WORLD SERVICE OFFICE REPORT:
Bob Campbell:
AUGUST, 2005
QUARTERLY REPORT TO THE COCAINE ANONYMOUS WORLD SERVICE BOARD OF TRUSTEES FROM THE CHAIR OF THE WSO
While the “usual drill” this time of year is to spend a lot of time in preparation for the WSC, this time around everything seems to be falling into place a bit easier. Either this is because we spent so much time in preparation for Memphis that the normal “hectic” preparation for the WSC pales in comparison, or, this is because the Conference Committee, the WSOB and our excellent WSO staff have really “gotten down” what it takes to put on the WSC. I think it is the latter and I want to commend all for such good work.
WSO Board:
The members of the WSO Board continue to perform at an very high level of commitment and efficiency. You know, no matter what I write about these committed trusted servants, words are not enough. It is so refreshing to see and work with people whose only agenda is the good of CA. I want to say in advance that my comments below do not begin to fully describe their efforts and talents directed at WSOB work. I am privileged and honored to have worked with such a great team, certainly as good a team as I have every worked with at the World Service level.
Our trustee board members, John B., WS Trustee and Earl H., WSO Trustee, have participated in all of our meetings (unless on vacation) and have each done a great job.
As to John B., frankly I don’t know how we will replace him, especially in the area of hotel contract negotiation. That being said, he also is a most valuable participant in most of our discussions and as a former trustee, I am proud to see another addict carry on the responsibilities of what I believe a trustee does, i.e. ‘Guardian of the Traditions’ and look out for the best interests of CA as a whole. THANK YOU JOHN!
I am grateful to have Earl H. as the WSO Trustee. He is always prepared and obviously is on top of the issues he needs to either bring to our board from the WSBT or the issues he needs to bring to the WSBT from our board. Either way, he does a great job in communicating and following through. Both the WSOB and the WSBT can be assured that they have a good “conduit” in place.
Page 6 of 27
My vice chair, Judy W. has hit the ground running and, as predicted, followed through with all assignments as well as most ably conducted the board meetings in my absences. Among other things, Judy has a “knack” for noting anything which might have been previously mentioned/discussed but then overlooked by the rest of us as an issue to be discussed. Also, Judy is a very active participant in the LCF Conference Committee and so is always giving us updates, especially as to the 2nd edition of HFC. Last but not least, Judy and John B. give us updates on the Conference Committee calls and/or meetings so we can help implement what is needed for the upcoming WSC. .
While Patty F. is also a board member, I will defer my comments regarding her fine work to another section of this report.
Our Treasurer, Brian W., as mentioned in my previous reports, is stepping down after the WSC but will continue to cover the position until we find a replacement. Brian has done a superb job for us. As can be seen from his year end report(s), we now have reports which reflect virtually every dollar coming into and going out of CAWS. This kind of tracking, this level of accounting, to my knowledge, has never before been achieved by CAWS. It is very comforting to know that we can account for everything and Brian is the one who, along with Patty F., is responsible for this. Brian, in spite of his busy schedule, has attended most meetings and even when he has been absent, has either produced the reports necessary for the meeting or, at most, produced the reports by the next meeting. Consequently, even if we were missing a report (and this only occurred one or two times), it was presented at the next meeting. All in all, not only have our financial reports been complete, they have been presented on a timely basis which is so important to the WSOB’s duties of oversight and problem solving. An example of this is Brian and Patty’s prediction of losing sales revenue unexpectedly during this year (i.e. sales revenue not meeting our fiscal budget predictions). From almost the very start of the dip in sales revenue, they warned us and we watched this carefully. For most of ‘05 it looked like we would end up in the red by several thousand dollars, fortunately we finished in the black (barely). What is so important is that with their warnings, I believe we made decisions as things went along which helped ‘stem the tide’ and maybe even helped us finish in the black. GREAT JOB. ANOTHER TRUSTED SERVANT WHO WILL BE HARD TO REPLACE.
Brian’s Replacement – Kathy Jo has recruited Mark who attended our last board meeting and will attend the upcoming WSC (only in the evenings during the week because it is too late for him to change around some of his business commitments). This will give us a chance to meet and talk with him and hopefully consider him as a viable candidate for WSOB treasurer.
Secretary position is open, but Susan B. is attending our meetings and taking notes until we fill this vacancy.
