WORLD SERVICE OFFICE BOARD MINUTES June 18, 2016
OPEN MEETING @ 9:20 AM
SERENITY PRAYER
TRADITION 7 – Read by Linda F.
CONCEPT 7 – Read by Ira L.
BIRTHDAYS – Allison, June 1, – 21 Years.
ROLL CALL & QUORUM DETERMINATION
Present were Scott S. (Chair), Tim A. (Vice Chair), Laurie R. (Treasurer), Linda F. (DOO), Ira L. (WST), Chris J. (DAL), Alesia F. (DAL) and Randy M. (Secretary). Gary is calling in. Quorum is met. Guests: Kevin M., Allison
CHAIR ANNOUNCEMENT(s)-
- Donating copies of 12 Concepts for World Service by Bill W. to all WSOB members without a copy. You should read carefully as there is a lot of valuable information in it. One member will be assigned each meeting to discuss the next Concept (for instance Concept 7 at our July meeting) at our next regularly scheduled meeting. That person is Randy M.
- Donation of the new WSO Chair gavel contains a quotation from A Quiet Peace – Daily Meditations. For the record this quote was taken from the meditation of September 14 “Unity through Service”. Chair thanks author.
- Thanks to Kevin M. for providing electronic copies of approved WSOB minutes from 1999 – 2003.
- 12 days until Convention.
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –5/21/2016 – MOTION to approve the minutes from May; seconded by Linda F. Motion passes unanimously.
SEVENTH TRADITION
Linda makes a MOTION to do CAWS 2017 Seattle Convention report out of order. Tim A. seconded. Motion passed. Gary states they are ready to go for roll out. Everything is being shipped to the hotel. Web site will be finished Monday. Then sent to the WSOB. Scott says to send to Yves for his comments as well. Scott suggests committee look at it first. We’ll all take a quick look at it. He has been talking with Kim about plenty of rooms. They have ordered card swipers for roll out, shirts and calendars. WSOB will bring the office swipers. Linda will review if extra swipers are acceptable to link to our account. Linda and Gary to coordinate. What can they do about on line sales of opportunity raffles? Scott is concerned we may be violating some state laws. We’ll look to an attorney at some point in the future for legality. Sometimes delegates are not the best sales people for opportunity ticket sales. They’ll keep track of who is selling and who is not. What is the best way to get stubs back from Europe? Linda says mail to the office. Getting the money back is the issue, and there are ways to handle that. But sending cash along with ticket stubs works. Linda says they can get the money through PayPal, or through the office website. Scott says the Board will work with the committee on this. Scott and Kevin discuss fees and money conversion costs. Preferably US Dollars is the best way to go; but we’ll accept European money and we’ll take the conversion hits / benefits. Concentrate on website. Ira L. – you asked a lot
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of great questions. Is everything good with the hotel? Gary: All is going well so far. They’ve been pretty responsive. Ira had heard some feedback regarding the hotel that wasn’t great. Gary responds that the location is really best for access and unity. Maybe publicize the light rail cost to get to the city – will be a great selling point. All the Special Events are downtown.
OFFICE DIRECTOR REPORTS
Director of Operations- Linda – Written report submitted.
Will make a motion for the HFC books that have the old cover. Suggests selling to H&I
Wants to let everyone know that the Special Edition A Quiet Peace will be available for the convention. She will have books 1 and 2 available for auction. Scott suggest Plan B to auction the two books by end of Sunday night. Monday morning, the remaining books will go on sale.16 through 48 at $35 apiece. We are not planning on selling by the number. They will be numbered by the printer. WSOB will be opening Book #16 to verify the book is ready to go.
We are currently putting HFC 2 on line in Swedish and French.
Specialty coin sales were down a little bit. New colors are up on the website.
Hope you had a chance to review Newsgram.
There are five check requests.
Questions:
- Ira L. Thanks for this great report and all you did for Special Edition A Quiet Peace. Confirmed we voted on price of $35. Discussion yesterday regarding European union trademark.
- Kevin M – What do you mean by “switch out”? Linda: After the banquet, we change convention websites.
