Minutes of the Meeting of CA World Service Office Board of Directors
November 15, 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 10 – Read by Chris J.
III. Concept 10 – Read by Ira L.
IV. Birthdays – None
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Laurie R. (Treasurer), Frank P. (WSOT) Ira L. (WST), Jay H. (DAL). A quorum is established.
B. Board Members Absent: DRPD (vacant), Morgan T. (DAL)- with prior notification.
VI. Guests Present: Brent P., Tim A., Jennifer M., Earl H., Tim A., Kathy Jo, John B., Lori P.(acting Secretary/CAWSO Customer Service Rep.), Chris J., Scott S.
VII. Chair Announcement –
A. Richard L. welcomes everyone to the meeting. He informed returning guests. Brent P.
& Tim A. they now qualify to submit a resume to the WSOB.
B. He also informed everyone that Susan D former (Vice Chair/Sec) stepped down from her position due to commitment to her internship for her degree. Susan D. will still be of service if needed and is sorry she had to step down.
VIII. Approval of the minutes of the prior meeting
A. Linda F. motions to approve the minutes from October 11, 2014. Seconded by Jay. H. Motion passes unanimously.
B. Seventh Tradition – Richard L. reminds everyone “It’s Gratitude Month.” It’s been 32 years ago CA was established and the Tradition of Passing the Can became in effect.
IX. Guest Reports:
A. Brent P. shared about his past month of service work and stated that he does have responsibilities to Orange Co. Fellowship where he feels he need to think about the position he would be giving up to furnish the WSOB with his resume today.
B. Tim A. shared about his past month of service work and he stated he had presented the WSOB Chair with his resume and is prepared to be interviewed in Executive Session today.
X. Online Business:
A. Linda F. motions to ratify the approved on line motion to approve $ 266.33 for gift baskets for the Auction and Drawing Committee. Seconded by Ira L. Motion passes unanimously.
I. Old Business
A. WSOB Director Openings –We have openings and are always accepting resumes of those who would be interested in joining the WSOB. Richard L. informed everyone the qualifications and responsibilities of a World Service Board Member
B. Website
1. Linda F. reports they are up to date on the current website.
2. Richard L. reports that he believes the Website Adhoc Committee 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. Richard L. reports why we are opening a Foreign Center for our guests.
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2. Linda F. commented how expensive the shipping costs are for out of the Country orders. She also explained of a new Shipping company (TNT) we are using to save costs.
3. Richard L. & Linda F. explained the different countries we ship to and what the Fulfillment Center will be taking over. Also how many books and what foreign chips they will be receiving from CAWSO’S inventory.
D. Meditation Book
1. Linda F. informed we currently have approximately 2,900 in inventory.
E. IT Report
1. Nothing New
F. COI (conflict of interest)
1. The conflict of interest statement was tabled to discuss at our December meeting. Laurie R. attached with her report a revised version of a Conflict of Interest policy for CAWSO to be reviewed by the WSOB.
G. 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.
2. Scott gives his opinion on how the changeover will effect everything and in his opinion on the cost of doing that. He estimates around $ 2,000.00. He is reviewing prior year’s paperwork to find information for the WSOB.
3. Frank reminded the WSOB of the motion that was made last month to suspend all action on this. He also stated that we should wait to present to the conference floor and if approved, make the change next year in time for the 2016 calendar year.
H. Bank Accounts
1. Laurie R. stated she made calls to Chase and Bank of America about changing the accounts from Wells Fargo.
2. B of A followed up with conference calls, emails and written proposals for no fee banking and lower cost payroll and merchant services accounts. Chase has not showed any interest in that they have not followed up or calling her back.
3. Bank of America has made the most effort and interest in getting our business. She also disclosed that for Payroll and merchant services we would be saving quite a big deal of money vs. what we are now.
4. Laurie recommends that we go with Bank of America. Laurie made a motion to switch banks to Bank of America. Seconded by Ira. Motion passed unanimously.
