September 16, 2017 – WSOB Minutes

OPEN MEETING @ 9:00AM

SERENITY PRAYER – Lead by Tim A.

TRADITION 10 – Read by Kevin M.

CONCEPT 10 – Read by Yvette H..

BIRTHDAYS –

ROLL CALL & QUORUM DETERMINATION

Present were Tim A. (Chair), Alesia F. (Vice Chair), Linda F., (DOO), Randy M. (Secretary), Allison M. (Treasurer), Kevin M. (WSOT) and Yvette H. (WST).

Quorum is met.

Guests: Darrell, Henry A.

CHAIR ANNOUNCEMENT(s)-

1. 1. We have 3 Director at Large positions open we need to fill ASAP
2. 2. What is discussed in Executive Session stays in Executive session.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 8/19/2017 – MOTION to approve the

minutes with one correction from August 19, 2017 made by Randy M...; seconded by Linda F.. Motion passes unanimously.

SEVENTH TRADITION OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted

Comments

1. • Refer to written comments.

Questions:

1. • Alesia says she didn’t remember we discussed ROL at the B2B.
   • Darrell – do we have a problem if the money goes into the Canadian account? Linda says the ROL site in Canada is in Canadian dollars, but the money was to be deposited in the office American account. Right now ROL is set up through CAWSO. At any given time, we can have any number of accounts active. It would not be advantageous for us to have money put into Canadian account. Kevin M. thinks Linda’s understanding is not advantageous to CAWSO. That is why we wanted a Canadian holding account. He discussed how the money would be going back and forth.
   • Allison confirms the conference call with all involved to discuss and get clarity on this issue. Some of the ROL money will be going into the Canadian account.
   • Linda – believes the conversation is that the Canadian account was for fundraising and for convention use. Allison states the conference call is the 28th or 27th this month, between four and six, our time., so that we can all get clarification.
   • Alesia’s concern is that Allison is not on the Canadian account. She is currently not on it, and they are writing checks on this account now. Allison wonders if we can use the office for this call. Alesia thinks the chair should be a part of the conference call?
   • Darrell suggests no more checks are written until the conference call is complete. Linda states they already wrote a check for printing, which was already approved.
   • Kevin also points out that as we move forward, we arrange the banking so that we minimize

DIRECTOR REPORTS

Chair – Tim A – written report submitted

Comments

1. • He was at the conference. No report..

Vice Chair- Alesia F –

Comments

1. • none

Treasurer – Alison M-

Comments

1. • Did we use the Starwood points for the conference? No, Linda states we would have made the reservations through Starwood, and not at the hotel. Linda has it on her calendar to book the rooms on the next quarterly using the Starwood’s point. Linda has confirmed the points do not expire.
   • Seattle convention did great. MOTION for $2,500 goes to Seattle for meeting the target – seconded by Linda F. MOTION passes with unanimous consent. There is $102K in the money from convention. MOTION by Allison to put $50K of that into savings and $51.5K going into savings. Seconded by Yvette. Kevin M,- wonders what our usual percentage of distribution of the convention proceeds is? Do we want the money in operating to run for the whole year? Linda says Treasurer usually makes a recommendation as to how the money should be split. Kevin restates his question. Linda says our big events are over, and the fundraising gets slower. Kevin – is the amount in the account sufficient to not borrow money in the future? Allison – we have enough in prudent reserve. Kevin – the reason for the question is that there is a barrier between getting the money, which is the Trustees. So, are we expecting to get money from savings again later. Tim A – answer is yes, this is expected. Kevin – on accrual basis, how much do we have in the operating account now? Allison – reviews the QB file – $20,000 Kevin – clarifies that we would have $72,000 in checking with this deposit. Alesia- what is the exact number ? $104 thousand. – $2,500.00. Alesia wants to know how much we put in last year? Kevin, more to the point, how much was left in operating expenses after the deposit last year. Linda speaks against the motion. Kevin speaks against the motion. Too much in operating. Would prefer to keep the Operating Account under $50K. We can add money to the convention next year again, if needed. MOTION fails. Kevin – Makes a MOTION to pout $30K into operating and the balance into savings. Seconded by Allison. MOTION passes unanimously.

1. • At the finance committee they elected new officers. Also created a new subcommittee to handle international banking issues. Due to the fact that we are growing outside of the U.S. The will be meeting monthly. Our banking guy Keith, will be helping us to get things more consistent with other banks. She discusses the various members on the subcommittee to address issues which were brought up on the floor of the conference. Allison is asking committee chair to meet once a month. This will help with establishing the budget for next year, starting in October.

