Minutes of the Meeting of
CA World Service Office Board of Directors
July 26, 2007
I. Opening. Meeting called to order with the “We” version of the Serenity Prayer at 7:28pm by Chair, John B.
II. Tradition 9 read and discussed.
III. Concept 9 read and discussed.
IV. Birthdays—none.
V. Roll call and Quorum Determined
A. Voting Members Present: John B. (WSOB Chair), Teresa Neighbors (WSOB Secretary), Earl Henderson (WSO Trustee), Willie Bailey (Director at Large (arrived late—7:45pm), Patty Flanagan (WSO Paid Director, Director of Operations), Robin Long (Office Manager)-no vote. A quorum is established.
B. Voting Members Absent: KathyJo Rangno (WSOB Vice Chair), Tom P. (WSOB Treasurer), Hayward Hunt (WS Trustee), Director at Large (vacant).
VI. Guests Present: John W. (arrived at 7:52pm)
VII. Approval of the previous meeting’s minutes—moved to after break
A. Motion made by Patty F. to approve the minutes from 06/28/07 meeting, seconded by Earl. Vote taken. Motion passes unanimously.
VIII. Guest Reports-moved to after break
IX. Old Business
A. Taping of Conference—moved to Office report
B. Conference Presentation—moved to after break
C. Drug Court Follow-up—moved to after break
D. HFCII—moved to Office report
X. Office Report
A. Patty and Robin Submitted written and verbal report
1. HFCII subcommittee has officially signed off the book to be printed. There have been some software inconsistencies but we are working to resolve the issue very quickly to move on to the next stage of publishing.
2. Patty submitted draft financials. They are DRAFT financials because the bank reconciliation has not been completed. John urged for the prompt and timely completion of these reports.
3. Motion made by Patty to accept HP Audio Production as vendor for the Conference taping, pending TNC approval. Seconded by Earl. Speaking to her motion, the Office received two official bids, one for $6000, this one for $1500 plus 4 sleep nights. Verbally heard another in amount of $4000 and another that was supposed to be free but never formally received either. Earl spoke in favor of accepting this due to its being the
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best offer. Discussion ensued regarding the possibility of handling the taping ourselves. Vote taken. Motion passes.
4. Robin wrote an office procedure. This Office Procedure is detailed in her report. Note, that it is contrary to the Guidelines.
5. Robin drafted a new chip & lit order form for the Board to review and to vote on next meeting.
6. There is now a full staff at the Office.
7. Working on collecting dead invoices from last year. Also sent out invoices from CAWS2007.
8. Questions:
a. a.. Earl: re: the new website linking procedure: what is the difference? Robin: The manual says that the Board/John has to order all of the linking/unlinking, etc. But, the Office is really more involved in it. Earl: is there a referral being submitted to have this changed in the Manual? Robin: yes.
b. Patty: now that Robin has gone through two quarters closing, and has taken on the responsibilities that are involved in that part of her job, I can say with confidence that she is fully trained on that aspect of her job.
B. Treasurer Report—none—absent.
XI. Break at 8:14pm
XII. Meeting called back to order at 8:21pm
XIII. Guest Reports
A. John W.: I am wondering whether or not to request the time off from work for the Conference as a Board Director. John B.: The Board has voted to bring you on, but at this point, the Trustees need to ratify you. In any event, you would not be inducted on to the Board by Conference anyway. We may have some news for you by then, but I wouldn’t worry about it.
B. John W.: I want to let the Board know that we have a working copy of Who is a Cocaine Addict in Arabic and ¾ done in Farsi.
C. John W.: I will be bringing about 4 referrals to the Conference re: translations. I would like the Board’s input on these. One of my goals is to move int’l outreach from Unity Committee to the Office.
D. Questions:
1. Patty: I have yet to hear from Holland and Sweden re: translation of chips. John W.: I have not heard either.
XIV. Approval of the previous meeting’s minutes
A. Motion made by Willie to approve the minutes from 07/12/07 meeting, seconded by Patty. Vote taken. Motion passes.
XV. Old Business
A. Conference Presentation
1. Carried over to next meeting
B. Drug Court Follow-up– Teresa submitted verbal and written report
1. Received data from Bobbie. Would like to handle/head up the follow-up piece.
2. After some discussion, it was decided Teresa would re-write contact letter and work with John W. to merge into a Word Mail document and to send to the Office by Monday for a mailing.
