Jan 23 – 25, 2004 – WSBT Quarterly Meeting Minutes

CA WORLD SERVICE BOARD OF TRUSTEES REGULAR QUARTERLY

MEETING MINUTES

January 23-25, 2004, Los Angeles, CA

Since this report is a confidential CA document, for members only, it contains members’ full names. This usage to facilitate communication within the fellowship was approved by the 1990 WS Conference. Such confidential use does not, of course, violate in any way our Tradition on anonymity in public communications media (press, radio, TV, etc.)

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The regular quarterly meeting of the CA World Service Board of Trustees, at the Sheraton Four Points Hotel, was called to order at 7:00 p.m. on January 23, 2004.

1. Quiet Time and Serenity Prayer
2. Roll Call

Teri Knight	Atlantic South Regional Trustee	Chair
Jackie Schickler	Atlantic North Regional Trustee
Cynthia Cronkhite	Pacific North Regional Trustee	Secretary
Jay Finesilver	Southwest Regional Trustee
Ken Cross	Pacific South Regional Trustee
Elizabeth Saldebar	World Service Office Trustee
John Bodkin	World Service Trustee
Tony Drake	Midwest Regional Trustee
Absent:
Jahi Boseda	Trustee at Large	Vice Chair

3. Personal sharing (no more than 10 minutes each) – completed.
4. Reading of the 12 Traditions (Elizabeth).
5. Read (Jay) & discuss (all) Tradition Seven (limit discussion):

What does Tradition really mean when it comes to outside help, as in an attorney working pro bono? Can a business owned by a CA member donate something for a CA raffle? A lot more involved than simply putting a dollar in the basket. Came up with entertainers who want to donate their services. Don’t we still need a formal commitment? 12 & 12 describes how AA declined a large outside donation. Some Areas withhold money because they don’t agree with the way things are being done. Every dollar is put into the basket to help carry the message. Have to think about what that really means in terms of paying expenses of WSBT, WSOB, Conference, etc. Being self-supporting gives us the ability to decide and not have to be held hostage, i.e., autonomy. We are a lot better off financially than we were three years ago because people are really thinking about making donations and where the money goes. We as a Board are more prudent as a result of learning from others. Can apply this Tradition in our personal lives as well. Fellowship is sometimes more willing to accept outside donations of material items as opposed to checks. Society as a whole is very different from when these Traditions were first created. Newcomers putting a dollar in the basket sometimes can’t afford food, so it’s hard to justify spending huge amounts on entertainment or tours with those newcomer donations. Need to look at how to stay within spirit of Tradition and be self-supporting without being sell-outs. Some Areas with large numbers of meetings are not sending money to World, which could be due to a lack of Trustee travel. Where Trustees have more presence, the 7^th Tradition has increased. In a

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quandary over taking services for free; should be proportionate to ability to spend and value of the exchange, not just exchanging paper. Someone wanting to donate services shouldn’t be insulted by having a written contract and being held accountable. It has happened in the past where someone said they would be performing and then didn’t show up. Need to be responsible in our actions, how we conduct business. Need to find ways to articulate this more clearly. In the past we have skirted around the real answer. Worst thing that could happen is that we later change our minds. We need to make the best decision possible as to what is defined as a contribution; we’re not infallible, all we have is today. Get asked questions from the fellowship about this Tradition all the time, especially around conventions. Now that we’re 20+ years old and experiencing growing pains, we need to reflect our own experience. Would be great to define exactly what outside contributions mean, not necessarily a hard and fast list, but something that would give people a real good idea of what it means. 12 & 12 talks about difficult balance between spiritual and financial. It’s not enough that someone wishing to donate is ‘recovering’ if they’re not a CA member. Consistency is important. Don’t want driving force behind new literature to simply be having more items to sell. Sometimes wonder why people try so hard to do an end run around this Tradition to get raffle prizes, rather than being more creative in finding ways to truly be self-supporting. Would always want primary motivation behind new literature to be carrying the message, but we have to look at how we’re missing a huge opportunity to be self-supporting by relying so heavily on another fellowship’s books. Specific writings on this topic would be very helpful for the new step and Traditions book that was approved at the 2003 Conference. Thinking about our budget versus that of other fellowships; difference in large part is due to their having other tools to share with the addict/alcoholic still suffering. One of the main responsibilities of this Board is financial oversight over the whole fellowship. That’s a huge job. Finance Committee is working on guidelines which will answer 7^th Tradition questions which are not necessarily basic to the new meeting. When you accept money, you have a responsibility as a meeting, a District, etc.

6. Read (John) & discuss (all) Concept I (limit discussion):

This is about the Conference. We make large decisions there and when we feel like we can’t, we send the question out to the fellowship. When the Conference is not in session, we are the fellowship’s voice and our decisions are viewed very heavily.

This last year we’ve stepped back on making so many policies. Spent three weeks on this Concept in local Concept study. Clearest statement is in charter, paragraph 3, “The Conference will act for C.A. in the perpetuation and guidance of its world services, and it will also be the vehicle by which the C.A. movement can express its view upon all matters of vital C.A. policy and all hazardous deviations from C.A. Tradition. Delegates should be free to vote as their conscience dictates; they should also be free to decide what questions should be taken to the Group level, whether for information, discussion, or their own direct instruction.” Also helps to look at inverse pyramid, with the groups at the top and the WSBT at the bottom. First introduced to the concept of ultimate authority in the Traditions. Concept I refers to collective conscience. See dichotomy when we get to Concept X. We have

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delegated authority to veto the voice of the Conference, which is an awesome prospect. While we probably wouldn’t want to micromanage decisions on convention entertainment and budgets, from time to time we might have to really take a stand on something, such as prosecution issue. Once asked about it, we had to either uphold the collective conscience or say something different per Concept X. Even though we’re on the bottom of the pyramid, there is a perception that we are nowhere near the bottom. It’s the delegates’ responsibility to help educate the members in their Areas about this. Sometimes the way the message gets passed down is like playing telephone. The education process needs to be stressed more when it comes to the Concepts. We’re not here to be the bad guys, or to be heavy-handed.

7. Chair’s Opening Remarks (Teri): Was introduced by someone at Thanksgiving as the new WSBT Chair, the pointy tip of the service triangle. Submitted written Chair’s report. Will be punctual on our start times; this has been a pet peeve in the past. Will also hold our breaks to the allotted time as well. Feel free to move about the cabin as necessary. I ask your patience as I try to keep up with the format with regard to being recognized by the Chair. Will try to allow everyone to share once before starting a second round. Have no problem calling someone out of order if they stray too far from the discussion. We do have a lot on the agenda. Would like to address as many items as possible rather than ‘no report, table.’ Would like the fellowship to see from our minutes that we don’t skip through things. Some things have been on the agenda for two and a half years. If you think I’m getting too controlling, please help me with that. I’ve worked hard on facilitating skills, but I do make mistakes. Let’s relax and have a good time with us. I love all of you. Let’s do this thing! I’m not very formal about stuff, but I am a stickler for time and making sure everybody gets an opportunity to share.
8. Review of the Agenda (Teri): As we go along through the meeting, we’ll be adding new items to discuss. At some point we’re most likely going to have to review the agenda again and re-prioritize.
9. WSBT Quarterly Minutes – May 2003

MOTION PASSED to table until tomorrow after lunch.

WSBT OFFICER REPORTS

1. Chair (Teri): Contained as separate page within ASRT report.
2. Vice-Chair (Jahi): No report.
3. Secretary (Cynthia): Having fun. Would be open to suggestions on how to better serve the Board. Having a record of past actions would undoubtedly be helpful.

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Elizabeth – topic has come up of having a ‘black book’ containing correspondence to members, etc., to be maintained by Secretary and held by Chair.

John – would be happy to brainstorm regarding organization. Have tools and facilities at our disposal now that we didn’t have years ago. We could have a database searchable by key word, for example. Data from last few years is mostly electronic. Might be able to utilize website for this and password protect it. Would like to see this on long-term planning agenda.

Ken – frustrating being new and trying to find things. Was able to secure 1989 minutes in reference to later topic. Database is a good idea; might have some cost issues. Could start by contacting former Trustees to obtain sets of minutes.

Teri – Cynthia, you’ve done a fabulous job in helping organize us on the web, responding to correspondence and helping keep me organized.

Jay – when are we free to share the various Trustee reports with our local fellowship?

Teri – once these are voted on for approval, I encourage you to send these out to members of the fellowship.

Ken – not sure how specific to get on some issues in written report; figured more detail would come up in discussion.

Teri – you’re right on point; usually best to share in a general way, especially on highly sensitive issues. Sometimes the passion of the drafter is demonstrated and we as a group conscience suggest to take certain things out. That’s one of the reasons I encouraged advance notice on these reports. This does become public record. Elizabeth’s report is always an exception because of all the materials she has to bring to us physically.

TRUSTEE REPORTS

1. World Service Office Trustee Report (Elizabeth): Quarterly report does not include last night’s information. Bob has been much more active in coming to the office and meeting with Patty, which has been a great thing.

CAWSO Personnel Policy Handbook approved by WSOB last night, so now needs to be approved by this Board.

With WSOB minutes, it has not been possible to get all attachments in electronic format.

CAWS 2004 schedule changes (hard copy is an initial draft):

Regional meetings are from 10:00 a.m. to 1:00 p.m. Sunday;

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Committee meetings 2-4 pm Sunday; Long-Term Planning and World Service Forum need to be added.

Will get CAWSO per diem memo and Patty’s report tomorrow, as well as new financials. Need to get vendor agreement copied.

Trying to deplete existing chip inventory before making change to new design. At some point slower-moving chips may just have to be changed over.

NewsGram guidelines in folder are what they are actually operating under.

Appreciates everyone keeping her in the loop when communicating with the WSO.

We’re buying a new fax machine for less than $200.

We’ll be seeing the H&I video this weekend.

MOTION PASSED to accept World Service Office Trustee report.

2. World Service Trustee Report (John): Submitted via Yahoo group.

Things are eerily quiet with regard to his commitment right now. Will explain why there’s a lull when we get to various CAWS convention reports.

Has copies of copyright documents; we are very well protected, including internationally. Not qualified to speak to law in Sweden.

Nice to have Ken at WSOB meetings.

Big news is a change in venue for the World Service Conference.

MOTION PASSED to approve World Service Trustee report.

