WORLD SERVICE OFFICE BOARD MINUTES
December 12, 2013
Meeting started at 7:10 PM with the SERENITY PRAYER
Ira read TRADITION 6
Morgan read CONCEPT 6
BIRTHDAYS – Bob C celebrated 30 yrs.
ROLL CALL & QUORUM DETERMINATION – Present were Richard L, Linda F., Bob C., Laurie R., Morgan, Ira and Kathy Jo; Not present: Susan D and Phyllis C
CHAIR ANNOUNCEMENT – Richard briefly discussed the November Board-to-Board meeting and noted that his biggest take away was that each board needs to make sure they are clear on their individual responsibilities and not over-reach their authority.
MINUTES OF THE November 14, 2013 MEETING(s) were approved
GUEST REPORTS – Earl – 2015 World Service Convention Chair joined the WSOB. We took this business out of order. See notes in the Convention 2015 section.
ONLINE BUSINESS – None
OLD BUSINESS (if something is not listed, then there were no updates at this meeting)-
A. WSOB Director openings – currently have 1 DAL opening; Bob C. will be bringing a guest to our Saturday meeting in January. The WSOB is hopeful that changing 1 meeting a month to a Saturday will help make these positions more attractive to local members.
B. Need to transfer all Treasurer responsibilities to Laurie R. and allow her access to the Bank accounts; Richard and Kathy Jo will meet with Laurie at Wells Fargo on Saturday, Dec. 14th to add her as a signer to all accounts
C. European Fulfillment Center – no updates from KJ but a couple interesting points were brought up (1) 60-Minutes recently did a show on Amazon and how they do fulfillment (2) when discussing this with NA it was found that NA has a residential location in Belgium staffed by members which they found to be cheaper than using a business facility out of England.
D. WSOB policy on Director mileage reimbursement.
a. MOTION: All non-paid WSOB directors are to be compensated for mileage at the same non-profit rate paid to the members of the WSBT (currently 11¢ per mile). Friendly amendment by Bob to add “Expense reports must be submitted within 90-days of incurring the expense.” Passed w/friendly amendment unanimously.
E. CA.ORG website (Linda) – Paul is on vacation and will be back next week. He is working with Linda to put together proposal and bids for a website re-design. Kathy Jo reiterated that this is a very important project for the trustees and that the trustees would like to see more progress in this area.
F. Meditation Book – Waiting on delivery from LCF
OFFICE DIRECTOR REPORTS
Director of Operations – Written report submitted
2014 Convention Motions brought forth:
MOTION to approve $460 for Ryan Express for Special Events transportation passed unanimously
Page 1
MOTION to approve $550 to J. Dolan for Security radios passed unanimously
DIRECTOR REPORTS
Chair – Richard L.- see above
Vice Chair- Susan D. – not present
Treasurer – Laurie R – Trustees requested a cash flow report showing expected monthly expenses and Laurie will start working on this; Laurie will be contacting Jay P. over the weekend to discuss WSC Finance Committee; Wells Fargo is charging fees again and Laurie will look into getting these fees dropped; Laurie is looking at budget to try to find where we can pull approximately $5,000 to offset the upcoming hardware purchases and installation labor. Secretary – Susan D. (temporarily) – Phyllis C. – not present
Director at Large — Bob C. – will be bringing a visitor and possible DAL candidate to a January board meeting
Director at Large – Phyllis C. – not present
Director at Large – Morgan T. – no report
TRUSTEE REPORTS
WSO Trustee – Kathy Jo R. –
Trustees rejected the WSOB motion to move $5,000 from Savings to Prudent reserve Would like WSOB to consider using these funds for new workstations and server
Next Board to Board will most likely be around noon on Saturday, February 8th WSBT would like to see a new ca.org website be a top priority for CAWSO in 2014
WS Trustee – Ira L. – written report submitted
• Ira shared some of his insights from his visit to the NA office
• MOTION by Ira; seconded by Laurie “To find out price for special edition volumes of the upcoming Meditation Book” passed unanimously
• MOTION by Ira, seconded by Kathy Jo “To find out price for commemorative editions of HFC and HFCII” passed unanimously
Ad-Hoc Committee Reports – No Updates
Recording Equipment – Richard, Ira, Kathy Jo
FinFun – Susan, Bob, Richard, Linda, Kathy Jo, Morgan
Translations – Susan
COMMITTEE REPORTS –
Conference –Ira, Linda
• Contracts with the Sheraton for 2015-2017 are ready to be signed.
• Transcripts for 2012 and 2013 Conference are both about 50% complete
Convention –KJ, Linda – Neither Linda nor KJ were able to make the convention conference call Literature, Chips & Formats – Susan (Linda & KJ) – WSOB waiting on Meditation Book file Public Information – Morgan (Ira) – This committee had a conference call and seems to be working through member conflicts
Archives –Richard L., Linda – This committee was on-site at WSO again last week
CAWS CONVENTION
A. CAWS 2014 – WSOB approved 2 check requests; minutes to steering and general meetings were distributed. Speaker slate email was received by WSOB members earlier in the week; Richard is keeping in touch with David, Tom and Micheal. No program of events (room assignments and schedules) has been presented to WSOB yet.
B. CAWS 2015 – Earl visited the WSOB and brought a number of pieces of artwork for review. The board approved of the 3 variations but advised that the logo needed to be separated a bit more from the backgrounds and to use the CA logo with the registered trademark inside the circles so it is more
Page 2
apparent – Earl will have the artist make these changes. Earl brought San Diego Area donations for CAWSO, the 2014 convention plus he turned in his ticket stubs for the 2014 suite drawing. Laurie R. requested that the committee provide her a budget breakdown for 600 and 1000 attendees (she noted that Florida had 600 full registrations).
C. CAWS 2016 – hotel bids are coming in and were distributed to WSOB
D. CAWS 2017 – no update
NEW BUSINESS
A. CAWSO, Inc. Agent-of-Record (KJ) – Laurie will work with Linda to create a amendment to the current paperwork filed with the State of CA; we need to replace Teresa as CAWSO’s agent-of-record
B. B. Payroll Services/ HR –MOTION “to cancel the HR portion of the Paychex Services” was passed unanimously. Research into alternative HR services is in progress and a couple proposals were distributed; Richard has assigned Laurie R. to take the lead on this.
C. Neopost contract – this is still being researched; Linda checked with Neopost who advised that our equipment should work in January so we have a bit more time to look into this. Linda, Laurie and Jay P. will be working on this effort.
D. C. Tech Bids – 3 proposals to replace some hardware and provide monthly IT maintenance were distributed; KJ suggests we contact some referrals before making a final decision; KJ is now on the hook for making this happen (KJ’s take away – keep my mouth shut next time)
NEXT MEETING(s) – 2nd SATURDAY – January 11, 2014
WSOB will see if we can replace one Thursday night meeting with a Saturday meeting
MOTION to ADJOURN made at 11:15 pm – passed unanimously!
Page 3