Nov. 19 – 21, 1999 WSBT Quarterly Meeting Minutes

Posted on by caws.archivist

CA WORLD SERVICE
BOARD OF TRUSTEES

APPROVED MINUTES OF THE REGULAR
QUARTERLY MEETING
NOVEMBER 1999

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 any way our Tradition of Anonymity in public communications media (press, radio, TV, etc.).

Page 1 of 14

The regular quarterly meeting of CA WORLD SERVICE BOARD OF TRUSTEES, at the Continental Plaza was called to order at 8:00 p.m.

  1. Quiet Time and Serenity Prayer
  2. Roll Call
Andy White Pacific North Regional Trustee Chair
Meredith Amos World Service Trustee Corporate Secretary
Spencer Barton Midwest Regional Trustee ,
Amy Beech Atlantic North Regional Trustee Corporate President
Hal Kelly Southwest Regional Trustee
Leon Mason Trustee at Large
Joe Stephens Pacific South Regional Trustee Corporate Vice President
Susan Turnbull World Service Office Trustee Corresponding Secretary
Absent:
Walter Johnson Atlantic South Regional Trustee Vice Chair

3. Reading of the 12 Traditions – group

4. Personal Sharing was done,

5. August 1999 WSBT Meeting Minutes Approval

MOTION PASSED TO APPROVE MINUTES AS CORRECTED.

WSBT OFFICER REPORTS

1. Chairperson (Andy White)

Announced that he was very honored to serve in this position. He noted that members of the WSBT can agree to disagree, but when leaving the meeting, it is necessary to leave with a unanimous decision.

2. Vice Chair (Walter Johnson)

Absent, no report.

3. Corresponding Secretary (Susan Turnbull)

She has received one box of archives, but needs to contact Scott Stokes to see where the rest are. Needs someone else to arrange December conference call, as she may not feel up to it due to upcoming surgery, Meredith will take care of it, but will not take notes. Susan will provide notes from last conference call to Trustees as soon as possible.

Set time for Saturday morning meeting November 20that 8:30 a.m.

MOTION PASSED TO ADJOURN MEETING AT 10:30 p.m.

Page 2 of 14

The regular quarterly meeting of CA WORLD SERVICE BOARD OF TRUSTEES, at the Continental Plaza was called to order at 8:35 a.m.

  1. Quiet Time and Serenity Prayer
  2. Roll Call
Andy White Pacific North Regional Trustee Chair
Meredith Amos World Service Trustee Corporate Secretary
Spencer Barton Midwest Regional Trustee ,
Amy Beech Atlantic North Regional Trustee Corporate President
Hal Kelly Southwest Regional Trustee
Leon Mason Trustee at Large
Joe Stephens Pacific South Regional Trustee Corporate Vice President
Susan Turnbull World Service Office Trustee Corresponding Secretary
Absent:
Walter Johnson Atlantic South Regional Trustee Vice Chair

Reading of the 12 Traditions by Hal.

Read & Discuss Tradition 11 – Leon.

Read & Discuss Tradition 12 – Susan.

Read & Discuss Concept 3 – Meredith.

Read & Discuss Concept 4 – Amy.

TRUSTEE COMMITTEE REPORTS

1. Conference Committee (Meredith)

No report.

2. Election committee (Amy & Walter)

Since Walter is absent, Andy advised that Waiter needs names of delegates on Trustee Election committee from each Region. See attached report.

3, Finance Committee

Discussed whether any Trustee has been receiving the bank statements & check registers. Since Scott S. & Barbara B. are no longer Trustees, there is a need to determine who should now receive them. In the meantime, Andy asked that they be sent to him, Amy noted that Joy called her to advise that no financials would be available for this meeting, but that printouts from Quickbooks would be provided.

