Minutes of the Meeting of
CA World Service Office Board of Directors
October 24, 2013
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:02pm by Chair, Richard L.
II. Tradition 4 – Read by Morgan T.
III. Concept 4 – Read by Susan D.
IV. Birthdays – None
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Susan D. (Vice-Chair/Secretary), Linda F. (DOO), Bob C. (DAL), Morgan T. (DAL), Laurie R (DAL), Phyllis C. (DAL), & Kathy Jo R. (WSOT). A quorum is established.
B. Board Members Absent: DRPD (vacant), Ira L. (WST – absent with prior notification)
VI. Guests Present: Michael T. (Bookkeeper)
VII. Approval of the minutes of the prior meeting
A. Morgan T. motions to approve the minutes from October 10, 2013. Seconded by Linda F. Motion passes unanimously.
VIII. Seventh Tradition
IX. Guest Reports:
A. None
X. Online Business:
A. Linda F. made a motion, seconded by Laurie R., to approve the Gratitude letter, Gratitude Can Label and Flyer, to be used to dispersed to the delegates for distribution. Motion passed, abstention noted.
B. Kathy Jo R. motions to approve the online business. Seconded by Phyllis C. Motion passes unanimously.
I. Old Business
A. WSOB Director Openings – We have 1 opening and are always accepting applications! We need a treasurer and secretary.
B. New Contributions to Prudent Reserve/Savings
1. Discussion regarding how to create a formula for the prudent reserve transfer.
2. Laurie R. motions that we make a recommendation to the trustees that we transfer $5000 from savings to prudent reserve. Seconded by Bob C.
C. Website
1. Net solutions is done with their portion of the security fix. The webservant is still working on the last part. Starter kit requests are coming through.
D. C.A. Trademark Challenge – Scotland – Bob C.
1. This agenda item is staying on to ensure it is not dropped, but no additional action is being taken at this time
E. WSOB policy on mileage reimbursement
1. This agenda item is staying on until a policy is created
F. European Fulfillment Center
1. No action taken in the past two weeks
G. Meditation Book Status
1. We have an ISBN number and bar code! LCF approved the pictures. The office has sent them a clear logo for the cover. The next step is for LCF to download their final, which will be reviewed by the WSOB and we will upload to printer. Any changes must go through Linda F.
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H. Referrals from Conference 2013
1. #7263: For transparency sake, I would like to see the minutes for WSOB distributed within 2 weeks after approval to the Fellowship/Delegates versus quarterly as it is now. Thanks
2. Response: Thank you for your referral. We do not believe there is a need, nor do we have the resources to send out the WSOB minutes outside of the delegate mailing.
3. #7268: That WSOB and LCF work together to create an editor selection process for all future book editing and publication editing.
4. Response: Thank you for your response. Per point 12 of the C.A. Book Approval Process of the 2012 LCF Guidelines, once a book or other publication is conference approved, the publishing process, including the selection of an editor, is the sole responsibility of the WSOB.
5. #7269: That in the Opening Conference Report, each Director will submit a report to be included in the WSOB Opening Report for each year going forward.
6. Response: Thank you for the suggestion. We will incorporate this into our opening report at the next Conference.
I. Newcomer Booklet
1. Kathy Jo R. is getting a quote on printing the newcomer booklet at an outside printer.
II. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Richard L. and Linda F. met with Marius S. regarding the computer stations in the office. He has compiled a quote for a server as well as workstations. The total cost for this equipment is $3014.04, plus tax and shipping. This will be able to accommodate the office for at least 5 years. Bob C. and Kathy Jo R. will compile additional bids and Laurie R. will also look into other prices and options.
2. Linda F. and Ira L. are still working on the shipping options, including three bids.
3. Linda F. motions we order 750 HFC II International books, for the cost of $2301.96. Seconded by Laurie R. Discussion ensued regarding how this will come out of the publication fund, as well as how many international books we have sold since 2012. Motion passes unanimously.
4. Linda F. motions we order 500 HFC French books, for the cost of
$1621.18. Seconded by Kathy Jo R. Discussion regarding the sales of HFC II French, with this order we will still have enough in the publication fund for the new meditation book. Motion passes unanimously.
5. Laurie R. motions that we add Linda F. and Michael T. to the Wells Fargo online banking accounts with view only access. Seconded by Phyllis C. This will allow for easier reconciliation of the bank accounts. Motion passes unanimously.