- Ira L. – what is the update on registration? Linda: Included in her upload. (Behind check requests).
DIRECTOR REPORTS
Chair – Scott – written report submitted.
Read some highlights.
Send out email regarding “Yapp” app. Notification from CAWS 2016 and says it’s all going well. Does not have sixth tradition verbiage. Will have conference call later today.
Next major project is royalty agreements. Several have long since expired. He will draft up royalty agreement for us to review. Hopefully by July we can have a final draft. They will include a 5 year term. Changing payment amount. Change to semi-annual report / payment program. It is designed to equalize costs for everyone. We need to push this so that Linda can bring it to Conference. Then, it will be the responsibility of the WSOB to stay on top of the royalty payments.
Questions:
- Ira L. – regarding Linda comment, we had UK visitor this week. Did that person have any idea when the money for us will show up? According to Jason L, it was sent on Tuesday of last week. The first step is to get check into the bank. Next step is discussing the possibilities – operating savings may need some repayment. Next is discussion in Finance Committee about the cost of the copier, contemplating paying back for copier. BOT must also approve a prudent reserve number. Funding the prudent reserve is another option. Finance committee has explored what to do with this money. Discussion of various financial instruments which could be used. Scott says we tend to follow AAWS proven vehicles.
- Kevin M. – do you have any projects which were deferred? Ahead of budget meetings coming up, there are problems with the current budget which are to be sorted out. He’s thinking about,
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like, translations, which may have been on hold. For example, there are no Cap Ex line item in the budget. That will be corrected. We have capital expenditures related to the move. This will include depreciation and amortization.
Vice Chair- Tim – written report submitted
Treasurer – Laurie R – written report submitted
Will be here but will be late.
Secretary – Randy M – written report submitted.
Director at Large – Morgan –
Not present
Director at Large – Chris –
No report submitted.
Missed last conference call of LCF Committee.
Made a display of the flawed chips. Possibly auction off at convention? Save for Seattle? Scott has told Frank about the ones that he received.
Director at Large – Alesia F –
Has no report.
TRUSTEE REPORTS
WSO Trustee – Vacant
WS Trustee – Ira L – written report submitted.
Point of information: he has been asked to take on the additional responsibility of being the Trustee for the Archives committee.
Questions:
Alesia – did you consider previous question, about staying on another year? Nope. Rob and Yves will stay, but the rest will be rotated out.
COMMITTEE REPORTS –
Finance –Laurie – written report submitted.
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Questions:
- Ira L. – 1) CAWSO P&L almost $1000 for professional services – is that legal or accounting? Linda states we had a temporary, part time person to sort through our legal and registration paperwork and prepare a consolidated report. 2) Looking at reports next to budget, am I the only one who wants to see these items (finance report items) next to the budget items? Laurie says she can make that part of the report. They will have the comparison in July report. Should we do for the trustees for quarterly? Already being done. We are at break even for expenses and income. Comparisons need to understand that we changed from fiscal year to calendar year. Income this year is better.
- Ira L – to what do we attribute the positive cash flow? All of the additional sales of specialty chips and the meditation book. 7th tradition has been good.
- Kevin M. – clarifies that this is not considering convention. Scott clarifies the financial report and how the items are separated. (Separating conventions, conferences, trustees, office, etc.)
Structure & Bylaws –Scott – written report submitted.
Convention – Linda, Ira – written report submitted.
They’ve canceled Father’s day call.
Conference –Linda, Ira – written report submitted.
On the program to meet in Chicago. Ira is planning to attend.
Unity – Alesia –
Scott has not had a conversation with committee.
Literature, Chips & Formats – Chris
No report. Missed last conference call. He reached out to the committee asking if they needed anything.
Comments:
- Scott says upcoming issue is our version of the history of CA. Not sure where this issue will end up. Scott has received a vast quantity of interest in the history of CA, including 3rd party document, document from Archive committee chair, a CD, etc. What changes do we want to make to the process of creating these books? This will be Archives and LCF item. The process of writing and publishing needs to be reviewed / changed.