3. Trustee At Large I (Jahi): Submitted via Yahoo group. MOTION to approve TAL I report; Jackie says there is incorrect information re H&I international outreach subcommittee. Cynthia expressed concern about referral language being in report as opposed to being discussed by WSBT as a whole and then placed in Conference report.

MOTION PASSED to table and address as soon as possible via e-mail following quarterly meeting.

4. Midwest Regional Trustee (Tony): Submitted via Yahoo group. Will start trying to contact delegates earlier next time. Added two items to new business.

John – there tends to be some fallout in local service structure after CAWS conventions. Was there in any in Chicago?

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Tony – not that he knows of.

Elizabeth – are you aware of the internet issue in Nebraska?

Tony – yes, was informed by office this afternoon.

MOTION PASSED to approve Midwest Regional Trustee report.

5. Pacific North Regional Trustee (Cynthia): Submitted via Yahoo group.

MOTION PASSED to approve Pacific North Regional Trustee report. Discussion re post-CAWS Convention issues; added to new business.

6. Pacific South Regional Trustee (Ken): Submitted in hard copy. Has resignation letter from L.A. Area delegate. Would like to convert to .pdf file with signature to keep on file.

Discussion re need to take out references to other trusted servants’ last names in our reports.

Discussion re potential fall-out from L.A. Area delegate’s resignation. Ken explained what certain members were threatening to do as a result of the delegate’s actions and the delegate voluntarily resigned.

MOTION PASSED to approve Pacific South Regional Trustee report with suggested edits.

7. Atlantic North Regional Trustee (Jackie): Submitted via Yahoo group.

Quebec Area has suggested changes to translations of our literature, which they will likely be printing at their expense. Spoke to Patty about what the process is. John points out this may be considered a revision of the text, which could affect our intellectual property rights. Issue for Elizabeth to take back to WSOB. Had requested changes several times to add Holland, Hong Kong, Belgium and Sweden to the WSM and the web page and to delete places where there haven’t been meetings for many years.

Teri – this is a referral to S&B; this Region has already been defined. Item #27 for new business.

Jackie – would like to spend some time in New York to get a more hands-on feel for what is going on there.

MOTION PASSED to approve Atlantic North Regional Trustee report.

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8. Atlantic South (Teri): Submitted via Yahoo group. Regional Assembly will be in April.

John – you’ve been very effective in increasing 7^th Tradition – how do you do it?

Teri – I come right out and ask what they’re doing for the fellowship financially. If they mention having made money, I ask what they’ve voted to send to World Services. A very direct approach. Speak to the fact that whatever they learned before, it’s different now. Some Areas wish to earmark donations for Regional Trustee budget, new book, etc.

John – this has also reduced the cost of your serving your Region

Teri – I specifically ask if they’re willing to contribute to my costs. Offers to do something at the event to offset the cost being donated for her to be there. Gets involved and helps any way she can.

Ken – are there districts within Areas in your Region? Teri – yes.

Ken – In dealing with situations where Districts hold onto too much seed money, what is your experience and/or policy on Districts having a special events committee account?

Teri – works closely with delegates to educate them and encourage them to deal with such situations. Asks direct questions about how things are going financially.

Ken – part of the problem is that the elders know what is appropriate, but newer people just give reasons to hold onto the money. Hasn’t seen any financial guidelines for a District opening bank accounts, using Area’s tax ID number, etc.

Teri – lends itself to bylaws and financial guidelines in WSM. Without guidelines in place, they tend to make it up as they go along, regardless of what the elders have to say. Sometimes the elders aren’t there or they co-sign on it.

Elizabeth – Finance Committee is putting together guidelines to deal with this. Should be addressed at this year’s Conference; draft to be submitted under SR 14.

Ken/Teri – need to address in new business.

MOTION PASSED to accept Atlantic South Regional Trustee report.

9. Southwest (Jay): Submitted via Yahoo group. Several interesting issues have come up this quarter. Has trip planned to Arizona, but won’t be any expense incurred. Colorado Area has formed a committee to look into bid for CAWS 2008.

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MOTION PASSED to approve Southwest Regional Trustee report.

Teri – feels very positive about progress made so far. Tomorrow we have an 8:00 a.m.

meeting with the WSOB. Anticipate breaking for lunch following Board-to-Board.

11:45 p.m. MOTION PASSED to adjourn until 8:00 a.m. Saturday.

January 24, 2004

MEETING WITH WSOB CHAIR, TREASURER & OFFICE DIRECTOR

The meeting was called to order at 8:15 a.m., January 24, 2004.

Present from WSOB: Patty Flanagan, WSO Director; Bob Campbell, WSOB Chair; Brian Wolf, WSOB Treasurer

• Serenity Prayer
• Introductions/Opening Remarks
• WSOB Treasurer (Brian) – Report attached

Per diem policy: Recommends ongoing restraint in terms of increasing the budget, as money market report is not complete. Other important factor is that Roger Brown is not doing their job and they have not completed their responsibilities.

Recommendations: Brian reviewed balance sheet through 2004 and P&L statement and suggests quarterly reports. Old procedure isn’t accomplishing what everyone wants. (Presented report.) Also stated that the volunteers must follow a specific plan. Per diem memo reviews the law with revenue rulings etc. Asks if there is a way to give funds for people that cannot afford using own money. As it stands, members have to use their own money and the WSOB reimburses them.

The only way to give funds to individuals up front for meals etc., means that everyone needs to give documentation. It is important that everyone have back up materials. If they do not use their per diem and they do not give it back, the statute states that they must give them a 1099. But if members keep track of the funds, they will be reimbursed. If they do not show documentation, they will be taxed on the per diem. Also notes that the administration of this will not be difficult because the statute is in effect.

Elizabeth – at WSOB meeting discussed whatever option you choose, you will deal with Patty. Asked Brian about simple form of $25 amount receipt.

Brian – If you have miscellaneous cash expense (tips, lost receipt), statute allows an explanation with a signature and date. OK for smaller items. Above $25, this option is not available. Board must speak with administration about that portion.

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Elizabeth – Please discuss international trustee and the effect policy will have for them.

Brian – Any amounts given are subject to withholding. U.S. residents are required to withhold a certain percentage of the funds. Certain exemptions pertain to holding requirements and reduced rates. Will probably not be a tremendous amount of money, but might be able to give Jackie money up front.

Patty – Policy will be reimbursing, but will be problem if she takes per diem up front because then she has to consider tax liabilities. If she keeps up the process the entire time, then they can probably give money up front. Brian would like policy to make it clear in writing because of IRS issues, and this will give people an incentive to give documentation of expenses.

Bob – Wants to keep it as simple as possible. It’s easier to give reimbursement rather than per diem up front. Notes that not holding receipts up front will cause problems. Recommends that they only give cash up to a certain amount. Also says that it is stressful to keep receipts for everything. Would like to develop forms to make it easier such as expense journal forms and envelopes.

Brian — Has made documents for everyone to simplify problem. Biggest problem has been compensation for Trustees because of IRS. Bottom line is the IRS perceives that we are doing it right, but if people ignore policy (especially Trustees), it will cause problems.

Tony – This is standard operating procedure. He’s offended by the prospect that they do not have to give back up for per diem. It is simple business operations.

Elizabeth – What about the meeting and banquet in Chicago?

Patty – IRS is taking information, so that is also in place. Bank will look at it as an expendable expense. Banquet would be an entertainment expense.

Brian – Would like to emphasize that the IRS does not want to track pennies.

Jay – How do they take everything and make it a policy?

Teri – There is a reimbursement policy just for WSBT, they will discuss the situation with the WSOB under new business.

Jay — Will there be a policy in place for people at conference?

Patty – The reason this came about is because TEC and Chairs must adhere to policy.

Brian – Reviews other materials in packet: Reviews balance sheet and money market schedule; also goes over five things that are being stored in the fund. Discusses sheet. Also notes that other amounts must be transferred into the account and there are

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outstanding checks that have not been cashed for several months. The WSOB are looking into it.

Re: Expense account – There is a $2,500 item left over from July, he will try to find out about it.

P&L – Goes over fiscal year July-June. Sales are doing well. Overall expenses are better than expected or reduced. Brian has reviewed Oliver’s notes and it looks like new board’s numbers have improved significantly.

Elizabeth – States that there was a $43,000 balance when she came in and the fact that they are at $2,900 means that they are responsible as a fellowship.

Compilation Reports/Roger Brown: Currently paying Roger Brown $750 a quarter for compilation reports. These reports are supposed to provide protection and guidance to show that there is no fraud, but the procedure in place does not accomplish that. All Roger Brown does is put all the data into a new format. In light of what they are doing for $3,000 a year, it does not provide what they want. Recommends that the Board do a financial audit find out if what they have now is accurate. The balance sheet is cash and inventory. When you input procedures – they should audit. Notes that cash is major issue. Procedures can be put in place that will avoid theft, etc. Brian is happy to implement procedure. He would like to assign someone outside of office to review every cash transaction out and inflow that has come in. These procedures will give everyone what they need. Since the quarterly report is not required, the $3,000 a year can be better spent elsewhere.

Patty – Says that she does not sign checks. Regarding audit, the board would ultimately like the treasurer to do the audits.

Brian – States that it is an internal control function to help ensure that if something happens, there is a policy in place. By having more than one or two people doing bank records and another signing and reviewing, it makes collusion much harder.

Elizabeth – If they make a decision not to have Roger Brown not do reports, can Brian do it?

Brian – Is happy to reformat, but does not want to be responsible for the numbers because he isn’t sure all of the information is correct.

Elizabeth – Notes that any request over $500 must come from Board. Anytime they sign checks, Patty sees the document to show back up. WSBT Finance Committee can make sure that they look over everything.

John – With respect to assets and corporation, states that there is talk that various entities are suing corporation for a certain amount of money. Insurance protects officers and corporate liability insurance, is that policy commensurate with current value?

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Thinks that there should be recommendation that the Board discuss where they stand to protect them from unanticipated legal action.

Brian – Does not know. It seems reasonable, but has limited ways that he can do it. He can provide advice, but cannot give assurance. Suggests having an attorney review these documents and policies.

Patty – Has a copy of conference and employee theft insurance.

Bob – Says that the number one rule is not to have same person reconciling books as accounting. Leandra is doing bookkeeping and she or Miss Patty enter in QuickBooks. Leandra generates checks but only designated WSOB members sign checks. Cash control is by way of bookkeeping entry.

Brian – Is working towards convention in Las Vegas but is busy this time of year as an accountant.

