Minutes of the Meeting of CA World Service Office Board of Directors
March 24, 2011
I. Opening. Meeting called to order with the ―we‖ version of the Serenity Prayer at 7:05pm by Tom P.
II. Tradition 3– read by Richard.
III. Concept 3 – read by Sheila.
IV. WSM (pp.56)- read by Linda. Discussion ensued.
V. Birthdays—Sheila.
VI. Roll call and Quorum Determined
A. Voting Members Present: Tom P. (WSOB Chair), Barry J. (WSOB Treasurer), Teresa N. (WSOB Vice-Chair), Richard L. (WSO Trustee). A quorum is established.
B. Board Members Absent: Peter D. (WS Trustee), Elizabeth S. (Director at Large), DOO (vacant), Director at Large (vacant) and DRPD (vacant), Secretary (vacant).
VII. Guests Present: John B. (Executive Consultant), Sheila, Linda, DOO-elect.
VIII. Approval of the minutes of the prior meeting
A. Richard made motion to approve the minutes of the March 10 meeting. Seconded by Barry. Passed unanimously.
IX.Guest Reports –
A. Sheila-
1. Working on vendor licensing agreements.
2. Was instrumental in large sales of merchandise. a. John: We are deeply grateful for Sheila’s work.
X. Referrals – Teresa will put the spreadsheet together so that we can begin work on them after the Convention.
XI. Director Openings – still recruiting for DAL and Secretary positions.
XII. Translations –
A. At B2B, discussion of HFCII French was revisited. Do we go forward with the printing or do we embark on the process of making the changes necessary in order to bring it in line with what the Conference mandated for all future printings of HFCII. We could do a short printing of what we have and also begin making the changes for future printings. Much discussion ensued. Barry made motion that we prepare HFCII in Canadian French for production. Seconded by Richard. Passed unanimously.
XIII. Publication Issues – nothing new.
XIV. Large purchase request – UK
A. Discussion ensued regarding the specifics of a large-volume customer.
XV.Office Director Reports
A. DOO Report – (vacant)
B. John B., executive consultant – no report.
1. Participated in B2B.
C. Chair—Tom P. – no report.
1. Participated in B2B.
D. Vice Chair—Teresa –submitted minutes for review and compiled reports.
E. Treasurer—Barry J. – submitted verbal and written report.
1. Participated in B2B.
2. Addressed a Wells Fargo error.
3. Worked with CAWS 2012 on banking issues.
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4.Operating $23,000.68
5.Even Year $337.25
6.Odd Year $ 40,912.18
7.Savings $74,975.33
8.HSBC $500.00
F. Secretary—vacant
G. Director at Large—Elizabeth S. no report (absent with prior notification to the Board).
H. Director at Large—vacant.
XVI. Trustee Reports
A. WSO Trustee—Richard L. —submitted verbal report.
1.Participated in the WSBT quarterly and B2B.
2.We have a new DOO!
B. WS Trustee—Peter D.—no report (absent with prior notification to the Chair).
XVII.Seventh Tradition
XVIII.Committee Reports
A. Finance: Elizabeth, Tom & Barry – nothing new.
B. Structure & Bylaws: Teresa— nothing new.
C. Convention: Peter D. –nothing to report.
D. Conference: Teresa and Peter D. —nothing new.
E. Unity: no director liaison.
F. Literature, Chips & Formats: Tom & Elizabeth – Conference call this weekend.
G. Hospitals & Institutions: no director liaison.
H. Public Information: Richard L. —working on the PSA.
I. I.T.: no director liaison.
J. Archives: Check request came in from Patrick. Discussion ensued. The Board discussed the cost in relation to their budget. We also need to obtain the artwork/design and a release of the intellectual property. We also need to see the three bids. Finally, this does not require a check request, but rather, once a bid is agreed upon by the WSO, the WSO will work with the vendor to obtain an invoice. Tom will contact Patrick to discuss.
XIX. CAWS 2011
A. Almost at 300 mark in registrations.
B. Discussion ensued regarding a release form for the Fun-Run. Linda will look into this further to assist with the development of a form.
C. Discussion ensued regarding picture-taking of participants riding the rock (mechanical bull). Tom will respond to the chair to ensure that the photographer is properly licensed.
D. Barry made motion to approve check request in the amount of $695.31 payable to Marcella Cagen for banquet centerpieces. Seconded by Teresa. Passed unanimously.
E. Barry made motion to approve check request in the amount of $249.98 payable to Eric Owen for 1100 elastic ―I Shared‖ wristbands. Seconded by Richard. Passed unanimously.
F. Barry made motion to approve check request in the amount of $1875.00 payable to ABC Printing for 1400 programs and 1000 day planners, pending WSOB approval of the program. Seconded by Teresa. Passed unanimously.
G. Barry made motion to approve check request in the amount of $239.00 payable to Robin Timm-Smith for reimbursement for printing of additional registration forms. Seconded by Teresa. Passed unanimously.
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H. Barry made motion to approve check request in the amount of $1380.00 payable to Hawaiian Islands Paradise, Ltd. for 70 welcome committee shirts. Seconded by Teresa. Passed unanimously.
I. Barry made motion to approve check request in the amount of $630.00 payable to Earth Wisdom Jeep Tour for 50% deposit. Seconded by Teresa. Passed unanimously.
XX. CAWS 2012
A. Proposal to offer extra days for CAWS2012 hosted by UK.
1. Still waiting on requested information from the CAWS 2012 committee.
B. Barry made motion to approve check request in the amount of £1036.80 (approx. $1658.00) payable to Advertees for pre-convention T-Shirts. Seconded by Teresa. Passed unanimously.
C. Barry made motion to approve check request in the amount of £108.00 (approx. $172.00) for flyers to promote the Boat Party. Seconded by Teresa. Passed unanimously.
D. Barry made motion to approve check request in the amount of £588.00 (approx. $882.00) payable to Wincanton Print for 10,000 registration forms. Motion tabled. The WSO will contact them to request more information and a copy of the registration form for approval.
XXI. Next meeting: Thursday April 14 and Thursday April 28.
XXII. 9:58pm Motion to Adjourn made by Barry. Seconded by Teresa. Passed unanimously.
XXIII. Meeting closed at 9:58pm by Chair Tom with the ―we‖ version of the Serenity Prayer.
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WSOB Treasurer
Barry Jacobs
Mar 24, 2011
I want to thank the fellowship for the opportunity to serve.
Survived quarterly Board to Board meeting with the WSOT
Have been in touch with the Chair and the Executive consultant and the WSOT regarding need of banking and financial (signing checks and going over financials ect )
Been in contact with the European Trustee regarding HSBC and paying for things.
Went to Wells Fargo (with EC) to clear up banking error.
Came by the office a few times time to check in with the office and with the WSOT signed checks ect .
Started filling out the HSBC paperwork to get the ball rolling again
In loving service
Barry
Operating $23000.68
Even Year-$337.25
Oddyear- $ 40912.18
Savings-$74975.53
HSBC $500.00
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