- Ira L. – He understands this could be very valuable tool for the fellowship, it is certainly committee work. Ginger is current chair of LCF. He would suggest as a follow up to the Special Edition A Quiet Peace – maybe we do a 35th edition of HFC? Scott thinks this is a great idea.
- Kevin M. – he has to think we may have professional writers within the fellowship. Scott points out there is a clear division between volunteers and professionals when it comes to writing / publishing. If we want this, we need to present this as an idea to the committee.
- Ira L. – LCF is currently working 12 step work book. Suggests that this is the time to get a professional involved for the 12 step work book. Chris says for various reasons this may be a really good time for this.
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- Kevin – CA started in Hollywood with Hollywood writers. There has been discussion of splitting books out of LCF.
Hospitals & Institutions – Tim –
Questions:
- Scott – email sent out about something rejected at conference, but is it now available for discussion at the conference? Scott thinks yes. Tim wasn’t sure why – Rob said it goes back to committee instead of the floor. Because it failed due to SR14, it then is up for discussion on the floor at the next conference.
Public Information – Morgan, Linda –
PI had a an event at Drug Court. Linda went for one afternoon, and there was lot and lots of interest. She reviewed several sign-up sheets, where they requested more information. There is a lot of interest in follow ups for us to do subsequent to this event. Very successful.
If you took the member survey last year, there is a new survey up on the website now, with additional questions. Linda encourages everyone to take it again.
There are few motions on the floor as well.
Comments:
- Scotts comment is that he talked to BOT Chair (Duane) also, and is waiting for feedback. He also talked with John, Melissa, also on the committee, and they are converting all business cards received at the Drug Court event. Data base is being developed. The data base will come to the office, and the WSOB will draft a letter to send to the interested parties. What will we be sending? Area meeting information, area Chair, and PI Chair, and get the locals to communicate with these interested parties.
Questions:
- Ira L, – something to add. Lead Trustee says it was very successful for two reasons; heard from a lot of people from smaller areas that CA would be a very appropriate referral, and he got a commitment from someone in a local area to get CA on a local court cards.
- Kevin M. – PI surveys. He has some older versions.
- Kevin M. states that if they have a local web site, that is even better for the interested people.
IT –Linda & Scott – written report submitted.
They had a walk through in the new office space and the IT people think the costs for the move will be less than we expected, due to the conditions that exist in the new space.
Archives – Randy & Linda –
I’m sure the committee will welcome Ira L.
Randy reported that the committee discussed the possibility of an online archive of convention speakers from all previous conventions. That these records could be used by the fellowship for many different reasons. The Archives Committee Chair (Cameron) believes it would be relatively easy to set this up (the electronic archive).
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The committee is currently cataloguing the archive items into the file make software purchased earlier in the year.
Questions:
- Ira L. we need to investigate the A/V contracts prior to putting speaker audio files online. He thinks the contracts may prohibit. Secondly, they (the speakers) do not speak for CA – may be a tradition violation.
- Kevin – fundamental question is 11 and 12. Anonymity.
- Tim A. – Leanne has CD from AA taking about mistakes they made. Do we want to have a copy of that? Randy states yes.
