Mar 12, 2011 – WSBT – WSOB – B2B Meeting Minutes

CA WORLD SERVICE BOARD OF TRUSTEES BOARD-TO-BOARD MEETING MINUTES

March 12^th, 2011

Since this report is a confidential CA document, for members only, it may contain members’ full names. This usage to facilitate communication within the fellowship was approved by the 1990 WS Conference. Such confidential use does not, of course, violate in any way out Tradition on anonymity in public communications media (press, radio, TV, etc).

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Kim S.: Good morning, it is Saturday, March 12, approximately 10:10 am, we are in session with the limited Board-to-Board meeting with members of the WSBT and WSOB. We will begin with a quiet time, followed by the Serenity Prayer.

God, grant me the Serenity to accept the things I cannot change, the courage to change the things I can, and the wisdom to know the difference.

Thanks everyone. For purposes of the record, we will go around the room with introductions, beginning with Mr. Phelan.

Tom Phelan, World Service Office Board Chairperson.
Peter DeRafaelle, World Service Trustee.
Randy Groen, Southwest Regional Trustee, WSBT, Vice-Chair.
Richard Leve, World Service Trustee.
Robert Lyle, Atlantic North Regional Trustee.
Joy Hutcheson, Pacific South Regional Trustee.
Barry Jacobs, World Service Office Board Treasurer.
Kenny Williams, Atlantic South Regional Trustee.
Terry Marsden, Pacific North Regional Trustee.
Russell Sedman, European Regional Trustee.
Richard Schafer, Trustee at Large, WSBT Secretary.
John Bodkin, Managing Consultant.

Kim Sherwan, Midwest Regional Trustee, WSBT Chairperson. Welcome everyone. As I stated, we have a limited Board-to-Board, 102 pages of agenda (chuckle). We might as well get started. I am happy we are all able to meet, thank you for coming to the hotel, since we have a lengthy agenda for this quarterly meeting weekend. Tom, do you have any opening remarks.

Tom P.: In the interest of time, let’s get moving.

Kim S.: We received the WSOB reports via Mr. Leve, is there any supplemental report?

Richard L.: I just sent Barry’s treasurer’s report from the Thursday meeting.

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Barry J.: With the updated bank account balances.

Richard S.: Thank you.

Kim S.: Tom, Barry?

Tom P.: Nothing further from me.

Barry J.: I put it in the report. The day-to-day’s are going okay. I am in contact with John, Tom and Richard. Everything is going pretty much as it should. I have a slight concern with respect to the UK, especially after John’s inquiry from the UK asking him to research donations received and purchases over the past year. So far, checks have been returned, incurring bank fees, loss of time, loss of productivity, which is a concern. This is something we need to look into more.

Kim S.: If everybody can look at that report, we can address this later. Thank you.

John B. No other supplemental report at this time.

Kim S.: At the suggestion of Mr. Leve, Ryan was invited, he was unable to attend, Tom, anything to report regarding/or via Ryan?

Tom P.: It is wonderful having him involved, he is moving us in a direction of really managing our website in a functional and effective way to communicate with our Fellowship.

John B.: I have to say it is a pleasure to work with Ryan. I believe there is an item lower on the agenda with respect to this item, I will reserve comment. He is highly qualified, we are very lucky.

Kim S.: We will move onto item #4, items of discussion, conventions. We will kick off with “WE”, CAWS 2011.

Randy G.: Convention’s rockin’, I kind of wanted to wait, there’s a registration drive going on in San Diego at the convention, there is a registration drive event that’s this evening at Saturday Night Live, for all of the exciting and up-to-date news, I’m kind of hoping to get something late tonight or get on Reg Online tomorrow before we close tomorrow before we close the quarterly. The last report is we were coming close to 200 registrations we were hoping to have by the end of February, I think the drives will get us into that gap, well over 50% of our room nights are full, I think that’s good news. Actually broken down into the room nights per registrants at the hotel, we have more people that have taken the time to book their hotel than actually get online to book the event, which is probably uncommon. As far as I see, everything is going well. The issue I wanted to bring up here, and potentially for the future conventions, wireless Internet access is a big deal with the hotels and resorts. It is an expensive proposition. Many hotels, like the Biltmore, you get wireless access in your room. However, they have shut down wireless access service in a lot of the main

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meeting halls, banquet rooms. Just because you have something personal in your rooms, it does not work, your password does not work in meeting places. With respect to the trustee meetings, where we are looking for 9-10 people having access points in one room that has been shut off, that can be quite expensive. We believe that in the Biltmore, because we have chosen a room to meet for our quarterly that is part of a building that has guest rooms in it, and it is being checked out, we thing the quarterly will be able to be accessed by our individual passwords that are given when we check into our rooms. As of now, to provide ten internet access opportunities at our quarterly if that doesn’t work is an expense we did not anticipate, and we are going to have to decide if it is worth it or not. Hopefully in the end, talking to people, we will be able to provide ourselves Internet access for our quarterly. The World Service Forum Meeting came up earlier today. I need to check, I was going through the program, it may have been overlooked, and it doesn’t mean it can’t happen. I think last year we did a World Service Forum, oh we do it every year?

Kim S.: Always, last year was the first it was combined with Meet the Trustees.

Randy G.: I will make note of that. Outreach efforts. If you get anything from Allen Welch, our Outreach Chair, I’ve asked him to shoot it to me, from the Trustee standpoint with regional Yahoo groups, that way everyone is comfortable that it’s had somebody’s eyes on it before it goes out. If you could help us with outreach in the next few weeks. Suite auction has kind of gone back and forth, it has the recognition that it is for seven nights. That suite we were given as part of our contract that is up for auction is a seven night, eight days. If we could get that accentuated on the website, a couple of extra nights could really help. The WSBT has approved the transfers into the general funds for expenses. I believe this convention has some expenses, we were approved to spend more money than any other convention has ever been given approval to. Because of that, between now and the convention timeframe, we are going to see some check requests that are big.

Barry J.: We know the memorabilia, which is a cash cow, the only word I can use for it, and a great support for our Fellowship, is going to cost us money to make money.

Randy G.: If you could, I think some other Trustees may feel the same, give us some projection as to when those transfers are required and for what reasons…

Barry J.: I don’t understand. I provided it for you in the odd-year account, we have a good amount there now. Your pre-convention fundraising and other things are doing well. With the influx of registration monies coming in, hopefully more soon, let’s play it by ear. We have great communication.

Randy G.: If the Office feels a transfer that would require WSBT approval is not going to be necessary, I’m good. If there is one, if there may be one, giving that information ahead of time will speed up that approval.

John B.: Yes, Randy, we will try to forecast some of that. My understanding is that the memorabilia purchase could be as much as $20,000, thus taking what we reported as $32,000 way down. We have some other deposit issues that have come up recently that will

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chip away that, then of course the air card and some other decision that may put us at zero within a month. Yes, we will take a look at it. We will work with you, Evan, and Jena to make sure.

Barry J.: Please thank Jena for all the work she’s done. This is my second convention, she’s just wonderful to work with. She’s so on top of it.

Randy G.: We have our committee meeting next Sunday, is there anything I need to bring back, the dialogue has been great.

John B.: The topic came up regarding the Sedona trip. It’s going to be a great trip, $39 for a day trip to Sedona. It’s a fabulous destination, however, as an auxiliary to that, there are going to be events in Sedona now that members who have already registered are just now learning about. We have an opportunity to reach out through the Reg Online mailing list. This is different than the Delegate mailing list to expose these new opportunities; the helicopter ride, the Sedona jeep tour, the hike, at an additional cost, that people did not see online when they were registering online or the form. I would like to know if this body feels it’s okay to reach out to that mailing list as a point of event information back and forth, as new opportunities available. I know somebody used the Delegate mailing list to promote an event, we didn’t want any controversy with the Convention committee. Maybe we can discuss this in new business, I don’t want to surprise anybody, or if it’s even okay to do.

Randy G.: From an outreach standpoint, what we have doing, from a Trustee standpoint to avoid using the Delegate mailing list, because most of the regions have Yahoo groups, it comes to us as a Trustee, we take a look at it, and say please broadcast to your Regional Yahoo group.

John B.: Now I am speaking of the confirmed registrants on Reg Online. A completely different thing. Members of the fellowship, some delegates we may have an opportunity to expose things like these special extra events.

