Minutes of the Meeting of CA World Service Office Board of Directors
January 13, 2011
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:03pm by Chair Tom P.
II. Tradition 1– read by Barry J.
III. Concept 1 – read by Peter D.
IV. WSM (pp.55; 2011 revision)- read by Tom P. Discussion ensued.
V. Birthdays—Barry J.
VI. Roll call and Quorum Determined
A. Voting Members Present: Tom P. (WSOB Chair), Barry J. (WSOB Treasurer), Teresa N. (WSOB Vice-Chair), Peter D. (WS Trustee), Richard L. (WSO Trustee), Elizabeth S. (Director at Large). A quorum is established.
B. Board Members Absent: DOO (vacant), Director at Large (vacant) and DRPD (vacant), Secretary (vacant).
VII. Guests Present: Sheila (Special Worker), John B. (Executive Consultant), Ryan (C.A. Webservant).
VIII. Guest Reports—none.
IX. Approval of the minutes of the prior meeting
A. Peter D. made motion to approve the minutes of the December 9 meeting, as amended. Seconded by Richard L. Passed unanimously.
X. On-line Business – none.
X. On-line Business – none.
XI. Referrals – carry over to next meeting
XII. Director Openings
A. We have a potential candidate. Tom will contact. Tom will also attend the assembly on the 26th.
XIII. CA.org in Spanish / Help Desk – carry over to next meeting. This is a DRPD project.
XIV. Guest Reports
A. Ryan (Webservant)
1. With regards to the state of C.A.’s IT, it appears to be very poorly organized.
2.I would like to institute a ticketing system.
3. I would like to establish a Content-management system for the website.
4. I would like to set up a wiki to serve as a documentation for the different procedures and workflow with regards to IT. This may also be a viable solution to the HelpDesk.
5. Our current hosting solution is limited. There are a couple of solutions to this. I recommend we look into getting another hosting solution and getting the ticket system on there and then revisiting it later on to see where we want to take it. I can come back with some recommendations.
6. I would like to do an overhaul of the design of the site.
7. Long-term goal – work on a mobile-version.
XV. Translations
A. Richard L. – Europe is very frustrated about the pending translation projects. We need a solution. Lengthy discussion ensued. Elizabeth made motion to spend up to $1500.00 to translate the pamphlets we currently have pending in Swedish, Farsi, and Dutch with Kern, a translation company. Seconded by Peter. Passed unanimously. Elizabeth will work with the translation company to get this done.
XVI. Publication Issues
Page 1
A. HFCII French – The translation does not line up with the source. Siobhan is very busy and is the typesetter. Discussion ensued. John will contact Siobhan and also search for a new typesetter so that we can move on it.
B. Royalty Agreements – Peter will review our agreements.
C. Vendor Licensing Agreements – nothing new.
XVII. Office Director Reports
A. DOO Report – (vacant)
B. John B., executive consultant submitted verbal report.
1.Inventory completed on schedule.
2.Staff is doing well.
3.It has been a good start to a new year – we have been blessed.
4.Copier lease is up in March. We have two bids and working on the third. We will be reviewing these at the next meeting.
5.There were some unbudgeted Trustee expenses in the amount of $2300.00 that were noted for payment.
C. Chair—Tom P. –written report prepared for executive session.
D. Vice Chair—Teresa –submitted minutes for review and compiled reports.
E. Treasurer—Barry J. submitted written report.
1.Operating $25199.85
2.Even Year $415.25
3.Odd Year $ 31869.89
4.Savings $87461.60
5.HSBC $500.00
F. Secretary—vacant
G. Director at Large—Elizabeth S. submitted verbal report.
1.I’ve been very active in the HFCII ad-hoc committee
2.Working on the pamphlet translations – getting them to the professional translator so that the translations are ready to go.
3.Working with the Publications Liaison.
