Minutes of the Meeting of
CA World Service Office Board of Directors
January 10, 2013
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:05pm by Vice-Chair, Richard L.
II. Tradition 9 – Read by Ira L.
III. Concept 9 – Read by Kathy-Jo R.
IV. Birthdays – Barry J. 26 years!!
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (WSOB Vice-Chair), Linda F. (DOO), Susan D. (WSOB Secretary), Bob C. (Director at Large), Kathy-Jo R. (WSOT), Ira L. (WST). A quorum is established.
B. Board Members Absent: DRPD (vacant)
VI. Guests Present: John W. (Special Projects Coordinator), Shelia S. (Special Worker), Ryan E. (Webservant)
VII. Approval of the minutes of the prior meeting
A. Linda F. motions to approve the minutes from December 13, 2012. Seconded by Kathy-Jo R. Motion passes unanimously.
VIII. Seventh Tradition
IX. Guest Reports:
A. John W. reported to the board that it is his third official day. He is very excited to be a part of the WSO staff.
B. John W. brought a Spanish group registration card for review. He also submitted an internal document of the international translation information sheet.
C. Susan D. motions to approve the C.A. Spanish Group Registration card as submitted, with corrections of removing the (!), change the meeting type to fill in the blank, and formatting as the English card. Seconded by Linda F. Motion passes unanimously.
X. Online Business: None
I. Old Business
A. WSOB Director Openings – We have 2 openings and are always accepting applications!
B. New Contributions to Prudent Reserve/Savings
1. Bob C. suggests we continue to add money to the prudent reserve, because it will allow us to save more easily. Bob C. would like to revisit the possibility if we can afford to regularly put money in the savings. Bob C. would like to transfer a minimum of $5,000 to our savings.
2. This will be tabled until we have a full board, including the treasurer.
C. Insurance
1. EPLI coverage is bound and in place!
D. Website
1. Ryan E. reported he has been speaking regularly with Linda F. The current website is up to date. They have prioritized tasks for the new website.
2. Ryan E. and Linda F. conference called two of the LCF members, to explain the process of how they will work with LCF with making updates to the website.
3. Susan D. will take on the role of Website editor, and will work with Ryan E. on this.
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4. Any revisions from Conference that will affect the website will be launched with the new site.
E. C.A. Trademark Challenge – Scotland – Bob C.
1. This agenda item is staying on to ensure it is not dropped, but no additional action is being taken at this time
F. Vendor Licensing Agreements
1. Linda F. drafted a letter, Teresa N. has approved this, and the letter has been forwarded to Terry M. for final approval.
II. Online Business – None
III. Financial Fundraising Ad-Hoc Committee – Richard L., Bob C., Susan D., Kathy-Jo R., Barry J. & Linda F.
A. The book covers have arrived!!
B. Ira L. motions to set the price of the book covers at $18.00, or $20.00 including a coin. Seconded by Kathy-Jo R. Motion passes unanimously.
C. Discussion regarding what the website and flyers will say. The board decided it will say “Big Book Covers” and “Hope, Faith and Courage Book Covers”
D. Break 8:20pm, Resume
E. The Fin Fun committee will be meeting next Thursday at Bob C’s house
IV. Recording Contracts – Ira
A. The recording contract is ready to be sent out. Bids will be collected.
B. Bob C. reiterates that we need to get this out ASAP!
C. Kathy-Jo R. will look into other options for recording the conference. Kathy-Jo R. suggested we ask the conference committee or conference chair if they would like to be involved in this process, or if this is something they would like the office to just take care of for this year.
V. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Linda F. asked if local stories could be added to the translated versions of HFC or HFC II. It was determined that at this time it is not possible, but that this would be a great referral to the Conference.
2. Kathy-Jo R. motions to allow 400 posters to be given away at NADCP. Seconded by Ira L. Motion passes unanimously.
3. Linda F. motions we print no more that 200 books, spending up to $2500 to print and ship the Swedish HFC II. Seconded by Susan D. Motion passes, opposition noted. Fifth concept statement made by Ira L. explaining how he is concerned that we are not following guidelines, and allowing a short time line to push us into doing something to quickly.
