Minutes of the Meeting of CA World Service Office Board of Directors
September 13, 2014
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 9:15 am by Chair, Richard L.
II. Tradition 8 – Read by Frank P.
III. Concept 8 – Read by Ira L.
IV. Birthdays – Michael T. 24 years!!
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Susan D. (Vice-Chair), Laurie R. (Treasurer), Morgan T. (DAL), Jay H. (DAL), Frank P. (WSOT) Ira L. (WST). A quorum is established.
B. Board Members Absent: DRPD (vacant)
VI. Guests Present: Barbara N., Brent P., Tim A., & Robin L.
VII. Chair Announcement – Richard L. welcomes everyone to the meeting and thanks the board for their participation at Conference this year. Richard L. reminds everyone that they must attend 2 recent meetings (within the past calendar year) to submit a resume to the WSOB.
VIII. Approval of the minutes of the prior meeting
A. Linda F. motions to approve the minutes from August 9, 2014. Seconded by Jay H. Motion passes unanimously.
IX. Seventh Tradition
X. Guest Reports:
A. Brent P. introduced himself to the board
B. Tim A. introduced himself to the board
C. Robin L. introduced herself to the board
D. Barbara N. introduced herself to the board
XI. Online Business: NONE
I. Old Business
A. WSOB Director Openings –We have openings and are always accepting applications!
B. Website
1. Linda F. reports they are working to get everything up to date and to ensure the new trustees have been added to their emails, as well as all the pamphlets and manuals are current.
2. Richard L. reported Jay P. will now be on the ad-hoc committee for the new website. He will be responsible for the donation button. 90% of the webpages are completed. Likely, next week, Richard L. will receive the remainder of the pages for review.
3. Ira L. requested a timeline for the completion for the new site. Richard L. reports the site will be completed by the end of the year, and if it is completed earlier we will be in good standing. Richard L. reported there are 4 key people working very hard on this site to get it done. Ira L. requested a time for the board to proof the site prior to the site to be released. He hopes this would allow time for the site to go between the committee and the board a few times.
4. Ira L. motions to request a timeline for the completion of the new website from the website ad-hoc committee. Seconded by Morgan T. Brent P. mentions
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he would love to be a part of the new website committee. Motion passes unanimously. Richard L. will have this for the next meeting.
C. European Fulfillment Center
1. Russell S. is working diligently on the fulfillment center. There are 3 bids, 2 of which are very strong. They are working out the logistics like if they are going to print the material there, and what type of royalty agreements will be needed.
D. Meditation Book
1. Done! Thank you LCF!!
2. About half of the books ordered have been sold! Many people picked up books at conference, and many others have been ordering for shipments.
3. Ira L. asks if LCF is in process of housekeeping and corrections for the second printing. Richard L. spoke to Rob W. and they are waiting for the list of changes to be forwarded to us. After this is received we will go to the printers to see what the expense of these changes will be. Ira L. also mentions we need to take this time into consideration so we can print in time.
4. Susan D. motion to request the LCF submit their list of changes to the WSO for the mediation book. Seconded by Ira L. Motion passes, abstention noted.
E. Newcomer Booklet
1. Completed!! Great response from conference!! More than half of the pieces ordered have been sold.
F. IT Report
1. Nothing New
G. COI (conflict of interest) – Ira L.
1. Laurie R. motions to move this to online business between now and the next board meeting. Seconded by Linda F. Motion passes unanimously.
II. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Laurie R. motions we donate one case of the 9 HFC book cases to South Africa C.A. Seconded by Morgan T. Laurie R. spoke to her motion. They are an area struggling, they have no HFC at this time, additionally there is a line item for this type of donation. Ira L. mentions 7th traditions help a lot to help offset this type of donation. Motion passes unanimously.
2. The WSOT will contact Rob W. regarding any needs for Spain C.A.
3. Linda F. discusses 3 cases of HFC II, which are from the 2006 version, the consensus of the board was to use these books for inmate requests.
4. Discussion regarding the Newcomer booklet. We will be switching to the higher quality printing, which is the same pricing, for larger quantities, and takes slightly longer to get in stock.
5. Ira L. thanks the conference committee for their hard work on the conference this year!! Thank you!!
6. Linda F. will request for the bill from Four Points Sheraton
B. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)
1. At the Conference, Richard L. met with each committee chair and new trustee so they know him and know how to contact the WSOB and office.
C. Vice-Chair – Susan D. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Discussed translations and mentioned she will be in touch with Rob W. regarding translation requests.