• WSO Director Report (Patty)

She has never been asked about moving money into market account. Would like to have conversation regarding money market vs. assets. Used to manage debt but it has only taken 3 years to get out of debt. Everyone is doing well with spending and they will end year on 0-0. Next year they have to make some adjustments. In 2006 they will have World Services input into the committee. Is hard for the Finance Committee to do it. They will present the new policies in May. Also reminds Board that Brian is still not up to speed on his responsibilities regarding Conference. He is still training. Right now, she is projecting $45,000 income from CAWS 2004. For CAWS 2003, auction helped with money. Credit for $28,000 of proceeds goes to office. Also thinks that contracts should be created by committee and enforced by the staff. Fellowship doesn’t always know what the office does. They do not get Board minutes unless created in our reports.

She has listed what they have covered and what they are working on. Grateful that she did not get a raise. Is still trying to achieve her five-year plan. Will extend commitment until after Calgary convention. She is worried and needs to be managed with a heavier hand, she will also leave a system before she leaves. Asks that this board consider long-term planning indicating that the Office Board have two paid directors. Cost would increase salaries by $5,000, because of transferring part of her salary. Customer service and order entry would be added. Notes that she works 50 hours a week. These two new positions would be exempt employees. She has also written what she does in a meeting and according to her job description, she does much more. Says that the reason sales have increased is because of her marketing program and wants a job to exist that includes training volunteers, and to make sure all calls go to the appropriate person.

John – Will you stay through 2010 if you get new position?

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Elizabeth – They would do it in 2007.

Patty – if it goes to the Conference floor in 2004, by 2006 they will find out if it’s workable.

Elizabeth – Are you adding someone new sooner?

Patty – They will get a bookkeeper (because of -$15,000) as an Administrative Assistant to give Leandra time to do things that she has been trained to do. Notes that in 2006 they hoped to have $ 130,000 in budget to split between 5 people but it will be $ 125,000 instead. One person will be part-time and one will part-time but will be full-time later (with benefits). Says that sales for chips and literature has increased every year – already over anticipated budget amount by $5,000 only after six months and will double in the next six years. (Also see and add Patty’s list of day-to-day activities.) Patty also talks about how it used to take six months to take money out of fund for per diem, and that they used to transfer money from other places. This time, there will be a funded budget. She would like money in the bank that is already in reserve for two years.

Jackie – Is the 17% increase in sales and literature because it’s available on the website?

Patty – Only 2% is chips and literature; the other is convention registrations.

Teri – Notes that the trends indicate that time is only issue to make additional $5,000 to stay in overall budget.

Patty – Whether the income is increased, budget will stay the same.

John – it is wrong to assume an overall increase of 17% (website) that web represents different ways.

Patty – suggests extra 3% increase in sales and literature. Sales will cover the $5,000 increase for the positions. In that revenue generating committee, when budget lines increased, so was revenue. If staff person is interacting with same people, it will help generate a substantial amount in sales. It will be a self-supporting position. She also says that the volunteers need to follow up because that will also improve sales.

Teri – mentions an interconnecting network established for Trustees to reinforce the work that the office does. Any perceived difficulties in achieving $5,000 gap based on known trends probably will not happen.

Patty also talks about a problem with the WSBT blaming the WSOB for things when they go wrong. Her procedure manual will avoid these mistakes happening, but she would no longer like to receive calls about the office making errors. It is human to make errors, but the office has less than 1% of errors. Staff is under 1% error because of policies and procedures implemented. Office covers for volunteers and would like them to do the same. Also notes that Canada is making mistakes but Jean Claude is

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communicating with the person who made the mistake. She also talks about the new chip design. They are also rethinking the order form because it is always wrong — orders always have underpayment or overpayment. This might also be because the literature person was not trained properly.

Jackie – Will the new chips be available in French? Who pays for it?

Patty – Yes; faxed it to manufacturer on Friday. Regarding the French-Canadian HFC book, they are anticipating changes to book, as there is constant input from the fellowship, so it is a work in progress. All books are being reprinted but at this time, she does not know numbers. The money will come out of reserve account – office pays for the book first. The office has procedures and policies in place to protect copyrights no matter what version it is. Elizabeth asks that the HFC books be discussed in new business.

Patty also notes that she is very happy with how everyone is spending this year (fellowship, Board). The NewsGram procedure is getting fine-tuned and she apologizes as a group. She received a letter from Jay stating that he did not pay enough attention to it but promises to get on it. Patty discussed with Bob first that she wanted to see if Jay needed help. When she asked Jay if he needed help in managing articles, Jay declined and said that he will do it.

Patty also had comments regarding travel and air miles. She would like to remind everyone that air miles for air travel belong to office if the office pays for it. Miles are usually for a number of different airlines. Office should get free tickets if they are accumulated. She asks that if someone is close to getting free ticket for $20, that they charge the office for it so they can get a free ticket. She also offered to help anyone who needs to find a cheap flight. At his time, the office doesn’t have a credit card, but they are working on it with Wells Fargo. Since they have no corporate identity, it is hard to get a corporate credit card. If the office books travel through a travel agent, they will bill the office immediately. Right now, she uses her personal credit card as a member, but John and Bob are not comfortable with it.

Also wanted to bring up some points about long-term planning. Right now, her direct supervisor is Chair of World Service Office Board, but it is critical that someone have the time to look over things with her. Bob does not have time to help her. She would like to consider updating the policies and procedures to have someone available for an hour a week to serve as supervisor for Director of Operations. It is crucial that the Chair have constant contact with the person. Because of her sponsor, she was trained to have group conscience to make decisions. Patty needs to speak with Bob before making decisions about spending money or doing something. At first, Bob did not have time to meet with her but now he answers e-mails, so there is hope. It is important that the Chair have e-mail capabilities. She also says that interaction with the supervisor is essential so that you don’t feel alone. For example, even if Bob can’t help, at least she knows that she shared her concerns or ideas. One of the most important jobs of the Board is electing the Chair, and she is very stressed about it. Patty is also so busy that she can’t get her work done, but it makes her feel important and that makes her happy.

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She would also like to commend the staff in the office. As for adding positions, they don’t always have to be addicts, however, the person they hire for customer service must be an addict because their customers are addicts.

Bob asks Patty to review the conference call money issue.

Patty states that when she did budget for this year, it allows $750 as a group for the year for phone calls. Generation of income in office comes first and then trickles down to Trustees. Looks at overall budget. As H&I and book reserve reach max, excess simply goes into 7^th Tradition.

John says that Patty’s report impacts him and wonders how Patty stays so inspired. Patty explains that communication has really improved, for example, now Trustees can ask Leandra questions instead of hunting her down. Like the Canada P.I. video, since Leandra knows everything about it, she doesn’t have to check with Patty about everything before helping people. Patty explains why things have changed and that she is now inspired. Communication has left her in a better place.

Bob says that he was first with the WSOB in 1986 as Treasurer and how things were so small back then. He left in 1995 when it was growing and when he came back it was different — much better and improved. Commends Patty for her work and diligence these past several years.

Elizabeth also notes that when she became a Trustee, communication was a big problem, and that Patty has really helped to make the two boards come together.

Patty would like to talk about the H&I video. First, the script was terrible. Company did it for $10,000 (thanks to John). But the Board of Trustees must review video. Jahi has approved it. Please note anything that you want changed. We will be showing what will be on television as a news piece as a P.I. PSA. We will also show the internal A&R video. This specific video also needs to be reviewed and will be for public use and will be on the CA website. Patty notes that Bob does not like videos like this and asks if WSBT members are disappointed. Patty says she likes it and that she basically produced the piece and scripted many of the comments.

Elizabeth suggests that they fuzz out the NA ring and add “Cocaine Anonymous” at the end. John asked if the music is licensed and used with permission. Jay would like to know if there are affiliations with having the therapist have a title. Patty says that that is a decision for the Trustees. Bob says that they can take out his name if it’s a problem. Patty needs everyone to review the video, but only one editing session is included in cost. Jackie asks if video can be used for international use, and Patty confirms that it can. Patty also lets everyone know that they will not have possession of the master but are getting a high-resolution copy with digital format. She also made a letter and presentation and gave to H&I to review. The copy will be available in DVD, CD and VHS. Some members suggest that it might be worth purchasing the master and just have volunteers help with any additional editing needs.

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• Break (15 minutes)
• WSOB Chair Comments/Concerns (Bob Campbell)

See written report.

Additional employee – lost employee and did not replace her, which financially helped them. This employee loss caused Leandra to start her training. He is still waiting until a memo with the specific financial impact is devised, but they are not behind. Patty has allocated the funds so that it doesn’t cost as much money. Will look into more efficiency and a realistic expectation that will increase sales. Promised to be more efficient with reallocation of responsibilities and will be more organized.

Bob would like to have someone transition into Director of Volunteer Services and also add a position to WSOB. Consider not replacing one of the directors so they don’t change the number of votes. Voting battles are toxic for CA and almost destroyed them. Would like to avoid issue by reallocating it. Anticipates problems with adding someone, so the easiest way to avoid it to simply replace one of the directors. Will think about it but thinks this is a better solution.

Main priority is to have an Assistant Treasurer. This would be good because it will give Brian help and will help to make someone ready to do it in the future. They should have an Assistant Treasurer by end of this year. Would like to start finding out costs now and to start a list of advantages to having an assistant for this position. This assistant position will not have vote or attend board meetings, but will have certain responsibilities as delegated by Brian.

Conventions – There are fewer problems with Teri’s convention and more with LA. Disagrees with Patty that he wants to put convention committee in charge of raising as much money as possible. (Give them pressure to do so.)

He is not used to people fighting the Trustees (which is not happening now) or fighting in the WSO. He is getting the impression that they need to get referrals for adding someone to Convention Chair. They should do it willingly, the Convention Committee serves at our pleasure because they are business. Isn’t sure why they give attitude. The Chicago committee turned around, but LA is giving attitude, and he does not take attitude well. The CAWS Convention Chair needs to be told what to do by WSO and needs to be reminded that the World Service Convention Committees are subject to the office. Ego should not be involved. Instead, people must have responsibility. Everyone must be accountable. The WSO gets attitude from the CAWS Convention Committee and it needs to stop. Committee must work closely with WSO and is subject to their control. Committee must choose the right person for Chair.

