candidates receiving the highest number of votes shall then be considered in the Second Ballot. If the candidates receiving the fourth and fifth highest votes are tied, then the five candidates receiving the highest vote will be considered in the Second Ballot

In the Pacific South, the six candidates receiving the highest number of votes shall then be considered in the Second Ballot,

If the candidates receiving the sixth and seventh highest votes are tied, then the seven candidates receiving the highest vote will be considered in the Second Ballot.

Second Ballot:

All remaining candidates will be immediately submitted for two-thirds ratification of the voting members present. If number of candidates being considered is equal to or less than the maximum number of candidates allowed on the Region’s slate (6 in Pacific South, 4 in other Regions), then the selection process follows the procedures in subsection “A” above. If more than the maximum number of candidates are being considered, and all candidates receive two-thirds affirmative vote, then vote again for all candidates. If all candidates again receive two-thirds affirmative vote then draw the maximum number of names from a hat and leave the choice to God.

2006.06.05 Follow-up on 2006 NADCP Conference (Cynthia, Carl, Jay)

Pass-it-on
Spreadsheet for contact information

2006.07,03 Conference prep (All)

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Expanded role during delegate orientation – subcommittee will work on presentation (Cynthia, Hayward, Jay, Jackie)
Opening reports from all trustees – Awaiting response from Conference Committee with information on correct form submittal
Main report – need to add new referrals when received
Floor strategy: Who is presenting motions? What questions and/or debate should we be prepared to address?

Motion to approve draft 4 updated as discussed, seconded. Passes unanimously.

WORLD SERVICE CONFERENCE DELEGATE

The Delegate’s Job is a Spiritual One!

Introduction: We would like to thank the Conference Committee and all of you for allowing us to make this presentation today. Being at the ‘bottom’ of our service structure gives us an opportunity to work with Delegates and Alternate Delegates in our local Areas, throughout our Regions, at our Regional Caucuses and Assemblies, and at the Conference, both in and out of committee sessions. We also have substantial Conference experience ourselves, with most of our members having served as Delegates or Alternate Delegates prior to becoming trustees. As a result, we’ve had a chance to see what works and where there is room for improvement. Our goal is to help each of you be as effective as possible in your role as delegate, and hopefully make the experience more positive and enjoyable at the same time. If you haven’t discovered this already, you will soon realize that being a delegate involves much more than spending a week in L.A. every year – it is a year-round commitment! What we’re going to do today is share our experience, going through the Delegate job description point by point and elaborating on what is in the World Service Manual.

Let’s start with the point before point 1: “The Delegate’s Job is a Spiritual One!” Just what do we mean by this? Tradition 2 states that “For our group purpose there is but one ultimate authority — a loving God as He may express Himself in our group conscience. Our leaders are but trusted servants; they do not govern.” We are all here to help facilitate the expression of a loving God through our group conscience. Some of the ways we do that are by being as spiritually fit as possible, keeping ourselves and our Areas fully informed, and listening to and participating in the debate here at the Conference, In this way, as stated in Concept 2, the Conference’s group conscience can truly be the actual voice and the effective conscience for our whole Fellowship.

The members of our Board will now take turns speaking on each point of the Delegate job description.

Jay Conference Delegates are required to have a working knowledge of the Twelve Steps, tire Twelve Traditions, the Twelve Concepts of Service and the World Services Conference Charter.

how does the right of decision really work when the delegate is on the floor and voting
how does a delegate and hoM> do we in service balance the need to be spiritual while still conducting business at the applicable service body level

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how to make it through the week
briefly the 9th concept on leadership
how to make parliamentary procedure your friend
how to use the WSM as a reference tool
the relation between the delegate(s) and the trustees both at the conference and during the year when the conference is not in session
some more about the warranties of the conference

2. Earl Attend the World Service Conference (WSC) prepared, in order to be able to vote knowledgeably. Every Conference Delegate, after his or her election, will notify the World Service Office (WSO) in order to be placed on the mailing list and to receive all Conference materials, which require several hours of study.

This means reading the delegate mailings as they are received throughout the year, particularly the SR 14 mailing, and sharing this information with your Area
Please do not set the mailings aside and wait until just before the Conference to review them; each mailing contains information which should be shared with your Area, including event information and requests for input from the fellowship. There may also be issues where you will want to seek your Area’s feedback.
Be sure that all Delegates and Alternate Delegates are registered so that they all receive delegate mailings – remember, this registration must be updated every year!

3. Hayward After the Conference, the Delegate transmits the information back to his or her Area through Area and District Meetings as well as to individual Groups. It is important that the information about the WSO and WSC be passed on with enthusiasm, encouraging the continued health and growth of C.A.

We have found that the best way to transmit this information is through a written summary report which can be distributed at the local level
Encourage the Chair of the local service body to make room on the agenda for you to give your report and answer questions
If there is a decision made at the Conference that you do not personally agree with, be mindful of the need to support the group conscience and encourage unity

4. Jackie Delegates shall encourage their Areas to generate funds to help support World Services.

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Pay close attention to the financial reporting at the Conference and share this infonnation with your Areas; when people ask you why World Services needs money, or how the funds are spent, be prepared to give a knowledgeable answer
Help distribute contribution program forms
Encourage groups, Districts and Areas to adopt the 70/30 plan and send regular donations to World Services

5. Tony Delegates must be prepared to attend District, Area and Regional service meetings. They must understand the issues in their Areas to be better able to present them to the Conference.

Being a delegate involves a substantial time commitment and willingness to travel
Information is best conveyed face-to-face, so attend your local District and Area meetings whenever possible
Attending Regional service meetings is important so that the Regional group conscience can be fully informed
Being mindful of local issues helps broaden the perspective here at the Conference
You and/or your Areas are encouraged to submit referrals when you have an issue which is not adequately addressed by our existing policies and guidelines; this is how we grow in better serving the needs of the fellowship as a whole

6. Earl Delegates cooperate with WSO by providing local meeting schedules and local C.A. information numbers.

The local meeting information the World Service Office gives out is only as accurate as the information you provide to them
The WSO needs local contacts to whom they can refer people looking for a meeting
Also, be sure to attach a current meeting schedule to your delegate registration form as it is required in order to determine how many votes your Area has

7. Carl Delegates provide C.A. leadership by helping to solve local problems involving the C.A. Traditions.

how to deal with that big target on your butt which just got bigger now that you are a delegate
You can be a valuable resource to your local groups, Districts and Areas by sharing your knowledge of the Traditions
Whenever you are uncertain of the answer to a Traditions question, please do not hesitate to contact your Regional Trustee or the WSBT as a whole; we are here to help

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We are submitting a referral to Structure & Bylaws to revise points 7 through 13 of the delegate job description; one of our suggested revisions is to add language to this point encouraging Delegates and Alternate Delegates to not hold other service commitments, wherever possible, and that the spirit of rotation be followed

8. Tony Delegates visit Groups in their Districts/Areas and are sensitive to their needs and reactions. They should learn how the Groups have reacted to Conference reports. Delegates know communication is a two-way street, with information moving in both directions.

Your local fellowship will likely have questions and/or concerns about what happens here at the Conference; you are the link between them and the Conference, so be prepared to answer knowledgeably and to bring information back to the Conference as needed

9. Bobbie Delegates serve on a World Service Conference Committee and work closely with Committee members throughout the year.

how to find our own “niche ” in terms of how we can serve, on what committees, and what to do on that committee
how to pick a committee to benefit the area and the fellowship at world and locally
Part of our referral to revise the delegate job description involves moving language from the current point 12 to this point, to make it clear that it is the Delegate’s responsibility to make sure their WSC Committee is in action throughout the year
Many WSC Committees use e-mail and/or conference calls to stay active throughout the year. The WSBT does both, using Yahoo groups and a ‘free’ conference call system, both of which are at no cost to the fellowship.
One of the most common complaints we hear is that the Conference isn’t long enough. Doing committee work throughout the year is a great way to lessen the workload here at the Conference. For example, committees could have been working on last year’s post-Conference referrals or other projects throughout this past year,

10. Hayward Delegates keep Alternate Delegates fully informed so that the Alternate can replace the Delegate in an emergency.

The purpose of the Alternate Delegate is to assist the Delegate and to assume the responsibilities of the Delegate when necessary.
If this happens at the last minute, as it often does, such as when a work commitment or family emergency prevents the Delegate from traveling, the Alternate Delegate should already have all the information he or she needs in order to step into the Delegate’s shoes

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Many Areas have regular meetings between their Delegates and Alternate Delegates so that they are all equally informed

11. Jay Delegates shall help all newly elected WSC Delegates from their Areas by parsing on knowledge of WSC procedures.

We’ve all had the experience of being new here, and sometimes it can be pretty scary! It makes things a lot easier when a more experienced Delegate has given us an overview of what to expect.
Make use of this year’s new ‘buddy’ system and get matched up with someone who can help answer your questions.
Our availability during the Conference is somewhat limited because of our commitments to the Trustee Election Committee and our WSC Committees, but we are all here to help in whatever way we can.

12. Cynthia It is the Delegate’s responsibility to ensure that their WSC Committee is in action throughout the year and that quarterly Committee reports are sent to the WSO.

As we mentioned under point 9, we are recommending that these two points be combined. We are also suggesting the elimination of the quarterly reporting requirement, as none of the committees have been doing this. We do want to remind you, however, that each of the committees needs to be mindful of the requirements of Standing Rule 14, and for making sure their SR 14 materials are submitted to the World Service Office well in advance of the June 1^st deadline for the SR 14 mailing.

13. Bobbie They are also responsible for contacting the Regional Trustee at least once per quarter to provide the Trustee with Area reports and updates.

As stated in the WSM, Regional Trustees bring an invaluable regional point of view to the WSBT. We can’t do this if we’re not informed as to what is going on throughout our Regions.
Please note that it is the Delegates’ responsibility to contact the Regional Trustee, not the other way around – and yet we almost never receive a quarterly Delegate report without having to ask for it first (often repeatedly).
What we need Rom you is contact information for your Aina’s trusted servants, particularly the Chair and all Delegates and Alternate Delegates, including phone numbers and e-mail addresses. We’d also like to know what events your Area is planning and whether you have any concerns we can help you with.
We use the information we receive from you to prepare our own quarterly reports to the rest of the WSBT. The reports get attached to our minutes, which are sent out to the entire fellowship once they are approved by our Board. Thus, the quarterly reports we receive from you are your way of letting tire entire fellowship know how CA is doing in your part of the world.

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Our quarterly meeting schedule various somewhat, but we generally need this information from you at the same times every year: by February 1st, May 1st, August 1^st and November 1^st.

2006.07.04 Question re Co-Anon from CAUIC 15 Committee (Jackie, Jay, Earl, Hayward)

Motion to approve draft 3 corrected, seconded. Passes unanimously.

Topic: the relationship between Cocaine Anonymous and Co-Anon as it relates to local conventions, special events and other celebrations. Can there be a “shared” platform at a CA event involving speakers from both fellowships?

Response Draft 3 8-28-06

Dear David and Jeff,

We thank you both, as members from the CA UK fellowship, for contacting the WSBT to obtain guidance concerning the relationship between Cocaine Anonymous and Co-Anon as it relates to local conventions, special events and other celebrations. An ancillary question concerns whether a “shared platform” at a CA event (speakers from both fellowships speaking at the same time from the same podium in a joint meeting).

