Minutes of the Meeting of
CA World Service Office Board of Directors
January 18, 2007
I. Opening. Meeting called to order with the Serenity Prayer at 7:03pm by Chair, John B.
II. Tradition 11 read by Earl H. Short discussion ensued regarding anonymity on-line with regards to e-mail addresses.
III. Concept 11 read by Tom P. Brief discussion.
IV. Birthdays: none.
V. Roll call and Quorum Determined.
A. Voting Members Present: John Bodkin (WSOB Chair), Tom Phelan (WSOB Treasurer), Earl Henderson (WSO Trustee), KathyJo Rangno (WSOB Vice Chair), Teresa Neighbors (WSOB Secretary), Patty Flanagan (WSO Paid Director, Director of Operations, Office Mgr), Hayward Hunt (WS Trustee), Robin L. (WSO Paid Assistant Mgr—no vote). To arrive late: Willie Bailey (Director at Large) (arrived at 8:30pm)
B. Voting Members Absent: Director at Large (vacant)
C. Visitors Present: none.
VI. Approval of the previous month’s minutes
A. Motion made by Tom P. to approve, seconded by KathyJo R. Hayward H. thought he had submitted a written report last month, but had not sent it to the Sec. He is sending it now and it will be attached. Patty would like to clarify her statement recorded in the office report with regards to the Las Vegas Love and Service Seminar: that someone from the WSOB should attend (not her.) Vote Taken on motion to pass. Motion approved by substantial unity.
VII. Guest Reports– none.
VIII. Old Business
A. Director Resumes—still looking
VIII. Office Report
-Patty F. submitted written and verbal report
A. Financials have been finished. The quarter is closed.
1. 7th tradition: we will know within the next 2 weeks exactly where we are, but it appears that we are suspiciously low.
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2. We are relying on sales of chips, literature, books and conventions. 7th tradition is unpredictable and for the first six months is behind budget and prior year.
B. The office staff has stepped it up since Patty’s return.
C. Robin is developing very well—just completed her 90-day review.
D. Patty has secured the access to Quickbooks.
E. Patty has outsourced the HFC audio set to an outside vendor. Coast to Coast is no longer the vendor we are using for replication.
F. Changed our re-order points. We will be increasing our inventories which should increase our revenue. The ceiling for inventory is $35,000. Traditionally we have kept only $28,000 in inventory.
G. Patty reviewed the time requirements for bookkeeping with Leandra. It has been determined that we are fair and equitable in what we are paying her for her time.
H. Patty leaves for Kansas City next Friday
I. CAWS2007 would like to sell pre-convention memorabilia. Cost $785.00, end profit approx. $330.00. Added to New Business.
IX. Treasurer Report
-Tom P. submitted written and verbal report
A. Reviewed the Dec. 31 Balance Sheet.
B. Inventory: $33,390.77, variance of $3.51 from physical count to book balance.
C. Sales: Chips & Lit—approx. $5,000 off plan. 7th tradition approx. $5,000 off plan. Careful attention to expenses have offset the lack of income.
D. Discussion ensued over some trustee and committee expenses.
E. It would appear that we are approx. $20,000 ahead of where we should be at this time of year based on budget–primarily due to cost savings. However, there are still a lot of unknowns.
F. This year, vs. last year 7th tradition: we are 20% behind. However, donor program has increased 10%, books increased 14% and chips & lit increased 2.4%.
G. Discussion ensued regarding the dip in 7th tradition and possible solutions.
BREAK—8:40pm
Meeting called back to order 8:48pm
(continuing with the Treasurer’s report…)
H. Re: Allocations of the reserve accounts: it is the recommendation of the Treasurer based on the analysis of the reports that the following be established: prudent reserve $75,000, book reserve $25,000, H&I reserve $2,000 Conference/Convention reserve $16,000.
X. Director Reports
A. Chair—John B. submitted written and verbal report
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1. Discussed goals for the new year. Requested that each Board member submit in writing 5 goals for the year by next meeting. Wants this to be a year where we all work together to drive projects and accomplish common, attainable goals.
2. Met with Tony pretty regularly.
3. Spoke with Steve—he seems well and ready to get back into the swing of things with the Conference Committee.
B. Vice Chair—KathyJo R. submitted written and verbal report
1. Kansas City 2007-got the Houston pass-it-on.
3. Referral Grid resurrected.
4. Continue to enhance the vendor-license agreement.
5. Certificate for licensing—Office will design.
6. Drafted employee copyright letter.
7. Drafted copy of the speaker/workshop letter and sent to sub-committee
8. Intellectual Property sub-committee: briefly discussed process with Patty. Sub-committee would appreciate WSO staff feedback on the forms sent by sub-committee to make sure these docs are on track.