4. Legal Committee (Amy)

Trademarks – there are lots of them, i.e., CA, “We’re here & were free.” Discussed that someone has registered an internet domain name of cocaineanonymous.org. Need to have discussion with person with domain name, but he hasn’t responded as of yet. It

Page 3 of 14

Is possible that he wants us to buy back the domain, but he hasn’t contacted us. Also there is a question on chips, the words Hope, Faith and Courage not circled around CA, but on the back of a chip. Will have more to report on at next meeting. Other issues regarding the web site will be given to Joe and Leon to handle.

Royalties – Canada and England, working on regularizing, but will take some time, as agreements will, at renewal, have to be changed.

  1. Negotiation Committee (Meredith)

Noted that we’re now holding our meetings here at the Continental Plaza. Takes a lot of effort to negotiate and it was noted that Meredith has done a great job. Signed the contract for the overflow hotel in Arizona for CAWS 2000. Hasn’t gotten back with the CAWS 2002 committee. Contract with taping company is up for renewal, so bids will be made. Still working on Negotiating Committee Guidelines.

  1. Newsoram Committee (Amy, Andy & Walter)

Need to get more participation from fellowship. We as Trustees need to go out to our regions and ask for participation. All Board members are getting together with Conference Committee Chairs to write articles about what’s going on. Also discussed asking areas via the web pages that are linked to our CA web page to submit articles direct via email for publication to WSO to forward to the Newsgram Editor.

  1. Orientation Committee (Amy, Joe & Susan)

Need some input from the new Trustees. Did do a conference call with the 3 new Trustees and Mary sent them a packet, so hopefully new Trustees won’t be quite as lost. Seem to be tailoring this WSBT meeting to the new Trustees and making it a bit easier for them to follow along, rather than just another WSBT meeting. Would like to see one of the new Trustees on the committee also.

  1. Long Term Planning (Andy & Walter)

LTP has not been getting the attention it needs, it keeps being shuttled off the agenda, but is too important to keep doing that. In the past we took a 3-4 hour block of time to discuss, and would like to do that at the next meeting, so asked Trustees to review and be ready to discuss. At previous conventions, had a LTP meeting on the Agenda, would like to see notes from Susan for the archives. Noted that Andy has some, which he will provide to the WSO.

TRUSTEE CONFERENCE COMMITTEE REPORTS

  1. Conference Committee (Meredith)

Had a really productive Conference this year and are coming up with great ideas and innovations. A lot of work is accomplished during the year via conference calls. Noted that it would be nice to be able to round up Trustees at Conference via a pager.

Regarding headsets, the Chair needs to be able to call out. There were a lot of calls in to Parliamentarian, but it was distracting.

  1. PI Committee (Joe)

Developing a newsletter which delegates can take back to their areas to share. The separation from the internet has been a Godsend, allowing them to concentrate on issues they have wanted to for a long time.

Page 4 of 14

  1. H&l Committee (Andy)

No communication since the Conference.

  1. ‘Convention Committee (Amy & Hal)

A. CAWS 2000 Phoenix (Hal)

Trustees have been getting the committee meeting minutes and the Convention Committee seems to be doing a great job. Hotel is sold out. Worked out how fellowship donation is being handled. Will have 10 speaker meetings and all have been chosen. Communications have been very good with WSO. Internet registration is being worked on, but don’t think can be done, without a link to a company but continuing to investigate. Question on using credit cards for reimbursement, but will clarify question with Burton. Questions on shipping of computers for convention, wiil clarify with WSOB. Fundraising is ongoing.

B. CAWS 2001 New York (Amy)

Scott Lasky is Convention Committee Chair. Had a big hurdle with death of Vice Chair, but a new one has been elected. Committees are up and running, getting speaker tapes and arranging for activities, etc.

C. CAWS 2002 Portland (Andy)

Chair is Lynne Gibbons, Gathering resumes for other positions. Still at beginning of process.

  1. Unity Committee (Spencer)

Concern with not being able to get info to bring to WSBT meeting; had a problem getting hold of Chair. Advised Kellie F. is Vice Chair and is very easy to contact, so Spencer will contact her.

  1. Structure & Bylaws Committee (Amy)

Finished 2000 edition of WS Manual and going out within next few weeks. Been working on Manual last 2 quarters, next 2 quarters will be working on issues from Conference.

