OPEN MEETING – Meeting was called to order by Chair Tim A. at 9:05 AM

SERENITY PRAYER – Led by Tim A.

TRADITION -9 – Read by Yvette H.

CONCEPT -9 – Read by Kevin M.

BIRTHDAYS

ROLL CALL & QUORUM DETERMINATION

Present were Tim A. (Chair), Alesia F. (Vice Chair), Linda F., (DOO), Randy M. (Secretary), Allison M. (Treasurer), Kevin M. (WSOT) and Yvette H. (WST).

Quorum is met.

Guests: None

CHAIR ANNOUNCEMENT(s)-

1. We have 3 Director at Large positions open we need to fill ASAP

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 7/19/2017 – MOTION to approve the minutes with one correction from July 22, 2017 made by Linda F..; seconded by Alesia F.. Motion passes unanimously.

SEVENTH TRADITION –

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted

Comments:

• Conference preparations are still ongoing
• Archive Committee came yesterday to pack boxes with items headed for conference.
• Included three bids for transportation of the WSOB equipment to the conference.
• MOTION to use Wins for $495 to transport office equipment to and from the conference to for World Service office made by Linda F.. Seconded by Kevin. Alesia speaks to the motion so that we don’t have to be the packers, etc., which could add liability. Motion passes unanimously.
• 150 attendees at this time; not sure what that means for income.
• Office will be hosting an Open House for the delegates and visitors who would like to visit the office.
• Tim A. – we’re paying office employees to attend the conference for the Office Store. Is that a good idea? Linda explains that during breakout sessions is our best sales day. On non-conference afternoons there is a lot of traffic. Kevin suggests that we start Wednesday evening, and would be on the floor until the next day noon. And the rest of Thursday and the rest of Friday is filled with other events. Friday, Thursday is committee work. He thinks we should only be selling stuff Thursday afternoon, if sales is slow. Alesia F – she disagrees. A lot of people will be there Wednesday. What was last year’s revenue? Linda thinks we did close to $500 per day for three

pg. 2

days. Linda feels there is benefits when you compare costs vs. revenue. Linda discussed various advantages. Including taking orders and selling unsold items. Kevin thinks Alesia’s point of Wednesday is a good one. Linda clarifies they would be here in any event. Cost is somewhere in the $250 / day range, and we’d be paying them anyway. Yvette – some members wanted staff there over the weekend. Maybe we have fewer office employees during the week, and then have one come in over the weekend. (One off on Thursday but can come in on Saturday. Linda states there is not much worth it on Saturday when there is conference session. Tim says there are lots of sales during conference breaks. It is not a good time during committee work. He agrees with Wednesday and Thursday during session. Alesia – she knows it can get busy at times. And we want some of this stuff to go. The hours on Friday would be worth it. We can even handle orders on Friday. Linda’s instructions are to have orders in by Thursday and they can be filled on Friday. Linda suggest to leave it the way we have it, and keep track of sales, so we can review this again next year.

• Seattle – Linda will defer to Treasurer for this report.
• Montreal has 14 registrations.
• Sweden has selected their chair.
• Sent out the Newsgram for review.
• MOTION to accept the Newsgram with changes she sent to Heidi made by Linda F..; seconded by Randy M. Motion passes unanimously. Kevin, can you alphabetize the Trustees there should be corrected.
• She made a copy of after conference referrals and there are some for the WSOB

Questions:

• None.

DIRECTOR REPORTS

Chair – Tim A – written report submitted

Questions:

• None.

Vice Chair- Alesia F – written report submitted

Questions:

• None.

Treasurer – Alison M- written report submitted.

