April 16, 2016 – WSOB Minutes

WORLD SERVICE OFFICE BOARD MINUTES

April 16, 2016

OPEN MEETING @ 9:00 AM

SERENITY PRAYER

TRADITION 5 – Read by Morgan T.

CONCEPT 5 – Read by Ira L.

BIRTHDAYS – Tim A. 16 years.

ROLL CALL & QUORUM DETERMINATION –

Present were Scott S. (Chair), Tim A. (Vice Chair), Laurie R. (Treasurer), Linda F. (DOO), Ira L. (WST), Chris J. (DAL), Morgan T. (DAL), Alesia F. (DAL) and Randy M. (DAL), Gary is present via Skype. Guests: None.

CHAIR ANNOUNCEMENT(s)-

1. New section of Yahoo! Group – Office Lease. Note: new lease from landlord is in need of significant fixes. Comments welcome but this is a draft and there will be changes. Not all of the agreed upon items were included. Definitely things we need to talk about. Terms and rates are fine, but there are some minor changes regarding wall layouts, finishes, clean-up.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –3/19/2016 MOTION to approve the minutes from March meeting as amended made by Chris J. Seconded by Alesia. Motion passes unanimously as corrected.

SEVENTH TRADITION

Motion is made by Linda to take CAWS 2017 business out of order. Seconded by Tim A. and passed. (Gary) Still working on entertainment – and they got a Special Events Chair. They also now have an Entertainment Chair. Trying to get the registration forms ready by May 1. Will have it to the WSOB by next May meeting. They are getting close to deadline to print and set up website. They are planning to print 1,000 for local, and 3000 (maybe 2,000) to office. Scott is discussing the move and quantities regarding the printing of registration forms. Two things to consider – 1) reducing the office volume due to change of address. The local quantity is OK. The second thing is the web address. Has Linda sent it? Sent but not received. It is the URL that must be used for the website. Our IT specialist can talk with the committee. Web page should point to our URL. What about sending registration forms to Europe? Linda states we usually give the forms out at conference. How many people register by mail? Numbers aren’t separated out that way. Low percentage. How about leaving mailing address off, and staying with web site only. Scott suggests we start with the address now, and maybe change with a later printing. Also working on bids for T-shirts and Calendars. Gary shows us the calendars. It’s a March to March calendar. Calendar is filled by local meetings and events. These will be going to Chicago. They will prepare a presentation for Chicago. He was thinking 500 t-shirts. Rob W. thought 150. Linda says 2015 allowed the shirts to go for sale online after the convention. Laurie – suggests calculate local number and bring an additional 150 to conference. He will send draft copy of logo for review. We’re rolling along pretty smoothly. Trying to keep the WSOB happy. Scott asks about email exchange regarding check request. Gary says he offered to take the lead in dealing with convention treasurer’s concern about the check request procedure. Scott: we want to limit quantity (of CR’s) as Keith is now the office convention coordinator.

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Laurie says let the treasurer should be the one to send in the check requests. Gary, Treasurer and Laurie needs to sign off on it; Treasurer needs to send in. May be easy to hand off to committee chair, but Gary can delegate a specific issue if need be. Scott asks: We’ll have registration, art work for T-shirts and the calendar by May 21? Yes. Discussion of dates to be included. Linda suggests to save two for archives. Scott: might want to remind all committee chairpersons that for everything that is produced, some of each item shall be saved for archive purposes.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – written report submitted.

• HFC has been shipped to us. We will get this week.
• A Quiet Peace has been ordered.
• The corporation for CAWS has been renewed.
• Digital Jungle has found some items.(see report)
• We have uploaded HFC 2 in French to eBooks library.
• Germany is still going over the proofs. Most of the corrections are fine. But some need to be revised.
• As of last month we sold an additional 16 eBooks, and one in Europe. Today a total of 82 have been sold.
• New specialty chips: over 250 sold to date.
• Still working on the plug in app for Quickbooks. Very close to completion.
• Working with Ira on A Quiet Peace: Special Edition. Order has been sent to China. They will get a delivery date later this week.
• Booth / airfare / etc. reserved for National Association of Drug Court Professionals (NADCP).

Comments:

• Laurie: For new A Quiet Peace, will cost come out of publications budget? Yes, It is already approved to come out of this budget.
• Ira: Has Drug court budget been spent? Still $500 left; holding it for purchase of giveaway items. $3,000 allocated, and we have invoices for books. How office pays for Rob’s trip to NADCP Convention will be taken care of by the board. Laurie – will charge it to the PI budget. She needs to be consulted, and she will be. Laurie: we did work on revised budget that will go out in April mailing. Adjusted up based upon last year’s expenditures. Approved by finance committee. Linda: she thinks he last time we had a full fiscal year we had two NADCP’s in the same year. We will work on hotel room, per diem, etc., for Rob’s visit. Linda will be there for set up and tear down.

