Minutes of the Meeting of
CA World Service Office Board of Directors
December 8, 2011
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:14pm by Chair Teresa N.
II. Tradition 1 – read by Barry J.
III. Concept 1 – read by Elizabeth S.
IV. WSM, p.61-62: Bylaws of Cocaine Anonymous World Services, Inc. – read by Peter D.
V. Birthdays – None
VI. Roll call and Quorum Determined
A. Voting Members Present: Teresa N. (WSOB Chair), Elizabeth S. (WSOB Vice-Chair), Barry J. (WSOB Treasurer), Richard L. (WSO Trustee), Susan D. (Secretary), Linda F. (DOO), Peter D. (WS Trustee), Janice C., Bob C. (Director at Large). A quorum is established.
B. Board Members Absent: DRPD (vacant).
VII. Guests Present: Sheila S. (Special Worker)
VIII. Guest Reports: Sheila S. wishes us a happy holidays!
IX. Approval of the minutes of the prior meeting
A. Richard L. motions to approve the minutes from November 10, 2011 as amended. Seconded by Barry J. Motion passes.
X. On-Line Business –
A. Motion made by Linda F., 2nd by Richard L., to approve CAWS 2012 Spending Request #52 for Coffee Mugs – for a total of £278.16 (approx. $432.34). They are within budget and are Pre-convention memorabilia. Their cost is £2.58 each and will sell for £4.50. Passed unanimously.
B. Motion made by Linda F., 2nd by Susan D., to approve CAWS 2012 Spending request #55 for a total of £480 ($753.75). A deposit of £96 ($150.75) is required immediately. This item is within budget under the line item for Special Events to happen during the convention. It will cover the cost of 12 x £40 per golf package. Please refer to the documents attached. Passes unanimously.
XI. WSOB Director Openings
A. No openings currently, but we are always accepting applications!
XII. Website – Ryan E.
No Report
XIII. Publication Projects – Linda F. /Elizabeth S.
A. Meeting in a Pocket – Printed and added to the order form!
B. Other pamphlets – All pamphlets are being reformatted to include proper disclaimers, ETA Jan 1, 2012.
C. French publication project – Still on hold
D. HFC II
1. Working on getting final typesetting changes complete.
2. Discussion regarding the HFC II forward. Linda F., Teresa N., Elizabeth S., Bob C., Cynthia C., and Richard L. will work on this.
3. PO Box – it is currently a far distance from the office. Linda F. asks if we should keep it. Richard L. notes the office could move again, but the PO Box address should stay the same. Bob C. mentions no matter where the PO Box is located, we need to keep a PO Box, and the PO Box address is the one that should be printed in the book.
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4. Elizabeth S. motions to print our current PO Box address in all of our books and pamphlets. Seconded by Janice C. Linda F. is concerned that if we switch all our literature to the PO address, this will be a big feat to drive to every day. Motion passes.
XIV. Vendor Licensing Agreements – Linda F. Nothing Pending
XV. Royalty Agreements – Linda F.
A. Received the Holland Royalty agreement, signed at the Board to Board meeting and was returned to Holland. Russell S. and Linda F. are working on getting royalties from
XVI. International Banking – Barry J. / Linda F.
A. We officially have a bank account in the UK!
B. Bob C. notes the expense of an out of US bank account be added into the budget.
XVII. Translations – Elizabeth S., Richard L., and Teresa N.
A. Reaching Out to the Deaf – In progress.
B. Barry J. motions to spend up to $500 to send a member of the WSOB to Montreal to discuss French Canadian translations. Seconded by Richard L. Discussion ensued. Motion Fails
Break 8:20pm
Return from break 8:37pm
C. Janice C. motions to spend up to $1000 to send a member of the WSOB to Montreal to discuss the French translations. Seconded by Richard L. Barry J. mentions he would love to support this motion, but he is concerned we are not in the financial position to afford this. Linda F. notes this would be an extremely good thing for CA as a whole. Motion passes.
XVIII. PSA Ad-Hoc Committee – Linda F., Elizabeth S., Teresa N., and Richard L.
A. Committee will review the bid sheet.
B. Bob C. will speak with John B. regarding ownership of the PSA
XIX. Financial Fundraising Ad-Hoc Committee – Bob C., Elizabeth S., Barry J., Peter D., Kathy Jo R., Richard L., Allen S., Brian T., Janice C., Linda F., Jason L., and Teresa N.