Tony – Sat on Convention Committee as Vice Chair. They only get one bid per year and usually only two candidates for Chair position. This does not leave good options. Also says that if their duties are to take direction from office, then they need to add it to the manual.

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John – Agrees with Tony that there is a general lack of understanding of interface between WSO and CAWS Committee. Based on Patty’s report, could some of the responsibilities be part of the volunteer director position? Asks if they would consider departmentalization when referring Convention Committee Chair suggestions.

Patty – You are correct, the lines of communication are not defined. However, she is spending too much time working on it.

Ken – Agrees with Bob that he gets attitude from Convention Committee Chair. He is not open to listen to experience. Asked to be on Convention Committee because they don’t understand what they should do. Having an NA speaker at CAWS 2004 makes him mad. Maybe they need to have an executive committee that oversees the convention and works with volunteers of a subcommittee of each convention. Thinks they should take advantage of resources. All cities are copping attitudes because they don’t get recognized for doing their job. As he gets more involved in the convention committee, he wants to help make a working relationship with Bard of Trustees.

Bob – If structure is set up within the Convention Committee, he will be relieved. One advantage would be not having to train someone different every year to do registration, treasury, etc.

Jay – As a former Chair caught in chain before, making guidelines more specific is a good idea. Suggests adding to new business for an ad hoc committee be developed.

Bob – Is getting excited about Memphis. If it’s done right, it can be a BIG convention. Would like to get John’s video complete and out so they can get a head start on promoting Memphis.

Regarding Calgary – would like discussion about it. He is not hearing enough about what’s going on. Problem is not with Trustee in charge (Cynthia), but he does not see funds available to justify it. Must have realistic proposals. If there is no reasonable bid for a convention, it goes to LA. Committee seems to lack spark.

Cynthia – Disagrees and says that there is a spark and it needs to be guided and managed by people with more experience. People are used to being autonomous with an Area convention and don’t know how to do it on this grand scale. They are getting no communication from WSO. So far, communication has been a one-way street. She would like to help them succeed. Believes CAWS convention should be a spiritual as well as a financial thing. It would be good for people in Canada and thinks that there is still time to work on these things. By 2006 there will be a new book that will spark more interest in CA and help grow the fellowship, as well as provide another source of revenue.

John – Admits there has been a lack of communication, but they can’t just blame Calgary. Thinks they should consider the reality from a performance standpoint. The committee has met its deadlines so that the board can discuss. Calgary has been put

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off as far as WSOB discussions and minutes. No one is finding time to discuss it more. Interprets Bob’s comments as he is saying that they should work on it and let the floor decide on it.

Bob – Two biggest issues are the numbers (finances) and crossing the border. This traveling issue is the largest. Thinks it is Calgary’s issue and they need to communicate with WSO and WSO will communicate with them. Does not have a vote in this but is fuzzy on immigration. Bottom line is if they don’t know what the deal is, then that is the answer. Just because AA is doing it (crossing borders), does not mean that CA should do it.

John – There is $ 45,000 that needs to be made and Calgary has produced budgets showing $35,000 so far. From a numbers standpoint we are not there. Office has helped with this before; an additional $10,000 can happen. Is on the fence about it right now.

Ken – regarding Cynthia’s concerns (discussed with Jay), if there is an ad hoc committee, there must be willingness to reach out to experienced people. John and Tammy are talking to Calgary. If a committee is created to conference call in for a larger exchange of information that will help. However, if they are stuck on their position, then it will be an uphill battle. If they are willing to give up ego then there is a larger chance for success. Thinks that Cynthia must present ad hoc committee idea to them and explain concerns.

Elizabeth – Feels that they need to decide whether to get behind them and support them or not do it at all. Needs to be addressed in meeting. Must be behind unity and support finances.

Patty – Disagree on convention in Calgary and thinks that they can make $45,000. Numbers show it is possible and thinks they should make suggestions on what to do regarding travel if they are a felon; wants to put information about crossing the border on the CA website ASAP. She has also requested things from Calgary and asked for a timeline and never got them. Did not get bids and nothing has been done. Also notes that they give incomplete information. Also thinks the reason they aren’t focusing on it is it’s in 2006 and too far out. Has not cc’d Trustee (Cynthia) on these communications. WSO is working on current convention and next year and can only manage two things, not three.

Cynthia agrees it is her job but if she’s not in the loop she can’t do her job properly. She is under the impression that the committee has met five times since the last Conference. Needs more specific questions and issues to relay to committee. ‘Border issue’ is too broad a term. Thinks committee can help answer questions once they are clarified.

• WSBT Comments/Concerns

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1. NewsGram (Bob) – Feels that there are too many issues in one issue and it needs to be edited down.
2. Prudent reserve (Bob) – Budget crisis is coming to end. Getting advance warnings of any problems. Would like to put money in prudent reserve and has asked for motion in last two meetings. Would like to get computer equipment which they do need before they start the package. (Anonymous member donated $2,000 toward it, so they need another $1,000-$1,500.) Nice to have to choose between buying computers and putting money into prudent reserve. Would like WSBT to have more conference calls and Area visits. WSO has been so focused on saving money that they haven’t done as much as they can on primary purpose – to help start more meetings, get more exposure and help other addicts.
3. Legal counsel for CA (Bob) – Bob Lemon has helped them get a pro bono attorney. They have been assigned someone from the firm Morrison Forster, but they must use him or they will lose him. He will be available for general advice.

Jay – will attorney help with issues with LA theft and corporation packet? Are there hourly limitations? What does Bob think that the relationship should be? What Board does it fall under?

Bob – suggests that Jay speak directly with Bob Lemon.

Elizabeth – Knew that there was an opportunity but is surprised that an attorney has already been assigned. She thought it was supposed to be discussed at this meeting. Also says that it is important that the two Boards are involved with Trustee Legal Committee.

Jay – Who has what role? Why has Bob Lemon helped us get a lawyer? Feels Legal Committee is out of the loop on this issue.

Teri – they often call on people in fellowship to help facilitate things that they can’t do. Since Bob Lemon has offered help in the past, they took him up on it. Bob Campbell actually called him about it. Suggests that Jay speak with lawyer and Legal Committee to get questions answered. No precedent is in place regarding this process, but would like Legal Committee to help with that.

Elizabeth – a couple of years ago in Long-Term Planning they asked past Trustees to work on a subcommittee.

4. Literature, Chips & Format Committee (Cynthia) – re issues with literature – Bob suggests she speak with Patty. Will pursue with Patty via e-mail and follow up with Bob/WSOB as necessary.
5. Succession of Chair (Jay) – Would like to know about succession of Chair.

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Bob – Doesn’t plan on leaving soon. Thinks Trustees should not worry about it.

Meeting adjourned at 12:07 p.m. with Serenity prayer.

The regular quarterly meeting of the CA World Service Board of Trustees, at the Sheraton Four Points Hotel, reconvened at 1:30 pm on January 24, 2004.

1. Quiet Time and Serenity Prayer
2. Roll Call

Teri Knight	Atlantic South Regional Trustee	Chair
Jackie Schickler	Atlantic North Regional Trustee
Cynthia Cronkhite	Pacific North Regional Trustee	Secretary
Jay   Finesilver	Southwest Regional Trustee
Ken Cross	Pacific South Regional Trustee
Elizabeth Saldebar	World Service Office Trustee
John Bodkin	World Service Trustee
Tony Drake	Midwest Regional Trustee
Absent:
Jahi Boseda	Trustee At Large I	Vice Chair

1. Finance (Elizabeth, Jay, Jahi) – Elizabeth: Submitted via Yahoo group. Committee has been pretty inactive. Will work with Brian on long-term plans for fellowship.

MOTION PASSED to approve Trustee Finance Committee Report.

2. Conference (John) – Submitted report from WSC Conference Committee chair via Yahoo group. Jean Ferretti resigned; new appointee is Kim Sherwan. Her report speaks for itself. They are meeting deadlines and will have comprehensive Conference report by Chair that will highlight the actions of the Conference.

MOTION PASSED to approve Trustee Conference Committee Report.

3. Long-Term Planning (Teri, Elizabeth, John, Ken): No written report. Elizabeth wishes to withdraw. Teri mentions that LTP must give presentation at convention. Jackie to join committee. John spoke with past trustee (Lee Arter) about items to discuss. Teri says committee hasn’t met since last meeting; confused as to how to proceed. It is the responsibility of Vice Chair to oversee this committee. Teri will assume responsibility for Long-Term Planning Committee in light of questions re Jahi’s lack of participation as TAL/Vice Chair. May refer database concept to LTP. John to send items to Ken and Teri.

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4. Trustee Election Committee (Elizabeth, Cynthia, Tony, Jay) Jay – Have not formally selected Chair but have had exchanged e-mails. The committee will get together and discuss. Opening issues are if Jahi will join committee. Asked Teri about TAL continuing to be Chair of the committee.

Teri – There was prior discussion that TAL assumes the TEC Chair responsibilities because the TAL position has more flexibility. Still need to update TAL guidelines; Jahi took on the responsibility a long time ago and it has been on agenda for three meetings and still no changes.

Elizabeth – have we made a motion to have TAL assume responsibility for the TEC?

Teri – No we have not.

Tony – Jahi has not formally worked on this committee. If the committee wants to look at revising the questions, can we discuss them?

Teri – you can work on them.

Jay – Who selects the Chair of the TEC, the four of us or the entire WSBT?

Teri – There is no selection process demonstrated in the guidelines. The subcommittee should make the decision. Decide who is taking point amongst yourselves like any other subcommittee.

John – thinks Conference is aware of the process. Submitted in writing to them.

Teri — if the subcommittee wants to refine the existing guidelines, if they concur, then they can bring it forward.

Elizabeth – Has so many interviews to do, and not enough time to do it. TEC should know who candidates are in time to schedule interviews at convention.

Teri – once everyone knows who the candidates will be (ASR will be by first weekend in April), it is important for committee to find out who will be at convention. Only three TEC members need to be present (two trustees and one TEC delegate). Rest of TEC must have access to tapes – mail to them in advance or give it to them at Conference. We are only trying to fill one position this time so it won’t be as long a process. You can also interview them by phone.

MOTION PASSED to approve Trustee Election Committee report.

5. Legal (Jackie, Jay): Jay – He and Jackie are co-chairs. Have sheet re compliance with bylaws for everyone to sign. Need to have Jahi sign a copy as well; up to

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Legal Committee to execute. Made extra copy of report to Jahi so he can sign it.

