Minutes of the Meeting of C. A. World Service Office Board of Directors
September 19, 2015
OPENING – Meeting called to order with the Serenity Prayer at 9:00 a.m. by Chair, Scott S. TRADITION 10 – Read by Jimmy.
CONCEPT 10 – Read by Ira L.
BIRTHDAYS – Scott S., last Wednesday, 31 years.
ROLL CALL & QUORUM DETERMINATION
A. Voting Members Present: Scott S.(Chair), Laurie R. (Treasurer), Morgan T. (DAL), Chris J. (DAL), Tim A. (Vice-Chair), Frank P. (WSOT) Ira L. (WST). Morgan T. (DAL), Jennifer M. (Secretary). A quorum is established.
B. Board Members Absent: DRPD (vacant), Linda F. (DOO).
CHAIR ANNOUNCEMENT- Scott S. – Welcome everyone to the first meeting post conference.
– I have changed the agenda.
– Roberts rules of order to be followed.
– Reports that generate motions, will unless requested otherwise, will be heard under new business.
– Everyone gets a chance to speak unless vote is successfully called for.
– Not set for adjournment but let’s try and finish in 3 hours.
– New board member position open. Review membership requirements and method of becoming a board member.
– Board involvement in WSO responses to committees &Fellowship. Greater involvement in committee work and then assisting WSO in responses.
– Ratifications – Next meeting by Secret ballot
– Terms of office:
– Rotate out after next WSC – Treasurer, WSOT, WST, DAL (Morgan)
– Rotate out after 2017 WSC – Chair, V. Chair, Secretary, and DALs (except for new one)
– All office Passwords will be changed in the coming months.
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) -08/15/2015 – Minutes not submitted – Tabled until next month.
SEVENTH TRADITION – Can is passed
OFFICE DIRECTOR REPORTS
Director of Operations- Linda -Not present
• Report submitted electronically, if you have any questions or changes please feel free to contact Linda via email and cc Scott.
DIRECTOR REPORTS Chair – Scott S.
• Written report submitted.
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• We are a member of Chamber of Commerce of Long Beach. Update, delete the contact names.
• Also there is a website called Good Drugs.Com, need updated information or delete. PI committee needs to get the word out and have local areas do a websearch and see what they find. If we find inaccurate information, please submit for corrections. If there is one we need to be in, then we can see about getting our information in.
• Ira – let’s talk about being continue to be a member of COC because we have a narrowed scope and his past experience with COC felt that being a member doesn’t enhance our participation in the community.
• Scott – Looked at godaddy.co and found that cocaineanonymous.com is still available and wants trustees to look at protecting our name and locking up our domain names. Ira recommends finding out costs, etc. and then presenting that to the BOT.
Vice Chair- Tim Report Submitted.
Treasurer – Laurie Report Submitted.
Secretary – Jennifer Report Submitted.
Director at Large – Chris
– Report Submitted.
– New Commemorative Chips – wants to know our opinion on getting these chips into these sobriety stores? We would have to reduce the price so they can buy in bulk. Discussion took place on if trustees need to be involved in this decision or since this is a “finfun” item that it is not necessary. We will need to sell them for a reasonable price to make a profit. Our real cost is $9.98 @ coin. No charge on shipping. 3 or more coins no charge on shipping. All shipping costs are included in the $9.98. WSO wants to charge $3 for shipping/handling. But if they are shipped directly from manufacturing there is no shipping charge. Chris sold 49 coins to date for a total of $739 (profit $329.51)
– Consider having other languages on coins. Manufacturer will charge $200 to change language on chips.
– Chris and Frank will talk to people at the serenity shop contact and see if there is an interest in purchasing and then discuss costs.
Director at Large – Morgan T
– Report Submitted.
Director at Large- Open
TRUSTEE REPORTS
WSO Trustee – Frank P
– Report submitted. Apologize for what happened at conference with archives. Proud to have Jimmy as a delegate from OC. To see someone so young and involved in this program so strong in this program. Ira wanted to share that he feels that Frank doesn’t bear any responsibility for what happened at WSC. Getting back on track to catalog what items we have on Archives.
WS Trustee – Ira L.
– Report submitted. Wants to address a few new items. We have 2 new trustees. Reached out to Kim with RR Donnolley to get an update on price for a hardcopy for “A Quiet Peace” CA meditation book limited edition.
- Weren’t we considering numbering the books on a special page, i.e. (1 of 1000)
– Received word from CA Attorney, Bernie Gans. Finally closed legal situation with chartered accountants CA of Scotland and blocked them to register CA in Sweden. We
pg 2
are now registered throughout the European nation. It took some nudging to get this project fast tracked to completion. Laurie has set a good example, with changing accountants and banks and that has led to leverage to get our Attorney to move forward with this long project.
– At the conference it was suggested that he attend a meeting with the European Regional meeting. Very interesting meeting with the ER Delegates and they communicated some very interesting information on what they are needing with shipping our goods to Europe. It’s his opinion that the EFC is not a high priority, nor something they want or need for those delegates and that they are looking into other options. His suggestion it to take this off of our agenda.