We, as a board, have spent significant time studying the relationship between CA and Co-Anon over the past two years. In this process, we began to look at the overall relationship between the two distinct fellowships and how that relationship is to be applied at CA World Service Conventions in terms of registration procedures and program handout listings. We also looked at the propriety of referencing specific Co-Anon events and meetings in CA materials throughout our fellowship.

In May, 2006, the WSBT issued a new statement regarding the relationships between the two fellowships which stated as follows:

The Fellowships of Cocaine Anonymous and Co-Anon have a unique and special relationship. They are naturally drawn together by their. close ties. And yet, the Twelve Traditions and the World Service entities of both Fellowships suggest that each functions more effectively if it remains “separate,” cooperating but not affiliating with each other. Each fellowship has always had its own service structure and meeting directory. Each has recognized the importance of maintaining separate fellowships. Each has established its own policies and maintained its own services. This separate functioning has served both C.A, and Co-Anon well.

While being mindful of the impact of our disease on those who care about us and the support we receive from them, we in Cocaine Anonymous are guided by our Sixth Tradition. As such, we must ensure that our desire to cooperate with Co-Anon in thought, action and spirit does not result in affiliation, either outright or implied.

Also in May, 2006, the WSBT addressed many ancillary questions of how Co-Anon was to cooperate with CA at CA World Conventions. That response included discussion of a similar question of whether Co-Anon should be referenced in CA directories, websites, meeting lists, etc. There, we stated as follows:

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H. The question of whether Co-Anon should be referenced in CA directories, websites, meeting lists continues to come up at all levels. The issue has arisen as it relates to the program handout for CAWS 2006 and at every local, district and area level of our fellowship. We find direction from the AA Guidelines once again:

Quoting directly: After discussion, the Conference reaffirmed A.A. group policy that only those with a desire to stop drinking may be members of A. A. groups; only A. A, members are eligible to be officers of A. A, groups; non-alcoholics are welcome at open meetings of A. A. It is suggested that the word ‘family¹not be used in the name of an A.A. group; if A.A.s and their nonalcoholic mates wish to meet together on a regular basis, it is suggested they consider these gatherings ‘meetings’ and not A.A. groups. Listing in A.A, directories: It was the sense of the meeting that the family groups should not be listed under the family group name in the directories.”

We see this to mean that the better practice is that the specific meetings of Co-Anon, their events and activities not be specifically referenced in CA materials. Rather, the contact information can be listed in detail but nothing else. The inclusion of this information at the group, district or area level is left to that applicable body to discuss, conscience upon and then ultimately resolve. Here, we are mindful of a quote from “As Bill Sees It” (page 273):

But, long ago, trustees and secretaries alike found they could do no more than make very mild suggestions to the AA groups. They even had to coin a couple of sentences which still go into half of the letters they write: ‘Of course you are at perfect liberty to handle this matter any way you please. But, the majority experience in AA does seem to suggest….” AA world headquarters is not a giver of orders. It is instead, our largest transmitter of the lessons of experience.

As applied to the CAWS Convention, which is a World Service event and within our purview, reference to the specific details of the Co-Anon program and events should not be included in the program handout, but may be posted on easels and the hotel meeting schedule directory. An announcement may be made that Co-Anon is meeting in a specific room as well, so long as the disclaimer is read also as follows:

“While being mindful of the impact of our disease on those who care about us and the support we receive from them, we in Cocaine Anonymous are guided by our Sixth Tradition. As such, we must ensure that our desire to cooperate with Co-Anon in thought, action and spirit does not result in affiliation, either outright or implied.”

The issue before us in the instant correspondence (from members of the CA UIC fellowship) is applicable at every local, district and area level within our fellowship and asks us to examine the relationship between Cocaine Anonymous and Co-Anon as it relates to local conventions, special events and other celebrations. An ancillary question concerns whether a “shared platform” at a CA event (speakers from both fellowships speaking at the same time from the same podium in a joint meeting).

There is a publication issued by AA entitled “The Relationship Between A.A. and Al-Anon.” The publication is about two pages in length and we believe it to be instructive enough to attach it as an Exhibit to this letter rather than copy it in its entirety here. This publication is available on the AA.org website. We include this publication as a reference because it addresses many of the issues before us raised by herein.

In that publication, we found some direction, as was quoted above as a portion of our response to the issue of listing Co-Anon in CA meeting directories:

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Quoting directly: After discussion, the Conference reaffirmed A.A, group policy that Only those with a desire to stop drinking may be members of A.A. groups; only A.A. members are eligible to be officers of A.A. groups; non-alcoholics are welcome at open meetings of A.A. It is suggested that the word ‘family’ not be used in the name of an A.A. group; if A.A.s and their nonalcoholic mates wish to meet together on a regular basis, it is suggested they consider these gatherings ‘meetings’ and not A.A. groups. Listing in A.A. directories: It was the sense of the meeting that the family groups should not be listed under the family group name in the directories.”

When we examined this quote, we found it to suggest that the better practice for CA service bodies and groups is that the specific meetings of Co-Anon, their events and activities not he specifically referenced in CA materials. Rather, the contact information could be listed in detail but nothing else.

As to the relationship between Cocaine Anonymous and Co-Anon as it relates to local conventions, special events and other CA celebrations, it is clear that Co-Anon may be invited and welcomed subject to the following caveat from the AA pamphlet;

Question: How may A.A. and Al-Anon cooperate in area and regional conventions and get-togethers?

Answer: In accordance with the Twelve Traditions, a convention would be either A.A. or Al-Anon-—not both. However, most A.A. convention committees invite Al-Anon to participate by planning its own program, and the committee arranges for facilities for the Al-Anon meetings.

Event and CAWS Convention planning at the World level would be addressed per our correspondence with members of Co-Anon from May, 2006 which we quote from above in this response. While we acknowledge that convention and event planning committees at the area and district levels of our fellowship are autonomous to decide these types of issues, we ask them to be mindful of the potential that inclusion of Co-Anon should not ever approach affiliation, either outright or implied.

The more perplexing question is the ancillary question raised here related to whether a “shared platform” at area and district conventions, special events, other celebrations and CA events (speakers from both fellowships speaking at the same time from the same podium in a joint meeting) is acceptable and not contrary to the prohibitions within the Sixth Tradition. To us, the “shared platform” at any of these formal events within our fellowship would be affiliation rather than cooperation. The long form of the Sixth Tradition (page 190 of the 12 by 12) provides that AA groups may cooperate with anyone, “such cooperation ought never go so far as affiliation or endorsement, actual or implied.” A shared platform where a member of Co-Anon shares at a CA speaker meeting at a CA convention or event and is identified as a member of Co-Anon and not CA alone is actual affiliation, as expressed in our Sixth Tradition. Further Tradition challenges also come to light in respect of CA’s First, Fifth and Seventh traditions and the direction shared platforms and these types of events might take us into.

Having said this, however, we note that in our review of this matter, we, as a Board, are guided by the Steps, Traditions and Concepts as well as the writings in the Twelve Steps and Twelve Traditions. We have referenced the Fourth Tradition which provides that “Each group should be autonomous except in matters

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affecting other groups or CA as a whole.” The inquiry becomes therefore, whether shared platforms between Cocaine Anonymous and Co-Anon at an Area, District conventions or other celebrations and CA events would affect other groups, districts, areas or CA as a whole.

We are further guided by the long form of the Fourth Tradition which provides in part: “And no group, regional committee, or individual should ever take any action that might greatly affect [C.A.] as a whole without conferring with the trustees…. On such issues our common welfare is paramount.” Also in the narrative text of the Fourth Tradition (page 147), the inquiry seems to turn to whether the action taken would “greatly” injure C.A. as a whole. In that same paragraph is the notion that the group’s sole objective has to be “Sobriety;” and “[i]n all other respects there was perfect freedom of will and action. Every group had the right to be wrong.”

So we begin by asking whether sharing a podium at a CA local convention, celebration and event affects other groups, districts, areas, or CA as a whole. Further, we must then ask whether that action might “greatly” affect CA as a whole. This inquiry then relates to the first part pf our First Tradition as to whether our common welfare is impacted.

In using this framework, we find that a shared podium at one of these events or conventions affects CA as a whole. However what happens at the area, district, or convention or separate event level is left to that respective planning body to resolve. Therefore it becomes left to the autonomy of the service body to decide whether such continued practice of having a shared podium is proper after a full discussion of all arguments pro and con. The group conscience of the service body would then take precedence on this matter.

We view CA conventions and special events to be formal gatherings of the members of our fellowship and at such events, a more earnest attempt to comply with the full letter and spirit of the Traditions should be made due to the increased potential to affect other CA groups.

Further, the AA Guidelines as attached provide that: “if A.A.s and their nonalcoholic mates wish to meet together on a regular basis, it is suggested they consider these gatherings ‘meetings’ and not A. A. groups.” We can differentiate these smaller local “meetings” from fully planned CA “events” because of the notion that no formal service body within our service structure would be involved, if one was to be involved, the same issue of affiliation arises.

We close with a quote again from the Twelve by Twelve:

We thank you for bringing these issues forward. If you or any other member of the area desires further information or has any questions related to these matters, please feel free to contact us or have them contact us directly.

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In love and service,

The World Service Board of Trustees

Date

2006.08.01 Increasing scope of Guidelines for Review of Area Newsletters to include H&I, District newsletters, etc. (Jackie, Hayward, Jay, Cynthia)

> Note: If we make any changes, we also need to revise the referral to S&B to include these guidelines in the WSM

Motion to approve the most recent draft, seconded. Passes unanimously.

Please add the attached “Guidelines for Review of Area Newsletters” to the World Service Manual and revise item 8 under Suggested Area Functions to include a reference to those guidelines, as follows:

“8. Publishes newsletter (subject to review by Regional Trustee; see Guidelines for Review of Area Newsletters on page _____ _____ ).”

The Guidelines to be added to the WSM are as follows:

Guidelines for Review of Area, District and H&I Newsletters either to be published separately or placed on web-sites.

In an effort to make sure that the respective area newsletters are reviewed by the Regional Trustees to ensure compliance with the Traditions and other requirements, the following guidelines have been developed.

1. All newsletters should be reviewed promptly, in a timeframe agreed upon between the regional Trustee and the newsletter editor, so that distribution can be made to the fellowship as quickly as possible after completion of the issue.

2. Items to watch for:

-obvious affiliations with any business, outside enterprise, treatment facility or other fellowship -articles or submissions from sources outside the fellowship itself

-articles or submissions which are copied from some other source which may be included without permission of the copyright holder

-references in the articles to issues which CA may have no opinion about -editorials of any sort should not be included -no last names

-any pictures should be carefully considered if of any person

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-references to any website which is not CA linked -reference to events which are not CA sanctioned events

-if there is any reference to the A A big book or the 12×12 or the CA story book of any type add the following: The AA Big Book, AA 12 Steps and 12 Traditions, and the book Hope Faith and Courage are used with permission.

-if there is any reference to any other book or any material otherwise copyrighted by someone else, it cannot be used, quoted or referenced unless that writer or the area have specific permission to use it in our publication. This permission is often in writing and the author should have that in the area files before the newsletter is finalized.