C. Secretary—Teresa N. submitted verbal and written report.
1. Working actively with Cynthia on the NewsGram—currently soliciting articles for the Spring volume. Requesting Board assistance.
2. Request that Board members review minutes prior to the next meeting and submit corrections to Teresa via e-mail to facilitate the quick and easy approval of the minutes at the meeting.
D. Director at Large–Willie B. submitted a verbal and written report.
1. Met with the Unity vice-chair, who has agreed to step up as Chair, as long as Willie brings him up to speed and also helps him along the way, as needed.
2. Asked about the logo and the words “hope, faith & courage” with regards to copyright protection: are they protected? Can they be used on a T-Shirt/jacket? Patty: they are protected.
3. John asked for clarity as to the hand-off of the Unity Chair commitment. Discussion ensued.
BREAK—10:10pm
Meeting called back to order 10:20pm
XI. Trustee Reports
A. WSO Trustee–-Earl H. submitted written and verbal report.
1. Trustees met on Jan 7th. Motion passed to approve Teresa as WSOB secretary
2. Motion passed that the CAWSO Executive Director along with the Trustee members attend the yearly NADCP event.
3. Motion passed for the WSOB to have a job description, process for selection, timeline of selection, and logistics of the posting of the NewsGram editor completed by the March quarterly meeting.
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4. March Quarterly WSBT meeting will be held at the Fourr Points on March 2nd at 5pm.
5. Followed up with AT&T and finally got the refund of $205.61 plus a credit on the bill of about $200.
6. Submitted a proposal for consideration to allow phone calls to be transferred directly from the WSO staff to a cell phone so the Paid Director can work offsite productively and economically. See New Business.
7. John asked about how the Trustees seem to be feeling about how the Board is moving or not moving on projects. Earl: There was some frustration about the Board closing its doors in Dec. 14 and not being available to CA from Dec. 14 until the conference call. John: encouraged the two members of the Board that are also members of the Trustee Board to be more communicative between the two.
B. WS Trustee—Hayward H. submitted a written and verbal report
1. Compiled a draft of the B2B minutes to present to the WSBT for approval.
2. Backed up 800 line PC system for disaster recovery
3. Working with H&I Committee to deliver guidelines to WSO for posting on website.
XVI. Seventh Tradition taken
XVII. Committee Reports
Finance: Tom, Earl—no report
Structure & Bylaws: John—no report
Convention: KJ, Patty—John: discussion about how their petty cash account has been set up and is being used. There is better communication between the committee and the office now. Might submit a referral to help get cash handling in sync with spending.
Conference: KJ, Hayward—no report.
Unity: Willie—no report
Literature, Chips & Formats: Teresa, John—re: book update: absolute soonest can expect publication is April.
Hospitals & Institutions: Hayward—no report.
Public Information:
Internet:
Archives: Patty—no report.
XVIII. CAWS 2007
A. There was limited communication this month—the treasurer made a couple of
check requests that were misguided—while 2 were erroneously submitted, one has been addressed and communication about process was useful.
B. Patty will be doing some registration training when she travels there.
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XIX. CAWS 2008
Nothing.
XX. CAWS 2009
Earl: Nothing new. Everything seems to be moving along fine.
XXI. CAWS 2010-nothing to report
Nothing.
XXII. New Business
A. Reserves: Motion made by KathyJo R. to ratify the reserve amounts as recommended earlier by the treasurer and the office manager. Seconded by Willie B. Motion passed unanimously.
B. CAWS2007 pre-conv memorabilia: Motion made by KathyJo R. to approve CAWS2007’s request to purchase pre-convention memorabilia (26 hooded sweatshirts) at the cost of $526.00, to profit $339.00. Seconded by Tom P. Motion passed unanimously.
C. Phone forwarding service: Motion made by KathyJo R. to approve Earl’s submission for phone service to forward calls to Patty. Seconded by Willie B. Motion to table made by Earl H. Seconded by KathyJo R. Motion to table carried.
D. Next Meetings to be 02/08/07 and 02/22/07.
XXIII. Motion to adjourn made and seconded. Passed unanimously. Meeting adjourned at 11:26pm with the “We” version of the Serenity Prayer.
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