This is second time that they have been able to get out the revised WS Manual in the first mailing after the Conference, which apparently is a great improvement from the past.

  1. Finance Committee (Susan)

Nothing to report.

  1. Internet Committee (Leon)

Still looking for direction. On-line page is up on site and it lists 2 meetings; there is also a new women’s stag meeting. HFC has 250 members, including members from England, Canada, Germany, South America and Costa Rica. KISCA meeting is working on t-shirts and they will stay within the guidelines regarding selling memorabilia at the convention. Not a whole lot going on from email list and committee but have been checking each other. Been looking at some of new web sites and making suggestions to them. Some have had secret links, i.e., connection to a page to download Big Book, 12X12, etc. and also one that linked to a web counter page. Three new web sites have come up. Ohio webmaster suggested a newsletter for webmasters. Suggested that such a newsletter

Page 5 of 14

could be set up on Internet Committee’s web page. Amy will speak with AA about how they deal with links and buying things from them, an illustrated guide to 12 Traditions and the Structures & Bylaws Committee regarding CA’s terms to use the Big Book, and 12 Steps and 12 Traditions. Asked Susan to find and forward the form of the original permission that WSO has from AA.

  1. Literature, Chips & Format Committee (Walter)

See attached report.

TRUSTEE REGIONAL REPORTS

  1. Atlantic North Trustee (Amy)

See attached report

  1. Atlantic South Trustee (Waiter!

See attached report.

  1. Midwest Trustee (Spencer)

See attached report.

  1. Pacific North Trustee (Andy)

See attached report.

  1. Pacific South Trustee (Joe)

See attached report.

  1. Southwest Trustee (Hal)

See attached report.

  1. Trustee At Large (Leon)

See attached report.

  1. World Service Office Trustee (Susan)

See attached Office Activity Report from CAWSO, Inc.

  1. World Service Trustee (Meredith)

Worked with hotels and trademark attorney and WSOB.

OLD BUSINESS

  1. Newsgram (Andy & Walter)

Keep on Old Business

Like Trustees to think about any questions for meeting with WSOB.

Page 6 of 14

  1. Negotiating Committee Guidelines (revised draft 1 (Meredith)

Keep on Old Business

Table until next meeting.

  1. – Feasibility of Filling Second TAL and Non-Addict Positions

Keep on Old Business as Filling Non-Addict Position

Advised last Conference that we would fill the 2nd TAL and we will this year. Not sure that there is a need to fill non-addict position just to fill it. If the WSBT needs an expert in i.e., law or accounting, then, until or unless we find someone, what is the point? Not sure we need a civilian, just to watch over “us addicts’ sick thinking,” May want to put out the word to the fellowship through the regions or in Newsgram that we could use such a person. First need to set some guidelines for a job description. Need to gather some resumes to keep in mind in case we need to fill the position later. Need to be specific in what we need for this term and determine the need to fill, Amy agreed to write an article for the Newsgram asking for resumes for the non-addict position.

  1. WSO Financial – Progress on Engagement Letter/Accountinq Procedures (Susan)

Keep on Old Business

No progress, engagement letter hasn’t been received. Established procedure on paying bills.

  1. Role and Relationship of the WSOB and WSBT LSnsanl Keep on Old Business

Discussed the improved communication.

  1. Starter Kit Mail-outs Follow-up (Meredith)

Keep on Old Business

New policy that starter kits are sent out with a letter and a copy is sent to the Regional Trustee and a delegate within a reasonably short period of time. A full report is sent quarterly to all Trustees. Advised that need to include the requestor’s telephone number on the letter for follow-up.

  1. WSBT Officer Selection Procedure (Amy)

Keep on Old Business (review annually)

Tabled.

  1. WSBT Communications (Andy)

Keep on Old Business

Need to continue ‘buddy” phone calls, to keep us a team. Assigned buddies as follows: Andy – Spencer, Amy – Andy, Hal – Susan, Joe – Leon, Leon – Meredith, Meredith – Hal, Spencer – Waiter, Susan – Joe, and Walter – Amy,

  1. Co-Anon Relationship (Amy)

Keep on Old Business

Question on hotlines and meeting literature. Think word-of-mouth is sufficient. Amy will ask AA how they reconcile AA with AI Anon.