Jay will execute on behalf of Legal Committee.

MOTION PASSED to approve Trustee Legal Committee Report.

6. Orientation (Teri, Jahi): Oriented new Trustees in September 2003 by phone. Questions have come up regarding missing information and signing off on conference committee reports. If anyone has suggestions to make it more detailed and useful, Teri will take any ideas.

Elizabeth – Do we talk about per diem policy in orientation? Do you address what can be shared in and outside of meeting?

Teri – Yes, new per diem policy will be part of it. Talk about ethics – but will elaborate on it. Teri to update materials to include per diem policy and updates regarding Trustee responsibilities, regarding signoff of conference committee guidelines and confirm that communication policy between WSBT & WSOT is in place.

MOTION PASSED to approve Trustee Orientation Committee Report.

7. Negotiation (John, Cynthia, Jackie, Tony, Ken, Teri) John — Eerily quiet. Have copies of Hyatt hotel proposal re 2005/2006 WSC; will pass out hard copies here (also available online). Hotel asking for contract to be executed by end of February, but we won’t be strong-armed. Also bids online in CAWS 2006 folder. Will be several CAWS 2004 contracts forwarded soon. Jackie and WSO have been involved with vendor licensing and royalty agreements, such as new agreement with U.K. May also be agency agreements between WSBT and WSO. Talked to Hyatt Regency in Calgary. Hopes to have negotiating guidelines for May quarterly. Appropriate for legal committee to review language in licensing/vendor agreements. Lack of communication is because not much to say. As he gets little agreements will scan and put in PDF format. Bob Campbell and John are looking at renewal of UK royalty agreement. Agency agreements, Jay — ask world service office to help in matters including copyrights, etc. Idea is to have more people looking at documents. Can impede the process but it is best way to go about it. Had long call with Karen from Memphis committee and Hyatt in downtown Calgary and will share more later. Nothing to negotiate or move on.

Teri — will you make some negotiation guidelines for other committees?

John — will not have anything until May. Will include a full glossary of terms used in negotiation.

–> UK royalty agreement

–> agency agreements

–> vendor license

–> negotiation guidelines in progress and to be available May 2004

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Jackie – Looked at files he uploaded and wonders if they have enough room. Also re U.K. royalty agreement, the U.K. has a good relationship with world and is happy to pay royalty. License agreements – has shared with Jay and vendor licenses.

Elizabeth – Asked about licensing agreement.

Jackie: License agreement between board and CAWS.

MOTION PASSED to approve Trustee Negotiation Committee Report.

8. NewsGram (Cynthia, Jackie, Teri) Teri is leader of committee. Pulled bad article and replaced with good article. Reviewed for tradition violations and did not find any.

Jay – how are the regional NewsGram contacts helping?

Teri – I only know of two contacts, Pacific South and Midwest.

Jay — also e-mailed Ginger L. (Southwest) but she has not submitted anything.

Teri — All Regional Trustees have responsibility for making sure articles get submitted from Region to NewsGram.

Cynthia — worked to improve quality of information regarding LCF article. Asked LCF Chair to submit article, which will be divided into parts one and two. Need materials from fellowship for LCF projects.

Teri – We need to make sure that NewsGrams covers things deemed necessary from meetings and not a lot of fluff.

Elizabeth – CA contribution program has not shown increase since they have launched. Trustees requested contributions be listed on 7^th tradition page of NewsGram. Teri discussed with Patty; may be some problems in donations not getting processed. Suggests they continue to pursue that . All agreed

MOTION PASSED to approve Trustee NewsGram Committee Report.

CONFERENCE COMMITTEE REPORTS

1. Finance Committee (Elizabeth) – Secretary has resigned. Submitted article to NewsGram re contribution program, which was printed. Putting together financial guidelines for SR14 mailing. Looking for support from WSBT to educate program to their regions. Would like to discuss contribution plan rollout as new business.

MOTION PASSED to approve Finance Committee Report.

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2. Conference Committee (John) – See previous Trustee Conference Committee report. John would like clarification as to how Trustee Conference Committee works.

Teri – At this point in the agenda, you should be reporting on what the Conference Committee is doing. The Trustee Conference Committee report should address other things, such as negotiations.

3. Convention Committee (Ken) – Started e-mail dialog with Tammy recently and will start speaking with her by phone soon. Mentions in report what they are working on right now. Tammy is calling in for reports and Memphis has not given their report yet. Expressed concern about Chair selection process. Tony stressed importance of Regional Trustee’s role. Cynthia suggested putting in referral for standard service resume form for steering committee members. Will discuss under new business referrals regarding World Service Convention Committee and Regional Trustee.

a. CAWS 2004 (Ken) Problem at top comes off as no big deal but it becomes a problem later like costs, etc. After everybody listened to Bob regarding reeling them in, Ken agrees and has tried to be as nice and gentle as possible with Convention Committee, but they are still unpleasant. John has talked to entertainment people who are lagging behind for budget and contracts. There are still subcommittee chairs who are not showing up to meetings. There is no character reflected on which they took their commitments, just ego. No fund raising committee exists and there is no fund raising Chair. Refilled workshop and marathon positions fast, but are struggling with auction stuff. Person is inexperienced and does not have resources. People on west side are trying to help. Important that issues are addressed. With help of WSOB and others with strong personalities on committee they will be able to get them focused.

John – World Service Trustee has a sincere sense of urgency of need for contracts.

Teri – questions whether or not the LA convention committee has a spark. Ken – Some of the members work very hard. Need process developed.

Elizabeth – problem is that for years LA didn’t have a Regional Trustee. This is the time (the last two years) that they have crunched numbers and worked on budgets. This is not out of scope of what has been done these past years.

John – LA world event will be very successful. But what is astonishing is lackadaisical attitude that they assume it will just happen.

MOTION PASSED to approve CAWS 2004 Report.

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b. CAWS 2005 (Teri) – Written report details everything. Not much to add. Any questions please let her know. She will advise Eddie that he must submit a report to Tammy M. (Conference Convention Committee Chair) on a quarterly basis (to discuss with Tammy).

John – Happy with Memphis’ progress. Asked Teri about leadership in region and committee wanting to get Chamber of Commerce to help with registration.

Teri – Eddie thinks that she should ask about getting volunteers to assist with registration. What are limitations and will they contribute to convention in any way? Need to find out if they can accept volunteers and free food and give them credit. Registration Chair does not have experience with computers, so Teri strongly suggests that the people that help with registration have typing skills. Was told that because it’s Memphis, she can forget it. Chair does not want to attend on the job training and Teri is concerned that he is not serious about his job.

John – are they still using software they developed in 1999? Ken – Yes. Tony set it up and can help update.

MOTION PASSED to approve CAWS 2005 Report

c. CAWS 2006 (Cynthia) – See written report. She would like Elizabeth to remind the office that she needs to be kept in the loop about Calgary committee. The Program Chair and his wife will be coming to the Regional Convention in Seattle in March so we can meet in person and talk about it.

Elizabeth – would like someone to go to Canada (will cover in new biz).

John – Convention Committee has selected the Hyatt as location. John is waiting for final offer. Marriott is also a possibility but committee doesn’t want it. Frustrated with World Service Board – thinks that everyone should express urgency openly. It is passed over each meeting. For the Chair to suggest pulling it was a different kind of message then the discussions in meetings. Realize he’s doing it out of concern. Also in thinking of other sources of revenue, to find ways to backfill revenue model in 2006. Committee has sent information but WSOB has not discussed it. World Services still needs to give them some guidance. Urges Cynthia to take stronger stand and offer direction.

Ken – has been to Edmonton and asks if they are reaching out to Edmonton to help out?

Cynthia – Edmonton would like to help and would pitch in. They are not being kept informed.

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Ken – suggests that in communications she stress that point to get help as a matter of World Service unity.

Elizabeth – would like to know how strong the fellowship is up there.

John – A core group of people always attend these conventions. Office anticipated 300 U.S. residents with little difficulty. About 300 from Canada and an additional 200 members from other sources. The best thing for the committee to do is become well versed with numbers and demographics in order address any hurdles from the Conference floor with ease. The slightest showing of doubt or misgiving on the event can result in a terrible turn in the Conference floor.

MOTION PASSED to approve CAWS 2006 report.

d. CAWS 2007 (Tony) – see report. Kay Thomas from St. Louis chosen as Convention Chair of 2007. Rounding up resumes to get started filling rest of positions. Tony has been cc’d on all e-mails and they have started the footwork.

MOTION PASSED to approve CAWS 2007 report

Discussion re trustee’s role in approving revised Conference Committee guidelines. Supposed to sign off before they are released to the fellowship. Supposed to be done by 2/15 for next delegate mailing.

4. Structure & Bylaws Committee (Jay) – Filed written report. Brought up the issue of when the WSBT made an amendment to the bylaws. Some e-mails went out from the committee Chair and Secretary about it being wrong. This amendment issue is still being discussed. Has exchanged e-mails with Chair about past referrals defeated on floor, that he thinks he can’t bring them up again. Procedure is not in place. Still waiting for manual.

Cynthia – gave Jay new copy of logo referral from last year; Jay would also like copy e-mailed.

MOTION PASSED to approve Structure and Bylaws Committee Report.

5. H&I Committee (Jahi): Tabled previously (see TAL report above).
6. I. Committee (Jackie) – see report. Will be new Fact File and census going out in March mailing.

Cynthia – is committee working on a new survey so we can have updated numbers for use in preface to new Storybook?

Jackie – there will be a new Fact File based on 2002 survey.

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MOTION PASSED to approve P.I. Committee report.

7. Unity Committee (Teri) – see report. She has spoken with Chair (Terry D. from Ohio). Has ideas that she will be presenting to committee at convention.

MOTION PASSED to approve Unity Committee report.

8. Internet Committee (Tony): Has spent a lot of time with committee. Writes letters of noncompliance if there are problems and they are fixed. Usually sends an e-mail in addition to that required by guidelines. Alberta is not responding to e-mails and will be de-linked if they don’t respond to third attempt. Nebraska has storybook online which is not right. Remind everyone at your Assemblies about requirement that Regional Trustee review newsletters. Tony will contact Nebraska and will send an e-mail regarding website not being in compliance with guidelines in Internet workbook. Not clear-cut how many days they have, but Tony usually gives them a week.

John – would like to emphasize that the Internet is instrumental in finding out the latest about how they are penetrating the market.

MOTION PASSED to approve Internet Committee report.