Richard S.: I think it’s a great idea to utilize anyone who is registered through Reg Online, you’ve got their email address, to send them an email that says new events have been added, they can connect right back to Reg Online and sign up for them. I think it’s great. They’ve utilized the Internet to communicate, register, without being imposing. They’ve already left their email address as a way to communicate. I think it’s a great opportunity to promote and make aware of other events.

Randy G.: I think back to when the decision was made by the Conference that a Delegate mailing list was not an invitation to receive information. A lot of people to use their business email was not to be used, or whatever. Are we making an assumption that by putting that email address on a registration for an event that they have also given us information to continually dialogue with them? Is that any different than the Delegate that put their email information on his registration for conference, because we’ve decided that’s not okay.

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John B.: The timing is sensitive, the Canadian convention, which was creative, however…In response to that business model that recruits people for various events and activities online, particularly if you’re a member of a group on Facebook, you’re getting notifications because you’re a member of that group. I personally would want to know if some opportunity came up that I could purchase online or in some way purchase the event I was attending. We don’t, I don’t believe, ask anyone to check a box, and yes I’d like to receive further information.

Randy G.: Do we use that email address to notify them of their completed registration?

Group: Yes.

Randy G.: Then I’m comfortable using that for information. I think that’s an implied consent.

John B.: I think Robin will be happy to hear that. I personally think they want to hear about this stuff. I thought it should be brought up here because of the timing issue.

Randy G.: I would like to make a motion to give our Outreach the opportunity to reach out through the email addresses we have accumulated through Reg Online.

Kim S.: I am going to call your motion out of order. How about if we have a unanimous consent that between the Office and CAWS 2011 we can utilize the current registration email addresses for information. Also, we can use the previous mail lists used, as well as send to the Regional Trustees who can support it on their groups. Is there any objection to that?

Joy H.: I did send an email regarding the Jeep tour, and never got a response.

Randy G.: To who?

Joy H.: I got the email address from Reg Online that asked if you are interested in the Jeep tour, send an email to such and such a person, I never got a response. I will talk to Randy and get it straight. I think if we’re going to offer it now, I think disseminating the information to those who have already registered is a great idea.

Tom P.: We have an open item, we are looking for something in an advisory capacity from the WSBT relative to a link on the events page. We haven’t included the committee in our conversations. It would be nice to say to say, we need to remove these links and here’s why.

Randy G.: I think it’s an announcement that that’s the decision that’s been made and we don’t need their input to do that.

Tom P.: The WSO doesn’t, but we do need to be respectful.

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Randy G.: I spoke to Evan and he understood. So the opportunity to make that explanation at the meeting on Sunday would not be difficult for me to do. The committee originally decided, and can be debatable, because we had contractual relationships with these companies to provide services, the utilization of their website to market that event was not an affiliation, but there are some concerns that we have some existing IT guidelines that asked us not to use links, at this point in time, without that guideline being modified for those discussions, it’s best that those disappear. That would exclude the link for Reg Online, it would exclude the link for the hotel because they obviously provide services to our members that assist us in serving our members in getting the discount for the hotel and tracking our room nights and Reg Online. I spoke with Evan yesterday before I came. The committee took it into consideration, it was debated, it was decided to do it, the Office, the website was approved with those links. It was brought to our attention in the past few days, it probably doesn’t fit the IT guidelines.

Kim S.: I apologize for not following up on this, we did have a dialogue back in March with respect to this. We sent it out, first because the 6th Tradition disclaimer was not on there, it was added. The events page was linked, I asked if it should be on there?

Tom P.: The minutes will reflect that this will be removed.

Randy G.: I will inform the Committee on Sunday.

John B.: Ryan is at a convention this weekend, he is waiting to push all changes, not only for the suite auction, but also for this issue.

Richard S.: It’s done. I checked.

John B.: I would be interested to know the chain of whom Ryan is taking direction from. There is a ticketing system. Who is the Webmaster taking direction from? I understand the urgency, so I’m okay with the result. There is a more sophisticated of tracking changes, so we don’t end up situations…

Randy G.: So who directed him?

Kim S.: Can you follow up with Ryan regarding that?

John B.: Absolutely.

Richard S.: This board knows, when Ryan took over, you saw my email, I gave him the direction of how things go. There are basically two people that can make an immediate decision without coming to either body. Those are Tom and Kim. Kenny, the Trustee for the IT committee can say it’s a violation or it’s heinous, please remove it, the Webmaster. Other than that, all communications and directives are supposed to go through the Office Consultant and when we have one, the DOO. So everyone is aware of it, we do not ask Ryan to do anything. It’s healthy to keep Ryan in the loop, but we do not give him a directive. I spelled it out in the beginning, he probably needs to be reminded. No harm.

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Kim S.: It’s a new learning curve.

Joy H.: Is our Webmaster paid?

Tom P.: No.

Joy H.: He is the chair of San Gabriel/Pomona Valley.

Richard L.: We wanted to make him a DAL, he didn’t want it.

Richard S.: Paying the Webmaster has been discussed for years, when done correctly, it is a large undertaking, and probably should be considered to compensate.

Kim S.: Potentially we are looking for a transfer with respect to the memorabilia between now and May because of our operating amounts of money versus the budget for memorabilia and our monthly expenses?

Barry J.: As I stated before and I tried to express last time, we are going to need probably more for memorabilia for the 2011 convention. We will need money for operating expenses. That’s not an if, that’s a when. We will give you plenty of time before, but I expressed that in our request, to keep this body in the know, over a period of time, with the knowledge that we’re going to need more. We might as well leave it in the savings account and when we need more we will ask for more.

Kim S.: What I am saying to the Board of Trustees, and I apologize for interrupting you, is the potential for a motion to transfer should be foreseen.

Barry J.: Yes.

Joy H.: Do we know how much so we can plan ahead?

Barry J.: No. We will give you time and plenty of knowledge, again, as 7th Tradition could pick up, book sales could pick up, memorabilia and other convention activities, registration could pick up. As of yesterday, we have $23,000 in the operating account and $75,900+ in the savings.

John B.: As a point of order, there are probably $16,000+ uncashed out.

Kim S.: This is more of information for the Board of Trustees that when there is a motion made online, we are aware of why it’s happening.

Richard L.: I had a conversation with Randy, what I will do, as we see this starting to come up, I will try to present this online before the motion to give the Trustees a heads-up that this is coming, and explain it, so then I will make the motion later on, we won’t be blindsided. Then I can make the motion.

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Kim S.: Thank you Richard. Thank you Randy, great job. Anything else? Okay, CAWS 2012, Russell.

Russell S.: You were asked to consider the pre-convention special events.

Tom P.: It had to be tabled, we did not have time. There was a lot of stuff going on, the Board actually was considering it, and we ran out of time. We will discuss everything at our next meeting.

Russell S.: I received an email from the chair this morning, they’re preparing a draft registration flyer.

Tom P.: The assertion that it’s riskless is not true. There is quite a bit of risk with it. If all that stuff will require a deposits prior to registrations haven’t been received. It will modify the budget significantly, so I believe we will have to have approval from the WSBT to change the budget.

Joy H.: Can you elaborate?

Tom P.: The committee has asked that we add some items to their event, pre and post convention, which involve booking tour boats, buses. They hoped, I don’t have the exact figures, but the cost per events. One is £78 per registrant and hoping to market it for £90, which is about $130. It is a beautiful idea, I for one will sign up for it. I’m not so sure we will get this. We will have to put a deposit down on the boat, we will have to spend money long before we receive it. Until there are _____________. These are not included in our budget. Let’s

say it changes the budget say $15,000, a big number. We can’t just, the Board cannot just do that, and the WSBT must do that. As this was approved by Conference, the Trustees would step in their role standing in their place of the Conference throughout the year. The intention, it will show up as profitable, because it intends to show more revenue than expense. Realistically, we are going to make some assumptions that we are going to sell 100 registrants to these events. My guess is that the registrants are not going to be UK members, they will be likely members traveling from the US or other countries wanting to take advantage of the pre or post convention events.

Kim S.: Are you planning to have registration forms in Arizona?

Russell S.: Yes.

Tom P.: And the website.

