CA World Service Office Board Meeting
May 13, 2004
Approved minutes
PRESENT:
Bob Campbell, 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: Earl Henderson, Vice-Chair
Visitors: Jim H., CAWS 2004 Chair; Kathy Jo R., CAWS 2004 Program Chair; Steve E., CAWS 2004 Hospitality Chair; Jon F., Webservant
Meeting called to order at 7:10 p.m. Patty read the 6th Tradition; Brian read the 6th Concept.
VISITOR REPORTS:
- Jim H., CAWS 2004 Chair – See written reports. Pre-convention meeting is at 4 p.m. Wednesday, May 26, 2004 in the Mandarin Room. Received a letter from CAWS 2005 Convention Committee requesting a couple of things:
1. During banquet to play the Powerpoint slideshow about Memphis that John B. put together. Needs to be made clear who is paying for any additional AV costs.
2. Want to have table outside the banquet to hand out registration forms and give information about Memphis. Reminded them that they could not accept any registrations or sell any memorabilia until Monday.
Will be having nondenominational invocation before banquet. Was approved by Steering Committee.
- Kathy Jo R., CAWS 2004 Program Chair – See written reports. Wants to use $250 budget for Special Events budget for memorabilia for postcards with various designs. Needs approval because using logo. Has a band that is willing to come from Arizona to play Thursday night after the band already approved (approx. 11:00 p.m. – 1:00 a.m.) with an additional cost of $275 but needs approval.
- Steve E., CAWS 2004 Hospitality Chair – Having tiki lounge for hospitality room. Will be serving coffee from a bar with a cash box. Will have the usual puzzles, games, etc. on the tables. Co-Anon has requested a table. Coffee tickets – the first one’s free! Has a sign-up sheet for volunteers to take shifts. Needs people to serve coffee, greet, sell BCC’s. Would like any tiki-themed decorations anyone would be willing to loan. To contact Steve: tikisteve@aol.com (310) 915-5463.
- Jon F., Webservant – Patty & he will be meeting 5/20 and signing up for new hosting service. Will start with new service after Convention. Will have computer available at Convention so people can see website. People can register for Convention online until next Monday, May 24, 2004.
- Motion (Elizabeth/Judy) to approve the minutes of 4/22/04 as corrected passes.
OLD BUSINESS:
- Motion (Patty/Mike) to take off the table the motion to approve Phil Marshall/Soui Team for Friday, May 28 band as per stated in contract passes. Contract is for $280 when parking and food is included.
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- Original motion passes.
- Motion (Judy/John) to take of the table the motion to approve Carla Earl of Twirl Entertainment Company for the sum of $800 passes. This is within budget.
- Original motion passes.
- Motion (Patty/Elizabeth) to reallocate the $2000 in computer savings account column to Prudent Reserve column in money market account passes.
- Motion (Elizabeth/Brian) to increase banner price to $95.00 as our cost has increased passes.
OFFICER REPORTS:
Chair: Has had limited contact with Office since last WSOB meeting. Has been in contact with people from Conference regarding Structures & Bylaws and CAWS Convention issues.
Vice Chair: Absent.
Secretary: Submitted Service Resume for WSOT position to WSOT. Next LC&F Committee is Sunday, May 16, 2004.
Treasurer: See written report. Cover letter will be signed WSOB Treasurer. Doesn’t have cash flow statement and fund balances/retained earnings. Tax returns will be done by a CPA at end of year. Use of CPA for tax returns only vs. year-end reports will be brought to Finance Committee at the Convention.
Director 1 (Mike G): No report.
Director 2: Open
World Service Office Trustee: See written report. Quebec has suggestions for translation of literature. They must provide copy of revisions to Office before printing. World Service Trustee: No report.
Executive Session: Earl Henderson and Judy Weissman were ratified for slate submitted by WSOB to WSBT for WSOT position.
- Motion (Mike/Elizabeth) to suspend the rules passes.
- Motion (Mike/John) to extend the meeting until 11:00 p.m. passes.
Office Manager:
- Gave assistance to CAWS 2004 Convention hotel liaison by booking additional rooms and bringing them into our room block.
- Would like to bring Principles medallion in leather pouches to the Convention for sale in memorabilia.
- Donations were made so that each newcomer at the meeting after the banquet will receive a free copy of the Big Book and Hope, Faith & Courage book.
- Newsgram is complete and Trustee approved. For the 1st time, we reached May 31st year-to-date sales goals on May 11th. We’ve increased our annual sales by $100,000 since Patty has worked for CAWSO.
- Because of low shipping expenses, we may have to show handling charges for tax purposes. Will also need to inform Finance Committee..
- Has worked with H & I Committee to come up with a plan for distribution of the H & I video. The beta product has not been delivered to us yet, but the web version has.
- Archive presentation taking a lot of staff time.
- Contribution program is taking a lot of staff time. Finance Committee needs to get a volunteer to administer and promote the program.
- Extended probation for Mario by 30 days – until June 15th.
- Got World Service Conference budget for fiscal year ending 2006 to the WSC Finance Committee Chair.
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COMMITTEE REPORTS:
- CAWS 2005 – Office received check requests for pre-Convention fundraising. Office
- Manager discussed approval process for artwork, registration forms, etc. with the Committee.
- CAWS 2006 – There is no longer a threat of other event, so hotel will be able to
- accommodate us. So we may need to renegotiate our contract for lower numbers.
- WSBT declined to pull event at last meeting.
- CAWS 2007 – Behind schedule in filling Committee positions.
NEW BUSINESS:
- Motion to approve the Newsgram (Elizabeth/Patty) passes.
- Motion (Elizabeth/John) to approve $275 for additional Thursday night band fails.
- Motion (Elizabeth/Mike) to approve the $250 for the memorabilia postcards fails.
- Motion (Patty/Brian) to accept the Principles Medallion with the pouch for sale for $3.00 at the Convention with Trustee approval passes.
- Motion (Elizabeth/John) to extend the time to complete new business passes.
- Motion (Patty/Mike) to accept the Printlab and Take One check requests as partial payments for previously approved expenditures passes.
- Motion (Patty/Mike) to pay Minute Man Press $1,408.00 for CAWS 2004 Program following CAWSO policy passes.
- Motion (Patty/John) to approve the CAWS 2005 Registration form as displayed passes.
- Motion (Patty/Elizabeth) to pay Westwind Litho $952.25 to print 15,000 CAWS 2005 Registration forms passes.
- Motion (Patty/Elizabeth) to accept the $760 ASL translator contract for Mary Nelson for CAWS 2004 Convention pending TNC approval passes.
- Motion (Patty/John) to reimburse Kathy Jo R. $150.00 for auction items passes.
- Motion (Patty/Mike) to approve additional expense to Cumberland Presentations for $1020.00 for lighting for CAWS 2004 passes.
- Motion (Patty/Mike) to accept check request to Kinko’s for Convention signage for $592.63 passes.
- Motion (Patty/Mike) to reimburse the Robin & Jeff L. for $1,000.00 for CAWS 2004 miscellaneous office supplies passes.
- Motion (Patty/Mike) to pay Department of Recreation and Parks $1,368.00 for CAWS 2004 golf passes.
- Motion (Patty/Mike) to pay Bluff City Sports $431.00 for CAWS 2005 preconvention fundraiser shirts passes.
- Motion (Patty/Mike) to accept check request for $1,250.00 to Take One for BCC cups passes.
Motion to adjourn (Judy/Patty) at 11:50 p.m. passes.
Next Meeting: May 20, 2004
Respectfully Submitted,
Judy Weissman
WSOB Secretary
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