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2. Susan requests for participation on the convention timeline ad-hoc committee
D. Treasurer – Laurie R. – submitted written and verbal report (see committee and ad-hoc reports)
1. Operating $3,342.70
2. Even Year $500.00 EY Petty Cash $500.00
3. Odd Year $11,180.28 OY Petty Cash $392.67
4. Savings #862 (Prudent Reserve) $50,159.71
5. Savings #372 (Publications Fund) $9,960.47
6. Savings $83,421.20
7. Laurie R. motions to close the EY petty cash account with Wells Fargo, and to open a new account with another banking vendor. Seconded by Linda F. Laurie R. spoke to the motion because 2016 does not have a Wells Fargo near them, and 2018 is in Montreal, so we will not need Wells Fargo for many years. Additionally, Wells Fargo charges fees for these accounts to sit there without being used. Ira L. inquires if this goes against any Convention or Manual requirements. Richard L. and Laurie F. ensure this fulfills all requirements. Motion passes unanimously.
8. Laurie R. motions to maintain $1000 balances in the Wells Fargo EY checking and OY petty cash accounts, to avoid service fees. Seconded by Susan D. Motion passes unanimously.
9. Discussion regarding the Archive committee off-site storage facility. Frank P. discussed getting a dehumidifier and making the room only for archives. Or, the committee has found a site close to the office for roughly $100 a month. Tim A. mentions he does not think all items on-site will move to the off-site location, but instead papers and a items which need climate control would move off-site. Ira L. reminded the board the Conference floor did pass $100 a month for off-site, specifically. The board would like to encourage the archive committee to follow the three-bid process and submit their findings to the WSOB. This contract will then need to go through the TNC.
10. Laurie R. motions to change the Fiscal Year from July 1 – June 30 to a Calendar Year (January 1 – December 31), pending trustee approval. Seconded by Susan D. This has been a conversation, which has been going on for a while. The trustees have researched this, submitted their findings to the WSOB at the last B2B, and made the recommendation for the board to make this change. Laurie R. reviewed the process of the change occurring. It will cost about $2000 to make the change, and will require filing a 6-month long tax return to get on track for the new calendar year. One important pro for this is that if the convention does not make as much as budgeted is that we have 6 more months to adjust the budget and spending accordingly, so we do not end in the red. Motion passes, opposition noted. Frank P. will be taking this to the WSBT.
E. Secretary – Vacant
F. Director at Large – Morgan T. – submitted written & verbal report (see committee and ad-hoc reports)
1. Their was a survey website created by a member and it was not renewed because it was an ongoing expense with not enough storage. A letter has been sent to the PI committee to inform them with this. Linda F. captured all the information, which was on this site prior to its closure. Creating an online survey is one of the things the PI committee will work on throughout the year.
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2. Susan D. suggests Morgan T. request the PI committee create a list of what they are looking for in a survey site, which can be submitted to the WSOB, who can then work with Marius as to if this is something he can build.
3. Morgan also brought up a recorded radio PSA, which the script has been approved, but the recording itself has not, and is this something that would need to be approved. The board believes this does not need specific approval because the script has been approved, but if they would like to submit it for approval that would be fine as well.
4. Morgan T. brought a question from a PI member if the world service office would like to fund a worldwide campaign. Laurie R. shared PI is local and believes this is outside the scope of our responsibilities. The board believes the office is a point of contact to help these local committees.
G. Director at Large – Jay H. – submitted written & verbal report (see committee and ad-hoc reports)
III. Trustee Reports
A. WSO Trustee – Frank P. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Frank P. thanks the board for the confidence and looks forward to doing the best he can.
2. Linda F. requested Frank P. take to the trustees if they would be willing to have their ca.org email be the one their response comes from, rather than it just being forwarded to their personal email. This is what the webservant recommended.
B. WS Trustee – Ira L. – Submitted written and verbal report (see committee and ad-hoc reports)
1. Next quarterly meeting December 5-7, we will have a board to board during this time.
2. Ira L. informed the board he has been rotated from the PI committee to the Convention committee. Ira L. also mentioned how thankful he was to have the opportunity to serve as the trustee on the PI committee during Conference this year. He thanks everyone who was a part of the committee reformation and supported the committee throughout the year.