Russell S.: There is the consideration on the hard copy flyer we just put a simple statement: Are you interested in pre and post convention special events. And then on the website we give a PayPal opportunity to engage in those activities.

Richard L.: Just for some clarification, the activities will not take place at the convention, they will take place in London. They will take place afterward, on the Thames River, and

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Winchester Cathedral, Tuesday, Wednesday, if you want to stay in the city. There are plusses and minuses, most people will be flying in and out of London, so if you want to take advantage, you‘ll be able to take advantage of excursions that are available. These are off-site events available after the convention.

Kim S.: In the consideration of time, let’s look for a proposal or an adjustment to the budget via Russell…?

Tom P.: It would come from the WSBT.

Joy H.: You will make sure we will get some assumption numbers so we can make sure we can cover this?

Tom P.: Yes.

Russell S.: You’ve received a copy of the statement for current bank account for UK, it has £3,370 sterling. There has been made another payment made in, as of today, it currently stands it is $5,500 approximately. The treasurer has emailed me to let me know that there is another £900 to paid over the next 7-10 days, that is another $1,400. Doing the math, which is around $7,000 we have in a bank account.

Kim S.: Which bank account is that?

Tom P.: It is a bank account formed by individuals in the UK. I believe we can set up a receivable if we have an agreement. One way we can address it, we can create an agreement, I haven’t thought about the Traditions, but it’s not a CAWSO, Inc. bank account, so we don’t really have the ability to record it on our books until we create some kind of receivable by virtue of an agreement, an agency agreement, maybe what it is. They are acting as agents of CAWSO, Inc. for the production of this event.

Kim S.: Can you please clarify who they are?

Tom P.: Treasurer, Trustee, and Chairperson.

Russell S.: As identified in convention guidelines?

Richard S.: It’s not a CA account.

Kim S.: It’s not per the guidelines. We are not following a guideline due to it being an account outside of it being a CAWSO account.

Tom P.: Another way to address it would be monthly; they can write a check to us. We can record the activity that way.

Russell S.: As I see it, this is a ______________________ for a solution to stop bank charges_______________, due to recent fundraising, this is a ________________ I am also

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concerned, I also have ________________ to be addressed. There was a recent transaction by the office, by all accounts went very smoothly and incurred minimal amounts of…If that is working from the office point of view, and it’s worked well for the committee, should this money not now be just be forwarded to CAWSO?

Tom P.: The mechanism he is describing is a means to make disbursements in the UK, and it worked fine. You got it in two days or something, correct? The spending request came on Thursday, they had it Wednesday of the next week.

Kim S.: I know this, they don’t know all of this.

Unknown: Can this be reversed?

Unknown: Yes, but we don’t want to.

Russell S.: Yes, but we would not want to.

Barry J.: That is a concern.

Russell S.: This gets into electronic banking and we can set it up with a two signatory…

Tom P.: Those are advisements from the WSBT to the WSO on how to operate it’s banking, maybe they are called directives, but our guidelines call them advisements. The WSO adopts them as procedures.

Russell S.: Can the 2012 committee adopt them as using them using Zoom?

Kim S.: What is the status on HSBC?

Tom P.: We are going to…

John B.: It is in a continual process, it is up to Barry and Tom to continue the process. I cannot complete the process for a Board member.

Tom P.: The application was lost.

John B.: It is still a viable option based on everything I understand, an international account can be opened, Barry has made a lot of headway.

Joy H.: Who are the signers on the HSBC account?

Russell S.: Nicholas, Jackie, and Russell.

Joy H.: What are the tax liabilities implications regarding this account if it is not a CA account?

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Barry J.: None, however, everything can be traced back to where it came from originally.

John B.: At this time, zero. It is not our account.

Joy H.: For CAWSO, Inc. fine, for CAUK?

Barry J.: For CAWS 2012.

Joy H.: So, Jackie, Nick, and Russell, are there any tax implications for the three of them with regard to the income and expenses? You might want to look into that to cover yourselves.

Richard L.: Because you’re not a charitable trust yet.

Joy H.: Are you sending CAWSO, Inc. the tracking of all checks written and all deposits into the account?

Russell S.: There is a new treasurer, I believe he is being quite thorough. I am not certain of communication with the office.

John B.: Very thorough, very satisfied that he recognizes in his new capacity as treasurer where the committee is coming from and where they need to be. We have now a multi-page, deep, deep, deep spreadsheet of activity updated on a monthly basis or as requested. In fact, we have the statement from them because we requested it prior to this meeting. Very responsive, almost insistent. I find Nick a good example of what a treasurer can be for an event. We are very encouraged by that. I think some of the reporting does need to be modified somewhat. The are detailed, and although simple from page to page, they don’t necessarily reflect US dollars as much as we would like to see. There are some suggestions. Golly, we are fortunate he has picked up the ball.

Joy H.: I would like to reiterate again, when we post statement on any group, Yahoo or otherwise, sent via email, blackout all account numbers with exception of the last four digits, including your branch identification code and international bank account number.

Russell S.: So noted.

Joy H.: Please make certain you check your local tax implications, you could be libel.

Peter D.: You have $7,000 in an account right? Ballpark?

Russell S.: Yes.

Peter D.: Why don’t they send that money through that service you had to us here and then you send a check request and we send it back to you through that service so everything is checked and recorded in our account, since it’s our money?

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Russell S.: Currently some of that money is a check request. One of the charges we’ve had in the UK has already gone to suppliers. We cannot present, we have found it challenging to present them with a US check, with a CAWSO check, a couple of them checked us out, and you’re crackheads. They don’t want US dollar checks. The smaller companies. The check request goes to the office, a check is then sent to the committee, which then sits in this account, then the treasurer writes a check from this account.

Barry J.: I have no problem with that part of the check being written out of that part of this account to pay the, and again, not a major problem, however, we do have to look out at the implication of comingling of funds. It is just something, the impression, because again, this is not our account, this is your three account, with your name on it. You, as trustees, need to understand the gravity of this situation. It is a special situation, we are dealing with international, and like Russell said, there are places that don’t want a US check, number one, the time and expense of cashing international checks. We totally understand the situation, but you guys need to know about it. You’re the Trustees, and know this is not out account. That is these three people’s account.

Randy G.: It’s not an area account?

Barry J.: No, it belongs to three individuals account, with the name CAWS 2012. That’s how it is. Just to go about the expense of going back and forth, at least with this electronic service, to protect ourselves with the multiple signature back up, create a form that states that the World Service Board is transferring a certain amount of money from this account to that account, signed by A and B, noted on this day. Put the transaction number of whatever the transfer amount is. That way there is a hard copy signed backup for whatever transaction is being done the same way that it would be a check with whatever the transaction number of a check number. That’s, to eliminate any of your concerns of the dual signatures on any of the electronic, as long as it’s backed up, documented and signed. That should cover any implications of that. If it doesn’t have that, there’s a problem, just like there’s a problem if somebody stole the checkbook, there’s a problem if any of those things. Zoom costs $4.99 to transfer money, up to $3,000 US over there, it’s nothing to do a bank transfer charge, you’re looking to transfer through Wells Fargo $35 plus, plus, plus, their transfer fees. This uses whatever the daily rate is at the time that you transfer it and it goes across. I am sorry I’m rambling, I’m trying to inform you guys of the gravity of the situation. On the other side, we need to get on this, they have bills that need to get paid, we made a decision to have a convention over there, and we have to get things rolling. A lot of people over there won’t even accept our credit card as payment or deposit because it’s an American Visa, MasterCard. If we were over there they would accept it, because they could swipe it, they could see ID.

John B.: Thank you for the recognition of your ramblingness. At this point in the process, a couple of things. Tom said the issue was, before the WSOB had tabled, because of time constraints, the modification of financial guidelines, to come up at the next meetings, is that correct?

Tom P.: That is to be handled here.

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John B.: I apologize, I am mistaken. So are we to make a plan and recommendation, Board-to-Board today?

Tom P.: That is my response to the Convention Committee Chair, based on their request to modify the financial guidelines.