CAWS CONVENTION REPORTS:
A. CAWS 2016 – Chicago – Discussion of upcoming call with the Chair person. One item is the one-day registration. The other is the five suites which are available. There are four remaining upgraded rooms. Scott asked if they could be auctioned. Is the adjoining room going to be the $99 staff room? We don’t know. Auctioning off is the best option. If not, then we will worry about the two rooms we have allocated. 3) question Ira brought up about the committee increasing our room block, and how did that occur? Linda they have not heard about auctions and drawings. Where do we stand with current registrations? 485. Room nights? How are scholarships being handled? Ira – Do we have a date for when we are going to be BEO’s? More likely than not it will be the day before the convention. Phone call with Kim and Janette:
One-day registration issues. Kim states the one-day pass is a great opportunity and option, and she personally likes the concept. When they were made aware of the issue, they were surprised. Fast forwarding to now she suggests presenting to Steering Committee. Steering Committee did not agree for the day pass. Registration committee likes the idea but too late to implement. Program committee also think it’s a good idea, but it’s too late to implement, as there are already people who have paid for full when a day pass would have been good – what do we do about that? The consensus is that they like the concept, but it’s too late to implement. The perception of the email they received is that they were being told to do it, but they don’t feel they have sufficient time. She’s had several conversations with her Trustee and others. They won’t turn anyone away. Charlene has had much experience with previous registration committee commitments. Thinks this may be able to be handled on a case by case basis at the convention. Perhaps with volunteer hours. She thinks Charlene has already produced registration forms for the convention which include a day pass option. This should be an item for the Convention and Conference Committee to vet out and set out in the convention guidelines. They would like to move forward with the onsite, one on one basis. Scott – the plan is that everyone will be registered? Yes. And one-day pass is a one to one, on site basis? Yes. Ira L. – the committee will handle last minute people as a scholarship or at a reduced rate.? Yes. Laurie – everyone else who comes for one day and can pay the full rate then they will pay? Yes. Linda – as far as the scholarship – the scholarship is typically for the newcomers, and not a guest. Will they differentiate? The example of her daughter and son-in-law will be attending banquet, pay for the banquet, but not the registration. They will fill out a registration form, but they won’t be paying for a registration. Everyone needs to fill out a form. All attendees must have registration badges. Alesia – if they get a badge, but don’t pay, are they still covered under the insurance policy? Yes. If they have a badge, they are covered, paying or not. Scott states the consensus of the board is that we would like to see everybody who attends, and signs up for registration, should be paying something for the registration. Tim A. – he understands dynamics of not turning people away, but if we’re taking away spots at dinners / banquets, by selling only day passes to those who attend only the dinner. He doesn’t think it’s very fair that he has had to pay for
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$45 for his daughter to attend the banquet. She understands the position of the board. Will that be the case? Yes. Alesia, will that be for volunteers also?
Hotel registration – upgrades. Pass on our thanks for figuring out the treasury rooms. The proposal has been sent to the Steering Committee.
Expanded block to the Swissotel ? can you tell us the final number? She doesn’t know. They added 200 and exceeded that as well. We wanted to know the process and make sure that all the t’s are crossed and I’s dotted.
Linda had a concern about auctions and drawings? We haven’t seen any requests for money. Kim says we won’t. Linda just want to be able send out a teaser for the options. Lots of items donated. Books 1 and 2 of the special edition. Will it be live, silent or not determined? Live. 32 books for sale. Books number 16 through 48.
Yapp app – one comment is to insure our disclaimer is on there. She will insure the 6th tradition disclaimer is included.
BEO’s – we are assuming at the moment that it is Wednesday in the AM. No, it is 4:00PM.
One last thing – WSOB will be at the source table, and wherever else we’re needed. But we need to know where we may useful.
Kim’s items – they are hopeful that the WSOB will make ourselves available to assist where needed. The other thing is she got an email – is there a signed contract from the HP audio. Scott saw one but does not know the answer as of today. Last item is they are extremely excited.
Ira l. all things being equal, there could be big differences between 2015 convention and 2016 due to the venues. The committees also need the flexibility to do one on one variations onsite. Kevin – half-baked motion. Professional v volunteers as it relates to convention committee, maybe consider professional consultants to work on the committee. Scott we hired that position – we have a Convention Coordinator in the office now. Tim A. – for the newcomers, in Long Beach they were handled under H&I. Is that framework or flexibility? Alesia – at LB, a couple of people came in off the streets, and our fellowship paid for them. We did not have enough of the basic things for memorabilia? Linda – in the past the scholarships should just be handled by just one person. Tim A
– to jump on Chicago, it really upsets him when people with time use loopholes for their family. Laurie – ditto. She thinks they missed the whole point. This is an item for onsite only – not intended for the registration forms.
B. CAWS 2017 – Seattle – Board to approve Seattle hotel contract. (Held until July, 2016)
C. CAWS 2018 – Montreal – Board to approve Montreal hotel contract. (Held until July, 2016) Nothing new to report.
D. CAWS 2019 – Sweden – has a chair and a treasurer. They have everything except secretary. She believes it will be June / July.
