Minutes of the Meeting of CA World Service Office Board of Directors
July 8, 2010
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:07pm by Chair, Tom P.
II. Concept 7 read by Willie.
III. WSM Conference Charter, (pp.50)–6. 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. (WS Trustee ) via web-conference, Yvette L. (DOO). A quorum is established.
B. Board Members Absent: Elizabeth S. (Director at Large).
VI. Guests Present: none.
VII. Approval of the previous meeting’s minutes—
A. Motion made by Richard L. to approve the minutes of the June 24, 2010 meeting. Seconded by Teresa N. Passed with substantial unanimity.
VIII. Guest Reports—none.
IX. On-line Business—none. X.Old Business.
A. Referrals—
1. Teresa printed and uploaded to the Yahoo Group all of the referrals with assignments.
2. Teresa will upload the referral grid/spreadsheet and also forward to all Board members.
B. WSOB Director Openings—
1. Tom spoke with several people at the Beach day. Several expressed interest.
C. CA.ORG in Spanish — HelpDesk—nothing new.
D. IT person/Webservant—nothing new,
E. Mail Street/Network Solution—The tentative dates chosen for Richard & Yvette to take care of this are: July 15/16.
F. Translations—update from committee—Tom forwarded a note from Holland to the committee.
G. Communication Flow-chart—Willie is working on.
H. Publication issues
1. HFCII—the office is adding the disclaimers to the books and applying stickers, as directors. Barry made motion that page 227-228 be cut out instead of applying stickers to those pages. Seconded by Yvette. Discussion ensued. Motion did not pass for lack of substantial unanimity. Teresa made motion to suggest to the Trustees that the sticker-application issue be reconsidered in light of the approval received from AA to sell the balance of our inventory within the U.S. Seconded by Willie. Discussion ensued. Motion passed with substantial unanimity.
2. Newsgram—Tom is working with Cynthia.
XI. Break 8:24pm
XII. Meeting called back to order at 8:30pm
XIII.Office Director Reports
A. DOO Report – Yvette L. submitted verbal & written report.
1. We have a new employee for front desk/customer service: Sheila. She is friendly and helpful and we are happy to have her.
2. We received notification from EDD for an unemployment claim for Denise K. Discussion ensued. Tom and Yvette will send a written response to EDD stating the facts.
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3. Attended QuickBooks training for two days, received certification.
4. Met with Oliver on June 26 to discuss reports and reconciliations.
5. Sent out Delegate mailing on July 1, 2010.
6. Received quote from TMG Copier for Conference—will be savings from last year.
7. Currently have 80 registered for Conference.
8. CAWS 2010
a. Rebate check: will be sent once the bill has been paid in full.
b. Anastasia accidentally missed adding the attrition to the bill—will send corrected bill.
9. CAWS 2011
a. Yvette made motion to approve the Spending Request not to exceed the amount of $1250.00 for Registration made payable to ABC Printing for CAWS 2011. Seconded by Willie. Discussion ensued. Passed with substantial unanimity.
b. Yvette made motion to approve the Check Request in the amount of $661.00 payable to ABC Printing for CAWS 2011. Seconded by Willie. Discussion ensued. Willie made motion to table. Seconded by Richard S. Passed with substantial unanimity.
c. Yvette made motion to approve the Spending Request in the amount of $1473.40 made payable to Team Shops Premium for CAWSA 2011 Pre-Convention memorabilia. Seconded by Richard S. Passed unanimously.
d. Yvette made motion to approve the Check Request in the amount of $1473.40 made payable to Team Shops Premium for CAWSA 2011 Pre-Convention memorabilia. Seconded by Teresa. Passed with opposition noted.
e. Received email from Evan on July 1, 2010 and he would like to know where we are at with the contracts for the Wet n Wild water park, the Golf contract, and the We Treat in October. Richard S. will follow-up.
10. CAWS 2012
a. Received email from Jackie S. stating that she approves of the spending request. However, no Spending Request has been received. Yvette will communicate with Jackie.
XIV.Director Reports
A. Chair—Tom P. submitted written and verbal 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. Attended PSR Unity event.
8. Participated on panel at AA international convention ―”AA and other 12 Step Fellowships, Cooperation, not Affiliation.”
B. Vice Chair—Richard L.—no report.
C. Treasurer—Barry J. submitted written and verbal report.
1. Met with DOO to sign checks.
2. Went to PSR Unity event
3. Went to local CALA LBC 4th of Julky event
4. Met with Oliver to discuss reconciliation of CAWS 2010 and other bookkeeping needs.
5. As of today, funds in the accounts: $15, 254.99 working (WF); $73, 135.88 even year (WF); $21, 941.93 Odd year (WF); $73, 333.27 reserve/savings (WF); $500.00 HSBC.
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6. Submitted P&L, Balance Sheet and sales report.
7. Received an expense report from UK for CAWS 2012.
8. Discussion ensued regarding the balance in the EY account; Willie made motion to transfer $30, 000 from EY account to reserve/savings account. Seconded by Richard S. Discussion ensued. Passed with substantial unanimity.
D. Secretary—Teresa N. submitted written report (minutes) and verbal report.
1. Apologies for missing the Conference Call for the Conference Committee.
2. Worked on the referrals to get them ready for our discussion tonight; will work with Tom to put together in opening report once all responses are in.