John B.: I heard a lot coming from Barry in the way of solutions, potential ideas of how to make things work, but I don’t feel the WSOB is necessarily prepared to present a comprehensive picture of how that should look, therefore I would rather spend the time at this meeting trying to spend some time trying to come up with a plan. Whereas, you guys, could perhaps, in your meeting, make some decisions about what is in our best interest and recommend back something. Based on what I know takes up time in these meetings. We have a solution that is working right now outside of every spending authority we understand for convention events. I must also give credit where credit is due with respect to the Committee, who, as a matter of self-preservation in moving forward, after some traumatic events financially, for them, to get going. I think that fantastically creative for them and much appreciated. It needs to be on the record, that we appreciate that proactivity. At any rate, it’s also fair to recognize services like Zoom are limited by law as to the amount you can transfer per month. So yes, you can transfer $3,000 at a time, but only a certain amount per month as well. I do not know off the top of my head what that is, there are limitations in terms of cash flow back and forth. You want to optimize your payments when you make them. Finally, convention revenues in the area of registration. Reg online will help us greatly in that regard, we can set up two separate registration processes, one for British Sterling, one for US Dollars, that will be fantastic, however, where that money will go, needs to be decided so initially CAWSO would initially process that and direct it as a check to CAWSO. Then we are in the middle of that revenue flow. These are all things to consider. Thanks for taking the time. I didn’t realize this was an immediate Board-to-Board item. We do not have an immediate WSO recommendation. I would be in favor of completing the process of finding out whether or not CAWSO can open a UK bank account with HSBC, which was looking very promising.

Joy H.: Thank you for saying that, my thinking for the solution regarding tax liability of this account was maybe CAUK, cause you guys have some sort of corporate number, maybe the tax liability could be taken off of you, Nick and Jackie would be to use the corporate number, that way it’s CA money, but the three individuals don’t have the tax liability in relation to that. Once CAWSO opens a UK HSBC account, flow all of the convention money into that account. I understand the restrictions on the flow since 9/11, banking institutions are really cracking down. The financial guideline changes, I am a little, are we doing financial guidelines, or Convention Committee Financial?

Tom P.: Convention Committee cash handling guidelines.

Joy H.: Those, we could probably create a solution and figure out some new guidelines in relation to that. I think I can help make those changes since the original were from CAWS 2000.

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Richard S.: This was discussed when the bid was being considered, when the bid was being presented, that there would be difficulties. Tom and I had discussions on it, even before the hotel contract. My hope back then was that more efforts would be made to stay within the guidelines rather than find a work-about solution. I have a concern that Cocaine Anonymous is being held in a private account by three individuals. I was not aware of that, it is a concern that, for a temporary work-around it might be great, but it doesn’t sound like, I’m concerned that there might not be a continuation to look for a solution for this convention, I would like to see a solution be looked at. If there isn’t another option, that’s okay. I think it really needs to be investigated, and not that I don’t understand that you guys are busy, but we’ve been talking about that account since I sat on the Board. I think its an utmost priority that you do that, I would ask if you need any help from this Board’s help, please ask. I know you have a full plate. I would like to know the amounts you stated Russell, is the convention truly on track on where it should be financially?

Russell S.: If you had asked me that question six months ago, I’d have given you a different answer. I have faith and confidence that the 2012 convention has regained momentum. It is starting to show what I believe to be momentum and will put on an event that will financially support our World Services. Are you asking me specifically does it match what we thought it would? We have had some challenges that maybe stalled us for a little while.

Randy G.: I have the same concerns as Richard, go figure, we agree that potential use of a new area account seems even more relevant or a possible solution than a private account. Knowing that we’ve got solutions in work that allow the existing guidelines to be utilized x-number of years from now, I would ask the WSOB not look to change the Convention Committee guidelines formally but from a one-off situation as an exception for this convention and look for that kind of an amendment to be done versus changing the guidelines that would allow areas to create accounts, allow individuals to create accounts, it won’t get off the floor, it will never make it through the conference floor. A one-off exception might.

Peter D.: There are some costs involved, like you said, about transferring funds and all that, right Barry? That’s basically at this point, in order to do business according to the tradition of the guidelines, that’s the cost of doing business. It wasn’t looked for, put in the budget, correct?

Barry J.: It was an oversight, bank fees.

Peter D.: In order to do business according to these guidelines, it would cost us an additional x amount of dollars to…

Barry J.: A considerable amount of dollars.

Peter D.: We just might have to eat it. That way we’ll have our money in our account, not sitting in somebody else’s account and you might have to cut somewhere else, or do this, it’s just, shit happens, and that’s how it happens. And if it’s going to cost you money to transfer check, let’s see the best way to do it, so one check, two checks, three checks, a

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certain amount we’re going to have to incur so we can do things according to the guidelines.

Barry J.: I would like to address that. The problem is not as much the fees. We have to pay them. As Russell stated, smaller vendors don’t want to take our checks, because it’s an American account overseas, or credit card. We tried to use it as a deposit, it was refused because it was an American account.

Kim S.: With respect to time, it is now 11:15, in my conversations with John and Tom, we’ve expounded on a certain unique situation, and we did not do our homework beforehand. We are now in a position where we have to do the business now, this is an important subject, and needs to be further investigated. We should continue to pursue the opening of the international account that goes along with our guidelines. I have a concern with a member of the WSBT being on an account, and, that is not a CAWSO, Inc. linked account. I would like to see this made a priority. Does anyone have anything else?

Richard S.: May I?

Kim S.: Fine.

John B.: She fined you.

Richard S.: My thought was, instead of changing the guidelines, as it would affect both boards, was an amendment for international conventions to be added to the guidelines. I think that is a solution that we can figure out and place in this convention and something to be adopted by the Conference and we’re not changing the guidelines, we’re adding an amendment for international conventions.

Tom P.: It’s really more like suspending.

Kim S.: Yes, and we have to look at the verbiage. It’s not a matter of changing, rather in cooperation of what the Conference group conscience has previously approved, it’s a suspension of the current guidelines to conduct the business of CAWS 2012, with respect to the international business we are conducting, this is unique at this time, maybe it will happen in five years, maybe in ten, this is a learning curve for all of us. We need to do the business now, we need to figure out how to do it within the guideline we have and the proper procedure for that.

Joy H.: As of right now, we are going against the guidelines.

Richard S.: To finish my remarks, I wanted to state the issues that were discussed by Tom since this was considered. The transfer fees, the setting up of the bank account issues. I heard Tom discuss this from the very beginning that we discussed an international convention with Canada. This is us having to figure out what we have to do as we go, I want it noted, Tom has been talking about this very issue for years.

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Russell S.: Where do we go from here, with respect to the money that is sitting in this bank account. How I feel, I would like support from the Board, including the WSOB. Do I ask the 2012 Committee to keep the money for legitimate spending requests which is going to be paid out I presume to vendors? To keep their committee petty cash amount, and everything else over and above that amount written in a check and stuck in a post to the office?

John B.: Thanks for asking where do we go from here, because it’s happening now. We’re moving on things now, by the seat of our pants. Not in an unprofessional way, but outside the guidelines. We’ve all agreed to that. I think the WSOB needs to solidify whether or not they can have an international banking relationship within the next 90 days, that application process, and the word back from HSBC needs to be cleared. Then our path is cleared as to whether we need to remain scrappy and do the things like Russell is suggesting here, or we move in a different direction, with the check requests that are here, we are going to exhaust most of what is in that account with the boat cruise and some other things that have come up. We also have a proposal by the 2012 Committee at the WSOB, as you know, and apparently it’s come here. Has everyone seen that proposal by Nick Harland-Smith? No. I don’t know, then, how we can have that conversation knowledgably here at this meeting. The WSOB has a proposal from which it may extrapolate a plan alternative to opening an account with HSBC and therefore something really to chew on and really move forward with. We don’t all have all of the information on what the UK has proposed necessarily, with all due respect, Russ, in order to have that conversation here. So we will continue to be scrappy with them. I will agree, that if you can get a surplus of funds back here, that may be safest for all concerned, I love Joy’s suggest that you look into the tax implications, particularly with respect to having United Kingdom law and having the money shipped offshore has any other implications. As a practical matter, we are going to still sort of be in this model for the next 90 days at least. I think the most productive thing to do is make sure the office has exhausted every possibility of opening that account in the UK. Does that sound reasonable to everyone?

Joy H.: I think that will protect everyone.

John B.: I don’t think otherwise we can really change much. You have some money, we will need to pay the boat people…

Tom P.: The boat cruise, a pre-convention fundraiser, it will do very well.

