Minutes of the Meeting of
CA World Service Office Board of Directors
August 8, 2015
I. Opening: Meeting called to order with the “we” version of the Serenity Prayer at 9:20 by Chair, Richard L.
II. Tradition 8: Read by Morgan Ill. Concept 8: Read by Chris
IV. Birthdays: No birthdays this month V. Roll Call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Tim A. (V. Chair), Laurie R. (Treasurer), Jennifer M. (Secretary), Scott S. (DAL), Morgan T. (DAL), Frank P. (WSOT), Ira L. (WST), Chris J. (DAL).
B. Board Members Absent: DRPD (Vacant), Jay H. (DAL)
C. Guests Present: Randy, Brent, Alisha and Matt
VI. Chair Announcement: Richard L. Conference is coming up, know what conference committees you will be attending.
VII. Approval of the Minutes of the Prior Meeting(s): June 20, 2015 & July 18, 2015. MOTION made by Tim to accept the minutes as presented. 2nd by Frank. PASSED Unanimously
VIII. Seventh Tradition: Can passed
IX. Guest Reports:
A. Brent – brought CA OC donation check of $500
B. Randy – looking forward to sitting on the board
C. Alisha – looking into the opportunity to serve at this level
D. Matt – Observing the service level at 41 days
X. Online Business: None
XI. OLD BUSINESS
A. WSOB Director Openings – Still have openings and we will need a slate
B. C.A. ORG Website Current and New (Linda & Richard) –
i. Current is up to date continue to make changes as they come in.
ii. New-Yves (UK) has finished putting the pages together and Cameron (Canada) created the site. The test site is now available for the board members to view and check for errors and changes. Please review by Wednesday so we can have it ready for the next board meeting. Cameron has submitted a proposal to maintain our website (yearly maintenance fees) and to build the app store. Discussion took place regarding the need for maintenance. Past performance of using only volunteers took months to integrate changes and updates. Suggested to write requirements and seek bids -Jennifer and Brent will take lead.
C. European Fulfillment Center (Morgan) – Update on project. Wants to know how we are setting up on our API System, Big Commerce or Shopify.
MOTION by Morgan to open a shopify account to serve as our European API System. Friendly Amendment-1 by Linda to add “we use Shopify when are ready to process”. Friendly Amendment-2 by Ira to add “When and if’. FINAL MOTION by Morgan “Open a Shopify Account to serve as our European API System when and if we are ready to proceed”. PASSES with noted opposition with substantial unanimity.
– Discussion: We will still need a contract with the EFC, however EFC will not give us a contract until they know who we are going to use for our API System
– Scott in favor to move ahead so we can start to get bids.
– Ira not in favor of motion. Wants a contract without having to commit to Shopify
– Laurie in favor of motion. It’s an action motion to move us forward.
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– Linda said staff currently looking into other options (i.e. Amazon) to fulfill orders in the UK.
– Chris calls for vote. 2nd by Laurie
D. Meditation Book- Status Update and 35th Anniversary Edition (Linda/Ira) – Meditation book now ready for purchase for your downloading enjoyment.
– 35th Anniversary Edition – Ira brought in samples of styles for the Commemorative Hard Cover ss” Anniversary Book. Suede, Leather and Hardback. Will be the same size as current CA Book. Discussedcosts and sale price of $25. If we sell 500 books at $25 we will make back what we invested in the costs. Minimum order of books is 1,500.
– Question: Do we have a timeframe to complete and how long will it take for printing.
E. e-booklets (Keith/Morgan)-Out of HFC. Updating book and once completed it will be printed in small amounts for inventory and changes will be made available to update e-books as well.
F. IT Report- New Cable Service (Linda} – Waiting on new system installation to take place.
G. Update with the CPA Firm and Bookkeeping (Laurie) – We have a new CPA Firm in place and they are currently working on Financial Statements. Laurie and Scott working on a few action items for the CPA. Financial statements will be completed in about 2 weeks or less. 2 Line Items need to be looked into further (1) Restricted Funds and (2) Unrestricted Funds.
