Minutes of the Meeting of CA World Service Office Board of Directors
August 12, 2010
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:15pm by Vice-Chair Richard L.
II. Tradition 8– read by Teresa.
III. WSM Conference Charter, (pp.50)–8. read by Teresa.
A. Richard S: The WSBT should have a non-addict Trustee.
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (WSOB Vice Chair), Barry J.(WSOB Treasurer), Teresa N. (WSOB Secretary), , Richard S. (TAL/WS Trustee), Yvette L. (DOO). A quorum is established.
B. Board Members Absent: Tom P. (WSOB Chair), Elizabeth S. (Director at Large), Willie B. (WSO Trustee), Director at Large (vacant) and DRPD (vacant).
VI. Guests Present: none.
VII. Approval of the previous meeting’s minutes—
A. Motion made by Richard S. to approve the minutes of the July 22, 2010 meeting. Seconded by Barry. Passed unanimously.
VIII. Guest Reports—none.
IX. On-line Business
A. Motion made by Yvette to approve the Spending Request of $178.50 for CAWS 2012, to purchase piggy banks. Seconded by Richard L. Motion passed.
X.Old Business.
A. Motion made by Yvette to approve the Spending Request in the amount of $480.00 for CAWS 2012, to purchase 300 pin badges. Seconded by Barry. Richard S. and Barry speak against the motion—there is no budget in place. The Conference is just around the corner and they will be presenting their budget at the Conference. Motion failed.
B. Referrals—
1. Teresa is waiting on Tom to get the last few responses to her so that she can type up the opening report for Conference.
C. WSOB Director Openings—
1. Tom D. (Orange County) is interested and working on adjusting his schedule to allow attendance. We will discuss in our opening report that we are seeking Directors.
D. CA.ORG in Spanish / HelpDesk—nothing new. In our opening report we will let the fellowship know we are in need of a webservant.
E. Mail Street / Network Solution—Yvette canceled Mail Street.
F. Translations—update from ad-hoc committee—Richard L.: Farsi translation—had a couple of members who speak Farsi look it over and they had no issues; having troubles finding a Professor to assist. Richard S.: it seems that it would be better to have a member who speaks the language assist rather than someone outside of the fellowship, such as a professor.
G. Communication Flow-chart—nothing new.
H. Publication issues
1.GLBT Pamphlet is in the making. Waiting for the printers to send back the new proof which will be sent to LCF. Once LCF signs off, it will go to print.
XI.Office Director Reports
A. DOO Report – Yvette L. submitted verbal & written report.
1. Contacted our sales rep at Staples to ask for additional discount on labels for HFCII. Received discount of $4.50 for a 50-pack (30% discount).
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2. Received a check from the Fabric event in the amount of $2424.68 Sterling Pounds on Aug 9.
3.The renewal of Network Solutions is due October, 2010. Renewal amount is $1,119.00 (same as last year). Yvette made motion to renew Network Solutions. Seconded by Richard S. Motion passes unanimously.
4. Received bids for the Birthday Envelope. Doucette Printing submitted the lowest bid. Yvette made motion to purchase 500 envelopes for the amount of $140 from Doucette Printing. Seconded by Barry. Passes unanimously. Richard S made 5th concept statement: one member of our Board had concerns that weren’t addressed; we should be able to come together better.
5. Conference:
a. Volunteers have stepped up to assist the WSO at Conference. However, according to the Conference Committee Guidelines, it appears that much of the work the WSO is doing should be done by the Conference Committee. Yet, it would not be feasible for the committee members to perform some of these tasks. Teresa: perhaps you should suggest a revision of the Guidelines.
b.Registration is at 129; orders for notebooks have been placed; conference t-shirt order has been placed; will place office equipment order tomorrow; Conference Committee has met three weeks in a row; still missing updated information from Archives; numbers for luncheon and kick-off dinner look good.
6. CAWS 2011
a. Would like to know the status of the contract approvals for the Golf and Wet & Wild events. Contacted Johnny and Searcy Insurance for their transportation policy—he still hasn’t sent it over, says will get to us by tomorrow 9am.
b. Yvette made motion to approve the Check Request in the amount of $214 made payable to ABC Printing for CAWS 2011 Newsletter Committee. Seconded by Barry. Passes unanimously.
c. Yvette made motion to approve the Check Request in the amount of $51.16 made payable to Ed Beaver for Host Info. Copies for CAWS 2011. $12.00 is for Bank Charges due to a check being written on an account that had been closed due to inactivity. Seconded by Barry. Passes unanimously.
d. Yvette made motion to approve the “submit your Share CD’s” flier for the CAWS 2012 Speaker Committee. Seconded by Barry. Richard S. speaks against the motion: having the CA logo right on top of the Union Jack constitutes affiliation. Motion fails unanimously. Yvette will take back to the committee to discuss our concerns with tradition violation.
