Minutes of the Meeting of
CA World Service Office Board of Directors
May 10, 2007
I. Opening. Meeting called to order with the “We” version of the Serenity Prayer at 7:05pm by Vice Chair, KathyJo R.
II. Tradition 6 read by KathyJo R.
III. Concept 6 read by Willie B.
IV. Birthdays—Willie B., 8 years.
V. Roll call and Quorum Determined
VI. Voting Members Present: John Bodkin (WSOB Chair), KathyJo Rangno (WSOB Vice Chair), Teresa Neighbors (WSOB Secretary), Earl Henderson (WSO Trustee), Hayward Hunt (WS Trustee), Willie Bailey (Director at Large), Patty Flanagan (WSO Paid Director, Director of Operations), Robin Long (Office Manager)-no vote. A quorum is established.
VII. Voting Members Absent: Tom P. (WSOB Treasurer), Director at Large (vacant)
VIII. Guests Present: none.
IX. Approval of the previous meeting’s minutes
A. Motion made by Willie B. to approve the minutes from 04/26/07 minutes, seconded by KathyJo. Vote taken. Motion passes.
X. Guest Reports—none.
XI. Old Business
A. Director Resumes
1. John W. submitted resume. KathyJo: suggests inviting John to meeting in June for interview. Willie: suggest conducting interview at KC Convention. Teresa: in favor of that idea, and would document interview. Willie will conduct interview, other board members will submit questions for Willie to use for the interview prior to the Convention via e-mail. Teresa will be present to assist Willie with interview and to record interview. Hayward would like to be part of interview, as well.
B. Translation Policy
1. Hayward made motion to handle as on-line business. Seconded by KathyJo. Vote taken. Motion passes with substantial unity.
C. HFCII
1. Patty made motion to sell HFC Stories and Literature from the Fellowship of Cocaine Anonymous Vol. II to be sold at $9.95USD soft cover and H&I at $5.00USD. Seconded KathyJo. Speaking in favor of her motion: $9.95 has been a proven successful selling price for our book (based on HFC sales) and the conference has already approved the selling price of our book at $5 for H&I. Vote taken. Motion passes with substantial unity. Earl: does this also address the printing and selling of the book in the UK? Patty: no. Their pricing is no different. There is no discount overseas. There is only a quantity discount. Vote taken. Motion passes with substantial unity.
XII. Office Report
A. Patty F. submitted verbal report.
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1. HFCII-has become operationally impactful.
2. Vendor–says contracts not signed
3. The hotel room pick-up is 1156.
4. Golf-we will get 24 spots for 8am.
5. We have not yet received our list of volunteer to-do work.
6. The 25th Anniversary Bracelet flyer didn’t go into the NewsGram so Patty wants to put on the Website.
7. 2010 is a very qualified Convention Committee.
8. 2009 will have finalized their budget at the Convention.
9. On Sat. 5pm at Convention is a convention committee exchange meeting.
10. ACH system is being maintenanced.
11. Drug-Court Booth: since we are understaffed, Patty feels it is not wise for her to go.
B. Robin submitted written and verbal report.
1. Robin has taken on a number of new responsibilities.
2. Office is in a growth process with staff.
3. Working closely with KC Registration Chair to ensure receipt of supplies needed.
4. Hayward: S. Africa: what is their 7th Tradition Donation/Lit and Chips: $200 total.
XIII. BREAK—8:50pm
XIV. Meeting called back to order at 9:00pm
XV. Treasurer Report
A. Tom P. absent—no report.
XVI. Director Reports
A. Chair—John B.—no report.
B. Vice Chair—Kathy Jo R.—submitted verbal and written report.
1. CAWS2007 (Kansas City)
a. Attended various meeting with Patty and Hayward re: outstanding convention issues.
b. Worked with Amanda on Auctions and Opportunity Drawings
c. Proofed Program Guide and sent to Jeanette for adding revisions
d. Created a “How It Works” guide for Live Auction to assist Auction Chair as well as the WSBT and WSOB in fulfilling their roles.
e. Updated Contract Tracking.
XVII. Earl made motion to suspend rules to extend meeting to complete the balance of our business. Seconded b KJ. Vote taken. Motion passed.
A. Secretary—Teresa N. submitted written and verbal report.
1. On-line motions
a. On 04/27/07 Patty made Motion to accept this worksheet as the order for
merchandise from vendors recommended by spending caws 2007,
speaking in favor this is as expected with prices set by myself to give profit margin . Seconded by Tom. V C KJ declared passes on 04/07.
b. On 04/30 KJ made motion to execute the attached contract with Gates BBQ for 50 BBQ lunches at $11 per person. Speaking to the motion (assuming a 2nd):
i. negotiated this down from 11.75 per plate to $11 per
ii. As of last meeting, we had 107 BBQs sold (full packaged + ala carte)
iii. Contract can be increased to accommodate up to 180 participants. Seconded on 04/30 by Patty. V C KJ declared passes on 05/04.
