CA WORLD SERVICE BOARD OF TRUSTEES REGULAR QUARTERLY MEETING MINUTES
May 21 – 23, 2002
APPROVED
Since this report is a confidential CA document, for members only, it contains 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 anyway our Tradition of Anonymity in public communications media (press, radio, TV, etc.).
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The regular quarterly meeting of the CA World Service Board of Trustees, at the Portland Hilton Hotel, was called to order at 1:15 p.m.
1. Quiet Time & Serenity Prayer
2. Roll Call
| Spencer Barton | Midwest Regional Trustee | Chair |
| Amy Beech | Atlantic North Regional Trustee | |
| John Bodkin | World Service Trustee | Secretary |
| Jahi Boseda | Trustee at Large
Pacific South Regional Trustee Pacific North Regional Trustee |
|
| Hal Kelly | Southwest Regional Trustee | (arrived early evening) |
| Teri Knight | Atlantic South Regional Trustee | Vice Chair |
| Leon Mason | Trustee at Large | |
| Elizabeth Saldebar | World Service Office Trustee |
3. Personal Sharing (no more than 10 minutes each) – completed
4. Reading of the 12 Traditions – Jahi
5. Read and discuss Tradition 2
The following are notes of an open discussion by all members of the board concerning the specified traditions and concepts.
Discussed issues surrounding logo, WSO and public info, etc. which caused to consider role of Trustees, i.eM what is governing and what is custodial oversight Can learn and grow. God is in charge. Need to be open-minded. How do you serve at this level and not appear to govern? We shouldn’t concentrate on making decisions. It may not be our job to rein everything in and make a decision about it. Principals go with each step and for God to express himself. Needs to be a foundation of what that is. Don’t see principals in 12 steps. When making decisions each person has to look at the principals that are behind each of the steps. For God to express himself, must look at the principals before making our decisions. Need to remove ourselves and look at the principals. There is an article of leadership that Bill W. wrote and the part that is of interest is that leadership is called to heavy criticism. There is too much emphasis and fear of this board of what the fellowship thinks about us. Just because we vote doesn’t make it a group conscious. Don’t worry about us governing, because the Conference has the last word, not us. There is too much fear and ego that have become too much a part of what we do. Leadership originates plans and policies
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and ideas, which is part of our long term planning. Can’t be patient, just have to move forward. The elder statesman should sit on the sidelines waiting for the group conscious to be heard. There is a lot of wisdom in quietness. The eider statesman holds no resentment. The group conscious needs to be fully informed. It works well if all issues are brought up. The group conscious is not always right. We learn a lot from our mistakes. Though we may come up with a group conscious, ft’s an opinion, not a directive. Should not be done via a conference call. Too many decisions are made that way.
5. Read and discuss Concept VIII
The following are notes of an open discussion by all members of the board concerning the specified traditions and concepts.
With respect to overall matters, it’s something we haven’t done enough. We seem to put out a lot of little fires. Not making policy. Spend too much time to correct little things that appear to be wrong – become police. Cleaning up the mess after the fact and don’t look towards the future. If we’re setting policies on where we want to go, there should be a blueprint or a goal or directive of what we Ye looking towards. The discord is our fault, because not setting these policies, too busy policing actions of the fellowship. We have looked to be punitive. Not clear what the policies are. Not sure if policies are prevailing. If things are going along, status quo. Need to get information, so as not quick to make a judgment. We have fallen short of taking an aggressive role in long term planning. There should be a plan. It was exciting on our last conference call, discussing long term planning. We should not micromanage so much. With a lack of anything else to do, we have focused on that. A lot of things have been passed onto us from previous trustees. We’ve put long term planning on the back burner and the financial thing, the office has the information, we don’t spend enough time on overall financing. We ask CPA for pie charts. What we need is someone who can take all financial statements to turn into actual trends, etc. For years that’s been done by the office. We question what they’re doing, but have never spent the time setting the policies. We’ve spent time on being policemen. Conference needs to spend more time on the concepts, because that’s where we come from. All these gaps could be avoided. We had completely abrogated all responsibility for financial health to the directors. We didn’t have anyone on the board who was familiar with financial matters. Also we couldn’t read the financial statements. Once we started getting the statements and could understand them, it went the other way. Two of our trusted servants went through our entire reserve in a little over a year, which scared us to death. We should have watched closer, but we need to fall somewhere in between. Need old and new board members, to keep things moving. Our structure and schedule is, unfortunately, not set up to deal with long term planning and how to deal with it.
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We used to reserve a couple of hours and work only on long term planning. We need to structure the way we do long term planning. Maybe each of us could take one of the most 8 important items and lay out what needs to be done. The business part of what we do suffers because we’re a 12-step program. We haven’t done a good job on melding the two. There’s so much to be done and so little time. We were placed here by the fellowship and our responsibility is to them.
7. Chair’s Opening Remarks – Spencer
We need to take care of business,
8. Review of Agenda – completed
9. Review Minutes of February 2002 Quarterly Meeting and Accept – Elizabeth has copies of ail reports. John will check on laptop to see if secretary put on old laptop. Cheryl will correct minutes and work with Elizabeth. Amy will give Cheryl a copy of her Feb. report. Cheryl will make corrections and submit to board for approval by Friday at 10:00 a.m.
MOTION PASSED to approve February minutes as amended. 1 opposed.
10. Review Minutes of May 12, 2002 Conference Calls and Accept
MOTION PASSED to table until review prior to end of meeting.
MOTION PASSED to approve minutes as corrected.
11. Hand out Trustee reports
OLD BUSINESS
1. Final Review and Agreement on Trustee Expense Guidelines (Elizabeth)
Discussed proposed guidelines. Teri believes that if provide receipt for banquet meals should meet IRS guidelines. Elizabeth thinks could be part of entertainment per IRS, but believes it should apply to both WSOB and WSBT. Need to ask Convention Committee if they expect us to be at banquets. Believe that fellowship has already affirmed that they want WSBT there. If so, should be part of Convention Guidelines. Discussed clarifying travel day per diem expenses. The WSBT passed guidelines and now the WSOB has amended them. We want to find a legal way to make the banquet available to WSBT for reimbursement.
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MOTION PASSED to table until after Joint WSBT/WSOB meeting.
