Minutes of the Meeting of CA World Service Office Board of Directors
October 14, 2010
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:00pm by Chair Tom P..
II. Tradition 10– read by Elizabeth S.
III. Concept 10 – read by Ryan E.
IV. WSM (pp.46-47; 2010 revision)- read by Peter D.
V.Birthdays—Richard S.
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, John B. (Executive Consultant), Ryan E, Richard S. (TAL), Dwayne, Mark H.
VIII. New Officers Election
A. Elizabeth made motion to open nominations for Vice-Chair. Seconded by Teresa. Passed. Elizabeth nominated Teresa for Vice Chair. Seconded by Peter. Passed. Teresa has offered to continue to take the minutes until a replacement for the secretary position can be made.
IX. Approval of the previous meeting’s minutes—
A. Motion made by Richard L. to approve the minutes of the September 23, 2010 meeting, as amended. Seconded by Barry. Passed.
X.Guest Reports—
A. Richard S. – I am here to support the transition in whatever way I can.
B. Ryan – I am here in interest of possibly filling the webservant position, to see what these meetings are all about. I will need to finish out my current position with my Area before I am available.
C. Sheila –
1.Oct 23, 10am-3pm, we are having a volunteer day. I would like for someone else to be here along with me; hoping some of the Board Directors will come.
2.November: Gratitude Month. It is also CA Anniversary. I was thinking that the last three Saturdays of the month to have volunteer/meet people days. There are many members who have said that they would like to volunteer but cannot make it during the week.
3.Elizabeth: I would love to participate. I am committing to be here on Nov 13 and I will provide lunch to all those who show up. I also think we should do an open house on the 20th.
4.Tom: I will do the 20th and I will provide lunch.
5.Barry: I love the idea. Maybe we could donate eternity chips to those that come to volunteer X number of times.
6.Peter: Nov 13th is San Diego‘s big celebration.
7.John B.: I would like to give a hand to Sheila, who has been getting volunteers in here. I support the idea of doing this every Saturday because it offers more opportunity for members to show up. Maybe we could have a pin to give the volunteers.
8. Elizabeth: let‘s do an Open house on the 20th. I am willing to help out on the 20th or on the 13th. Some discussion ensued. Discussion will continue outside the meeting.
D. Mark H. – Happy to be here.
E. Dwayne – just here as a concerned member. Would also like to bring a couple of things forth to be considered:
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1. Re: HFCII. I was here volunteering the other day, stickering the books. I am not here to make any statements about whether or not decisions that were made are right or wrong. But, after some thought and investigation, I have come to the conclusion that it would be a savings both in time and money to just cut out the page rather than stickering. With regards to defacing, they are the same thing. No matter what the final decision is, our area will continue to come down here to volunteer and serve.
2. Since AA said that we could continue to sell the books as they are, until we use up the inventory, those books are now collector‘s items. We might consider the possibilities.
3.Tom: When will we get the new Manual? Dwayne: We are currently working on the current revisions. John will give the daily minutes to Dwayne to verify all the changes are made correctly.
4. Richard S: It was not the decision of the WSOB to sticker the books; they were just following the request of the WSBT; the WSOB has come to the WSBT twice with requests to do something different. The WSBT would entertain another request should it be brought forward.
XI.On-line Business – none.
XII. Old business
1. Referrals – keep on until next meeting.
2.WSOB Director openings – We have three resumes: Neil, Mark and Waheeda. We should schedule interviews for all of the candidates.
3.We will schedule the interviews for Nov 11. Tom will contact everyone to set it up.
4. ca.org in Spanish / HelpDesk – Richard S: both were pulled off while we were in search for a webservant. Ca.org in Spanish should be a simple translation. The HelpDesk was getting a lot of Spam which affected the store, so it was taken down.
5. IT person/Webservant – Resume received…received affirmation by existing webservant. We have a new Webservant-in-transition who will be officially available in January: Ryan E. Ryan would like to begin slowly getting access and warming up to things during this transition period.