5. Laurie will transition the accounts over, over the next 2 months and have us up and running with B of A by January 1st.
I. Info. Line 1-800
1. A report from Earl H. regarding the history of our current 800-line and it’s limitations was made. He also suggested one option to update our system.
2. Linda F. shows the invoice from the company to let everyone see how many calls actually come in on the line.
3. Richard L & Linda F. explain how it works and that upgrades to another service provider are being looked into
4. Brent P. responds with how difficult it would be because of cell phones
5. Ira L. states we should look into Tele Pacific to see if there is a better way and at what cost to upgrade the system. A paper has been summited of a quote from Tele Pacific with the monthly cost and set up fee. He also states that this is up for further discussion at the next meeting.
J. Taxes
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1. Laurie R. announces to all about the tax returns and how the Accountant has taken too much time, they are due on Monday and we just received the returns late last night. Roger Brown Accounting wants to file an extension.
2. Scott S. states that it does not cost us any money to let the Accountant file the extension. This way any mistakes can be found with more time allotted.
3. Laurie will instruct Rabco to file the extension and Scott S. will help in reviewing the draft returns. Will keep the board informed on when they expect the returns to be completed and filed.
H. Publication Fund
1. Laurie R. brought up replenishing the Publication Fund
2. Laurie R. and Linda F. explain to the WSOB about the Fund and what the money covers and how it is applied in the budget.
II. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
B. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)
C. 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. 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 some money into the publication fund if the funds are available. The publication fund is $25,000. Richard L. mentions we already determined we would replenish the funds quarterly. Therefore, we would replenish some funds to the publication fund by the end of November.
8. We will add this to next month’s meeting agenda and evaluate this at that time.
D. Secretary – Vacant
E. Directors at Large
1. Jay H. – submitted written & verbal report (see committee and ad-hoc reports)
2. Morgan T. – Absent with prior notification
III.Trustee Reports
A. WSO Trustee – Frank P. – Submitted written & verbal report (see committee and ad-hoc reports)
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. would like the traditions group inventory added to the WSOB agenda to be completed in the near future.
IV. Committee Reports –
1. Finance: Laurie R. & Linda F. – Nothing New
B. Structure & Bylaws: Open
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C. Convention: Linda F., Ira L. & Richard L.
D. Conference, Linda F. & Ira L. – there will be a conference call on Sunday
E. Unity: Jay H. – Nothing New
F. Literature, Chips & Formats: Linda F. – Nothing New
G. Hospitals & Institutions: Open
H. Public Information: Morgan T-Nothing New
I. I.T.: Linda F. – Skype call on Sunday
J. Archives: Frank P.
V. CAWS 2015 – Linda F Registrants: 49 Revenue: $7360
1. Earl H. (Chair) for the CAWS 2015 presented the WSOB with their report 11/12/14. Report attached. Earl H. & John B. spoke of the special events for CAWS 2015 in Las Vegas and about the portal marathon time slots.
2. Kathy Jo (Memorabilia Committee) presented her memorabilia budget. She passed around samples to be sold for pre-convention and items to be sold at the 2015 Convention in Las Vegas as Memorabilia. She presented art work for the theme and a lot of good ideas to bring money in for CA Convention
VI. CAWS 2016 – Linda F. uploaded minutes to the yahoo group
1. Linda F. will apply for State of Illinois tax exempt.
VII. CAWS 2017 – Linda F.- Nothing New
VIII.CAWS 2018 – Linda F. – Nothing New
IX.New Business-
X.Referrals –Table to next Meeting
XI.Next meeting:
A. Saturday, December 6, 2015 B2B 12pm- 4pm at CAWSO
B. Saturday, December 13, 2015
XII.1:25 pm Motion to Adjourn made by Richard L. Seconded by Ira L. Passed unanimously.
XIII. Meeting closed at 1:30 pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
XIV.Executive Session
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For attached documents and reports see PDF: WSOB_2014-11-15_minutes.pdf