-If there is original art work, a written statement stating that the same can be used in the newsletter for no payment will be created and signed by the artist before publication

The newsletter should have some sort of copyright language, such as:

The ____(insert name of newsletter) is a monthly, bi monthly, quarterly publication (select one) published by Cocaine Anonymous of ____ (insert full legal name of area entity if incorporated). It is intended solely to provide information for the fellowship of Cocaine Anonymous. We hope to communicate the experience, strength, and hope of C. A. members reflecting recovery, unity, and service, within the bounds of friendliness and good taste. This Newsletter presents experiences and opinions of Cocaine Anonymous members. Those opinions expressed herein are of the individual contributors and are not to be attributed nor taken as an endorsement by Cocaine Anonymous, Cocaine Anonymous World Services, Cocaine Anonymous World Service Office, Inc., Cocaine Anonymous of _____ (inset name again) or ______ (insert the name of this newsletter here). The editors reserve the right to edit any submissions in adherence to the Twelve Traditions of Cocaine Anonymous. If you would like to know more about Cocaine Anonymous, die Twelve Steps and the Twelve Traditions, please write and ask for C.A. World Service Conference approved literature at CAWSO, 3740 Overland Ave,, Suite C, Los Angeles, CA 90034. E-Mail to: info@CA.org or by Fax to: (310) 559- 2554. You can call CA by phone at (310) 559-5833. Also note that the C.A. World Service Office web page is: www.ca.org. Please also note that this publication and all its contents are copyrighted by Cocaine Anonymous of _____ (same name). Any unauthorized duplication or publication is prohibited.

Preferably, the newsletter will be circulated for review in a PDF format so that it cannot be altered except by the editor and newsletter committee.
After approval of the newsletter by the Regional Trustee, the Trustee would also forward a copy to the current WSOB NewsGram editor as a possible resource for future articles.

2006.08.02 Co-Anon’s request to adapt, reprint and use CA’s Steps, Traditions and Concepts (Earl)

Thank you for your request. After careful consideration, we have determined that we do not own the 12 steps,

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traditions and concepts. Therefore; we are unable to grant permission for you to use property that is not ours.

However; as you have already received permission from AA, CAWS can and does here by grant Canon permission to use the phrase “cocaine and all other mind altering substances,” in your adaptation.

In love and service,

The World Service Board of Trustees

Referrals We Plan to Submit at 2006 Conference: Bobbie will prepare referrals.

From SR 14 Notices, July 16^th conference call and online business this past quarter:

To Conference Committee:

Please amend page 4 of the Conference Committee Guidelines to provide that any trustee may sit on the committee not just the WST. So where it says WS Trustee in the text at the bottom of the page and in the organizational chart, this is requested to be modified to say Trustee.

Also please amend page 3 of the Conference Committee guidelines to reflect that it is the committee Trustee and not the WS Trustee.

Please consider adding a WSBT tab to the delegate notebook and include the current Trustee Guidelines.

To Convention Committee:

Please insert in the WSCCC Guidelines the following:

All CAWS convention memorabilia items bearing the CA logo should use the logo in its entirety, including applicable trademarks, as set forth in the WSM. It shall be the responsibility of the Steering Committee to ensure that the CA logo is used correctly on CAWS convention memorabilia items.

Please bring a motion to the WSC, for inclusion in the WSC Convention Guidelines as follows:

Co-Anon Participation Policy

If Co-Anon participates in a CAWS Convention, registration will be handled as follows:

(1) CA will collect the registration fee, provide meeting space, coffee, hospitality room, and registration badges, or

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(2) Co-Anon will handle/collect their own registration fees and provide their own registration badges.

If option two is selected, then Co-Anon’s proportionate share of convention expenses and/or income will be handled on a yearly basis as set by the WSOB. Co-Anon must make its election of which option it desires not later than March 1 of the year’ prior to the applicable CAWS Convention. So, for the CAWS Convention in 2008, Co-Anon would be requested to inform the WSO of its elected option not later than March 1,2007.

B. If option two is selected, the CAWS registration forms will reference that there is separate Co-Anon and Co-Ateen registration available with a contact process so indicated. The fee for registration will match the CAWS fee. The following disclaimer must also be displayed on all CAWS printed material that contains a reference to Co-Anon: “While being mindful of the impact of our disease on those who care about us and the support we receive from them, we in Cocaine Anonymous are guided by our Sixth Tradition. As such, we must ensure that our desire to cooperate with Co-Anon in thought, action and spirit does not result in affiliation, either outright or implied.”

C. The host committee invites Co-Anon to provide a liaison to attend all committee meetings.

D. Co-Anon will provide literature and directories when applicable.

E. If the convention becomes large enough to plan a luncheon, the Co-Anon Convention Representative will coordinate directly with the hotel to institute the plans, will collect fees for this function as agreed upon, and will keep the CAWS Hotel Liaison informed of all such actions.

3. Please insert in the WSCCC Guidelines the following:

It is appropriate to include on the registration forms and websites, the name of the host hotel, contact information for the hotel, transportation information and contact information along with information about the events in the host city and the host city itself.

The following disclaimer is to be used with CAWS conventions and related internet links:

Disclaimer: Certain information listed herein about the CAWS Convention, the Convention Hotel, Convention activities, off-site events, and even the host city is included for informational purposes only; so that those attending the Convention looking for something to do during Convention week might have that information. The listing of such information here does not, nor should it imply affiliation, cooperation or endorsement of such venues, hotels, activities or events by CA or by CA World Services. If you have further questions or concerns on this matter please contact the CAWS Convention Chair. Thank you.

To Finance Committee:

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1. Please revisit the subject of Special Donations in light of the attached letter from the WSBT to CAUK.

Attachment:

WORLD SERVICE BOARD OF TRUSTEES
c/o CAWSO
3740 Overland Ave., Suite C
Los Angeles, CA 90034
USA

June 1, 2004

United Kingdom Area – Cocaine Anonymous
PO Box 46920
London E2 9WF
Attn: David C., Area Chair

Re: Contribution Earmarked for European Development Dear David:

On behalf of the entire Cocaine Anonymous fellowship, we would like to very much thank the United Kingdom Area for its generous contribution of 1000 pounds which was earmarked for development of our fellowship in Europe. We also want to again acknowledge and thank the UK Area for the wonderful contribution of a large portion of the CA UK Convention proceeds from earlier this spring.

Please share with the UK Area just how much the WSBT and WSO truly appreciate the interest and financial support of the development of CA in Europe. We applaud your efforts in every sense and encourage further and future participation financially and by outreach to developing CA countries and fellowships. We will all embrace the day that CA is alive and thriving in much of Europe and beyond as a result of these efforts and funds.

After careful review, discussion and prayer, however, the World Service Board of Trustees has decided that the 1000 pound contribution of the funds by the UK Area which was earmarked for European development cannot be accepted. We, unfortunately, cannot find any way to have the funds taken into the general accounts of the WSO and then segregated for this specified use. The reasoning is many-fold; (1) if the WSO were to accept these funds as earmarked, then other individuals, groups, districts, or areas might start segregating or earmarking their respective donations – we would be hard pressed to draw a line of where to allow earmarking or not; (2) if earmarked funds were to be accepted, this practice might then lead to diminished un-earmarked funds to the point that there would not be sufficient general un-earmarked funds within which to operate; (3) areas or districts which were perhaps better off would be inclined to send even

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more earmarked funds in under the guise perhaps of attempting to gain “clout” in the affairs of the fellowship; and (4) there is and might remain some uncertainty of what constituted “European development or Trustee travel” and possible disagreement of how and when the funds might be able to be withdrawn and by whom – this uncertainty invites continued controversy at many levels.

We truly appreciate the thoughtful and generous contribution from both your Area and one other area in the Atlantic South, both of which were earmarked for future development or trustee travel. We also really regret not being able to accept them because, frankly, we could use the money. We want you to know that we painstakingly discussed many alternate solutions to find a way to use and earmark the funds; however, each remained problematic. We again want to express that our decision is in no way a veto or judgment against this important effort. Rather, while we fully support the growth of CA in Europe and welcome and honor the UK Area’s financial backing of this growth, we just cannot find a way to make the contribution work within the constraints of our structure and applicable traditions. We also wish to point out that once the funds are received by the United Kingdom Area after their return, the United Kingdom Area is able to use those funds as it deems proper. These funds could be used for development or travel or for any other activity, keeping in mind Tradition Four which states that “Each group should be autonomous except in matters affecting other groups or CA as a whole.” It would be perfectly acceptable for the UK Area to pay for their trustee to travel to support the European meetings out of these funds if that is their group conscience and it were managed by the UK Area.

When we were faced with this novel question we referenced past writings within our CA fellowship and in the AA 12 Steps and 12 Traditions. Under the discussion of Tradition Seven is a story of how the trustees had to return $10,000 which had been left to AA in a woman’s will. While the issues here are slightly different, the concerns, collective wisdom, and lessons expressed therein are of guidance. The 12 by 12 warned that accepting the funds from the woman’s estate might set up a disastrous chain reaction; that having additional funds might tempt the trustees to run things without reference to AA as a whole; that having a fatter treasury might tempt the trustees to invent schemes to do good with such funds and so divert AA from its primary purpose; and when that happened the fellowship’s confidence would be shaken, the board would be isolated and would likely fall under heavy attack.

There is simply no way we can find to accept these earmarked funds while being mindful of these past lessons and the reasons listed above. Accordingly, we return under separate transmittal the entire donation and again want to thank your Area and fellowship for the generous outpouring of support and love.

We are most happy to discuss this matter further with any members of the CA United Kingdom fellowship either as a group or individually.

In love and service,

The World Service Board of Trustees

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To IT Committee:

1. Please insert in the IT Committee Workbook and Guidelines the following:

The following disclaimer is to be used with CAWS conventions and related internet links;

2. Please study the issue(s) related to real time on-line chat meetings within our fellowship and on nonfellowship based websites. The matter keeps recurring and our fellowship has not taken a formal position on these types of meetings. Some issues we see (there probably are others) relate to anonymity protections of the “chatter”, what the “chatter” might say on line in the public domain which might be contrary to one or more traditions, possible breaches of the anonymity of others in our fellowship, how to make the chat, a meeting of CA if at all, and what is it if not a meeting and can it/should it be allowed. Also what have the responses been of other fellowships when faced with similar issues? And, can a chat be held on another non-CA website without running afoul of the affiliation prohibition.

3. Re disclaimers for local district and area websites

We were asked by one area to address this and our response is below. We would request please that the IT Committee work to further refine and craft this disclaimer (included in the response) for insertion in the materials available to the fellowship. Thank you.

2006.06.02 Changes to Colorado Area website

Overview:

The Colorado Area webmaster had an issue which it brought forward to the WSBT. The issue was the propriety of listing the name of the restaurant where the Area meeting was to be held along with its address on the local website. There were concerns about affiliation expressed as well as some others expressed and understood about anonymity. The same question arose as to listing the name of the venue where a group meeting would be held, the name of the meeting place where the respective District and other Area/District

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committee service meetings were to be held, even listing where the Area Convention would be held. One of the Colorado delegates was of the view that these names of the restaurant and/or meeting halls could not be listed. The Area webmaster disagreed and brought the matter to the WSBT.

