Minutes of the Meeting of
CA World Service Office Board of Directors
April 24, 2008
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:00pm by Chair, John B.
II. Tradition 11 read by Willie B. Brief discussion ensued.
III. Concept 11 read by Willie B. Brief discussion ensued.
IV. Birthdays—none.
V. Roll call and Quorum Determined
A. Voting Members Present: John B. (WSOB Chair), KathyJo R. (WSOB Vice 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: None.
VI. Guests Present: none.
VII. Approval of the previous meeting’s minutes
A. Willie B. to approve the minutes from 4/10/08, as amended on-line. Seconded by Earl H. Vote Taken. Passed unanimously.
VIII. DRPD Report – Patty submitted verbal & written report.
A. Motion made by Patty F. and seconded by KJ for additional $270.00 for related speaker expenses for CAWS 2008. Vote taken. Passed unanimously.
B. Motion made by Patty to move $1000.00 from line item “Speakers” to new line item called “Donated Registrations.” Seconded by KJ. Discussion ensued. Vote taken. Passed unanimously.
C. Motion made by Patty to compensate the ASL certified signer a $90.00 registraton package and a room paid for one night in the amount of $130.00 for a total of $220.00. Seconded by Richard L. Discussion ensued. Vote taken. Passed unanimously.
D. Motion made by Patty and seconded by KJ to accept the WEBB audio-visual communication bid in the amount of $1602.00. Discussion ensued. Vote taken. Passed unanimously.
E. CAWS2009: should be seeing spending budget soon.
F. CAWS2010: will be visiting Milwaukee with Tom.
G. Taffy: Unity Luncheon—The Office figured out a way to handle payment.
1. Tom: Can we just add a line-item to our order form?
2. Willie: can we just deal with it in the same way that we deal with the welcome dinner?
3. Patty: please remember…and go back and tell your committee…that this always has to go through your trustee before it can go on a flyer so that we know that everyone is aware about it before hand. We need to be aware of it and approve of it before we can just put something on our website or in our budget or on our order form, etc.
4. KJ: The difference between the Welcome dinner and the Unity dinner is that the Office handles the contract for the dinner for the welcome dinner, and we have administrative oversight for the function, but that is not the case for the Unity event.
5. Patty: We are going to deposit the checks and make copies of the checks. At the time of the Conference, we will be prepared to write a check to the Unity Committee for the total amount received. It will be deposited in the Operating account but will be coded to Unity.
IX. 8:15pm Break
X. 8:30pm Meeting called back to order
XI. Office Report – Taffy submitted written and verbal report.
A. Equipment—
1. Susan has created a new, more efficient, user-friendly and effective order-form.
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2. Shipping: New contract with Neopost delivered for signing today. Assigned to new Sales Manager.
3. Working with Richard S. on integrating a shopping cart into the website and a way of improving cost-effectiveness of running our Merchant Services Card Processing.
4. Taffy has created and implemented a standardized check request form for improved internal tracking.
B. Projects Pending
1. Following up on lastt meeting’s Board decision, we are in process of getting Susan a functioning CD drive.
2. Helpdesk–
3. UPS—re-negotiating deposit based on increased weekly average shipping.
XII. Treasurer’s report-Tom submitted verbal report.
1. Nothing new to report at this time.
2. Will be at the Convention in Big Bear this weekend.
3. Will not be in attendance at the next Board Meeting.
4. Hayward: when’s the last time we did not perform? Patty: Chicago. I am predicting we will possibly be 100 room nights short.
XIII. Director Reports
A. Chair—John B. submitted no report.
B. Vice Chair—KJ submitted written and verbal report.
1. CAWS2008—
a. Spoke with Terry & Allen re: Auction and Entertainment.
b. Spoke with folks at WEBB AV to bring Lighting contract into line with our needs & budget.
c. Asked for 2 other bids from ALLEN (SLC) in attempt to maintain compliance with contractual guidelines
d. Completed review of PayPal and logging of all recovery-related purchases
2. Referral Tracking—
a. Received 2007 referral information from Susan Caulkins, WS Conference Sec
b. Printed/copied financial guidelines & WSC manual pages that reference financial guidelines as well as the pages which provide suggested organizational structure for districts and areas for review with potential referral items as outlined in the Referral Tracking doc.
3. Intellectual Property Sub-Committee—
a. Facilitated By-Laws meeting
b. Will bring questions and completed Articles/Sections for review to next Board Meeting.
4. Discussion ensued over each referral on the tracking doc.
C. Motion made by Willie to extend the meeting to conclude the evening’s business. Seconded by KJ. Vote taken. Passed with opposition and abstentions noted.
D. Secretary—Teresa submitted verbal and written report.
1. Thanks Taffy for doing a great job working with LCF/Cynthia.
2. N.A. is having its World service Conference starting this weekend through the next week. There is a ton of useful information on their website with regards to this—perhaps for our future use.
XIV. Director at Large– Willie B.—Submitted verbal report.
1. Has had some communication with Ruby
2. When are quarterly’s due? Earl: will discuss in report
3. When will we meet after Convention? Some discussion ensued. John: to be decided later.
XV. Director at Large–Richard L—No report
XVI. Trustee Reports
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A. WSO Trustee––Earl H
1. All Quarterly reports are due to me by May 11.
2. Will be participating at the upcoming WSBT quarterly meeting on May 19.
3. Have been serving on the following sub committees of the WSBT: Chair TEC, WSBT Finance Committee, Long-term Planning, International Structure & Development, Orientation, Trustee of the WSC Finance Committee
4. Will be conducting a workshop with Hayward at the Convention in Big Bear this weekend.
B. WS Trustee––Hayward H—submitted verbal report.
1. Discussed help-desk project—gave update.
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, already addressed.
XX. CAWS 2009, Denver, already addressed.
XXI. CAWS 2010, Milwaukee, nothing new.
XXII. CAWS 2011, Arizona, nothing new.
XXIII. New Business
A. Next meetings—Next meetings to be May 8 and June 12, 2008.
XXIV. Motion to Adjourn made by Willie at 10:40pm. 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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