Questions:

1. • Tim – was looking at Treasurer’s Report. There a question regarding food allowance for office employees at the conference. Should this be discussed during open meeting or in executive session? – Kevin. Allison clarifies there were specific questions about budget line items regarding the office Food budget. Tim A. – the finance committee does not oversee this board. Kevin – states the committee would go the Trustee’s if they feel the office is spending money they shouldn’t be. Tim A – but we don’t answer to the Finance Committee. Henry asks for clarification of the trustees and the WSOB. Finance committee would have to go to the trustees if this is an issue.
   • Darrel – clarifies somebody audits us, right? Yes.
   • Kevin – we should not be using the word audit. Correct. Checks and balances is what we have with an external accountant. There is no formal audit.
   • Henry – could it be helpful to direct the finance committee to where they should go with that issue. Tim says he thinks we’re doing a good job and the finance committee does not have oversight.
   • Do we need a full time staff for three days at the conference? Will discuss later in the meeting.

Secretary – Randy M – written report submitted.

Comments

1. • None.

Director at Large – Open Director at Large – Open Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M – written report submitted. Comments

1. • Has been assigned to new committees. He is the lead trustee on S&B, and also on Unity.
   • We have three new trustees. Vanessa M, Jason L., and George M. (ANRT) and new WSBT Chairman is Anne.
   • TAL1@ca.org is Jason and TAL2@ca.org for Vanessal. Linda will send this out.

Questions:

1. • xx.

WS Trustee – Yvette H – Written Report Submitted

Comments

1. • Not on Archives committee any longer, but still on conference committee. Second on conventions committee.
   • Conference committee: she signed new contracts for Sheraton Gateway. Signed new contracts for 2019, 2020 and 2021. Probably the best we are going to get, even though the rates keep rising. We will save money the most on the internet usage. This will save us $8,000 off the top. She discusses other hotels and their costs to demonstrate that we got the best deal.
   • Darrell – does the costs rise by a percentage? No. They are specific numbers in the contract. Yvette clarifies she is talking about breakout rooms. While it is a big chunk, we have had it low for some time now. Kevin M. – how much are guest rooms? Yvette – 2019 room rates will be $149. 2018 will be $139 per room. Parking is going up as well. It is still a good deal, they even looked at out of state hotels. When you look at all the costs involved, the hotels outside of California are cost prohibitive. Yvette discusses 2018 costs. She also discussed other hotel costs to show the savings we’re getting. Clearly the other hotels were much more expensive. She cites costs for three separate hotels. Darrell says there may be cheaper hotels. Yvette invites anyone interested to join the conference committee.
   • Refer to her notes.
   • She needs to talk about the CA logo. We need to be sure we have money in the budget for this renewal. Linda can find out that number.
   • The retreat is not available on the date we would like.

Questions:

1. • Darrell – bound by contract through 2021. There are not “outs”. If we look, we’re looking for 2022.
   • Henry – why is it structured in a way to go up every year? Even with the raises our costs are still lower.
   • Alesia – last year she thought we discussed that the WSOB would have a chance to look at the hotel contracts. We would still like to have a review.
   • Kevin M. – all these comparisons are of a multi-year contract with multiple conversations. The other comparisons were not based upon these negotiations. We are not comparing apples to apples. The other issue, is that by the time these contracts are over the bulk of CA’s membership will be in Europe. He thinks they would be upset to have to keep coming to LA. So the conference may move eastward to make this easier for the European membership. Concedes there will be costs associated with a non-international airports. As a matter of politics, we have to look at moving the conference out of Los Angeles.
   • Allison – are we allowed to also share contracts with the finance committee? Yvette has no problem.
   • Tim A. – whose responsibility is it to oversee the contract? It’s the Trustee Negotiating Committee. Tim recommends someone write a referral to the conference about the conference location. Kevin – states the PNR used to be largest region, but not any more.
   • Darrell – does the conference have to meet every year? Yes. It has been shortened.
   • Linda – is it AA that meets every other year? Yes, and there are still differences.

COMMITTEE REPORTS –

Finance – Alison M- Sub Committee also.

– Office Budget

Comments

1. • Discussed previously.

Structure & Bylaws – Randy M. – No Report

Comments

1. • xx.

Convention – Tim Andre -No report

Comments

1. • Yvette will represent

Conference –Linda and Alesia

Comments

1. • No meeting until October.

