Minutes of the Meeting of
CA World Service Office Board of Directors
July 28, 2011
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:06pm by
Chair Tom P.
II. Tradition 7– read by Sheila.
III. Concept 7 – read by Gregory (CALA).
IV.WSM, p.58 Conference Charter – read by Elizabeth S.
V. Birthdays—none.
VI. Roll call and Quorum Determined
A. Voting Members Present: Tom P. (WSOB Chair), Teresa N. (WSOB Vice-Chair), Barry J. (WSOB Treasurer), Richard L. (WSO Trustee), Elizabeth S. (Director at Large), Bob C. (Director at Large), Linda F. (DOO). A quorum is established.
B. Board Members Absent: Peter D. (WS Trustee), DRPD (vacant), Secretary (vacant).
VII. Guests Present: Sheila S. (special worker), Susan (guest), Michael (bookkeeper), Ryan (webservant), Gregory (CALA).
VIII.Guest Reports –
A. Michael (bookkeeper) —
1. Total 2011 Convention net income: $129, 573.85.
B. Susan – glad to be here
C. Ryan (webservant) –
1. There are issues with our server. We need IT support.
2. Since there are no more security upgrades available for OS, there will need to be an upgrade.
3. Continuing to research host solutions.
4. Performing updates to the website.
D. Sheila – no report.
E. Gregory – just here to visit.
IX. Approval of the minutes of the prior meeting
A. Elizabeth made motion to approve the minutes from July 14, as amended. Seconded by Barry. Passed unanimously.
X.Referrals – Teresa met with Tom to discuss the referrals carried over from last Conference. Teresa will type up the responses and we will take on-line.
XI.On-Line Business – none.
XII. Director Openings – There will be two open Director positions at the conclusion of this Conference.
XIII. Translations – Elizabeth
A. We have really accomplished a lot this year.
B. Hope to have copies of the Farsi pamphlets at the Conference for all to see.
C. Was on Skype with Russell today working on translations. Discussed the possible need for a release form for the local translation committee to clarify ownership of the translation by the WSO. Also discussed royalty agreements.
D. Russia is submitting pieces for translation.
E. French translations – Elizabeth made motion to take the existing translations of the 12 Steps and 12 Traditions in both Spanish and French to Kern for review/comparison to the source (English). Seconded Bob. Passed unanimously.
XIV. Publication Issues – Linda
A. Categorizing all pamphlets into priority lists for future printing. As we re-print, we will make the necessary revisions for uniformity.
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B. Working on the corrections timeline to HFCII. Meeting with Tom this Saturday. Should have a timeline after that meeting.
XV. Vendor Licensing Agreements – re: the vendor selling Cocaine Anonymous jewelry on ebay, we have sent a letter to request them to complete a vendor license agreement.
XVI. Royalty Agreements – Linda
A. Working on updating the existing agreement form used for the UK and amend to be used for Scotland, Holland and Sweden. Discussion ensued regarding the royalty fee. Linda will do some further research into the costs of printing for these groups to help determine what the royalty fee should be in order to keep costs equal to the cost of same pamphlets in the U.S.
XVII.Office Director Reports
A. DOO Report – Linda F.
1. Will be working with Tom this weekend on timeline for HFCII corrections.
2. Conference Committee is recommending that we go with TMG for the equipment for Conference. Working to get their bid lowered.
a. Peter put forth three bids for a projector that can be used at Conference, which could save us money on the TMG bill. Linda made motion that we accept the Epson low bid for the projector and screen. Seconded by Barry. Concern was expressed regarding the service on the item and safe storage. Discussion ensued. Passed.
3. Working on the budgets to present at Conference.
4. Have the flash drives. Will have everything ready to be loaded in two weeks.
5. Still working on replacing our IT support person.
6. NADCP – we gained 102 new contacts. Will be following up in two weeks, and again in three months.
7. Working on the Concepts banner – should be ready for Conference.
8. Transportation – Linda will work with Robin to coordinate the transportation of all Conference supplies to and from Conference.