  1. Sitting WSBT Expense Reimbursement Procedure (Walter)

Andy needs to sign. In order to expedite, can send receipts to WSO, fax request to Andy and then Andy can fax his approval to WSO. Submitting requests once a quarter is too infrequent for the WSO.

Page 7 of 14

  1. Letter from Milwaukee Convention (Meredith)

Completed.

  1. 8th Concept – Selection of WSOB Directors (Walter)

Already reviewed and implementation of selection of WSOB Directors.

  1. Seating arrangements for WSBT at Conference (Amy)

Keep on Old Business

Tabled until end of meeting or next meeting.

  1. Business Practices Regarding Financial Incentives (Meredith)

A facility is rented and gives us a room rate to which we add a contribution from each member for each room night. The hotel then gives a room rebate in the amount of the contributions to go to master account. Discussed how to handle an overflow hotel situation that writes a check to the fellowship because there is no master account to credit. Agreed that we are operating within accepted business practices.

  1. Sen/ice at CAWS Convention as a Trustee & Office Board (Meredith)

Need to do as much service as possible and not to wait until we’re asked, but reach out and offer to help.

  1. Printing of Hope. Faith and Courage

Completed

17. Trustee Responsibility Guide (Meredith)

Keep on Old Business

Meredith will email to Trustees and discuss at next Conference Call.

JOINT WSBT/WSOB CHAIR & TREASURER MEETING

  1. Review of WSO

A. Johnny S.

Discussed content of item for Newsgram. Not sure Newsgram should include an obituary, but a personal story might be more appropriate. Might be prudent to wait for article from fellowship. Unanimous agreement of both WSO board and WSBT is that message in “Note from WSO” include mention of his passing.

B. Office Manager

A severance package was provided. Two current staff members are capable of handling the WSO in the interim. Will begin search for new Office Manager on December 1, 1999 on Internet and in local newspapers. Joy, Kevin and Steve will be interviewing.

C. Computer Systems

Computers have arrived and office is waiting for networking bids for installation and training, with hopes of starting in about two weeks.

Page 8 of 14

D. Bookkeeper

Acquired services of part-time bookkeeper. However, the accountant was unable to do the financials in time for this meeting.

E. Review of Financials

$99,000 in reserve Money Market Account, Explained financials. CAWS 2000 going very well, no problems.

  1. Computer Shipping for CAWS 2000

Technician working on problem with printer. Will not ship to Arizona until the problem is solved. Will check with technician next week. Burton has requisitioned for another computer, as per recommendation from CAWS 1999 Milwaukee Committee. Access based registration software, may have to change to get CAWS 2000 database functioning properly. No information on shipping boxes, but expect can ship in same boxes in which they were packed when purchased.

  1. internet Policy (Meredith)

CAWSO Internet policy is that the Webmaster will send guidelines to those areas with a link from CAWSO web site. If a site is in violation of guidelines, the are will be required to correct and respond within a period of time or their link will be deleted. Advised that wsbt@ca.org will become a closed email address with a trap.

  1. What is going on with Finance Committee? (Joy)

Tabled.

  1. WSBT Expense Reimbursement Procedure

Procedure remains the same. CAWSO pays their bills net 30, but will put all reimbursements at net 15, wherever possible. Would prefer reimbursements to be submitted monthly, but since there is no policy, can do quarterly, if prefer.

  1. Starter Kits Follow-up Letter & including Telephone Number (Andy)

Agreed to add phone number to copy of letter to Trustees and area delegates.

7. Emailing Updated WSBT Phone List to Trustees/Recording Secretary

The Phone List will be emailed by Joy in Excel format.

8. Check from Overflow Hotel

Advised that it will appear on financial statement as a 7th Tradition donation.