9. Literature, Chips & Format Committee (Cynthia): Would like to discuss with Patty and Bob whose responsibility it is to format the literature once approved by the Conference. WSO has been asking LCF Chair to do it.

Elizabeth –imagines that since they were paying for these services before, and they knew that a volunteer could do it, they just had her do it. Elizabeth suggested reminding Sherri it’s OK to say no.

Teri – asks Cynthia to please discuss any major concerns up front for valid and necessary issues. Should include rest of WSBT in correspondence w/Patty.

Cynthia – isn’t sure what office’s job is supposed to be after a piece goes through the 12-point approval process.

Jackie – are new pamphlets available now and are they printed? What colors are they? Requests that she get a copy of the finished product to make them in the UK. Teri – would like to know when they will be available for the fellowship.

Elizabeth and Cynthia – do not know if they are printed. Cynthia is not sure where they are at this point.

MOTION PASSED to approve LC&F Committee report.

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OLD BUSINESS

May quarterly minutes – MOTION PASSED to approve minutes of May 2003 quarterly meeting with WSOB Chair and WSOB Treasurer as amended.

MOTION PASSED to approve May 2003 WSBT meeting minutes.

1. Trustee section in the Delegate notebook (Teri)

–> possible revision of the TAL responsibilities (Jahi)

Teri – would like any proposals via e-mail to review. If is not documented it is merely assumed, and if it isn’t documented than they cannot hold anyone accountable.

Jay – Has this been on the agenda a long time?

Teri – Yes since I’ve been on the Board.

MOTION PASSED that TAL take action and be prepared to discuss at the next conference call. Teri will communicate with the TAL re his action items from this meeting

–> responsibilities for WSBT Secretary need to be written (Teri/Cynthia)

MOTION PASSED to accept Role and Responsibilities of the World Service Board of Trustees (WSBT) Secretary as amended.

Jay – where will they go?

Teri – if approved at the Conference, they will go in Delegate notebook to educate delegates to take back to regions. First we are waiting until complete and then for the Conference’s approval. Also want to put in World Service Manual.

Jay — to get approved for World Service Manual we will have to ask S&B to look at it.

Teri — if Conference doesn’t approve, they can be used as internal guidelines.

Elizabeth – if not ready by SR 14 in June, do we want to submit what we have?

Teri – Since we’re meeting in May, we still have time to meet SR 14 deadline.

2. Referral 006 (Jahi)

–> Status: Awaiting ASCAP approval to move forward.

–> Jahi to work with Patty regarding details required to gain ASCAP approval

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Elizabeth – working with company to get approval. They are missing one component of last song, from the movie Titanic. Need name of song to move forward with getting this completed. Famous will release the music once they understand its use.

Cynthia – according to Jahi’s report re: Milwaukee slide report, they have contacted them but it is taking a long time.

Tony – Can use it if they tell them how they will use it. He was also creator of the piece, it is five years old now and thinks that it is outdated as far as technology.

Teri – asked Tony to assist Jackie in getting a copy of the presentation.

Tony – it is a problem because was done in Macromedia Director on a Macintosh and we’d have to pay someone to convert it. Not PowerPoint.

Elizabeth – since you are the creator you don’t see how fabulous it is. Thinks it is a phenomenal piece. Requests that the office get a copy to review. Tony to send a copy of the presentation to the WSO so that Jackie can get a copy to review as she has never seen the presentation. Cynthia has never seen it, either.

Ken – send it to L.A. and someone can convert it for a nominal fee.

MOTION PASSED to table until next quarterly.

3. Comprehensive Audit of Office (not just financial) (Jahi)

–> Status: Tabled until August 2004, Board to Board meeting

Jay – What is it?

Elizabeth – it is an overall comprehensive audit that someone come into the office and evaluate but was tabled because of cost.

4. Review procedures for selection of WSOB Directors (Elizabeth, John)

–> Status: Elizabeth and John – to write a procedure regarding the interview process for WSOB Directors to be made available at the next meeting.

Elizabeth – they have put together a draft (which she has on disk) and would like to implement. Just needs to see if it’s a good idea among Trustees and then forward to WSOB for approval.

John – Report is finished and ready to discuss via e-mail.

MOTION PASSED to table until next conference call.

5. “World Service Conference” logo used on all CA literature and CA web site (Teri) –> Status: Are all updates considered complete?

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Teri – reviewed web pages and this is complete.

Cynthia – also in back of Storybook; asked Elizabeth to address for future printings.

Not sure if it was on page by itself.

John suggested leaving this on old business until removal from Storybook is confirmed.

MOTION PASSED to table until confirmation is provided regarding use in HFC text.

6. Vendor License Agreements (Elizabeth)

–> Status: When will the WSO submit back to the WSBT for review?

Elizabeth – Cocaine Anonymous Trademark for Use by Commercial Vendors – draft previously submitted by Jackie. Office wants recommendations from us re #3. Blank space for processing fee would read $50. Added no refunds provision to #7 if terminated by CA. Added #10 re non-affiliation and not being responsible for acts. Under permission, deleting sentence beginning “CAWS agrees and covenants not to sue….” MOTION to table and address via e-mail fails. MOTION to form ad-hoc

subcommittee to study vendor licensing issues and report back to and advise rest of WSBT not later than the May quarterly (not seconded). MOTION to approve the concept of the Cocaine Anonymous Trademark for Use by Commercial Vendors fails. MOTION PASSED to refer document called “Cocaine Anonymous

Trademark for Use by Commercial Vendors” to WSBT Legal Subcommittee to revise as needed, with suggestions of possible items, and bring back for next conference call.

7. WSBT send a letter to the WSOB giving them authorization to act as the agent for CA in all copyright matters. (Elizabeth, John, Jackie)

–> Status: Where are we in this process?

John – Does not have new information. Wrote letter but new members have not seen it. The old agreement was an open-ended license that did not have term limits, etc. The next step is to amend it to include new literature, chips and formats not presently included.

Jay – Jackie has been working on it; he will be happy to have it ready for conference call.

MOTION PASSED to table until next conference call.

8. WSOB policy regarding per diem. (Elizabeth)

Elizabeth – This is now been completed as we have received back up documentation from World Service Office Board Treasurer.

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Tony – That’s not a policy; thought we were going to vote.

Elizabeth – it is a law. When she first brought it forward, the Board of Trustees asked her to bring documents forward but Treasurer did it.

Tony – should we discuss the different options we have?

Elizabeth — understands option one or two are up to individuals and how they want to handle it.

Teri – Brian made suggestions and we can choose to accept or change anything. We have a choice in the information we have been provided. Yes they did get policy they asked for, but how do we feel about policy they have received?

MOTION that the trustee Finance Committee amend the current trustee reimbursement policy to include the recommendations of the WSOB Treasurer and to make our reimbursement policy compliant (not seconded). MOTION to accept as per diem policy the memo from Brian W., WSOB Treasurer, regarding the expense reimbursement availability for delegates, trustees, Office Board members and volunteers of World Services to include the example expense report as amended for use by a non-profit. MOTION to table until next conference call fails. MOTION WITHDRAWN. MOTION PASSED to accept the per diem policy as submitted from Brian W., WSOB Treasurer, regarding expense reimbursement options available for delegates, Office Board members, trustees and volunteers of World Services. This policy will also be added onto the trustee reimbursement guidelines.

Teri will update trustee reimbursement policy and distribute to the Board. Elizabeth will take back to WSOB to include in next delegate mailing.

Tony — will only affect delegates on TEC committee.

9. Referrals we are to be working on throughout the year (All) – To be assigned

Teri – apologized for not mailing out copies of original referrals. However, no one called to follow up. Does have copies of referrals now if we want them.

#1137: The Trustee Election Committee should obtain the names of at least five persons from the office of the California Secretary of State from the registry main turned pursuant to California Corporation Code Section 18 of qualified women and minority persons who are available to serve on corporate boards for evaluation and review for selection as a new non-Addict Trustee. (Jahi, Elizabeth)

• Status: Jahi – to take the action to follow-up with the Office of the California Secretary of State to obtain this list and to better understand what would be the next steps in pursuit of this referral.

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Elizabeth – referrer walked her through the process online but she was still unable to find this information. Feels that although information hasn’t been found, it isn’t anything we can do right now because of financial position of the fellowship.

Teri – explains that Jahi and Elizabeth are responsible for crafting a response to the referral to be voted on by the WSBT.

Elizabeth – Will draft response for our next conference call.

#2228: Please define special interest meetings or groups (John, Tony)

John – asked Tony if he could speak about this. They did not define special interest groups but they did share differences of opinion on gender-specific meeting issue of groups that will otherwise share special interests. Board of Trustees did send a letter with some opposition to Jay Rosen concerning its position regarding gender specific meetings. Would not like to make definition..

Teri — not sure we really addressed the issue due to lack of substantial unanimity.

Suggested gathering material from response to Jay R.

John – willing to keep working on it; drafted letter to Jay R.

Teri – would like them to craft and refine and define letter by a specific deadline; asked if anyone wants to join them to help as they are opposed. Cynthia will volunteer to help.

Ken – confused of what they are trying to do.

Teri – this will help to make consensus.

Ken – will also volunteer to help.

John – To be clear, this issue did not come to the agenda because of Jay Rosen’s letter. These are mutually exclusive. This is what challenges us now. Suggests we discuss at May quarterly.

Jackie – Believe prior Boards have looked at this question and would like to see how they have responded over the past years to this question.

Jay – Requests copies of the referrals.

Teri – will give Jay the copies.

No action at this time. Response to be ready by the next quarterly meeting

#2681: Is it a tradition violation for a District to receive contributions for donations from outside sources for District or Area events? (Jahi, Jay, Elizabeth)

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Jay – sent Jahi draft response worked on w/Elizabeth but didn’t hear anything back.

MOTION PASSED to approve response as written to referral 2681:

We thank you for this referral and the chance to study the Seventh Tradition. In the 12&12 under the explanation of the Seventh Tradition is a great narrative which guides us here. It provides that, related to accepting gifts from outside sources, fellowships must remain poor and have running expenses plus a prudent reserve and no more. It further adds that if the groups or areas were to receive funds from outside sources, its Trustees might be tempted to run things without reference to the wishes of the fellowship as a whole. The 12&12 goes on to say, “The pressure of that kind of fat treasury would surely tempt the board to invent all kinds of schemes to do good with such funds, and so divert (the fellowship) from its primary purpose.”

