Minutes of the Meeting of
CA World Service Office Board of Directors
June 14, 2012
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:04pm by Vice Chair, Elizabeth S.
II. Tradition 11 – read by Richard L.
III. Concept 11 – read by Susan D.
IV. WSM, p.78: Bylaws of Cocaine Anonymous World Services, Inc. – read by Janice C.
V. Birthdays – Susan D. 5 years & Richard L. 28 years!
VI. Roll call and Quorum Determined
A. Voting Members Present: Teresa N. (WSOB Chair, late with prior notification), Susan D. (Secretary), Elizabeth S. (WSOB Vice-Chair), Richard L. (WSO Trustee), Linda F. (DOO), Barry J. (WSOB Treasurer), Janice C. (Director at Large), Richard S. (TAL & Acting WST), Bob C. (Director at Large). A quorum is established.
B. Board Members Absent: DRPD (vacant)
VII. Guests Present: Sheila S. (Special Worker)
VIII. Richard L. motions to take business out of order. Seconded by Barry J. Motion passes unanimously.
IX. Barry J. motions to give Richard S., TAL & acting WST, a vote on the WSOB, while he is filling in as the WST. Seconded by Linda F. Motion passes unanimously.
X. Approval of the minutes of the prior meeting
A. Janice C. motions to approve the minutes from May 10, 2012, as amended. Seconded by Richard L. Motion passes unanimously.
XI. Seventh Tradition
XII. Guest Reports: None
XIII. Online Business:
A. There was an emergency motion made by Teresa N., seconded by Janice C. to approve a check request up to 100 BPS to pay for appreciation cards and hand made framed serenity prayer thank you tokens to be give to 10 speakers at caws 2012. Motion passed.
B. Linda F. submitted the CAWS 2013 t-shirt logo design for approval. Logo was approved.
XIV. Old Business
A. WSOB Director Openings – We will have 2 openings after this Conference, and are always accepting applications!
B. Website – Linda F. will contact Ryan E. to get a timeline for the completion of the website.
1. Bob C. motions that the WSOB put together a referral to amend our 2012-2013 to create a line item to fund a web servant. Seconded by Richard L. Friendly amendment made by Richard S., to have the 2013-2014 budget amended as well. Friendly amendment accepted. Motion passes unanimously.
C. Publication Projects – Linda F. & Elizabeth S.
1. We printed 750 copies of HFC II, 2nd edition (and 4 cases –approx. 160 copies was sent directly to UK) and the first 10 copies off the press will be sent to my attention to LA – to put 5 in archives and use 5 for upcoming auction prizes.
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2. HFC II in French is also at RR Donnelley – printing 500 copies (and 2 cases – approx. 80 copies was sent directly to UK) and the first 10 copies off the press will be sent to my attention to LA – to put 5 in archives and use 5 for upcoming auction prizes.
a. There was a printing error with this publication and the books have been destroys per instructions from RR Donnelly (blank pages throughout the book)
b. RR Donnelly has fully accepted blame for this error
c. The problem was identified and fixed
d. The new printing is due to be delivered early next week.
3. Linda F. is working with RR Donnelley to find out what types of typeset files are needed to prevent these types of error.
4. Barry J. motions that we offer the remaining inventory of HFC I hardcover, at the softcover price of $9.95, until we reprint HFC I softcover. Seconded by Janice C. Motion passes unanimously.