6. Translations – update from ad hoc committee: Teresa will take the lead on this with Elizabeth‘s support.
7. Publications issues/HFCII French –
a. HFCII French: Teresa: it is ready to go; Yves has agreed that it is better at this time to print here and ship to them as there are concerns of warehousing and distribution. Teresa will find out from Yves the number that they would like to have printed and give John B. the electronic copy of the final typeset version. Then, John will report to us the cost of printing.
XIII.Office Director Reports
A. DOO Report – (vacant)
Report by John B., executive consultant (written and verbal):
1. Thank you for this opportunity.
2. At this time, office operations are sustainable and employee performance is
satisfactory.
3.Want to commend Sheila for her hard work, great attitude, punctuality and
dependability.
4.Network failure on two occasions requiring BMV to service the site.
5.Inventory, Books and Chips and literature: some items reflecting substantial disparity from ―on hand‖ counts in quickbooks.
6.Copier lease is coming due in March 2011; currently investigating opportunity in this area. Should we start printing in-house? From a cost standpoint, inventory-control standpoint, ability to answer to the Conference needs, etc. The copier company has offered us everything we want for the same price. We need to crunch out the numbers.
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a. Elizabeth: I love this idea and I know from my own experience that there are lots of newer copiers available for purchase for very cheap—machines made available as a result of businesses closing. John: this is a great idea; we need to consider the servicing.
7.WSC/Transcription issue: Our ―regular‖ transcriber is not as available as we might need but has given us the name of someone who she recommends that she would supervise. Teresa made motion that we authorize John to proceed with negotiating a contract with Pam up to $2,800.00. Seconded by Barry. Passed unanimously.
8.Sheila has completed her probationary period and is ready for a review. Will coordinate with Tom.
9.Birthday envelopes have been re-formatted and are now available.
10. UK payment-now accepting payment through PayPal; this has not happened.
a. Richard S.: apparently, the PayPal payment happened but the person making the transfer made it to the UK Area rather than here.
11.Gay/Lesbian pamphlet re-work in progress.
12. Trustee Expense reports – have received expense reports from just about all the Trustees but not the WSOB Directors. Please get those in.
13.December Quarterly: B2B to be held at the WSO.
14.Sheila called the Board of Equalization to update our address information; updated sellers permit on display; updated city business licensing with City of Carson; fire inspection required.
15.2011 WSC:
a. Golf Contract: revised to 60 rather than 80. Barry made motion to approve check request in the amount of 1553.58 to Arizona Biltmore Golf Club for the golf outing deposit. Seconded by Richard L. Some discussion ensued. Passed unanimously.
b. Barry made motion to approve check request for Whispering Pines in the amount of $7942 for WeTreat lodging & meals. Seconded by Richard. Passed unanimously.
c. Barry made motion to approve check request in the amount of $1139.45 to Team Shop Premiums for more shirts. Seconded by Richard L. Passed unanimously.
d. We have a terrific working relationship with CAWS 2011; they have provided us everything they should well in advance. Happy to be working with them.
e. Working on tax-exempt status and permission to do raffle.
B. Chair—Tom P. submitted verbal report.
C. Vice Chair—(Teresa will give report as Vice-Chair next meeting).
D. Treasurer—Barry J. submitted written and verbal report.
1.Been in contact with Chair and Executive Consultant regarding need of banking and financial.
2.Have been forwarded P&L and have some concerns—everything not posted correctly.
3.Made arrangements with WSOT to get him as signer on accounts.
4.Emailed our rep at HSBC re: the opening of an account in UK. Finding out that it is tougher than it should be. Following up.
5. Operating: $14,808.10; EY: $8, 412.77; OY: $41,959.83; MM: 93342.09; HSBC: $500.00
E. Secretary—Teresa N. submitted minutes, written report and verbal report.
1.LCF Project spreadsheet – came in to WSO last Thursday for the day to get a better understanding of what is holding up these projects and to see if there was anything we could do to
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facilitate their completion. Most of the projects are in LCF‘s hands at this point; Elizabeth will take the lead on this from here forward.
