Minutes of the Meeting of
CA World Service Office Board of Directors
June 28, 2007
I. Opening. Meeting called to order with the “We” version of the Serenity Prayer at 7:04pm by Chair, John B.
II. Tradition 7 read by Willie. Discussion ensued. Hayward: can a meeting make T-shirts on own and sell them to collect funds for own meeting? Tom: I don’t think it violates the 7th tradition, but the spiritual intent of the 7th tradition, because I would be buying the T-shirt to buy the T-shirt not to support the fellowship as a whole. Willie: I believe that as long as the profits all go to the group it is not a violation.
III. Concept 7 read by Earl H. Hayward: it says we (Trustees) are FULLY empowered to conduct all of the world service affairs of C.A. but we get a lot of flack. Tom: the Trustees’ purpose is to carry the voice of the fellowship.
IV. Birthdays—Hayward H., 22 years.
V. Roll call and Quorum Determined
VI. Voting Members Present: John Bodkin (WSOB Chair), KathyJo Rangno (WSOB Vice Chair), Tom P. (WSOB Treasurer), Teresa Neighbors (WSOB Secretary), Earl Henderson (WSO Trustee), Hayward Hunt (WS Trustee), Willie Bailey (Director at Large), Robin Long (Office Manager)-no vote. A quorum is established.
VII. Voting Members Absent: Patty Flanagan (WSO Paid Director, Director of Operations), Director at Large (vacant)
VIII. Guests Present: Yvette. John W.
IX. Approval of the previous meeting’s minutes
A. Motion made by KJ to approve the minutes from 05/10/07 meeting, seconded by Earl. Vote taken. Motion passes.
X. Guest Reports
A. Yvette, LA area.
1. Here to visit and learn.
B. John W.
1. Re: translation of “Hope, Faith and Courage” done for the booth banner—some of the language translations were incorrect. Without the translation policy in place, the result is that our translations are not accurate, or what is being used/accepted in other countries. The fact that the effort was made and we are moving in the right direction is applauded, but we really need to move on the translation policy. John B.: good news is that we have a translation policy that we will be showing to the conference. John W.: I still haven’t seen the policy and would like to know if it is set in stone or if it is changeable. I have the AA and the NA policies and would like to work toward those.
2. We do now have Germany added to our excel spreadsheet. I have a patient who writes and speaks in Arabic so we now have an Arabic translation of the meeting format and working on a Farsi translation. Any time I find someone who speaks a foreign language
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and is willing; I grab them and have them do a translation so we at least have a starting point.
XI. Old Business
A. On-line Motions
1. On 5/11/07 Patty made motion to produce 48 t-shirts for CAWS2008 at a cost of no more than $8.00 each with the art work that was shown to the WSOB on Thursday night. Seconded by KJ. 3 yes votes. Questions asked. One abstention. Chair pronounced motion passed.
2. On 5/16/07 KJ made motion to approve the WSOB Literature Translation Policy. Seconded by Willie. 7 votes yes. Chair pronounced motion passed.
3. On 6/6/07 Patty made motion to print additional pre convention memorabilia t-shirts. Seconded by Earl. 5 yes votes. Chair pronounced motion passed.
B. Director Resumes/Interviews
1. John W. interview in KC: Earl burned CD of interview and handed to Patty to make copies and deliver to the other directors so that they could listen to the in interview prior to this meeting. Willie made motion to go into executive session to discuss the interview tonight. Seconded by Tom. Discussion ensued. Vote taken. Passed.
XII. Office Report
A. Patty F. submitted written report.
1. HFCII-met with typesetter. Hopefully will be final round. The Board is interested in the cover art.
2. Delegate mailing went out.
3. Delivered proposed budget with SR14.
4. Assisted Office Mgr with Year-end.
5. Are doing inventory right now.
6. Convention: Income complete and deposits verified. Hotel bill will be final Monday-some individuals will be billed.
7. EARL: would like to have seen the proposed budget prior to it having gone out. Also concerned that the WSOB treasurer did not see it before it went out. Maybe this board needed to talk about some of the items going out in the mailing before they went out. We haven’t had a meeting for a while…perhaps we should have had some more communication than we had.
