Jul 22, 2010 – WSOB Meeting Minutes

Minutes of the Meeting of CA World Service Office Board of Directors

July 22, 2010

I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:17pm by Chair, Tom P.

II. Concept 7– read by Teresa.

III. WSM Conference Charter, (pp.50)–7. read by Willie.

IV. Birthdays—none.

V. Roll call and Quorum Determined

A. Voting Members Present: Tom P. (WSOB Chair), Richard L. (WSOB Vice Chair ), Barry J.(WSOB Treasurer), Teresa N. (WSOB Secretary), Willie B. (WSO Trustee), Richard S. (TAL/WS Trustee ) via web-conference, Elizabeth Saldabar (Director at Large), Yvette L. (DOO). A quorum is established.

B. Board Members Absent:  Director at Large (vacant) and DRPD (vacant).

VI. Guests Present: none.

VII. Approval of the previous meeting’s minutes—

A. Motion made by Richard L. to approve the minutes of the July 10, 2010 meeting. Seconded by Teresa N. Passed with substantial unanimity.

VIII. Guest Reports—none.

IX. On-line Business

A. Motion made by Yvette to approve the Birthday envelope, with the removal of “Suggested $1 per year of Sobriety.” Seconded by Elizabeth. Passed. Elizabeth will take back to Elizabeth W. to have those words removed and the

X.Old Business.

A. Referrals—

1. Teresa is working to put all of the referral responses together in one document. Will get together with Tom to finalize.

B. WSOB Director Openings—

1. Tom D. (Orange County) is interested and working on adjusting his schedule to allow attendance.

C. CA.ORG in Spanish / HelpDesk—nothing new.

D. IT person / Webservant—nothing new.

E. Mail Street / Network Solution—Richard S. working on.

F. Translations—update from ad-hoc committee—Elizabeth: received call from Russell—he is under the impression that translations will be ready by conference—this needs to be clarified because they will not be ready by conference. Richard L: had a conversation with Russell regarding printing— where will it be done? Tom & Yvette will contact N.A. to learn about their process.

G. Communication Flow-chart—nothing new.

H. Publication issues

1. The Publications Liaison position—do they work with the WSO or with the printers, etc? Tom: They should only be working directly with the WSO.

2. LGBT piece-Yvette will contact Siobhan to get this moving.

3.HFCII—has been re-set without the AA literature, but there were some things that were missed. LCF has given the WSO feedback on changes so that we can move forward.

4. Elizabeth brought a ―short list‖ of current LCF projects—a spreadsheet that shows where the projects are.

a. C.A. is Also for the Gay, Lesbian, Bisexual or Transgendered Addict—with Siobhan.

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b. Choosing Your Sponsor—old version is still online-new version is with the Publications Liaison.

c. Do’s and Don’ts of 12 Step Calls for Addicts—with Siobhan.

d. Newcomer Booklet—with the Office; more revisions to be made.

e. Reaching Out Card—delivered to WSO 10/09, status unknown.

f. Tips for Staying Clean & Sober—with the Publications Liaison.

g. To the Newcomer—complete—some formatting issues on website.

h. Yes, you can start a C.A. meeting—with Publications Liaison.

XI. Break 8:16pm

XII. Meeting called back to order at 8:23pm

XIII.Office Director Reports

A. DOO Report – Yvette L. submitted verbal & written report.

1. The response from the EDD is that their department finds the reasons for discharge do not meet the definition of misconduct connected with the work; the reason stated on the claim was―repeated insubordination.‖ The Board has a right to appeal, if they feel necessary.

2.Worked with Oliver and Barry on the closing of the books for FY 09-10; will be completed Monday.

3.Worked with Richard S. to successfully convert from MailStreet to Network Solutions.

4. CAWS 2010

a. Yvette made motion to pay the hotel bill for Milwaukee in the amount of $22,151.51. Seconded by Barry. Discussion ensued. Willie made friendly amendment that we pay the FINAL bill in the amount of 29,103.51. Accepted by both maker and seconder. Discussion ensued. Passed with abstention noted. End result is that CAWS 2010 made $69,000.

5. Yvette made motion that the Office has a vision plan for the employees at an additional cost of $14.00 per employee under Anthem Blue Cross. Seconded by Barry. Discussion ensued. Passed with substantial unanimity.