John F. is Director No. 1. In addition to taking on all sorts of duties which this position requires, as we all know, John F. Is also the “webservant,” (his term). During
Page 7 of 27
this last year John has worked on many projects, including helping the office director with IT matters as well as work on a possible new fund raiser, a CA retreat. John and Patty have done a lot of work on this and most likely will be presenting the concept, if not a proposal, in the very near future. As webservant, John’s services and commitment are of the highest quality. Frankly, the value of his services to our website(s) alone is certainly worth in the tens of thousands of dollars, if not more (I’m really not savvy to the cost of such projects but I know they are very expensive if we went to the private sector). Remember, John has not only done extensive website design for us, he maintains and updates the website on a regular basis! THANK YOU JOHN F.!
Kathy Jo R., while holding the Director No. 2 position, is really doing many other jobs for the WSO. Her knowledge and skills with conventions was invaluable in Memphis. She give us invaluable advice in our pre-convention stage, including evaluating the various reports from the 2005 Committee and helping them complete their jobs and, along the way, warning us of possible problems and areas to watch out for. Clearly Kathy Jo was a big part of this convention. Kathy Jo, like Judy W., is also great in reminding us of overlooked issues. Lastly, Kathy Jo seems to be always looking ahead, anticipating issues and problems, a trait which is most valuable for a WSO board member.
Happy Howard, subject to approval by the WSBT, has been selected by the WSOB to fill in the vacancy left when Mike G. left our Board. We were blessed to have two, very qualified candidate in our selection, Happy and Susan B.. After a lengthy discussion about both candidates, the WSOB chose Happy. We ask the WSBT to approve our decision so that we can return to having a full WSOB to carry out the work of CA. I would note that part of our interview with Happy included questions regarding last years controversy(s) involving Happy. Rather than “air” out the details on this controversy and our interview with him in this report, I will be pleased to discuss the interview and answer any questions during our meeting with the WSBT before the conference.
OFFICE DIRECTOR-PATTY F.
As much as I can say about the WSOB members, each and every one of us must give credit to this most talented worker for helping us look good. I have said many times that Patty has brought to us an incredible level of professionalism in office administration, including invaluable knowledge in budgeting and finances. As much as we are blessed by having her, we must, as soon as possible, find another person who can start learning the ropes so that when, and I hope this is not for several years, Patty leaves, we won’t be too damaged by the loss of her services. This person will not come cheap and Patty and I have already started discussing commencing such a search. This threshold problem, like with so many of our needs, is to find the money to add such a person to our staff. Hard as this is, it must be considered a top priority for the WSO in order to preserve the quality of service by the WSO.
Meanwhile, Patty is doing her usual great work for us. At the writing of this report I am finishing up my review of her and while not done, I can report that the review will be most complementary of her work. As valuable and helpful as she has been in all areas, the two that stand out to me are her work in the areas of Conventions and Finances.
Page 8 of 27
Conventions-especially Memphis: As much as I have always considered myself knowledgeable in this field (due to my work on so many past conventions), watching Patty has been most humbling and shown me that in fact, I know very little about much of the inner working. Between her and Kathy Jo, we have a team at the WSO which gives me great confidence that the WSO can actually manage and monitor our WS Conventions months in advance so long as we get the data. During my term as the Chair, I believe Patty’s talents in this area have contributed greatly to our efforts to protect and even increase convention revenue far beyond what it might have otherwise generated.
Finances: While Brian is a most capable CPA and very much part of our recent successes in this area, I know he works closely with Patty and, even before Brian, the one who has carried forward our goals of accountability. After all, it was Patty, who worked so hard to begin the process (again, before Brian came aboard) to generate a real budget for CA. Now, we have one in place and it is invaluable in our current and future planning. The tracking abilities alone, help us from going too far downhill if the revenue or expenses change unexpectedly. Without this system in place, we might get into big financial trouble and not even know it until several months down the line. What a difference this makes!
Along with all of this work, Patty is able to manage the personnel at the office, take a lot of telephone calls, monitor the emails, respond to calls and emails, take meetings with myself as well as others, attend and network on behalf of CA various recovery conferences on her own dime, etc., etc., etc., and, oh yes, did I remind everyone that she is a mom who is very attentive to her son. Some employee!