2. Exit Procedure for Trustees (Jahi)
Heidi wrote a “pass it on” procedure for Trustees which she gave to Teri and she will forward to Jahi. Think a list of guidelines is important. Weren’t we each to APPROVED a list of responsibilities of our positions? Would like to see a history for at least one year prior, along with information on what they have individually worked on. Elizabeth will make copies of Trustee Pass it On Reports for review to be discussed later.
MOTION PASSED to table.
3. Trustee Section in Delegate Notebook (Spencer, Teri, Amy)
Amy will distribute compilation of documents she has gathered later. See Trustee Orientation Guidelines.
4. Trustee Web Page (Leon)
It is not that hard, but need to determine what to include on page, i.e., names, phone numbers, email addresses, area chairs, delegates, etc. Should bring to next regional meeting to determine what info they want to provide to Sherry. Should at least include most recent Trustee article from Newsgram and meeting minutes, along with archive of minutes. John investigated an AA’s page with archives, email addresses, etc., but not with names, phone numbers, etc. We may reveal more than necessary. To protect anonymity we may simply link back to the area’s web pages. Would be prudent to ask delegates if they want to participate. May want to include caucus dates, etc. Need to decide if delegates want names, email addresses on web page, caucus dates, area meeting schedules. If so, need to provide by first conference call after Conference.
5. Referral 006: To make available the slide show presentation shown at the 1999 CAWS Convention in Milwaukee for Public Information and H&l use. (Legal committee) (Spencer)
Tony D (Wisconsin) is to bring all legal releases to Spencer here at convention, and then it should be ready to present at Conference.
6. Former Trustee Letter (Jahi)
Jahi has the letter and all names of Trustees from beginning to present. There was some discussion on sending only to Trustees who completed their term, but it was decided to send it to as many as possible as we need as many people as possible to help.
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MOTION PASSED to approve letter and attachment to send to former Trustees.
Will copy and provide to those Trustees present at convention this weekend.
7. The Autonomy of H&l Nationally (Hal)
There are many H&l committees acting independently, doing their own PI, using their funds and not sharing with the area. Committees themselves are supposed to respond to the areas they serve, not to only themselves. Think it needs to go to S&B to describe exact intent under financial guidelines for area/group/regional level.
MOTION PASSED to make a referral to the H&l Convention and LCF Committees to carry the message to their local committees that withholding funds from the areas and districts to which they are responsible is eroding our primary purpose. 1 opposed, Leon.
MOTION PASSED to refer to Structure & Bylaws committee that they consider placing in the World Service Manual a statement and/or procedure by which they communicate to committees including, but not limited to, areas and districts and their respective H&l, Convention, LCF committees that withholding funds from the General Service committees in the Districts, Area and World Services is eroding our primary purpose.
8. Role of Regional Trustees (Amy)
Area asked how to do something and not wanting to interfere, didn’t say anything. Seemed backing off from offering opinion, even when asked. Discussed and completed.
9. Letter from Bob Lemon to Karen Sullivan, former Chair of the S&B (check to see that S&B committee corrected the wording.) (Jahi)
Jahi needs to contact David to see if it was taken care of. Amy thinks he told us he took care of it. He signed off on it before he gave it to Karen according to Leon.
10. Comprehensive Audit of Office (not just financial) (Jahi)
Is there a better way of doing things? We will have written office procedures to be presented at the Joint WSOB/WSBT Meeting on Friday, according to Elizabeth, but the financial side will take longer. Concern is that although there are procedures they may not always be followed. There may be shortcuts or a better way of handling things that an audit could address. This was tabled years
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ago, due to lack of funds and may have to done again. We might be able to get a management consultant willing to be of service to CA as a non-profit to perform an audit We should not be concerned with looking at things with a microscope, but what is it that we’re looking to do? We should seek bids and that will tell us what needs to be done, which is a good place to start. We should also audit the WSBT and the Conference to find out the best way we can serve. The WSO is very efficient and has improved immensely from the past when there were often back orders. Not sure if timing is right, should do some research and revisit in a couple of months. Don’t think needs to be done now. Don’t know how to do it or how to pay for it at this point.
LEAVE ON OLD BUSINESS.
Set time for next meeting for Wednesday at 9:00 a.m.
Adjourned meeting at 10:55 p.m. Closed meeting with Serenity Prayer.
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The regular quarterly meeting of the CA World Service Board of Trustees, at the Portland Hilton Hotel, was called to order at 9:20 a.m.
1. Roll Call
| Spencer Barton | Midwest Regional Trustee | Chair |
| Amy Beech | Atlantic North Regional Trustee | |
| John Bodkin | World Service Trustee | Secretary |
| Jahi Boseda | Trustee at Large
Pacific South Regional Trustee Pacific North Regional Trustee |
|
| Hal Kelly | Southwest Regional Trustee | |
| Teri Knight | Atlantic South Regional Trustee | Vice Chair |
| Leon Mason | Trustee at Large | |
| Elizabeth Saldebar | World Service Office Trustee |
2. Chair’s Statement – Spencer
Appreciate the work done yesterday, didn’t get as far as would like to. Would like comments to be kept to the subject matter and not the comments of someone else.
OLD BUSINESS, continued…
11. TEC Chair to be a TAL (Spencer)
TAL has a lot of time on their hands and it would make sense to make that person the TEC Chair. This would free up the present Chair to work in their own region. Suggested that TEC Chair should be familiar with caucuses and regional assemblies.
MOTION PASSED that included in the TAL Responsibilities Instructions, item 7, that the TAL is to be the Chair of the TEC effective at the close of Conference 2002. (VOTE 3,2, 2 abstentions)
Teri will work on adding to the TAL Responsibilities by the next quarterly meeting.
12. TAL to Sit on the WS Convention Committee (Spencer)
Noted that sometimes with a Regional Trustee on the committee, it makes the job overwhelming with so many other duties. This could create additional or unnecessary conflict in their region. It does, however, offer opportunities to the Trustee to contribute to more unity in area. By using TAL could add additional
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expense to the fellowship. May need to send to Structure & Bylaws. Better for Trustee to handle in their own area. The individual could make a referral to the Conference Convention Committee, rather than the WSBT.
13. Policy on Committee Guideline Approval (Amy and Leon)
This arose from issue last year with situation of putting the TAL in Southern California on WSOB because we relied on the portion of the TEC Guidelines.