Russell S.: I agree.

John B.: I haven’t had a chance to communicate back to Nick yet.

Russell S.: Once a spending request has been met, I’m personally okay with the petty cash amount and request for invoices due to come in, that money being held. Anything over and above, I feel needs to be sent to CAWSO.

John B.: Well, that works for us, the rest is really up to the three of you, isn’t it? In defense of the WSOB, I came on right at the time the UK treasury debacle occurred. There’s no other

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way to describe it, as an event that spiritually and financially just saddened and devastated the region, the area at the very least. There was this sort of understanding that things were about to go forward. We hadn’t had any money yet, the convention had been sent $500 and nothing had come back.

Tom P.: We had done the Fabric Event.

John B.: There was a dialogue happening, the event treasurer was working with you guys and there was going to be some banking relationship, then all of that got blown out of the water. Then everything got really derailed. That’s taken the better part of six months to turn it around. That’s why I think there’s a delay that might not have otherwise been there. In the defense of the WSO, we were moving forward, then all of a sudden we weren’t. Nevertheless, Barry took the next proactive step to establish a relationship with HSBC internationally.

Tom P.: The item that was more concerning to me, I know we can get the banking handled, is the issue of vendors in the UK not wanting to handle a contract with CAWSO, Inc. or invoice CAWSO, Inc. They don’t want a business relationship with CAWSO, Inc., because they don’t know who CAWSO is. This is an issue, there are a lot of things, by next year at this time we are doing five or ten payment requests a meeting for the convention, who are they going to be contracting with, if they don’t want to contract with CAWSO, Inc. Sometimes, events can hire a planner, the planner will do all of that detail handling. If it was, for example, ________________, doing an event in London, they would handle a planner who would in turn do all of the handling of that event in London. I do not have a solution to that. That is one of the issues that were in the modification to the guidelines proposal.

Randy G.: If you need to write checks, you need to write checks, but the same accountability that exists, the spirit of the financial guidelines, I would hate to think you’re writing a check that you don’t have an email back from the office saying cut this check. As far as someone saying they don’t want to do business with us. How did we go down the road to the point we got a bid from them to provide services if they didn’t want to take…if we provided a bid, you made a decision to do business with us when we accepted your proposal.

Tom P.: The problem, I believe, is they’re not providing a bid?

Russell S.: Yes, they are providing a bid, it is who we invoice.

Randy G.: Well, this is who we are. If you’d like to provide a service, please give us a quote, this is who we are.

Robert L.: Have we talked to NA to see how they do their international accounting?

Tom P.: Yes we have. They have the same problem in the UK as we are. They said that is why they do their business in Spain.

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Peter D.: Since they won’t sign contracts with us, is there a way we can get a fiduciary agent over there, like you were saying? Is there somebody, do they do that, do they have that?

Tom P.: We would have to pay an individual to do that.

Peter D.: We are not going to make as much on this convention as we planned because of these financial oversights or because we don’t know about it, we just might have to bite the bullet to get the contract signed, what else can we do?

Kim S.: Moving forward, we will have to create an international model of business, whether it is in London, Spain, Brazil, wherever it is, we will have to put that in place. This will be a pass it on we need to develop now.

Russell S.: We spoke yesterday about accountability and responsibility, you will be getting monthly mailings from me with the treasurer’s report, budget, and copies of the minutes. We will ask for help. We have done our homework, we just didn’t what path it would take, and it’s all new isn’t it.

Kim S.: With respect to that, and respect to you and others, you are putting into place, a model we can move forward with. We must be mindful of the guidelines and mindful, again, why the guidelines are in place. Anything else?

Russell S.: I think that is enough from me.

Richard S.: So is that a piece of promotion that is being used? I have concern if this artwork is going by the WSOB, a picture on the back of the entire Union Jack. The logo is across the back? That is being distributed in the UK?

Russell S.: I think it’s a wonderful piece of artwork. No, it is not being distributed yet. Hopefully it will be. It should have been, did you get the t-shirt?

Tom P.: I was making copies of resumes.

Barry J.: Yes, it was approved.

Kim S.: Do you see no tradition violation?

Tom P.: We saw the greeting card with a keyhole.

Richard S.: The entire Union Jack is being utilized.

Kim S.: John makes a good point, the keyhole was approved by the conference floor.

Richard S.: I have no issue with the keyhole, I was sitting on the WSOB when that came through and found it, I was enthused that it was presented and represents the UK, it’s not the entire Union Jack, I’ve seen it on the record then. If it were the entire Union Jack I would

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have an issue. I have an issue when we put our logo on the Union Jack. I am wound up about it, he already knew I was wound up about it, that’s why he brought it framed. I love the frame.

John B.: Oh, you’re wound up?

Richard S.: I am wound up. I am concerned if that artwork is going through the WSOB, if it has passed already.

Randy G.: I have concerns as well, my concern is that we could potentially be asked at some point in time be asked by a convention overseas to use the flag of a country that we’re not friendly with. That country can’t represent Cocaine Anonymous and I don’t think we should leverage the country in doing so. I think we just put ourselves in the position of having to pick and choose which countries we can and can’t in the future, which countries are to our advantage to leverage, which ones aren’t. We are a spiritual Fellowship that doesn’t care where you live, or shouldn’t. I love the whole UK thing, I actually was not a big a fan of the Union Jack and the keyhole, but I just think it’s a road we don’t go down.

Tom P.: One of the things we do on the WSOB is really try to follow along some of the spirit of, we don’t necessarily try to censure the content. We try to be relatively neutral, unless it’s blatant. We assume when it comes to us that a Trustee has done the work that is relative to the traditions. That it is coming to us with the content, that the tradition has already been taken care of. We are attending to it functionally, unless it is completely blatant.

Kim S.: So clearly this is a something we must handle internally.

John B.: To the point of business, the committee has not been advised of the outcome of the WSOB’s decision regarding spending, artwork or otherwise, it is also possible, apparently, it will be reconsidered given the new information. Finally, the spending authority is not necessarily tied to artwork, we have an example of that with our fun run t-shirt, where we authorized funds, and we just wanted to see the artwork. If there are any questions about artwork that come after the fact, we have an immediate precedent for requesting a visual, or view. I wanted you to understand where we stand in the business process, because they haven’t been advised of the outcome of the meeting the other night, at this time.

Kim S.: Thank you. CAWS 2013, Kenny.

Kenny W.: CAWS 2013. Questions?

Unknown: Where is going to be?

Kenny W.: Ft. Lauderdale, right now we are looking at the Ft. Lauderdale Westin on Ft. Lauderdale Beach, the chairperson is Randy Denike, secretary is Tanya Vance, Vice-Chair is Bob Mikell, Program Chair is Tina S., Treasurer is Ken Oliver, Hotel Liaison is Tammy Clevender. Steering Committee has been formed; I think Randy sent a contract from the

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Biltmore. I think Randy used the contract to try to get leverage to get some concessions for contract negotiations and they agreed to a lot of that stuff. I don’t know if anyone has seen the previous report, but I just got this in the mail a couple of hours ago, toward the end, there are seven more items added in addition to my report. Ten easels are complimentary, 15 banners are complimentary, internet is comp’d to the Trustee meeting room, up to four lines and $100 for each additional line, they comp’d the meeting space plus the internet connection for the quarterly meeting, based on hotel availability. Up to 45 packages, boxes, I’m not sure what that is. $25 per room to rekey and a 25% attrition. We’re waiting right now on Ellen to finalize this contract and she’ll get it up to you guys probably within the week. It’s looking pretty good on that end. The next steering committee meeting will be held, I’m not sure in exactly what city, but in Florida. There are no other minutes from the steering committee at this time.

Randy G.: There are two Westins in Ft. Lauderdale, which one?

Tom P.: They are both connected, on the beach. I went to it.

Richard S.: Can you please send your notes over so I can insert them in the minutes.

Tom P.: I went to Ft. Lauderdale on personal business and had the opportunity to tour the hotel with Randy, Bob, the secretary, and Karen. The hotel is fantastic. There are two bridges in Ft. Lauderdale that cross the highway. One bridge that comes up to their pool. The Westin put about $30 million into this hotel in 2008, every room is brand new, and amazing. They are so welcoming and accommodating, the room rates are $125 a night, which includes our $10 per night room rebate to us. They have brand new ballrooms, with an escalator tie-in overflow room. I think if we get this put together it will be a wonderful place for the 2013 convention. 400 rooms, and there is an adjacent W hotel, affiliated property if somebody wants to spend more money.

