Minutes of the Meeting of CA World Service Office Board of Directors
September 23, 2010
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:03pm by Chair Tom P.
II. Tradition 9– read by Mark H
III. Concept 9 – read by Sheila.
IV. WSM (pp.46; 2010 revision)- read by Peter D.
V.Birthdays—Tom P.
VI. Roll call and Quorum Determined
A. Voting Members Present: Tom P. (WSOB Chair), Barry J. (WSOB Treasurer), Teresa N. (WSOB Secretary), Peter D. (WS Trustee), Richard L. (WSO Trustee), Elizabeth S. (Director at Large). A quorum is established.
B. Board Members Absent: DOO (vacant), Director at Large (vacant) and DRPD (vacant), Vice-Chair (vacant).
VII. Guests Present: Sheila, Mark H. John B., Wendell
VIII. Approval of the previous meeting’s minutes—
A. Motion made by Richard L. to approve the minutes of the August 12, 2010 meeting. Seconded by Barry. Passed.
B. Motion made by Richard L. to approve the minutes of the August 29, 2010 meeting. Seconded by Barry. Passed.
C. Motion made by Elizabeth S. to approve the minutes of the September 2, 2010 meeting. Seconded by Peter. Passed unanimously.
D. Motion made by Barry to approve the minutes of the September 3, 2010 meeting. Seconded by Richard. Passed unanimously.
IX. Guest Reports—
A. Mark H. (OC)– visiting tonight with interest in a Director position; submitted resume.
B. Sheila – updated the order form and made copies of old and new for our review. Added: GLBT literature.
C. Wendell (CALA) – question re: pictures at events – the issue is with digital photography, no longer using photo albums but on-line, anonymity issues. Mark H: there is information on this on ca.org. Elizabeth: utilize your regional trustee in this process.
X. On-line Business – none.
XI. Old business
1. Referrals – received all post-conference referrals and will go over with Teresa to
organize.
2.WSOB Director openings – we have received two resumes: Mark H. and Neil B. a. Neil has attended two interviews so we are ready to schedule his interview; if
3. ca.org in Spanish / Helpdesk – awaiting new web servant, once we fill that position, we can move forward.
4. IT person/Web servant – Resume received…waiting affirmation by existing web servant.
5. Translations – update from ad hoc committee; Teresa reported on translations received at Conference; discussed means to get these items to publication. Elizabeth will call her contacts; Teresa will try on-line translation programs; if necessary, we will pay a contractor.
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6. Publications issues – Tom will go over the LCF project chart with John B.; Peter will get quote from his publisher in San Diego. Working to move forward with HFC2 in French; need quote from Canada.
XII.Office Director Reports
A. DOO Report – (vacant)
1. Thank you for this opportunity.
2. At this time, office operations are sustainable and employee performance is satisfactory.
3.Customers are receiving reliable and friendly service
4.Working to address issues and concerns
5. Network Solutions: Elizabeth made motion to approve the renewal of contract with Network Solutions up to $1400.00. Seconded by Teresa. Passed unanimously.
6.UK Fabric event payment-was paid by check but UK placed stop payment; issued second check but again placed stop payment; paid by PayPal. The payment was not from the account that they had said it would; not following guidelines.
7. Skype – the WSO will try out Skype so that they can make international calls to our members.
8. Peter D. made motion to cancel the cell phone. Seconded by Elizabeth. Passed.
9. 2011 WSC:
a) In communication with Chair, Trustee, Treasurer and Registration Chair.
b) 22 registrants and 22 abandons; there is a glitch, need to fix.
c) Addendum to hotel contract – amends the deposit requirement to one night (instead of two nights) charged in advance.
B. Chair—Tom P. submitted written and verbal report.
1. Participated in C.A. WSC
2. Met with Trustees
3. Closed out Conference: hotel, supplies, equipment
4. Met with terminated DOO on September 7; resolved open termination issues; negotiated and effected final pay and contacted paychex with employee final info
5. Met with executive consultant on September 7 and with staff
6. Terminated bookkeeper
7. Daily visits to office 1st week following conference for staffing issues and meetings with executive consultant
8. Continue multiple office visits
9. Developed candidates for directorship
10. Chaired WSOB meetings; set agenda
C. Vice Chair—(vacant).
D. Treasurer—Barry J. submitted written and verbal report.
1. Working with Chair and Executive Consultant regarding need of banking and financials.
2. No reconciled QuickBooks report due to lack of bookkeeper.
3. HSBC has $500
4. Operating: $20,683.09; EY: $8,451.77; OY: $29446.52; MM: 93326.74
E. Secretary—Teresa N. submitted minutes, written report and verbal report.
1.Translations: working to facilitate publishing of received translations
2.Post-conference referrals: working with tom to compile
3.Yahoo group/minutes – went back to beginning of the fiscal year and attached all of the director reports to the minutes, as requested by the trustees. Sent them to Richard S. Will be attaching everyone’s electronic reports to the minutes each meeting from here forward.
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4. S&B had a conference call last weekend; waiting on minutes; working on referrals carried-over; chair of committee was not in attendance.
5.Will attend the Conference Committee Conference call this Sunday; will call in late due to church.
F. Director at Large—Elizabeth S. submitted verbal report.
1. Attended conference
2. Received calls regarding issues to take up in executive session.
G. Director at Large—vacant.
XIII. Trustee Reports
A. WSO Trustee—Richard L. —submitted written and verbal report.
1. Looked up job description in WSM.
2. Excited about the opportunity to serve in this capacity.
B. TAL (WS Trustee)—Peter D.—no report.
1. Read job description from WSM.
2.Looking forward to serving to the best of ability.
XIV. 7th Tradition
XV. Committee Reports
A. Finance: Elizabeth, Tom & Barry – Need to get the downloadable form of the 7th tradition can sticker from the committee on to the website.