8. Hayward: the numbering of the conference minutes seems to be off. Robin: we knew about that-couldn’t fix it.
9. Teresa: LCF SR14 items are missing. Forwarded e-mail to Robin to follow up on.
10. John: on behalf of the Board, thank you to the office for all the hard work and long hours you have put in over these last weeks.
XIII. BREAK—8:10pm
XIV. Meeting called back to order at 8:20pm
XV. Treasurer Report–Tom P. submitted verbal and written report
A. The reports submitted tonight are preliminary financial reports which cover 11 months of this year. I still need to go over with Patty. Will have final for next meeting.
B. Convention income: probably not final-there appear to be some bills that have not yet been factored in.
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C. Looks like at year-end, we will do better than break-even (better than expected) but this hides true issues, such as 7th tradition being below budget by $12,000 and below prior year.
D. Hayward: what about contribution program? Tom: its growth is positive, but the number of participants is few, so the impact does not counteract the decline in 7th.
E. Hayward: what is the cost of LCF’s phone conference calls? Tom: don’t have exact numbers but did not exceed budget.
F. KJ: Does the 7th tradition contribution totals include the CALA’s most recent contribution? Robin? Yes.
G. Earl: concerned because Patty states that there are billing issues not finalized yet and that the year-end financials will be sent to the WSOB on August 15…that is cutting it really close to the conference. Tom: that has got to be wrong…I told her I need it by the second meeting in July. John B: remember that Patty isn’t in the office as much and we are still dealing with that. It seems we have gone a number of meetings without solid financial reports. We need to have some solid reports here soon. Tom: normally, this would have been the week that I would have met with Patty and I would have May 31 financials but the office was closed due to year-end inventory and Patty was not available.
H. KJ: just want to draw attention to the line item: auction income for the convention, which is over the budget by $23,797.13! John: thanks to all of us on both Boards who worked hard to help make that happen.
XVI. Director Reports
A. Chair—John B.—no report.
B. Vice Chair—Kathy Jo R.—submitted verbal and written report.
1. Someone mentioned that C.A.L.A. would appreciate a Thank You card for their very generous donation of $10,000.00. John B: We are very grateful for their very generous donation and will express our gratitude with our usual Thank You letter. We are always grateful for everyone’s donation, whatever size, and for the regular and willing financial support of the fellowship as laid out by our guidelines, without which Cocaine Anonymous would fail to flourish.
a. Next Intellectual Sub-Committee Property Meeting: July—will call
b. Status of C.A. logo issue: waiting on Jay/Trustees
c. Earl: what’s going on with the referral tracking? KJ: I’ll bring that next meeting.
C. Secretary—Teresa N. submitted written and verbal report.
1. Convention-attended and participated. Enjoyed manning the booths.
2. LCF—discussed items that are between committee and Office.
3. Book Sub-Committee. Submitted new corrections to Office.
4. NewsGram—Cynthia working on next edition to be ready for the Conference
5. Drug Court—
a. Great experience, would love to do it again. Made many great contacts.
b. Surprised at number of people unaware of C.A.
c. Hundreds of interested people stopped by booth for information. 201 filled out contact forms for more information.
d. Wished we had more to offer the visitors, i.e.: books, lit, pens, etc.
e. Could use more professional looking booth
6. John W.: would this be good to have Public Information take over and handle?
7. Earl: thanks to Teresa for stepping up at last minute to do this. Also, I am offering to solicit the Trustees for articles for the NewsGram if needed. Re: Drug Court, the
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Trustees specifically made this a priority, a budgeted item with the intent of Board or Staff members to attend because they have the knowledge. I applaud Teresa, Bobbie and Carl for the work they did in Wash. D.C.