Unity – Alesia

Comments

1. • Kevin will be new unity person

Literature, Chips & Formats – Kevin M.

Comments

1. • LCF had got a new pamphlet given to the trustees and will be available for SR14 next year.

Hospitals & Institutions – Tim A– No report

Comments

1. • New chair

Public Information– Alison M.

Comments

1. • Is finally on the conference call.

IT – Randy M – written report submitted.

Comments

1. • New chairman.

Archives – Yvette H. – written report submitted.

Comments

1. • None

CAWS CONVENTION REPORTS:

1. • A. CAWS 2017- Seattle – Final numbers still closing out

Comments

1. • closed.

1. • B. CAWS 2018 -Montreal – Robert F. – Meeting Monthly

Comments

1. • Phone conference about RegOnline and Montreal bank account.

1. • C. CAWS 2019 – Sweden –Johan T.

Comments

1. • Contract signed and we made the deadline.
   • D. CAWS 2020 – Austin – Susan L.

Comments

1. • Contract is also done.

GUEST REPORTS:

• • Henry – been sober 12 years and is a delegate. Looking to fill a Director at Large position. Welcome! Two meeting and then present a service resume. Look to the WSM to review the position. Alesia – Do you know you’d have to let your delegate commitment go. Cant’ be a delegate and a DAL as well. WSOB thanks him!
  • Darrell – been with CA 33 years. Most of his life. Also heard we needed a DAL and is here to help. WSOB thanks him!
  • Henry A. – Where is it listed that he cannot be a delegate and WSOB DAL at the same time? In the WSM.

ONLINE BUSINESS:

UNFINISHED BUSINES

1. 1. A. Look over guidelines –House Keeping of position names.

**** Tim passes the gavel to Alesia ****

Tim A. now makes a motion to change the position change of the Director of Operation to Office Administrator. Tim speaks to the motion. The position title seems to imply that the position handles many things in the fellowship, a much wider scope than what the position handles. Office Administrator sits on the board. The board oversees the conferences, convention, etc., and handles everything. The Office Administrator should not be doing the business of other committees. Kevin speaks to the motion. There are two Director Position in the WSM, one of which is not filled (Director of Resources and Project Development). This goes back to a previous person when the position was split. Not completely sure this change is necessary. Director of Operations has a larger roll than Office Administrator – example conference and convention activities. He is speaking against the motion. Henry also speaks against the motion. Although it may be more accurate, but he thinks the job has a lot of responsibilities – should leave the title. Yvette, will speak against the motion. Doesn’t think the board has the authority to change the title as the WSM has the title and the description. Tim A. believes it is a housekeeping item. They just went through this with another committee. Kevin says we need to keep her as a paid position, which is per the WSM. Taking director out of the title is problematic – not just a housekeeping matter. Tim A – the impression that Linda has to do all of this work in the fellowship is problematic. The title gives the impression that she is in charge of everything. Kevin asks if the title could be “Administrative Director.” Kevin – the reason he suggests only the office, while the convention is outside of the office. Maybe this should be tabled per consultation with the S&B Yvette – friendly amendment to Director of Office Administration” Tim accepts the friendly amendment. Motion to table. Seconded by Randy. Motion passes.

*** Tim has the gavel back. ***

1. 1. B. Process and procedures updated in the book – Linda ( April )Deadline

–still in progress, will take another couple of months. She will work on one section at a time. She will have several sections ready for board review by November. Convention and conference had her distracted. Tim – we discussed this in April. He needs a deadline to complete the process and procedures. Linda says she’ll have something by the B2B but can’t guarantee the whole thing completed. How we do our trucking; how we do our chips? Where are items to be listed in QB. Alesia indicated that she thought Scott had done this already. Linda clarifies that is was two procedures only.

1. 1. C. Employee Handbook updated -Linda ( April) Deadline

Linda has a draft copy of the employees manual with a few of her suggested changes. She has a draft copy and Kevin will provide red line comments. Linda will email to the board for us to review.

1. 1. D. CA German Book Trial with Germany

1. 1. a. Royalty Agreement for the book – we will email out to all. Secretary to email to WSOB members.