6. CAWS 2011

a. There is a postcard listing ca.org as a place to go for memorabilia, but there is no memorabilia on ca.org. Willie: can we add a page be added with the memorabilia or add it to our current order form? Elizabeth: this could be a bookkeeping nightmare. Maybe we could create the space for a memorabilia store for each Convention. Richard S: this would be a burden on the Office on several levels. Willie: we did this for Utah—we sold bracelets and shirts from the Office and just reported the numbers. Elizabeth: this is a great idea, but we do not have the proper staff to handle this. That would lie under the DRPD; the DOO is charged with running the day-to-day business of the office, not fund-raising, etc. Richard S: let’s have the committee submit items (three fixed items) that they would like to see sold and let’s take it from there.

7. Conference

a. Yvette has placed a call to both Kevin and Siobhan and communicated strategy for Conference: Kevin is receiving all of the registrations as they come in to the Office; going over T-Shirt design with Siobhan; working with Lori on supplies needed for the Office; Unity has submitted lunch ticket designs for the Office to print.

b. Collecting everything to put together the delegate notebooks.

8.CAWS 2011 (more)

a. Committee would like to know if the WE Treat contract has been approved. Richard S: we saw no issues with the contract.

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b. Barry has taken care of re-establishing their inactive account. Convention treasurer has requested to be added as a signer on the Petty Cash account. Willie made motion that we transfer the authority over the Petty Cash account to the host committee. Seconded by Yvette. Richard: point of order—because of the Guidelines, isn’t this out of order? Tom: yes, the motion is out of order. Tom will speak with the committee chair tomorrow.

c. Yvette made motion to bring back to the table to approve the Check Request for CAWS 2011 for Registration in the amount of $661.00. Seconded by Richard L. Passed.

1. Discussion ensued re: Motion to approve the Check Request for CAWS 2011 for Registration in the amount of $661.00. Passed with substantial unanimity.

d. Yvette made motion to approve the Spending Request for CAWS 2011 in the amount of $300.00 for printing of 1000 Newsletters to be distributed at CALA. Seconded by Barry. Discussion ensued. Passed with substantial unanimity.

e. Yvette made motion to approve the Spending reauest for CAWS 2011 for deposit of WE Treat #2 for Fundraising made payable to Whispering Pines. Seconded by Barry. Passed with substantial unanimity.

f. Yvette made motion to approve the Spending Request not to exceed $1400.00 for Worldly Indeed T-shirts for pre-convention fundraising at Conference. Seconded by Richard S. Passed with substantial unanimity.

g. Yvette made motion to approve the Check Request in the amount of $1392.35 for CAWS 2011 pre-convention fundraising payable to Team Shop Premium for Worldly Indeed T-shirts. Seconded by Richard L. Passed unanimously.

9.CAWS 2012

a. Yvette made motion to approve the logo for CAWS 2012. Seconded by Elizabeth. Discussion ensued. Elizabeth offered a friendly amendment that we do something to have the logo follow the guidelines. Willie made motion to table. Seconded by Richard S. Motion to table passed with substantial unanimity. Tom will take back to Jackie.

XIV. 10:00pm Elizabeth made motion to suspend the rules to complete the business on the Agenda. Seconded by Richard S. Passed.

XV.Director Reports (cont.)

A. DOO report (Cont.)

1.CAWS 2012 (cont)

a. Yvette spoke with David Costa today who has been in communication with Barry and has requested the HSBC bank account number and any other pertinent information, including availability of funds. Barry: they never opened up an HSBC account in England; they opened up an account at Barclay’s instead. So, they now have to mail us a check that we can deposit into our account here in the U.S. Tom: I think that they need to open an HSBC account. They have actually requested to just be able to spend the money from there without going through us. Willie: Tom, you need to get involved at this point—they need to open the HSBC account.

b. Yvette made motion to approve the Spending Request and a Check Request for CAWS 2012 for Petty Cash in the amount of $500.00 for general committee travel expenses. Seconded by Barry. Discussion ensued. Richard S. speaks against the motion: it is a poor precedent to start, to be paying general

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committee travel. Willie speaks against the motion: they added this as a line item but their budget has not been approved. Barry speaks against the motion because their budget has not been approved. Richard L. speaks in favor of the motion because this is a country putting on a convention, not an area within the U.S. Elizabeth speaks in favor of the motion: this is different from any other convention in that it is the first time we have walked off U.S. soil for a Convention. Richard S., Barry and Willie: they have not been fiscally prudent; there has been no accounting. Elizabeth made motion to table. Seconded by Richard L. Failed. Willie called for the vote on the original motion. Motion failed with substantial unanimity. Tom will contact Jackie.