The WSOB Chair thought that we superseded the Manual, it was a guideline the TEC had approved, but not the Conference. Now think, however, that they don’t have to be approved, but would it be a good idea? Should the TEC go to the Conference and say this is how we’ve been operating, can we get your approval on this too? Our process should not be secret. S&B is already working on the issue of what happens when the position is vacant, still doesn’t answer the question of whether it should be approved by the Conference. Guidelines for anything we do should be in the Manual approved by Conference. Don’t think should move forward now, more research and history of the process should be done. There are too many questions. Need to confer with other fellowships.
The issue of a self-perpetuating board was not palatable at the time. The Conference voted to have a member on the TEC from every region. Should we refer to S&B with some guidelines, or just refer to them to figure out.
MOTION PASSED to make a referral to Structure & Bylaws to consider whether all Conference Committee guidelines, policies and procedures must be submitted to the Conference for approval.
14. Ad Hoc Committee for CA Recovery Text (Leon)
There’s a lot of stuff coming up. Needs to be referred to Literature, Chips and Format Committee. We want to find a way to do something to put something in motion that will end up in the committee. Think should set up a Trustee Ad Hoc committee. What does this have to do with the survey that is currently being distributed to the fellowship? Think LCF should take a look at it again.
Previously it was stated, “do you want a recovery text to replace the BB,” and the answer was no. We need to reinforce a sense of immediacy to move to the next level, not a replacement, but something of our own. Amy will take to LCF.
15. Area Bylaws That Use Group Conscience as Advisory Only (Jahi and Spencer) There is an area that asks for a group conscious in meetings and then, nevertheless, the executive committee makes all the decisions, which seems to be a problem across the fellowship. With the spirit of autonomy, at all times, the ultimate authority should be the group conscious. We should be able to inform the group conscious across the fellowship how they can change it if they desire.
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Should disseminate information such as this in regional caucuses. Someone should address the topic of group conscious. They had the process and knew what to do, but also had fear factor. There was a procedure, but they didn’t follow through.
16. Area’s Financial Management Concerns (John)
This comes out of experience in a couple of areas. A question was asked, is it possible for an area (incorporated as a non-profit), to manage multiple accounts in different banks, i.e., H&l, Operating Fund, etc., writing checks out of two accounts? It is an area issue. Suggestion is to check it out so as to comply with the law. Need to check the laws in your region/city.
MOTION PASSED to send a referral to WSC Finance Committee to consider the creation of guidelines to assist areas and groups to effectively manage funds.
17. Timing/Expenses of May Quarterly (Elizabeth)
Withdrawn.
18. Using Same Hotel Chain for CAWSO Conventions (John)
We have used the Hilton for several conventions. We may want to pay close attention to this as far as affiliation or implied affiliation goes.
19. Two Canadian Regions (Leon)
Two separate regions, with different languages. They have nothing to talk about They do speak to some extent. Their thinking seems to be soon (in the big picture) that they want to be a region. It seems that if and when that happens, it is not our job to create regions. UK may decide to apply for a European region, i.e., Spain, Scotland, France, Belgium, etc., sometime in the future. There is talk of starting 2 new regions, Eastern and Western regions and thus, reduce a TAL position. However, if they want to become a region, it is stated in the Manual how to do so.
20. Referral to WSO; NewsGram Subscription and Jewelry (Elizabeth and Teri) Withdraw from agenda.
Unity Issue Concerning Districts/Areas (Spencer)
A geographical area being able to choose a district and to which one they should be a part. Using a district almost as a surrogate area and the districts are almost too small to function. How do we get along, serve the same purpose? Is this a unity problem? As long as we keep the same primary purpose, we’re unified as
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a fellowship. It has to do with geography. What is the solution? We should be happy that they have started a CA group and following the 12 traditions and these things will work out Group conscious should prevail. Districts that don’t donate to their areas, but withdraw from them, is a unity issue. When Unity was started it was started for a specific issue – to fix it. It is better. Spencer will refer to committee that unity involves many things, not just racial issues.
22. WSOT/WST/PST on WSOB (Spencer)
Don’t know why ever started for PST with all their regional duties since it’s in Manual. Although the actual distance is short, time to travel to WSO can be great. The conditions that existed when it was implemented no longer exist, i.e., WSOT. Too many Trustees serve on the WSOB now. The PST position doesn’t seem a fit for the WSOB, there is nothing for the Trustee to report. Only if one of the other two were incapacitated, would it possibly be prudent to have the PST serve on the WSOB. Noted that is one of the duties that a TAL would fulfill in the event of a vacancy. If want discussed at Conference need to refer by June 1. Depends on where the TAL’s home is, which would entail excessive expense to travel to the twice a month meetings.
MOTION PASSED to refer to Structure and Bylaws to remove PST from serving on WSOB.
23. Status of Email Protocal (Elizabeth, Leon)
One of the issues was that some people didn’t know how to use email. Using the subject line, some didn’t know how to cut and paste, reply, etc. Leon can’t locate the file that he transferred from home to disk here. Some of us need a lesson on how to edit and reply and use subject line. Leon hopes to provide something before leaving the convention that can be discussed on a conference call. If someone doesn’t have email access, someone needs to be assigned to send it to that person by some other means. Should never be a question for TEC Questions.
LEAVE ON OLD BUSINESS.
24. CA International Loop (Leon, Amy, Spencer)
Loop only includes Canada; WSBT is cc’d on progress.
25. Relationship with CAWS Host City, WSBT & WSO (Amy)
This was kept on agenda to continue monitoring. Things like this should be listed separately on agenda. Prior to this convention, in recent past, communication between Host City Committee and WSO was strained. The Portland committee
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seems to be working well this year. John agrees that things have progressed well.
26. H&l Autonomy (entire fellowship) (Hal)
(completed…see item 7)
27. Internet Included in the 11th Tradition (David)
Has been discussed and referred to various committees. David was a proponent of this and wanted it to come from WSBT. Do we want to refer again? Is not a dead issue. Should it be added or included in the tradition? May want to look for a more general description, since technology is moving ahead and in 10 years may have another one to add. Don’t think this should be a referral from WSBT. Should come from fellowship, if needed.
28. Policy on Committee Guidelines Approval (Leon/Amy)
(completed…see item 13)
29. Resume of New WSOB Director (Elizabeth)
He travels from San Diego to the meeting twice a month and worked very hard to incorporate San Diego’s area. Noted that WSBT would like to see more than one resume submitted for consideration.
