Minutes of the Meeting of
CA World Service Office Board of Directors
September 24, 2009
Opening – Tom called the meeting to order at 7:04 with the We version of the Serenity Prayer.
Concept 9 – read by Willie B.
World Service Manual – Page 47 – Yvette L. read the first paragraph.
Birthdays – Tom P. – 8 years on September 6.
Roll call and Quorum Determined
Voting Members Present: Tom P. (WSOB Chair), Barry J. (WSOB Treasurer), Richard L. (WSOB Secretary), Willie B. (WSO Trustee), Yvette H. (Director at Large), Judy L. (Director at Large), Yvette L (DOO). A quorum is established.
Voting Members Absent: none.
Guests Present: Robin L. and Elizabeth S.
Yvette L. – Motion to suspend the rules to take an item of business out of order. Barry seconded. Motion passed .
Willie B. – Richard S. (TAL) should be calling in by 7:30 p.m. We need to discuss what his role should be, voting privileges and the financial impact it would have to have someone have to fly in from Colorado once per month to attend the meeting. Elizabeth – how much of an additional expense would it really be since the WST position was not filled and still has money allocated in the budget for that position? Willie – we could also fly him in on an as needed basis, and not necessarily every month. Barry – after looking at budget, is against incurring any new expenses. The PSRT lives within 120 miles and could come the WSOB meetings instead. We could fly the TAL in a day early for the quarterly meeting so he could come to that WSOB meeting. Richard – having him fly in as needed would make the airfare more expensive since we couldn’t purchase ticket as far in advance. Elizabeth – Several years ago when the TAL sat on the WSOB when one of the WSO Trustee positions were not filled, he was not given a vote.
Willie B. – Motion that the TAL assuming duties of the WST have responsibility, authority and right of decision as outlined in the World Service Manual and the 12 Concepts of Service including a vote on the WSOB. Richard seconded. Motion passed.
The financial impact of travel, etc. will be discussed further at a later time.
Approval of Previous Minutes – August 20, 2009 minutes not available. To be approved at next meeting.
Guest Reports – Robin L. – Submitted resume for WSOB Director. Elizabeth S. – no report.
Barry nominates Richard L. for Vice-Chair, Judy L. seconded. Willie B. nominates Yvette H. for Vice-Chair, Yvette L. seconded. Willie – motion to close nominations. Barry Seconded. Motion passed. Richard elected Vice-Chair.
Richard nominates Judy L. as secretary, Barry J. seconded. Willie – motion to close nominations.
Yvette L. seconded. Motion passed. Judy ratified as Secretary.
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Old Business –
- AA concurred with our request to sell the remaining inventory of HFCII books with How it Works in it and to remove it from future printings. They will be sending written permission. We will be using various avenues (Newsgram, Regions, etc.) to inform the Fellowship that the book is now available.
- WSOB Director openings/resumes – Robin L. submitted her resume. We have one opening on the Board. We will set up an interview with Robin, probably at the next WSOB meeting.
- org in Spanish – Tom will follow up on this.
- Bank consolidation of accounts – nothing new to report.
- Update on Referrals – Yvette H. will organize the referrals that we received from the Conference.
Break.
Office Director Reports:
DOO Report – Yvette L. – Written report submitted. Robin L. has been assisting with organizing the office and with the new shipping clerk. We have not been able to locate the fingerprint equipment for the community service workers. At 8:30 p.m. Richard S. called in to participate in the meeting by telephone. He will be able to assist Yvette L. with getting access to the various areas in the computer system and backup server for which she has not been able to get passwords.
Director Reports –
Chair – Tom P. – Spoke with AA about their employee turn over rate, and they said it was zero. Offered him the opportunity to meet with their HR person in the future. Has been meeting with Yvette L. regularly and is impressed with how she is handling the transition. Has been in discussion with Barry J. and is concerned about decline in revenue. Has gone with him to investigate possible places to move the WS Office since they are raising our rent. Our current landlord has refused to negotiate.
Vice – Chair – Richard L. – no report.
Treasurer – Barry J. – written report submitted. Has spoken with Willie about going to the bank within the next couple of days to sign on the account. Willie is holding off on signing checks for approximately $ 36,000 (not including payroll) for now because we need to make a transfer of funds, and we need to discuss the impact of transferring funds at this time. They are all current bills, none are delinquent.
Secretary – Judy L. – is grateful to be on the Board and is looking forward to being of service.
Director at Large – Yvette H. – no report.
Trustee Reports –
WSOT – Willie B. – written report submitted.
WST – vacant – being filled by Richard S., TAL – Spoke with Hayward extensively and he is available to him. Wants to have open communication.
Seventh Tradition
Committee Reports –
Spending Committee – $26,376 in checking account according to bank. We haven’t gotten the hotel bill yet, but we should get it in October and it should be between $17,000 and $18,000. Richard S. would like to see a report to be able to compare last year’s 7th Tradition to this year’s.
Willie – Motion to transfer $20,000 from savings to operating account to pay current bills pending Trustee approval. Yvette H. seconded. Motion passed.
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Public Information Committee – Richard L. – will be having teleconference next month. Committee is getting bids for PSA and tallying survey results. Yvette L. – do we still need to enter the surveys that didn’t get entered yet? Richard L. will find out.
Conference Committee – Yvette L. – Siobhan A. is the new chair. Experience at the Conference was wonderful.
Convention Committee – Yvette H. – Went through the Convention Committee Guidelines. Went through referrals. Looked at the budget. No bid for 2013 but Florida Area may be putting one together. Everyone is working on their pre-convention fundraisers.
Unity Committee – Yvette H. – Glen Tucker is chair. He stated in an email that they will be pushing the Unity Committee registration Fellowship-wide to all Areas and Districts. Not sure what registration he means.
LCF Committee – Tom P. – Updated meeting formats have already been completed and forwarded to Office, and Yvette has uploaded them.
IT Committee – New Chair Mark is very active in keeping everyone up to date. Received an email from Russell in the UK regarding a concern about a website that he feels needs to be changed or delinked.
H & I Committee – no report.
S&B Committee – no report.
Archives Committee – no report.
World Service Conventions –
CAWS 2010 – Milwaukee
- Yvette L. – Motion to approve the spending request for bus service in the amount of $337.50, which is within budget. Yvette H. seconded. Motion passed.
- Yvette L. – Motion to approve the spending request for catering service in the amount of $5,075.00, which is within budget, pending Trustee approval. Richard L. seconded. Judy – Friendly amendment to change the amount to $5,785.00 pursuant to the attachments sent from the Committee. Friendly amendment accepted. Motion passed.
- Tom – Committee passed a motion to revise their spending limits from $100 to $500 without their Spending Committee approval which is outside what the Convention Committee Guidelines suggest. This should be addressed by referral to the Conference to make that change; they can’t just decide to do that on their own. The committee has had a good month for fundraising.
CAWS 2011 – Phoenix
Having a pre-Convention fundraising retreat 11/6-11/8/09.
CAWS 2012 – UK
No new items for discussion.
New Business –
- Payroll approval process – WSOB Chair should review the payroll before amounts are phoned in.
Richard – Motion to adjourn. Barry seconded. Motion passed. Meeting adjourned at 10:10 P.M.
Next WSOB meeting will be 10/08/09 at 7:00 p.m.
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