Minutes of the Meeting of
CA World Service Office Board of Directors
March 13, 2008
I. Opening. Meeting called to order with the Serenity Prayer at 7:00pm by Chair, John B.
II. Tradition 8 read by Patty. Brief discussion ensued
III. Concept 8 read by Earl H. Brief discussion ensued.
IV. Birthdays—none.
V. Roll call and Quorum Determined
A. Voting Members Present: John B. (WSOB Chair), Tom P (WSOB Treasurer), Teresa N. (WSOB Secretary), Earl H. (WSO Trustee), Hayward H. (WS Trustee), Willie B. (Director at Large), Richard L. (Director at Large), Patty F. (RD&PD), Taffy W., (WSO Manager). A quorum is established.
B. Board Members Absent: KathyJo R. (WSOB Vice Chair).
VI. Guests Present: Terry M.
VII. Approval of the previous meeting’s minutes
A. Willie made motion to approve the minutes from the 02/28/08 meeting. Seconded by Tom. Vote taken. Passed.
VIII. Guest Reports—Terry M.
A. CAWS 2008
1. Things are going well. As of now, things seem to be going smoothly.
2. Patty: while I was there I was able to work out the issue of bringing in our own snacks. There are concerns about having enough rollaway beds and fridges.
3. Tom made motion to approve the Mountain Dell Group Contract in the amount of $2000.00, representing $50.00 for 40 players, for a golf tournament at CAWS 2008, pending Trustee approval. Seconded by Patty. Brief discussion ensued. Vote taken. Passed unanimously.
4. Patty made motion for 50 golf towels with host-city logo on them in the amount of $250.00, including set-up. Seconded by Hayward. Brief discussion ensued. Vote taken. Passed unanimously.
5. Patty made motion to produce 1,000 buttons with the artwork as illustrated here tonight, in the amount of $250.00 to be charged on the credit card. Seconded by Hayward. Brief discussion ensued. Vote taken. Passed unanimously.
6. Patty made motion to approve contract with Morningstar Balloons in the amount of $2100.00 pending Trustee approval. Seconded by Tom. Brief discussion ensued. Transportation will be provided. Vote taken. Passed unanimously.
7. Patty made motion to approve the children’s events for $350.00. There are two separate events: one for the younger children and one for the older children. Seconded by Tom. Vote taken. Passed unanimously.
8. Patty made motion to allow for up to ten give-away registrations. Seconded by Tom. Brief discussion ensued. Hayward: how many scholarships do we give on-site? Patty:
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usually about 80. This is different. This is the $90.00 package. Vote taken. Passed unanimously.
9. Patty made Motion to make 60 host info/security shirts in the amount of $400.00. Seconded by Tom. Brief discussion ensued. Vote taken. Passed unanimously.
10. Patty made motion to approve spending of $1,600.00 for the DJ and band rental equipment & electrical, pending TNC approval. Seconded by Tom. Discussion ensued. Vote taken. Passed.
11. Patty made motion to pay Bob Perkell no more than $2,000.00, including airfare and hotel, for his performance on Saturday night, pending TNC approval. Seconded by Tom. Discussion ensued. There was some concern expressed re: the appropriateness of this comedian’s material and how to approach that. The entertainment chair believes that they will be able to sell a lot of extra tickets to this one big event. Vote taken. Passed, with opposition noted.
12. Patty made motion to enter into a contract with the artist management for $200.00 for a 35 min set of high-school-rock-light. Seconded by Tom. Brief discussion ensued. Passed unanimously.
13. Patty made motion to allow the WSOB to sign contract with Western Leisure for Park City Olympic and Park City Tour. Seconded by Earl. Discussion ensued regarding the lack of dollar amounts on the contract. Patty added a dollar amount to her motion so that the new motion reads: motion to allow the WSOB to sign contract with Western Leisure for Park City Olympic Park and City Tour for no more than $1,500.00, pending TNC approval. The seconder (Earl) approves of the amendment to the original motion. More discussion ensued. Vote taken. Passed, with abstention noted.
IX. On-Line Business
A. On March 7, Hayward made motion to link ca helpdesk to ca.org. Seconded by Tom. Passed with majority of the Directors’ votes. Brief discussion ensued re: the possible concerns about the process. Patty and Taffy will work on a proposal of how to make this happen.
X. Old Business
A. Follow-up on Yahoo Group Organization – Patty and Teresa to set a date to get together.
B. Effective E-mail program per referral #5119. Discussion ensued. John: would like to start an investigation on this. Will work with Taffy on this and bring back info next month.
C. HFCI 3000 HB & SB – Patty made motion to spend $9,877.00 plus shipping for 3,000 HC & 3,000 SC of HFCI, pending Trustee approval. Most are already sold to Hazeldon. Seconded by Tom. Brief discussion ensued. Teresa recalled that Hazeldon only wants HFCI. Patty reminded the board that we are completely out of HFCI at this time. We are not re-naming the book to add “vol I”. The name will remain the same: “HFC”—this will be an exact reprint. Vote taken. Passed unanimously.
D. Tom made motion to increase CAWS 2008 pre-convention memorabilia budget by $3200.00 (line-item move), moving $2000 from other and $1200 from entertainment. Seconded by Patty. Brief discussion ensued. Vote taken. Passed unanimously.
E. Recursos: Patty made motion to send the Dominicans $50.00 worth of literature. Seconded by Tom. Discussion ensued. Vote taken. Passed unanimously.