NEW BUSINESS:

1. A. Office assignments
   1. a. Electronic Meetings -goto meetings – Kevin and Randy
   2. b. Financial procedure for the office –Alison
      1. Office costs (copy paper ) ? Allison wants to discuss the copy paper colors? Kevin is not sure if we save money, using color copier is the way to go. Perhaps there is a bulk color paper purchasing. Linda – we are not buying it in bulk. We are buying at Staples. Average our cost is 6 cents per copy. We could buy bulk but there is not sufficient warehouse space for bulk paper purchases of 15 colors. Another reason for colors is that we do print other languages here, and the color will help distinguish which pamphlet is which. Darrel – as I look at the the pamphlets – the name jumps when there is larger print. The discussion or the motion should be that all the brochures be in white with titles large enough to stick out. Alesia does not agree as the colors are an important aspect the pamphlet. Allison – why can’t we just do a few colors? Like less expensive colors? Doesn’t understand why we have such a large variety of colors. Linda – I hear what you’re saying. Every single one of our is the same uniform format. The titles could not always work due to this. Henry – in Europe CA is held in high regard – would be sad to go into a service center and see our white pamphlets next to other societies colored pamphlets. Kevin discusses the European idea for a border. We have a black and white copier. How often do we go through a box of colored paper? Linda – due to the warehouse space we have 6 to 10 reams of each color. Due to storage space allotment we are keeping a smaller amount of paper. Alesia – maybe we can investigate color in bulk and find space or print. Darrell speaks to the idea of buying bulk. Tim asks can we just stay with the common, more affordable colors? To save money? Linda – would be happy to share the warehouse area where paper and pamphlets are stored. Kevin – MOTION to research colored paper costs at case cost, in the current colors, and return three bids. Allison second. Darrell makes a friendly amendment – if we stick with colors, we should also be looking at the best deal. – not accepted. Linda – once we find a supplier, we should not keep changing suppliers. We should stick with the same suppliers. Again the pamphlets are 5 – 6 cents per pamphlet. Kevin – how much do they bill us per copy – less than half a cent. Motion passes with noted abstentions. Alesia has a question for Allison – is it just the paper cost that is driving the question? Linda points out that paper is a Cost of Goods Sold. Create a line item, perhaps, of the paper used in pamphlets so that it can be related to income from pamphlet sales. Linda clarifies that the costs are indicated in the QB that way. Alesia – asks for clarification on Allison’s question. Linda clarifies that in QB, under costs, the pamphlets are listed and paper costs are in that number. Alesia – can we see how much coming in vs. how much we’re spending on pamphlets. Linda – they are already separating out costs per pamphlets, metal chips, plastic chips. Kevin – we need to track COGS separately from office uses. Alesia – when we do inventory – does it show how many pamphlets were sold? We have this data already.

1. 1. c. Translations
      1. i. Cost to translate manual – 13 cents per word.
      2. ii. Cost to proofread – cost to proofread the WSM. Kevin – S&B is creating a new “mini WSM” that will be created for new areas / regions. This would allow for a simpler translation.

1. B. Employees at the conference and hours. – Alesia
   1. Keeping track of the items and the funds – Her concern was do we need them there all 3 days, for all of those hours. Can we use that time better? Linda has already talked with staff about it. Wednesday nd Friday are great seller says. What was actually sold at the conference on Friday? $1,063. Linda says that the presence at the conference was partially responsible for orders that had to be filled. Kevin – what happened on Wednesday? Everything was sold Thursday was stuff that was there. Linda – that was over a $1,000 as well. Alesia discusses that Wednesday and Friday were the best days. Kevin asks what if we did just one day? He thinks Wednesday is not a good day for sales. Tim does not agree. Linda – she feels two days are necessary. This is a good customer service and PR move for the office. There is a benefit from that as well. Allison – also we need to look at the hours spent. Based on what we saw there, hours may not be all needed. Money for food allowances was not given to the employees. The money was returned and deposited. Alesia – do we need all 3 of them, for both days? Linda – again, she talked with staff and the decided at least two. Also felt 2 days in lieu of 3; Friday should be the shorter day. Kevin – let’s let the office come back with a proposal. MOTION that next year at conference the office has staff on Wednesday and Friday, two staff members with hours to be designated and approved y the board before conf. seconded by Allison. MOTION passes unanimously.