H. Meeting Formats in a Pocket (Richard/Linda) – Want to make it into a portable format very similar to the Newcomer Booklet, the Meeting Format will include H&I information.
I. Petty Cash Policy (Laurie) – MOTION by Laurie to approve Petty Cash policy for the WSO as submitted. 2nd by Scott. PASSED with 1 noted Abstention.
J. Credit Card Policy (Laurie)- MOTION by Scott to accept the Credit Card Policy for the WSO as submitted. 2nd by Laurie. With noted correction to add the word “Account” after Credit Card on line “1” of the credit card policy. FINAL MOTION: Accept the Credit Card Policy, as submitted with noted correction. Discussion took place regarding certain expenditures that may/may not be affected by the new policy. PASSED with 1 noted Abstention.
K. Copier Lease Expiration (April 2016) – No Discussion
L. Office Lease (March 2016) – No Discussion
M. 800 Number – No Discussion
N. Prudent Reserve – Current/Future Policy- Some discussion asking for what restrictions exist on the use for the CAWSOBoard and how much is our prudent reserve (Ans: $50,000)
0. Trademark/”We are here and we’re free” – No discussion
P. In House Convention Registration to replace Regonline (Laurie)- Current cost of Regonline is $5,000/yr. Marius (IT vendor) can build a website to have our own conference/convention processing page/service. That site will link to (ca.org) web site for credit card processing.
- MOTION by Laurie to approve bid by Marius to build and maintain website for conventions. 2nd by Scott. Discussiontook place, call for Vote. PASSED Unanimously.
- MOTION by Laurie to implement and test the feature between September and December 2015 with the rollout to be fully functioning by January 1, 2016, 2nd by Scott. Discussion took place and call for Vote. Passed Unanimously.
- MOTION by Laurie to approve the cost of $150 annually to maintain the site, 2nd by Scott. Brief discussion, call for Vote. Passed Unanimously.
- MOTION by Laurie for the WSO to set up an account with authorize.net or BofA to be used as our credit card processor for conventions, conferences and online store at the cost of $16
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- $25 per month to host the service. MOTION to table made by Scott, 2nd by Ira, Passed Unanimously.
XII. OFFICE DIRECTOR REPORTS
A. DOO Report (Linda F.) – Submitted written & Verbal report (See Committee and ad-hoc reports}.
B. Chair (Richard L.) – Submitted written & Verbal report (See Committee and ad-hoc reports).
C. Vice-chair (Tim A.) – Submitted written report
D. Treasurer (Laurie R.)- Submitted written & Verbal report (See Committee and ad-hoc reports).
E. Secretary (Jennifer M.) – No Report
F. Director at Large (Scott S.) – Submitted written report
G. Director at Large (Jay H.)- No report.
H. Director at Large (Chris) – Submitted written & Verbal report (See Committee and ad-hoc reports). Showed commemorative coin samples and sample of wording and layout of the coin as well as how the purchasing of coins works. MOTION by Chris to approve the cost of $300 for set-up fee to have sampling in various colors. 2nd by Ira. Discussion took place. Called for Vote. Friendly Amendment to put the Trademark in the proper location according to our bylaws. FINAL MOTION: to approve the cost of $300 for set-up fee to have sampling in various colors. He will have designed corrected drawing to reflect the proper position of the ® located in the coin. PASSED unanimously.
XIII. Trustee Reports
A. WSO Trustee (Frank P .) – Submitted written report B. WS Trustee (Ira L.) – Submitted written report
XIV. COMMITTEEREPORTS
A. Finance – Linda & Laurie
B. Structure & Bylaws: Open
C. Convention – Richard, Linda – Final Convention Process & Loss Submitted D. Conference – Linda, Richard and Ira
E. Unity – Jay – No Report
F. Literature, Chips & Formats – Chris: Chris will ask LCF about retaining 1st refusal submissions to the C.A. Book and publication
G. Hospital & Institutions-Tim
H. Public Information – Morgan: Discussion on obtaining approval at Conference to have an online survey.
I. IT- Linda: Will present presentation on Social Media at the conference. J. Archives – Frank P & Linda: Ready for conference
XV. CAWS CONVENTION
A. CAWS 2016- Chicago: Discussion on treasurer requirements for convention B. CAWS 2017 – Seattle: Nothing to Report
C. CAWS2018- Montreal: Nothing to Report
D. CAWS 2019 – TBD: Nothing to Report
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Meeting Adjourned.