Response:

These questions arise quite often in various contexts within our fellowship. They present issues related to the interpretation of Tradition Six, which prohibits endorsement or lending the CA name to any facility or outside enterprise. Related issues appear concerning how to balance the endorsement/affiliation prohibitions of Tradition Six with Tradition Five which prescribes that “Each group has but one primary purpose – to carry its message to the addict who still suffers.”

Sometimes, the interpretation of the Traditions and how they interface becomes one of balancing their respective requirements. Such is the case here. Members or potential members of the CA fellowship have to be able to find us and if referencing with more specificity the location(s) of how this might occur, it follows that that information should be included in meeting lists and websites. While being mindful of potential affiliation issues and possible anonymity breaks, on balance we believe that the only way to carry the message is to allow some reference to the place and location of the meeting.

We looked at websites from around our fellowship and those of other fellowships who came before us. The clear majority of these sites and their respective on-line meeting lists had an address and other location information such as the name of the place where the meeting was to be held. Further, some even had a map or an aerial view of the location with a picture of the front of the meeting place. This is to ensure that the members and potential members who need to find us could do so with relative ease.

We have previously written and issued a disclaimer which we have asked the CAWS host committees use in their registration forms and on-line. This is as follows:

Certain information listed herein about the CAWS Convention, the Convention Hotel, Convention activities, off-site events, and even the host city is included for informational purposes only; so that those attending the Convention looking for something to do during Convention week might have that information. The listing of such information here does not, nor should it imply affiliation, cooperation or endorsement of such venues, hotels, activities or events by CA or by CA World Services. If you have further questions or concerns on this matter please contact the CAWS Convention Chair. Thank you.

To specifically and directly respond to the question from the Colorado webmaster, we have attempted to craft a disclaimer (not formally approved to date) which could be used by a local Area or other service body within the CA fellowship is as follows:

This web site is neither endorsed nor approved by Cocaine Anonymous World Services, Inc. It is provided by the__ [insert name of Area or service body] to reach out to the addict who still suffers, and to

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provide both specific information to the CA community and general information to the public about CA’s program of recovery, local meeting schedules, CA services, special events and literature. The web site is also to help facilitate face-to-face contact between CA members and those wishing to learn about the CA program of recovery from addiction. Although some of the items contained in these pages are published with permission of CA World Services, Inc., this does not imply approval of the web site by the CA World Service Conference or by the CA World Service Office. This site may provide information on meetings of CA groups, service bodies, and/or service committees. Inclusion of this information is intended to be a convenience for those who visit our site. Such inclusion does not constitute or imply any endorsement by, approval of, or affiliation with the ______ Area, the districts within the Area, or Cocaine Anonymous World Services, Inc. In its conduct, this web site will follow the Twelve Steps, Traditions and Concepts of Cocaine Anonymous. To preserve anonymity, no last names will be used. No affiliation between this site and any outside enterprise will be permitted. Further, we have provided this information to facilitate information about local CA activities. The inclusion of this information does not constitute or indicate review, endorsement, or approval of these activities.

To Literature, Chips and Format Committee:

Please create LCF Committee Guidelines, to include the 12 Point Pamphlet Approval Process and the new CA Pamphlet Publication Process. The new CA Pamphlet Publication Process, which the WSBT will be making a motion to approve, subject to input from the WSOB, is as follows:

CA PAMPHLET PUBLICATION PROCESS

Following approval of a new or revised pamphlet by the Conference pursuant to Point 12 of the 12 Point Literature Approval Process, the piece shall be forwarded (in both hard copy and electronic format) to the World Service Office (WSO) by the Literature, Chips & Format Committee (LCF), along with approval from the trustee currently assigned to LCF. This approval may be transmitted via hard copy or fax, with the Committee Trustee signing the cover page. If the materials are transmitted via e-mail, the Committee Trustee shall attach them in read-only PDF format, with a copy to the LCF Committee Chairperson.
Delivery should be completed within 30 days of the close of the Conference.
Upon receipt from LCF, the WSO shall arrange for the piece to be published in hard copy and on the website, as appropriate, with the goal being to complete publication within 90 days following delivery of the piece by LCF. If this 90-day timeline proves unfeasible, the WSO and LCF will determine a mutually agreed alternative timeline.
Before publication in hard copy, the WSO shall forward the printer’s proof to LCF for final approval. If there are any errors, LCF will indicate the correction(s) to be made. The WSO will then obtain and forward a corrected proof to LCF. Once the piece is in its final, correct form, LCF will authorize the WSO to

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proceed with publishing the piece in hard copy. The LCF trustee’s signature indicating approval will also be required before publication.

Before publication on the website, the webmaster shall forward a proof to LCF for final approval. If there are any errors, LCF will indicate the correction(s) to be made. The Web servant will then make the correction(s) and forward a corrected proof to LCF. Once the piece is in its final, correct form, LCF will authorize the Webservant to proceed with publishing the piece on the website. The LCF trustee’s signature indicating approval will also be required before publication.
The final wording and formatting (i.e., italics, bold type, paragraphing, etc.) of each piece, both in hard copy and on the website, shall be identical to that approved by the Conference. If the World Service Office Board, as part of its responsibility for publishing all World Service publications, desires to make substantive changes to any piece of literature (i.e., altering the content in any way from what was approved by the Conference, including punctuation), the issue shall first be taken up with LCF. If LCF and the WSOB cannot reach agreement, the issue shall be brought to the next Conference.

To Structure & Bylaws:

Please reference in the WSM the existence and location of the 12 Point Literature Approval Process and the new CA Literature Publication Process. (A referral has been submitted to LCF to create LCF Committee Guidelines, to include the aforementioned documents.)
Please insert the following into the Statement of Policy of the WSM (page 13 ) in a new paragraph just before the box on that page:

The service body granting the use of the CA logo shall also be responsible for ensuring that the proper CA logo, with applicable trademarks as shown below, is used on all printed materials and memorabilia.

Please insert into the WSM the following language, in a new section just before Regional Service Assembly:

REGIONAL CONVENTIONS

Many regions throughout our fellowship hold a regional convention on a rotating basis once a year. In some instances, the Regional Service Assembly (see below) is held in conjunction with these Conventions, but not always. The Region itself establishes the rotation of the hosting of these Conventions and also how the net proceeds are retained/distributed.

Please create a media approval process which defines how such material would be approved by a WSC committee in conjunction with the Conference, the WSBT and tire WSOB.

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5. Please add the attached “Guidelines for Review of Area Newsletters” to the World Service Manual and revise item 8 under Suggested Area Functions to include a reference to those guidelines, as follows:

“8. Publishes newsletter (subject to review by Regional Trustee; see Guidelines for Review of Area Newsletters on page _ _ ).”

The Guidelines to be added to the WSM are as follows:

Guidelines for Review of Area, District and H&I Newsletters either to be published separately or placed on web-sites.

All newsletters should be reviewed promptly, in a timeframe agreed upon between the regional Trustee and the newsletter editor, so that distribution can be made to the fellowship as quickly as possible after completion of the issue.
Items to watch for:

-obvious affiliations with any business, outside enterprise, treatment facility or other fellowship -articles or submissions from sources outside the fellowship itself

-articles or submissions which are copied from some other source which may be included without permission of the copyright holder

-references in the articles to issues which CA may have no opinion about -editorials of any sort should not be included -no last names

-any pictures should be carefully considered if of any person -references to any website which is not CA linked -reference to events which are not CA sanctioned events

-if there is any reference to the AA big book or the 12×12 or the CA story book of any type add the following: The AA Big Book, AA 12 Steps and 12 Traditions, and the book Hope Faith and Courage are used with permission.

-If there is original art work, a written statement stating that the same can be used in the newsletter for no payment will be created and signed by the artist before publication

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The newsletter should have some sort of copyright language, such as:

The (insert name of newsletter) is a monthly, bi monthly, quarterly publication (select one) published by Cocaine Anonymous of (insert full legal name of area entity if incorporated). It is intended solely to provide information for the fellowship of Cocaine Anonymous. We hope to communicate the experience, strength, and hope of C.A. members reflecting recovery, unity, and service, within the bounds of friendliness and good taste. This Newsletter presents experiences and opinions of Cocaine Anonymous members. Those opinions expressed herein are of the individual contributors and are not to be attributed nor taken as an endorsement by Cocaine Anonymous, Cocaine Anonymous World Services, Cocaine Anonymous World Service Office, Inc., Cocaine Anonymous of (inset name again) or ^(insert the name of this newsletter here). The editors reserve the right to edit any submissions in adherence to the Twelve Traditions of Cocaine Anonymous. If you would like to know more about Cocaine Anonymous, the Twelve Steps and the Twelve Traditions, please write and ask for C.A. World Service Conference approved literature at CAWSO, 3740 Overland Ave., Suite C, Los Angeles, CA 90034. E-Mail to: info@CA.org or by Fax to: (310) 559- 2554. You can call CA by phone at (310) 559-5833. Also note that the C.A. World Service Office web page is: www.ca.org. Please also note that this publication and all its contents are copyrighted by Cocaine Anonymous of (same name). Any unauthorized duplication or publication is prohibited.

Preferably, the newsletter will be circulated for review in a PDF format so that it cannot be altered except by the editor and newsletter committee.
After approval of the newsletter by the Regional Trustee, the Trustee would also forward a copy to the current WSOB News Gram editor as a possible resource for future articles.
Please clarify Standing Rule 5 regarding proxy procedures, as follows:

Complete names, addresses (including zip codes), and phone numbers of Conference Delegates and Alternate Delegates, with the number of votes being carried by each, must be submitted in wilting to the World Service Office 120 days prior to the World Service Conference.
If an Area desires to send its votes other than by its Delegates or Alternate Delegates designated in subparagraph 5(a) above, it must send a written proxy to be submitted to the Conference Chairperson by the beginning of the World Service Conference. If, prior to the WSC, an Alternate Delegate replaces a duly designated Delegate, the Chairperson of the Area shall submit a written Certification of Transfer form to the Conference Chairperson by the beginning of the WSC
A Delegate or Alternate Delegate may proxy one vote to another Conference Delegate or Alternate Delegate representing the same Region.

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d. An Area that is otherwise not represented at the Conference may proxy a maximum of one vote to a Conference Delegate or Alternate Delegate from another Area within the same Region.

c. No Delegate or Alternate Delegate can carry more than a total of two votes at the Conference.

f. A Trustee may proxy his/her one vote to another Trustee, and a member of the WSOB may also proxy his/her one vote to another member of the WSOB. Proxies in this instance shall be applicable for the day or days when the Trustee or WSOB member will not be in attendance on the conference floor. No Trustee/WSOB can carry more than a total of two votes on the conference floor. (The WST and WSOT are members of the WSBT under this provision.)

g. A vote may be proxied one time only.

7. Please revise the Trustee Election Committee Guidelines for the Election Process, as follows:

TRUSTEE ELECTION COMMITTEE
GUIDELINES FOR THE ELECTION PROCESS

Procedures for all Trustee elections by the Trustee Election Committee.

All members of the TEC must either be present for each interview or listen to the recording of any interview for which they are not present. If a TEC member misses more than two questions of an interview, that member will be required to listen to the recording of that interview in order to participate on the vote for that trustee position. If for some reason a member of the TEC is unable to be present for a candidate interview and/or listen to the recorded interview, then that TEC member shall not participate in the election for that slate.

All service resumes should be submitted on the approved service resume form.