4. Kathy-Jo R. motion to reconsider. Seconded by Susan D. Motion to reconsider passes unanimously.
5. Linda F. amends the motion to state: motion that after collecting 3 bids, and the WSOB selecting a quality vendor, approval to print up to 200 books, spending up to $2500 to print and ship the Swedish HFC II, if possible to complete and deliver to Sweden by March 1. If delivery is not possible by March 1, 2013, the motion is void. Amendment approved by Susan D., seconder of motion. Motion passes unanimously.
B. Chair – Teresa N. – Submitted written report (absent with prior notification)
1. Susan D. motions to approve the submitted CAWS 2013 workshop topic list. Seconded by Kath-Jo R. Motion passes, abstention noted.
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2. The board would like to know which special events require transportation.
There is concern that we were told the transportation is $15-20, and the some of the special events only cost $30.
3. Discussion regarding the DJ requesting room nights instead of money. Bob C. suggests we do not trade room nights for payment, and that this sets a bad precedent. Kath-Jo R. does not think there is a problem giving room nights instead of payment.
4. Bob C. suggests someone contact them and let them know we expect to get all answers by our next board meeting.
C. Susan D. motions to suspend the rules to extend the meeting past the normal meeting time. Seconded by Ira L. Motion passes unanimously.
D. Vice-Chair – Richard L. – Submitted verbal report (see committee and ad-hoc reports)
E. Treasurer – Barry J. – submitted written report (absent with prior notification)
1. Operating $14,388.27
2. Even Year $13,151.09 EY Petty Cash $546.93
3. Odd Year $15,194.86 OY Petty Cash $488.00
4. Savings #862 (Prudent Reserve) $50,114.38
5. Savings #372 (Publications Fund) $25,007.97
6. Savings $59,585.39
F. Secretary – Susan D. – submitted verbal report (see committee and ad-hoc reports)
G. Director at Large – Bob C. – submitted verbal report (see committee and ad-hoc reports)
VI. Trustee Reports
A. WSO Trustee – Kathy-Jo R. – submitted written and verbal report (see committee and ad-hoc reports)
1. Kathy-Jo R. brought two additional questions to be added to the 2015 convention committee questionnaire. The WSOB was in agreement with the convention committee with the new questions.
2. Rob W., Earl H., and Kathy-Jo R. will be going to Las Vegas to site select in February.
3. Linda F. is looking into a professional editor to review the meditation book, once the trustees have approved the book. Richard L. will assist Linda F. with this.
4. There will be a new ad-hoc committee to finalize the C.A. Intellectual Properties Policy, consisting of Kathy-Jo R., Ira L., Linda F., and Bob C.
B. WS Trustee – Ira L. – submitted written and verbal report (see committee and ad-hoc reports)
1. Ira L. motions that the WSOB gives Ira L. the authority to sign the amended CAWSO lease. Seconded by Linda F. Motion passes unanimously.
VII. Committee Reports –
A. Finance: Teresa N., Linda F., Bob C., & Barry J. – Nothing New
B. Structure & Bylaws: Bob C.
1. Working on their guidelines
C. Convention: Linda F. & Kathy Jo R. – Nothing New
D. Conference: Linda F., Richard L. & Teresa N. – Nothing New
E. Unity: Susan D. (Kathy Jo R.) – Nothing New
F. Literature, Chips & Formats: Teresa N. (Kathy Jo R.)
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1. Held a special proof reading committee, and are very close to turning the meditation book over to the trustees for approval.
G. Hospitals & Institutions: Linda F. – Nothing New
H. Public Information: Richard L. & Linda F. – Nothing New
I. I.T.: Linda F. – Nothing New
J. Archives: Richard L. & Linda F. – Nothing New
VIII. CAWS 2013 – Linda F.
A. 54 Registrants!
IX. CAWS 2014 – Linda F. – Nothing New
X. CAWS 2015 – Linda F. – Nothing New
XI. CAWS 2016 – Linda F. – Nothing New
XII. New Business
XIII. Executive Session
XIV. Next meeting: January 24
XV. 11:03 pm Motion to Adjourn made by Ira L. Seconded by Linda F. Passed unanimously.
XVI. Meeting closed at 11:05 am by Chair, Richard L., with the “we” version of the Serenity Prayer.
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For all reports and attachments see PDF: WSOB_2013-01-10_Minutes-final.pdf