D. Vendor Licensing Agreements – Linda F. – Nothing New
E. Royalty Agreements – Bob C.
1. Linda F. will send out the new royalty agreements to the trustees, first thing next week.
F. Referrals
1. Susan D. motions to approve response to referral # 6251. Seconded by Richard L. Motion passes unanimously.
2. Susan D. motions to approve response to referral # 6551. Seconded by Richard L. Motion passes unanimously.
3. Susan D. motions to approve response to referral # 6552. Seconded by Richard L. Motion passes unanimously.
4. Susan D. motions to approve response to referral # 6600. Seconded by Richard L. Motion passes unanimously.
5. Susan D. motions to approve response to referral # 6605. Seconded by Richard L. Motion passes unanimously.
6. Susan D. motions to approve response to referral # 6622. Seconded by Richard L. Motion passes unanimously.
7. Susan D. motions to approve response to referral # 6721. Seconded by Richard L. Motion passes unanimously.
8. Susan D. motions to approve response to referral # 6765. Seconded by Richard L. Motion passes unanimously.
9. Susan D. motions to approve response to referral # 6769. Seconded by Richard L. Motion passes unanimously.
10. Susan D. motions to approve response to referral # 6813. Seconded by Richard L. Motion passes unanimously.
G. Commemorative Chips
1. We believe conference set the price of the chips, and we will revisit this at conference.
XV. Translations Ad-Hoc Committee – Teresa N., Elizabeth S., & Linda F.
A. Translations committee held a translation forum at the WS Convention, which was a huge success! Every country was handed the green folder, with the literature policy, translation policy, meeting formats, and basic readings. So they know where to begin.
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B. We reviewed the translation policy, and highlighted specific areas of general considerations, and requests, and what happens when you get permission to translate, and when you don’t get permission to translate.
C. We are an American English speaking board, trying to handle issues of international translation, there are some cultural things, that we are now understanding, are not as correct when communicating with members in other countries.
D. We are going to create a style manual for when someone wants to create a book, how it needs to look.
E. We need to immediately get our translated pamphlets online. We would also like to get an announcement on the website, saying generally, if you have questions about translations, who they can talk to, with a ‘translations@ca.org’ email address, or something similar.
F. The translation committee would like to translate our translation policy into other languages: Polish, Swedish, French, Spanish, Russian, and Portuguese.
G. Elizabeth S. motions that WSOB go to Kern to have the 12 steps and 12 traditions translated into Portuguese. Seconded by Richard L. Barry J. offers a friendly amendment of spending up to $200. Elizabeth S. accepts the friendly amendment. Motion passed unanimously.
H. Elizabeth S. has motioned to give our French Canadian local translation committee a copy of the pamphlet template in publisher, so they can build the French pamphlet as it is published in English, as well as an editable Word document of each of the current English pamphlets. Seconded by Susan D. Discussion ensued. Linda F. made a friendly amendment that we will not send the pamphlet template. Janice C. made a friendly amendment that this motion is pending a current royalty agreement. Elizabeth S. accepts both friendly amendments. The motion now reads: the WSO will give our French Canadian local translation committee editable Word document of each of the current English pamphlets. Motion passes unanimously.
I. Elizabeth S. motions to send chapter 6 and 18 of HFC II in Castilian Spanish to Kern for approval, with a budget of up to $500.00. Seconded by Janice C. Motion passes unanimously.
J. Elizabeth S. motions to seek 3 bids to see if we can find a better rate to have the Swedish book verified from the current translation the Swedish local translation committee has presented to us. Seconded by Janice C. Elizabeth S. withdraws her motion.
K. Elizabeth S. motions to give the Swedish local translation committee permission to move forward in working with Kern, through the WSO, to validate the current translation of the Swedish HFC II with the cost to be assumed by the Swedish fellowship, as requested. Seconded by Richard L. Friendly amendment made by Richard S., that the motion should read: The WSOB move forward in partnership with the Swedish local translation committee to validate the current translation of the Swedish HFC II with the cost to be assumed by the Swedish fellowship, as requested. Friendly amendment accepted. Motion passes unanimously.
L. Elizabeth S. motions to approve the Swedish chips. Seconded by Susan D. Motion passes unanimously.
Susan D. motions to extend meeting past the normal time. Seconded by Linda F. Motion passes unanimously.
XVI. Financial Fundraising Ad-Hoc Committee – Bob C.
A. Nothing new.
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XVII. Office Director Reports
A. DOO Report – Linda F. – Submitted verbal and written report (see attached and ad-hoc reports)
1. Barry J. motions that we send the check for $12,000 to the CAWS 2013 hotel. Seconded by Richard L. Motion passes unanimously.
