Minutes of the Meeting of
CA World Service Office Board of Directors
August 9, 2007
I. Opening. Meeting called to order with the “We” version of the Serenity Prayer at 7:00pm by Chair, John B.
II. Tradition 10 read and by Willie B. and brief discussion ensued.
III. Concept 10 read by John B. and brief discussion ensued.
IV. Birthdays—none.
V. Roll call and Quorum Determined
A. Voting Members Present: John B. (WSOB Chair), KathyJo Rangno (WSOB Vice Chair), Tom P. (WSOB Treasurer), Teresa Neighbors (WSOB Secretary), Earl Henderson (WSO Trustee), Hayward Hunt (WS Trustee),Willie Bailey (Director at Large (arrived late—7:45pm), Patty Flanagan (WSO Paid Director, Director of Operations), Robin Long (Office Manager)-no vote. A quorum is established.
B. Voting Members Absent: Director at Large (vacant).
VI. Guests Present: John W. (arrived at 7:52pm)
VII. Approval of the previous meeting’s minutes
A. Motion made by Willie B. to approve the minutes from 07/26/07 meeting, seconded by KathyJo. Vote taken. Motion passes.
VIII. Guest Reports-moved to after break
IX. Old Business
A. On-Line Business-reviewed per Agenda.
B. Conference Presentation
1. Looked over slide template and discussed the group presentation
2. All Directors need to get their topics to John B. ASAP so the slides can be completed
C. HFCII—FINAL draft/printed copy handed out. Patty made motion to accept this draft as the final draft to be published. Motion seconded by Earl. Much discussion ensued, followed by a break to allow for final review of the draft. Vote taken. Motion passes.
D. Paid Director Evaluation–
E. CAWS 2010 Hotel Contract-Hayward sent the contract out to us via e-mail this past week for our review. Hayward made motion to approve the CAWS 2010 Contract with the Milwaukee Hilton. Seconded by Earl. Vote taken. Passed unanimously.
X. Office Report
A. Patty and Robin Submitted verbal report
1. Working diligently on preparation for the Conference. The Office is filling up quickly with materials for the Conference and will not be available for the WSOB meeting next week.
2. HFCII—much discussion.
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3. Patty discussed her job-description and review-spoke to her work with HFCII and CAWS 07-08 and 08-09.
4. There are issues with the website that need to be fixed/addressed, such as literature and also the ordering system has glitches. Tom and John B. will lead a task force to look into this.
5. Met with John B., Tom, Earl, Oliver and Robin to go over financials over the weekend.
XI. Treasurer Report
A. Tom submitted written and verbal report
1. Financial condition of CAWSO is good. Operations for the year resulted in revenues in excess of expenses in the amount of $14,660.
2. Overall, actual expenses were 98.3 % of budgeted amounts, a savings of $9,700 and revenues exceeded budget by $4,900.
3. While year end results are satisfactory, the office and the board were challenged throughout the year since revenue events were unpredictable and without late June 7th tradition receipts and a very successful auction at the convention, a loss of fifteen to thirty thousand for the year was a very real possibility.
4. The Committees have all pretty well stayed within their budgets as have almost all of the Trustees.
5. Treasurer offered deep congratulations to Office for work well done.
XII. Director Reports
A. Chair—John B.—no report.
B. Vice Chair—KJ submitted written and verbal report
1. Shared about her recent vacation and attending C.A. meetings and the inspiration of seeing C.A.’s openness in “And all other mind altering substances.”
C. Secretary—Teresa N. submitted written and verbal report.
1. NewsGram—submitted rough draft to WSOB for review.
2. Motion made by Willie B. to continue the meeting past the normal time to close. Seconded by Earl. Vote taken. Passed.
3. Drug Court—continue to work on the follow-up
4. LCF—now that HFCII is completed, working on projects for the Conference.
XIII. Visitor Reports
A. John W.
1. Discussed Unity Committee
2. Discussed work on translation work
3. Will not be at Conference as a Delegate or Alt-Delegate. Will try to be at Conference as much as possible.
XIV. Director Reports, Cont.
A. Director at Large– Willie B. submitted written report
B. Director at Large—none-vacant.
XV. Trustee Reports
A. WSO Trustee–-Earl H. submitted written and verbal report.
1. Posted May and June minutes from the WSOB for the WSBT
2. TEC process has been finalized
3. Motions passed at the WSBT to approve the Translation Policy and Vendor Lic Policy.
4. Quarterly reports due no later than August 17.
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B. WS Trustee—Hayward H. verbal report.
1. Submitted Convention contract that the WSOB passed today.
2. Working with KJ on items to bring next week.
XVI. Seventh Tradition taken
XVII. Committee Reports
A. Finance: Tom, Earl.– we have a great committee this year with serious and challenging work in store.
B. Structure & Bylaws: John—it’s going to be a big year.
C. Convention: KJ, Patty—nothing.
D. Conference: Hayward, Robin—we are having a meeting this week.
E. Unity: Willie—luncheon for the Conference is planned. Each area in the PS Region donated to cover all of the cost this year. Made contact with David B. and will be passing the baton at the Conference.
F. Literature, Chips & Formats: Teresa—already reported. The Committee is pleased that all of the SR14 documents were sent in the subsequent mailing.
G. Hospitals & Institutions: Hayward—no report.
H. Public Information: Willie—There was a request sent out over internet for volunteers to tally the surveys. Patty: We have a database program that can do that for you. Willie: thank you.
I. I.T.: KJ—no report
J. Archives: Patty—spoke with several members of the fellowship that are concerned with ensuring that this project does not fall through. Tom: the Committee has submitted a budget to the Finance Committee.
XVIII. CAWS 2008, Salt Lake City
A. We now have a registration form. KJ pointed out items of concern on the form (the “early signup package” special is more expensive than buying each item separately) and Patty noted that the treasurer has not substantiated any of these items/amounts. Earl found typos. We need to make a decision now so that this form can be avail for Conference. Discussion ensued. Patty will take back to committee and then bring to WSOB.
XIX. CAWS 2009, Denver
A. The Chair and the treasurer had multiple conversations with Patty in an attempt to substantiate their registration form and their budget which she helped them to adjust more appropriately.
XX. CAWS 2010, Milwaukee
A. Hayward: re: Hotel contract—there is no rebate on the rooms—would like to see a rebate. Discussion ensued regarding what we should offer/deal with the hotel. Hayward will take back to Hotel.
XXI. New Business
A. Final Financials: Tom made motion to approve financials submitted tonight as those that will be submitted at Conference. Seconded by Patty. Discussion ensued. Vote taken. Passed.
B. KJ made motion to cut a check for $600.00 to the travel agency (Valley Travel Group) for the cruise as a final payment for the auction item awarded at CAWS2006. Seconded by Tom. Patty: I need an invoice from the travel agency before I can issue the check. Discussion ensued. Vote taken. Motion passes with minor opposition and one abstention.
C. Next meetings—Next meetings to be August 16 and at Conference.
XXII. Motion to Adjourn made by Tom at 11:30pm. Seconded by Patty. Passed unanimously. Closed with the Serenity Prayer.
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