2.Translations: continue to work to facilitate publishing of received translations; been in contact with Yves regarding HFCII French and other Quebeq area needs with regards to literature.
3.Attended the Conference Committee Conference Call; still working on the Hotel Contract.
F. Director at Large—Elizabeth S. submitted verbal and written report.
1. LCF
a. Publication liaison wants to know who would like to be copied on the publication emails? Tom: Chair, Elizabeth, Richard, John should be included and then the Final document should go only to the DOO (in lieu of DRPD).
b. GLBT proof reading committee is reviewing the piece.
c. There is so much work to do that the Committee would like the Trustees to solicit the fellowship for new members to the committee (they do not have to be in attendance at the conference.)
d. Working on tracking process of meditation submissions to LCF. Will work with Sheila to identify this.
2.Finance: gratitude month flier and birthday envelope flier submitted to the WSO.
3. November was names ―gratitude month.‖ There are instructions on talking about it at meetings. Elizabeth made motion to communicate to the Fellowship, through the Trustees,―Gratitude Month‖ with the Gratitude flier and label. Seconded by Peter. Mark H: the disclaimer is missing. Tom: that directive is related to activity fliers where there is a location. Passed unanimously. Richard L. will bring to the Trustees.
4.Feel very positive about the direction we are going and am grateful that we have the Executive Consultant.
G. Director at Large—vacant.
XIV. Barry made motion to suspend the rules to extend the meeting until the completion of the night‘s business. Seconded by Elizabeth. Passed.
XV.Trustee Reports
A. WSO Trustee—Richard L. —submitted written and verbal report.
1. WSBT would like for the WSOB Chair to participate on the next Conference Call.
2.WSBT motioned and passed to have Kim participate on the procedure of choosing the next DOO.
3.WSBT would like the next B2B meeting on Dec. 4 to be held at the WSO.
4.Need to pick up the broken digital recorder and purchase new one for our next live quarterly meeting.
5.Been assigned to the Finance and the LCF committees.
6.Went with Barry to become a signer on bank accounts.
7. Need update on filling DOO position.
B. WS Trustee—Peter D.—submitted verbal report.
1. On the WSBT Conference Call, there was discussion about moving from Yahoo Group to another. Will get with Robin and report back to the WSOB next meeting.
XVI. 7th tradition
XVII.CAWS 2011, Arizona—
A. Everything going great.
XVIII.CAWS 2012, UK—
A. Tom: I am very concerned; we are having troubles collecting money; we have not seen any reports for a while.
XIX. CAWS 2013, Florida—Still no Chair – need a contract by March for hotel.
XX. CAWS 2014, Long Beach—nothing new.
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XXI. Executive Session
XXII.Next meeting: Thursday, October 28.
XXIII. Motion to Adjourn made by Teresa at 11:25pm. Seconded by Elizabeth. Vote taken: Passed unanimously.
XXIV. Meeting closed at11:25pm by Chair Tom with the ―we‖ version of the Serenity Prayer.
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CAWSO OFFICE REPORT
For the World Service Office Board of Directors
October 14, 2010
Prepared by John Bodkin, Managing Consultant
At this time the WSO is running smoothly, operations are sustainable and employee disposition is notably improved. Operational issues being addressed as they arise, but simply put, our customers are receiving professional, reliable, and friendly service, and our orders are shipping on time provided inventory is in stock to fulfill them. I would like to thank Sheila for demonstrating tremendous skill and professionalism in assisting me with special projects and tasks. She is more than capable. Also thanks to Andrew for performing a full count of Books, Chips, and Literature.
There is a lot going and not all of it may be contained in this brief snapshot.
- WSO Volunteer Saturday, October 23rd, 2010. – Directors Wanted!
- Inventory Books, Chips, and Literature – Some items reflecting substantial disparity from ―on hand‖ counts in QuickBooks.