B. Chair – Teresa N. – Submitted verbal report (see committee and ad-hoc reports).
C. Vice Chair – Elizabeth S. – submitted verbal report (see committee and ad-hoc reports)
D. Treasurer – Barry J. – submitted written report (see attached)
1. Operating $34, 160.46
2. Even Year $20,424.39
3. Odd Year $9,230.49 OY Petty Cash $464.00
4. Savings $78,539.12
5. Savings #862 $1,100.84
6. Savings #364 $546.61
7. Savings #372 $1,000.19
8. HSBC $500.00
9. WFUK 54,215.23 GBP as of 6/16/2012
10. Barry J. motions that the treasurer and the chair will transfer the balance from the Wells Fargo UK account, less the outstanding bills, to the Even year convention account. Seconded by Richard L. Friendly amendment made by Elizabeth S. to do this within the next 14 days. Barry J. accepts the friendly amendments Friendly amendment made by Richard S. to make the amount up to 50,000 GBP. Motion passes unanimously.
E. Secretary – Susan D. – submitted verbal report (see committee and ad-hoc reports)
F. Director at Large – Bob C. – submitted verbal report (see committee and ad-hoc reports)
G. Director at Large – Janice C. – submitted verbal report (see committee and ad-hoc reports)
XVIII. Trustee Reports
A. WSO Trustee – Richard L. – submitted written and verbal report
1. Attended the WSBT quarterly meeting.
2. The WSBT would consider taking on another paid employee. The WSOB would have to come up with a budget, hours, and a job description for this position.
B. WS Trustee – Richard S. – Submitted verbal report (see committee and ad-hoc reports)
XIX. Committee Reports
A. Finance: Elizabeth S., Teresa N., Linda F., & Barry J. – No Report
B. Structure & Bylaws: Janice C. – No Report
C. Convention: Peter D. & Linda F.
1. Conference call Thursday night.
D. Conference: Linda F., Teresa N. & Peter D. – No Report
E. Unity: Susan D.
1. Committee has presented the regular menu and vegan menu for the Unity luncheon.
F. Literature, Chips & Formats: Bob C. & Elizabeth S. – No Report
G. Hospitals & Institutions: Susan D. & Janice C. – No Report
H. Public Information: Richard L., Elizabeth S. & Linda F. – No Report
I. I.T.: Linda F. – No Report
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J. Archives: Bob C., Richard L.
1. Archive committee met Saturday, June 9. They sorted through several boxes, and transferred items into protective cases.
XX. CAWS 2012 – Linda F. – Registrations to date – 326 for $50,897 USD!
A. Check Requests:
1. SR145 Motion by Barry J. to approve check request, in budget, for the amount of 190 GBP (approx. $304.00 [conversion rate: 1.6]) Payable to Laura Stone for Hotel accommodation (140 GBP) and travel (50 GBP). Seconded by Richard L. Passes unanimously.
2. SR146 Motion by Barry J. to approve check request, in budget, for the amount of 140 GBP (approx. $224.00 [conversion rate: 1.6]) Payable to Beth Davies for hotel accommodation (only 2 days speaker paid and asking for reimbursement). Seconded by Richard L. Passes unanimously.
3. SR147 Motion by Barry J. to approve check request, in budget, for the amount of 141.21 GBP (approx. $225.94 [conversion rate: 1.6]) Payable to P Slattery for diesel expenses for collection of items for convention to and from convention, all other trips over 1 ½ years taking into consideration (100.01 GBP) and rubber stamp for napkins (41.20). Seconded by Richard L. Passes unanimously.
4. SR148 Motion by Barry J. to approve check request, in budget, for the amount of 367.16 GBP (approx. $587.46 [conversion rate: 1.6]) Payable to Julie Polok for labels, staples, cash box, rubber bands, tippex, ink, A4 rotary paper timmer, fuel, kyles registration, Jay’s registration, Julie’s registration. Seconded by Richard L. Passes unanimously.