COMMITTEE REPORTS –
Finance -Laurie, Scott – Submitted, nothing new to report Structure & Bylaws -Scott Report submitted
– See Standing Rule 16 Convention – Linda, Ira Report submitted Conference -Linda, Ira Report submitted Unity -Jennifer No report Literature, Chips & Formats – Chris
– At Conference LCF talked about taking chips out of LCF. Created group to begin discussion on what needs to be done during the year.
Hospitals & Institutions – Tim
– CC 1st Sunday of every month 1:00 p.m. pst.
Public Information – Morgan
– 1st CC scheduled for 10/11,12 noon eastern time. He will take part in call. Did everyone on the committee receive a copy of the survey.
IT -Linda – No report.
Archives -Frank P. & Linda – Next meeting October 17th at the office. Anyone who wants to help is welcome to. We will cataloging and taking pictures of the archives items.
CAWS CONVENTION REPORTS:
A. CAWS 2016- Chicago
B. CAWS 2017__Seattle
C. CAWS 2018-Montreal
D. CAWS 2019-Sweden
GUEST REPORTS
Randy – Voice my intention on joining the board.
Allison – Here observing Jimmy – Here observing
ONLINE BUSINESS- None
UNFINISHED BUSINESS-
A. WSOB Director openings – One vacancy.
B. CA.ORG website Current and New (Linda and )
– Scott S. – Store was down for a while this week.
– Scott – New website – noticed the new chips were not on the store.
C. European Fulfillment Center -Morgan and Scott
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a. Conversations with Maria Monahan regarding Fulfillment Center. Need to understand more specifics. Wants to continue on with what we have started and keep this on the agenda. They would like more communication between us and the European community. The EC wanted to know why the FC hasn’t been off the ground yet. The EC brought up pros and cons with the FC. Morgan spoke with Pack-it based in Harriford regarding the EFC.
D. Meditation Book – Status update & 35th Anniversary Edition (Ira) – Nothing to report.
E. e-booklets (Keith – Morgan)
– Process of converting our materials to an electronic format? Morgan will speak with Keith and Linda on status.
F. IT Report -New Cable service (Linda) – Project completed
G. Meeting Formats in a Pocket and Linda-
– Possibly on hold so we can find out what happened with changing the meeting format at theWSC.
H. Copier lease expiration (April 2016) – Scott – will check lease agreement and see what is date to cancel so “Evergreen” doesn’t keep the contract ever going.
I. Office Lease (March 2016) – Scott – Reviewed addendum, may be able to get extension. The lease for this office space is between the BOT and Management Company.
- IRA – Recommendation of this board is very important and the BOT would appreciate knowing if the office board wants to stay here or leave. We want to know what they are looking for in their new lease. (Increases, etc.) If we decide to move, where would we want to move to? Keeping into consideration, cost of lease, costs to move, etc.
- We would like to have more square footage (600 sq ft) for archives and phones.
- Archives does have some additional monies to have a place to secure a place that is climate controlled and may have better spacing,
- Linda is already been in contact with PM Company and has put their feelers out there for a bigger space within this complex. Current Price is $2,500 /mo (3% increase per year). Ideally she would like space for a second office and a bigger archive room.
- Inventory storage and market space could decrease with the greater use of ebooks, o
- Scott will help Linda craft a letter to current landlord requesting proposals for current office space and new office space.
J. 800 number – Scott/Jennifer
Jennifer volunteered to take this project on.
The number that rolls through our server. Directs people to where to go within our area. This board needs to make a decision on what we are going to provide based on what we are going to do technologically.
One proposal was “thank you for calling and going to website”. 2nd option was change area code with zip code. Earl Henderson (regarding technological limits we have). Exploring 800 number with Time Warner.
– Option is to have the call refer people to the website and the number for the office in the event they want to have a live person.
K. Trademark/ We’re here and we’re free – Ira-Bernie Gans
– Will register our trademark
L. New Reg on-line Laurie-Marius
– Presented two proposals from B of A and Authorize.net for review. For online website and store. Online merchant credit card processing.
pg 4
- Ira – appreciate all the work that Laurie and Linda has done on this project. Wanted to see if we can wait for Linda for her input. Laurie’s Response – Linda gave her strong recommendation to go for it and would like to Proxy her vote in favor of B of A.
NEW BUSINESS-
1. New Reg on-line
a. MOTION: That we accept the proposal from BOA, waiving the 3 bid process because we have only 2 qualified vendors and BOA as our gateway merchant service. Chris 2nd.
i. Friendly Amendment – to make a motion to waive the 3 bid process. – Seconded
b. FNAL MOTION: Frank to waive the 3 bid process because there are only 2 qualified companies. 2nd Chris. Ira is speaking against this motion, but he feels that we do have 3 bids one of which being RegOnline. 1 in favor, 5 against. Motion fails
c. MOTION TO BRING THE ORIGINAL MOTION BACK ON THE TABLE-Ira. 2nd by Chris.
i. Friendly Amendment – strike “waiving the 3 bid process because we have only 2 qualified vendors”. Chris 2nd
d. FINAL MOTION: That we accept the proposal from Bank of America as our Gateway Merchant Service Provider (Laurie), 2nd by Chris. Motion passes.
EXECUTIVE SESSION – not needed.
NEXT MEETING(s) -10/10/2015
Meeting Adjourned 1:00 p.m.
Submitted by:
Jennifer Molina
WSOB Secretary
For attached reports see: WSOB_09-19-2015_Minutes-Final.pdf