#2863: That the proceeds from the Regional conventions go directly to the Trustees to be used to defer cost for their travel, food and lodging cost that incur during the year. (In other words; to the Trustee fund or budget.) (Jay, Teri)

MOTION PASSED to approve the response to referral 2863 as amended:

“The spirit of this referral certainly addresses a very creative solution to finance the Trustee’s expenses and to allow more funds to be available for other endeavors supporting CA. As each group is autonomous, so is the hosting Area of a regional convention and any decisions made with regard to proceeds from a regional convention must be made by that committee/group conscience.”

Minority opinion (Elizabeth S.): I feel that suggesting allocation for 7^th Traditions donations to be earmarked for possible funding of Trustees may bring disunity to this fellowship. As Trustees are fiscal overseers of this fellowship it is not prudent for us to suggest allocation that could impede the program services of our fellowship. Some examples of program services include starter kits, inmate books, Public Information, literature and W.S. Conference and Committees. I believe that this response to the referral could send the wrong message by not supporting program services of our fellowship and carry the message to addicts who still suffer by limiting our contributions to any one entity.

#2868: What is the original referral number and final response regarding CA announcements at CA meetings? (Ken, Jackie)

Ken – couldn’t find it anywhere. Decided with Jackie to just rewrite response.

MOTION PASSED to table until next conference call.

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#3501: Per the attached NewsGram article, “CA and the AA Big Book” Vol. 7, No. 2,

4^th Quarter 1994, page 7: please propose another advisory opinion allowing use of Bill W’s “Twelve Concepts of World Service” at CA meetings. CA has adopted AA’s Steps, Traditions and Concepts but until Bill’s AAWS- published writings are similarly available, it remains a violation of CA tradition to use these valuable writings for, as a “Concept Study” meeting by a CA group. We desperately need this tool to educate our Fellowship about these vital Concepts. (See Attached)

(Jay, Cynthia, Ken)

Jay – Combined with 3516, Crafted response to both as a draft:

We can find nothing official to date which adopted these writings of Bill W.’s. Nonetheless, these writings have become the cornerstone of reference for delegates, service leaders and others throughout our fellowship. In fact these writings are sold by the WS Office at the WS Conference for delegate use and are given to each new trustee upon election. We also know of at least one concept study by a group which uses these writings weekly. We need to further investigate whether CA has ever obtained permission to use these writings, which might have been done when it received permission to use/adopt the Concepts in the first place.

Here is the advisory opinion which will be presented to the Conference:

The book “A.A. Service Manual Combined with the Twelve Concepts For World Service” is a valuable tool of recovery and service and as such, it is the opinion of Cocaine Anonymous that meetings and service meetings within the fellowship should be allowed to have this book available to support the members in their recovery.

MOTION to approve response; discussion re whether referrer intended to include other writings. MOTION PASSED to table until conference call to clarify maker’s intent.

#3516: Please construct and write a statement such as “Cocaine Anonymous uses the Big Book of AA as our basic text.” We have been somewhat divided on this issue for the past 4 to 5 years. In my 13+ years of recovery in Cocaine Anonymous, neither I nor any of many other recovering addicts have had a question as to the value of the Big Book in our recovery or the fact that using it does not affiliate us with AA. I would like to see a WS Conference approved statement, which would, once and for all, affirm what we have been saying informally for the past 20+ years. (Jay, Ken, Cynthia)

MOTION PASSED to table until next conference call.

#3583: Is there anything wrong or a violation of any Tradition, By-Laws, Concepts or Charter to sell water as a fund-raiser, or to sell past memorabilia, as a fund-raiser, to raise funds for upcoming events. Clarification: a group or meetings. (Jahi)

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Jahi’s proposed response, per his report, is:

“The 7^th tradition states that Each CA group ought to be fully self-supporting declining outside contributions. Thus to raise funds in of it’s self is not a violation of traditions. But there is a tradition that comes before the 7^th, which states, (5^th) Each group has but one primary purpose — to carry its message to the addict who still suffers. Consideration and possible elimination should always be given if at any time an activity within our group or meetings infringe upon this vital tradition. The sixth tradition, to paraphrase, states that we should not let money property or prestige divert us from our primary purpose. Once again this tradition comes prior to the seventh and illustrates the importance of our primary purpose. Therefore if selling water, memorabilia, future or past, diverts or distracts from our primary purpose then it would be against traditions.”

Jay – doesn’t think that proposed response is adequate. Possibly open committee to more people.

Ken – Point of clarification – does “to sell water as a fundraiser” mean selling at a meeting or selling as a fundraiser? Ken thinks it is regarding water bottles with CA logo on them.

John – clarified that this came from The Truth, The Light and The Way, someone who wanted to sell water and keep proceeds to fund other enterprises.

Jay and Ken volunteered to work on this. MOTION PASSED to table until next quarterly meeting.

10. Copyright protection outside of the United States (Jackie)

–> Status: where are we on this matter?

Jackie – it can come out of old business. They have a meeting in Hong Kong coming up but thinks they should think to the future. Now that they have more information, they will coordinate with office to make sure they are adequately protected in Hong Kong and other areas.

John – Since office has working document, they have full right, title and interest in protecting their copyrights. Wants to explain that there is a difference between the copyright for a book or pamphlet versus a trademark or symbol. Trademark attorney says that the trademarks are current. Issue must be ongoing and we need look into this more deeply. Need to see what are and what are not trademarks. Slogans are itemized as to what countries they are protected.

John and Jackie will coordinate with WSO to make sure we’re adequately protected in Hong Kong and other areas not listed in attorney’s letter. Will provide update by next conference call.

11. Donor program being matched with the employee contribution (Jay)

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Jay – Matter has been dealt with by WSBT; response sent via e-mail and person posing original question (Austin) was happy. Refer to Record of Online Business.

12. How to cover the gap between the Conference and the first conference call of the WSBT 6 weeks later for committee assignments handled by rotating out Trustees (Jay)

After some discussion, MOTION PASSED that the assignment of temporary conference committee trustees that are vacant as a result of outgoing trustees be the responsibility of the WSBT Chair and will be addressed at the August WSBT quarterly meeting. Teri will update Chair responsibilities for review prior to next conference call.

13. How to ensure that before an area is de-linked that our own guidelines are followed, no matter what has occurred in the past with the area. REFERENCE: Oklahoma was delinked without notice this time and by Leon asking the CA webmaster to delink them, none of the guidelines were followed, let’s discuss why or why not they should have been in exceptional circumstances. (Jay)

Addressed in item 12.

14. Review of TEC guidelines and processes (Cynthia): TEC is discussing.

MOTION PASSED to refer review of TEC guidelines and processes to the TEC committee.

15. TAL resignation (Jahi)

Teri — Jahi wanted to add to agenda because he had five-year commitment but feels four years is sufficient, so he will be resigning at end of 2004 Conference. Not sure what he had in mind with this agenda item, but he did have concerns re whether we would be filling other vacancy.

Cynthia – There was a motion for the 2002 Conference, when it was thought Leon would be resigning, which referred to not filling the second TAL position. Would like to be able to refer to a current motion re status of this position.

MOTION PASSED that TEC only elect one TAL at 2004 Conference.

Teri – All TEC resumes and delegate info is to be updated online with resumes forwarded to Elizabeth ASAP. Passed out contact information for updates to Trustees. Teri also asked Elizabeth to forward any documents to Jahi and follow up with him on action items.

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NEW BUSINESS

10:17 p.m.: New business prioritized.

1. Trusted Servants: When Trust is Lost (Jay)

Will work on with Ken and report at next quarterly.

2. CAWS 2004 – Trustee Outreach (Elizabeth): Passed out more registration forms. Regional Trustees need to reach out to delegates; feel free to make copies. Need to push outreach on this convention to make it successful. Let people know they can register online.
3. WSOT position term length (Elizabeth)

MOTION PASSED that term length for incumbent WSOT be changed to one year, to end at the close of the 2004 Conference. Reasoning is so that John and Elizabeth will not be rotating off at same time. Bob Campbell might also be rotating out at same time as John.

Will now be interviewing for 2 trustee positions (WSOT and TAL I) at this year’s Conference.

4. CA Contribution Program – Trustee Outreach (Elizabeth): Pull out pdf file of flyer and educate yourselves. We are not meeting projected numbers so we need to support this within the fellowship.

Tony asked that Elizabeth let us know when problems with contributions not being processed have been resolved.

Teri: Will forms be in CAWS 2004 registration packages?

Elizabeth: Yes.

5. After Conference 2003 Referrals (Teri): To be handled via e-mail after this quarterly meeting.
6. Trustee review of area newsletters (Jay): Will work on with Tony and report at quarterly.
7. Concept for two WSO Directors (Elizabeth): Tabled to next quarterly. All WSBT members need to be provided with copy of this material.
8. WSOB policy and Procedure of transferring money from the CAWSO Operating Checking account to the CAWSO Operating Money Market Fund (Elizabeth): Remove from agenda.

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9. Response to the WSBT from Jay R. regarding gender specific meetings (Jay)

John – we now owe Jay an acknowledgement of his rebuttal and a response within 30 days.

Teri – would like someone to take action to respond to his question.

Ken –thinks everyone needs to be clear about what his response means.

Teri – thinks we answered him but did not understand his response. Suggests that someone contact Jay as to what he wants and then discuss it then.

Jay will follow up by contacting Jay R. to find out what his actual question is and e-mail rest of WSBT.

10. Letter from Florian L. Regarding combined meetings (Jackie): Tabled for discussion via e-mail. Jackie to initiate discussion.
11. Suggestions regarding Kim’s resignation letter from CALA (Ken): Complete; remove from agenda.
12. Record of Online Business (Cynthia): Circulated and uploaded prior to quarterly.

MOTION PASSED to approve WSBT RECORD OF ONLINE BUSINESS Between 2003 Conference and January 2004 Quarterly as submitted.

13. Revisions to E-mail Guidelines (Cynthia) MOTION to approve e-mail guidelines as revised.

MOTION PASSED to table. MOTION PASSED to refine motion to table that this be addressed tomorrow as a matter of new business.

14. Revisions to Chair and Vice-Chair Responsibilities (Teri): Tabled until next conference call.
15. Database for trustee use (Ken & John): Referred to Long-Term Planning.
16. Review/approval of personnel policy handbook (Elizabeth): Tabled until conference call.
17. Hazelden literature for sale by an Area (Tony):

MOTION PASSED to make referral to S&B to clarify that Areas and Districts only sell literature approved for use at CA meetings.

