CA World Service Office Board Meeting
March 11, 2004
Approved minutes
PRESENT:
Bob Campbell, Chair
Judy Weissman, Secretary
Brian Wolf, Treasurer
Mike Gallagher, Director 1
Earl Henderson, Director 2
Elizabeth Saldebar, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions Vacant: Vice-Chair Members absent:
Visitors: Jon F. – Webservant, Jim H. – CAWS 2004 Chair
Meeting called to order at 7:15 p.m. Jim read the 2nd Tradition; Judy read the 2nd Concept.
- Motion (Earl/Judy) to approve the minutes of 02/26/04 as corrected passes. VISITOR REPORTS:
CAWS 2004 Chair Jim H. – See written reports. They are going to send out a “pre- registration newsletter.” They would like to attach “SuperShuttle” coupon. Affiliation problem? Trustees need to discuss and approve/disapprove.
Jon F. – Webservant – WSO had trouble accessing website, but it was a LAN problem. Website will have new Service Manual within 2 weeks. Will have Spanish pages soon. OLD BUSINESS:
- Motion (Brian/Earl) to take off the table the motion to no longer use outside CPA for quarterly reports passes.
- Friendly Amendment – (Elizabeth) to no longer use Roger Brown CPA for quarterly reports, and WSO Treasurer will prepare a memo that states general guidelines and standard procedures for internal controls accepted. Motion passes.
– H & I video remains on table.
– Agreement with Canadian company regarding PI video remains on table.
– UK royalty agreement remains on table.
- Motion (Patty/Earl) to take off the table the motion to increase the LCF Committee budget by $300 passes. Motion passes. The WSOB Secretary will notify LCF Chair of passage of motion.
- Motion (Elizabeth/Earl) to take off the table the motion to pay AMR $380 for raw tape footage from video passes. Motion passes.
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- Motion (Judy/Earl) to take off the table the motion to issue check for Pacific Gateway insurance (Hole-ln-One) for $209.0CLpasses. Motion passes.
- Motion (Patty/Mike) to take off table the motion to issue $1000 check for Convention’s portion of liability insurance from CAWS 2004 account to Searcy Insurance passes. Motion passes.
- Motion (Elizabeth/Mike) to take off the table the motion to transfer $300 from
- Operating Account to Money Market Prudent Reserve provided that said check
- does not exceed funds in excess of payroll passes. Motion passes.
- Patty – 5th concept statement – the office is changing banks right now, and this will cause a lot of additional work. The Board has not looked at financial information. Money should be moved to Prudent Reserve once per month, at the meeting after financial reports are distributed.
- Motion to reconsider (Brian/Patty) motion to transfer $300 from Operating Account to Money Market Prudent Reserve provided that said check does not exceed funds in excess of payroll passes.
- Motion to transfer $300 from Operating Account to Money Market Prudent Reserve provided that said check does not exceed funds in excess of payroll fails.
OFFICER REPORTS:
Chair:
- Was in phone contact with office while Patty was on vacation.
- Participated today in conference call with CAWS 2005 Committee, ASR Trustee and Office Manager. They will be providing monthly financial reports.
- Received a couple of calls regarding hotel problems for CAWS 2004 and referred them to PSR Trustee.
Vice Chair: Open.
Secretary: No report.
Treasurer: See written reports. Appreciates the Board’s patience during his absence. Will meet with Chair and Office Manager next week. In the future for the 2nd meeting of the month, plans to have reconciled Operating and Money Market accounts and reviewed reconciliation of all other accounts.
Director 1 (Mike G): Has spoken to office by phone several times. San Diego has decided not to put in a bid for the next PSR Convention. San Diego Area will be sending a contribution to WSO. Is trying to find people who would be interested in attending WSOB meetings with him.
- Motion (Mike/Elizabeth) to suspend the rules passes.
- Motion (Elizabeth/Earl) to extend the time to finish through new business passes.
Director 2 (Earl H): See written report.
World Service Office Trustee:
- Will be sitting in on the Trustee conference call this Sunday at 1:00 p.m.
- Motion (Elizabeth/Earl) for WSO Board to approve interview process of the WSOB Directors as handed out passes.
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- Has been passing word around about open position on Board. PSR Trustee will announce it at Regional meeting.
- Has now turned in all paperwork from Trustee reimbursements.
- Has been in contact with the office and Teri Knight.
- Went to SGPVCA Convention in Laughlin, NV.
World Service Trustee: Spoke with Conference Chair twice and Conference Coordinator several times. Is satisfied with the new Hyatt contracts.
Office Manager: See written report. Concerned that we are not meeting budgeted expectations for sales. But 7th Tradition donations were $18,000 higher than expected at end of February due to regional conventions, is monitoring progress of new employee.
COMMITTEE REPORTS:
Finance – Working on guidelines for group treasurers. Want to list Contribution Program more prominently in Newsgram.
Archives – Original CAWSO corporate seal was brought to office.
CAWS 2005 – Had conference call today. They will be providing monthly financial reports and minutes.
CAWS 2006 – Hotel liaison called John twice. Agreed needed contract for execution no later than Conference 2004,
CAWS 2007 – Selected chair. Now taking resumes for committee members.
NEW BUSINESS:
2005 and 2006 Conference site – We have revised contracts. Hyatt Regency is a union hotel. We get no room rebate.
- Motion (John/Earl) to approve 2005 and 2006 Hyatt contracts passes.
- Motion (Patty/Mike) to pay RC Awards $2,473.08 for centerpieces for CAWS 2004 banquet. Funds will come out of Auctions & Drawings budget. Motion to table (John/Elizabeth) passes.
- Motion (Patty/Judy) to accept Ryan’s Express (transportation company) contract for $1,050 (deposit $200) pending TNC approval passes.
- Motion (Elizabeth/Earl) to approve concept of CA logo gobo to be used by CAWS 2004 passes.
- Motion (Elizabeth/Mike) to move $10,000 from Money Market Operating Fund to Money Market Prudent Reserve Fund passes.
Motion to adjourn (Judy/Elizabeth) at 12:09 a.m. 03/12/04 passes.
Next Meeting:
Respectfully Submitted,
Judy Weissman WSOB SecretaryCAWSO Board of Directors
March 11, 2004
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Agenda
Serenity Prayer
Reading of Tradition 2 & Concept 2
Roll Call/Quorum Determination
Approval of Minutes
OLD BUSINESS:
Motion to no longer use CPA for quarterly reports H & l video
Agreement with Canadian company regarding PI video UK royalty agreement
Motion to increase the LCF Committee budget for the current fiscal year by $300 Motion to pay AMR $380 for raw tape footage from video Check for Pacific Gateway Insurance $1000 check for insurance
Motion to transfer $300 from Operating Account to Money Market Prudent Reserve provided that said check does not exceed funds in excess of payroll VISITORS1 REPORTS Webservant
OFFICER REPORTS:
- Chair
- Vice-Chair – OPEN
- Secretary
- Treasurer
DIRECTOR REPORTS:
- Director 1
- Director 2
TRUSTEE REPORTS:
- WSO Trustee
- WS Trustee
OFFICE REPORT
- 7th Tradition Break
COMMITTEE REPORTS:
- Finance
- Structure & Bylaws Convention Conference Unity
- Literature, Chips & Formats Hospitals & Institutions Public Information Internet Archives
- CAWS 2004
- CAWS 2005
- Memphis slideshow
- CAWS 2006
- CAWS 2007
NEW BUSINESS
- 2005 and 2006 Conference site
- CAWS 2004 checks requests
- (Handwritten) CA logo ….
- (Handwritten) Move funds from ….
Next Meeting: March 25, 2004