CA World Service Office Board Meeting
April 08, 2004
Approved minutes
PRESENT:
Bob Campbell, Chair
Earl Henderson, Vice-Chair
Judy Weissman, Secretary
Mike Gallagher, Director 1
Elizabeth Saldebar, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions Vacant: Director 2
Members absent: Brian Wolf, Treasurer
Visitors: Jon F.t Webservant; Jim H.t CAWS 2004 Chair; Robin L., CAWS 2004 Registration Chair; Kathy Jo R.} CAWS 2004 Program Chair
Meeting called to order at 7:20 p.m. Judy read the 4th Tradition; Patty read the 4th Concept.
- Motion (John/Ear!) to approve the minutes of 03/25/04 as corrected passes.
VISITOR REPORTS:
CAWS 2004 – Jim H.t Chair – See written report. WSO has suggested budget cuts to offset shortfall in brunch ticket sales and other areas. Brunch income and expense both lowered. Friday night musical troupe will not be performing. Working on alternatives. To attend a ticketed event, you must be registered. Coupon for shuttle service has been edited to include disclaimer. Would like to distribute them with the newsletter. Elizabeth will check with Trustees and let committee know.
Robin L., Registration Chair – as of 4/7/04, 511 had preregistered. See written report. Jon F., Webservant – See written report. Hasn’t done Spanish yet. Will have new World Service Manual by 4/21/04.
OLD BUSINESS:
Internal controls acceptable and no further action necessary for PI video.
UK royalty agreement remains on the table.
- Motion to take off the table the motion that WSOB use 10th concept policy to change CAWS 2004 Committee’s decision to have assigned seating at the banquet passes. Original motion fails.
OFFICER REPORTS:
Chair: Has been in contact with WSO a few times, although not as often as he would like. Trying to stay in contact with Treasurer as he is very busy during tax season. Office Manager completed various financial reports. When tax season is finished, Treasurer plans to spend several ‘hours in office working before the WSOB meeting.
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Was in contact with Vice-Chair about his trip to Atlantic South Region and meeting with CAWS Convention 2005 Committee.
Vice Chair: See written report. Tracking telecom cost savings. Attended ASR Convention last weekend. Explained role of WSO and importance of contribution program. Florida Area made a $2,000 contribution from the proceeds of their January convention.
Secretary: No report.
Treasurer: Absent.
Director 1 (Mike G): No report.
Director 2: Open.
World Service Office Trustee: Has been speaking with Office Manager and Chair about new Storybook. Brought in some old chips for archives. Emailed trustee resume forms.
The WSO has formed an ad hoc subcommittee for the development of the Storybook. It will meet by email next week to formulate a statement to the LCF committee regarding the WSOB’s concerns about the book.
- Motion (Earl/Mike) to suspend the rules passes.
- Motion (Elizabeth/John) to extend the meeting to complete the agenda except for the committee reports passes.
World Service Trustee: No report.
Office Manager:
- Quarter-end inventory was completed in Y/i days, as expected, and was only off by $8.00. Books stored at fulfillment center were in cases of 22, not 28. Number of books delivered by printer were billed correctly, but packed in wrong size carton. As nobody complained, we’re assuming the orders were filled correctly. All remaining books are now in the office.
- Attended CAWS 2004 Memorabilia Committee meeting and presented WSOB’s requests for revision to the proposed logos, and it was received positively. Additional memorabilia items for special events are still being considered by committee. Budget does not reflect this, and WSOB would likely need to review any such purchases.
- Has had several recent conversations with CAWS 2005 chair and committee members regarding their progress on setting up financial reporting, registration forms preparation and printing, and other items that require WSOB review.
- Has a preliminary plan to obtain an additional domain name for future CAWS Conventions’ use so they will have a ready web site and online registration facility.
- Chips, literature, books and merchandise sales and freight expense are all on target, so no need for cuts in office expenses are foreseen at this time.
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- Has reviewed the office staff performance and development, and feels positive about progress on all fronts. Also sees progress with work on delegating the management of volunteer work among the office staff.
- Chair observed that Office Manager is spending an increased amount of time with conference and convention committees, and WSO is still running smoothly. $o, her goal of improving office procedures and staff development is working.
NEW BUSINESS:
UPS prepaid – postponed to next meeting.
Bottomless Cup of Coffee – postponed to next meeting.
- Motion (Patty/John) to accept the contracts for $500 for Starline Tours for the Star Tours passes.
- Motion (Patty/Elizabeth) to pay Candy Hall $300 for auction items passes.
Conventions:
CAWS 2004: Many local meetings don’t have CAWS 2004 registration forms. WSOB members should take a supply and get them to their local areas and meetings.
CAWS 2005: Chair expressed concern that committee does not yet have a registration form ready for distribution at CAWS 2004 Convention. WSO needs the artwork/info for registration form by May 10, 2004 to have it in time for the May 13 WSOB meeting, then to printer to have it at Universal City. Chair will contact the 2005 Committee to see if CAWSO could provide assistance to make sure this happens.
- Motion (Eiizabeth/Earl) to approve logo for CAWS 2005 Convention “Rendezvous on the River” with the addition of the registration mark on the CA logo passes.
The board discussed ideas for surveying CAWS 2004 attendees regarding their plans for upcoming years’ conventions, as well as informing them regarding arrangements that might be necessary for traveling outside the country.
Motion to adjourn (Earl/John B) at 10:20 o.m. passes.
Next Meeting: April 22, 2004
Respectfully Submitted,
Judy Weissman
WSOB Secretary
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