Submitted by
Jennifer Molina
WSOB Secretary
Page 4 of 4
Chair Report
August 8,2015
• I continue to read and responded to all e-mails to the WSOB Chair and the DOO. Linda and myself have reviewed, answered and forwarded any/ and all mails from the fellowship.
• Communicate with the WSBT Chair Brian
• I have phone conversations with the WSOT and the WST
• We have a monthly staff meeting with the Office Staff
• I Communicate daily via phone, e-mail and in person with the WSO and its Staff
• Communicate with Pete, Keith and Morgan on options of Fulfillment center
• Communicate and met with the Treasurer and signed and delivered Checks
• Working one-books with Keith and Linda currently available
• Working on the CA Anniversary Special edition
• Been involved with all translation projects.
• Reviewed all office bills and payments (signed all checks)
• Communicate with Yves and Cameron on the New Website./online Store
• Communicate and meet with our in house bookkeeper Frank
• Working on the Pocket size Multi Meetings Formats
• Preparing for the opening report at the WS Conference
Submitted by:
Richard L. WSOB Chair
pg 5
CAWSO – Director of Operations Report
August 8, 2015
- I meet and/or communicate with the WSOB Chair, WSBT Chair, Treasurer, and Paid Bookkeeper daily, weekly and/or when necessary.
- I will continue to work with the Archive, Convention, and Conference committees – via conference calls.
- Office Update:
- Excited to announce that “A Quiet Peace” is available for sale on Amazon Kindle and Barnes and Noble Nook.
- Keith and I continue to work with RR Donnelly on making the Conference Approved changes to HFC
- Chris J and Cynthia C have offered to help us proof and look for errors that happen when converting a PDF to Word documents
- We are moving forward in making the switch from Telepacific for phone and internet to Time Warner Cable.
- I am working with Time Warner to have the switch over by the end of August. However, worst case would be by September is” (due to the conference the first week of September.)
- Telepacific has been notified that we will be giving a 30 day notice as soon as I have an installation confirmation date from Time Warner.
- Telepacific will be notified of a cut-off date as soon as I have a switch over date from Time Warner.
- Royalty agreement for South Africa has been forwarded
- Other Royalty Agreements:
- Currently they are from July 1st to June so” to match our Fiscal Year.
- Going forward for this year … should we do a 6 month agreement and back it up with a one year Calendar Year Agreement?
- Staff meetings are held regularly and we continue to adjust job responsibly and train employees to learn additional skills and tasks.
- I am working on getting bids for the Meeting Format Booklet as discussed at our last meeting
- I need a little clarification – how many formats are there?
- We want to include all the readings?
- Frank Campbell our Bookkeeper will be on vacation from September lih to September so”.
- NADCP- July 25-30
- Return items were received this week.
- Reports from Yves that this was a very good show
- We are finding that many Judges and program are beginning to refer folks to C.A.
- We have received information from over 100 participants.
- CAWS 2015 Conference – is working to move ahead with our new hotel
- Registrations: 96 Revenue: $3,054
- All the updated forms and documents needed by delegates are live on the website.
- You will receive a $40 per prepaid meal allowance for your Conference stay. (Wed. and Sunday are half days so you will receive $160 total for food allowance. – Checks will be available at our next meeting (August 15th)
- There will be a limited number of parking passes this year – I have requested them for our board and staff. They will be given out daily to the Conference Coordinator. Be aware there may not be enough for everyone … however, your parking will be covered on the Master List is you do not receive a pass.