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18. Taping issues in Midwest (Tony): After brief discussion, MOTION PASSED to table until next conference call.
19. World Service Convention follow up (John): John, Ken, Jay, Cynthia & Tony to work on; John wants to remove from agenda and reintroduce by e-mail when ready.
20. Referrals regarding Atlantic North Region (Jackie): Tabled until next quarterly
21. Referrals related to WSBT conference calls and quarterly meetings (Elizabeth): Tabled until next quarterly.
22. Appropriate wording on CA t-shirts (12^th Tradition) (Ken): Referred to e-mail discussion.
23. Ad-hoc WSBT committee to address CAWS Convention issues (Jay): Re creation of ad-hoc committee as a resource for CAWS convention committees. Ken and Jay will work on; Elizabeth and Jackie want to be on it, too. Cynthia, Teri, too. Tabled until next quarterly.
24. Hosting information on CA website about how to cross border into Canada for CAWS 2006 (Cynthia, deferring to John): Have previously sent link to AA’s frequently asked questions page about travel to Canada for their 2005 world convention. AA hasn’t solved the immigration issue, they’re just advising their members how to address them. Under FAQ at aa.org.

MOTION PASSED that the WSO create a page on ca.org devoted to information concerning travel to Canada for CAWS 2006, subject to review for Tradition violations by the WSBT.

25. Referrals to WSC Convention Committee and Regional Trustee responsibilities (Ken): Referred to ad-hoc WSBT convention committee.
26. Convention Committee guidelines (Ken): Re signing off on 2003 CAWS Convention guidelines. Have tried to contact Matt several times via phone and e-mail.

MOTION PASSED to direct Tony to sign off on the Conference Convention Committee guidelines from 2003. (Clarified that Tony is to e-mail copy, sign front page and fax it to Patty.)

27. Future use of Milwaukee slide show: Tabled until next quarterly.
28. MOTION PASSED to adjourn and reconvene at 8:30 a.m. tomorrow. Meeting adjourned at 11:55 p.m.

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January 25, 2004

The regular quarterly meeting of the CA World Service Board of Trustees, at the Sheraton Four Points Hotel, was called to order at 8:45 a.m. on January 25, 2004.

• Quiet Time and Serenity Prayer
• Roll Call

Teri Knight	Atlantic South Regional Trustee	Chair
Jackie Schickler	Atlantic North Regional Trustee
Cynthia Cronkhite	Pacific North Regional Trustee	Secretary
Jay Finesilver	Southwest Regional Trustee
Teri Knight	Atlantic South Regional Trustee
Ken Cross	Pacific South Regional Trustee
Elizabeth Saldebar	World Service Office Trustee
John Bodkin	World Service Trustee
Tony Drake	Midwest Regional Trustee
Absent:
Jahi Boseda	Trustee at Large I	Vice Chair

NEW BUSINESS (Continued)

Viewed H&I video again

29. WSBT E-mail Communication (Elizabeth)

MOTION WITHDRAWN that at the discretion of the WSBT Chair, all main motions of a substantive nature may be excluded from e-mail communication.

MOTION that all motions made online be discussed on the next monthly WSBT conference call except on an emergency basis. MOTION PASSED to table until we determine conference call schedule.

30. Monthly Conference Calls (Teri) –

MOTION FAILED to have WSBT monthly conference calls on the last Sunday of the month starting at 1:00 p.m. Pacific time, except for the months of the quarterly meeting, with the limit of the call being two and a half hours.

MOTION FAILED that all motions made online be discussed during the next WSBT meeting except on an emergency basis.

31. Review and discussion of what CA’s (through our Board or the WSOB) response is to help areas and even other countries to incorporate as non-profits under the

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applicable legal structure. Comment: the forms were last updated in 1992 or something, I have three areas asking for the forms and guidance now. (Jay)

After lengthy discussion, MOTION PASSED to refer to WSBT Legal

Subcommittee and all concerned members to discuss the matter and bring back at next quarterly meeting.

MOTION PASSED to request that the WSOB stop sending out any information on nonprofit areas until further notice by the WSBT.

32. The CPA quarterly reports (Elizabeth)

MOTION PASSED to conserve assets of CAWSO by having quarterly financial reports done in-house and to no longer employ the services of Roger Brown CPA firm.

Elizabeth – POI: Intent is that Brian W is a CPA and does not feel work of Roger Brown is anything that they can’t do in house. Would save fellowship $3,000 a year.

33. Time/Date of the May 2004 quarterly meeting (Teri):

MOTION PASSED that we reconvene for WSBT quarterly meeting on May 25^th at 7:00 p.m. Pacific time.

MINORITY OPINION: Jay – we should start earlier because we have the chance and it wouldn’t impact the fellowship at all to begin at 1:00 p.m.

After some discussion, MOTION PASSED to amend previously passed motion to begin at 5:00 p.m. on May 25^th.

34. Legal counsel for CA (Jay):

Motion was made via e-mail and tabled: A motion has been made (by Jay) and seconded (by Ken) that COCAINE ANONYMOUS WORLD SERVICE OFFICE, INCORPORATED, through its officers and directors which are members of the WSBT, retain the services of an independent counsel/law firm to advise and consult with the WSBT related to the following list of questions and any other related questions which might arise as a result of the consultation. The counsel will be pro bono and will not charge CAWSO, Inc. for its firm’s services. The WSBT will take the lead and will work with the counsel to obtain this information. Accordingly, the WSBT designates both Jay and Jackie as trustee members of the WSBT legal committee and Teri as the Chair of the WSBT to be involved in this process. The goal of this consultation is to obtain this information in advance of the WSBT quarterly meeting scheduled for January 23rd, 2004.

The questions are:

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1. What is the law in California re when theft occurs from a member of a non-profit group and the group for many reasons fails/declines to prosecute – has any member of the group who has knowledge of the theft but does not report it also committed a crime?
2. Along these lines, what responsibility does the board of the group have to prosecute or not, and what exposure does the board have itself and what exposure do the individual members of the board have with knowledge who decide not to or decline to prosecute?
3. Can any member of the group bring charges as an individual or even as a member of the group against the member who committed the theft?
4. Can the nonprofit status of the group be in jeopardy if the Attorney General knew about the theft/crime and fails to act?
5. If someone wanted to report these crimes, to whom should they go – the District Attorney for the County of Los Angeles (where the theft occurred) or the Attorney General of the State of California, or both?
6. In the situation where the parent international board of a non-profit group enacts a policy of non-prosecution in theft situations for all its member groups and related but not subsidiary non-profit groups, 1) what liability does the parent board have where there is a theft that occurs in the local group if the local group follows the parent policy; 2) what liability do the members of the local non-profit groups have if it does or does not follow the policy of non-prosecution; 3) what personal liability would any member of the parent board or local non-profit board have for enacting or following such policy?
7. What is the law in California, if a member of a non profit group who commits a theft fails to make timely restitution payments, can charges against that person be brought by any member of the group – and if so at what stages?

Jay – MOTION withdrawn.

MOTION PASSED that the WSBT Legal Subcommittee, led by Jay F., in conjunction with the WSOB Chair, contact Morrison & Forster to move forward with our legal concerns and questions.

35. Revisions to E-mail Guidelines (Cynthia):

Motion removed from the table and amended; MOTION PASSED to approve the e-mail guidelines as revised, with the definition of an emergency motion to be clarified during the next conference call.

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Discussion re question of storage on ca.org. Tony would like to pursue issue with Elizabeth. Elizabeth recalls there was a security issue when this was brought up before. Tony suggested paying for a Yahoo group to remove ads and increase storage space.

Cynthia will upload revised version of guidelines to website.

Minority opinion – Jackie – believes deleting business of WSBT is a mistake at this time. We can look into extended storage.

Reviewed agenda; MOTION PASSED to limit discussion in group inventory today to 5 minutes per individual.

MOTION PASSED that we do not delete any information from the WSBT Yahoo group until we have more information on the paid service for storage.

Jay pointed out housekeeping issue under item 7 that we need to set the date for our next quarterly conference call. MOTION PASSED that our next quarterly conference call be on Sunday, March 14th at 1:00 p.m. Pacific time.

36. Issues regarding finances of districts (Ken): Chooses to table issue to e-mail after researching this in WSM. Would like everyone to find out what is happening in his or her district before discussing.
37. WSBT exception travel (all):

Ken would like to be able to go to Las Vegas and San Diego. Expects cost to be $250-$300; $150 for each trip.

Jackie would like to go to Scotland and New York. Requesting approximately $125 for airfare only to Scotland and approximately $400 for airfare only to New York, for a total of $525.

Jay was asked to go to Wichita. Asking for $50 reimbursement.

Cynthia made amends for not following reimbursement guidelines for trips to Utah and Sacramento and returned check. Requesting only per diem for this weekend. Will research details re trip to Calgary and address via e-mail or conference call.

Need to find out committee meeting schedule. MOTION to approve these expenses for travel.

Jay withdrawing his request. Friendly amendment accepted. Believes Calgary trip should be a priority.

Elizabeth – friendly amendment to remove request for New York and add Tony going to Iowa.

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Accepted. MOTION FAILED to approve travel to Las Vegas, San Diego and Scotland.

MOTION PASSED to approve exception travel expense of $300 for PSRT for the purpose of travel to San Diego and Las Vegas.

MOTION PASSED to approve exception travel expense of up to $125 for ANRT for the purpose of travel to Scotland.

MOTION PASSED to approve exception travel expense for the PNRT to travel for the purpose of supporting CAWS 2006 in an amount not to exceed $500.

38. Tradition violations for AMR and H&I video (all)

MOTION PASSED that WSBT submit comments to WST to be captured in template format with the information discussed today and submitted to the WSOT for submission to the WSOB.

39. Resolve issues to promote Memphis PowerPoint presentation as soon as possible (John)

MOTION PASSED to refer to WSOB to make necessary arrangements to distribute Memphis convention PowerPoint presentation.

40. Micro-managing the WSOB (Ken): Ken wants to table; asks that we consider the spirit of the Board-to-Board discussions yesterday and discuss this further on e-mail.
41. Group inventory

MOTION PASSED to table group inventory to next quarterly meeting.

MOTION PASSED to adjourn at 1:01 PM PT.

Close – Serenity Prayer

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