5. SR149 Motion by Barry J. to approve check request, in budget, for the amount of 154.10 GBP (approx. $246.56 [conversion rate: 1.6]) Payable to Mary-Anne Thompson for train tickets, magazines for PI display and archive, taxi fare, hospitality for Cosmopolitan/time Times reporters, copies of newspapers. Seconded by Richard L. Passes unanimously.
XXI. CAWS 2013 – Linda F.
A. Nothing New
XXII. CAWS 2014 – Linda F.
A. Nothing New
XXIII. New Business
A. Joy H., Richard L., and Teresa N. will be working on a job description for a part time, non director position, to handle special projects.
B. Adding to our agenda:
1. European banking solution
2. Items we would like to send to our finance committee
C. Considering an additional director spot available
D. CAWS 2015 is technically falling to the reasonability of the WSOB. The board will bring their ideas to the next meeting.
XXIV.Next meeting: June 28, 2012 at 7 p.m.
XXV. 12:20 am Motion to Adjourn made by Richard L. seconded by Janice C., Passed unanimously.
XXVI. Meeting closed at 11:31 pm by Chair, Teresa N., with the “we” version of the Serenity Prayer.
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CAWSO – Director of Operations Report
June 14, 2012
Submitted by: Linda Francisco
• Next meeting with Paychex Human Resources Rep on Tuesday,June 19th
o Here is the finished product of the current Employee Manual
• Worked with Teresa, Elizabeth, Cynthia, Yves and Siobhan to get books (HFC – 2nd Edition and HFC II-‐French) completed
o We printed 750 copies of HFC II, 2nd edition (and 4 cases –approx. 160 copies was sent directly to UK) and the first 10 copies off the press will be sent to my attention to LA– to put 5 in archives and use 5 for upcoming auction prizes.
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- Although, we sold some…we left approximately 3-‐1/2 cases with the UK Literature Chair
- We did offer him a 3 month program to pay for the books we left
- What price can we sell him these books for?
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o HFC II in French is also at RR Donnelley– printing 500 copies (and 2 cases – approx. 80 copies was sent directly to UK) and the first 10 copies off the press will be sent to my attention to LA– to put 5 in archivesand use 5 for upcoming auction prizes.
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- There was a printing error with this publication and the books have been destroys per instructions from RR Donnelly (blank pages throughout the book)
- The problem was identified and fixed
- The new printing is due to be delivered early next week.
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• PSA is very close to completion …
o The Trustees have approved it…So the final step in the 8 step process is to present it to conference for approval
o The English version is completed
o The Spanish version is completed
o Although, we did have a member of the fellowship from Quebec submit the French voice over – it was not high enough quality to use…so we will finish the French voice over here in LA
o We have worked out arrangements to pay Frogspawn in three payments: the final payment ($4000) will be paid in July.
• NADCP – is May 30th thru June 1 –
o Richard S, Kenny W and I worked the Drug Court booth this year along with volunteers from the local area
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- We talked to and gave away:
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• 275 packets for this year’s Drug Court in Nashville, TN.
• 10 cases of HFC II (approx 275)
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- We hosted 3 CA meetings while at drug court
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• The first two meetings was lead by the volunteers from the local area
• The final meeting was lead by a volunteer from Chicago and we had two ladies from TN join us
o I have the contacts separated by states and will be sending them follow-up letters
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- My plan is to BCC the area Trustee – so they will be able to help follow-up and assist those interested in getting CA Meetings started
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• Archive Committee came to office Saturday, June 9th at 11 am to 3:30 pm
o Richard L stopped by
o Susan B, Frank and Patrick sorting several boxes and were able to transfer items to the archival boxes and plastic protective sleeve.
o It was a temporary “White Glove Area”
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• CAWS 2012 – UK Convention
o It was an exciting and very successful event. It was warm and sunny the entire time we were there (not the usual wet and cool UK weather).
o Congratulations to Jackie, Russell, Nicholas, Nick, Andy, the Steering Committees, their committee chairs, volunteers and participants…A Job Well Done
o I will let Barry report in the Treasures Report regarding the financials
o Although, our efforts in working with WF to accept credit cards in the UK had some unforeseen problems that were not revealed when we tested the process here in the US.