The TEC Chairperson shall conduct the elections and also be eligible to cast a vote on each ballot. The TEC Chairperson may also participate in the discussion phases of the election process.
All voting will be done by secret ballot. TEC members have the choice of either voting for one candidate or voting for none of the candidates. Abstentions are counted as votes for none of the candidates.
FIRST BALLOT: If a candidate receives 2/3 of the vote, that candidate is the elected Trustee. If not, proceed.
Discussion of the candidates.

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5. SECOND BALLOT: Run-off between the top two (2) vote-receiving candidates. (If, on the first ballot, there is a tie among the candidates, all candidates receiving the top two (2) amounts of votes will be included in the run-off. For example, if A receives 6 votes, B receives 3 votes, C receives 3 votes, and D receives 2 votes, the run-off includes A, B, and C). If a candidate receives 2/3 of the vote, that person is the elected Trustee. If no candidate receives 2/3 of the vote, then continue.

6. Discussion of the candidates.

7. THIRD BALLOT: Run-off between the top two (2) vote-receiving candidates (same procedure as second ballot). If a candidate receives 2/3 of the vote, that person is the elected Trustee. If no candidate receives 2/3 vote, then continue.

8. Discussion of the candidates.

9. FOURTH BALLOT: If no candidate receives 2/3 vote on the first three (3) ballots, the top votereceiving candidate is put up for 2/3 ratification vote. For ratification purposes, TEC members have the choice of either voting “yes” or “no”; abstentions are counted as “no” votes. If that candidate receives the required 2/3 vote, then that person is the elected Trustee. If not, the same procedure will take place with the 2nd top vote-receiving candidate.

10. If neither candidate receives the required 2/3 ratification vote, the position will remain open until the next Conference. The members of the Board of Trustees will assume the duties of that position.

Once the candidate has been selected, it is the responsibility of the TEC Chairperson to first notify those candidates that are not selected for the position that they were not selected. After all candidates not chosen have been notified, the TEC Chair will inform the chosen candidate. After all candidates have been notified, the new trustees will be announced to the Conference floor.

8. For reasons which escape us, the World Service Office Trustee, who is clearly a member of the World Service Office Board, is omitted in the World Service Manual on page 44 as being a member of such Board.

We refer this matter to Structures and Bylaws to present and make the following motion:

Motion to amend page 44 of the WSM to include the World Service Office Trustee as a member of the World Service Office Board, The new language is in the middle of that page and would, if passed read as follows:

The CAWSO Board shall not exceed nine directors. Except for the Paid Director and Trustees, qualifications to be selected as a WSO Director shall include membership on a WSO committee, or prior Area or District service committee. The CAWSO Board shall consist of the following:

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Chairperson | Vice Chairperson

Secretary | Treasurer

Director(s)-At-Large | World Service Trustee

Paid Director (or equivalent) | World Service Office Trustee

While the WSBT was preparing to present to the delegates a summary of duties, responsibilities and more, a question arose as to current Delegate responsibility #12 on page 24 of the WSM (2006). (“It is the Delegate’s responsibility to ensure that their WSC Committee is in action throughout the year and that quarterly Committee reports are sent to the WSO”). To our knowledge, no committee ever actually sends the WSO a quarterly Report. Accordingly, it makes sense to combine that language in #12 into current language in #9 and then deleting existing #12. This would get us down to the magical number of 12 points versus 13. We also suggest modifying point 7 to clarify language about Delegates having service positions at the local and District level and about only serving one term.

We refer this matter to Structures and Bylaws to present and make the following motion:

Motion to amend page 24 of the WSM to modify points #7 through #13 of the Delegate responsibilities as follows:

Delegates provide C.A. leadership by helping to solve local problems involving the C.A. Traditions. In the spirit of this leadership need, it is suggested that if possible, Delegates and Alternate Delegates not hold any other service commitments at the group, district or area level. Further, in the spirit of rotation, delegates should only serve one term and not consecutive terms.
Delegates visit Groups in their Districts/Areas and are sensitive to their needs and reactions. They should learn how the Groups have reacted to Conference reports. Delegates know communication is a two-way street, with information moving in both directions.
Delegates serve on a World Service Conference Committee. It is tire Delegate’s responsibility to work closely with other members of their WSC Committee to ensure that it is in action throughout the year.
Delegates keep Alternate Delegates fully informed so that the Alternate can replace the Delegate inan emergency.
Delegates shall help all newly elected WSC Delegates from their Areas by passing on knowledge of WSC procedures.
They are also responsible for contacting the Regional Trustee at least once per quarter to provide the Trustee with Area reports and updates.

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10. Please revise the Bylaws of Cocaine Anonymous World Services, Inc. on pages 51 and 52 in the World Service Manual as follows:

All Director Trustees shall be ratified by secret ballot no less than once per year at a quarterly meeting of the WSBT. Such a ratification vote can be called at any of the WSBT quarterly meetings by a simple majority vote. Trustee ratification requires a 2/3-majority vote by the WSBT. If a trustee is not ratified, the WSBT shall ask for the trustee’s immediate resignation. If the trustee is not ratified and does not resign within 48 hours of such request, the WSBT shall immediately vote by secret ballot on whether to remove said trustee. Trustee removal requires a 2/3-majority vote by the WSBT. If there is not a 2/3 majority in favor of removal, the trustee remains on the WSBT. In the event that any trustee shall resign, die or be removed, the Trustee Election Committee shall elect a new trustee at the regular trustee elections at the next WS conference.

NEW BUSINESS

2006.08.03 Ratification of WSBT (All) – All ratified.

2006.08.04 Ratification of WSOB (All) – All ratified.

2006. 08.05 WSBT budget review (All) – All Trustees reviewed budgets for upcoming year

2006.08.07 Temporary Conference Committee assignments (to cover gap until first conference call)

Archives (Carl)
Conference (Jay)
C onvention (Tony)
Finance (Earl)
Hospitals & Institutions (Hayward)
IT (Tony)
Literature, Chips & Format (vacant) – Hayward
Public Information (vacant) – Bobbie
Structure & Bylaws (Bobbie)
Unity (Carl)

2006.08.08 Date/time for next WSBT quarterly meeting (Bobbie, Carl, Earl, Hayward, Jay, Tony) – November 17 – 19, 2006 beginning @ 1:00 pm.

2006.08.09 Date/time for the next WSBT conference call (Bobbie, Carl, Earl, Hayward, Jay, Tony) – October 15, 2006 @ 10:00 am (PST).

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2006.08.10 Date/time to meet with new trustees (All)

Need to complete “Information for New WSBT Members”
Need to update and attach WSBT phone/e-mail list
Need to update contact list for Sunday, September 3, 2006

Saturday, September 2, 2006 @ dinner in Board room.

2006.08.11 Approval of new WSBT Guidelines (All)

Chair
Vice Chair
Secretary
Trustee Guidelines
WST Guidelines (need to update in response to referral #4508)
Any others needing updating

Motion to approve the most recent drafts of the above documents, seconded. Passes unanimously.

Role and Responsibilities of the World Service Board of Trustees (WSBT) Chair

Presides over quarterly meetings and conference calls. Requires working knowledge of Robert’s Rules of Order, the Twelve Traditions, the Twelve Concepts and the AA and CA Service Manuals. Good organizational skills and attention to detail are also recommended. Only votes in event of a tie.
Executes the Chair’s responsibilities as further defined in other WSBT guidelines.
Works with the Vice Chair to create agendas for all WSBT meetings and conference calls, to be submitted to the full WSBT at least one week prior to each meeting or call.
Works with the WSO to insure that a qualified Recording Secretary is available for each WSBT meeting. The WSBT Chair is also responsible for the timely completion (2-3 week turnaround) and delivery by the Recording Secretary to the WSBT Secretary of all WSBT meeting minutes for review and/or approval by the WSBT. The WSBT Chair will also be responsible for electronic delivery of all approved minutes to the WSO for distribution to the CA Fellowship within one week after WSBT approval.
Assumes responsibilities of coordinating all activities within the WSBT not covered by the Vice Chair.
Assists and encourages all WSBT members to remain active on their WSBT subcommittees and to work interactively with their World Service Conference Committee.

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Regularly communicates with the WS Conference Chairperson and WS Conference Vice Chair (Parliamentarian) regarding the World Service Conference.
Approves all Trustee reimbursement requests and submits them to the WSO in compliance with the WSBT Expense Reimbursement Policy.
Regularly communicates with the WSOB Chair to insure thpt there are clear, open lines of communication and understanding between the two Boards.
Works with the WSBT Vice Chair and Secretary to ensure that materials are submitted to the WSO in a timely manner for all delegate mailings. Deadlines for delivery of materials are as follows:

- Spring mailingMarch 1^st
- SR 14 mailing June 1^st
- Fall mailing November 1^st (usually extended to December 1^st)

Works with the WSBT Vice Chair and Secretary to draft the WSBT’s opening Conference report, to which will be attached a report from each Trustee summarizing work performed during the past year, and the WSBT’s main Conference report, which includes all motions and responses to referrals. Drafts of both reports shall be completed and posted for review at least a week in advance of the August quarterly meeting.
Presents reports to the Conference (except where not appropriate). The opening report is a summary of work done by all Trustees since the last Conference. The main Conference report should include, but is not limited to, the following details:

- Confirmation of ratification for both WSBT and WSOB. If any member is not ratified, this will be documented in the report. (NOTE: Any member who is not ratified should be notified prior to presenting the WSBT Conference report.)
- Status on all referrals that were on worked during the year.
- Announcement of newly elected WSBT officers (Chair, Vice-Chair, Secretary).
- Announcement of newly elected CAWS corporate officers (President, Vice President, Secretary, Treasurer).

Works with the World Service Office Trustee to facilitate open communication between the WSBT and the WSOB. The specific time and agenda for each WSBT/WSOB meeting will be arranged by the WSBT Chair, working with the WSBT Vice Chair, WSOT and WSOB Chair. WSBT/WSOB meetings will be conducted on the following schedule:

- One full Board-to-Board meeting to be held between the WSBT and the WSOB annually, conducted during the WSBT quarterly held prior to the WS Conference, to be limited to not more than two to three hours.

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A meeting of the WSBT and the WSO Paid Director to be held during the first WSBT quarterly meeting of each calendar year; to be limited to not more than two hours.
A meeting of the WSBT and the WSOB Chair, Treasurer and Paid Director to be held during every WSBT quarterly meeting, to be limited to not more than two hours.

All schedules are subject to change at the discretion of the WSBT Chair on an as-needed basis, i.e. fiscal emergency, leadership concern, etc. Any changes in previously announced meeting plans shall be immediately communicated to the rest of the WSBT and to the WSOB.

When no motion is pending, the WSBT Chair can and should participate in WSBT discussions. When a motion is pending, the Chair may from time to time express an opinion with the prior consent of the remainder of the WSBT. Absent the consent of the rest of the Board, or for topics which directly involve the Chair (such as matters involving their specific Trustee assignments), the Chair may “pass the gavel” to the Vice Chair until the debate is closed and voting is concluded. This is the only instance whereby the Chair may participate in a vote (unless there is a tie).