- Network failure on two occasions in the last 3 weeks requiring BMW to service on site, for restart and troubleshooting.
- Business equipment in good working order.
- Copier Lease is coming due in March of 2011 and currently investigating opportunity in this area.
- Invoices, checks, and normal administrative tasks processed now and prepared for reporting and payment tonight.
- WSC Minutes / Transcription issue.
- Continue to interview the staff with respect to this transitional time. Details made available to Tom P.
- Sheila has completed her probationary period and is due an evaluation and Employee benefits going forward provided she is retained. – Set a date tonight?
- Andrew has completed his one year anniversary date and is due a review and merit increase consideration/discussion. Set a date tonight.
- Payroll was successfully processed on time.
- Renewed Network Solutions contract for online store and hosting for additional year.
- Birthday Envelopes re-formatted and are now available for distribution.
- Stop Payment UK check / Wells Fargo – Now accepting the payment through PayPal. August P&L overstated by approx 3k as fees and reversal will not clear until September month P&L which will be available at your next meeting.
- Inspected office and work areas. Identifying
- Gay/Lesbian Literature in rework process.
- Delivered deposits and review of recent bank activity.
- Audit and update the contribution program roster. Get ACH working again. Run $470 for October MTD.
- State fund statement completed and paid.
- UPDATE ON THIS ITEM FROM LAST MEETING: Both Checks from the UK for the 2011 fundraiser “Fabric event” in the amount of 2474.68 BP should be destroyed payment will be made by PayPal and an email confirming will be sent. (As of this report no payment or paypal confirmation received).
- Trustee and WSOB Expense Reports from Conference.
- Sheila now accepting customer payments into quick books as part of the sales process. Still under review but saving time and more efficient at this time.
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- Assisted WSBT with Travel arrangements for December Quarterly. B2B to be held here at the WSO. Logistics? Dinner? Tables?
- Sheila contacted Board of Equalization to update our address information. Updated sellers permit on display. Update city business licensing with City of Carson. All information collected and spoke with City. Fire inspection required prior to licensing.
- Review Recording agreement with HP Audio. Was this signed?
I have communicated with the 2011 WSC Chair, Trustee, Treasurer, and Registration Chair.
- 22 paid Registrants / 22 abandon. Repaired issue with Regonline.com.
- Golf Contract – Revise to 60 rather than 80
- T-shirt Check Request
- We Treat Venue Check Request
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WSOB Treasurer
Barry Jacobs
Oct 14,2010
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 Executive consultant regarding need of banking and financial (signing checks and going over financials ect )
I have been forwarded a preliminary P&L and Balance sheet and expressed some of my concerns to him and the bookkeeper to research and change a few things.
I made arraignments with the WSOT to get him as a signer on the accounts.
I have been in touch with the 2011 CAWS convention treasurer about getting things in order.
I emails our REP at HSBC to see how we can facilitate the opening of a HSBC UK account .
In loving service
Barry
10/14/2010
Operating $14808.10
Even Year-$8412.77
Oddyear- $ 41959.83
Savings-$93342.09
HSBC $500.00
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WSOB Secretary Report, revised
10-14-10
I. Took regular meeting minutes; kept minutes and reports updated on the Yahoo group.
II. Came to the WSO last week to spend the day sorting through Literature/publications issues:
A. After working with John B. and speaking with Cynthia C., it was determined that many of the items on Cynthia‘s incomplete project spreadsheet are actually awaiting action by the LCF committee. There are several items that are ready for WSO action. Here is a summary:
1. WSO needs to acquire information regarding possible alternate printer that would be easier for us to work with (or possibly begin doing printing in-house).
2. The Reaching Out Card needs updating to reflect the current address and needs to be uploaded to the Website
3. We need Cynthia to verify that the PDF of the “Newcomer Booklet” that we sent her last week is, in fact, the most current and is it ready to go?
