WORLD SERVICE OFFICE BOARD Minutes
December 11, 2008
SERENITY PRAYER
TRADITION 9—CA, as such, ought never be organized; but we may create service boards or committees directly responsible to those they serve.
CONCEPT 9 – Good service leadership at all levels is indispensable for our future functioning and safety. Primary world service leadership, once exercised by the founders must necessarily be assumed by the trustees. Engaging discussion followed.
BIRTHDAYS – None
ROLL CALL – John, Taffy, Teresa, Tom, Willie, Yvette, Richard, Hayward.
QUORUM DETERMINATION –quorum established
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –Teresa made motion to approve minutes of Nov. 13, 2008, seconded by Richard. Motion approved Unanimously with minor modifications to draft.
GUEST REPORTS – none.
ON-LINE BUSINESS – none.
OLD BUSINESS –
A. Motion to approve pre-convention memorabilia items. This item is addressed and will be removed from old business.
B. WSOB Officers-board discussed filling Secretary position from existing board and from possible candidates who are considering submitting resume’s. Discussed using recording secretary along with current board member. Willie nominated Yvette H. and Richard L. as candidates for Secretary. Seconded by Hayward. Motion made to close nominations by Willie, seconded by Teresa. Board selected Richard to be Secretary.
C. Director openings/resumes-Extensive discussion took place with respect to Chair and Treasurer positions for future transitioning purposes and to properly fulfill this board’s purpose in serving the WSBT and the fellowship.
BREAK-8:20
D. PO BOX see DOO report
D. CA.ORG in Spanish-no report
E. Update on Referrals VC
OFFICE DIRECTOR REPORTS
DRPD-written report submitted
1) permission to use “How it works” conversation–issue with AA General service office over modifying “cocaine, cunning, baffling, powerful” to cocaine and all other mind-altering substances, c, b, p”. Challenge to get approval from AA Intellectual Property currently, needing to have original approval documents. Much discussion about finding this document took place. Considered, CALA archives, Ray G., corporate counsel and past trustee members. Concluded to move forward with gaining necessary approval.
2) meditation book-still looking forward to having a draft to trustees for May, 2009.
3) Gave first draft of job descriptions and DRPD employment letter in order to satisfy request from WSBT for organizational info.
Director of Operations- written report submitted
1) Hard drive crash early December. Received proposal for IT support from Anthony G. of RemoteTechs for ongoing services…represents about triple cost of previous servicer. He comes with recommendation from PSR trustee, Taffy satisfied with efforts. Taffy would like to have a recommendation for a new service provider at next meeting. Put out word that we are looking for IT support.
2) Presented preliminary info on upgrading office computers.
3) Inventory count will take place at year end.
4) Taffy made motion that all prices on sales of case books (5 cases and above) be open for negotiation by DOO. Seconded by Patty. Friendly amendment that any negotiated sale be reported to board made by Willie and accepted. Motion passed with substantial unanimity.
5) Trustee payments are being handled differently, expense reports are being assigned an invoice # by DOO so that duplicate payments to trustees will be flagged by QuickBooks.
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6) Staff, closing on Christmas and day after Christmas. Motion made by Willie to grant day after Christmas off as a paid day off. Second by Tom, passed unanimously. Motion made by Patty that 2nd of January the office be closed if inventory is completed, second by Taffy. Motion made to extend time period to complete critically necessary business, seconded and approved. Discussion continued. Both motions carried unanimously.
7) Employee benefit costs are rising. Discussed possible alternatives and solutions. Taffy will continue working close with Richard to explore.
8) Delegate mailing. Board considered info available to include in mailing and determined that best target to send out mailing is
Jan. 9 or sooner. Motion made by Patty that we create a notice to delegates intending to reduce costs of mailing by sending hard copies in response to requests based on survey to be created by office. Second by Taffy, passed unanimously.
9) Organizational flow chart submitted.
DIRECTOR REPORTS
Chair – John-no report but he’s been busy.
Vice Chair –Teresa written report submitted. Highlighted referral grid and e-mail guidelines and CAWSO office structure guidelines
Treasurer – Tom written report submitted.
Secretary – Richard no report.
Director at Large – Yvette no report.
Director at Large –vacant
TRUSTEE REPORTS
WSO Trustee –written report submitted, discussed consolidating bank accounts under one branch manager.
WS Trustee – no report.
SEVENTH TRADITION
COMMITTEE REPORTS
Finance – Tom, Willie
Structure & Bylaws – John, Teresa-
Convention – Patty, Yvette
Conference – Hayward, Taffy
Unity – Willie, Yvette
Literature, Chips & Formats – Patty
Hospitals & Institutions — Hayward
Public Information –Richard
IT –John
Archives — Patty
CAWS 2009 Denver –motion made by Patty and seconded by Yvette to accept “principles” artwork substituting our principles for the principles submitted. Passed Unanimously. Motion to allow item standard convention logo, “item #1” made by Patty, seconded by Richard. Passed Unanimously. Motion made to accept “tour concept” artwork made by Patty, seconded by Richard, with Az line modified to read “Arizona”. Motion to accept “Wanted Poster” artwork made by Patty, seconded by Richard. Motion failed unanimously.
CAWS 2010 Milwaukee – Motion to approve “boat line” contract subject to TNC approval made by Patty, second by Hayward. Motion to table by Willie, second and passed. Motion to approve $825-$500 for 100 CA logo earrings, $325 for 50 pendants made by Patty, second by Tom. Passed unanimously.
CAWS 2011 Arizona –
CAWS 2012 UK –
NEW BUSINESS
1. Royalties—(key ring/chip), hold pending Patty
2. Next Meeting(s) Jan. 8, 2009; Jan. 22, 2009
Motion made to adjourn at 11:38 pm.
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