1. C. Lending World Supplies to districts/ areas to borrow? Apparently we are lending CA equipment to the Riverside areas for them to use, and these are WSOB supplies to be used for world service functions. Should these be leant out to other, local area for their use? This leaves the impression that we are favoring the local areas. Linda – point of clarification, this is something that has been done since she came here. She explains the process of how these are leant out with accountability, including who takes them, when they are taken and when they are returned. Signed both when received and when returned. She also discusses that areas outside of our area have borrowed this. Darrell – do we also get a deposit? No. Kevin – we should rent it out for 10 % of its value without a deposit. Allison – is that a motion? Kevin – Makes a MOTION to rent these out for 10% of its value (sale price) without a reasonable security deposit. Henry – this property belongs to CA fellowship. Darrell – friendly amendment that we actually put an amount of the deposit. Linda says that anyone who has asked to borrow these items have an actual event, usually a PI event. The have already discussed the benefit. Kevin – this is the same argument about giving away books for fundraising. This is done, by and large, a local thing which is a disproportionate benefit to the local areas. MOTION passes with one against and one abstentions.
2. D. Starter Kits – Who gets, tracking them – Costs. $4,000 budget for starter kits. We can’t confirm if any meetings are actually started. Linda – FYI, after last meeting with the WSBT she has prepared a list of starter kits and where they were sent, provided to Kevin. And moving forward, each starter kit request will be confirmed by the area trustee for confirmation prior to sending out a starter kit. Tim would like a listing of all kits that were sent out and to whom. Linda says ok. Kevin – do we check starter kit requests when they come in? Do we make any kind of distinction between these requests? Linda – yes, we check local areas, but now this is being directed through a regional trustee. Linda discusses the needs for the meeting to get a starter kit. Kevin asks if she will send a kit out if the conditions are met. Now the trustees will be involved for confirmation. Henry – do the trustee have specific criteria for the meeting? DOO to add to part of her report.
3. E. NewsGram Editor Elections – we have two candidates. Resumes were sent. Linda – should we address the possibility of co-editors. Kevin – point of order. This should be in executive session.

EXECUTIVE SESSION – Group Inventory – Yvette

NEXT MEETING(s) – October 28, 2017 at 9:00A.M. – retreat center ? Motion to adjourn at 1:00PM made by Randy M..; seconded by Yvette H..

CAWSO Treasurer Report Report for September 19th

Activities and Duties performed since last board meeting

1. 1. Contacted Marc CPA in regards to finalizing Taxes
   1. i. Office Answered Lots of his Questions
   2. ii. They officially were signed at Board‐to‐Board Meeting– Tom P had a few questions and Marc P will be responding.
   3. iii. Marc the CPA strongly suggested to handle the trade mark differently than how the previous individuals did it. The group agreed with Marc the CPA ideas.
   4. iv. Marc asked the group for approval to meet with Frank the bookkeeper to ensure certain coding is done properly so future errors on end of year financials will be limited. The Group agreed – This meeting will occur with myself, Frank, Marc and Linda in the next few weeks.
2. 2. Speaking with Frank Bookkeeper on a weekly basis –
3. 3. The Seattle convention did great and according to Convention Guidelines receive a check of $2,500 for their area.
4. 4. Attended Board to Board meeting
5. 5. Attended Conference

Questions and Statements:

1. • 1. Did we use the Starwood points for conference? I also spoke to them and if we want to continue with this program Linda DOO will need to re‐instate the program. – via on‐line the woman can assist her.
   • 2. Group needs to decide to how to allocate the funds Seattle netted. I would suggest 60% to savings, leave a bit in OY account to not incur future expenses for no funds, (EY Account did) and the rest to operating. Will make a motion and discuss.
   • 3. Participated in Finance Committee at Conf, New Chair Maya – we also elected, secretary, Vice Chair from New Jersey, and created a sub‐committee in understanding international banking needs and various issues. I will be on both Committees.
   • 4. Group decided to meet for Finance committee once a month starting in October we will do the same for the sub‐committee. Do not want to get behind in budgeting as it had happened in the past year with only a few conference calls near the convention and to keep up with the new rends of banking especially with Montreal coming up.
   • 5. I need further clarification of bank in Montreal, I was under impression Reg‐online was going directly to their bank in Montreal and Linda our DOO is stating something different. I have reached out to the Montrel Area Trustee for details and understanding why I am still not on their bank account. – If anyone here knows anything different than Linda and myself that would be helpful. Less confusing the better I Think.
   • 6. More transparent we are the better we do and God is working through us all.
   • 7. Question came up on Food allowance for staff, we can further discuss this at WSOB board meeting as well if need be.

The P&L, Balance Sheet and Actuals Vs Budget will be provided after Thursday when Frank has finalized all numbers and checks

In Love and Gratitude, Allison WSOB Treasurer

For all attachments see: 2017-09-16_WSOB_Minutes_final