Minutes of the Meeting of CA World Service Office Board of Directors
May 13, 2010
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:05pm by Chair, Tom P.
II. Concept 5- read.
III. WSM Conference Charter, (pp.50)-3. read by Elizabeth S.
IV. Birthdays—none.
V. Roll call and Quorum Determined
A. Voting Members Present: Tom P. (WSOB Chair), Richard L. (WSOB Vice Chair ), Barry J.(WSOB Treasurer), , Willie B. (WSO Trustee), Elizabeth S. (Director at Large), Yvette L. (DOO). A quorum is established.
B. Board Members Absent: Richard S. (WS Trustee ), Yvette H. (Director at Large), Teresa N. (Secretary).
VI. Guests Present: none.
VII. Approval of the previous meeting’s minutes—
A. Motion made to approve the minutes of the May 6, 2010 meeting. Seconded., with amendments discussed and incorporated. Passed unanimously.
VIII. On-line Business—none.
IX.Old Business
A. Referrals—We need to get going on these. Try to handle. Chair issued a directive that each board member be prepared to present and discuss at least one of the referrals which were assigned by Yvette H. DAL. Also proposed that each director prepare a simple word document to address each referral which when approved will be incorporated in WSOB conference opening report.
B. WSOB Director Openings—Discussion ensued re: DRPD position. Discussion to be continued next meeting.
C. CA.ORG in Spanish — HelpDesk—report included in comments regarding Webservant.
D. Bank Consolidation of Accounts Status—HSBC account is officially open.
E. Office Lease-outstanding –Yvette: Sent certified letter to the landlord requesting action or will pursue legal action, landlord responded with detailed list of deductions from deposit; included 7 gate openers, and electrical repairs. Response also noted lack of approval for changes made to space. No action taken, matter to be dropped.
F. IT person—Application received from D&T Enterprises.
G. Mail Street/Network Solution— Willie: re: webservant—what happened with the WST coming to the WSO to work with Yvette? We need to get this taken care of, it’s been put off too long.
H. Translations-glossary template (see translation policies). Richard will send translations received to Elizabeth.
I. Communication Flow-chart—Willie: I would like to see our members going to the Trustees rather than the Office staff for many issues. We could have a page, following the flow chart, with “sample questions.” Elizabeth: can we get this done in time for SR-14? Elizabeth will work on this with Willie and he WSOB will vote next meeting.
J. Webservant-received recommendation from current webservant to accept Steve B. as new webservant. This was enthusiastically endorsed by Richard S. Motion made and seconded to approve Steve B. as new webservant, passed unanimously. Chair to follow up with communications to both existing and new webservant.
K. Publication issues-received 2 pamphlet submittals from LCF. Clock started in publication process for professional editing. Discussed potential professional editing options; chair to contact “Firstediting.com” and Richard L. to contact a member who is professional editor.
X. Break 8:20pm
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XI. Meeting called back to order at 8:30pm
XII.Office Director Reports
A. DOO Report – Yvette L. submitted verbal & written report.
1. Thank you to everyone who supported me through these last weeks.
2. Landlord retired, met new landlord.
3. Spoke with Kim a RR Donnelly re: printing HFCII English/French books, discussed quote from March 2009. Canada is out of inventory of books in French. They are having issues with locating someone to print them in Canada, and they have asked the WSO to assist. We have no reports regarding how much inventory they moved, and no electronic copies of what was printed.
a. Elizabeth: all documents are owned by this office and, in order to eliminate confusion, all documents should have the word “DRAFT” in the background until it is approved and signed off as final. Elizabeth made motion that we send out in SR-14 a policy that any written document intended for distribution be submitted to the WSO along with two permanent storage devices, original printed copy, and must be signed off by the committee chair. All such documents should have the word “DRAFT” in the background. The word “DRAFT” will be removed once the document has been signed off by the WSOB and he WSBT. Seconded by Willie. Passed unanimously.
b. Tom will contact Patty to try and get some more information on what transpired.
4. Phoned and emailed LeAnne re: approval & signing of recording contract—no response. Does anyone else know how to contact her?
5. Confirmed Drug Court hotel reservation & forwarded to Richard Schafer.
6. Received Paypal notification of upcoming UK donation.
7. Yvette made motion to approve the Spending Request in the amount of $1,000.00 for Auction baskets payable to Paul Ditter for various items for CAWS 2010, please see attached. Seconded by Willie. Vote taken: Passed with substantial unanimity.
a. Yvette made motion to approve the Check Request in the amount of $1,000.00 for Auction baskets payable to Paul Ditter for various items for CAWS 2010. Seconded by Teresa. Vote taken: Passed. Willie: Spending requests should be submitted two weeks prior to a check request for the same item.