  1. Going Over Financial Statements

Agreed to have Joy and Scott review at February WSBT Meeting.

  1. Bank Statements

Agreed to send to Andy until notified otherwise.

Page 9 of 14

  1. Trustee Committee Assignments

Conference Committee – Meredith, Spencer & Susan

Election – Amy, Spencer & Walter

Finance – Hal & Susan

Internet – Joe & Leon

Legal – Amy & Joe

Negotiation – Andy, Meredith & Spencer

Newsgram – Amy, Hal & Walter

Orientation – Amy, Joe & Leon

Long Term Planning – Andy, Hal, Leon & Walter

  1. internet Web links (Leon)

Leave on Old Business

Don’t want to go outside of CA, but when it comes to store, we may want to be able to sell from the WSO to streamline procedures. Leon distributed printouts of similar shopping carts already on-line. Agreed to discuss further on next conference call, after directing Trustees to an example of such a page on Internet.

  1. Review/Prioritize /Discuss Referrals from 1999 World Service Conference (Andy)

Referral 003

Getting the long form of the Twelve Traditions written and approved for use at meeting, district, area and world levels as to give clarity of the traditions.

Approval for CA to use the long form of the Traditions.

{Keep on Old Business)

Referral 035

To implement the position of an International Trustee to address the needs for CA in foreign countries for the still suffering addicts and to develop specific ways to start CA meetings internationally.

(Keep on Long Term Planning)

Referral 018

An addict is selling CA memorabilia as a private enterprise, returning only one dollar to district for a $15.00 shirt with the words “Hope, Faith and Courage” on the Shirt. Another addict selling hat using Hope, Faith and Courage on the hat, selling them for $10.00 and not giving them back to the district.

Midwest Regional Trustee Spencer handled as local issue

Referral 019

Addicts being allowed to enter CA sponsored conventions and dances under the policy “no addict will be turned away” with the pretense of not having any money.

Handled by Midwest Regional Trustee Spencer.

Referral 129

Request to adopt Twelve Concepts Illustrated.

Amy will research legalities,

(Keep on Old Business)

Page 10 of 14

Referral 045

It has been said that CA has a “special relationship” with Co-Anon. This implies that Co- Anon is not just an “outside organization” which would be dealt with by Traditions 6 and 10 but that Co-Anon has some unique status with respect to CA. Exactly what are the boundaries of this “special relationship?” In particular, may CA service groups and committees refer “friends and family“ to Co-Anon when they seek help for “their” addicts. (Keep on Old Business}

Referral 061

Limit the number of consecutive terms of each CAWSO board member to two terms instead of three, as stated on page 5.3 of the IVS Manual.

Discussed and no action taken at this time.

Referral 062A

To appoint two Trustees from outside the Pacific South Region to the IVSO Board. Structure & Bylaws is working on this.

Referral 064

Extend the term of the Trustee or realign it to end at the second quarterly meeting following the conference. This way they can provide follow-up with all the work created from the WSC and it would also allow the outgoing Trustee to work with the incoming Trustee for 6 months.

(Keep on Old Business)

Referral 066

To make available the video presentation shown at the 1999 CAWS Convention in Milwaukee for Public Information and H&l use. Trustee legal committee – copyright issues concerning the use of the music and people’s faces.

Waiting for information from Milwaukee, which Spencer will facilitate, so that Amy can research further what needs to be done for CA to legally use.

(Keep on Old Business)

Referral 102

In support of our Tradition of being fully self-supporting through our own contributions, it is recommended that CA stop selling CA materials to outside enterprises at a profit As deriving income from outside sources is in violation of the Traditions.

Researched and no action taken. Discussed that according to previous Conference Minutes (dated….Meredith will advise) was approved to sell to anyone.

Referral 110

Create a district, area or region for internet online meetings. Are currently found by word of mouth or links on local area sites only. This makes it very difficult for newcomers or addicts to find them.

Completed.

Referral 125

Put the link to MFC and KIS e-mail meeting back on ca.org so that it can be found. It will provide CA meetings where there are no face to face meetings.