MOTION PASSED to accept Mike G. as a new WSOB Director.
30. The WSOB Expense Reimbursement Policy Changed from 6 Months to 90 Days (Elizabeth)
A motion was made at WSOB meeting that all reimbursements be changed from 6 months, since our cash flow is not accessible to carry for 6 month’s worth of bills. The WSBT’s existing policy for reimbursement is 60 days. Are we going to change to 90 days for the sake of uniformity? The WSBT agrees with this motion.
31. Review of WSBT Budgets & Expenses (Elizabeth)
A mailing was sent to all Trustees of each Trustee’s budget, which indicates that everyone is over budget and $1700 as a whole. As we all know, the 7th tradition does not support what we ask it to support. The fellowship needs to make a decision as to whether they want a budget that allows us to do what we did before or if they want us to do less. A Trustee who has more expenses due to more responsibilities should not be penalized. We have to re-define our jobs. Discussion on why do we do our budgets two years in advance? Must be a very good reason. We knew this a year ago, that we had less money to spend and
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we didn’t do anything about it as far as conforming to the numbers. What can we reasonably afford to do? Jahi as a TAL had no knowledge that budget was cut from $3500 to $1500. None of us know what is going on with the finances, there isn’t a clear picture. If we need to travel less, we can’t tell if that would be a good decision or where the money should go towards is effective or not. The Conference budgets us some money. Then the WSOB budgets us a lesser amount of money than the Conference did, then we get an internal budget that doesn’t even allow us to do the WSBT quarterly meetings and conference calls – that’s the problem. We know we’re in dire financial straits. The Conference doesn’t know the internal budget. The Conference thinks we’re living high off the hog, but they don’t know we agreed to this “internal budget.” The fellowship needs to know the real budget, not that we went over budget, but that we did sacrifice and are under the budget the Conference set. There are some positives compared to last year, the 7th tradition is up, our expenses are down. We need to decide what our priorities are and what we want to accomplish. Great progress has been made by the office and us to cut back expenses. As a fellowship, we cannot pass deficit budgets. The problem is the real budget bears no resemblance to the money we have available to spend. The Conference budget is a wish, not realistic. The problem is fundamental. We had trusted servants who weren’t doing their joto. We’ve been told 7th is up, expenses are down, so, where is the money going? When so many of us are doing things and not expensing them, but then we are told we are over budget, we have to be able to reflect what we do and have a realistic budget. Noted that some put in reimbursement requests and then donate the money back to the fellowship. This way it appears in the budget.
NEW BUSINESS
1. CAWS Conference 2001 End of Conference Referrals (Amy and Spencer)
#1782 – That the third legacy procedure of AA for eiection of trustees be adapted and adopted for use by the TEC, specifically choosing ballot if ail successive ballots fail to elect a candidate from the conference approved slate. See pp S20 and S21 ofAA service manual, attached.
This process is currently being addressed in the revision of the Trustee Election Guidelines by the TEC.
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#1825 – Review practice of the projection of future revenues in CAWS budgets. Recommends revenue projections be made based on actual revenues from the previous year without substantive increases as has been the practice in the past.
Refer to WSC Finance Committee.
#1877 – / would suggest the creation of a CA steps Book study Workbook talking the Addict/Alcoholic through the Big Book from the cover page and Bill’s story. CA History and to create the addition of the history of CA then going through the steps.
Refer to LCF Committee.
#1878 – Reconsider trustee approval (under LCF point 7) of the pending guide to the 12 Traditions as several comments indicate great disagreement with the interpretation of the traditions contained in the guide.
MOTION PASSED that the WSBT respond that we see no reason to change our decision at this time.
#2026 -To allocate a per diem fund for the Trustees to be given per diem prior to any functions in which the trustees are required to attend.
Is currently being done.
#2038 – That the reimbursement procedures for the Trustees be changed. Upcoming unknown expenses should be paid ahead of time, to be followed by receipt. It is a tragic day when a member of the fellowship cannot participate on this or any other level due to their financial status. Not every member of Cocaine Anonymous has the luxury of being able to lay out cash to be reimbursed later.
Is currently being done.
#2067 – Allow use of a WS Convention meeting room for any CA group complying with Tradition 3 and WSM pg. 2.1, for use in a CA meeting.
Refer to the WSCCC.
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#2069 – Accept and include the WSBT interpretation of standing rule 14 into the WS Manual (See Amy B for details)
Refer to S&B with the recommendation to more clearly define the word “materiar in Standing Rule 14 and other Standing Rules.
#2075 – Could we please formalize the Canadian liaison. Including reference in the WS Manual which would include duties, responsibilities, qualifications and the elections process.
We are aware that the Canadian areas are working on these duties, responsibilities, qualifications and elections process, it is appropriate to submit to S&B for possible inclusion in the WS Manual.
#2078 – I would like to see some uniformity in the registered trademark on our literature, memorabilia and the necessary items that require the logo. There appears to be two types that is being circulated (please see diagram on original referral form).
Refer to the WSOB.
#2091 – As chair of the WSOB Archive Committee I am making a referral to create a new standing committee of the World Service Conference. This new standing committee would be responsible for all of the duties of the WSOB Archive Committee plus other responsibilities listed on my attached proposal.
The new committee would be responsible to the preservation of CA’s archives and memorabilia as a whole and not limited to the narrow scope of the WSOB archive committee.
Refer to S&B
#2125 -To support the then theme of this Conference uUnity has ho borders, ” / would request that the WSBT and/or WSO or WSOB (possibly an Ad-Hoc Committee or unity) (or whomever/however the aforementioned trusted servants feel it best) to create either a committee an WSBT, BOD, WSOB, whose purpose would be to consider petitions requests or situations regarding cultural/language differences translation standards and petitions or other requests from within and without the US for new meetings in the languages other than English and to help give language, translation, diplomatic and/or cultural support to such requests/petitions.
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Refer to Unity Conference Committee.
#2195 – That interview and election procedures for the trustee election committee be placed on the WSM.
The WSBT is currently taking steps to do this.
#2228 – Please define special interest meetings or group.
Tabled.
#2258 – That CA as a whole create its own H&l department to handle all of its H&l needs worldwide in one focused and concentrated office for the support of the H&l efforts of CA worldwide.