Role and Responsibilities of the World Service Board of Trustees (WSBT) Vice Chair

Requires working knowledge of Robert’s Rules of Order, the Twelve Traditions, the Twelve Concepts and the AA and CA Service Manuals. Good organizational skills and attention to detail are also recommended.
Assists the WSBT Chair as follows:

Works with the WSBT Chair to create the agendas for all WSBT board meetings and conference calls.
Coordinates with the Recording Secretary for each WSBT board meeting to insure their availability for each meeting. All such activity is reported to the WSBT Chair for their action.
Arranges for recording equipment as needed for each quarterly meeting.
Performs other duties at the request of the WSBT Chair.

Presides over WSBT quarterly meetings, conference calls and/or online business whenever the Chair is not available. Becomes Chair and assumes all of the WSBT Chair’s responsibilities for the balance of the Chair term in the event of the Chair position becomes vacant. Following such an event, the Vice Chair is eligible to stand for a full term as Chair provided there is at least one more year remaining on his or her term.
Serves as World Service Conference Committee coordinator for the WSBT, assisting the WSBT Chair by working with each Trustee to insure that all committee deadlines are met in accordance with the WSC and to follow up to insure that committee work is being conducted throughout the year.

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Serves as Chair of the WSBT Orientation Subcommittee. As such, the Vice Chair is responsible for conducting the New Trustee Orientation when new Trustees are elected and for maintaining the New Trustee Orientation documentation as changes occur. The Orientation Subcommittee shall also be responsible for suggesting ‘buddy’ assignments each year which match the needs of each new trustee to the experience of an existing trustee. The ‘buddy’ assignments shall be discussed among and finalized by the entire WSBT in time to be announced at the first informal meeting of the new Board.
Maintains an ongoing list of new referrals from the WSBT as approved throughout the year. This list will be used in preparing the WSBT’s SR 14 notice, to be prepared in coordination with the WSBT Chair and Secretary. The Secretary will also use the list to prepare the individual referral forms to be turned in at the beginning of the Conference.
Maintains an ongoing list of responses to referrals to the WSBT as approved throughout the year. This list will be used in preparing the WSBT’s main Conference report as set forth below.
Works with the WSBT Chair and Secretary to ensure that materials are submitted to the WSO in a timely manner for all delegate mailings. Deadlines for delivery of materials are as follows:

Spring mailing March 1^st
SR 14 mailing June 1^st
Fall mailing November 1^st (usually extended to December 1^st)

Works with the WSBT Chair and Secretary to draft the WSBT’s opening Conference report, to which will be attached a report from each Trustee summarizing work performed during the past year, and the WSBT’s main Conference report, which includes all motions and responses to referrals. Drafts of both reports shall be completed and posted for review at least a week in advance of the August quarterly meeting.

Role and Responsibilities of the World Service Board of Trustees (WSBT) Secretary

Requires working knowledge of Robert’s Rules of Order, the Twelve Traditions, the Twelve Concepts and the AA and CA Service Manuals. Good organizational skills and attention to detail are also recommended.
Must have access to and working knowledge of Microsoft Word software.
Performs the responsibilities of Secretary as outlined in the Trustee E-Mail Guidelines. Creates a quarterly record of action specifically for the use of online motions to include the motion, the status of the motion and a minority opinion as applicable.
Works with the Recording Secretary for WSBT quarterly board meetings to answer questions about format and procedure. Works with said Recording Secretary and the WSBT Chair on the timely delivery of the

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draft minutes of all WSBT quarterly meetings for approval by the WSBT. Once the first draft of the minutes has been received from the Recording Secretary, the WSBT Secretary will briefly review it, make any necessary formatting corrections and attach all relevant reports before circulating the draft to the rest of the WSBT for review.

Attends and records minutes of all WSBT conference calls. Submits a draft of the recorded minutes, including all relevant attachments, not later than two weeks after the conference call for review by the WSBT.
After revisions have been returned to the Secretary by other members of the WSBT, a final draft is created and distributed to the WSBT via e-mail for approval. Once approved, the Secretary will provide the WSBT Chair with a final approved document and will post the approved minutes in the WSBT Yahoo Group.
Updates WSBT guidelines and procedures as needed immediately following any modifications made during quarterly meetings, conference calls and/or online business, modifying both the document name and footer to reflect the date the revisions were approved.
Sends e-mail reminder notifications to the WSBT for quarterly meetings and conference calls at least one week prior to each meeting or call. If an automated calendar is used for these reminders, the dates should be entered by the Secretary immediately after each meeting or call is scheduled. Conference call reminders should include the start time in all applicable time zones and all necessary dial-in information.
Receives and reviews all e-mail communications addressed to the WSBT via the ca.org web site in accordance with the Guidelines for Email Questions/Concerns from the Fellowship. When uncertain regarding the nature of the e-mail’s ownership, the Secretary will consult with the WSBT Chair and will forward the e-mail to the appropriate Conference committee(s), World Service Office or World Service Office Board (with a cc to the WSOT) if not appropriate for the WSBT. All e-mail to be answered by the WSBT will receive an immediate acknowledgment, including commitment of a response by the WSBT within 30 days of receipt. If approving a response is going to take longer than 30 days, the Secretary will send a note of explanation.
Sends out correspondence approved by the WSBT immediately following approval, unless otherwise directed by the Chair
Works with the WSBT Chair and Vice Chair to ensure that materials are submitted to the WSO in a timely manner for all delegate mailings. Deadlines for delivery of materials are as follows:

Spring mailing March 1^st
SR 14 mailing June 1^st
Fall mailing November 1^st (usually extended to December 1^st)

Prepares individual referral forms to be turned in at the beginning of the Conference, using the list maintained by the Vice Chair,

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Works with the WSBT Chair and Vice Chair to draft the WSBT’s opening Conference report, to which will be attached a report from each Trustee summarizing work performed during the past year, and the WSBT’s main Conference report, which includes all motions and responses to referrals. Drafts of both reports shall be completed and posted for review at least a week in advance of the August quarterly meeting.

TRUSTEE GUIDELINES

Updated: August 2006

Trustee Responsibility

Policy on Conflict of Interest

Suggested Trustee Demeanor

Getting Started

The AA Service Manual Combined with Twelve Concepts of World Service
Robert’s Rules of Order
Twelve Steps and Twelve Traditions
CA World Service Manual
On-Line Business

Expenses, Budget and Travel

Expense Reimbursement Policy
Expense Reimbursement Form
Trustee Budget
Travel Arrangements
Hotel Accommodations
Per Diem

General Trustee Responsibilities

Trustee Conference Calls
Trustee Quarterly Board Meetings
Trustee Subcommittees
Trustee WSC Committees

World Service Office Trustee

World Service Trustee

Regional Trustees

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Trustee At Large

Non-Addict Trustee

Trustee Pass-It-On Reports

TRUSTEE RESPONSIBILITY

A Trustee represents all members of Cocaine Anonymous. As Trustees, we do not have the luxury of speaking as individuals during our terms. We must maintain the “we” perspective in thought, action and spirit at all times.

A Trustee’s service to the individual member of the Fellowship is in guidance. This Guidance is provided by helping the individual member find their way to resolutions by and through the structure of Cocaine Anonymous. In doing so, our goal is to educate and inform, not govern or ‘police,’ Be always mindful not to influence through prestige, and avoid creating conflict through perceptions of bias.

As members of the Board of Trustees, we participate in all Board activities and:

Serve on a World Service Conference (WSC) Committee and help guide that Committee in its stated purpose. Continue to stay in contact with the Chair of the assigned Committee throughout the year;
Act as human links from the Conference to the Fellowship and vice versa; therefore always striving to be available and informed;
Work on subcommittees within the Board of Trustees;
Participate in on-line business between quarterly meetings and conference calls;
Attend and participate in all WSBT conference calls and quarterly meetings
Attend and participate in all World Service Conferences for the duration of our term;
Continue our personal growth in our personal recovery program.

We are held accountable to the fellowship as a whole through our peers on the WSBT. This is done through the following:

Group inventory process
One-on-one communications
Annual ratification at each Conference

POLICY ON CONFLICT OF INTEREST

In keeping with the spirit of our being “trusted servants,” the Cocaine Anonymous World Service Board of Trustees hereby adopts the following policy related to Conflicts of Interest. We recognize that, as a Trustee, we must always be vigilant so that there is not even the appearance of impropriety or the violation of our Traditions, Concepts or this policy.

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A Trustee will not use their position for personal or financial gain,
A Trustee will be careful not to use any benefits available to them as a Trustee for personal reasons.
A Trustee will always put the interest of Cocaine Anonymous as a whole before the interest of any group, District, Area or Region,
A Trustee will always be careful not to allow personal problems interfere with or compromise their duties and responsibilities as a Trustee.

SUGGESTED TRUSTEE DEMEANOR

Be available. This includes to other members of the WSBT as well as members in your Region and throughout the CA Fellowship
Listen to the members of CA
Remember the “we” in communications
Don’t react, practice restraint
Be clear of your own motives and keep them to yourself
Do not take sides on issues, making one right and the other wrong; this is divisive
Be physically present and extend your hand, your heart will follow and CA will grow
Participate – This encompasses the WSBT group conscience during quarterly board meetings and e-mail discussions, the WSBT sub-committees and the WSC Committee to which you are assigned.

GETTING STARTED

The AA Service Manual Combined with Twelve Concepts for World Service

This manual will prove invaluable to you during your term as Trustee. You should receive a copy of this from the World Service Office within 30 days after you assume the position of Trustee. If you do not receive this manual in that period of time, please contact the World Service Office. This manual should be brought to all quarterly board meetings as well as the World Service Conference.

Robert’s Rules of Order

As Robert’s Rules of Order have been adopted by the World Service Conference and is used as the structure for conducting all Trustees meeting, having a copy of this book available at all Trustee board meetings and the World Service Conference is recommended. This book should be purchased at your own expense. A recommended edition is “Robert’s Rules of Order Newly Revised, 10^th Edition” by Henry M. Robert, III, William J. Evans, Daniel H. Honemann and Thomas J. Balch. Approximate cost in paperback is $18.00 USD.

Twelve Steps and Twelve Traditions

Like the AA Service Manual, this book will prove invaluable during your term as Trustee. It is also your responsibility to obtain a copy of this book at your own expense.

CA World Service Manual

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Again, another reference that no Trustee should be without. It is most important to have a copy of the most recent/current edition of the WS Manual. One will be provided by the World Service Office within 30-days after you assume the position of Trustee. This manual should also be brought to all quarterly board meetings as well as the World Service Conference. If you are a Regional Trustee, one should also accompany you to every Regional Caucus and Regional Assembly.

On-Line Business

Although not required when being selected for a Trustee position, each Trustee is strongly encouraged to establish an e-mail address and have access to the Internet. The WSBT, in an effort to stay within annual budgets and to meet the needs of our Fellowship in a timely manner, uses the Internet as a tool of communication for conducting business between quarterly meetings and conference calls. As such, the WSBT has developed a set of guidelines for conducting business on-line. Please refer to the WSBT E-Mail Guidelines for details.

EXPENSES, BUDGET AND TRAVEL

Expense Reimbursement Policy

It is very important that a new Trustee understand the expense reimbursement policy so that accurate accounting and appropriate expectations are set from the very start, Please refer to the WSBT Expense Reimbursement Policy for details.

Expense Reimbursement Form

An Expense Report should be completed for each expense and/or activity that is eligible for reimbursement and submitted in accordance with the WSBT Expense Reimbursement Policy.

