Minutes of the Meeting of CA World Service Office Board of Directors
October 11, 2014
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 9:25 am by Chair, Richard L.
II. Tradition 9 – Read by Morgan T.
III. Concept 9 – Read by Ira L.
IV. Birthdays – Laurie R. 20 years!!! Linda F. natal birthday!!
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), Frank P. (WSOT) Ira L. (WST). A quorum is established.
B. Board Members Absent: DRPD (vacant), Jay H. (DAL)
VII. Chair Announcement – Richard L. welcomes everyone to the meeting. He informed both guests they now qualify to submit a resume to the WSOB, if they would like.
VIII. Approval of the minutes of the prior meeting
A. Linda F. motions to approve the minutes from September 13, 2014. Seconded by
IX. Seventh Tradition
X. Guest Reports:
A. Brent P. shared about his past month of service work
B. Tim A. shared about his past month of service work
XI. Online Business:
A. Richard L. motioned to approve the 2015 slate of Speakers, as submitted by the 2015 convention steering committee. Seconded by Jay H. Motion passed online unanimously.
B. Susan D. motions to approve all online business. Seconded by Ira L. Motion passes unanimously.
C. The conflict of interest statement was discussed for input and no motion was made.
I. Old Business
A. WSOB Director Openings –We have openings and are always accepting applications!
B. Website
1. Linda F. reports they are up to date on the current website. The only thing taking a bit more time is the self-test because it has many pieces.
2. Contact between authorize.net has been made, with questions and answers. Jay P. is in the process of setting up a meeting between Linda F., Jay P., and Authorize.net.
3. The new website is in progress. It is 85% done and most pages are complete. They are trying to resolve everything prior to launch so there are no problems once the website is released. The committee is working very hard on this and we truly appreciate it.
4. Richard L. believes they should complete the website by the end of the year, which is when the WSOB will be able to review the website prior to launch.
C. European Fulfillment Center
1. Russell S. has visited a couple sites and will be submitting his recommendation to the WSOB and TNC soon.
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D. Meditation Book
1. The last case was shipped on Thursday and Friday 3,800 more books arrived from a second order. LCF is having an editing subcommittee call next Sunday, which Linda F. will be joining. We hope to have these edits submitted from them for the next order. Richard L. gave LCF a timeline of December 1 to have the edits complete and submitted to the WSOB.
2. Morgan T. motions that he will contact the California Barnes and Noble contact to discuss and gather more information as to how to get the meditation book into their stores. Seconded by Linda F. Motion passes unanimously.
3. Linda F. mentions there were a few books damaged prior to arrival to the office. Ira L. suggests these be returned to the printers.
E. Newcomer Booklet
1. 800 of the 1000 ordered have sold!!!
2. There are three options for a re-run of printing.
3. Morgan T. motions to order 5000 newcomer booklets for $1401 plus shipping, with 1000 of these to be made without staples for H&I purchases. Seconded by Ira L. Motion passes unanimously.
4. These are great booklets and can be handed out with newcomer chips at meetings.
F. IT Report
1. Nothing New
G. COI (conflict of interest) – Ira L.
1. The board discussed the conflict of interest policy online throughout the last month.
2. The WSOB felt they need something more specific. Laurie R. presented a sample conflict of interest policies. Ira L. believes the vagueness was purposeful because we cannot predict every conflict of interest which could arise.
3. Laurie R. will take the lead on this and present this to the WSOB.
H. Fiscal Year vs. Calendar Year
1. There has been discussion regarding changing the fiscal year to a normal calendar year. A member informed us this was brought to the conference floor originally in the 1990s. The change from Jan-Dec to July-June occurred in 1997. Further information must be gathered regarding trustee vs. conference approval of changing the fiscal year, and what is the correct route to go about this.
2. Laurie R. motions suspend a previously made motion during the September 13, 2014 WSOB meeting to “change the fiscal year from July 1 – June 30 to a calendar year (January 1 – December 31), until further information has been gathered. Seconded by Ira L. Motion passes unanimously.
II. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. An inventory was completed in September. Ira L. requested a copy of the current inventory for the next WSOB so we can see the amount of items in stock.
B. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Richard L. has been in the office, meeting new part-time workers and assisting Linda F. with any of her needs.
2. He has been in communication with the chair of the Trustees, as well as many other members regarding many projects.
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C. Executive Session
D. 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.
2. Susan requests for participation on the convention timeline ad-hoc committee
E. Treasurer – Laurie R. – submitted written and verbal report (see committee and ad-hoc reports)
1. Operating $16,235.97
2. Even Year $1000.00
3. Odd Year $10,665.56 OY Petty Cash $1000
4. Savings #862 (Prudent Reserve) $50,161.14
5. Savings #372 (Publications Fund) $9,960.79
6. Savings $83,423.90
7. Laurie R. is in the process of comparing new banking vendors. The different banks are running analysis to see if they can beat our current banking fees at Wells Fargo.
8. Laurie R. brought up the publication fund and replenishing this account. We have replenished the account and spent the funds again to re-order meditation books. Laurie R. would like to reevaluate at the end of November and put money into the publication fund. The publication fund is $25,000. Richard L. mentions we already determined we would replenish the funds quarterly. Therefore, we would replenish the publication fund by the end of November.
9. We will add this to next month’s meeting and evaluate this at that time.
F. Secretary – Vacant
G. 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.
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.
H. Director at Large – Jay H. – submitted written & verbal report (see committee and ad-hoc reports)
1. Absent with prior notification
III. Trustee Reports
A. WSO Trustee – Frank P. – Submitted written & verbal report (see committee and ad-hoc reports)
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1. Frank P. has been getting into the office as much as possible. Additionally, he is learning more about his new position and participating on all trustee duties.
B. WS Trustee – Ira L. – Submitted written and verbal report (see committee and ad-hoc reports)
1. Ira L. reported on his service throughout the last month. He mentioned how wonderful the Rockies Convention in Park City, Utah was.
2. Ira L. would like the traditions group inventory added to the WSOB agenda to be completed in the near future.
IV. Committee Reports –
A. Finance: Laurie R. & Linda F.
1. Nothing New
B. Structure & Bylaws: Susan D.
1. There will be a conference call this month
C. Convention: Linda F., Ira L. & Richard L. – Nothing New
D. Conference: Susan D., Linda F. & Ira L.
1. The committee is working on changing to Google group
E. Unity: Jay H.
1. Nothing New
F. Literature, Chips & Formats: Linda F. – Nothing New
G. Hospitals & Institutions: Susan D.
1. H&I had a conference call this month and discussed a referral regarding the H&I can
H. Public Information: Morgan T.
1. A Radio PSA has been recorded and is on rotation on 7 stations in 3 states, which resulted in 212 calls in the first several days!
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: 36!
VI. CAWS 2016 – Linda F.
A.
VII. CAWS 2017 – Linda F.
A. Minutes received and added to the yahoo group
VIII. New Business
A. Referrals
B. #2015WSO-5: Please consider assigning a member of the board to sit on WSCITC to be our point of contact so as to better aid communication between the committee and the practicalities of our IT services. I think the time needed to sit on the committee would be minimal however it would be beneficial so as we could know what and how things work. I feel it would benefit the committee and the conference to have a member of the board sit on our conference calls throughout the year. Thank you for your consideration in this matter.
C. Response: Thank you for your referral. Linda F., our DOO, is the point of contact between the office and our IT person, and will be happy to sit on your
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committee. Please get in touch with her at doo@ca.org. Please keep her informed on conference calls throughout the year.
I. Next meeting: November 15 & December 13
II. 1:25 pm Motion to Adjourn made by Morgan T. Seconded by Ira L. Passed unanimously.
III. Meeting closed at 1:25 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_2014-10-11_minutes.pdf