- I am working with Susan, Cindy, and Jay F on securing bids for renting office equipment for the conference.
- The conference will be moving towards going GREEN this year. If you hear opposition – please remind our fellowship this is a cost savings as well as a planet saving step towards our future.
- The conference will be introducing a digital voting technique – which should help save time and allow for better accuracy.
- Ira – the Conference (Pre Con} BEO Meeting will be Wednesday, September 2″d at 10:30 am.
- CAWS 2016 – Chicago –
- Registration forms, and RegOnline are available
- Registrations: 5 Revenue: $825
- I have forwarded CAWS 2016 minutes to WSOB Yahoo.
pg 6
- CAWS 2017 – Seattle – No report at this time
- CAWS 2018 – Montreal – No report at this time
- CAWS 2019 – Sweden submitted their bid and it was disturbed in the Delegate Mailing to date.
Respectfully submitted:
Linda L Francisco
Director of Operations
pg 7
WSOB- Vice Chair
August 5, 2015
The following are the activities I have performed since our last meeting
• I participated with H & I on the phone conference and discussed the different sub-committees work. Unfortunately no one could access the conference pass-code
• Kept in Communication with the WSOB- Chair, trustee and DAL ( Chris )
• Participated in the Orange county area GSO.
Thank you for letting me be of service
Gratefully,
Tim Andre
pg 8
WSOB Treasurer’s Report
AugustB,2015
• I have been in communication with the Chair, DOO and the bookkeeper. I have reviewed all outstanding payables and signed outgoing checks.
• The quickbooks file has been sent to the accountant and I am waiting for the draft financials from the accountant to be reviewed by finance committee and board prior to presentation at conference.
• CAWS2015 Convention – We are waiting for the commission check from Harrah’s in the amount of $21,815.35 which will be put into the operating account. All other convention funds were transferred to other accounts per the motion passed at the last meeting.
• We set up and implemented the new paid time off policy with Bank of America. There will be no additional cost for B of A to do this.
• There were a few other adjustments made for the year end financials which changed the final net income for the fiscal year end 2014-15 – net income is now $59,147.87
• Attended several finance committee conference calls and personal meeting with Scott S. during the month (see separate finance committee report).
• I am working on my slides for the opening report on the finances. Hope to have to have that completed by our next meeting.
• Attached are the following reports:
Balance sheet as of August 4th
P&L for Operations only for the month of July 2015
Year end package of CAWSO financials for 2014/15 fiscal year.
ILAS,
Laurie Rossi
WSOB Treasurer
pg 9
CAWSO
Director At Large
Report for August 8, 2015
Tasks Completed
1. Attended the meeting of the WSOB on 7 /18/2015.
2. Reviewed updated motions with Laurie.
3. Telephone calls with Treasurer and CPA regarding financial statements.
4. Met with Treasurer to review motion on new “back room” for website, accounting matters on CAWSObooks, and internal control matters.
To Do:
1. Many projects completed. See Finance Committee report for more details.
2. Finish working with Treasurer and CPA to get financial statements completed.
3. Work on project examining CAWSO minutes and procedures to collect for Board review.
Sincerely,
Scott W Stevenson
8/072015
pg 10
WSOB DAL Report
8/8/15
• I have talked about archives with WSOT
• I have a sample of the new CA coin for discussion and or approval.
ILAS Chris Jacques DAL.
pg 11
WORLD SERVICE TRUSTEE REPORT for the WORLD SERVICE OFFICE BOARD MEETING AUGUST BTH, 2015
Since the last meeting of the ~!SOB on 7 /18/15, I have performed the following:
• Participated in all Trustee business in including calls, texts and e-mails as necessary for discussions on matters with fellow Trustees and grounded former Trustees.
• Communicated directly with the WSOB Chair, Richard Leve, on continuing issues like the new website, the EFC, and new projects that the WSO is already working on or considering for the future.
