Minutes of the Meeting of
CA World Service Office Board of Directors
September 27, 2007
I. Opening. Meeting called to order with the “We” version of the Serenity Prayer at 7:03pm by Chair, John B.
II. Tradition 12 read and by Willie B. No discussion.
III. Concept 12 read by Willie B. Patty: discussed recent issue of Church in Pasadena whose sermons established their anti-war doctrine and the govt.’s consideration to revoke their tax-exempt status, stating how it reminds her that we do need to stay out of political and controversial affairs.
IV. Birthdays—KJ—28th of August—celebrating late. Tom had a birthday on Sept. 6 (6 yrs.) but he is absent tonight so will not be able to be recognized.
V. Roll call and Quorum Determined
A. Voting Members Present: John B. (WSOB Chair), KathyJo Rangno (WSOB Vice Chair), Teresa Neighbors (WSOB Secretary), Earl Henderson (WSO Trustee), Hayward Hunt (WS Trustee),Willie Bailey (Director at Large), Patty Flanagan (WSO Paid Director), Robin Long (Office Manager)-no vote. A quorum is established.
B. Voting Members Absent: Tom P. (WSOB Treasurer), Director at Large (vacant).
VI. Guests Present: none.
VII. Approval of the previous meeting’s minutes
A. Motion made by Patty to approve the minutes from 08/16/07 meeting, seconded by Willie. Vote taken. Motion passes.
B. Re: the minutes from the meeting at Conference, move to old business next meeting.
VIII. Guest Reports–moved
IX. On-Line Business
A. On Aug 17, 2007 Teresa N. made motion to produce a special 25th Anniversary edition of the Newsgram, in lieu of the regular annual 4th edition following the Conference. Seconded by Willie. Some discussion ensued. Vote passed with 6 in favor and one no-vote.
B. On 8/20/07 Patty made motion to approve spending request for CAWS 2008 as follows: Expense Amount Requested:
Sml T-Shirts – 6 pieses x $6.50 = $ 39.00
Med T-Shirts – 8 pieces x $6.50 = $ 52.00
Lrg T-Shirts – 12 pieces x $6.50 = $ 78.00
XL T-Shirts – 14 pieces x $6.50 = $ 91.00
XXL T-Shirts – 4 pieces x $7.50 = $ 30.00
XXX T-Shirts – 4 pieces x $8.00 = $ 32.00
——
Estimated Total $322.00 plus shipping.
Seconded by Hayward. Discussion ensued. Motion passed with 6 in favor and one abstention.
Page 1
C. On 8/24/07 Patty made motion to purchase sterling silver anniversary coins – using art attached as font and the principles on the back; Qty 300 at a cost of 15.25 each total $4,575.00 U.S. to be sold for $25.00 shipping inclusive. Seconded by KJ. Much discussion. Motion passed with 6 votes in favor and one no-vote.
1. Willie made motion to approve the on-line business as reported. Seconded by Patty. Vote taken. Passed unanimously.
X. Old Business
A. Director Recruitment
1. KJ and John have leads on possible interested members.
2. Teresa brought up her interest in passing along the Secretary duties. Discussion ensued. Will continue as secretary while the Board considers other possibilities.
XI. Office Report
A. Patty submitted verbal and written report
1. CAWS 2008 –
a. treasurer training next weekend
b. will attend General and Steering mtngs next week
2. CAWS 2009 –
a. New Treasurer needed
b. Tom will meet with Beth
3. Use of literature – law states that any use for educational purposes you can use up to two pages of copy righted materials. WSOB/WSBT position?
4. LCF Committee changes to Trustee dialog begun—hopes to have all new work incorporated into newly typeset HFCII.
5. HFCII 1st printing quotes may be on line motion by Oct. 8th.
6. Re: financials: June and July were good months: our income exceeded our expenses.
7. WSOB recognizes the Office staff for their long and hard work put in to bring the office to this new level.
XII. Break 8:20pm
XIII. Called back to order at 8:35pm
A. Robin submitted verbal and written report
1. Prepared and executed delivery and return of equipment and supplies for conference, incl. coordination of support staff for store.
2. Coordinated painting and reorg. of office with help of staff and members of fellowship.
3. There was some breakage and loss of archived materials during the moving of furniture and items in the office for the painting.
4. Completed chip inventory to evaluate fellowship’s needs.
5. Coordinated with webservant to send all conference-approved lit. to website.
XIV. Treasurer Report— no report–absent.
XV. Director Reports
A. Chair—John B.—John submitted written and verbal report.
B. Vice Chair—KJ submitted verbal report
Page 2
1. Met with Monica, Johnny W., Hayward, and Willie to discuss translations. Submitted extensive notes from this meeting. Discussed issues raised and suggestions brought during the meeting.
2. Thanks Robin for a wonderful job in the Office.
3. Thanks Teresa for a great job as secretary, esp. at Conference.
C. Secretary—Teresa N. submitted written and verbal report.
1. NewsGram—submissions for Anniversary edition are due this Sunday.
2. LCF –
a. Several revised pieces have been submitted to the office for publication in hard copy and on ca.org, pending trustee approval: “To the Newcomer”, “Meeting Format” and “Yes, You Can…”
b. Meditation Book: question re: possibility of on-line submission release form to make it easier for members of the fellowship to submit. Given our current
D. Director at Large– Willie B. submitted no report
E. Director at Large—none—vacant.
XVI. Trustee Reports
A. WSO Trustee–-Earl H. submitted written and verbal report.
1. Attended C.A. Central CA BIG SUR-enity
2. Attended Unity Day in San Diego with Hayward, John and Carl. Met with former WSBT Chair Bill Z. Met with Teresa, WSOB Sec on way home.