Peter D.: Kenny, can you have that hotel liaison send me, I have seen nothing about this hotel, the contract, nothing.

Tom P.: There is nothing, they are still negotiating.

Peter D.: I would like to see it so I know what’s going on anyway.

Kenny W.: As soon as it is available, I can copy you on a lot of this stuff. It is in my report, I posted it in the Yahoo group.

Kim S.: CAWS 2014, Joy?

Joy H.: We have a chair, I put it out to the region to try and get a steering committee together. Hopefully we will have something soon. The chair is David B., he is the current CALA convention chair.

Kim S.: Item #2 copyright and trademark protection. Peter.

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Peter D.: I got a written letter from the trademark attorney saying the ® can go outside the circle or inside the double lined circle where it says Hope, Faith, & Courage. It cannot go next to the A in CA. We talked about the chips, they are made incorrectly, we were thinking about changing the die on the chip, after discussing last night we realized the chip has the ® on the inside near the CA, it can’t be there, it has to be between the two double lines or outside the whole logo. We are going to talk to the World Service Office about getting that die on the chip changed. I am putting in, we approved to go in, to spend some money to go in and get some CA registered in all of the European countries, it is roughly $5,000, approximately a year and a half to two. I got permission to move ahead on that, I will call that attorney next week and do that. That’s all I can think about right now.

John B.: Pete, thanks for your report. We did understand about the trademark issue. On the other item, where we are going to be protecting logos in the European union or new parts of Europe, can you please clarify?

Peter D.: The block letters CA, that is only protected in Canada and United States, the attorney suggested that we do it in the entire European region, which is roughly 47 countries.

John B.: I understand that, there was some renewal activity last year, I wanted to ask about. The prior DOO was responsible for that, does anyone recall that particular activity?

Richard? Did that have anything to do with what we are discussing here?

Richard S.: No.

John B.: I thought not, I was just clarifying. Also as a point of that renewal activity, shouldn’t that have modified the amortization? If it did not, we should check into that as well.

Joy H.: Yes, the renewal should have.

John B.: A renewal indicates a new egg timer. We will get back to you with respect to the cost of the dies, I do not have those figures with me right now.

Kim S.: We will liquidate our current inventory first, of course. Item #3, NADCP, Drug Court, #1, follow up letters to the Drug Court contacts.

Tom P.: I talked to Jay last week, he said he owes us some work on that.

Richard S.: Jay was putting a lot of effort into this item, I think he got distracted by some other items of business for the Fellowship. He was in good communication with both John and myself, so thank you, it is nice to know he is aware of it. If the timing of the letter going out is closer to Drug Court, it might be a better reminder for people to come see us. I believe it is going to work out the way it should. Tom just mentioned (off record) hosting a meeting, when the Drug Court asks, or will we ask them if we can be a presenter in any way, they mentioned the timing, we were too late in that request, however we could do a

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meeting. I think you all know that we held meetings, CA meetings there last year, low attendance, the couple we did were great, I would be more than happy to do that again.

Kim S.: The budget is approved, who is going?

Richard S.: Currently myself, Robert Lyle, and Currently myself. I stated verbally, I don’t know if it was on the record or not, if it wasn’t a possibility of the DOO, if they do not have that time available in that particular month, my suggestion would be that the office Chair went.

John B.: I did send out some preliminary costs. We have secured our booth for NADCP, it’s across from Alcoholics Anonymous this year. We are right next door to our neighbors, as usual. When Richard mentioned we were late getting our request into NADCP for being a presenter, going forward, I believe the deadline is August. There needs to be a white paper submitted for evaluation by a panel. I didn’t know this until I got there in September or a month after. I think it’s excellent you’re going to be able to conduct a meeting and be on the schedule and such. My concern regarding the budget is that it doesn’t necessarily allow for, when I sent out my preliminary numbers, it was based on two people attending. I am concerned about that from a room night standpoint. If you stagger arrivals and departures, that will help. Right now, the numbers I sent out did not include necessarily any handout stuff as a cost. I found that two people for hotel that would be helpful. The budget is $4,500 and right now it is at $5,100.

Kim S.: Item #4 CA Helpline site. Status of the web servant.

John B.: It’s in my report, some of the overarching things, Richard knows what those projects are as well. He’s going to come with a five-year purview of what CA might look like in a new technology world, which will touch on things like the Helpdesk.

Kim S.: We feel the Helpline site is a priority.

John B.: There is new technology available, we will get a more comprehensive report from Ryan, I’ve asked him to look at CA’s technology needs in conjunction with Richard and the Board over a five year view over our website, our megaphone to the World. We cannot continue to help passively whenever anyone needs information. Wiki technology is useful in this regard. We already have a site, Wiki __, which possesses the history of our policies and procedures. Ryan’s already started a ticketing systems for the bugs on the site. We want to get into a content management system ultimately, so when you have changes to regional events, you can log on, craft them, submit them, and as quickly as that, publish them to the site, and it’s up with the approval of an administrator. No longer are we waiting days and weeks for things to happen like we had to for the archive page. Theoretically, you can create an archive page. You need only wait for an approval process, and it’s up. These technology processes did not exist five years ago, not even necessarily when Mike took over, they are sophisticated and easily accessible today.

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Kim S.: Item #5, Social Networking Sites, violation of traditions and policy issues. We addressed this in our quarterly meeting and have removed it from the agenda. We are going to move forward with Kenny and Richard as a backup to continue to oversee any violations as they come up. This will be remove as well. Item #6, HFC Sales in the US regarding stickering of books. This is an update from the subcommittee, Joy?

Joy H.: Both boards created the letter. I posted the letter to my Yahoo group, I’m not sure if the office, I don’t know how we’re disbursing this letter. I know it was a question that was brought. It has not been answered.

Kim S.: I don’t know that we’ve had an affirmed directive on the WSBT, I know Terry put it on his Yahoo group. I don’t believe it was ever discussed. My understanding, please correct me if I’m wrong, is that this letter was to be disbursed to the WSO to be put into an amended Delegate Mailing.

Randy G.: That’s my recollection as well, because we were told there was a requirement for an additional amended mailing within a few weeks after the mailing went out anyway.

Joy H.: We knew there was, because the World Service Manual…

Randy G.: We knew this, the opportunity to approve the letter with the changes with the Board required would be able to make that mailing. Has that amended mailing gone out yet? No, okay so it can still happen.

Peter D.: Everyone was talking about it, that the original and the original notification was made by the delegates to the Fellowships. The first one that came out when they said they were stickering the book. That went out from the Delegates to the Fellowship. Then we talked about doing it the same way this time, since it was done that way the first time. That’s the conversation I remember.

Kim S.: My understanding is that it was to go out in an amended mailing.

Joy H. I make a motion that the Regional Trustees post the letter on their Yahoo groups, and the letter gets sent out in the Amended Delegate mailing.

Kim S.: I will have to rule that out of order at this time. I think if we are going to make that decision, we take it back to our agenda, if we want to make a formal advisement to the WSO, we can make a formal request via email. I want to be certain we have the correct letter, the one I sent Terry?

Joy H.: I have the correct letter, I sent it to Mr. Leve.

Terry M.: I think there’s some other things regarding this we need to be putting in the minutes that need to be addressed by the ad hoc committee. One is what are we doing with the surplus of books we have now?

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Tom P.: Selling them.

Terry M.: It was part of an action of the committee to come up with some ideas and maybe some, to enhance the marketing. I’d just like that to be reflected in the minutes that we still need to do work on that.

Kim S.: We have not yet gotten to this agenda item, we will keep it on the Board-to-Board agenda.

Terry M.: The reason I brought it up is this committee composes both Boards, that’s the only reason I brought it up here.

Joy H.: There is potential of distributing approximately three pallets of books that John is negotiating out of the UK.

John B.: He likes the Office a lot, he does not want to talk to anyone else. I understand in my role I am not authorized to negotiate any substantial discount on products or services, I gave this information to Peter, he did not wish to discuss it with Peter, and the gentleman returned to the Office.