• Continued to be in contact with Sandra Paulo in the office of our C.A. attorney, Berney Gans, to discuss the ongoing negotiations with CA Accountants of Scotland. The latest update being that it has been confirmed that Chartered Accountants of Scotland has withdrawn their opposition to our filing of the EU Trademark for C.A. Now, C.A. can and Vt-ill move forward with our previously contested filing.
• Worked with WS Convention Committee Chair, Stu E., and other committee members, to obtain the 2015 Guidelines and approve them for sending to Linda F. at the WSO, in order to be distributed at the 2015 WS Conference,
• Participating in the 201′) WS Conference discussions on on-site decisions and voting on issues like the Kick Off Dinner on Wednesday night.
• The 2016 and 2017 Conventions continue to be on the radar and I have read committee notes and been in discussions recently with different Convention Committee members regarding the continuing process.
pg 12
• Visited the Narcotics Anonymous World Service Office in Chatsworth, CA on Wednesday, July 29th. I was very grateful to receive a VIP Tour and had discussions with Staff there on issues like Distribution Centers, Translations, Book projects, warehousing, prison letters, and order processing. I also purchased a special edition NA Text to show to the WSOB.
• I continue to learn numerous lessons on the spirituality of service work and am very grateful to have this opportunity.
ILAS,
Ira M. Land, World Serv’ce Trustee
Lead Negotiator, Trustee Negotiating Committee
pg 13
Frank J. Pappano -WSOT – Monthly Report to the WSOB– from July 18th,2015 to August 8th ,2015
- The following are the activities and duties I have performed since the last WSOB board meeting July18th, 2015:
- Communicated WSOB matters to the WSBT and vice versa.
- Participated in various WSOB & WSBT online business
- Participated in various WSOB & WSBT phone discussions
- Presented a written Overview of the WSOB July board meeting, current Reconciled Financials and Individual Board Member reports to the WSBT Board members.
- Met with DOO and WSOB Chair to discuss various business matters.
- Met with Archive committee and prepared items for Conference, also participated with online Archive business.
- Participate in ongoing discussions with Laurie WSO Treasurer.
- Spoke and met with my Mentor and Buddy to discuss my progress and ask questions.
Thank you for allowing me to be of service
Frank Pappano, WSOT
pg 14
CAWSO Finance Committee
Monthly report
Meeting of August 8, 2015
Committee members:
Laurie Rossi -Treasurer CAWSO
Scott Stevenson – DAL CAWSO
Tasks started since last meeting:
1. Reviewed during teleconferences and in person meeting:
a. Discussed possible changing distribution of duties at WSO to promote better internal control and responsiveness. Will prepare list of responsibilities for one office staff person to be the coordinator and primarily responsible for the conventions and conference.
b. Discussed new methods of handling online merchant activities and acquiring three bids. Obtained 3 bids for building of new website for ca.registration@ca.org to replace regonline. Motions to be made:
1. Motion to approve the bid from Vellarus to build the new website at the cost of $1,000.
2. Motion to implement and test the feature between September and December 2015 with the rollout to be fully functioning by January 1, 2016.
3. Motion to approve the cost of $150 annually to maintain the site.
4. Motion for the WSO to set up an account with authorize.net to be used as our credit card processor for Conventions, conferences and online store at the cost of $25 per month for authorize.net to host this service.
c. Finalized credit card policy and petty cash policy. Attached and ready for motions to the board for approval.
1. Motion to approve the credit card policy for the WSO.
2. Motion to approve the petty cash policy for the WSO.
Tasks to be done:
1. Review and prepare report on Prudent Reserve policy and procedures.
2. QuickBooks setup for new fiscal (calendar} year.
3. Budget breakdowns to fit into new method of QuickBooks budget input.
4. Paid Time off policy review and implementation (update) policy for new paid time off requirements. Note: CA state law put this requirement into place 7 /1/2015.
5. Continue review of minutes, motions, and other documents to determine what the complete finance policies are for the WSO.