A. Bob C. says committee will have an initial meeting to define the committee’s purpose and assign tasks.
B. Barry J. suggests a new T-Shirt with the 24 hour chip
Return from break 9:34pm
Continued discussion on HFC II and PO Box address
Barry J. motions to suspend the rules to extend the meeting past the normal time. Susan D. seconds. Passes unanimously.
XX. Office Director Reports
A. DOO Report – Linda F. – Submitted verbal and written report (see attached)
1. Once typeset on HCF II is complete, Linda F. asks how many books should she acquire bids for? Elizabeth S. mentions that the Ad-Hoc committee will be discussing a marketing strategy to sell the books currently in inventory. Barry J. suggests the WSOB contacts the European trustee to enquire about how many books they are intending on ordering.
B. Chair – Teresa N. – Verbal report submitted in Executive Session
C. Vice Chair – Elizabeth S. – submitted verbal report
1. Elizabeth S. requests all WSOB members follow the online business guidelines. Susan D. has emailed these guidelines to the WSOB.
D. Treasurer – Barry J. – submitted verbal and written report (see attached)
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1. Operating $30,768.97
2. Even Year $16,442.59
3. Odd Year $5,292.17
4. Savings $102,133.52
5. HSBC $500.00
E. Secretary – Susan D. – submitted verbal report
1. Contacted a local attorney to find out information on requirements to transcribe Conference and Trustee quarterly minutes, which I was informed is not required by law.
F. Director at Large – Bob C. – No Report
G. Director at Large – Janice C. – No Report
XXI. Trustee Reports
A. WSO Trustee – Richard L. – submitted verbal and written report (see attached)
1. Trustees approved motion to use C.A. when abbreviating Cocaine Anonymous in all C.A. pamphlet and literature.
I. WS Trustee – Peter D. – No Report
II. Seventh Tradition
III. Committee Reports
A. Finance: Elizabeth S., Teresa N., Linda F., & Barry J. – No Report
B. Structure & Bylaws: Janice C.
1. Conference call next Sunday
C. Convention: Peter D. & Linda F. – No Report
D. Conference: Linda F., Teresa N. & Peter D.
1. Conference call December 18
E. Unity: Susan D.
1. After discussion, the committee decided they will continue to hold the Unity Luncheon at the same park it has been held at in the past.
F. Literature, Chips & Formats: Bob C. & Elizabeth S. – No Report
G. Hospitals & Institutions: Susan D.
1. Committee is having miscommunication regarding conference calls, causing them to be unable to establish a quorum.
H. Public Information: Richard L., Elizabeth S. & Linda F.
1. Rescheduling conference call
I. I.T.: Linda F. – No Report
J. Archives: Bob C., Richard L.
1. Committee is organizing materials to store archives
IV. CAWS 2012 – Linda F.
A. Spending/Check Requests:
1. SR53 Motion by Barry J. to approve check request for the amount of 131. 90 GBP (approx $209.70 [conversion rate: 1.6]) Payable to Andy H for reimbursement to the vice treasurer for committee member travel expenses for meeting on 11/12/2011. Seconded by Richard L. Passes unanimously.
2. SR54 Motion by Barry J. to approve check request for the amount of 100. 00 GBP (approx $160.00 [conversion rate: 1.6]) Payable to Sarah E Taylor for C.A. literature, printing, and laminating. Seconded by Richard L. Passes unanimously.
3. SR56 Motion by Barry J. to approve check request for the amount of 57.60 GBP (approx. $92.16 [conversion rate: 1.6]) Payable to Winchester Cathedral for room hire within the Cathedral groups. Tea and coffee
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provided. Site for C.A. meeting and storage of members personal effects during visit. Seconded by Richard L. Motion passes.
4. SR57 Motion by Barry J. to approve check request for the amount of 75.00 GBP (approx. $120.00 [conversion rate: 1.6]) Payable to Nick S. for room hire for Committee meeting on 11/12/2011
V. CAWS 2013 – Linda F. – No Report
VI. CAWS 2014 – Linda F. – No Report
VII. New Business – None
VIII. Next meeting: January 12, 2012
IX. 11:33pm Motion to Adjourn made by Elizabeth S. seconded by Richard L., Passed unanimously.
X. Meeting closed at 11:34pm by Chair, Teresa N., with the “we” version of the Serenity Prayer.
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For all attached documents and reports see: 2011-12-08-WSOB-minutes-final.pdf