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XVI. Director Reports
A. Chair—John B.—no report.
B. Vice Chair—no report. Absent.
C. Secretary—Teresa N. submitted verbal report.
1. Submitted all elec. copies of minute and reports to Earl for WSBT site
2. Submitted all elec. Minutes to Office.
3. Coordinated Communication between LCF and Office.
4. Coordinated Communication between book subcommittee and Office re: HFCII—book has been signed off to Office.
5. Working diligently on the Drug Court follow-up.
D. Director at Large– Willie B. submitted verbal report
1. Working with KJ on various issues for Conference.
E. Director at Large—none-vacant.
XVII. Trustee Reports
A. WSO Trustee–-Earl H. submitted written and verbal report.
1. B2B Agenda items are due by August 12. The B2B will be on Monday night of Conference.
2. Quarterly reports due no later than August 17.
3. Working diligently on the TEC process.
4. Continue to review expenses and bills of WSO and sign checks, and review all seven accounts.
5. Participated on the WSBT conference call on July 15.
B. WS Trustee—Hayward H., although absent, submitted written report.
1. Provided PDF copies of HFCI to 2 translation companies. They still want to see HFCII for the quote.
2. Attended WSBT quarterly conference call on July 15.
3. 2010 CAWS Convention: talked with Milwaukee Hilton sales director re: contract. Submitting copy of contract for Board review. Concerned that there is no rebate on rooms yet. Board members to review and respond electronically.
4. WS Conference Committee—attended the conference call on July 15. Forwarded quote to WSO for computer services received from the conference committee. The Committee voted to obtain agreements with the Four Points to host the conference for 2009-2010.
XVIII. Seventh Tradition taken
XIX. Committee Reports
A. Finance: Tom, Earl.– Patty met with the Finance Chair, Dan S. on Monday. They discussed the increase in income: from the current year of $573,000 bal budget to $640,000 bal budget. Patty inquired into the assumptions used to allow that increase to which both of them said they would investigate and have the answers resolutions by Conference. Tom will address at B2B.
B. Structure & Bylaws: John—it’s going to be a big year.
C. Convention: KJ, Patty—nothing.
D. Conference: Hayward, Robin—there will be motions to present in the next meeting.
E. Unity: Willie—luncheon for the Conference under way. Meeting with David B. next week.
F. Literature, Chips & Formats: Teresa—already reported.
G. Hospitals & Institutions: Hayward—no report.
H. Public Information: Willie—Patty: the office is going to offer a solution for gathering their data that will be transferable, creating an efficient system for their use.
I. I.T.: KJ—no report
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J. Archives: Patty—written report submitted. From communications with Patrick, it is evident that the spending guidelines set at the Conference last year are not distributed sufficiently and need to be addressed this Conference. Note that the Chair of the Archive Committee agreed that no storage is necessary until after the conference.
K. Motion at 10:00pm to suspend the rules to extend the meeting past the normal ending time made by Willie. Seconded by Earl. Vote taken. Passed.
XX. CAWS 2008, Salt Lake City
A. We still have no registration form. WSOB Chair to make contact.
XXI. CAWS 2009, Denver
A. Patty had extensive conversation with treasurer. Modified budget will be avail. at Confernece.
XXII. CAWS 2010, Milwaukee
A. Hayward submitted hotel contract for our review. Board to review and comment on-line.
XXIII. New Business
A. Paid Director Evaluation—John requested the evaluations be turned in at the close of the meeting.
B. Next meetings—Motion made by Willie to have next meetings on Thursday, August 9 and Thursday, August 16. Seconded by Earl. Discussion ensued. Vote taken. Motion passed.
XXIV. Motion to Adjourn made by Patty at 10:10pm. Seconded by Earl. Passed unanimously. Closed with the Serenity Prayer.
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