Completed.

Page 11 of 14

Referral 131

To provide this 1999 Conference with a job description of the Trustee at Large. We declined to fill an open TAL position due to not having a job description at the 1997 conference. It has been two years, and we are going to fill an open TAL position this year. Please explain to Conference why we are going to fill an open position this year and if we do, why do we not fill the second open TAL position?

Can fill niche using his strengths & expertise. Joy was to provide Leon with a budget. Leon feels he has enough direction to work for the next quarter. Suggested that Leon contact fast four Trustee at Large office hoiders and begin work on a description for the TAL position. Also suggested that Leon follow up on any International Starter Kit Requests.

(Keep on Old Business)

Referral 138

Allow creation of “online meeting intergroup” with supervision from either Trustees at Large or World Service Trustee. Allow link from inter-group paqe at ca.org.

Completed

  1. Policy on Hope, Faith & Courage International Sales (Meredith)

(Keep on Old Business)

Tabled for discussion until next meeting.

  1. Policy on Royalties of international Literature & Discounts (Amy)

Tabled for discussion until next meeting.

MOTION PASSED TO ADJOURN MEETING AT 10:10 P.M.

Page 12 of 14

The regular quarterly meeting of CA WORLD SERVICE BOARD OF TRUSTEES, at the Continental Ptaza was called to order at 8:10 a.m. –

  1. Quiet Time and Serenity Prayer
  2. Roll Call
Andy White Pacific North Regional Trustee Chair
Meredith Amos World Service Trustee Corporate Secretary
Spencer Barton Midwest Regional Trustee ,
Amy Beech Atlantic North Regional Trustee Corporate President
Hal Kelly Southwest Regional Trustee
Leon Mason Trustee at Large
Joe Stephens Pacific South Regional Trustee Corporate Vice President
Susan Turnbull World Service Office Trustee Corresponding Secretary
Absent:
Walter Johnson Atlantic South Regional Trustee Vice Chair

3. Reading of the 12 Traditions – Chervl

NEW BUSINESS… continued

  1. Using Computer Links on Web Site vs. URLs Meredith) Held for next meeting.

7. Trustees Procedure Manual (Meredith)

Leave on Old Business

Susan & Meredith will get together by next meeting to work on Manual.

8. WSBT Minutes Distribution (Amy)

After being approved at WSBT Meeting, any necessary revisions will be done by Recording Secretary and forwarded to Andy (Chair) and Amy for final review and approval before being submitted to WSO for distribution.

9. WSBT Grant WSOB Permission for Renewal of US Trademark (Meredith) MOTION PASSED TO RENEW TRADEMARK.

10. Convention Bids Lead-time (Meredith)

Need to start 3 years out for convention bids. Hat will make referral to Conference Convention Committee,

  1. Internet Newsletter (Leon)

Discussed a newsletter for webmasters of various CA sites for helpful idea sharing. Agreed to refer to Conference internet Committee.

  1. CAWS Speaker Selection (Hal)

Discussion on speaker selection as according to WS Manual it should be handled by Speaker Committee and then ratified by entire committee. Manual also suggests drawing speakers from within CA, with CA experiences.

Page 13 of 14

  1. Prayer (Amy)

Keep on Old Business Tabled until next meeting.

  1. Long Term Planning (Andvl Keep on Old Business Tabled until next meeting.
  2. CAWS Convention Bids (Meredith)

Tabled until next meeting.

  1. PSA Tradition Review fMeredith)

Tabled until next meeting.

Board inventory completed.

Set dates for next Conference Calls;

December 26, 1999, 6pm PST & January 30, 2000, 6pm PST Next WSBT meeting: March 3, 2000.

MOTION PASSED TO ADJOURN AT 1 ;20 p.m.

Respectfully Submitted,

Cheryl De Salvo

Recording Secretary

Page 14 of 14

Leave a Reply

Your email address will not be published. Required fields are marked *

I am a MEMBER of Cocaine Anonymous No, I'm NOT a Member of Cocaine Anonymous