Oct 22, 1998 – WSOB Meeting Minutes

CA World Service Office Board Meeting

October 22, 1998

Proposed minutes

PRESENT:

Scott Stevenson, Chairman
Jeff Schachter, Vice-Chairman
Kevin Murphy, Secretary
Joy Hutcheson, Director
Joe Stephens, Pacific South Trustee
Meredith Amos, World Service Trustee
Susan Turnbull, World Service Office Trustee
Mary Hukill, WSO Office Manager

Visitors: Penny F & Robin C (Los Angeles)

Meeting called to order at 7:40pm.
Meredith read the 2nd Tradition ;
Joy read the 2nd Concept.

• Minutes of 9/24/98
• Motion (Joy/Susan) to approve
• Approved as amended.

OFFICER REPORTS:

Chair:

• Office management:
• Met or talked w/Mary one to two times per week on average.
• Reviewed personnel policies and procedures via telephone.  Discussed banking and possible changes with her.  Reviewed changes to take place.
• Finance:
• Began, but did not finish, the draft engagement letter to Roger Brown & Co.  Expect to finish that this weekend in order to forward to Joy & Mary for discussion and finalization.  Discussed certain procedures with Mary. Will continue to work on referrals from the Trustees to me — specifically the possibility of a certified audit and/or internal control review.  Hope to have tentative bids on both of those processes by late next week.
• Newsgram:
• Completed “Note from the WSO”.
• Conventions:

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• CAWS99: multiple telephone discussions with Treasurer of Convention, Mike K. regarding various banking problems with the Milwaukee bank and possible solutions.  Discussed with Mary how the procedures were working on the transfer of the receipts to the Milwaukee bank ( the Trust account ).
• Board:
• Prepared agenda for this meeting and forwarded to the office in time for mailing this week and also prepared the updated priorities and time lines schedule discussed by the Board at the last meeting.
• Trustees:
• Communicated on a regular basis via E-mail with Walter Johnson, Chairman WSBT.  Discussed having Mary attend the Trustees meeting in keeping with past tradition.  Walter has scheduled Mary’s appearance with the Trustees for Saturday November 14, 1998 at 4:00 p.m.  At this writing the location of that meeting is still unknown.

Vice Chair: No Report

Treasurer: (by treasurer-designate, Joy H)

• July done.  Aug almost done.  Almost caught up.  98-99 budget ready for CPA.
• New business:  Notice of assessment

Secretary: No report

Director-At-Large: No report, not present

World Service Trustee:

• Conference 99:  Radisson again.
• CAWS2001: Forwarding previous contracts to negotiating committee.  Will fwd “Pass it on” on CDROM.

Pacific South Trustee: No report

World Service Office Trustee:

• Conference call.
  • In regard to WSOB membership question, Pacific South Trustee is ex officio member of WSOB due to conference mandate.
  • Tapes or transcripts from conference needed for 11/13 Trustee meeting.

Office Manager: Written report attached.

(BREAK)

COMMITTEE REPORTS:

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Webmaster:

• CAWS99 request for memorabilia page on CAWSO site
• Montreal submission of French language meeting starter kit for posting on CAWSO web site

Finance: committee has completed research into contribution reporting to donors.  Full report next meeting.

Newsgram: 7^th tradition info on Newsgram.  Now referring to original documents, rather than working from compilations.  Full draft procedure next meeting.

OLD BUSINESS:

• Matters referred from Conference:
  • Quebec requests regarding pricing:
    • 7/25/96: Set French storybook price temporarily at 9.95USD, pending review.
    • 8/8/96: Set full price at US$12.95, with case discount resulting in US$9.91 unit price.
    • 10/13/98: Montreal still requests unit pricing at C$12.95 (letter from Marie-Pascale).
    • Referred to committee for further discussion.
• Strike “goal-setting” from old business: done.

NEW BUSINESS:

• Visitors:
  • Women’s retreat:
    • 1998 (past event) proceeds will be donated by event to CAWS99 convention.  See attached.
    • Proposal for 1999 Women’s Retreat as WS event to fund 2000 WS Convention.
    • MOTION to adopt proposal from Women’s Retreat Committee as stated in attached.
      • Discussion.  Consensus is that we do not have the authority to create this event.  Suggested that this be referred to appropriate conference committee(s), or produced locally.
      • Motion Withdrawn
• Notice of Assessment
  • 9/30/98: Crawfordsville, Indiana, has assessed us property tax on Storybooks in storage.  Will investigate and ask for extension.

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• Convention account check signers:
  • MOTION (joe/joy) to authorize WSOB Chair, WSOB VC, WSOB Sec, WSOB Treas, WSOT, PST as signers to all convention trust accounts.
    • Research shows that no policy currently exists.
    • Passed with 2 abstentions.
• Transcription Bids:
  • We accepted a bid, according to the office report, for transcription.  Bid was $600.  This should have been approved by board as it exceeds $500.
    • MOTION:  To accept the bid for $600 from Pam Zeiden to transcribe the 1998 Conference tapes by 11/7/98.
    • Passes
• Discussion of posting French language meeting formats on web site as PDF files.
  • Supplied by Montreal (Marie-Pascale P., Montreal Delegate)
  • Translation not explicitly approved by WSO or Conference.
  • Research policy
• MOTION: To add CAWS99 memorabilia list and contact information to CAWS99 section of the CAWSO web site. (Kevin/Joy)  Motion fails unanimously with one abstention.
• MOTION:  (Kevin/Mary) Temporarily waive shipping charges for orders originating outside the US.
  • Intention is to promote growth of CA outside USA
  • Motion fails.
• Notice:  Susan Litt has resigned her position as administrative assistant, effective 10/30/98.

Motion to adjourn (Jeff/Joy)

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