XI. Office Report – Taffy submitted written and verbal report.
A. Staffing
1. Taffy – started March 3
2. Tony – new shipping clerk started March 6
B. Equipment
1. Began pricing Shipping solutions. Bids pending from Pitney, Bowes & Neopost.
2. Tony, Taffy & Susan received training on the Ricoh copier.
C. Projects Pending
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1. Taffy will attend Conference committee call this weekend.
2. UPS—re-negotiating deposit based on increased weekly average shipping. Brief discussion ensued.
3. Mandatory Volunteer Center Orientation 3/28—Taffy and Tony will attend.
XII. Tom made motion to suspend the rules to extend the meeting past the normal time to end in order to complete the business on the agenda. Seconded by Earl. Vote taken. Passed.
XIII. RD&PD Report – Patty submitted written and verbal report.
A. Thoroughly enjoying working with Taffy
1. Taffy is practically training herself
2. Taffy is already problem-solving and handling the issues that enable Patty to do her job better
B. Printing HFC I French Canadian. Proof due March 31, 2008
1. Tom made motion that we fulfill and ship these orders from here, in order to safe-keep the financial affairs of the WSO. Seconded by Hayward. Speaking to his motion: unauditable, untrackable loss of inventories has been, and is, a concern Discussion ensued. Carl: would like the Board to send the Trustees a letter with detail so that they would know how to answer to questions. Patty: I do not intend to fulfill HFCII in French from this location. I plan to have found a fulfillment center by that time. Richard: how much are the customs to ship across the border? Patty: I am not certain, but I believe that for an order of about $300.00, it cost about $50.00.
C. CAWS 2008
1. While in Salt Lake City over the weekend, made a lot of progress with the committee
D. CAWS 2009 – Registration form is due to the WSOB
XIV. Treasurer Report— Tom submitted written report.
A. Trends are the same as last quarter. 7th tradition is behind.
1. Carl: what you are missing are some large donations from CALA
2. Teresa: is it just our Region that seems to have this fear issue that causes our areas to hoard money? Carl: well, it has been an epidemic lately…some areas are worse than others.
3. John: areas have it backwards: they think they need to hold on to money to fund their events. They should be raising money for their own events.
4. Terry: When I got here, we had no money. And we did things as a group, as a fellowship to raise money. Now, they don’t have opportunities like that. They just say: “ give me your money so we can do this event.” And that’s why everyone’s fighting over all the money.
5. Carl: When I was a delegate, we had to raise our own funds. Now, the delegates just stand around and expect the area to get the funds for them.
XV. Director Reports
A. Chair—John B. submitted no report.
B. Vice Chair—KJ submitted no report – absent.
1. By-laws project – in progress
2. Reprint policy – sent to Carl – Hayward will send to Board for review.
C. Secretary—Teresa N. submitted verbal report.
1. NewsGram—
a. In progress. Waiting on WSO report.
2. LCF –
a. LCF Conference call last weekend. Unable to attend, but submitted answers to questions. There are follow-up questions. Will get with Patty.
b. Cynthia to put together a list of pending WSO/LCF items for Taffy.
c. Next Conference call in early May.
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3. Participated in the CALA Traditions & Concepts workshop for Celebrate Around the World as well as OCCA Chili Cookoff for Celebrate Around the World.
4. Warmly welcomes Taffy to the Office and to the Board. Excited to have her with us.
D. Director at Large– Willie B. submitted no report.
1. May need transportation over next couple of months due to treatments for back.
E. Director at Large—Richard L.—submitted verbal report.
1. Welcomes Taffy.
2. Will continue to work on Bylaws update project.
XVI. Trustee Reports
A. WSO Trustee––Earl H. submitted written and verbal report.
1. WSBT passed a motion today to approve a transfer of $21,000.00 from Book Reserve Savings to the Operations account.
2. Regional Assemblies are now taking place and slates are arriving. TEC is processing the information and will be distributing resumes to the TEC and scheduling interviews in Salt Lake City and Los Angeles.
3. After years of talking, brainstorming, committee work, document crafting, etc etc etc…I am very happy to welcome Taffy as our second paid director.
B. WS Trustee––Hayward H. submitted verbal report.
1. Contracts for WSC 2009 and WSC 2010 are in.
XVII. Seventh Tradition taken
XVIII. Committee Reports
A. Finance: Tom, Earl—nothing
B. Structure & Bylaws: John—nothing
C. Convention: KJ, Patty—nothing
D. Conference: Hayward—nothing.
E. Unity: Willie—nothing
F. Literature, Chips & Formats: Teresa—nothing.
G. Hospitals & Institutions: Hayward—nothing
H. Public Information: Willie, Richard—nothing.
I. I.T.: KJ—nothing
J. Archives: Patty—nothing
XIX. CAWS 2008, Salt Lake City
A. Already dealt with in Guest Report.
XX. CAWS 2009, Denver
A. Registration form is due. Contract is in.
XXI. CAWS 2010, Milwaukee
A. Contract is in.
XXII. CAWS 2011, Arizona
A. Nothing new.
XXIII. New Business
A. Taffy made motion to make an additional deposit into our UPS account so that our new balance will be $1700.00 and to count it as an asset on our balance sheet. Seconded by Tom. Vote taken. Passed.
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B. Next meetings—Next meetings to be March 27, April 10 and April 24, 2008.
XXIV. Motion to Adjourn made by Tom at 11: 08pm. Seconded by KJ. Vote taken. Passed unanimously.
XXV. Meeting closed by Chair John B. with the “we” version of the Serenity Prayer.
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