Jun 27, 2002 – WSOB Meeting Minutes

CA World Service Office Board Meeting

June 27, 2002

Proposed minutes

PRESENT:

Steve Edwards, Chair
Mark Keaser, Vice Chair
Kevin Murphy, Secretary
John (“Oliver”) Van Horn, Treasurer
Mike Gallagher, Director
Elizabeth Saldebar, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions vacant: Director-at-Large, Pacific South Trustee
Members absent: None

Meeting called to order at 7:40pm.
John read the 5^th Tradition;
Elizabeth read the 5^th Concept.

Minutes of June 13, 2002

• Not ready.  Tabled.

OLD BUSINESS:

H&I Video: no action

OFFICER REPORTS:

Chair: Steve provides a written report on his Washington trip, attached.

Vice Chair: No report.

Secretary: No report.

Treasurer: Finalizing CAWS2002.  Credit card statement comes in 3-4 weeks after deposits.  Discussion of credit card processing company.  May need new one.

Director-At-Large: No report.  NewsGram: (Kevin).  A WSO committee will edit the next NewsGram.  Deadline of 7/1 for submissions, with printing in August.  WSBT NewsGram committee has seen all submissions.  WSO NewsGram manual “ad hoc” committee beginning work.

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World Service Office Trustee: Written report attached.

World Service Trustee: Reviewed delegate mailing as per Conference Committee policy.  Delegate mailing now sent.  Participating in CAWS2004 hotel negotiations.

Pacific South Trustee: Position vacant

Office Manager: Written report attached.

• In year-end process.
• Reviewed Customer Service rep and gave her a raise (her 1^st raise in 2 years).
• Sales 4^th quarter above last year.
• Chip & Literature sales for year $35K above 2000-2001.
  • Attributed to vastly improved customer service and the lack of back-order overhang.
• Transferred money from CAWS2002 operating account to Money Market account to get interest.
  • Question about WSBT policy on transfers, and Director of Operations asks that WSBT review their policy.
• Spanish language translation of HF&C is in progress.

COMMITTEE REPORTS:

Ad hoc Delegate Mailing Policy: Work being divided up among members prior to meeting.

CAWS2002: Hotel bill signed off by hotel liaison.  Some savings from hotel liaison review.

CAWS2004: Host committee considering outsourcing registration.  Will bring proposal to Conference.

NEW BUSINESS:

Motion: (Patty/Mike): Ratify Kevin M & Mark K as WSO Trustee slate.

• Passes

Motion: (Patty/Kevin): Motion to lower chip and literature discounts.  Remove $100 discount of 10%, and lower $200 discount to 10% from 15%.  Effective July 1. September 1.

• Necessary to increase size of orders which improves our margin.  The $100 discount makes larger orders too rare.
• Argument that discounts will still be too high.
• Argument that effective date should be September 1^st to allow time for communication and to invite orders to “beat the increase.”

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• Friendly amendment to change date accepted.
• Passes unanimously

Motion: (Patty/John): Pay hotel room charge for Portland hotel liaison of $607.70.  303.85.

• Friendly amendment to reduce amount to ½ room cost.
  • Prior verbal arrangement with host committee was 50%.
  • Accepted.
• Argument against: this will set a new precedent and invite further committee member requests in future years.
• Outside Convention Committee guidelines.
  • Fails

Motion: (Elizabeth/Mike): Revise invoice to Portland hotel liaison to reflect full price of hotel room as per WSC guidelines.

• Current invoice (sent) is for $303.85.  Motion would make it $607.70.
• Consistent with reasons that above motion failed.
  • Passes

Motion (Mike/John): to suspend rules to extend time.  Passes.

Motion (Mike/Elizabeth): extend to conclusion of new business.  Passes.

Motion: (Oliver/John): Approve CAWS2003 check request of $300 to “Waters Edge” for golf tournament deposit.

• Tabled until contract ready.

Motion: (Oliver/John): Approve CAWS2003 check request of $1435.63 to “Premium Concepts” for pre-convention fundraising memorabilia.

• Beanie babies
• Money spent without following guidelines.
  • Check request needs to be approved before spending money.
  • Three bids required.
• Motion to table.  Tabled.

Motion: (Oliver/John): Approve CAWS2003 check request of $189.15 to “Debbie Harris” for outreach mailing.

• Passes unanimously

Motion (Elizabeth/Kevin): Table balance of CAWS2003 check request agenda items.

• Passes unanimously

CAWSO Treasurer will draft letter to CAWS2003 Host Committee to remind them of the Convention spending guidelines, and inform them of accepted procedures for check requests.

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Motion (Oliver/Patty): Approve transfer of $4197.95 from Money Market (CAWSO Operating Fund) to CAWS2002 account to fund hotel bill final payment, upon WSBT approval.

• Subject to $3000 Trustee approval limit for transfers.
• Cash-flow issue due to hotel’s new policy holding $9000 room rebate check until final bill paid.
• Passes unanimously

Motion (Oliver/Patty) Approve transfer from Money Market (CAWSO Operating Fund) to CAWSO Operating Account an amount not to exceed $11,700 exactly $11926.39, upon WSBT approval.

• Long unpaid bills need to be paid.
• Includes hotel bill portion for CAWSO and WSBT.
• Friendly amendment to increase the amount to exactly $11926.39
  • would pay a number of specific bills.
• Passes

Motion to adjourn (Mike/Kevin)

Next Meeting: July 11, 2002

Respectfully Submitted

Kevin Murphy,

WSOB Secretary

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