B. Chair—no report; absent (previously notified Board of expected absence).
C. Vice Chair—Richard L.—no report.
1. Thank you for letting me Chair tonight.
D. Treasurer—Barry J. submitted written and verbal report.
1. Working with Accountant and DOO to finish up the FYE books.
2.Submitted updated P&L and Balance Sheet.
3. Previous statement showed income of $19,456.91. After the discovery of entry errors, the revised report will show a NET LOSS of $12,203.67 (a difference of $31,660.58). Income from the Convention is substantially lower than what was reported in the previous report—actual income was approx. $43,000. Much discussion ensued. Richard S. made motion that we search for a bookkeeper. Seconded by Teresa. Barry made motion to table. Seconded by Yvette. Motion tabled.
4. Been in touch with the Treasurer for AZ Convention: opened a new Petty Cash account (still needs to be funded).
5. Informed by the DOO that we were charged a fee of $50.00 for transferring from EY to Savings; in contact with the bank to have this reversed.
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6. As of today, funds in the accounts: $18, 328.38 working (WF); $13,936.20 even year (WF); $19,490.18 Odd year (WF); $103,301.10 reserve/savings (WF); $500.00 HSBC.
E. Secretary—Teresa N. submitted written minutes and verbal report.
1.Will be typing up Opening report in the next week or two.
2.Will attend the Conference Committee Conference call this Sunday; will call in late due to church.
F. Director at Large—no report; absent (previously notified the Board of expected absence)
G. Director at Large—vacant.
A. WSO Trustee—Willie B.—no report; absent.
B. TAL (standing in as WS Trustee)–Richard S.—submitted verbal and written report.
1. World Service Conference Committee; The WST sits on the conference committee; I participated on the July 8Th Conference Committee teleconference call. Details of our current 2010 conference contract has been provided to the Conference venue search sub-committee in order to gather comprehensive competitive comparisons.
2. Information Technology; The Holland website remains de-linked from CA. we look forward to re-linking when the 3rd Tradition issues are resolved.
3. Our Conference is approaching this month and it has been an honor to fulfill the WST duties, as a member of the TEC I look forward to filling this seat with one of the candidates submitted.
XIII.Committee Reports
A. Finance: Elizabeth, Tom & Barry—nothing new.
B. Structure & Bylaws: Teresa— nothing new.
C. Convention: Yvette & Willie—nothing new.
D. Conference: Teresa, Richard S. and Yvette L.—already reported.
E. Unity: no Director liaison.
F. Literature, Chips & Formats: Tom and Elizabeth—nothing new.
G. Hospitals & Institutions: Willie— nothing new.
H. Public Information: Richard L. —been meeting via teleconference regularly in prep for Conference..
I. I.T.: Richard S.—nothing new.
J. Archives: Willie—nothing new.
XIV.CAWS 2010 pass-it-on—passed on.
XV.CAWS 2011, Arizona—already addressed.
XVI. CAWS 2012, UK—already addressed.
XVII. CAWS 2013—nothing new.
XVIII. CAWS 2014—nothing new.
XIX. New Business
A. Next meeting: Sunday, Aug 29 at 5pm (directly after the B2B).
XX. Motion to Adjourn made by Teresa at 9:15pm. Seconded by Yvette. Vote taken: Passed unanimously.
XXI. Meeting closed at 9:15pm by Vice- Chair Richard L. with the ―we‖ version of the Serenity Prayer.
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WSOB Treasurer
Barry Jacobs
Aug 12,2010
I want to thank the fellowship for the opportunity to serve.
I have been in contact with the paid accountant and the DOO regarding finishing the books for the year ending June 2010 , We were not comfortable with the number we had presented to the board at last meeting Then I met with the paid accountant to RE reconcile the accounting. As stated in the letter from the paid accountant some of the deposits that we entered in the Quickbooks accounting system we recorded twice. When the July statements were being reconciled we made the corrections in Quickbooks. We will forward the updated P&L and income statements, to the accounting firm and post the corrected end of year statements to the WSO Board and the Trustees.