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- We reverted to a Plan B and was able to take credit cards using RegOnline
- No Credit Card transactions were lost
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• CAWS 2013 – Ft. Lauderdale
o They discovered that they needed to make a change to their registration fees on the brochures that will be printed in the US
o They have a request for a $12,000 deposit for the hotel
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- This was due June 1, 2012
- Richard S and I were just notified yesterday evening.
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• CAWSO, Inc. Building and Lease
o We have an option on the existing Lease to renew effective 3/1/13 at FMV (fair market value) with written notice to LL (Landlord) between 6/1/12-‐8/31/12.
o It is a three (3) year option.
o You may be aware of this but I wanted to remind you that CAWSO has the option on their Lease. o The Landlord is also planning a makeover to the front of the building
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- Although, it will be a distraction from the norm…It will affect us directly on one day – when they remove the front windows and replace them on the same day
- They will keep us notified as to when this is planned to happen
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Respectfully submitted:
Linda L Francisco
Director of Operations
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WSOB Treasurer
Barry Jacobs
June 14, 2012
I want to thank the fellowship for the opportunity to serve.
Have been in touch with the WSOB Chair, DOO, Paid Bookkeeper regarding need of banking and financial needs (signing checks and going over financials etc.) Also the Convention Treasurer and Vice Treasurer and Convention Chair ,ERT
I and the Treasurers from the CAWS 2012 worked our fannies off during the convention. (They have lots of different money)
I participated in a Limited Board to Board in the UK (tried to explain and answer any questions about financials)
I participated in a Financial Committee meeting with the Committee chair and the Trustee assigned to discuss the proposed budgets 2012-13, 2013-14 and 2014-15
Wells FargoFX account is great to pay bills in the UK. (Costly but great) and suggest that when a advantage exchange rate occurs we transfer the funds from GBP to USD. Also sometime within the next billing cycle or 2 and close that account. All Cash deposits made in the UK have been accounted for ϑ
Been in touch with the paid bookkeeper to go over the books and get ready for convention bookkeeping. We are working on it and hope to have some REAL numbers for everyone by the second meeting next month please be patient we would like to accurate and NOT make corrections later. It does look like a successful event.
We received a very generous donation from Canada $10500.00 Thank you Yves for facilitating this and working with us on Royalties that are coming also.
In loving service
Barry
As of June 14, 2012
Operating: $34,160.46
Even Year: $20,424.39
Odd Year: $ 9230.49 OY Petty Cash $ 464.00
Savings #862 $1,100.84
Savings #364 $546.61
Savings #372 $1,000.19
Savings: $78,539.12
HSBC US: $500.00
WFUK 54,215.23 GBP as of06/16/2012
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WORLD SERVICE OFFICE TRUSTEE REPORT
June 14, 2012
I would like to commend the WSO on the wonderful job they did during this countdown to the CASWS 2012 Convention. I feel that this first World International Convention was a huge success, as well as rewarding for CA as a whole. I would also like to acknowledge Linda for all his hard work he has put in at the Convention and Drug Court. I also want to thank Sheila and Joseph for holding down the fort.
WSOT Update
WORLD SERVICE BOARD OF TRUSTEES – Report
The World Service Board of Trustee (WSBT) had their quarterly.
WSBT would consider to take on another paid employee. We (the WSOB) would have to come up with a budget , hours and a job description for this position.
WSBT would like to review the corporation papers with the removal of the WST (are there any papers that requiring signing)
WSBT would like to check about any disclaimers needed for the PSA
Question: With the HFCII (2nd printing-international) are we protected with the changes
WORLD SERVICE OFFICE TRUSTEE – Report
• Still need employee handbook to submit for EPLI coverage
• Archives on webpage?
• Update on banking in the UK
Submitted by:
Richard L
WSOT
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