IV. Committee Reports –
A. Finance: Laurie R. & Linda F.
1. The committee intends to set up quarterly conference calls and requested monthly updates from Laurie R., with the understanding it is not to be distributed to the fellowship at the whole at this time
B. Structure & Bylaws: Susan D. – Nothing New
C. Convention: Linda F., Ira L. & Richard L. – Nothing New
D. Conference: Susan D., Linda F. & Ira L.
1. Conference was a success! There were 129 registrations. Thank you to the Conference committee.
E. Unity: Jay H.
1. The luncheon went well
2. The committee will be responsible for the ice cream social at the 2015 convention
F. Literature, Chips & Formats: Linda F. – Nothing New
G. Hospitals & Institutions: Susan D. – Nothing New
H. Public Information: Morgan T.
1. The new P.I. committee has set out to work on new tasks throughout the year. The committee has set up ad-hoc committees to tackle these projects.
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I. I.T.: Linda F. – Nothing New
J. Archives: Frank P.
1. We will be taking a few of the archives to the conference. A small display will be in the office at Conference, and available to view when the Conference office is open.
V. CAWS 2015 – Linda F.
A. Registrants: 31!
VI. CAWS 2016 – Linda F. – Nothing New
VII. CAWS 2017 – Linda F. – Nothing New
VIII. New Business
A. Convention Host City Donation
1. There was a motion brought to the conference floor regarding donating a portion of CAWS net profits to the Host City Area. A member spoke at conference saying it was against the law for a non-profit to donate any income to another non-profit or corporation. Stu E., Convention Committee Chair requested the board look into if this was actually the case.
2. Susan D. researched this and spoke to two member attorneys who informed her this statement is completely false. It was explained that if that statement was true, it would be the same as saying it was against the law for a local area to donate to the WSO. In short, a 501c3 can do anything other corporations do. The only limitations are that when a non-profit is federally recognized, they cannot donate to political candidates, or similar, which is not applicable in our situation. CAWSO can either enter into a contract with the host city to pay them a percentage of the net profits, or can make a donation after the fact, whichever is preferred.
3. Richard L. will be passing this along to Stu E., who asked us to look into this matter. Frank P. will be passing this along to the WSBT.
4. Ira L. mentioned this is an SR-14 situation. The committees involved can take this information and submit this as a SR-14 for next years conference.
B. Referrals
1. #2014WSO-1: To transfer the maintenance and content approval from the office to the Public Information Committee. The website is a Public Information tool. Its content, is relative to its public appearance therefore CA awareness. Its the first contact that a prospective new member, family member or healthcare professional may find when searching the internet for addiction recovery. Therefore its primary role is that of public relations. It serves as the online identity of Cocaine Anonymous. Public Information is the pathway from the Public to Cocaine Anonymous, with a committee group conscience and assigned trustee oversight, Public Information committee should be given the responsibility to manage content, implement ranking strategies within the site, create social media tools while ultimate authority rests with conference approved changes that the committee can present annually for conference approval.
2. Response: Thank you for your referral. We agree that the C.A. website is an important tool to reach many people and spread the message of Cocaine Anonymous. However, in the World Service Manual 2014 Edition, page 59, it states “The WSO is the main contact and distribution point of C.A. Its main purpose is to maintain contact with members, Groups, Districts, and Areas. Contact is sustained through correspondence, newsletters, e-mail, the website www.ca.org, and representatives within our service structure.” Additionally, CAWSO Inc. has sole ownership over the contents on the website and needs to maintain and control this intellectual property. But, in the spirit of the shared interest in carrying C.A.’s
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message to the public, we look forward to working with the PI committee and would appreciate their suggestions and comments regarding the website.
3. #2014WSO-2: That the Online Area allow itself to be linked to InTheRooms.com. There are over 3000 C.A. Members on the site and this would be a great way to showcase our Fellowship. I happen to know them, so if you are interested, I would be happy to make the introduction.
4. Response: Thank you for your referral. We would suggest you discuss this with the Trustee for the Online Area.
C. Archive Committee Shelving
1. Frank P. presented 3 bids for shelving for the on-site archive committee room. The preferred bid is for adjustable, wire shelving.
2. Frank P. motions to approve up to $700 for archive shelving. Seconded by Ira L. The archive committee has $2500 for committee spending and an additional $1400 under as an office expense for off-site storage. Motion passes unanimously.
D. 800 Number
1. Linda F., Earl H. and Marius are looking to see if there is an updating program which is more user friendly
IX. Executive Session
A. Ratification took place and all board members were ratified
I. Next meeting: October 11 & November 15
II. 1:30 pm Motion to Adjourn made by Morgan T. Seconded by Ira L. Passed unanimously.
III. Meeting closed at 1:30 pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
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For attached documents and reports see PDF:WSOB_2014-09-13_minutes.pdf