The H&l Conference Committee has as one of its functions to handle the needs of H&l. The WSBT does not believe that a separate entity is appropriate for the unity of the fellowship.
#2264 – In order to better inform the delegates if the WSC and therefore the fellowship as a whole, encourage a Trustee representing the minority to address the minority opinion in ail trustee decisions made. It would benefit the Conference, to know ALL points of view considered and expressed during their discussion.
When compelled by their own convictions, Trustees do express their own minority opinion, however, no one should not be required to do so.
#2271 – To change trustees guidelines to hold all quarterly meetings via telephone conference to reduce expenses.
Our experience has shown that face-to-face interaction is an important element necessary for us to deal effectively with many issues. We have had some difficulty during conference calls in effectively communicating which is minimized when we meet face to face.
#2291 – Statement be made and placed in convention guidelines manual stating that the CA logo is available on World Service memorabilia.
Referred to the Conference Convention Committee.
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#2294 – What is a CA group policy on having a 12 step workshop using the CA logo?
MOTION PASSED to refer to S&B whether it is necessary to add “workshops” on page 1.9, paragraph a of theWS Manual.
2. Roles of the WSO and the WSBT (Elizabeth)
During the long term planning conference call, we spoke about the roles. There seems to be major distrust and animosity between the two boards. Elizabeth would like suggestions, ideas and a solution. Think this is a disservice to the fellowship. Trustees should not talk behind the back of the Office Manager. Parking lot conversations don’t belong between the two boards. We need to be mindful how we speak to each other. We need to take the first step and express that without accusations. The purpose is not to see eye to eye, but to communicate. We need to understand better what the WSOB does, not to micromanage, but to get a greater respect for what they do in their everyday work. Should we funnel all communications through Elizabeth? Conversely, they need a better understanding of what we do. Teri investigated as to how much in 7th traditions came from her region. Then investigated how much was coming in from her region in chips & literature so she would have a better idea of what was going on and not just going out to her area and begging for help. According to the Manual, a trusted servant can be of service on the WSOB for 6 years, which is a long time. The Conference needs to look at this. We need to avoid the “elephant” in the room during our board to board meetings and bring it out in the open. We can clean our side of the street. AA allows their delegates to serve only two years. There has been communication between the boards in the recent past. It seemed to change when the chairs decided to communicate one on one more. Need to be honest and open with each other. Nothing should go on in these rooms that the others don’t know about. Each has withheld information from each other intentionally. We have a lack of candidates for Trustees, yet we have a real problem getting anyone to serve on the WSOB and meet twice a month. We can’t have the spirit of rotation if we can’t even get people to serve at all. Think with honesty and communication, two boards can be useful.
MOTION PASSED to meet on Thursday from 9:00 a.m. – 2:00 p.m.
Meeting adjourned 11:25 p.m. Closed meeting with Serenity Prayer.
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The regular quarterly meeting of the CA World Service Board of Trustees, at the Portland Hilton Hotel, was called to order at 9:10 a.m.
1. Roll Call
| Spencer Barton | Midwest Regional Trustee | Chair |
| Amy Beech | Atlantic North Regional Trustee | |
| John Bodkin | World Service Trustee | |
| Jahi Boseda | Trustee at Large
Pacific South Regional Trustee Pacific North Regional Trustee |
|
| Hal Kelly | Southwest Regional Trustee | |
| Teri Knight | Atlantic South Regional Trustee | Vice Chair |
| Leon Mason | Trustee at Large | |
| Elizabeth Saldebar | World Service Office Trustee |
2. Quiet Time & Serenity Prayer
NEW BUSINESS, continued…
3. Vendor Booths at CAWS Conventions (Spencer)
Someone outside of CA wants to sell at convention. John will craft a response regarding tradition violation, for approval of WSBT prior to sending. Referral to Conference Convention Committee to consider ail aspects of vendor booths at CAWS conventions.
4. Future of the TAL2 Position (Spencer and Teri)
Tabled.
5. Resignation of Leon M. (Ail)
MOTION PASSED that position of TAL1, being vacated after 2002 Conference, not be filled at the present time.
6. WSBT Open Forum at CAWS 2002 (All)
Will be an informal panel question and answer period. All question addressed to WSBT will be handled by Chair and those addressed to individual will be handled by that individual.
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7. Long-Term Planning Forum at CAWS 2002 (All)
Jahi has prepared information for this group based upon what was listed as priorities at previous meetings. Would like ail to attend forum unless have another commitment. Suggestion that have copies available at forum or agree to forward after meeting. Want to be sure that all items be discussed, not only top priorities. Want to make sure audience is able to offer comments and suggestions.
8. WSO Forum at CAWS 2002 (Spencer)
Will include WSOB Chair, WSBT Chair and Conference Chair. Encourage all board members to attend.
9. Changes to the WSBT Service Structure (Teri)
Tabled.
10. WSOB Representation in Washington, D.C. (All)
This is a great opportunity for the fellowship. It was represented that WSOB Chair Steve E. would attend. Room reservation and air tickets for him to attend have been donated. However, all action has been paused at the direction of the WSBT due to concern over who will attend. Any member of the fellowship could attend. However, this would seem to fit perfectly under the role of Trustee at Large or Regional Trustee. It’s not about Steve not being able to do the job, it’s about the process in which it proceeded. Don’t believe there was any malice.
We need more answers. What is going to be discussed? How will CA be portrayed? There are more questions than just the process. What is commonplace with the other fellowships? Why did the WSOB budget have money and the WSBTs did not?
MOTION PASSED to table until after the WSBT/WSOB meeting.
MOTION PASSED that wo send the WSOB Chair to NADCP 8th Annual Adult Drug Court Training Conference June 12-15, 2002.
Steve will let WSBT know further details as he gets them regarding his participation.
11. Motion to Rescind the Motion on Sending of the Letter to the OSA on their Coffee Cup Emblem (Jahi)
Don’t think clearly violates traditions. Although like design, we must guard our logo. It’s using part of our logo. Wasn’t intended to be CA logo. Was done as a design for memorabilia. Our logo is upper case CA, this is lower case ca with a
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different font with an @ around it to signify the internet. The letters are the only thing the same. Trademark law has to do with the likelihood of confusion. Because it is intended to mean cocaine anonymous it may be a violation. It is too close. It may be said in the future that we failed to protect our logo. It is actually the WSOB’s responsibility as the business arm of CA.