4. Cynthia is still reviewing the web version of “C.A. is Also..” as well as “To the Newcomer”
5. Cynthia is still editing “Yes, you Can…” “Choosing your Sponsor,” ―Newcomer Booklet‖ and “Tips for Staying Clean…”
6. If we change our “printer/printing capabilities, we will be able to move forward with the printing of “Do’s & Don’ts…,”
7. WSO needs to determine how we want our pamphlets to look (back) so that they are uniform.
B. Cynthia is developing a means of collecting and organizing all of the pamphlets in their most updated form. She is also creating a ―future changes needed to book‖ collection spot, so that as changes are made to pamphlets that affect the book, we are keeping track for future book revisions.
III. Translations
A. Yves has requested electronic copies of all of our pamphlets. They have been Xerox copying all of the pamphlets in English for their English Speaking members, covering or replacing our contact information with their local information and they would like to be able to do this electronically so it will look nicer.
1. This opened up the question of royalties. I let him know that the printing/copying of CAWSO pamphlets in Canada would be subject to royalty provisions and may modify your current royalty agreement with CAWSO. This type of modification in our agreement would need to be brought forward to the WSOB for approval before I can proceed.
2. Yves is under the impression that they are paying royalties to CAWSO. However, no royalties from Quebeq have been recorded for at least a year.
B. Yves has requested more 12X12 laminated posters. This is not an item on the order form. Can we send these to him or do they need to make them over there? If so, he will need the electronic document or template.
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C. HFCII in French. This is ready to print. After going back and forth with Yves, it appears that the best plan will be to print from the U.S. and ship to them. I have told him that my goal is to have this done before the end of this calendar year.
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World Service Office Board
Director at Large Report
October 14, 2010
Thank you all for the opportunity to be of service.
Since the last WSOB meeting I have been in contact with both the LCF committee and Finance Committee.
LCF –
The Publications liaison would like to know who all wants to be copied on Publication-related e-mails? One option would be reviving the publication
Yahoo group we used for HFC II, or starting a new one. I know not everyone is thrilled with Yahoo groups, but they’re a great way to make sure no one gets left off the loop! If I receive specific instructions, either way,
I’ll do my best to include everyone who wants to be on the list.
We have a conference called scheduled for Sunday, November, 14th. I am waiting for confirmation of time.
After Conference Report was sent to the WSO.
GLBT proofreading committee is working on finalizing copy for the website.
Finance –
Forwarded the Gratitude Flier and Label to the WSO for an agenda item.
November is named as Gratitude Month.
WSOB –
I also was in active online communication with the WSOB. I also was in communication with the Executive Consultant in how to support the WSO during this time.
In Love and Service,
Elizabeth Schmidt – Saldebar
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WORLD SERVICE OFFICE TRUSTEE REPORT
October 14, 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 Update
. WORLD SERVICE BOARD of TRUSTEES – Report
The World Service Trustee Board (WSBT) The Trustees had their first Telephone Conference on Sept. 26,2010. I attended the meeting along with Peter WSBT and a full Board. It was a basic orientation call with my report on the current condition of the World Service Office
- WST would like the WSO Chair to particapate on the next WST Conference call on Oct 24th 2010 at 10AM PST
- The WST motioned and passed to have Kim particapate with the WSO on the procedure of choosing the next DOO.
- The WST would like to have the next B2B meeting on Dec.4th 2010 to be held at the WSO and would love to meet the staff.
- I need to pick up the broken digital recorder and purchase a new one for our next live quarterly meeting.
- I am now currently involved the WSC Finance committee and LCF committee
WORLD SERVICE OFFICE TRUSTEE – Report
- Went with Barry J to Wells Fargo and am now authorized to sign on the accounts
- WSO Director Reports and minutes need to be scanned ( or attached) to the minutes to be submitted to the WST
- Need update on filling the open DAL positions and Vice Chair position
- Need update on the employment procedure of the next DOO (a guesstimated time line)
- I’ve been in direct contact with John, Tom and Barry. I have also made several office visits in person to meet with John and the staff.
- Update on opening the HSBC account in the UK
Submitted by
Richard L.
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