H. Director at Large—vacant.
XVIII. Trustee Reports
A. WSO Trustee—Richard L. —submitted written report.
1.Next quarterly meeting the March 11th – 13th. There will probably be a B2B on the 12th.
2.WSBT looking forward to ratifying DAL/WSOB Director candidates and interviewing DOO candidates.
B. WS Trustee—Peter D.—submitted written report.
1. Handled hotel contracts
2.Cleared up C.A. trademark questions with regards to Europe
XIX. 7th tradition
XX. Committee Reports
A. Finance: Elizabeth, Tom & Barry – Need to get the downloadable form of the 7th tradition can sticker from the committee on to the website.
B. Structure & Bylaws: Teresa— Conference call this Sunday.
C. Convention: no director liaison.
D. Conference: Teresa and Peter D. —Discussion about reg online.
E. Unity: no director liaison.
F. Literature, Chips & Formats: Tom & Elizabeth – nothing new.
G. Hospitals & Institutions: no director liaison.
H. Public Information: Richard L. —nothing new.
Page 2
I. I.T.: no director liaison.
J. Archives: no director liaison.
XXI. 10:00pm Elizabeth made motion to suspend the rules to extend the meeting to finish the business. Seconded by Peter. Passed.
XXII. Executive Session – discussion of candidates/interviews
A. Unfortunately, no candidates achieved the 2/3 required to be put forward.
XXIII. Next meeting: Thursday January 27 and then Thursday, February 10.
XXIV. Motion to Adjourn made by Peter at 11:00pm. Seconded by Teresa. Vote taken: Passed unanimously.
XXV. Meeting closed at11:00pm by Chair Tom with the ―we‖ version of the Serenity Prayer.
Page 3
WORLD SERVICE OFFICE TRUSTEE REPORT
January 12, 2011
I would first like to thank everyone a Happy and Healthy New Year. WSOT Update . WORLD SERVICE BOARD OF TRUSTEES – Report
The World Service Board of Trustee (WSBT) are having their 2nd quartly meeting March 11-13 at the Four Point Sheraton Hotel. We will probably have our Board to Board (B2B) on March 12th. Time and location TBD. They are looking forward to interviewing our DOO candidates that we have to move forward, as well as to retify andy DAL’s
- WSBT had many questions for the Trademark attorney. They had put Peter D (WST) in the lead of this task. The WSBT armed Peter with a list of questions
- The WSBT would like an update on the International printing of HFC II books French HFC II
- The ADHOC sub committee has been working activly on line with HFC II Book matters
- Update on DOO position annoucment
WORLD SERVICE OFFICE TRUSTEE – Report
- DAL interviews still need to continue and get to get the word out
- WSO Director Reports and minutes need to be scanned ( or attached) to the minutes to be submitted to the WSBT
- All WSOB reports need to be attached to the WSOB minutes
- Update employee Handbooks
- New procedures need to be in place for Translations of foreign pamphlets only
- Update on opening a account in the UK
- Printing HFC II in the UK
- WST needs to be added on all accounts
Submitted by:
Richard L
Page 4
WSOB Treasurer
Barry Jacobs
Jan 13, 2011
I want to thank the fellowship for the opportunity to serve.
Have been in touch with the Chair and the Executive consultant and the WSOT regarding need of banking and financial (signing checks and going over financials ect ) Went over the transfers with the executive consultant
Came by the office a few times over the holiday time to check in with the office and with the WSOT signed checks ect .
I emailed our REP at HSBC to see how we can facilitate the opening of a HSBC UK account still waiting to hear from New York HSBC. After a HARSH phone and email conversation I received account information from HSBC New York and working with the EC to fill out the paperwork to open an account in the UK HSBC Checked on Paypal and they offer many services for international payment and conversion need to look into it more.
In loving service
Barry
Operating $25199.85
Even Year-$415.25
Oddyear- $ 31869.89
Savings-$87461.60
HSBC $500.00
Page 5