MOTION FAILED. 3 yes, 4 no.
12. Policy About Alerting of Transfer of Funds (John)
Tabled.
13. Reimbursement of Expenses from Pacific South Regional Account (Jahi)
MOTION PASSED to reimburse the Pacific South Regional Caucus Secretary fees incurred for expenses of holding the emergency Pacific South Regional Caucus.
14. Voting Privileges of Replacement by WSBT serving on WSOB
Tabled.
15. Discussion regarding the WSC Chairs – Position on SR-14 (Amy)
Tabled.
16. Review Procedures for Selection of WSOB Directors (Leon)
Tabled.
17. WSBT Liability Regarding Conference Committee (Elizabeth)
Concerned with our liability on sending out mailing that may contain slander. Need legal help on this. If there are no legal prohibitions, the fellowship should be allowed to see this. Even the smallest lawsuit could destroy the fellowship. However, we should also consider divisiveness
MOTION PASSED to solicit an outside legal opinion of our potential liability for sending to the Conference participants potentially defamatory letters, attached to referrals.
It is believed that in the past, Meredith provided us with the name of a lawyer who was willing to do pro bono work for us.
Will re-visit after WSBT/WSOB meeting.
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Need to let the WSOB Chair know that we1 re not hiding from distributing anything, but we go beyond that. Truly afraid for this fellowship should litigation come to pass. We acknowledge these allegations and they may not be true, the only ones liable for slander are the writers, at the moment. We get involved in liable if we send it out knowing it may be defamatory.
18. Define Special Interest Meetings or Groups (Referral 2228)
Tabled.
19. TEC Interviews at CAWS Convention 2002 (Hal)
Since TEC questions revisions are incomplete, it is not possible to interview candidates at this time.
20. Trustee to Texas (Amy)
Amy got sick a day and 14 prior to going to Houston and she called them and told them she would be happy to reschedule. Three in Austin don’t what her to come. Three in McCallen do want to see her. She got little response. However, she wanted to speak to the WSBT. No longer think necessary to go there, due to expense factor. It will cost $100 to change ticket, but could exchange ticket for one to the Conference. Thinks it is best and she can accomplish same with phone calls.
MOTION FAILED that Amy reschedule her trip to Texas to visit the Houston and McCallen fellowships, but not to exclude the Austin fellowship, if they want to visit with her. (2 YES, 5 NO)
Suggest that a statement be written (at least to those in McCallen) and let them know she is not coming.
MOTION PASSED to allow Amy to draft a letter in the next couple of days and give it to the WSBT for approval (so that we can give it to those here).
MOTION PASSED that Amy take the previously approved letter and edit with letter approved by the WSBT prior to distribution.
21. WSO’s Budget Administered by WSO (Amy) – tabled
MOTION PASSED to adjourn for today and reschedule what needs to be done in the next couple of days.
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MOTION PASSED to adjoum for dinner break until 9:00 p.m. to no later than 11:00 p.m. to finish whatever business we can.
22- Structure for Convention for Pacific South Region (Jahi)
Add to New Business for next conference call, also suggest refer to Structure & Bylaws Committee
WSBT OFFICER REPORT
1. Chairperson – Spencer
No report.
2. Vice Chair -Teri
No report.
3. Corresponding Secretary – John
No report.
TRUSTEE CONFERENCE COMMITTEE REPORTS
1. Committee – Teri
See attached report.
2. H&l Committee – Jahi
Been very busy, had recent conference call and took care of a lot of the referrals we had. Updating our H&l manual. So far they have $1900 available for H&l video.
3. Convention Committee – Hal
Convention Guidelines are being used. Memphis is looking for a site as soon as they get a hotel liaison. Chicago is ready to go. I have talked to Michael Richker and things are going well. Did discuss with Evan about following the Convention Guidelines.
a. CAWS 2002 – John
See attached report.
b. CAWS 2003 – Spencer
Everybody should be getting the minutes. Teri received minutes for meetings up to #8 and, then 11; missing are 9 &10. Things are going well,
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having their next “mega” meeting June 23. Still working on parking fee, $20 in/out. Discussed executive committee for convention vs. “mega” meeting. The committee needs to be advised that they need 3 bids for purchasing.
c. CAWS 2004 – Leon
Looked at the locations, leaning towards the Hilton. Doing outreach.
Been slow getting positions filled. Everything looks to be fine.
d. CAWS 2005 – Teh See attached report.
L.A. Ryan from Tennesee has submitted his service resume. Adams Mark looks like a great prospect for location.
4. Unity Committee – Spencer
Have made a call to Jim H. and haven’t heard back. No report.
5. Structure & Bylaws – Jahi
No report.
6. Finance Committee – Elizabeth
The Chair, Phil, resigned. Since then, have contacted last year’s members. Are recruiting help from people who have experience.
7. Conference Committee – John Will meet tomorrow. More later.
8. Internet Committee – Leon
Picked up a couple of sites. We did lose two sites (one was Inland Empire) that are no longer active. Were pretty much in compliance. Has discussed some issues adding to their guidelines. Five meetings on-line, have their own area page, doing fine.
9. LC&F Committee – Amy
Doing fine. Hoping to read ail the submitted stories before the Conference, Storybook sub-committee going to meet at convention but is very small. Some want to get involved now. Will decide at this next meeting, if anyone can join. WSOB would like to know if new Storybook is replacing the original or will be Part II.
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TRUSTEE REGIONAL REPORTS
1. World Service Office Trustee – Elizabeth
See attached report.
2. World Service Trustee – John
See attached report.
3. Trustee at Large I – Leon
No report.
4. Trustee at Large II – Jahi
No report.
5. Pacific North Trustee – Leon
See attached report. Pacific North regional convention in March, $7300, bills $4500, 110 people at its peak. The largest caucus they ever had and they did elect a slate which was given to Hal.
6. Pacific South Trustee – Jahi
See attached report.
7. Atlantic North Trustee – Amy
See attached report.
MOTION PASSED to meet on Friday from 9:00 p.m. – 10:00 p.m.
Chair noted that he allowed Leon’s outburst and motion, but called on the person he interrupted first.
Meeting adjourned 11:30 p.m. Closed with Serenity Prayer.
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JOINT WSOB/WSBT MEETING
Meeting called to order at 10:15 a. m.