B. Structure & Bylaws: Teresa— already reported.
C. Convention: no director liaison.
D. Conference: Teresa and Peter D. —already reported.
E. Unity: no director liaison.
F. Literature, Chips & Formats: Tom and Elizabeth—reviewing project chart with WSO.
G. Hospitals & Institutions: no director liaison.
H. Public Information: Richard L. —nothing new.
I. I.T.: no director liaison.
J. Archives: Richard L. – nothing new.
XVI. CAWS 2011, Arizona
A. Need to fund their petty cash account and order them checks.
B. Wet & Wild contract and Golf contract: need to
1. Barry made motion to approve check request in amount of $947.25 payable to Wet & Wild event for CAWS 2011. Seconded by Richard. Passed unanimously.
2. Barry made motion to approve check request in the amount of $577.50 payable to Stapes for horse riding event. Seconded by Elizabeth. Passed unanimously.
3. Barry made motion to approve check request in the amount of $732 payable to Coffee Roaster of America for coffee. Seconded by Elizabeth. Passed unanimously.
XVII. Barry made motion to suspend the rules in order to extend the time of the meeting to complete the business on the agenda. Seconded by Elizabeth. Passed unanimously.
XVIII.CAWS 2012, UK—already addressed.
XIX. CAWS 2013, Florida—need the name of the Chair – need a contract by March for hotel.
XX. CAWS 2014, Long Beach—nothing new.
XXI. Executive Session
XXII.New Business—none.
A. Next meeting: Thursday, October 14.
XXIII. Motion to Adjourn made by Teresa at 11:10pm. Seconded by Elizabeth. Vote taken: Passed unanimously.
XXIV. Meeting closed at11:10pm by Chair Tom with the ―we‖ version of the Serenity Prayer.
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September 23, 2010
Chairperson’s report to CAWSOB
Regular board meeting September 23, 2010
General-
1) Administered and coordinated WSO activities.
2) Supervised office personnel; coordinated with Consulting Executive general office tasking.
3) Chaired all WSOB meetings.
4) Set agendas for each meeting.
5) Developed candidates for directorship
Specific-
Participated in 2010 C.A. World Service Conference
Met with trustees
Closed out conference; moved all materials/supplies back to office Closed out hotel
Closed out equipment pickup
Met with terminated DOO Sept.7; resolved open termination issues; negotiated and effected final pay and contacted paychex with employees final info
Sept 7 met with executive consultant and with staff
Terminated bookkeeper
1st week after conference-daily visits to office for staffing issues and meetings with executive consultant Continue multiple office visits
Thank you for the privilege and honor of serving this fellowship!
In love, gratitude and fellowship,
Tom Phelan
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WSOB Treasurer
Barry Jacobs
Sept 23,2010
I want to thank the fellowship for the opportunity to serve.
I attended all WSOB meetings.
Have been in touch (constantly ) with the Chair and the Exectutive cunsultant regarding need of banking and financials
Since we don’t have a Bookeeper I am sorry we don’t have a reconciled quickbooks report we are working on it with the new Exectutive consultant and the volunteer bookkeeper (member of the financial committee) In loving service
Barry
09/23/2010
Operating $20683.09
Even Year-$8451.77
Oddyear- $ 29446.52
Savings-$93326.74
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WSOB Secretary Report
9/23/10
1. Attended Conference
a. Sat on the following committees:
1) S&B
a) First conference call was Sunday; working on referrals carried over.
2) Conference
a) Visited three hotels for consideration for possible move 2012
b) First conference call Oct 1
2. Post Conference referrals
1) Will get these from Tom and compile so we can work on them over the year.
3. Translations
a. Manual – French. I received the electronic copy of the completed translation at Conference. Needs to be professionally edited.
b. HFC2 – French – I received the electronic copy of the completed work ready to print. We (WSOB) need to decide on printing so that the cover page can be edited and it can go to print/.
c. Various readings – Polish – I received the electronic copy of translations at Conference. Need to be professionally edited.
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WORLD SERVICE OFFICE TRUSTEE REPORT
September 23, 2010
I would first like to thank all those that made it possible for me to have this honored position. I hope to maintain both Boards expectation and responsibilities that has been bestowed upon me. I promise to be open and transparent during my position period as the WSOT.
WSOT Job Description
WORLD SERVICE OFFICE TRUSTEE
The World Service Office Trustee (WSOT) is to provide balance of the World Service Office Board (WSOB) and to fulfill the WSBT’s role as caretaker of the fellowship finances. This Trustee is to perform the following duties:
- Attend all meetings of the WSOB
- Be informed regarding operations of the World Service Office (WSO) and obtain pertinent information for both the WSOB and WSBT.
- Serve as the primary voice of the WSOB to the WSBT and vice versa
Works closely with the World Service Trustee when referring questions about Traditions to the various WSBT members
Communication, Consensus, Coordination and Information
Reports due to the WSBT from me
- Bi- Monthly Reports – WSOB
- Monthly Updates – World Service Board of Trustee’s
- Quarterly Reports – World Service Board of Trustee’s
- Annual Reports – Conference
I want to personally welcome Peter D. as our new WST of our WSO board. I’m looking forward to working closely with Peter on our new adventure as Trustees. I also want to welcome John B. as our temporary consultant during this new transition period. U want to thank him for stepping up to the plate with his many years of service at the World Service level I personally feel this will be a vey productive and prosperous Board to our fellowship as a whole.
My first orientation with the Trustees is this Sunday. If there is anything you wish for me to convey, please don’t hesitate to ask
Humbly Submitted by
Richard L.
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For profit and loss see page 8: 2010-09-23-WSOB-minutes-final-inclusive.pdf
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