Comments:

• At the trustee meeting, they were asking about the taxes. Discussion about the tax filing; the miscommunication regarding the filing. Other people got involved and contacted Mark. She discusses her conversations with Tim. Mark Phelps has all the answers he was looking for so he can complete the filing. We wanted the filing here today so we could get it signed; Linda and the office are assisting Mark to get it complete. New software he got required a lot of reworking. She gives him benefit of the doubt. Kevin Makes a MOTION that we don’t use Mark Phelps again as tax preparer. Seconded by Yvette. There have been too many things that have gone on, too many excuses. Yvette H. – She speaks to the motion. Alesia – she though we already discussed this issue. Allison thinks we agreed to continue with him, though. Tim speaks about the positives. He talked about an issue Mark had had with Scott. Talks about some problems that Mark has brought to our attention and corrected. He’s been doing a lot fixing things that he is not charging us for. Kevin Makes a motion to table the motion. Seconded by Alesia. Tim discussed additional history with Mark Motion passes unanimously. Linda further discusses Marks contribution to the QB set up and line item numbers. The account was set up with old numbers.

pg. 3

With the new system, the old numbers come in, and with the change in numbers it created a nightmare for Mark to find all the new accounts. Allison also discussed how she wasn’t provided with the information that all of these changes were made. Yvette is asking if we will get the tax filing before conference. Tim states this should not be such a big deal as the prior accountant had not filed for 5 years.

• Allison discusses the need to ask the Trustees for authority to transfer money from Savings into the operating account to handle expenses for the upcoming conference. She discusses the checks that need to be signed and sent. She agrees with Linda about the amount. The amount is $32,000. We have $51,000 in the savings. The Seattle Convention will replenish (abot $102K) this transfer. MOTION to request the Trustees to approve a transfer of $32,000.00 from the CAWS Savings account to the operating account made by Allison M.. Seconded by Linda. Alesia F. asks what is left. Allison says we have $51K. Motion passes unanimously
• She will be doing a power point presentation. She will be sending it out to review for feedback.

Questions:

• Kevin – clarifies the “accrual” basis. Are the checks written represent the amount she is requesting? Yes, they represent $25K Expenses form Seattle; Expenses from drug court; expenses form the office; CAWS 2017 has not yet been closed, so we don’t have that money yet. Allison feels comfortable with $32K which covers everything. Linda speaks about future expenses as well.
• Yvette – agrees with the transfer. It will take time to get an additional transfer. It needs to be done now. Allison reiterates the money will be returned once the convention money comes back.
• Kevin – in the normal course of things, when the convention is in May, how much of the proceeds go into operating funds. Allison: $10 – $15 K . Kevin asks about outstanding convention costs. Linda explains the expenses for the convention which come out of the office operating budget.
• Kevin – what was the rule for what portion of the convention proceeds goes into the operating account? There is no set number but usually a recommendation from the treasurer.

Secretary – Randy M – written report submitted. Questions:

• None.

Director at Large – Open

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M – written report submitted.

Comments:

• Not a lot of committee activity during this month. Trustees will ask again about the translation policy review.
• He needs quarterly reports today.
• A request for a substantial amount of financial information from our Treasurer. She also has to address the conference (the Trustee treasurer)

Questions:

• Tim is asking what specifically the trustees are asking about in the review of the translation process. Kevin – specifically the proof reading firm (Kern) which doesn’t appear to be working – Kern does not pick up the response comments from the area. Seems the path of the local area to Kern and then back is the problem. Linda – once it goes back to the local after Kern, it doesn’t

pg. 4

have to go back to Kern. There doesn’t need to be another level. The process needs to be looked at on a communication basis. (Is the communications process that is set in place working?) She is not aware of any comments being sent back to Kern. Kevin – you need to talk to Suzanne and to Yves. Tim – this should be brought up in the Board to Board meeting. He will bring it up there. Question to Yvette: is Kevin’s assessment of the boards question correct? She says “yes”. Maybe it should be an LCF conference committee. Should there be a conference committee specifically handling translations? Alesia F – she thinks a couple of months ago someone had worked on the translation. Linda had said that someone should be specifically selected to work on this issue.