Present: Teri K., Mark K, (WSOB Vice Chair), Elizabeth, Oliver VH (WSOB Treasurer),
Hal K., Patty F. (WSO Office Director), Leon, Jahi B., Amy, Kevin (WSOB Secretary),
Steve E. (WSOB Chair) and Spencer. Visitor; Sherry H.
1. WSOB Chair Report (Steve)
Been working on proposed revision of Teri’s original NewsGram Guidelines and Style Manual; may be prepared to distribute prior to convention’s end. Delegate mailings, Conference Committee authority. Have established ad hoc committee to look into liability regarding items in delegate mailing. Our WSOB will be in touch with WSBT and Conference Committee as more information is gathered.
2. WSOB Vice Chair Report (Mark)
Been working on reviewing all board minutes and highlighted all the ones that have to do with policy and have completed that part of it. Given direction to form ad hoc committee to go through that and put a policy manual into place. Has some volunteers, but no time scheduled to meet yet. Getting bids for Conference equipment, computers, copy machines, etc. Apparently certain procedures have been done over the years, which were never incorporated into the manual.
3. WSOB Secretary Report (Kevin)
Most of the year served as Director at Large. There is no number 2, struggled, with procedures on how to get out NewsGram and what roles people will take. Major problem in production end, we’re using outside person, since now color and more layout issues. Conclusion is that office has competent staff and want to migrate to them. Obtained Pagemaker software, which could be used for that. Kevin will do next issue with PM, so can then turn over to office. Much happier with the current issue than the previous one. Fonts were inconsistent and too large and squeezed out material. Would like more pages at a reasonable cost, maybe 3 issues with more pages, rather than 4 issues with less pages could save money. Next NewsGram is prior to Conference and will discuss Conference and Convention issues with some pictures. Need to make a referral at Conference in order for office to do NewsGram. Due to timeliness of NewsGram, need editor to hold accountable rather than a committee and volunteers. Want to rely on paid staff to get NewsGram done. Still need more articles, need a library of articles on various steps so can choose from items to publish. Looking to have a fixed theme for NewsGram but doesn’t seem to be working, far too few articles of one item to publish as a theme. Will guarantee
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Trustee Corner. However if significant important issue needs to be published, will make every effort to include, but do not want an entire Trustee NewsGram.
4. Treasurer Report (Oliver)
Been very busy here at convention. Lot of stuff in progress, one of the issues is a lack of a defined policy manual, is in people’s heads and it was piecemeal between people. One problem is the reporting regarding money market fund was wrong. Interest goes into money market operating fund. NY monies raised doesn’t go into the fiscal year until 6/30/02. Some housekeeping issues need to be resolved. The convention has been consuming a lot of time. In order to have final numbers need to work through it. Looking at revising chart of accounts and setting up new accounting file in Quickbooks. Need to go live 7/1. Reliability issues have had to do with coding numbers. Hope to start out clean 7/1. No consistency of code numbers in the past, so will be hard to compare. There will be reliability in accounting trends. The paid staff are not professional accountants and need to acknowledge them for the level or work they do, very good and open to suggestions. There are 3 statements in accounting: balance sheet, income statement or profit loss and cash flow. Balance sheet is a snapshot of business at a specific date. Every item on the balance sheet represents a specific physical item, income statement is a score or running balance of your business. Overview of cash flow. Jahi presented examples from City of St. Louis budget, including use of graphics and other possibilities for reporting to WSBT. Material received by Oliver. Steve requests that Oliver refrain from comment pending review.
5. Office Director Report (Patty)
A general overview of a lot of our bookkeeping , old convention debt was kept on Excel sheet or copy of their invoices on the side and the 2000 is not coming in. The number 1 thing is the budget. The internal budget was created by Patty. When she took over for Joy, who wasn’t really functioning during last few months, was analyzing situation, she made projected budget and made some assumptions. Thinks will be within 5% of projected budget. The WSOB now has to see if we can afford things. It is not how it was working in the past. In the past they took the Conference budget and since it was below that, they assumed we had money, when, in fact, we did not. We’ve brought in $353,000 at this point, to a $489,000 projected income to date. This convention is on line. Working hard on inventory control. Will have a sample of jewelry, hopefully, by end of day today. The Conference budget anticipates a $82,000 deficit. It is imperative that the two boards stand together and explain the financials so that the fellowship understands at the Conference.
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6. Webmaster Report (Sherry)
Have put up a French mirror on the new design, CAWS 2002 convention and schedule. Now have on-line store for chips & literature. Some problems with shipping which will be taken care of. Have set up email forwarding. The website update targets are twice a month. Want us to post registration forms but space limitations need to be looked at. Compiling a list of current approved websites. Removing websites that are no longer valid, so they will have to request to be reconnected. Request that we provide information on how to get linked on webpage with forward that goes direct to Web Committee. Have French speaking member looking at reviewing French language errors and Spanish looking at translating Spanish speaking website mirror. French and Spanish starter kits are available via .pdf on-line. We have no process in place to change listing of help tine numbers. Need to revise help line request numbers, not home numbers, there is no process to address. On-line store can funnel into Guickbooks. May need process to verify posted CA events.
7. A Citation of the IRS Law Regarding Per Diem and Convention Banquets (Elizabeth/Leon)
Question that banquets be removed from policy. Where is that stated in IRS law? Would like to see as a referral to Conference Committee, however, in regards to the legal issue, it could be stated as entertainment and then per diem. Concern on wording. Patty will review and report back to WSBT.
8. Relationship between WSOB and WSBT (Elizabeth)
This is a problem. Legacy of mistrust. Elizabeth has a difficult job. As long as we distrust each other, can’t work to the best of the fellowship. Both Chairs met prior to this meeting to discuss this issue and agreed that communication between 2 Chairs has been missing. Nobody knows what it is like to chair such a thing and inherit this mistrust as new Chairs. Need to support each other more. Need to mesh the duties so that each can do their job and communicate.
Need to get together to speak and try to start process. Will set time together if at all possible before next quarterly meeting. Think conflict comes from right of responsibility. Keep stepping on each other’s toes during the grey areas. Would like to meet together between 4-5pm. The inherent nature of the confusion of the authority position and group conscious, there is ambiguity, which is a challenge. There are some positions which are technical in nature, but if someone has accountability, there needs to be an open discussion in the questions you are asking. Need to ask what you really want.
