Minutes of the Meeting of
CA World Service Office Board of Directors
August 7, 2013
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:18pm by Vice Chair, Richard L.
II. Tradition 10 – Read by Barry J.
III. Concept 10 – Read by Ira L.
IV. Birthdays – None
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Vice-Chair), Linda F. (DOO), Barry J. (WSOB Treasurer), Susan D. (WSOB Secretary), Ira L. (WST), Bob C. (Director at Large), & Kathy Jo R. (WSOT). A quorum is established.
B. Board Members Absent: DRPD (vacant), Teresa N. (WSOB Chair – absent with prior notification)
VI. Guests Present: Morgan T. & Paul Y. (webservant)
VII. Approval of the minutes of the prior meeting
A. Barry J. motions to approve the minutes from July 25, 2013. Seconded by Kathy Jo R. Motion passes unanimously.
VIII. Seventh Tradition
IX. Guest Reports:
A. Paul Y. updated the board on the current website and the new website. The new website needs to be started from scratch, and he is moving along with these things.
B. John W. updated the board on his work since the last meeting. This included collecting bids for the printing of the meditation book. There is still editing taking place for the book, but we are moving forward! Barry J. suggests 2000 books for the cost and profit.
C. Discussion regarding the PSA, and how to obtain the blank copy of the PSA in order to convert it into a different language. Linda F. will talk to frogspawn regarding this.
X. Online Business:
A. None
I. Old Business
A. WSOB Director Openings – We have 2 openings and are always accepting applications!
B. New Contributions to Prudent Reserve/Savings
1. This agenda item is staying on until further action from the finance committee.
C. Website
1. Paul Y. is working on the website to get everything updated. They are still using bugzilla to assign each job a number and priority. Linda F. suggests that we apologize to the conference that the new website is not ready, and that it is a goal, and we are going to be better at updating the old site.
2. Kathy Jo R. suggests we create a list of business requirements for the website so the webservant is more clear on what we need. Additionally, John W. suggests we make sure everything is held in house, and that we give the permission for logins, not the other way around. This would ensure we don’t run into any problems from here on out.
3. Bob C. requests Paul Y. submit regular written reports to ensure we know what is going on with the website.
D. C.A. Trademark Challenge – Scotland – Bob C.
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1. This agenda item is staying on to ensure it is not dropped, but no additional action is being taken at this time
E. WSOB policy on mileage reimbursement
1. This agenda item is staying on until a policy is created
F. Conference Opening Report and Referrals
1. The WSOB reviewed referrals and created responses.
2. Discussion regarding an e version of HFC. Susan D. notes this would be a great avenue to reach more people. Richard L. and Susan D. will look into this more. Teresa N. requests they look into the protection we would have if we sold it from our website.
G. European Fulfillment Center
1. Kathy Jo R. and Linda F. presented the first draft of the fulfillment center. The board will take this home to review for the next meeting, and come back with questions and comments.
II. Executive Session
A. A candidate was moved forward to trustee ratification
III. Kathy Jo R. motions to put a slate together WSOB Chair. Seconded by Ira L. Motion passes unanimously. Barry J. and Richard L. were nominated, and vote passed.
IV. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Linda F. motions to order up to 250 24-hour commemorative chips, with a message that this will be discontinued after. (cost approx. $750). Seconded by Kathy Jo R. Discussion ensued. Motion passes.
2. Susan D. motions to extend the meeting past the normal meeting time. Seconded by Barry J. Motion passes unanimously.
3. Discussion regarding getting the supplies to conference. If the usual company is unavailable, Barry J. has offered his van and help. Thanks, Barry!
4. Linda F. has an appointment with the people from Paychex to discuss HR services.
5. Bob C. motions to pull the “How HFC II was Translated and Approved in Swedish” article from the newsgram. Seconded by Ira L. Motion passes unanimously.
