CA World Service Office Board Meeting
April 22, 2004
Approved minutes
PRESENT:
Bob Campbell, Chair
Earl Henderson, Vice-Chair
Judy Weissman, Secretary
Brian Wolf, Treasurer
Mike Gallagher, Director 1
Elizabeth Saldebar, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions Vacant: Director 2
Members absent:
Visitors: Kathy Jo R., CAWS 2004 Program Chair
Meeting called to order at 7:15 p.m. Bob read the 5th Tradition; Patty read the 5th Concept.
- Motion (Earl/Patty) to approve the minutes of 4/8/04 as corrected passes. OLD BUSINESS:
UK royalty agreement – Jay F. and Jackie S. are working on this. Remove from agenda until further information is available.
- Motion (John/Patty) to accept the proposal to purchase prepaid overnight shipping from UPS for the purpose of cost savings passes.
OFFICER REPORTS:
Chair: Has been in contact with Office Manager on a regular basis. Helped prepare memo to LCF Committee regarding WSOB’s suggestions and comments about Storybook. Stressed that we are not trying to go outside the process, only help them achieve the best possible final result. Was on conference call today with CAWS 2005 committee. Spoke with a couple of Trustees a couple of times.
Vice Chair: Attended Central California Spring Fling and brought CAWS 2004 registration forms. Missed World Service Conference Committee conference call, but has the minutes. Has list of equipment used for past Conferences, and will discuss with Office Manager. Participated on today’s CAWS 2005 conference call.
Secretary: No report. Will have report under LCF Committee.
Treasurer: See written report. Thanked Board for their patience during his absence during tax season. Board’s requirements regarding quarterly reports – Quickbooks will be used to produce reports, and treasurer will write cover letter.
Page 1
VISITOR REPORT:
CAWS 2004 Program Chair – Kathy Jo R. – See written report. Gave update on Friday night entertainment.
Director 1 (Mike G): No report.
Director 2: Open.
World Service Office Trustee: Worked to help find Friday night entertainment for CAWS 2004. Brought registration forms to “185” Group. Is reviewing stories of Storybook for Tradition violations, and spent many hours on WSOB ad hoc Storybook Committee. Has been doing work as chair of TEC. Wants to have executive session at next WSOB meeting for WSOT slate. We will have Board to Board meeting at the Convention. WSOB members need to turn in written reports for Board to Board at 5/13/04 WSOB meeting. Still looking for secretary for WSBT.
World Service Trustee: Attended Conference Committee conference call on 4/19/04 and introduced Earl as new member. Next meeting is at Convention. Discussed revenue impact of not having room rebate at Hyatt in 2005 & 2006. An ad hoc committee was formed to investigate an addendum to the existing Hyatt contract to remedy that and the possibility of implementing a registration fee. Conference info is current on website.
Office Manager: See written report. Will solicit letter of agreement with site selection company regarding Kansas City. Will be attending California Alcohol and Drug Educators convention tomorrow at the Universal Hilton.
- Motion to accept document holders for CAWS 2004 Registration passed by email.
COMMITTEE REPORTS:
LCF Committee – Judy – See draft minutes from 4/18/04 LCF Committee meeting. WSO will send a referral to include committee membership at Conference in Board members’ job descriptions.
- Motion (Elizabeth/Earl) to suspend the rules passes.
- Motion (Elizabeth/Earl) to extend the meeting to complete the agenda passes.
CAWS 2004 – Friday night entertainment has been taken care of.
CAWS 2005 – Had conference call with Committee today. A lot of the major work/planning/decision making may have to be done by WSOB. We will probably have necessary info to get registration forms ready at last minute to be available at CAWS 2004 convention. They underestimated AV costs by about $15,000. May have to report this to Conference. They’re not doing a bottomless cup of coffee, but they’re considering options.
CAWS 2006 – Another much larger organization is close to signing with the Hyatt in Calgary for the same date. If they do, Hyatt will not be able to accommodate us as originally proposed. This may work in our favor since we were going to need to reduce our room night commitment anyway.
Page 2
NEW BUSINESS:
Bottomless Cup of Coffee moved to Old Business of next meeting.
Transfer of money to Prudent Reserve moved to Old Business of next meeting.
WSOT selection – Will have Executive Session at next meeting.
Banners moved to Old Business of next meeting.
- Motion to increase LCF budget (Elizabeth/Patty) by $550 passes.
- Motion (Elizabeth/Earl) to approve Jacoby Limousine service contract with reimbursement cap of expense for $150 passes.
- Motion (Elizabeth/Earl) to approve Phil Marshall/Soul Team for Friday, May 28 band as per stated in contract. Motion to table (Elizabeth/John) passes.
- Motion (Elizabeth/Earl) to approve Carla Earl of Twirl Entertainment Company for the sum of $800. Motion to table (John/Elizabeth) passes.
- Motion (Patty/Mike) to approve the expense of $724.24 additional funds for computer passes.
- Motion to adjourn (Elizabeth/Earl) at 11:26 o.m. passes.
Next Meeting: May 13, 2004
Respectfully Submitted,
Judy Weissman
WSOB Secretary
Page 3