B. Chair—Tom P. – submitted verbal report.
1. Working with Linda on HFCII changes.
2. Worked on final P&L and closing Convention financials.
3. Attended the PSR Unity Day.
4. Inventory and QuickBooks process is working – were only off by about $400.
C. Vice Chair—Teresa N. – submitted written and verbal report.
1. Submitted minutes for review and compiled reports.
2. Attended Conference calls for Conference Committee.
3. Will attend a conference call this Sunday for a sub-committee of the Conference Committee
4. Will be at WSO this weekend to assist with Conference prep.
D. Treasurer—Barry J. – submitted written and verbal report.
1. Operating $17,799.99
2. Even Year $11,556.51
3. Odd Year $150,563.29
4. Savings $62,756.08
5. HSBC $500.00
6. Wells Fargo England asked Wells Fargo Inc here to obtain from us our Articles of Incorporation and our Minutes. We have ordered our original Articles of Incorporation from the State of California. Once we receive those, we can move forward.
7. There is a drastic deficiency of 7th tradition this year, which results in our regular operating funds being deficient.
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8. Barry made motion to transfer from the Odd-Year Account to the Savings
Account $109,293.25 to close out Convention, pending Trustee approval. Seconded by Richard. Passed.
9. Barry made motion to transfer $30,000 from savings to operating to cover additional operating and conference expenses, pending Trustee approval. Seconded by Richard. Passed unanimously.
10. SR #28 Barry made motion to approve check request in the amount of $374 payable to Portslade Town Hall Brighton to rent facilities for a fund raising event for CAWS 2012. Seconded by Richard. Passed unanimously.
11. Met with the DOO and paid bookkeeper to go over the Convention and year-end financials to get completed.
E. 10:00pm Richard made motion to suspend the rules in order to extend the meeting to conclude the night’s agenda. Seconded by Elizabeth. Passed.
F. Director at Large—Elizabeth S. submitted verbal report
1. Attended the PSR Unity Day. It was a great event!
2. Still waiting to be invited to the PI yahoo group.
3. Conference call scheduled for LCF on the 27th.
4. Translations sub-committee: Already reported (see above).
G. Tom made motion to approve the NewsGram, as submitted. Seconded by Linda. Passed.
H. Director at Large—Bob C. – submitted verbal report.
1. Will be on the LCF conference call.
2. Will contact H&I committee to get plugged in.
XVIII.Trustee Reports
A. WSO Trustee—Richard L. —submitted written and verbal report.
1. August 7th is next WSBT conference call.
2. We need a slate for the Chair position. Teresa and Elizabeth will be on the slate.
3. Quarterly reports due Aug 17.
B. WS Trustee—Peter D.—absent
XIX. Seventh Tradition
XX. Committee Reports –
A. Finance: Elizabeth, Tom & Barry – nothing yet.
B. Structure & Bylaws: Teresa – The committee is working to complete all referrals carried over from last conference.
C. Convention: Peter D. & Linda – nothing additional.
D. Conference: Linda, Teresa and Peter D. – nothing additional.
E. Unity: no director liaison.
F. Literature, Chips & Formats: Bob, Tom & Elizabeth – nothing additional.
G. Hospitals & Institutions: Bob. – nothing to report.
H. Public Information: Richard L., Elizabeth & Linda –nothing additional.
I. I.T.: Linda – nothing to report.
J. Archives: Tom & Bob – nothing to report.
XXI. CAWS 2011 – nothing additional.
XXII. CAWS 2012 – nothing additional.
XXIII.CAWS 2013 –
A. Peter was supposed to send the contract to Tom today.
B. Need to get the petty cash account going.
C. They have a theme: Splash of Sobriety
D. They are working on their pre-convention fundraiser.
XXIV.CAWS 2014 – nothing new. Still working on building the steering committee.
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XXV. New Business – none.
XXVI. Executive Session—
XXVII.Next meeting: Thursday, August 11 at 7pm at the WSO.
XXVIII. 10:45pm Motion to Adjourn made by Richard. Seconded by Barry. Passed unanimously.
XXIX. Meeting closed at 10:45pm by Chair Tom with the “we” version of the Serenity Prayer.
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For all attached documents and reports see: 2011-07-28-WSOB-minutes-final.pdf