Randy G.: Who is authorized to negotiate a single deal?

Joy H.: Chair, or the Chair of the WST.

Kim S.: Unless there is a “directive” by the Chair to the DOO or the Managing Consultant to negotiate on behalf of CA.

John B.: As your agent, it’s my intention to contact this individual and complete the opportunity for this sale.

Joy H.: I do know that certain members of LCF are working on HFC without AA literature, which is moving forward. I am constantly being emailed and updated on that. I am copied on all communication between Cynthia and John.

John B.: I want to thank Terry and the committee for being interactive, Terry’s made a couple of phone calls where we’ve talked about the marketing opportunity to see what’s available. Also there is great concern over the content of the book and how we can quickly get it changed, depending on what surplus of inventory we have, and where that goes. We contacted RR Donnelly to get the last best worked in copy of the book. We were successful at downloading it. Terry, I don’t know if you had a chance to look at that yet. We could perhaps work with Terry and make that occur. We would want to talk to you guys about that, but it looks like we are on the right track about which book to alter

Joy H.: Does Cynthia have that book yet?

John B.: It’s not clear yet. Terry was leading this. Probably.

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Joy H.: The version from RR Donnelly, the one that Terry has, does Cynthia have that?

John B.: I did not send it to her. I was working with the Trustee on the ad hoc committee to make sure we were moving forward with the best possible opportunity leverage. That is where this project stands at this time. If something else happens that needs to be done in a forward moving motion, great. If not, great. When I downloaded the files, they came off a secured server from RR Donnelly, also the jacket files, and embossed cover file. They are under the folder “Literature.” The folder says RR Donnelly, HFC 2, and the date.

Terry M.: I have not done anything to the file, I have taken the file, seen if it was editable, and nothing has been done. We are investigating our options. It is editable.

Kim S.: Item #7, 7th Tradition and money from abroad, deposits.

Joy H.: Regarding the money that was missing from Russell…

John B.: Whose agenda item was this?

Kim S.: Russell’s. We have removed this from our agenda, for the transcript record. We are confident that confirmations of money going back and forth has been acknowledged by the WSO.

Russell S.: That procedure seems to be well in place now, John said it’s going to be handed over.

Kim S.: Item #8, Status of WSO and timeline of hiring of DOO, as we know, we have interviews in about an hour, we are moving forward with that.

Tom P.: Should we discuss a start date? It might come up this afternoon.

John B.: It may not come up until an offer is extended.

Kim S.: We will make note of that.

Tom P.: My sense of a start date best serve the office as May 1st. John’s committed to be with us through the convention, that way the training will work. We need to minimize the budget.

Kim S.: I have a note here regarding policy for employees that are members of the Fellowship with respect to their service work outside their employment at the office. I yield the floor to Randy or Richard.

John B.: Sheila has commitments outside the WSO.

Tom P.: I don’t know anything about this, so I need to know if I need to speak to an employee about this matter.

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Joy H.: With respect to employees about outside service.

Kim S.: I am yielding the floor, so I do not offer my opinions. Item #8, policy regarding employees if they are members of the Fellowship and they are serving the Fellowship as well. Can you do that with an unbiased explanation?

Randy G.: There were concerns expressed whether this was in the best interest of our Fellowship. We have an employed individual…

Richard S.: It came up in discussion that the current bookkeeper has a commitment as the treasurer for CALA. It was discussed, what if there was an issue, like embezzlement by claiming CALA made a deposit, writing a check out of CALA, crediting the office, returning it from the office. That came up. One of my remarks to Russell was, well what if John was a Trustee while being a Consultant, Russell said he would disagree with that, my response was, where do you draw the line?

John B.: I love this conversation, it’s what we were talking about yesterday, financial oversight and risk management. We had Jane, who was a member as well as had a financial background, she did our bookkeeping for 8-10 weeks, she cost about $100 a week on average, she did a great job, it was great to have the relief, however, she had to go because she got a job at Ernst and Young or some fantastic opportunity. We went through November with me doing it. It balanced and we’re okay, but it’s something we like to have checks and balances on too, right? Recognizing that, I felt it best we find somebody else. I talked to three different people. Michael Towler, who is somebody we considered for a Board position at the WSO, was available. A bit of background on Michael, he subcontracts to many companies and works for each one of them one day a week. His week is full as a bookkeeper in QuickBooks and other accounting software for multiple companies. This is his profession. The fact that he is a member and lends his services to CALA came up. I brought it to Tom and the Board, I said we are in a situation, we can really use the relief, but this is a facet. I talked to Michael about it too. I asked him about conflict of interest. We constructed a consulting agreement that recognizes his duties and responsibilities and at the time, the need was great enough that I felt we could go ahead and contract. Thee is an out on that contract with sufficient notice that he just won’t come back. We can just advise him, we have that freedom. He is a subcontractor in the truest sense of the word and not an employee of CAWSO, where this conversation gets really interesting to me, is if you do hire a member with outside commitments in an employment slot, Sheila is that, for example, in the South Bay District, because the same dynamic exists there with respect to undue leverage and requesting funds or collecting funds, whatever. I agree with your position, and conservatively speaking, I considered myself conservative when I was a Trustee, I wish all people involved with World Services did not have any other commitments. That way we avoid controversy. That way we stay out of the other things. I wanted to let you know about Michael Towler’s background because he’s not like the treasurer of CALA we just hired, this is what he does for a living every day. It may not change the outcome of your debate or discussion, I just wanted to keep you informed. To that point, he is doing a terrific job. He costs us a little bit more, we pay him $XX an hour, but he only comes one day a week, there is a trade-off there. So about $XXX. With Michael, we didn’t think that was going to be the

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last solution because you had also talked about in your forward planning, actually going to bookkeeping services, which right now is outside of what we can afford. We’re open-minded, Michael is open-minded, he’s helping out and it’s tremendous.

Randy G.: Any other questions.

Richard S.: I appreciate that you had those discussions, the contract is in place and you had thought about it and had an open discussion with the candidate and Chair.

Kim S.: We were looking for some input to further discuss this item. Item #9, CA Website Service Page, Updating the CAWS Conference Committee Statements of Purpose, Policy. I believe we have removed this from our agenda. We believe this is moving forward as far as updating on the website and we are, as a Board, monitor, correct verbiage for the Statements of Policy for the Conference Committees.

John B.: When that comes, there is a ticketing system with Ryan. A formal request is made and tracked by date, so once those changes are agreed upon, the overarching goal is agreed upon, we will enter it as a ticket, from that day forward it is a deliverable. So it’s not just floating. You can make that ticket happen through the office.

Kim S.: French Translation HFC 1 & 2. Robert?

Robert L.: It’s a process, continual. Has there been any further movement.

John B.: We feel that the HFC 2 in French, until recently, close enough to be published with simple changes or modification of the title pages that show the ISBN numbers, there was information that needed to be updated and brought into the current version legally. We asked some questions of the committee, received responses. It was subsequently revealed to Robert at his convention only a few weeks ago, the French Canadian dialect was the primary chosen to publish this book in French. Concern arose as to whether or not Cocaine Anonymous World wanted a world in formal French versus the Canadian dialect version of French. I do not have a personal opinion, I do not know. I can’t imagine the current version would cause much controversy, then lo and behold we got an opportunity to see how it might. Through the publishing of the 5th Tradition, which has been in that form in French for as long as the book has been published, and some of you have probably seen this communication, regarding whether we call somebody a cocaine addict or an addict, and that the use of the terms vary in use of qualification. It was a substantial enough debate to warrant prior to going ahead and printing. That’s where we stand, my thought at the time when we first got going on this is that we would be able to bring a new French book for convention along with lots of new brochures in many languages, because it’s a true international flavor. Given this new question, I don’t know if that’s possible.

Randy G.: Upon resolution of that question, how long does it take to go from go to book?

John B.: Depending on the edibility of the French file, which appears to be commensurate with what Terry and I have been discussing, open it in acrobat, make the necessary

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changes, then submit that. We’ve been using Morris publishing for the printing of the French book, because we can print in very small quantities there. It’s a higher cost basis, but it works and we make enough to cover our cost. It’s a matter of altering the forward content of the book. The book is not printed in Canada, we need to remove that. Seal up the new file, submit it to the new file. The turnaround on that is six weeks. Eight weeks total, if there are no changes.