B. Chair – Richard L. – Submitted verbal report (see committee and ad-hoc reports)
1. Richard L. has been holding regular staff meetings, as well as keeping in touch with the WSBT chair.
C. Vice-Chair – Susan D. – Submitted verbal report (see committee and ad-hoc reports)
D. Treasurer
1. Operating $ 11,403.37
2. Even Year $10,088.52 EY Petty Cash $547.18
3. Odd Year $14,352.37 OY Petty Cash $364.40
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4. Savings #862 (Prudent Reserve) $50,134.59
5. Savings #372 (Publications Fund) $23,649.78
6. Savings $ 35,045.12
7. Michael T. discussed the P&L with the WSOB, questions regarding line items were addressed.
E. Director at Large – Bob C. – Submitted verbal report (see committee and ad-hoc reports)
F. Director at Large – Phyllis C. – Submitted verbal report (see committee and ad-hoc reports)
G. Susan D. motions to extend the meeting past the normal meeting time. Seconded by Morgan T. Motion passes unanimously
H. Director at Large – Morgan T. – Submitted verbal report (see committee and ad-hoc reports)
1. Morgan T. presented the board with a draft to go out to the delegates/areas/treasurers with the donation envelopes
2. Susan D. motions to approve the letter, with small housekeeping. Seconded by Kathy Jo R. Motion passes unanimously.
I. Director at Large – Laurie R. – Submitted verbal report (see committee and ad-hoc reports)
III. Trustee Reports
A. WSO Trustee – Kathy-Jo R. – Submitted written & verbal report (see committee and ad-hoc reports)
B. WS Trustee – Ira L. – Absent with prior notification
A. Recording Equipment – Richard L., Ira L., Kathy Jo R.
1. Nothing New
B. Financial Fundraising – Richard L., Bob C., Susan D., Kathy-Jo R., Morgan T. & Linda F.
1. The FinFun committee is still working on the convention timeline.
C. Translations – Susan D.
1. Still working with Russell S. on the Holland Book.
V. Committee Reports – New committee assignments as follows
A. Finance: Linda F., Laurie R. & Bob C. – Nothing New
B. Structure & Bylaws: Bob C. – Nothing New
C. Convention: Linda F. & Kathy Jo R. – Nothing New
D. Conference: Linda F. & Richard L. (Ira L.) – Nothing New
E. Unity: Phyllis C. (Kathy Jo R.) – Nothing New
F. Literature, Chips & Formats: Susan D. (Linda F. & Kathy Jo R.) – Nothing New
G. Hospitals & Institutions: Phyllis C. – Nothing New
H. Public Information: Morgan T. (Ira L.)
1. PI held a conference call, working on updating the PI handbook.
I. I.T.: Linda F. – Nothing New
J. Archives : Richard L. & Linda F. – Nothing New
VI. CAWS 2014 – Linda F.
A. Registrants: 25
B. CR 21: Linda F. motions to approve check request 21, for the amount of
$1071.00, payable to Jimmy Jam Tee Shirts LLC, for H&I t-shirts, in budget. Seconded by Phyllis C. Motion passes unanimously.
C. CR 22: Linda F. motions to approve check request 22, for the amount of $300 (including a $100 refundable deposit), payable to Behavioral Health Services,
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Inc., for a salsa dance pre-convention fundraising event, in budget. Seconded by Susan D. Motion passes unanimously.
D. CR 23: Linda F. motions to approve check request 23, for the amount of $1179.64, payable to AMF Bowl O Drome Lanes, for the final invoice for the bowling pre-convention fundraising event, in budget. Seconded by Bob C. Motion passes unanimously.
E. CR 24: Linda F. motions to approve check request 24, for the amount of $135.00, payable to Chris Jacques, for the H&I reg form design, in budget. Richard L. will get more information regarding this check request, which the check has already been written without WSOB approval, and they are asking for reimbursement.
F. CR 25: Linda F. motions to approve check request 25, for the amount of $253.00, payable to Marvin Morrow, for the pre-convention t-shirts, in budget. Seconded by
G. Bob C. inquired about the program layout report for which rooms are going to be for which events. Richard L. informed the board that they are still working on this.
VII. CAWS 2015 – Linda F. – Nothing New
VIII. CAWS 2016 – Linda F. – Nothing New
IX. CAWS 2017 – Linda F. – Nothing New
X. New Business
A. Laurie R. motions that we write a check out of the OY Convention account #1791, $13,852.37, to the savings account #2714. Seconded by Susan D. This would leave a $500 balance in the convention account. Motion passes unanimously.
B. Kathy Jo R. brings up having the board meetings in 2014 on the second Thursday and the fourth Saturday of the month. We will discuss this again at the next meeting.
I. Next meeting: November 14, 2013 & December 12, 2013 (Board to board November 23)
II. 11:00pm Motion to Adjourn made by Susan D. Seconded by Kathy Jo R. Passed unanimously.
III. Meeting closed at 11:00pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
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For attached documents and reports see: WSOB_2013-10-24_minutes-final.pdf