Jun 24, 2004 – WSOB Meeting Minutes

CA World Service Office Board Meeting
June 24, 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:

Meeting called to order at 7:28 p.m. Earl read the 9^th Tradition; Elizabeth read the 9^th Concept.

Office Manager:

• Haven’t finished CAWS 2004 expenses because hotel hasn’t sent final reports.
• Proposal for request for reimbursement for Harrison’s non-delegate chair Conference expenses.
• CAWS 2005 hotel is now accepting reservations.
• Conference call with CAWS 2005 Spending Committee met with Office Manager and WSOB Chair on 6/24/04.
• Release forms for Storybook not done.
• Would like WSOB to recommend that the Trustees allow donations for Trustee travel with $500 cap.
• Applications for CAWS 2006 Host – would like applicants to send in budgets for attendance of 600, 900 and >900.
• Office closed next week for sales for year-end inventory.
• Would like Trustees, WSC Committees (e.g. LCF), etc. not to increase their budgets even though we had adequate cash flow this fiscal year. Additional expenses can be approved as income allows.
• H & I Committee will have proposal for distribution/sales of video at Conference.
• Delegate mailing will go out when Conference Chair signs off on SR14.
• LCF Committee went over budget with last conference call.

Treasurer: See written reports.

• Should have final numbers for CAWS 2004 by end of July.
• WSOT recommends listing Newsgram income separately in finance reports.
• Treasurer and Office Manager recommend that money market prudent reserve have a separate account with a minimum of $75,000.
• Motion (Brian/Patty) to make prudent reserve minimum $75,000 and work toward funding it. Friendly amendment (Elizabeth) that the $75,000 be held in separate account accepted. Motion passes.
• Motion (Eiizabeth/Earl) to transfer $5,000 from operating account to the prudent reserve. Motion withdrawn.

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• Motion (Brian/Patty) to transfer $500 from operating money market account to the prudent reserve money market account. If next week’s deposit exceeds cash needs, Office Manager will deposit $1,801.60 to money market and allocate it to prudent reserve, bringing total to $20,000. Motion passes.

Fifth Concept statement – Mike – Objects to the 2nd sentence – having a conditional transfer.

• Motion (Mike/Earl) to suspend the rules passes.
• Motion (Elizabeth/Earl) to complete the agenda through new business fails.
• Motion (Mike/Earl) to extend the meeting one hour passes.
• Motion (Earl/Judy) to approve the minutes of 06/10/04 as corrected passes.

VISITOR REPORTS:

Jon F. – Webservant – web site is current. Will be putting notice that orders from 6/25- 7/5 won’t be shipped until 7/6/04.

OLD BUSINESS:

• Motion (Earl/Judy) to approve 5/13/04 minutes as amended passes.
• Motion (Earl/Judy) to approve and 5/20/04 minutes as amended. Motion (Mike/Elizabeth) to table passes.

OFFICER REPORTS:

Chair:

• Met with Office Manager a couple of times. Discussed coming up with a plan to revise the model of the office. Possibly have Executive Director with overall responsibility for office, liaison with Conference and CAWS Convention Committees, work with long term planning and budgeting. Also have Assistant Director in charge of daily operations. Also discussed concept of co-directors. Also discussed part- time volunteer liaison with Convention and Conference.
• Was on conference cal! today with several people including CAWS 2005 Treasurer about CAWS 2005.
• Will pass out evaluation forms next meeting – please turn them in 7/22/04 meeting.

Vice Chair: See written report.

Secretary: Attended LCF conference call last Sunday. We are awaiting release form for stories.

Director 1 (Mike G): Requested that San Diego Area donate books to local public libraries. Has discussed distribution of H & I video with Harrison.

Director 2: Open.

World Service Office Trustee:

• Motion (Elizabeth/Judy) to amend 3/11/04 minutes to reflect that the WSOB Director interview process be submitted under SR14 as a referral to Structure & Bylaws passes.

Got a message from someone from Wells Fargo regarding our Contribution Program ACH. Has called him back, but hasn’t been able to get back in touch with him. WST will try to call him. Will be out of town 7/1-8/9 but will be available by email or phone. World Service Trustee: Executed addendum to Hyatt contract.

• Motion (Elizabeth/Judy) to extend the meeting to 11:40 passes.

COMMITTEE REPORTS:

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CAWS 2005 – Had conference call today with WSOB Chair and Office Manager. Committee had thought that their Area and some Committee members would be getting some of the free room nights. It was explained to them that they would not.

CAWS 2006 “British Columbia Area has challenged Trustees’ use of the 10^th Concept to pull the Convention from Calgary at the Conference.

NEW BUSINESS:

• Motion (Mike/Judy) to approve $670.00 for reimbursement for non-delegate H & I Chair Harrison J. Friendly amendment (Elizabeth) that it not exceed $670 and that he be advised to follow per diem guidelines accepted. Motion passes.
• Motion (Mike/Elizabeth) that WSO pay the Cumberland Presentation Services vendor not to exceed $934.00 for the lost dimmer pack passes.
• Motion (Mike/Elizabeth) to extend the time to complete new business passes.

Subject of earmarking funds was discussed and no motion was brought. It will be placed on Agenda for 8/12/04 under old business.

Referrals from WSOB:

• Motion (Mike/John) that the WSOB send a referral to the Conference Committee to make the Conference Co-Coordinator a staff member passes.
• Motion (Mike/John) that the WSOB send a referral to the Conference Convention Committee to define the scope/responsibilities of the Convention Spending Committee vs. Convention Steering Committee passes.
• Motion (Mike/John) that the WSOB send a referral to the Conference Structure & Bylaws Committee that they include in the WSOB’s job descriptions in the World Service Manual that they sit on one of the World Service Conference Standing Committees passes.
• Motion (Mike/John) that the WSOB send a referral to the Conference Convention Committee to change the Convention Guidelines to not assign seating at Convention banquets passes.
• Motion (Mike/John) that the WSOB send a referral to the Conference Finance Committee to create a sub-committee to whom future CAWS Convention budgets would be submitted passes.
• Motion (Mike/John) that the WSOB send a referral to the Conference Structure & Bylaws Committee to add the attached World Service Office Board of Directors Interview Process to the World Service Manual passes.

Meeting adjourned at 11:53 p.m.

Next Meeting: 7/8/04

Respectfully Submitted,

Judy Weissman

WSOB Secretary

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