E. Director at Large—Elizabeth S.–absent (planned absence—Board notified previously.)
F. Director at Large—vacant.
XV. Trustee Reports
A. WSO Trustee—Willie B.—submitted written and verbal report.
1. WSBT Conference call is July 14, 2010. Please let either Willie or Tom know if there are there any items of business you would like for Willie to bring up on the call.
2. I have been in contact with the office during Inventory for year end.
3. We had a vendor whom we were purchasing a recorder from, who was very rude over the phone after a week delay, to Yvette and to me and informed me that they wouldn’t do business with us.
4. The delegate mailing with really well, thanks to the office for all the hard work.
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; I attended the conference call meeting June 27th. I supplied the 2102 Four Points Sheridan hotel unsigned contract to Lori P. & Jay F. the hotel venue search sub-committee.
3. Information Technology; The Holland website remains de-linked from CA.org as there remains an issue with the first page of this website. I was contacted by a Holland member and the European Regional Trustee regarding the issue, I have heard nothing further and the website remains unchanged and in this trusted servant opinion unable to be re-linked.
XVI. 10:00pm Willie made motion to extend the meeting past the normal ending time in order to complete the business of the Agenda. Seconded by Teresa Passed.
XVII. Break at 10pm
XVIII. Meeting called back to order at 10:05pm XIX.Committee Reports
A. Finance: Elizabeth, Tom & Barry—nothing new.
B. Structure & Bylaws: Teresa— Nothing new.
C. Convention: Teresa—nothing new.
D. Conference: Teresa, Richard S. and Yvette L.—already reported. Yvette and Richard S. were on the Conference call.
E. Unity: no Director liaison.
F. Literature, Chips & Formats: Tom and Elizabeth—Conference call this Sunday.
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.
XX. CAWS 2011, Arizona—
A. Already reported on.
XXI. CAWS 2012, UK—
A. Already reported on.
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XXII.CAWS 2013—nothing yet.
XXIII.CAWS 2014—nothing yet.
XXIV. New Business—
A. Re: Referral for international Director position. Richard S. made motion that we create an additional Director position entitled Director-at Large, Non-Local. Seconded by Barry. Discussion ensued. Richard L. speaks against the motion: this might set precedence for Directors to not attend meetings in person. Willie speaks in favor: this motion is to ―create.‖ We can then develop what the position would look like and address the implications. Richard S. withdrew the motion. This needs further discussion and careful consideration.
B. New Office employee position—Tom will submit an ad to CraigsList.
C. Next meeting: July 22.
XXV. Motion to Adjourn made by Teresa at 10:30pm Seconded by Richard L. Vote taken: Passed unanimously.
XXVI. Meeting closed at 10:30pm by Chair Tom P. with the ―we‖ version of the Serenity Prayer.
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July 08, 2010
Chairperson’s report to CAWSOB
Regular board meeting July 08, 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
Attended PSR Unity event
Participated on panel at AA international convention-―AA and Other 12 Step Fellowships, Cooperation, Not Affiliation‖
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 8,2010
I want to thank the fellowship for the opportunity to serve.
I kept in close contact with the WSOB Chair, Vice Chair, DOO, to go over aspects of the office needs and helped whenever possible.
Met with DOO to sign checks and other banking needs
Went to the PSR Unity event heard 3 great speakers
Went to a local CALA LBC 4th of July event also was inspired by the turnout and speaker.
Met with Oliver and had a meeting to discuss the reconciliation of the 2010 Convention in our books and other
bookkeeping needs. Report coming soon.
As of this morning Funds it the accounts:
15.254.99 working wf
73,135.88 even year wf
21,941.93 odd year wf
73,333.27 reserve/savings wf
500.00 hsbc
In loving service
Barry
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World Service Office Trustee Report
Submitted 08 July 2010
- WSBT Conference call is July 14, 2010, are there any items of business to be discussed or you would like for me to bring up on the call?
- I have been in contact with the office during Inventory for year end.
- Have we gotten a final bill from the Convention?
- We had a vendor whom we were purchasing a recorder from, who was very rude over the phone after a week delay, to Yvette and to me and informed me that they wouldn’t do business with us.
- How are book sales since the price reduction?
- The delegate mailing with really well, thanks to the office for all the hard work.
- Have we responded to the Unemployment request from the Front Desk person, what is our position on it?
- Can we get Bank statements and reconciliations up to May 31, before year end and can we start of the fiscal year following the Procedure/Policy manual for the time frame in which they are to be sent to me electronically?
Respectively Submitted,
Willie B
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World Service Trustee Report
World Service Office Board
July 8, 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; I attended the conference call meeting June 27th. I supplied the 2102 Four Points Sheridan hotel unsigned contract to Lori P. & Jay F. the hotel venue search sub-committee.
Information Technology; The Holland website remains de-linked from CA.org as there remains an issue with the first page of this website. I was contacted by a Holland member and the European Regional Trustee regarding the issue, I have heard nothing further and the website remains unchanged and in this trusted servant opinion unable to be relinked.
In Love and Service,
Richard Schafer TaL / WST
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