Finances:
While sales remain softer than expected, we have finished in the black. Also, the office has just moved another $15,000.00 in the prudent reserve making a total of over $42,000.00!. Due to the aforementioned detailed accounting, we are already examining the current budget for purposes of making adjustments. More of these details, I’m sure, will be in the reports by Patty and Brian. The CA Contribution Program was doubled due to the table set up at Memphis. I want to take this opportunity to especially thank those trustees who manned the table and whose efforts accounted for most of the additions to the program in Memphis. THANK YOU TRUSTEES. As to future convention income, I hear that the future convention committees are becoming more and more sensitive to the need to maximize revenue and minimize costs. As history has shown, this is most important. I plan on meeting with as many of the future conventions committee members as possible during the WSC so that I can both hear from them as well as discuss the need for close oversight on both income and expenses. During our meeting, I also want to emphasize to them the need for each committee to stay close to the WSO, i.e. give us frequent and timely reports.
As to our overall financial position, while I wish it was more, we are at least even. We must persevere in our oversight. After all, one financial downturn, whether it be lack of oversight as to expenses or a convention which does not meet its goal, could easily force us to use up our prudent reserve, leaving us in a most precarious position. At best, our position is OK. At worst, it is fragile due to a lack of prudent reserves. This is why it is so
Page 9 of 27
important for us to build up the reserve to an amount which could carry CA through a crises over a long period of time. Without such a reserve, we could actually face drastically reducing our services or even closing down our office doors. While almost unthinkable, everyone needs to know this is a possibility if we do not stay the present course of disciplined spending and maximizing income.
Chair’s Activities:
I have attended and chaired most of the bi-monthly meetings of the WSO. I continue to have weekly calls with the WSBT Chair which I find both helpful as well as supportive. I also have been meeting with the Office Director on a more frequent basis.
In regards to the Contribution Program, I am arranging to a table at the 2005 WSC with updated posters.
Thank you for letting me be of service.
Bob C.
Chair of the WSO
Patty Flanagan’s PowerPoint presentation.
Judy Weisman:
The following is a summary of my activities as WSOB Vice-Chair since the World Service Convention in May 2005:
- Attended the World Service Convention in Memphis, TN in May 2005. Was of service in many areas including memorabilia sales, data entry of registration information and doing bank deposits.
- Participated in extensive discussions by email of Literature, Chips and Formats Committee (LCF) and Storybook Subcommittee business such as editing and approving stories for the new Storybook.
- Reported back to the WSOB regarding LCF and Storybook Subcommittee activities.
- Attended all but one WSOB meeting.
- Chaired one WSOB meeting in the absence of the Chair.
- Due to vacancy of Secretary position, took minutes at several WSOB meetings.
- Administrated the coordination of the Conference with the WSC Conference Committee.
Page 10 of 27
-
- Obtained bids for Conference office equipment (3 bids for copiers and 4 bids for computers and other equipment) and reported back to Conference Committee and WSOB.
- Reported back to Conference Committee after approval of vendors by WSOB.
- Reported on Conference Committee activity to WSOB.
- Organized delivery of equipment.
- Attended 3 Conference Committee conference calls.
- Will be submitting resume for WSOB Chair.
Thank you for letting me be of service,
Judy Weissman
(818) 648-8098
Brian Wolf
Annual Report for the fiscal year ended June 30, 2005
The attached report includes the following items:
Balance sheet
Comparative income statement (actual vs. budget)
Summary income statement
Central CAWSO income statement
Convention income statement
Trustee income statements
Atlantic North
Atlantic South
Midwest
Southwest
Pacific North
Pacific South
WSO Trustee
World Service Trustee
Trustee @ Large (I & II)
Conference Committee income statement
Various committee income statements
Various other income statements
I changed the format of the reports to provide a clearer picture of the income and expenses generated from the various departments and committees.
General comments on the year overall:
CA, on the whole, had an “as expected” year in comparison to the approved budget. The fiscal year net income was $6,135 on revenue of $505,218. Net income was 1.21% of sales indicating that the budget was statically within a 1% variance, which is materially insignificant.
Page 11 of 27
The Central CAWSO performed at the level expected and actually provided a final net income of $10,479 used to support other departments. The Office did have its challenges.
The Office had hoped to have another employee as part of the office setting but due to financial considerations, an employee was never placed permanently. The Office also suffered through an 11% drop in chips & literature sales. This sales drop was either a factor of an over estimation of the total sales during the development of the budget or sales quite simply declined. The sales during the prior fiscal period were $162K as compared to the $156K from this period. While this is not a large change between the two years, it is not a good sign to have sales declines in periods were areas and meetings are being added. The CAWSO will continue to monitor the situation as things progress but there does not seem to be anything indicating that this trend will reverse.