8. Hayward: would it be possible to have a DVD or CD with our literature to hand out with the literature? Teresa: that reminds me, we discussed the need for a new DVD that really expresses what C.A. is—all inclusive, “all other mind altering substances.”
9. John B.: Thank you for all your work at the Convention and Drug Court. I recommend that you have a follow-up meeting or two to discuss the needs for next year/future and support from office.
XVII. Break at 9:25pm
XVIII. Meeting called back to order at 9:35pm
A. Director at Large–Willie B. submitted written and verbal report
1. Attended Convention—enjoyed manning the booth.
2. Possible referral: on convention Reg. form: add contribution program
XIX. Trustee Reports
A. WSO Trustee–-Earl H. submitted written and verbal report.
1. Attended quarterly WSBT meeting and CAWS2007
2. Plan to work on creating a written policy on how the Paid Director job performance is evaluated and pay treatment handled.
3. Finalized the work with the Long Term Planning Sub-Committee on what the Two Director WSO will be like. The document and referral sent out in SR14.
4. Accepting donations from overseas: have received questions about how this is done and if there is a policy. Robin: I have also received questions about this and we have been able to receive credit card and Pay Pal payments with no problem. Earl: I would like to see us work on developing a policy so that we can educate people on how to best send these donations/payments. KJ: can we contact Wells Fargo to see if there is a way to do the ACH to include overseas? Tom: I am going to look into this and see how the members overseas want to donate their money.
B. WS Trustee—Hayward H. submitted verbal report.
1. Made contact with 2010 Hilton Sales Director and submitted draft of contract.
2. H&I Committee: Attended their monthly conference call. Committee has submitted guideline changes concerning the H&I Can to the WSO to meet SR-14 requirements.
3. Attended the May WSBT Quarterly and WSBT/WSOB B2B meetings. Served in various capacities at the 2007 CAWS Convention in Kansas City. Finalized and forwarded to the WSO the March Quarterly minutes and WSBT SR-14 documents to be included in the June Mailing. I continue to sign checks pertaining to the various accounts of the CAWSO. I made contact with the French Publisher of the HFC storybook and secured quotes for reprinting the French Volume I at various quantities. I made email contact with (2) translation companies to obtain quotes for the translation of HFC Volume II to French. I assisted in the interview of a WSOB Director candidate at the 2007 CAWS convention.
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XX. Seventh Tradition taken
XXI. Tom made motion to suspend the rules to continue the meeting past normal time to adjourn. Motion seconded by Earl. Vote taken. Passed.
XXII. Committee Reports—
A. Finance: Tom, Earl
B. Structure & Bylaws: John
C. Convention: KJ, Patty
D. Conference: Hayward, Robin
E. Unity: Willie
F. Literature, Chips & Formats: Teresa
G. Hospitals & Institutions: Hayward
H. Public Information: Willie
I. I.T.: KJ will move to this committee
J. Archives: Patty
XXIII. CAWS 2008, Salt Lake City
A. They have a new treasurer
XXIV. CAWS 2009, Denver
A. Minutes from their meeting were submitted via e-mail. All their committee positions are filled.
XXV. CAWS 2010, Milwaukee
A. Hayward working on Hotel contract
XXVI. New Business
A. Drug Court Follow-up: KJ: can Teresa get with Bobbie and Carl to put together a report/list of things for the Office to follow up on and bring it to next meeting for the Board to review and possibly add to and then to follow up on.
B. Next meetings– Thursday, July 12 and Thursday, July 26 (Tom and KJ will not be here on July 26)
XXVII. Motion to adjourn made by Willie and seconded by KJ. Passed unanimously. Meeting adjourned at 10:22pm with the “We” version of the Serenity Prayer.
XXVIII. Executive session began at 10:25pm
XXIX. Adjourned from Executive Session at 11:20pm
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