Joy H.: That is HFC 1 in French, correct?

John B.: Yes.

Joy H.: Because HFC 2 needs all the AA literature removed.

John B.: We have a French version. Are you going to request it for reprint, because this will tremendously extend your time. I’m simply asking, there’s no right or wrong answer here. I am willing to do whatever it is you require. My feeling is this. If we go, Robert, with the more lengthy Conference mandates that modify that book substantially, it’s going to be longer.

Robert L.: At the Conference, we didn’t discuss this, because there was a motion about HFC 2, stopping it, holding off. I spoke against the motion due to the fact that we thought at that time we were ready to go to print the next day. Then a couple of other things came up since. It was agreed upon not to put the stop on the French version of HFC 2, but get it out.

John B.: Are you willing to bet that’s in the transcription?

Robert L.: Yes I am. It should be.

John B.: I don’t know if that helps us or not, I am however, interested.

Richard S.: What am I missing on what you’ve just addressed on…regarding the process if we…we’re available to do HFC 1, there is an HFC 2 without the AA Literature, we can go ahead with unless we want to take it back to the Conference for discussion? I’m sorry, I understood nothing.

Tom P.: There will be other changes to the proof pamphlets, but they’ve not been changed in the French version.

John B.: I have a very comprehensive list from LCF of modifications for the next printing of HFC2.

Richard S.: For pamphlet items?

John B.: No, pamphlet items and other content that must be either redacted or removed. They are static changes that must happen. We have a list of those changes.

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Richard S.: The musts are because the Conference floor says?

Kim S.: The Conference floor said so.

Richard S.: Oh, what was discussed at last conference to be changed?

Tom P.: Yes.

John B.: Robert’s point was that the HFC 2 version in French that was ready to go to print was excluded from that because they were ready to go to print, provided there was no How It Works. And there is not. So to answer your question more clearly, we’re not discussing HFC 1 in French at all. That is off the table. HFC 2 in French in it’s current state is ready to go to print without any changes, other than the removal of How It Works and minor modifications to the front page matter that reflect some of the legal and trademark, copyright issues. It’s ready to go. That process will likely take, without any further change, eight weeks. Six on the production aspect, shipping, receiving, I am adding another two to make certain it is modified correctly and approved. The question came up at Robert’s convention, is the French Canadian dialect okay to use? My personal opinion is I don’t think it’s killing anybody, it’s more likely to help, and it’s going to the primary market share who are buying those 800-1000 books or less, the French Canadian at this time. Finally, a question arose about the language in French, translation with respect to the traditions, it is my understanding that the tradition language, appreciating that the point is well made by a member, has been in place since we published in French. As a place to gauge how long it’s been. These are the only things we can see preventing us from publishing the book. Right now I am waiting for a phone call, somebody telling me what to do. I don’t think it’s for me to make a decision with these issues still floating around.

Kim S.: And who would make that phone call?

Tom P.: Me.

Richard S.: So, we have one current issue, which is whether or not the current terminology used in the traditions would halt the printing of this book. Is that correct?

John B.: Not necessarily, though the question was raised. Unfortunately, there is no flow of information coming from…

Richard S.: There’s nothing else?

John B.: Not that I can see.

Richard S.: Okay, so it’s just that.

John B.: But I don’t speak French and I don’t know for a fact that everything is really wonderful. We did have it edited.

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Richard S.: So this lays currently with Robert and with the LCF Committee. Okay. Thank you.

John B.: Does LCF have anything to do with translations?

Richard S.: No that is the translations committee.

Richard L.: That is the WSOB.

John B.: We had it professionally edited, translated.

Richard S.: Should it be double-checked, since a question has been raised?

Tom P.: We’ve been told by the local Fellowship that it’s good and to go with it.

Randy G.: To the dialect they speak.

Robert L.: Who are the ones that wrote the book, did the translations?

Randy G.: On a worldwide basis, our French…

Peter D.: Does a person in France read the French Canadian version?

Russell S.: They can read it, though doesn’t quite flow as fluently as it would in French-French.

Kim S.: This item will remain on the agenda.

Tom P.: I would like to print 300 as-is, then revisit it.

John B.: I’m sorry, are you calling me?

Tom P.: Yes, this is my call to you.

John B.: I just want to do what you want to do.

Kim S.: We can go on the record, based on what’s been shared here, there is unanimous consent amongst the WSBT to permit Tom to advise John, based on the information we have, Robert, we will do a limited printing of HFC 2 in French.

Tom P.: I would like to confirm that the motion was said the way we believe.

Randy G.: I cannot speak for unanimous consent, I don’t find to different French versions to make sense to me.

Tom P.: There may be a second publishing.

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Kim S.: I take this off the table and place it back on the agenda. Item #11, the translation process.

Russell S.: It’s going really well, as far as I’m aware. Translations are currently back with three areas, Holland, Farsi, and _________________.

Kim S.: Item #12 Cash flow of 2011 CAWSO/Convention.

Tom P.: We’re good, you guys have been talking about that.

Kim S.: We can safely remove this? Okay, Item #13, European Fulfillment Facility.

Russell S.: May we table this until the next quarterly?

Kim S.: Okay. Item #14, WSBT Expense Concerns.

Richard L.: That wasn’t me. Oh, Per Diem. That is one that should be on the Board.

Kim S.: We will table it for this Board-to-Board until we address it on our Board.

John B.: Is this the item about costs going up and we haven’t raised this in 20 years?

Kim S.: In addition, I think we need to re-address the fuel/mileage situation and investigate further what the non-profit standards are. We are dealing with $11 a gallon in Europe. Potentially $5.00 in the U.S. Additionally, we have the concern for reimbursement for nights for our convention. We will address this at our quarterly. Item #15, Regional issue in the World Service Manual. It was brought to our attention that some of the regions are incorrect…

Joy H.: From two years ago, let’s just be honest, it was two years ago, S&B, they have it, they’re working on it, it will be ready for it.

Tom P.: Is the 2010-2011 World Service Manual incorrect?

Kim S.: Yes, the areas are incorrect in the manual. It has been brought to our attention, I had all of the Regional Trustees check it, we are getting it corrected, it will potentially be available for our amended Delegate mailing.

Joy H.: Yes, because we are also going to, I sent the email regarding the new information we have regarding trademarks and copyrights, regarding the logo and where the ® can be placed, the C.A. is incorrect, it is actually CA. I sent an email to Structure & Bylaws to do that amendment so it can go into the amended Delegate Mailing, and the changes can be put up on the website. We are working on that, hopefully within the next week or two, the Office will have a correct version.

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John B.: If you could put that in an email with specific bullet points, upload manual, modify the page, that kind of thing, we will create a ticket from that. Thanks.

Joy H.: As soon as I get it.

John B.: It seems logical, I want to make sure I cover everything for you.

Kim S.: I will remove this item from the agenda. Item #16, Change die setup for chips.

Tom P.: Is this the new archive chip?

Peter D.: The ® that is on the chips is inside the circle next to the CA and should be between the double lines or outside. For chip purposes, it should go between the two double lines so the chip stays perfectly round. So we need to make new ones the right way

Kim S.: We will liquidate our current inventory and set up a new die.

Richard L.: Would it be out of order to maybe send the attorney one of our chips and ask him if it is okay or not? If he said this is okay, we wouldn’t have to change the die or not, kind of get an answer.

Peter D.: I didn’t hear the question, I was talking to Randy.

Randy G.: I know Peter’s answer. He remarked last night that if the ® was next to the A, it only represents the trademark of the CA by itself, not the Hope, Faith and Courage.

Peter D.: And those letters are not trademarked.

Richard L.: So if we sent the attorney an example of our chip, he is going to say this is a definite no go.

Peter D.: _________________________________, cause next to those letters, that font and everything would be trademarked, but it’s not, it’s that whole logo.

Kim S.: Should we remove this from the agenda, as it will be addressed at the WSOB level?

Thank you, we will remove it. Are there any other items for this agenda?

Terry M.: I would like to make a motion to adjourn.

Tom P.: Second.

Kim S.: We have a motion to adjourn by Terry, seconded by Tom. All those in favor? We are adjourned at 12:40 pm. Thank you everybody.

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