The Convention went somewhat as expected although not without its overall challenges. The net total from the convention was $47,998. While this was not the greatest financial convention, it was sufficient to cover the fiscal year and prevented adverse consequences.
The Trustees overall remained within budget and any overages happened with approval. I will make the recommendation that the board should try to meet via conference calls or video conferencing potentially reducing costs on travel and hotel stays. The Trustee board should consider scheduling live meetings only during the time of the conference and the convention to help consolidate meetings to times when the trustees will already travel.
The Conference committee and the various other committees overall remained within budget and there does not seem to any issues regarding the budgeting of these areas.
Overall conclusion and personal assessment of the CA financial picture CA, at this point, is essentially treading water. It is not sinking into oblivion but neither is it financially growing. Businesses need income to grow because cashflow is required to invest in new ideas and growth areas. CA does not have enough income coming in to begin new investments that may or may not help CA financially grow once implemented.
As is sits, any significant negative event (fire, unexpected or unforeseen cost, litigation, etc.) could cause irreparable harm in the current financial status. While this is true of any business, CA would not need a large negative event to happen before consequences would appear.
In my humble opinion, CA should focus on diversifying its income sources and on reducing costs through efficiency and technology. CA needs greater inflows before it can begin to expand the infrastructure and adding additional operational costs that do not generate potentially new income sources. Once again, in my opinion, CA is well on its way to recovery from past financial challenges but it needs to remain cautious about moving forward with additional expenses.
Bob Campbell – Brian Wolf will be rotating off after this conference. Thanks for your service.
Page 12 of 27
Kathy Jo Rangno, WSOB Director II
As the newest member of CA’s World Service Office Board, I would like to thank the Board of Trustees for their faith in me to carry out the many and varied responsibilities that are placed upon an office board member in our fine fellowship. I have been on this board less than 1 year and am still learning the ropes, with the assistance of the terrific team of players who have come before me. If any conference attendees have insights from prior stints on the WSO Board, your words of wisdom would be welcome.
My primary duties during my first year as a director have focused on tasks related to the 2005 CAWS Convention with a bit of time set aside to work with the office staff on their procedural manual. Delegates and trustee can read about my specific activities by reviewing the written reports submitted twice monthly at board meetings which are included in delegate mailings.
CAWS Convention 2005 highlights from these reports include:
- Participation in multiple conference calls with Memphis Steering committee.
- Facilitated a Memphis outreach mailing to selected CA members who did not pre-register for 2005 but attended 2004 CAWS convention attendees.
- Worked with 2005 Program Chair, members of the Memphis Steering Committee, Director of Operations and CA Webservant (aka Jon F, Director I) to prepare Program Guide for Memphis Convention.
- On-site participation in various CAWS 2005 Convention activities (scholarship registration, live and silent auctions, hospitality room shifts, creating speaker formats, distributing and collecting evaluations and providing computer support as needed).
- Worked with CAWSO Board to move forward with WSO contribution program table in Memphis.
In addition to World Service Convention responsibilities, I have:
- Worked with Trustee Negotiator (John B.) to review and refine CAWS Convention hotel contracts for 2006, 2007 and 2008.
- Continued to function as a member of the WS Finance Committee and communicate with Brian T. (Finance Committee Chair) as needed;
- researched charitable and non-profit regulatory, taxation and integrated websites; submitted findings to WSOB and office staff who will forward as requested to trustees when needed for area/group non-profit organizational purposes;
- worked with WSOB to re-design contribution program forms
- Continued to work with WSOB to define additional revenue generating options such as improving on-line store inventory;
- Reviewed convention guidelines and budget for referral submittal during CAWS Conference;
- Worked with WebServant and Director of Operations to research 3rd party application that (1) incorporates CAWS convention registration needs AND (2) provides for CAWS delegate and/or customer email distribution(s).
Thank you for choosing me to be of service,
Kathy Jo Rangno
Page 13 of 27
Bob Campbell – John Bodkin and Earl Henderson will give reports with trustee reports. Discussion regarding the contribution program
Bob Lemon – Discusses possibility of maps showing clear lines for Regions and Areas. He would like some cooperation in defining these various lines.
Questions:
Barry Haynes – Is the information that was reported in a hard copy?
Bob Campbell – It will be available tomorrow.
Shane Merck – Have the bugs with contribution program been worked out?
Bob Campbell – If this is a reference to the checking or credit card system, there is not a problem with security or with money coming out automatically.
Page 14 of 27