Trustee Budget

A copy of your Trustee budget for the fiscal year will be provided within 30-days of assuming your position as Trustee. The fiscal year for Cocaine Anonymous is from July 1 – June 30. Be advised that as the position of Trustee is not filled until late August/early September of that time period, the outgoing Trustee before you may have spent some of the budget allocated for the current fiscal year. It is your responsibility to be aware of your budget at all times. At each quarterly meeting, you will be provided a current summary of the status of your budget. In addition to your travel-related expenses, items that are deducted from your budget include calling card expenses, a percentage of all conference call expenses, postage and miscellaneous expenses. If you have any questions about your budget or expenses, please contact the WSBT Chair.

Travel Arrangements

Upon request, travel arrangements required by Trustees may be handled by the World Service Office. Trustees are not required to use the WSO; however, due to irregular availability of funds, reimbursement for airline tickets may be delayed. It is the responsibility of every Trustee to arrange his or her own travel either directly or through the WSO

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Hotel Accommodations

Hotel accommodations for quarterly meetings, the World Service Convention and the World Service Conference are arranged by the World Service Trustee. Expenses for these accommodations are paid by CAWS, Inc. Any incidental expenses incurred during any meeting are the responsibility of the Trustee.

It is the responsibility of the individual Trustee to arrange hotel accommodations for qualified CA business expenses other than quarterly meetings, the World Service Convention and the World Service Conference and to then submit a reimbursement for this expense.

Per Diem

Trustees are currently allowed up to $40 per day for meal expenses, depending upon the amount of time devoted to qualified CA business or travel that day.

Please see the WSBT Expense Reimbursement Policy for additional details.

GENERAL DUTIES OF A TRUSTEE

Trustee Conference Calls

Trustee conference calls take place on a quarterly basis. Conference calls are scheduled on a Sunday unless otherwise agreed at a time suitable for all time zones where Trustees reside. Conference calls typically last for two hours. Whenever possible, the Board will use a ‘free’ conference calling system where the callers bear the cost in order to reduce the cost to World Services. When World Services bears the cost of the call, the length should be monitored carefully during times of financial constraints. Trustees are encouraged to submit any items for the agenda prior to the call. The WSBT Chair and Vice Chair will create the agenda, which will be sent out via e-mail one week prior to the call. The Secretary will send out a reminder, which will include all necessary dial-in information.

Trustee Quarterly Board Meetings

Trustee board meetings are held four times per year: one meeting prior to the World Service Convention, and three meetings in Los Angeles, including once prior to the World Service Conference. It is the responsibility of every Trustee to attend all quarterly board meetings. If a Trustee is unable to attend, the WSBT Chair should be notified immediately. With the exception of the meeting held at the World Service Convention, all meetings are held at the same hotel as the World Service Conference. Two of the board meetings held in Los Angeles will begin on Friday and end on Sunday (unless otherwise agreed). The remaining board meetings will start two to three days prior to the beginning of the event. Start times can vary based on group conscience but the two weekend-only meetings end at 1:00 p.m. Pacific Time (PT) to accommodate travel.

Preparation for each board meeting can be time-consuming for each Trustee depending on the Trustee role and committee involvement. One week prior to each quarterly meeting, all Trustees are required to circulate their written reports via e-mail. This will allow each Trustee time to print hard copies as needed and review the material prior to meeting. Remember, these reports, once approved, will be included in the approved WSBT quarterly board minutes that are distributed to the CA Fellowship. Reports should be complete and explicit in their content.

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Trustee Subcommittees

The Trustee subcommittees are designed to delineate the various types of issues that are the responsibility of the WSBT. Members of the WSBT should voluntarily select the subcommittees in which they hold an interest and/or a particular area of expertise which would benefit the subcommittee, the WSBT and the CA fellowship.

It is suggested that a minimum of two Trustees serve on each subcommittee. Participants can voluntarily be added to or removed from to any subcommittee at any time. Please see the document entitled “Responsibilities of the WSBT Subcommittees” for a current description of each subcommittee.

Trustee WSC Committees

Each Trustee is required to participate in one of the WSC Committee. Members of the WSBT voluntarily select the committee in which they hold an interest and/or a particular expertise that could be of benefit. Participation on a WSC Committee may be changed voluntarily or reassigned as necessary. Please see the current World Service Manual for a list and description of the WSC Committees.

When WSC Committee guidelines are revised, we follow the Policy on Signoff and Transition of WSC Committee Materials.

WORLD SERVICE OFFICE TRUSTEE

The World Service Office Trustee (WSOT) is to provide balance of the World Service Office Board (WSOB) and to fulfill the WSBT’s role as caretaker of the fellowship finances. This Trustee is to perform the following duties:

Attend all meetings of the WSOB
Be informed regarding operations of the World Service Office (WSO) and obtain pertinent information for both the WSOB and WSBT.
Serve as the primary voice of the WSOB to the WSBT and vice versa
May help in Pacific South Region to fulfill Regional Trustee role in case of unscheduled vacancy,
Works closely with the World Service Trustee when referring questions about Traditions to the various WSBT members.

WORLD SERVICE TRUSTEE

This is a service position that requires a great deal of creativity and flexibility. The World Service Trustee (WST) is a member of the Pacific South Region and is also a voting member of the WSOB.

Attend all meetings of the WSOB
Serve as a link of communications to the Chairperson of the WSOB and the WSBT
Chair the WSBT Negotiating Subcommittee
Review and co-signature on contracts which legally bind CAWSO

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REGIONAL TRUSTEE

The Regional Trustee is a servant to a more closely defined part of our fellowship. It is here where the groups within the Region actually experience the spirit of the Traditions. This is an imperative component of our Fellowship’s unit and service. One of the most important roles of the Regional Trustee has is to maintain two- way communications in order to avoid a breakdown which may occur between the Conference and Area delegates.

Guide or chair Regional Assemblies and Caucuses
Assist Areas in obtaining any information they require to reach their informed group conscience
Attend the annual World Service Convention

TRUSTEE AT LARGE

Trustee at Large is the position in which we practice the greatest amount of flexibility and vision. This relates to spiritual and monetary needs. When there are large looming projects that may pull other Trustees from their stated routine roles, the Trustee at Large ought to be given these projects. When there is no major, long-term project in the works, and our finances are at ebb, it would not be fiscally and spiritually sound to have both Trustees at Large positions filled until the need should arise. A Trustee at Large should be available to respond to international correspondence regarding Traditions until Regions are established to include those countries.

NON-ADDICT TRUSTEE

The Non-Addict Trustee holds a unique role on the WSBT. He/she is the only Board member who is not elected to this role from his/her peers. He/she should have some knowledge about addictive diseases and the effect that they have had on our members. This person is needed to help thd WSBT maintain a level of objectivity and rational thinking. This person is also one who will be founds eligible to serve based on his/her expertise in matters that the WSBT may not have, but are needed when running a business. The Non-Addict Trustee is responsible to the fellowship of CA and the WSBT in pointing out the views that are not clouded by the addicted mind. The Non-Addict Trustee should provide some insights about long-range planning.

TRUSTEE PASS IT ON REPORTS

It is imperative that new Trustees be brought up to speed quickly when they join the WSBT.

General Information

The most important job that a Trustee has is communication. Therefore, it is important that the Trustee rotating out of a position communicate fully with the Trustee rotating into the position. Here are a few items that are needed by the new Trustees.

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Information on what committees the prior Trustee sat on, and what is going on in those committees that the new Trustee needs to be aware of (even if the new Trustee is not sitting on the same WSC Committee or WSBT subcommittees, they should be aware of all issues).
Issues that have come up during the prior Trustee’s term that the New Trustee needs to be aware of, whether they have been resolved, and if so, how and what the outcome was.

Expense Reimbursement Information

The WSBT Expense Reimbursement Guidelines should be gone over carefully by the previous Trustee, including which items are not reimbursable. This should include information regarding the budget and how much of the current year’s budget has been spent.

Trustee Conference Calls

It is helpful if the prior Trustee explains the Trustee conference calls to the new Trustee (how long they generally last, what is discussed, how the calls are handled, examples of issues which have come up, and how they were resolved).

REGIONAL TRUSTEES

The outgoing Regional Trustees should make sure that the following information is provided clearly, in writing to the new Trustee:

The budget for this position
All Areas in the Region
When Area/District meetings are held
Current Regional Delegates, with phone numbers and/or e-mail addresses
Current Area Chairs, with phone numbers and/or e-mail addresses
Other Area contacts which could be helpful, with phone numbers and/or e-mail addresses
All upcoming Regional activities that the new Trustee may want to attend, or be aware of
Upcoming Regional conventions, along with fliers
Upcoming Area conventions, along with fliers
Information on any Area issues that the new Trustee may need to be aware of

TRUSTEES AT LARGE

The outgoing TAL should make sure that the following information is provided clearly, in writing, to the new TAL:

The budget for this position
Specific TAL issues

WORLD SERVICE TRUSTEE

The outgoing WST should make sure that the following information is provided clearly, in writing, to the new WST:

The budget for this position

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Specific WST issues

WORLD SERVICE OFFICE TRUSTEE

The outgoing WSOT should make sure that the following information is provided clearly, in writing, to the new WSOT:

The budget for this position
Specific WSOT issues

WORLD SERVICE TRUSTEE DUTIES AND RESPONSIBILITIES

Overview

The World Service Trustee (WST) is a Trusted Servant that has been selected to serve as a member of the World Service Board of Trustees from the Pacific South Region’s slate of Trustee candidates.

The WST should have a working knowledge of the 12 Traditions, the 12 Concepts and the Cocaine Anonymous World Service Manual.

The WST is an active Director of the World Service Office Board (WSOB)

Ideally, The WST shall posses a working knowledge of general business practices, contract negotiations, copyright and trademark issues, the ability to read and understand financial statements, and be able to communicate well both written and verbally.

Duties and Responsibilities

The WST is designated chief contract negotiator, co-signer and liaison between Cocaine Anonymous World Services, Inc., and any outside vendor or entity requiring any agreements or authorization in writing which legally bind CAWSO.

Additionally, the WST is a designated signer on CAWSO, and CAWSO Convention checking accounts and chairs the Trustee Negotiating Committee.

Serves on a Conference Committee of choice as the coordinating trustee. Also serves as a liaison member of the WSC Convention and Conference Committees as related to CAWS hotel site selection, vendor and hotel contract negotiating which the WST, by virtue of his/her position, is required to be involved with.

Attendance

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The WST is to attend all WSBT conference calls, quarterly meetings, the World Service Convention, and the World Service Conference. Additionally, as an active director of the WSOB, the WST is responsible to attend bi-weekly meetings of the WSOB and any special meetings such as board to board that may be scheduled from time to time, at the discretion of the Chairperson of the WSBT.

Reporting Responsibilities

Quarterly Reports

The WST provides a written report for each WSBT quarterly meeting in accordance with the Trustee Guidelines.

Bi-Monthly Reports – WSOB

The WST provides reports to the WSOB summarizing activities performed since the last meeting of the WSOB

Motion to approve the 2006.02.10 WSBT Email Guidelines 8-28-06 draft 2, seconded. Passes unanimously.

WSBT E-MAIL GUIDELINES

General Procedures:

WSBT-related e-mail should be checked regularly. If internet access is not readily available at home or at work, a free account may be set up with a web mail service and checked from libraries, internet cafes, etc.