c. Willie made motion that the WSOB Chair instructs the committee to deliver the funds within 7 days. The WSO is responsible for the collection and management of funds for World Conventions. Seconded by Richard S. Elizabeth made motion to amend the motion to read: that the WSOB Chair communicates with the CAWS 2012 committee chair to inform and request the funds be delivered to the office as soon as possible. Seconded by Richard L. Discussion ensued. Vote on the motion to amend: no substantial unanimity. Further discussion ensued. Willie amended his original motion to read: motion that the Chair facilitates the expedient transfer of funds per the WSM. Seconded by Richard L. Passed with substantial unanimity.

B. Chair—Tom P. submitted written report

1. Administered and coordinated WSO activities.

2. Supervised office personnel; coordinated with DOO general office tasking.

3. Chaired all WSOB meetings.

4. Set agendas for each meeting.

5. Developed candidates for directorship.

6. Maintained close contact with DOO and office staff.

7. Participated on LCF conference call July 11, 2010

8. Participated in CAWSC 2011 steering committee meeting July 18, 2010 in Phoenix

9. Participated in CAWSC 2011 general committee meeting July 18, 2010 in Phoenix

10. New Office position was not listed on Craig’s List yet—needed to wait until the conversion from MailStreet was completed. Received one application from the fellowship. Will be interviewing this week.

C. Vice Chair—Richard L.—no report.

D. Treasurer—Barry J. submitted written and verbal report.

1. Finishing up FYE books.

2. As of today, funds in the accounts: $20,735.92 working (WF); $43,586.93 even year (WF); $22,791.93 Odd year (WF); $103,333.27 reserve/savings (WF); $500.00 HSBC.

3. Submitted P&L, Balance Sheet and sales report.

4. For FY 09-10 we made 19,000.

5.Willie: we have gone a year without having to make any major transfers from Prudent Reserve. Congratulations to the WSO and to this Board.

E. Secretary—Teresa N. submitted written and verbal report and minutes.

1. Participated on the S&B Committee Conference Call last Sunday. We worked on all of the referrals carried over from last Conference. Several of the referrals are in regards to SR14—to change the timeline of when the WSO sends out to Fellowship for review. The requests are to change from 60 days prior to Conference to 90 days. Not sure this is possible. Tom: not at this point. This would only give the Office 30 days to turn around to gather everything, send out to trustees for approval and send to Conference Chair and get back and send to fellowship.

2. Working on putting together the responses for WSOB referrals.

F. Director at Large—Elizabeth S.–submitted written and verbal report

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1. On Sunday, July 11th I participated in the Literature, Chips and Format Committee Conference call.

2. We have created a short list of items that have been approved from the Conference that need coordination and follow up on from the WSOB.

3. Discussion ensued about the GLBT piece and where we are in the process with the typesetter & printer.

4. Follow up on where each LCF piece is in the point process.

The committee is enthusiastic about its work and to be having good communication with the WSOB liaisons. The final question is when is the new webmaster up and running?

5. I also have participated on emails with the Finance Committee. Items that have been referred to the WSOB.

6. Birthday Envelopes – approved online in hopes to be ready for Conference.

7. Pass the Can – awaiting directions to be created and then approved by the WSOB.

8. Letter to the Fellowship – approved and sent in delegate mailing. G. Director at Large—vacant.

XVI. Trustee Reports

A. WSO Trustee—Willie B.—submitted written and verbal report.

1. I have again attached the 5^th concept to my report concerning the failed motion requesting the WSBT to re-consider their decision to sticker all books. I believe that the potential to spend 20,000.00 or more of C.A. money when we don’t have to is an issue.

a. Elizabeth made a motion that the WSOB make a motion on the Conference floor to allow the Conference to decide the direction to take with the books. Seconded by Richard S. Discussion ensued. Passed unanimously.

b. Richard S: the Trustees approved stickering for cost not to exceed $1.00 per sticker, but the office is spending $1.25 per sticker. Can the Office bring this in line? Yvette: this is the best price for the size stickers that fit the page. The stickers that are under $1.00 require several stickers to cover one page, which is more expensive.

2. Reading the minutes of the 2012 steering committee, they are planning to open up another account Barclay Bank (petty cash) unclear what the amount is and to my understanding it is 500.00 US and have we considered special allowances for a higher amount. What happens to the money that has been collected from the event, they also talked about sending the money in June.