Tim – if he remembers, it was a couple of months ago. Kevin – the idea was to have an additional or part time employee deal with special projects, where they could just concentrate on translations. Perhaps we need that. Linda said we had that at one time, but we had to let that person go. Alesia – wants to clarify that she was only talking about the translation idea. Yvette, maybe the answer is an “ad hoc” committee to address the translation process. Tim – who could put in a referral to the WSC to add a committee or an ad hoc committee? Tim and Yves were talking about a conference committee – translation and publishing. Kevin is trying to get European representation on the WSOB. Tim thinks the WSO is already busy – this shouldn’t be added to the plate. Kevin still speaks to the WSO employee idea. Linda agrees with Tim. There is not enough day to day work to keep an employee in the office busy. Maybe after a WSC committee is set up we can look at adding an employee.

WS Trustee – Yvette H – Written Report Submitted

Comments:

• She reports the Sweden contract that was signed and sent, and then they needed a hard copy, and so she sent that. Then, there was some issue that came up and now she has to sign again. Johan will hand carry a hard copy to the conference for her to sign. She is reviewing the new contract. Kevin – there is no deadline to be signed? Tim: Yes, there is. Kevin M.: We don’t want to miss it. Yvette can email the signed form in order to meet the deadline. (Needed to have the Hotel Liaison signature on the form). Kevin is concerned about missing the deadline for return of the contact; that we can be sure to get it to the hotel on time. Kevin recommends we have Johan send to us via overnight and send back via overnight delivery so that there is no “voiding” the contract because we missed the deadline. Tim – ask David to copy you to confirm that they will honor the signatures they have already received. Yvette will follow up.
• The retreat we will be planning for the WSOB in October. We could do it on the same day as the October WSOB meeting. Joseph and Mary center in Palos Verdes were recommended by tom P. Looking for a facilitator for team building. October 21st – Yvette is out of town. Looks like October 28th.

Questions:

• None.

COMMITTEE REPORTS –

Finance – Alison M- written report submitted.

Comments:

• Budget submitted to the delegate mailing.

Questions:

• None

Structure & Bylaws – Randy M. – written report submitted.

Convention – Tim Andre -No report.

pg. 5

Conference –Linda and Alesia

Comments:

• They just had conference call to go over last minute items. Everything is ready to go. One more wrap up conference call tomorrow. The committee is ready to go. Meeting Wednesday at 6:30P for Chairs and Secretary’s.

Questions:

• None.

Unity – Alesia

Comments:

• Finished up the guidelines and one person submitted artwork for Celebrate Around the World.

Questions:

• None.

Literature, Chips & Formats – Kevin M.

Questions:

• None.

Hospitals & Institutions – Tim A– No report

Questions:

• None.

Public Information– Alison M.

Comments:

• 40 requests for starter kits. We need to get information back from requestors on their meetings / locations, etc., in order for them to get a starter pack. (That’s how we make sure we are not juste sending a starter pack to some government bureau or contractor. Linda describes how we provide information through Drug Court event. (Since there are no addicts that attend, normally) 19 starter packs have been sent out. Tim – do we send the Trustees a report on these requests? Yes, she sends reports to the trustees. Tim’s concern is that we send out starter kits which cost money, who is receiving these? Kevin – understands Tim’s concern. The professionals should not be getting these. Linda says they are not sending to the professionals. The local area trustees are supposed to be notified about who is receiving these starter kits. Are the Trustees being notified? Linda says we are just starting that process now. Tim was not copied on any of these. Please add him to the distribution.
• Kevin – when we are contacted by people who get our contact from the Drug Court, there is still literature we can send out to these people.

Questions:

• None.

IT – Randy M – no report.

Archives – Yvette H. – no report submitted

Comments:

• Submitted Archive report to the trustees but not to the WSOB.

Questions:

• None.

pg. 6

CAWS CONVENTION REPORTS:

1. CAWS 2017- Seattle – Final accounting is still closing out. We are still waiting for RegOnline to complete. Linda thinks we can close this out before conference. Trustees are interested in this being completed. Kevin – how do we normally do this? At what point is the money divided into operating costs versus operating. He thinks it’s odd that the trustee’s do not have input on how the money is divided. (Between Operating and Savings Accounts)
2. CAWS 2018 -Montreal – Robert F. – The committee is Meeting Monthly. Meeting is on Monday and we have minutes from the last two months. In English and French.
3. CAWS 2019 – Sweden –Johan T. just discussed contract.
4. CAWS 2020 – Austin – Susan L. – contract is already done.

