Nov 14, 2002 – WSOB Meeting Minutes (Proposed)

CA World Service Office Board Meeting

November 14, 2002

Proposed minutes

PRESENT:

Mark Keaser, Vice Chair, Acting Chair
Kevin Murphy, Secretary
John (“Oliver”) Van Horn, Treasurer
Mike Gallagher, Director
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions vacant: Chair
Members absent: Elizabeth
Visitors: Earl H, SGPVCA; Spenser B, Chair, WSBT

Meeting called to order at 7:40pm.<
Patty read the 12^th Tradition;
Earl read the 12^th Concept.

Chair announces that Bob Campbell has been elected a Director of WSO.

Executive Session at 7:20

Executive session ends at 7:22

Chair announces that Bob Campbell has been ratified by the WSOB as a Director.  This position is “Director-at-large 2.”

Minutes of October 24, 2002

• Motion (Patty/John) to approve
• Approved as corrected.

OLD BUSINESS:

Minutes of 8/25.  Not ready.

OFFICER REPORTS:

Chair: Written report submitted.

Vice Chair: (acting as chair)

Secretary: Minutes of 9/26 & 10/10 (already approved) will be given to office by end of week.

Treasurer: Motion (Oliver/Patty): to suspend rules to take an item of new business out of order.  Passes.

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Motion: (Oliver/Patty): The WSOB will request that CAWS2003 reduce their budget by $10,000.

• Treasurer has analyzed the CAWS2003 budget and suggests reductions are possbile in the following areas:
  • Speaker & workshop expenses
  • Coffee
  • Office expenses
• Contract has certain minimums on beverage & food revenues to hotel.
• Passes unanimously

Motion: (Oliver/John): WSOB will recommend that Board of Trustees reduce their expenses by $3350 overall.

• Based on last year’s spending and current spending rates, this is more in-line that current budgeted amount.  This would reduce the 2002-2003 budget to $35,900.
  • Treasurer suggests changes in quarterly meeting expenses.
  • Historical case of 3 quarterly meetings plus more phone conferencing.
  • Reducing length of quarterly meetings poor economy, as several types of expenses are fixed.
  • Approximate cost of quarterly meeting is $3000.

Motion: (Oliver/Patty): Reduce WSOB travel budget by $7300.

• Only sending Treasurer and Director of Operations will accomplish this.
• Suggested that WSOB Chair ought to go to Convention.
• Expenses of WSOB travel to Convention don’t seem to add up to $7300.
• Motion to table (Kevin/Patty)  Tabled

Motion: (Oliver/Patty): Request compensated persons unexpectedly becoming “odd man” at events to notify both chairs prior to, or at, event.

• Need to avoid lots of single-person rooms wholly paid for by Fellowship.
• Passes

Written report submitted.  October 31 Money Market balance $47,000.

• Discussion of priority of expenditures, such as travel reimbursement and discretionary spending.

Director-At-Large 1: NewsGram will be black & white offset on copier paper in a slightly different format.  Substantial cost savings based on underutilization of copier copy limits.

Director-At-Large 2: No report

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World Service Office Trustee: Absent, no report.

World Service Trustee: No report

Office Manager: Working on donor program, investigating PayPal for donations as well.  Jay S is coming this weekend to do archival work.  Working on US Postal Service non-profit status.  Increasing in-house storage of Storybooks to 75 cases to save costs.

Motion: (Patty/Mike): Suspend rules to make motion to extend for time to complete office report and CAWS2003 wish list request.  Passes.

Motion: (Patty/Mike): Extend for time to complete office report and CAWS2003 wish list request.  Passes.

COMMITTEE REPORTS:

CAWS2003: CAWS2003 host committee has submitted a list of items they need addressed soon.

• Golf contract. Done.
• Second City check.  Sent check October 10 for $1020.  Sent to host treasurer.
• Memorabilia decision (3 bids submitted).  Vendor has been approved.  Awaiting artwork for approval.
• Steppenwolf Theatre contract.  Three bids for artists have been submitted.
• Bank statements for September?  Sent to Treasurer 2 weeks ago.  Bank statements are usually delayed 3-4 weeks, due to several delays (bank, office, mail, etc).

Motion: (Kevin/John) Accept contract for Steppenwolf Theatre.  Passes unanimously.

Motion to adjourn (Bob/Kevin)

Passes at 10:30pm

Next Meeting: December 5, 2002

Respectfully Submitted

Kevin Murphy,

WSOB Secretary

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