3. Quarterly reports for conference are due by August 10, 20010, reports should be sent directly to my wsotprinciples@yahoo.com email address.

4. Following up on the plan for the DOO—need to do the 30-day review. Tom briefly reported and will write out a current review for the WSOB.

5. Richard S. made motion to remove the temporary transfer of authority to fire office employees from the DOO to the Chair. Seconded by Willie. Discussion ensued. Passed unanimously.

B. TAL (standing in as WS Trustee)–Richard S.—submitted verbal and written report.

1. The Trustee Election Committee (TEC) of the World Service Conference 2009 did not elect any of the candidates for the World Service Trustee position (WST). As Trustee at Large (TAL) I am fulfilling the position and duties until elections of the World Service Conference 2010.

2. World Service Conference Committee; The WST sits on the conference committee; We have not met since our last conference call.

3. IT: The Holland website remains de-linked from CA.org but there has been communications with the area chair, the European regional trustee, the webservant, the WSC IT Chair and myself, I believe the webservant for the area is addressing the issues, when resolved we look forward to relinking.

4. I was asked to attend and speak briefly at a Denver CO, service workshop this month on serving the fellowship as a trustee, which was a great event.

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XVII.Committee Reports

A. Finance: Elizabeth, Tom & Barry—nothing new.

B. Structure & Bylaws: Teresa— already reported.

C. Convention: Yvette & Willie—nothing new.

D. Conference: Teresa, Richard S. and Yvette L.—already reported.

E. Unity: no Director liaison.

F. Literature, Chips & Formats: Tom and Elizabeth—

G. Hospitals & Institutions: Willie— nothing new.

H. Public Information: Richard L. —nothing new.

I. I.T.: Richard S.—nothing new.

J. Archives: Willie—nothing new.

XVIII. CAWS 2011, Arizona—already addressed.

XIX. CAWS 2012, UK—already addressed.

XX.CAWS 2013—see SR14.

XXI.CAWS 2014—see SR14.

XXII. New Business—

A. New Next meeting: August 12.

XXIII. Motion to Adjourn made by Yvette at 11:32pm Seconded by Teresa. Vote taken: Passed unanimously.

XXIV. Meeting closed at 11:32pm by Chair Tom P. with the ―we‖ version of the Serenity Prayer.

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July 22, 2010

Chairperson’s report to CAWSOB

Regular board meeting July 22, 2010

General-

1) Administered and coordinated WSO activities.

2) Supervised office personnel; coordinated with DOO general office tasking.

3) Chaired all WSOB meetings.

4) Set agendas for each meeting.

5) Developed candidates for directorship

Specific-

Maintained close contact with DOO and office staff

Participated on LCF conference call July 11, 2010

Participated in CAWSC 2011 steering committee meeting July 18, 2010 in Phoenix Participated in CAWSC 2011 general committee meeting July 18, 2010 in Phoenix Thank you for the privilege and honor of serving this fellowship!

In love, gratitude and fellowship,

Tom Phelan

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WSOB Treasurer

Barry Jacobs

JULY 22,2010

I want to thank the fellowship for the opportunity to serve.

I have been in contact with the paid accountant and the DOO regarding finishing the books for the year and the convention will meet with them again in the next few days.

I have been in contact with the Chair/Vice Chair/Treasurer of CAUK2012 and am a little upset.

OT seems they have their funds in an account at Barclays Bank NOT HSBC and I will have a conference call with them next week.

I received an email from the vice chair informing me that the balance of funds and accounting will be forwarded to us soon.

I have been in touch with the treasurer of Arizona Convention

Found out about the petty cash account that was opened in 2009

Opened a new Petty cash account for AZ (Signatures and funding needed)

Went to the Wells Fargo Branch in Palms and transferred the funds agreed (30000) from the even year to the savings

As of this morning Funds it the accounts:

20,735.92 working wf

43,586.93 even year wf

22,791.93 odd year wf

103,333.27 reserve/savings wf

500.00 hsbc

In loving service

Barry

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WSOB Secretary Report

July 22, 2010

The following is a list of current duties and activities:

*Taking minutes at WSOB meetings and uploading to the yahoo group.

*Organizing files on Yahoo Group

*Maintaining hard copies of meeting minutes, including director reports

*Working with my fellow directors to address referrals carried over from last conference

*Conference Committee participation—

S&B: Attended phone conference call on Sunday, July 18. Completed most of the carry-over referrals from last conference.