All trustees should become familial* with the WSBT Yahoo Group (currently set up at http://groups.vahoo.com/group/WSBT/: see instructions below) and check these messages a minimum of once every 3 or 4 days. Because there is sometimes a delay in receiving individual messages from the group, it is advisable to also regularly check the messages online at http://groups.vahoo.com/group/WSBT/messages.

A trustee should inform the rest of the WSBT any time he or she will be out of town or otherwise without e- mail access for 48 hours or more, with the exception of scheduled WSBT quarterly meetings, the World Service Conference and the World Service Convention. If a trustee will be without e-mail access due to extending his or her time out of town for such events, the rest of the WSBT should be informed accordingly.

In order to reach a broad consensus on issues before the WSBT, it is important that all trustees participate in discussion. When no response is received from a trustee, it is difficult to know whether the trustee has not yet read the message or simply has no opinion. Even if a trustee has no opinion on a particular issue, the trustee should acknowledge that he or she has read the message and has no comment.

The Chair may participate in all general discussions, but may not offer an opinion during discussion of motions.

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The subject line should reflect the topic of the message. It is preferable to send a separate e-mail for each subject. If a trustee plans to respond to more than one email, it is preferable to send a separate e-mail for each subject, The trustee’s name should be added to the subject line when offering comments. Because there are often several discussions talcing place at the same time, once a subject line has been established, it should not be changed (other than the adding of individual trustees’ names) to make it easier to track each discussion.

Where there is a choice between using ‘plain text’, ‘html’ or other formats, trustees should use ‘plain text’ for their e-mails.

E-mails should be written using a standard font size (10, 11 or 12) and not using all capital letters, many different colors or weird fonts.

Attachments should be formatted as ‘Word documents’ (.doc), ‘Rich text format’ (.rtf) or ‘PDF’ (.PDF).

All e-mails should be signed with the trustee’s name rather than relying upon the sender’s address for identification.

The Secretary is responsible for maintaining archived flies so that the Group does not exceed its maximum storage capacity. This includes deleting stored messages once the record of online business has been approved for the corresponding time period and deleting files which are no longer needed. The WSBT has an Archives Yahoo group at http://groups.yahoo.com/group/WSBTArchives/.

Motions:

Robert’s Rules of Order shall be followed when discussing motions.

While discussion and voting is in progress on a motion, WITH ONE EXCEPTION NOTED BELOW IN THE CASE OF EMERGENCY MOTIONS, no other motions may be put forward.

Once a motion has been made and seconded, discussion may begin. As soon as reasonably possible, the Chair shall restate the motion and formally announce that it is open for discussion. If the motion is not debatable, the Chair shall call for the vote at the time the motion is restated. Except in case of emergency, motions shall be open for discussion for a minimum of four (4) days from the time the second is posted. When offering discussion, the trustee’s name should be added to the subject line, but the subject line should otherwise remain the same.

At the conclusion of the discussion period, prior to the commencement of voting, the Chair shall call for the vote and announce when voting will end. Except in case of emergency, voting shall be open for a minimum of three (3) days from the time the call for the vote is posted. When voting, the trustee’s name should be added to the subject line, but the subject line should otherwise remain the same.

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At the conclusion of the voting period, or as soon as all WSBT members have voted, whichever occurs first, the Chair shall announce the results of the vote. In the event of a tie, the Chair shall cast the deciding vote, and may offer his or her opinion when doing so.

In the event of an emergency motion, the normal timelines and procedures may be adjusted. If the maker believes an emergency exists and the motion must be decided in less than the standard nine-day timetable, he or she shall so state in a separate paragraph following said motion, specifying a date by which the WSBT’s decision is requested. The maker shall also insert the word “EMERGENCY” in the subject line. Upon receipt of a second, the Chair, in his or her discretion, may accept the request for “emergency” designation of the motion and announce timetables for discussion and voting in accordance with the maker’s requested deadline. If the Chair does not accept said request, three members of the Board who concur with the request may cause such “emergency” designation to be binding upon the Chair.

While we are mindful of the need to fully follow Robert’s Rules of Order in these guidelines and voting processes, there may be occasions when it would be impossible to effectively discharge our duties if we followed them to the letter. Onq such instance is if an emergency motion were brought while another motion was still pending. Technically, tinder Robert’s Rules, a motion to table the pending motion would have to be made and voted on before an emergency motion could be considered. This might take several days under our standard motions procedures. We have balanced the need to be able to act quickly and respond against our stated responsibilities under the World Service Conference Charter, the Bylaws of Cocaine Anonymous World Services,

Inc., the WSC Standing Rules and the Twelve Concepts of Cocaine Anonymous, and have found a solution which we have adopted herein as follows:

If there is a motion pending when an emergency motion is brought, the seconding of the emergency motion shall act to automatically table the underlying motion. The underlying motion shall remain tabled until the new motion fails to be designated as an emergency by the Chair or three trustees or by completed action on the motion by the WSBT, whichever occurs first. Further, it would be understood that as soon as the emergency motion either fails to be designated as an emergency or is resolved under the processes set forth herein, the underlying motion would automatically be taken off the table. The Secretary would then remind everyone where the underlying motion was in the process and announce new timelines as appropriate.

A recess will be taken from conducting online business during WSBT quarterly meetings, the World Service Conference and the World Service Convention. Recesses may also be taken during holidays or as otherwise needed at the Chair’s discretion.

Yahoo Group Instructions

To join the WSBT Yahoo Group, go to http://groups.vahoo.com/group/WSBT/. In order to access the full group features (including chat and file storage), it is necessary to have a Yahoo ID. If you do not already have a

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Yahoo ID, click the “Register” link, fill out and submit the registration form. Once you have a Yahoo ID, click the “Sign In” button on the WSBT page. Then click the “Join This Group!” button to join the WSBT Yahoo Group. Follow the same process to join the Archives Yahoo Group at the address indicated above.

At http://groups.vahoo.com/eroup/WSBT/messages. each message is listed by number, subject, sender, Yahoo ID and date. Click on the subject line to view an individual message. To reply to a message, click the “Reply” link at the top or bottom of the message. To view additional messages, click the “Previous” or “Next” links at the top or bottom of the message, or use the back button on your browser or mouse to return to the message list.

Attachments are forwarded to group members but are not saved to the messages page. If you want your attachment to be available online, it is necessary to upload it separately. The Secretary will do this at the member’s request, or the member may do it by going to the files page

thttp://groups.vahoo,com/group/WSBT/files/). clicking the link to the desired folder, and then clicking the “Add File” link. On the next screen, click the “Choose” button to view your hard drive. In the new window which opens, locate and click on the desired file, then click the “Open” button. Back on the “Add File” page, enter a description if desired, check the notification box if desired, and click the “Upload File” button. Initial folders are already set up for each trustee and for various categories of WSBT documents. Additional folders may be created as necessary.

Additional instructions are available at http://help.vahoo.com/heln/grouns/. If assistance is needed, contact the trustee currently designated as the Group’s owner at WSBT-owner@valioogrouns.com. Unless otherwise agreed by the WSBT, the Chair shall be the Group’s owner and both the Vice Chair and Secretary shall have moderator privileges.

2006.08.11 Election of WSBT Officers:

Chair – Tony D.
Vice Chair – Jay F.
Secretary – Hayward H.

2006.08.12 Election of CAWS, Inc. Officers:

President (currently Tony) – Carl W.
Vice President (currently Jay) – Bobbie H.
Secretary (currently Carl) – Jay F.
Treasurer (currently Earl) – Hayward FI.

2006.08.13 Signature of annual corporate documents (All)

To be done @ November quarterly.

2006.08.14 Referral to Conference Committee to create and allow use of electronic referral form (Cynthia)

Motion for the Conference Committee to create and use an electronic referral form, seconded. Passes unanimously.

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2006.08.15 Qualities we’re looking for in new WSBT members (All)

2006.08.16 TEC recordings – how and when they may be listened to (Jay)

Remove from agenda.

2006.08.17 Possible additional motions to be made at Conference (All)

Are there any referrals we feel strongly enough about to make our own motion(s) under new business if the committee doesn’t act on them?
Follow up at the conference.

2006.08.18 Remaining relief needed for HFC Volume II. (All)

Remove from agenda,

2006.08.19 Issue of AA tapes at CA conventions (Carl, Hayward, Jay, Tony, Earl, Bobbie)

2006.08.20 Convention Adhoc Committee

Motion to remove this item from the WSBT quarterly agenda, seconded. Passes unanimously.

2006.08.21 The numbers for Volume II Preface

Follow up at November quarterly.

2006.08.22 Literature Translation Process

Motion to refer this agenda item to International Structure and Development, seconded. Passes unanimously.

2006.08.23 Revision to Literature Publication Process

Motion to approve CA Pamphlet Publication Process, seconded. Passes unanimously.

CA PAMPHLET PUBLICATION PROCESS

Following approval of a new or revised pamphlet by the Conference pursuant to Point 12 of the 12 Point Literature Approval Process, the piece shall be forwarded (in both hard copy and electronic format) to the World Service Office (WSO) by the Literature, Chips & Format Committee (LCF), along with approval from the trustee currently assigned to LCF. This approval may be transmitted via hard copy or fax, with the Committee Trustee signing the cover page. If the materials are transmitted via e- mail, the Committee Trustee shall attach them in read-only PDF format, with a copy to the LCF Committee Chairperson.
Delivery should be completed within 30 days of the close of the Conference.
Upon receipt from LCF, the WSO shall arrange for the piece to be published in hard copy and on the

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website, as appropriate, with the goal being to complete publication within 90 days following delivery of the piece by LCF. If this 90-day timeline proves unfeasible, the WSO and LCF will determine a mutually agreed alternative timeline.

4. Before publication in hard copy, the WSO shall forward the printer’s proof to LCF for final approval. If there are any errors, LCF will indicate the correction(s) to be made. The WSO will then obtain and forward a corrected proof to LCF. Once the piece is in its final, correct form, LCF will authorize the WSO to proceed with publishing the piece in hard copy. The LCF trustee’s signature indicating approval will also be required before publication.

5. Before publication on the website, the Webservant shall forward a proof to LCF for final approval. If there are any errors, LCF will indicate the correction(s) to be made. The Webservant will then make the correction(s) and forward a corrected proof to LCF. Once the piece is in its final, correct form, LCF will authorize the Webservant to proceed with publishing the piece on the website. The LCF trustee’s signature indicating approval will also be required before publication.

6. The final wording and formatting (i.e., italics, bold type, paragraphing, etc.) of each piece, both in hard copy and on the website, shall be identical to that approved by the Conference. If the World Service Office Board, as part of its responsibility for publishing all World Service publications, desires to make substantive changes to any piece of literature (i.e., altering the meaning in any way from what was approved by the Conference), the issue shall first be taken up with LCF. If LCF and the WSOB cannot reach agreement, the issue shall be brought to the next Conference.

2006.08.24 Medical Leave for the Paid Director

Motion to approve unpaid medical leave for the Paid Director until November 1,2006, seconded. Passes unanimously.

2006.08.25 Two Director Paradigm

Earl will go to WSO Chair to suggest a plan be devised and presented to the WSBT ASAP.

Last item of business: Group Inventory (All)
Close – Serenity Prayer

WSBT August 2006 Quarterly – Reports see page 68 to 128

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