GUEST REPORTS:
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- NO report from Kevin.
ONLINE BUSINESS:
Motions to ratify online votes for CAWS 2016 as follows:
MOTION to confirm the online votes for CAWS 2016 CR #’s 24, 25, 26, 27, 28 and 31 all at once made by Laurie. Seconded by Tim A. Motion passes unanimously.
- CR #24 Registration Packets
Confirmation of vote for CR #24, for $1,520.00 for registration packets.
- CR #25 Transportation
Confirmation of vote for CR #25, for $1,625.00 for transportation.
- CR #26 Special Events
Confirmation of vote for CR #26, for $585.00 for Schaul’s Signature Cuisine and Events for the Boat Cruise.
- CR #27 Printing (programs)
Confirmation of vote for CR #27, for $637.00 for printing of programs.
- CR #28 Info Host, CR #29 Registration (application), CR #30 Decorations (multiple requests one motion).
Confirmation of vote for CR #28, for $665.00 for Info host; CR #29 for $399.00 for registration; and CR #30 for $178.16 for decorations.
- CR #31 Memorabilia
Confirmation of vote for CR #31 for $840.74 for memorabilia.
(CAWS 2017)
MOTION to ratify CAWS 2017 CR #’s 001 and 003 made by Laurie. Seconded by Linda F. Motion passes unanimously.
- CR #001 Opportunity Drawing Tickets
Confirmation of vote for CR #001, for $xxx for opportunity drawing tickets.
- CR #003 Fundraising Calendar
Confirmation of vote for CR #003, for $2,018.17 for printing of 2017 CAWS Calendar for fundraising purposes.
UNFINISHED BUSINESS-
A. WSOB Director(s): No open positions at this time. Resume outlines available from Linda. Submit prior to CAWS 2016 if possible. Slates due for Trustee consideration:
a. WSOT
b. Treasurer – Allison submitted.
B. European Fulfillment Center -Morgan and Scott – Scott had a discussion with Russell, CAUK is splitting as we speak to at least three areas. Kevin – what areas? Splitting England into three areas. CAUK legal organization is really complex. This may simplify CAUK’s organization, as the original is pretty complex. Ira L – two things: he thinks this means they will have more cost, as well as more clout. Secondly, he doesn’t mind Scott having a member to member conversation, and he will not be making decisions.
C. Meditation Book – Status update & 35th Anniversary Edition (Ira) – DONE!!
D. Meeting Formats in a Pocket _______ and Linda – Hold – conversation with Committees. We will visit right after convention.
E. Office Lease (February 2016) – Scott – holding until October 2016 – Draft lease has been received. To be reviewed in coming weeks and submitted to WSOB in June/July. We’ve received work orders and they have been included. He will get a draft lease as soon as one is available for our
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review. Ira – can we ask Scott Mendoza when we can expect to get this? He is waiting for Scott. Scott wants an exact delineation of what is included. They have already had a walk through and have added items to be included. Scott discusses several items which came out of the walk-through. Chris J – how do we place palates on upper racks? We don’t have all the answers yet.
F. 800 number – – Alesia Scott – we’ve had a number of interesting development. Brought in the idea of using zip codes. Will all land on Alesia’s shoulders?
G. Trademark – Ira- Ira says we may have one that is not paid. We will pay it.
H. New CAWSO Online Registration Laurie-Marius – DONE!
I. New birthday envelope – Linda (Tabled motion from 11/14/2015)
J. CAWSO Dba setup – Scott/Ira – (Tabled motion from 11/14/2015 – waiting for Trustee opinion on whether necessary or not)
K. Review price policies and report from WSO on same. Review purchase plans on books. Scott has not had a chance to work on this.
