Approved Minutes of the Meeting of
CA World Service Office Board of Directors
November 12, 2009
Opening – Tom called the meeting to order at 7:00 p.m. with the Serenity Prayer.
Tradition 11 – Read by Greg.
World Service Manual – Page 47 – Yvette L. read from World Service Office Board of Directors Interview Process up to CAWSO Board Qualifications and Responsibilities.
Birthdays – Judy L., 11/1, 16 years.
Roll call and Quorum Determined
Voting Members Present: Tom P. (WSOB Chair), Barry J. (WSOB Treasurer), Richard L. (WSOB Vice Chair), Willie B. (WSO Trustee), Richard S. (TAL/Acting WST) (attending via “iChat”), Judy L. (WSOB Secretary), Yvette L. (DOO) and Yvette H. (Director at Large). A quorum is established.
Voting Members Absent:
Guests Present: Greg A., Lenore and Waheedah
Approval of Previous Minutes – Richard L. – Motion to approve the minutes of 10/22/09.
Richard S. seconded. Motion passed.
Guest Reports – Waheedah – has an idea to do a fundraiser hosted by CALA where everybody in CALA would donate $8.80 to World Services. Has some memorabilia ideas and is looking for ideas of the type of event to hold. Is looking for a venue that would be free of charge. Will make flyer explaining what type of services WSO provides with this money. Event would probably be sometime next June. Also handed in some referrals – Yvette will forward them to the Unity Chair.
Old Business –
- AA meeting results – see letter from AA – letter restricts sales to United States only. Tom believes this is probably a mistake. Tom will call Valerie O’Neill to clarify.
- WSOB Director openings/resumes – Trustees have not met, so have taken no action on recent director candidate.
- Webservant – we have two resumes and one more on its way.
- org in Spanish/Help Desk – Pablo has not returned Tom’s call. Richard S. has spoken to Memo who is willing to work on it with his brother.
- Bank consolidation of accounts status – nothing new to report.
- Update on Referrals – nothing new to report – Tom will ask Yvette H. to be ready to move forward in January.
- Gift invoicing – referred to Board to Board in December 2009.
- Office lease – Barry – Brandon (the agent helping us) is working on letter of intent to Watson Land Company on our behalf so that Richard S. can enter into negotiations. Move would probably occur in January. Anticipated rent is approximately $2,300 per month. This would be a larger, better location with a monthly savings of $1,100. Richard will be in town 11/23 (evening) -11/25 and suggests that we make arrangements for all of us to go look at the location.
Office Director Reports:
DOO Report – Yvette L. – written report submitted.
- We will ask Sam Ross to bring samples of what he is selling with our logo on it before we decide whether or not to renew his vendor’s license agreement.
- Yvette L. will do an accounting of the inventory sold at the Convention.
- No major discrepancies found in inventory. Received a shipment from Lucky Line.
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- Willie – we need to start working now on filling the full-time position if Shannon will only be willing to work part-time after we move. Yvette L. will discuss what we can afford to pay this person with Barry and Tom.
- Yvette will inform the insurance company that she was unaware of the agreement that was made between the previous Director and the previous employee whose insurance was cancelled.
- Yvette would like for the next WSOB meetings to be 12/3/09 and 12/17/09 since we have only one meeting in November and we will need to have checks signed.
Break.
Director Reports –
Chair – Tom P. – Worked a lot with Yvette L. the last two weeks and got a lot done. Was on LCF conference call. Will follow up on status of HFC II typesetting. Will follow up with Patty on status of Meditation Book.
Vice – Chair – Richard L. – no report.
Treasurer – Barry J. – written report submitted. Tom and Yvette L. created balance sheet through end of September. Actual loss was $44,038.47 as opposed to the budgeted loss of $31,000. Secretary – Judy L. – no report.
Director at Large – Yvette H. – went to Wetreat and it was very nice. Only 10 of 80 meeting in her district contributed 7th Tradition to the district. Something needs to be done to address meetings hoarding money.
Trustee Reports –
WSOT – Willie B. – no report.
WST – being filled by Richard S., TAL – (attending via “iChat”) –
- Called Nicholas (European Regional Trustee) and discussed the situation of their financial support. He stated that a check had been cut, but Office still has not received it, so Richard will follow up with him again.
- Got answers he needed from catering company for tours for CAWS 2010.
- Will discuss drug court with Yvette L. in December.
- Will send an email tomorrow letting everybody know that beginning Saturday he will be out of the country.
Seventh Tradition
Committee Reports –
Finance – Tom – Office did a lot of work this past week regarding the contribution cans, birthday envelopes.
S&B Committee – no report.
Convention Committee – Yvette H. – no report.
Conference Committee – Yvette L. – had a conference call. They want to make sure we do all-in-one registration and have on-site registration be in better format. Next conference call is 12/13/09. Unity Committee – Yvette H. – Talking about registration on-line. LCF Committee – Tom P. – next conference call 1/10/10.
H & I Committee – no report. Judy was cc’d on an email from Mona asking someone to add her to the Yahoo! Group, but she has still not received an invitation. Judy will follow up with Mona.
Public Information Committee – Richard L. – needs to find out what happened on conference call. IT Committee – Richard S. – Have not had conference call or meeting. Email came from UK – issue with Holland website – Richard may send request to Yvette L. asking her to delink until they make some changes.
Archives Committee – no report.
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World Service Conventions –
CAWS 2010 – Milwaukee – Nothing new to report.
CAWS 2011 – Arizona –
- Wetreat – Tom will call Evan and Jenna and explain the procedure to them regarding spending requests, expense reports, etc. The event raised quite a bit of money.
CAWS 2012 – UK –
- Banking – Barry checked out HSBC bank – suggests we don’t open up another account in the U.S. until after 2010 convention. If UK needs something for a “pre” pre-convention fundraiser or something, they can bring the request to us via their trustee and we can look at it on a case by case basis. Tom – they don’t even have a hotel chosen, a budget, etc. and it is very difficult for the Office to handle more than two conventions at a time. Willie – we need to stick to the guidelines. We have never had two even year accounts going at once and we still don’t have a budget. Any expenses they have for reimbursing members for travelling around to find a hotel site should come through petty cash. Richard S. – something needs to be done. Suggests a letter to the Committee put together by Tom and Barry explaining the requirements. Yvette H. – they need to read the guidelines. Yvette will help with the letter as she is on the WSC Convention Committee.
- Facebook site – called CAWS 2012 – Trustees are investigating whether or not this is inappropriate and what should be done.
CAWS 2013 – nothing to report.
New Business – none.
Judy – Motion to adjourn. Yvette L. seconded. Motion passed. Meeting adjourned at 9:42 p.m.
Next WSOB meeting will be 12/3/09 at 7:00 p.m. Second meeting in December will be 12/17/09.
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