8. Yvette made motion to approve the Spending Request and the Check Request in the amount of $190.00 for Decorations payable to Interior Scapes for CAWS 2010. Seconded by Barry. Discussion ensued. Vote taken: Passed.
9. Yvette made motion to approve the Spending Request and the Check Request in the amount of $646.00 for Outreach payable to AA Milwaukee Central Office for CAWS 2010. Seconded by Barry. Discussion ensued….Willie: speaking against this, if we are going to purchase and give away books, we should be using CA books. Barry: I agree. Richard L: we use the AA Big Book as the cornerstone of our recovery. Elizabeth: speaking against the motion, this is a “C.A.” World Service Convention and we are in the business of making money for C.A. Willie: we use the Big Book as a tool of recovery but we are promoting C.A. Vote taken: Failed unanimously.
10. Yvette made motion to approve Check Request in the amount of $1002.50 for Memorabilia made payable to Bead It, LLC, for CAWS 2010, spending request was previously approved. Seconded by Teresa. Discussion ensued. Vote taken: passed unanimously.
(I thought we took care of the above previously)
11. Yvette made motion to approve Check Request in the amount of $700 for Memorabilia made payable to Charm Factory, Inc. in which payment is requested by credit card due to it being an online purchase, for CAWS 2010, spending request previously approved. Seconded by Willie. Discussion ensued. WSOB needs further information. Richard made motion to move this to on-line business. Seconded by Barry. Vote taken: Passed.
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12. Yvette made motion to approve the Check Request in the amount of $600.00 for Fundraising payable to Coffee Roasters of Arizona, Inc. for CAWS 2011, spending request previously approved. Seconded by Teresa. Vote taken: Passed unanimously.
XIII.Director Reports
A. Chair—Tom P. submitted written report.
B. Vice Chair—Richard L.—no report.
C. Treasurer—Barry J. submitted P&L and Balance Sheet and A/R.
1. There are instances where an area has a credit and, after 90 days, per policy, it is automatically put to 7th tradition. However, sometimes the area misses the 90-day cut-off but then later wants to use the credit. Discussion ensued regarding this policy. The consensus is that, from now on, we will not carry credit balances. If someone overpays, their money should be sent back.
2. Discussion ensued regarding P&L
D. Secretary—Teresa N. submitted written report (minutes).
E. Director at Large—Yvette H. –no report—absent.
F. Director at Large—Elizabeth S.—no report.
XIV. Trustee Reports
A. WSO Trustee—Willie B.—no report.
B. TAL (standing in as WS Trustee)–Richard S.—no report—absent.
XV. 9:57pm Barry made motion to continue the meeting past the normal ending time. Seconded by Richard S. Passed.
XVI.Committee Reports
A. Finance: Tom & Barry—no report.
B. Structure & Bylaws: Teresa— nothing new.
C. Convention: Yvette H./Teresa—nothing new.
D. Conference: Yvette L., Richard S.—preparing for SR-14.
E. Unity: Yvette H.—absent
F. Literature, Chips & Formats: Tom—Attended conference call—working on SR-14, discussed publication issues.
G. Hospitals & Institutions: Willie requests to be moved from Unity to H&I.
H. Public Information: Richard L. —Russell has been in contact with the Hotel liaison to get a room for CA surveys.
I. I.T.: Richard S.—During March, the committee revised website for Holland—under review—no approval yet.
J. Archives: Willie—working with Patrick.
XVII. CAWS 2010, Milwaukee
A. Already discussed.
XVIII. CAWS 2011, Arizona—
A. They have already raised over $18,000 so far.
XIX. CAWS 2012, UK—
A. No new information on the contract.
B. They have a theme: “Keys to the United Kingdom.” They thoroughly went through the guidelines in this process, and did extensive polling.
XX. CAWS 2013—.
XXI. New Business—
A. DRPR—already discussed.
XXII. Next meetings: May 6 and 13.
XXIII. Motion to Adjourn made by Willie at 10:12pm Seconded by Yvette. Vote taken: Passed unanimously.
XXIV. Meeting closed at 10:12pm by Chair Tom P. with the “we” version of the Serenity Prayer.
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