L. Translation of specialty chips. Chris & Linda to work on.
M. Day passes and registration requirements at WS Convention (starting with CAWS 2016). DONE!
N. Referrals from 2015 WSC (see file uploaded for details)
a. From other Committees:
i. 2015 LCF 2
ii. 2015 LCF 7
iii. 2015 LCF 8 – DONE!
iv. 2015 PI 2 – DONE!
v. 2015 PI 5 – DONE!
b. From floor:
i. 2015 WSOB 1
ii. 2015 WSOB 2
iii. 2015 WSOB 3 – DONE!
iv. 2015 WSOB 4
v. 2015 WSOB 5
vi. 2015 WSOB 6
vii. 2015 WSOB 7
viii. 2015 WSOB 8
ix. 2015 WSOB 9
x. 2015 WSOB 10
xi. 2015 WSOB 11
xii. 2015 WSOB 12
xiii. 2015 WSOB 13
xiv. 2015 WSOB 14
NEW BUSINESS:
- Approve CAWS 2016 Speaker Contracts: MOTION to approve the CAWS2016 speaker arrangements for Peter, Shirley and Peyton all at once made by Ira, seconded by Alesia. Passes unanimously.
- Approve Newsgram (2nd Quarter 2016) MOTION to accept the NEWSGRAM second quarter with corrections made by Linda F., seconded by Chris J. – Ira points out Duane’s was cut off at the end. Passes unanimously.
- CAWS 2016 Check Requests:
- 14-2 (revision of ASL request)
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MOTION to approve CR #14-2 for $ 1,265 made by Linda.; Seconded by Ira L. Motion passed unanimously. ASL for special needs. This is in response to our recommendation to the committee. Alesia – wasn’t there a difference in the time spent? Linda thinks those questions were responded. These items are addressed in this new request. Passes with substantial unanimity.
b. 31 – Memorabilia
MOTION to approve CR #31 for $840.74 for memorabilia made by Linda F.; Seconded by Tim A.. Linda speaks in favor; in budget and s for items they will be able to sell. Alesia – thought our policy was that they should not use their own money. Motion passed with substantial unanimity.
c. 32 – Helen (Lori) P Airfare
MOTION to approve CR #32 for Helen (Lori) P in the amount of $413 for airfare made by Linda.; Seconded by Ira. Linda speaks in favor of the motion. Motion passed unanimously.
d. 33 – Hospitality
MOTION to approve CR #33 for $395 hospitality made by Linda F. including to include that invoice must be presented after the purchase.; Seconded by Tim A. Is in budget. Kevin M. – they need micromanaging on how they stock hospitality. Scott has a problem with sending a check to an entity not part of the W-9. Motion passed unanimously.
e. MOTION to approve Cr #44 in the amount of $??? payable to Charlene Black for reimbursement of registration supplies made by Linda F., Seconded by Tim A. Motion passes unamimously.
f. MOTION to accept CR #35 in the amount of $750 to Blast Entertainment made by Linda, seconded by Randy. Comedy Night Entertainment. Scott objects to prepaying in full by credit card. Ira l – it has been his experience that when customers pay by credit card, the transaction is disputed, so we have some protection. Tim A. Check amount is $200? The over budget amount is $550. The check request was clarified. Laurie is confused as well. – it looks like there are three different prices. They point out the CR has three bids – that clears it up. Credit card to secure, but not paying by credit – we will pay by check within the time frames of the contract. With four abstentions, the MOTION passes 2 to 1. Alesia’s asks where the extra money is going to come from. There will be clarification once the committee has the updated costs.
4. Other Motions:
a. MOTION to approve reimbursement allowance p to $500 to Heidi j. Newsgram editor for 2016 WSC. Chris J. – I there a line item in the budget for this? No, but this has been done for several years. Kevin – does Heidi also help out in the office while there? Not necessarily in the office, but is very, very beneficial. Passes with substantial unanimity.
b. MOTION to sell the HFC with the wrong covers to the H&I for a limited offer at the reduced $2.50 each, or a case for $56. Kevin suggests a rubber stamp in lieu of a label. Made by Linda F, seconded by Chris J. Passes unanimously.
c. More business – Chris J will be out of the state for the next two months, July and August.
EXECUTIVE SESSION –
No action taken.
NEXT MEETING(s) –July 23, 2016
Motion to adjourn at 2:00PM made by Chris, seconded by Tim A.. Motion passes.