Respectfully submitted:
Scott Stevenson
Laurie Rossi
pg 15
Outline
Petty Cash policy
Cocaine Anonymous World Service Office, Inc. (“CAWSO”) policy for the establishment, use and management of the petty cash fund maintained at the CAWSO office.
For small purchases that must be paid immediately CAWSO shall maintain a petty cash fund on site for the use of the office staff.
1. The total amount of petty cash shall be no more than $500. This amount will be represented in the petty cash box by the sum of cash and receipts.
2. The petty cash shall be assigned to the control of one individual (custodian). A locking box of a size that will contain cash (bills and change) and receipts will be used. There will be no more than two keys and one shall be held by the custodian. One shall be held by the bookkeeper. No one may open and/or use the petty cash other than the custodian or bookkeeper.
3. No payments of petty cash will be made without a receipt or statement from the payee. A receipt book from a stationary store may be used for certain payouts where an issued invoice/statement is not available. Reimbursements to anyone must be in a CAWSO approved format.
4. Expenses that may be paid out of petty cash are as follows:
a. Postage and/or shipping.
b. Small amounts of office supplies where a need exists that cannot wait until a more complete purchase is made from CAWSO suppliers.
c. Company meals where it is necessary for the staff to be present and available for work during the normal lunch or meal time.
d. Fuel reimbursement based on mileage only. A mileage reimbursement form shall be used and reimbursement shall be based on the annual optional mileage allowance as stated by the Internal Revenue Service.
e. Other small purchases that cannot be delayed until a check can be procured.
5. Some of the expenses that may not be paid out of petty cash are as follows:
a. Any employee personal expenses unless a reimbursement under the procedure above. b. “Gas money”. Fuel shall be reimbursed using the IRS promulgated rate only upon
receipt of the proper documentation.
c. Compensation of any sort. No “under the table” payment in exchange for services is allowed in any amount for any purpose.
d. This list should not be construed as all inclusive. Petty cash disbursements should be limited in all cases.
6. The bookkeeper and custodian will prepare a count of the cash and receipts at the end of every month. Each shall initial the sheet which will be maintained in a file labeled Petty Cash reconciliations. All discrepancies shall be noted and resolution of any shortfalls must be made within a week of discovery.
pg 16
Outline
Credit Card Policy
Cocaine Anonymous World Service Office, Inc. (“CAWSO”) policy for the use of bank issued credit and debit cards in the name of Cocaine Anonymous World Service Office, Inc.
1. One bank issued credit card shall be issued in the name of CAWSO. The limit shall not exceed $20,000.
2. Under no circumstances shall any debit cards be issued on any of the CAWSO managed bank accounts including convention accounts.
3. The credit card shall be kept in a locked cabinet/safe on the CAWSOpremises until needed.
4. The existing CAWSO spending policies must be followed when using the credit card except where allowed specifically by Board action.
5. Credit card purchases are limited to those that require the use of a credit card such as:
a. Travel (airfare, transportation at site paid in advance)
b. Hotel (where master account is not used).
c. Large online purchases when the price of the good(s) purchased is the lowest.
d. Other significant or required purchases/expenses so long as presented to the CAWSO Board for approval prior to use. Note: these may be cases where CAWSOdoes not have sufficient trade credit to purchase and pay by check-the preferred method.
6. Credit card balances are to be paid in their entirety on or before the due date to avoid finance charges.
7. The credit card shall not be used for:
a. Any employee personal expenses of any sort.
b. Meals and/or entertainment purchases. This includes employee meals while at work, however, see also Petty Cash policy.
c. Conference or convention purchases unless these meet the requirements of section S(d) above.
d. Office supplies. Computer software. Unless they must be purchased online and meet the requirements of section S(d) above.
e. Shipping or postage unless vendor is unwilling or unable to accept CAWSOcheck. See also Petty Cash policy.
f. Regular recurring charges, such as monthly service fees. These may be added to the appropriate bank account when needed.
8. All credit card purchases must be appropriately documented with receipts that specifically state the nature and amount of the expense(s) as well as the accounting code(s).
pg 17