3. Participated on Trustee Orientation Conference Call on 9/23.
4. Continue participation on carious sub-committees.
5. Continue to review expenses and bills of WSO.
6. Areas of European Region continue to seek guidance in how to help with the Contribution Program and currency issues regarding the 7th tradition.
B. WS Trustee—Hayward H. submitted verbal report.
1. Conference Committee looking into other possibilities for Conference location.
XVII. Seventh Tradition taken
XVIII. Committee Reports
A. Finance: Tom, Earl—Earl: it always amazes me that people wait until halfway through the report to start commenting or asking questions about the budget. I wish everyone could spend just an hour in this committee.
B. Structure & Bylaws: John—This year was clearly not the best experience for this committee. There were a lot of new delegates that had come to that committee because they had been told that it was the place that they would learn, and it appears that they were schooled. Perhaps we, as leaders, need to have each others’ backs so that when the Trustee can’t be there, there is someone there. Also, there is so much work in this group, perhaps they should start picking what is really important to get done at Conference and then save the rest to finish during the year. Then, they can produce more quality work rather than quantity.
C. Convention: KJ, Patty—A great experience this year. The committee worked very well together.
D. Conference: Hayward, Robin—
E. Unity: Willie—discussion ensued re: the committee’s focus going forward.
F. Literature, Chips & Formats: Teresa—Experience at Conference was good. Cynthia is forging straight on. Conference call on Nov. 18.
G. Hospitals & Institutions: Hayward—considering other options.
H. Public Information: Willie—census: Office needs the form from Chair, Ruby.
I. I.T.: KJ—Still trying to get in the loop.
Page 3
J. Archives: Patty—had good meeting with Patrick at Conference.
XIX. 9:54pm KJ made motion to extend the meeting beyond the regular time to adjourn. Seconded by Willie. Vote taken. Passed.
XX. CAWS 2008, Salt Lake City
A. Patty will be there next week to deal with several issues incl. contracts.
XXI. CAWS 2009, Denver
A. The treasurer resigned. Put out to the fellowship that new treasurer needed.
B. Beth is taking action now to ensure that her committee is properly staffed for a successful event.
C. Beth submitted report and will be submitting reports monthly to WSOB.
XXII. CAWS 2010, Milwaukee
A. Nothing new.
XXIII. CAWS 2011, Arizona
A. No chair or host city, yet.
XXIV. New Business
A. Contribution Program
1. Earl: do we have a way to track the program, to see who is about to fall off or to use a cancelled check instead of a debit card that will expire in order to avoid losing revenue? For example, the deductions stopped from my account and I didn’t notice for a while.
2. Patty: right now, we process each credit/debit card by hand, but there are not that many people in the program right now. It would cost a fee to set it up automatically, so it is not really cost-effective yet. As soon as Oliver and Tom coordinate, we will be set up for ACH.
3. Teresa brought question/concern about 70/30 guideline with regards to a particular area/group, etc. There is a particular area that has developed its own guideline, not following the guideline as set forth on p.13 of the C.A. WSM. Can a group choose to donate directly to the WSO if they want?
B. New Spending Guidelines passed by WSBT
1. Some discussion ensued. Old language to be found and compared to new language. Directors and Trustees will look at both and come up with a workable policy.
C. WSOB’s interpretation concerning the implementation of the Two Director WSO
1. Earl brought up lots of questions and issues to be addressed, ie: timelines, responsibilities, reporting protocols, etc… We need to consider how we are going to serve the fellowship in the best way possible with regards to this.
2. Hayward: is there anything in writing now as to what Patty does now and what Robin does now, before the split? Patty: yes: I have written down everything that I have done, and I know what Robin does that I don’t do anymore. John: it sounds like the answer is sort-of. What we really need to do is get it written down and put into a specific job description form. Patty: what Robin and I have been doing over the last two weeks is taking tasks as they come and looking at them/evaluating them to see whose job description they would fall under. Hayward: are there any drafts of this? Patty: there are scribbles.
3. Willie: Is there a process for hiring these positions or are they already assumed by/for these two here? John: I think, we have decided to make this about our fellowship as a whole and not about these two ladies. As far as Patti, we are just basically, we have restructured our business structure and given her a new title. With regard to Robin, she
Page 4
will need to be hired. But, because she has been working here, we do not have to push for filling the position or for hiring outside. We could just recommend Robin for the position and send that recommendation to the Trustees.
4. Patty: The only job I want here is that resource and development position and I would like for, and don’t see why someone couldn’t make the motion to forward me to the Trustees for this position. I am the one that runs it all at the Conference. And Robin and I have already been prepping in anticipation that I would get the job I want.
5. Patty: I think it is this board’s responsibility to take the action and make the decision on who they want, not the WSBT. I thought you (John) would have been working with someone here on framing a motion to bring tonight. I think that we should hire the ones we have spent time and money on training. I do want Robin to get the job, because I don’t want it anymore. And I don’t want to come to the next meeting with this job title, if that gives you a timeline that I’m looking at.
6. Earl: We need a real job description so that this body can make an informed decision as to who they want to bring forward to the Trustees.
7. Next meeting we would like to meet with both Robin and Patty to go over their written reports and we will go into executive session that night as well.
D. Next meetings—Next meetings to be October 11 and October 25
XXV. Motion to Adjourn made by Patty at 11:30pm. Seconded by Teresa. Passed unanimously. Closed with the Serenity Prayer.
Page 5