6. Susan D. motions to approve the NewsGram as amended. Seconded by Barry J. Motion passes unanimously.
B. Chair – Teresa N. – absent with prior notification
C. Vice-Chair – Richard L. – Submitted verbal report (see committee and ad-hoc reports)
D. Treasurer – Barry J. – submitted written and verbal report (see committee and ad-hoc reports)
1. Operating $15,805.90
2. Even Year $7,096.25 EY Petty Cash $547.11
3. Odd Year $70,081.59 (-$65,000.00 to be transferred REG Savings) OY Petty Cash $364.40
4. Savings #862 (Prudent Reserve) $50,132.47
5. Savings #372 (Publications Fund) $23,647.80
6. Savings $4,569.45 (+$65,000.00) to be transferred from OY
7. Barry J. motions to transfer $9307.68 from reg. savings to operating and then from operating to odd year convention, pending trustee approval. Seconded by Susan D. Motion passes unanimously.
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8. Barry J. motions to transfer $25,000 from reg savings to operating to cover operating expenses through the month of August, pending trustee approval. Seconded by Susan D. Motion passes unanimously.
9. Bob C. suggests we tell the conference that because of our revenue issues we might need to raise our prices.
E. Secretary – Susan D. – Submitted verbal report (see committee and ad-hoc reports)
F. Director at Large – Bob C. – Submitted verbal report (see committee and ad-hoc reports)
V. Trustee Reports
A. WSO Trustee – Kathy-Jo R. – Submitted written & verbal report (see committee and ad-hoc reports)
B. WS Trustee – Ira L. – submitted written and verbal report (see committee and ad-hoc reports)
1. Ira L. mentions he would like to discuss how to push our items which are not moving and increasing prices at a future meeting.
VI. Ad-Hoc Committee Reports
A. Recording Equipment – Richard L., Ira L., Kathy Jo R., Barry J.
B. Financial Fundraising – Richard L., Bob C., Susan D., Kathy-Jo R., Barry J. & Linda F.
1. Susan D. motions to approve the presented mug for order, based on the spending approved at the last meeting. Seconded by Barry J. Motion passes unanimously.
2. Susan D. motions to order 25 aprons, spending to come from the approved amount from the last meeting. Seconded by Kathy Jo R. Motion passes unanimously.
VII. Committee Reports –
A. Finance: Teresa N., Linda F., Bob C., & Barry J.
1. Working on finishing budget prior to conference
B. Structure & Bylaws: Bob C. – Nothing New
C. Convention: Linda F. & Kathy Jo R. – Nothing New
D. Conference: Linda F., Richard L. & Teresa N. – Nothing New
E. Unity: Susan D. (Kathy Jo R.) – Nothing New
F. Literature, Chips & Formats: Linda F. & John W. (Kathy Jo R.) – Nothing New
G. Hospitals & Institutions: Linda F. – Nothing New
H. Public Information: Richard L. & Linda F. – Nothing New
I. I.T.: Linda F. – Nothing New
J. Archives: Richard L. & Linda F. – Nothing New
VIII. CAWS 2013 – Linda F.
IX. CAWS 2014 – Linda F.
A. Registrants: 14
B. CR 12A: Linda F. motions to approve check request #12A, in budget, payable to Coffee Roasters of Arizona for the amount of $649.64 for a reorder of coffee. Seconded by Bob C. Motion passes unanimously.
C. CR 15: Linda F. motions to approve check request #15, in budget, payable to Marvin Morrow for the amount of $812 for preconvention t-shirts. Seconded by Barry J. Motion passes unanimously.
D. CR 16: Linda F. motions to approve check request #16, in budget, payable to AMF Bowl-O-Drome Lanes for the amount of $300 for preconvention fundraiser bowling night, flyer, and tickets. Seconded by Barry J. Motion tabled. Linda will look into the food for the event and how this will work.
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E. Richard L. will speak to David B. regarding setting up the opportunity drawing ASAP.
X. CAWS 2015 – Linda F. – Nothing New
XI. CAWS 2016 – Linda F. – Nothing New
XII. New Business – Nothing New
I. Next meeting: August 22, B2B will most likely be Monday August 26
II. 11:22 pm Motion to Adjourn made by Susan D. Seconded by Kathy Jo R. Passed unanimously.
III. Meeting closed at 11:24pm by Vice Chair, Richard L., with the “we” version of the Serenity Prayer.
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For attached reports and documents see: WSOB_2013-08-07_minutes-final.pdf