GUEST REPORTS:

• None

ONLINE BUSINESS:

Check Request -003 for $1600

MOTION to accept the results of the online vote for Check Request $660 was made by Randy M..; seconded by Linda F. MOTION passes with substantial unanimity.

UNFINISHED BUSINES

1. Process and procedures updated in the book – book is not done due to the convention and conference activities.
2. Employee Handbook updated – book is not done due to the convention and conference activities.
3. CA German Book Trial with Germany – this will be discussed at the Board to Board. Tim discusses his concerns about accountability. Kevin states there is a letter to Germany regarding these–The Germans sent a proposal and the trustees sent back the letter to Germany with the proposal. See the WSOB report from last month.

NEW BUSINESS:

1. Office assignments
   1. Electronic Meetings -goto meetings Kevin reports progress. License questions. Kevin believes one meeting at any time. How many people can attend these meetings? This depends on the package selected. How many meetings can run concurrently? Only one at a time. Can we Skype in a DAL from Europe? Yes. Alesia – She’s confused. Did we not discuss this with Jay Finesilver?
   2. Financial Guidelines past The financial guidelines are on the flash drive from the last conference. Tim wants Allison to go to the guidelines that Tom P. prepared that outlined what the bookkeeper is supposed to do, the DOO is supposed to do and the treasurer.

1. Slate for WSO Trustee We need to put a slate in. We will send in a slate with Randy M. and Tim on it.
2. Opening Statement for Conference – Randy needs to add text of the referrals to the report. Linda to get me text; Randy will summarize referral discussion and state our response.
3. Board to Board Meeting –the Board to Board is next Sunday August 27th at 3:00PM
4. New Referrals – WSOB has received eight new a.
   1. WSOB 2017-1 –

pg. 7

b. WSOB 2017-2 –

c. WSOB 2017-3 –

d.     WSOB 2017-4 – Thank you for your referral. We revise the Newcomer pamphlet prior to each new printing, including this suggestion.

e. WSOB 2017-5 – Stems from the same issue with the Europeans. The European’s want to have permission to do their own pamphlets, their own keyrings, medallions and books under Royalty agreements. Tim – how are we going to maintain unity? How are going to maintain standardization. Kevin’s recollection is that books were not part of the discussion. Alesia – this goes back to our literature. This has to be approved by the WSC. Who is to monitor consistency of the literature? Kevin speaks to the added costs for the European regions getting literature. Alesia understands the hardships that everybody is dealing with it. The areas do what they can to raise money for the chips and literature. Linda – she thinks there should be a single, European point of contact for this. Yvette points out that something needs to be done. Kevin, is there a different mold for each chip, for each language? Yes. Kevin – There is no way the WSOB can keep track of all of these areas . Thank you for your referral. We are open to suggestions from the WSC on how this area should be addressed. WSOB and WSBT will address.

f. WSOB 2017-6 – Discussion revolving around the third party recording vendor and how they would be paid for these downloads? Kevin will write a response and get to the secretary.

g. WSOB 2017-7 – There does not appear to be any action that is being requested of us at this time.

h.    WSOB 2017-8 – Thank you for your referral. The WSOB will work on this request during the upcoming year

i.

NEW Business:

1. Kevin – Our Yahoo! Group storage is out of hand. There needs to be better organization of the WSOB group.
2. Kevin would like to know what the office back up procedure is? What are the policies for archiving and backing up WSO files? Linda says we back up every night. Linda will ask Marius about procedures for back up.
3. Alesia – there is no clear definition on what qualifications are DAL position? We had discussions about this before and nothing has changed.

EXECUTIVE SESSION – Group Inventory – Yvette

1. Perhaps she can send out question to each of us to include for the group inventory for the outside

NEXT MEETING(s) – September 16, 2017 at 9am

Motion to adjourn at 12:10PM made by Linda F..; seconded by Randy M.