I am grateful to be of service and look forward to continuing my service to C.A. as a Board Director.

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WSOB – Director at Large Report

July 22, 2009

On Sunday, July 11th I participated in the Literature, Chips and Format Committee Conference call.

– We have created a short list of items that have been approved from the Conference that need coordination and follow up on from the WSOB.

– Discussion ensued about the GLBT piece and where we are in the process with the typesetter & printer.

– Follow up on where each LCF piece is in the point process.

The committee is enthusiastic about its work and to be having good communication with the WSOB liaisons. The final question is when is the new webmaster up and running?

I also have participated on emails with the Finance Committee. Items that have been referred to the WSOB.

– Birthday Envelopes – approved online in hopes to be ready for Conference.

– Pass the Can – awaiting directions to be created and then approved by the WSOB.

– Letter to the Fellowship – approved and sent in delegate mailing.

Thank you all for opportunity to be of service.

God Bless,

Elizabeth S.

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World Service Office Trustee Report

Submitted 22 July 2010

Tom, here is a snapshot of the conference call

1. motion to pull pages from HFC II 227 and 228 failed for a lack of a 2nd

2. motion to reconsider the wsbt decision to sticker all books (failed)

3. Curious to know where we are with HFC II french version?

4. Helpdesk, where are we with its implementation?

5. When will there be a transition with Mike and Steve (webservant)? I know we talked about timeline not sure when that is, suggestion can we target Aug 1, 2010

6. The meeting with Oliver, Yvette and Barry and myself is of urgency, there are still concerns of financials not being presented according to the policy and procedural manual.

I informed them of the fact that we will have a plan of implementation at our next board meeting concerning the hiring of the Admin Asst.

I also informed them of the assessment and evaluation of the DOO should be at our next meeting- there was some questions because it is still on our agenda,

Also is there any update on the response EDD letter to unemployment claim?

• Above is the communication I’ve had with Tom regarding the WSBT Conference call
• 5^th Concept:

After careful consideration of last night conference call, the motion to reconsider a previous decision of the WSBT to sticker all books, I went into the office today to sign checks and other documents that needed my attention. I requested a specific breakdown of books left in inventory pricing of the labels and cost per book to sticker.

Dear Willie,

Per your request, here are the numbers associated with the cost for labeling HFC II Books

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As you all can see these numbers are extremely high and not prudent. Lets break this down even further.

.75 X 63996 =47,997

.50 X 63996 = 31,998

.25 X 63996 = 15,999

Providing we could get label at a discounted rate by the bulk, we would still be in the area of 10 to 15 cents per book.

.10 X 63996 = 6399

.15 X 63996 = 9599

So, this is where we stand at the present, I would humbly request reconsideration of the HFC II books being stickered in the US. It is not a prudent spending decision based on the numbers I have provided.

• I have again attached the 5^th concept to my report concerning the failed motion requesting the WSBT to re-consider their decision to sticker all books. I believe that the potential to spend 20,000.00 or more of C.A. money when we don’t have to is an issue.
• Reading the minutes of the 2012 steering committee, they are planning to open up another account Barclay Bank (petty cash) unclear what the amount is and to my understanding it is 500.00 US and have we considered special allowances for a higher amount. What happens to the money that has been collected from the event, they also talked about sending the money in June.
• How did the conversion go? Were there any unforeseen problems? Was the conversion completed and are we fully operational with Network solutions?
• Quarterly reports for conference are due by August 10, 20010, reports should be sent directly to my wsotprinciples@yahoo.com email address.

Respectively Submitted,

Willie B

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World Service Trustee Report

World Service Office Board

July 22, 2010

Richard Schafer / Trustee at Large

The Trustee Election Committee (TEC) of the World Service Conference 2009 did not elect any of the candidates for the World Service Trustee position (WST). As Trustee at Large (TaL) I am fulfilling the position and duties until elections of the World Service Conference 2010.

World Service Conference Committee; The WST sits on the conference committee; We have not met since our last conference call.

Information Technology; The Holland website remains de-linked from CA.org but there has been communications with the area chair, the European regional trustee, the webservant, the WSC IT Chair and myself, I believe the webservant for the area is addressing the issues, when resolved we look forward to relinking.

I was asked to attend and speak briefly at a Denver CO, service workshop this month on serving the fellowship as a trustee, which was a great event.

In Love and Service,

Richard Schafer TaL

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