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9. Logo and WSOB and Why it was Sent to WSBT (Jahi)
In the past, it was turned over to the Trustee Legal Committee. It was not clear to us if it violated our trademark or not and since the WSBT owns the logo, that is why it was sent to WSBT. Would like WSOB to consider a type of procedure for a more effective way of monitoring it and find an appropriate manner to let the fellowship know the parameters. There is a strong need for education of the fellowship and need to refer to S&B to elaborate in Manual and show examples. We need to communicate that we are protecting something that belongs to us. The WSOB needs to establish how to enforce the policy. We never knew why it was sent over to us in the first place and once we determined that, we should have sent that back to WSOB.
10. WSOB Representation in Washington, D.C.
AA and NA were sending someone from their World Service Office and we felt that it was best to send someone from the office. Trustees are entrusted with the day-to-day policy rather than day to day operations. Felt like an operations policy rather than a policy question. Should have been communication between both boards. Why are we going? What is to be accomplished? Do not want this to be an endorsement of an outside issue.
11. WSBT Liability Regarding Conference Committee (Amy)
Concerned that the Conference Committee is acting on perogativers that belong to the Conference. However, the Conference Committee serves the Conference. Looking at liable issue, they need to get back with us. Whatever questions or concerns should be addressed to ad hoc committee to research and get answers back to WSBT. We all agreed we want as much information to fellowship as possible. However, what would happen if the fellowship was sued. We know we would take a hit if the information does not go out. However, if we do send out the information, the fellowship could be destroyed. WSOB has an ad hoc committee looking into the possibility of being sued.
MOTION PASSED for WSBT to reconvene at 4:00 p.m. and again at 9:00 p.m. and at 10:00 p.m, to meet with WSOB.
Meeting adjourned at 12:10 p.m. Meeting closed with Serenity Prayer.
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The regular quarterly meeting of the CA World Service Board of Trustees, at the Portland Hilton Hotel, was called to order at 4:10 p,m.
1. Roll Call
| Spencer Barton | Midwest Regional Trustee | Chair |
| Amy Beech | Atlantic North Regional Trustee | |
| John Bodkin | World Service Trustee | |
| Jahi Boseda | Trustee at Large
Pacific South Regional Trustee Pacific North Regional Trustee |
|
| Hal Kelly | Southwest Regional Trustee | |
| Teri Knight | Atlantic South Regional Trustee | Vice Chair |
| Leon Mason | Trustee at Large | |
| Elizabeth Saldebar | World Service Office Trustee |
2. Quiet Time & Serenity Prayer
TRUSTEE REGIONAL REPORTS, continued…
8. Atlantic South Trustee – Teri
See attached report. Note that address to Mississippi is in her report so Amy will have it when she attends. Florida area that hosted Atlantic South Regional convention will be sent to WSO.
9. Midwest Trustee – Spencer
See attached report. Have advised that will have to do referrals on these items. We have no guidelines that say that any group cannot use “Some of the Promises.” However, we suggest that you take away the step numbers and refer to the page numbers when referring to these.
10. Southwest Trustee – Hal
See attached report.
TRUSTEE COMMITTEE REPORTS
1. Legal Committee – Amy, Jahi & Spencer
Will forward release forms to the H&I Committee for the video from Wisconsin. Will get legal assistance from others i.e., insurance company once Any rotates off board.
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2. Orientation Committee – Amy, Spencer & Teri
Distributed New Trustee Orientation (work in progress). Discussed when dealing with expense reimbursement, would be good time to see if they have special needs. Need to include information which Amy has on “General Conflict of Interest” policy, i.e., having local commitment. Amy also has other items to include, which she will email to the WSBT. Also need to include the TAL, and WSOT, WSOBT as different challenges. Also need to include information on how this meeting is dosed and what that means.
3. Negotiation Committee – Amy, John, Leon, Spencer & Teri
We had a flux of contracts come through about a month and a half ago. Most of this was not really contracts, but agreement of services, memorabilia, t-shirts, etc. Whenever John gets a contract, he sends it via email as a .pdf. Nothing really happening at the present time. Leon noted that he really appreciates seeing the contracts and the reports that go along with them. Suggest that keep a list of challenges and things to look out for in the contracts.
4. Conference Committee (John)
The committee opted to meet without John present, although several couldn’t find it. Several meetings have been held without Trustee attending and he was unable to get the minutes for them. Has advised that the committee is in charge of running a smooth Conference, not in what happens at the Conference. Don’t think Committee is being led by its Chair. Asked John to ask the Conference Committee Chair to meet with the WSBT here at the convention.
Meeting adjourned at 5:05 p.m., will reconvene at 9:00 p.m.
Meeting called to order at 9:10 p.m.
5. Finance Committee (Elizabeth. Leon & Teri)
Getting statements and reports. Add Hal to committee.
6. Trustee Election Committee (Amy, Hal, Jahi & Teri)
Revised questions and want to propose to WSBT prior to taking to TEC.
When go to caucuses, need to know name of TEC delegate, need to know if have resumes and if the candidates will be available. Suggest starting WSBT meeting at Conference on Sunday morning instead of Sunday afternoon. The Conference starts Tuesday at 6:30 p.m.
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John and Elizabeth will provide Hal with information on their specific, positions. Need to elaborate on #4, resource restraints. Any other suggestions should be sent by email to Hal as soon as possible, or within the next 14 days. Have also revised the service resume format.
7. NewsGram Committee (Elizabeth, Hal, Jahi & Ten)
Distributed APPROVED of Guidelines Ten crafted for regional coordinators/editor, which has not been approved by office. Jackie from the UK will provide an article regarding Unity. Susan D. will work with her on article from her perspective after visiting England. Also will get article regarding Memphis convention. Still working on Guidelines. Jahi wilt provide names of 6 coordinators from Pacific South. Some areas elected their coord mate is, however, never really functioned. Remove Elizabeth from committee.
8. Long Term Planning Committee (Elizabeth, Hal, Jahi & Teri)
Covered under other LTC report
MOTION PASSED to adjourn at 9:55 p.m.
Closed meeting with Serenity Prayer.
Respectfully submitted in love & service,
Cheryl D., Recording Secretary
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For all attached documents and reports see pdf: 2019/08/2002-05-21-23-WSBT-Quarterly-Meeting-Minutes.pdf