The previous statements showed a net income of $19,456.91 in actuality we will show a NET LOSS of $12,203.67 for the year. A difference of 31,660.58
That is much more in line with the economy, understanding that in order to make room attrition at this year’s convention we had to negotiate with the hotel to offset room attrition with other things. We also had a payout to a former employee earlier in the year, a move of the office, and outside services to pay for. Attached is the letter from the paid accountant explaining some of why and how this happened.
I have been in contact with the Chair/Vice Chair/DOO and discussed the events.
I was with the paid accountant (well into the night) and went over the reconciliation. I want to apologize to the fellowship for the mistake and not catching it sooner.
I spoke with the paid accountant and discussed ways that in the future this should not happen again. I have been in touch with the treasurer of Arizona Convention
Found out about the petty cash account that was opened in 2009 and is not closed
Opened a new Petty cash account for AZ (Signatures and funding still needed to be returned to us by AZ) Was informed by the DOO that we were charged a fee of $50.00 for transferring the $30,000.00 from the EY to the Savings and in contact with the bank to get that reversed
As of this morning Funds it the accounts:
18,328.38 working wf
13,936.20 even year wf
19,490.18 odd year wf
103,301.10 reserve/savings wf
500.00 hsbc
In loving service
Barry
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Hello
In reconciling the July bank statements, it was discovered that approx 27k of deposits were duplicated entries.
A deposit which is recorded in Quickbooks, a deposit in transit on the current reconcilation looks valid. When the next months bank statement is received, that is when the duplicated entries are discovered. Since a duplicate deposit would not be included in the next
month’s bank statement.
What happen was a number of factors went wrong, which we can go into later.
Its the nature of accounting, when looking at a financial report, nothing on the financial statement will indicate if its correct or incorrect.
The steps to insure it does not happen again.
1. Have a log of all deposits at the convention, which provides a batch total of all deposits.
When the convention deposits are recorded, the total amount recorded would then be tie to the batch total.
2. Verify all deposit in transits. – the best method would be to obtain an online bank statement, prior to receiving the next month bank statement. The way each deposit in transit
3. Preparing the financial results. Then waiting a day/week and doing fresh review of the numbers. – note: when a financial report is prepared in a quick time period, its is really easy to miss something.
4. Not stepping over a financial results, which seems off. Based on prior conventions a net of $ 70 seems unreasonable.
5. Also remembering new information tends to become available in later months. Examples, someone did not prepare an invoice. A deposit was prepared, however was not taken to the bank. A bank deposit is made, however the deposit slip is not turned in. A check is issued for an incorrect amount.
I understand that this is a problem.
Thank you
Oliver
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WSOB Secretary Quarterly Report
August, 2010
The following is a list of current duties and activities:
*Taking minutes at WSOB meetings and uploading to the yahoo group.
*Organizing files on Yahoo Group
*Maintaining hard copies of meeting minutes, including director reports
*Working with my fellow directors to address referrals carried over from last conference
*Conference Committee participation—
S&B: Attended phone conference call on Sunday, July 18. Completed most of the carry-over referrals from last conference.
Conference: Just volunteered to join this committee, no interaction yet.
Convention: Keeping up on the Yahoo Group.
I am grateful to be of service and look forward to continuing my service to C.A. as a Board Director.
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World Service Trustee Report
World Service Office Board
August 12, 2010
Richard Schafer / Trustee at Large
The Trustee Election Committee (TEC) of the World Service Conference 2009 did not elect any of the candidates for the World Service Trustee position (WST). As Trustee at Large (TaL) I am fulfilling the position and duties until elections of the World Service Conference 2010.
World Service Conference Committee; The WST sits on the conference committee; I participated on the July 8Th Conference Committee teleconference call. Details of our current 2010 conference contract has been provided to the Conference venue search sub-committee in order to gather comprehensive competitive comparisons.
Information Technology; The Holland website remains de-linked from CA. we look forward to relinking when the 3rd Tradition issues are resolved.
Our Conference is approaching this month and it has been an honor to fulfill the WST duties, as a member of the TEC I look forward to filling this seat with one of the candidates submitted.
In Love and Service,
Richard Schafer TaL / WST
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