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c. On 05/04 KJ made Motion to accept the Kansas City Print Chair’s recommendation to use ImPress Quote to print 1000 program guides Seconded by Hayward. On 05/07 V C KJ declared passes.
d. On 05/08 Patty made motion to transfer $10,000.00 into operations checking
account pending trustee approval. Seconded by b KJ. On 05/09 C J B declared passes.
2. Attended CampVention.
3. Participated in Book Sub-Committee Conference call. Worked diligently on editing book with the committee. Followed up with Cynthia which led to further investigation and further revisions from her and Susan.
4. Participated on LCF Conference call. Discussed several pieces being worked on and several pieces that the committee would like for me to follow up on with the WSO: AAOMAS, HFIR, Alcohol. John: We need more information—Alcohol does not appear anywhere in our literature—is it Conference mandated?? Robin: The WSO is waiting on LCF for AAOMAS and HFIR. They were sent to Jack B. on May 2 at 4:15pm for committee approval to be put on website. Teresa will report back to LCF.
5. Teresa Made motion to suspend rules to make motion to reconsider a previous motion. Motion passes. Teresa makes motion to reconsider motion from last week made by Patty to print 500 copies of the Newcomer pamphlet at cost of no more than $550.00. Seconded by Earl. Speaking to the motion: This is Conference mandated, LCF addressed the issue of the high cost of producing the piece and it is only 500 copies to start. Willie spoke against the motion: we already produce all of the pieces in this booklet. KJ: This is only $550.00 and in interest of cooperation with one of our fellow committees, I am in support. Earl: In respect for our Conference, we need to go forward with this piece. Teresa: there are actually two pieces in the booklet that are NOT available otherwise. Vote taken. Motion passes with opposition noted.
B. Director at Large–Willie B. submitted written and verbal report
1. Attended CampVention.
2. Posed question about Joe and Charley tapes—can they be sold at C.A. events? Hayward will forward to all board members response from the trustees.
3. Interested in putting together an educational workshop on traditions, concepts of service and the conference charter.
XVIII. Break—9:55pm
XIX. Meeting Called back to order at 10:05pm
XX. Trustee Reports
A. WSO Trustee–-Earl H. submitted written and verbal report.
1. Finalizing the work with the Long Term Planning Sub-Committee on what the Two Director WSO will be like. Received some input from the WSO and will be on the B2B agenda and brought to WSC via SR14.
2. Participated on WSBT conference call on April 22.
3. Plan to work on creating a policy on how the Paid Director job performance is evaluated and pay treatment handled.
4. TEC process is taking form as the Trustee slates have approved and resumes are being forwarded to me for the scheduling of interviews.
5. Traveled to England for C.A. Convention in UK.
B. WS Trustee—Hayward H. submitted verbal report.
1. Working with Convention Committee, Patty and KJ on Contracts (KC)
2. It would cost about $2400 to protect our name/logo/trademark in S. Africa.
XXI. Seventh Tradition taken
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XXII. Committee Reports—
A. Finance: Tom, Earl
B. Structure & Bylaws: John
C. Convention: KJ, Patty
D. Conference: Hayward, Robin.
E. Unity: Willie
F. Literature, Chips & Formats: Teresa
G. Hospitals & Institutions: Hayward
H. Public Information: Willie
I. I.T.: Teresa
J. Archives: Patty
XXIII. CAWS 2007, Kansas City
A. KJ posed question: is there funding for the WSOB members? John: There is not a provision in our budget for this
XXIV. CAWS 2008, Salt Lake
A. Still no Reg form.—unable to lock in the special events.
XXV. CAWS 2009, Denver
A. Nothing new.
XXVI. CAWS 2010, Milwaukee
A. Nothing new.
XXVII. New Business
A. Save the Date—Teresa made motion to print 5,000 “Save the Date” postcards for CAWS 2008. Seconded by Earl. Much discussion ensued regarding the two pieces submitted. Teresa expressed concern about the fact that there are no dates on the piece. Earl certain that if we pass that information on, it will be remedied. John to pass it on to Patty. Vote taken. Passed, with abstention noted.
B. Teresa made motion to approve artwork for T-Shirt for CAWS2008. Motion made by KJ to table motion due to lack of information. Seconded by Willie. Vote taken. Passed.
C. Motion made by KJ to approve karaoke contract for supplemental equipment in amount of $600. Seconded by Hayward. Vote taken. Motion approves with noted opposition.
D. Hayward made motion to provide the comedian one room night for the performance at the convention. Seconded by KJ. Discussion ensued. Vote taken. Motion failed.
E. Next Meeting—June 28, 2007 at 7pm.
XXVIII. Motion to adjourn made by Teresa and seconded by Earl. Passed unanimously. Meeting adjourned at 12:10am with the “We” version of the Serenity Prayer.
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