DIRECTOR REPORTS

Chair – written report submitted. Submitted report.

Comments:

• Did not attend last IT as it didn’t happen
• S&B also. Not much in front of them at this time.
• He will be talking to Landlord about the lease issues. Goal is to have real draft lease to present May 21.

Questions:

1. None

Vice Chair- Tim – written report submitted.

Comments:

pg 3

• H&I changed time; there was then confusion, but he still participated. Tim reminded the committee about SR14 deadline.

Questions:

1. Scott asks what about email motions? Tim will look it up.

Treasurer – Laurie R – written report submitted

Comments:

• March P&L first time we had a negative net income (very small) since the new fiscal year. Due mostly to NADCP and WSBT quarterly expenses. Positive net income for the year, not including convention.

Questions:

1. Ira: thanks Laurie. In reviewing the past reports, part of treasurer report included the bank statements. Why are we not doing that? What is the reason? Laurie – she’s never done it because it goes out to WSOT and WSBT; many pages due to 9 accounts – would make the report cumbersome with so many pages. Maybe we could post to Yahoo Group. WSOT got copies and he sent to WSBT. Last month they were forwarded to Duane. Scott: You will continue to forward to Duane? Yes. Waiting to see about WSOT position. Scott requests she send it to Duane.

Secretary – Randy M – posted the final minutes from February meeting.

Comments:

• Will post the draft for March again.

Director at Large – Morgan – written report submitted.

Comments:

• Scott says it’s in his schedule to set up meeting. Morgan has provided availability to committee chair.

Questions:

• Randy asks about file format for written submittal. Morgan says he’ll go back to uploading a file as before.

Director at Large – Chris – no report submitted.

Comments:

• No report.

Questions:

1. Scott: Does OCCA have a PI chair? No. Scott suggests to go back to find someone with interest and invite them to NADCP. Darlene is on board in LA. Rob is to contact Linda regarding area contacts to join in the NADCP convention.
2. Linda extends an invitation to Board members to attend the Drug Court convention. A good opportunity to meet with this group of drug court professionals – like judges, DA’s, health care professionals, etc.

Director at Large – Alesia F –

Comments:

• Written report submitted. Brought ideas about referrals. Convention and Conference reporting of memorabilia should be a requirement, as it is for other committees. She has drafted two referrals which will be discussed under New Business.

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TRUSTEE REPORTS

WSO Trustee – Vacant

WS Trustee – Ira L – written report submitted.

Comments:

• None

COMMITTEE REPORTS –

Finance –Laurie –

Comments:

• No additional report.

Structure & Bylaws –Scott – no written report.

Comments:

• No report.

Convention – Linda, Ira –

Comments:

• Scott has some suggestions for revisions to the convention guidelines. These suggested referrals will be discussed under New Business.

Conference –Linda, Ira –

Comments:

Questions:

1. Scott: How are we on registration? Will go live online in a week and half.
2. Scott will try to make conference committee meeting. Wants to discuss Starwood. Also want to let then know we have a convention coordinator in the WSOB.
3. There are three coordinators at the convention. One position is not needed now; but may still need a co-coordinator. The problem is that the office has not had resources to support the position. Scott will talk to Jay about this issue. The conference/convention coordinator position in the office will help this.
4. Linda says the co-coordinator was just added two years ago; before the drop box was added and the flash drive. Scott says the office should be owning these storage spaces. When conferences / conventions create new data storage areas on the internet (drop box, Yahoo! Groups, etc.), the office doesn’t have login / password information and we cannot access the data in the future, once the respective committee as disbanded. WSOB needs to set these up and pass them on to the respective committee for their use, and we retain the ability to access the data.
5. Scotts point is that it is in the guidelines. Needs to be corrected.

Break.

Unity – open – Alesia

Comments:

• Made a report. Has reached out to the committee and is still not invited. She talked to chair and secretary, and is still not invited.

Literature, Chips & Formats – Chris

Comments:

• No report.

pg 5

Questions:

1. Linda – do they meet tomorrow. They reached out to Linda about it; they say Chris should be attending, but he can’t if he is not notified. They need to get in touch with him directly and not through the DOO.

Hospitals & Institutions – Tim

Comments:

• No report. Again he let them know SR14’s are due.

Questions:

1. Ira; did we not have item at last conference about the can? What does that mean? They are pulling it back and will wait for an SR14. Committee had decided not to bring it up again, but it is still alive, if someone else brings it up at conference.

Public Information – Morgan, Linda –

Comments:

• Subject has been covered.

Questions:

1. Linda: There is a meeting tomorrow morning, did you get notified? No.
2. Morgan: Where is the physical location of the booth at NADCP? Can we move it? Not likely. We have received our first choice. May be worth inquiring if space next to AA is available. Linda will look into it. We currently have a corner spot, which gives us more opportunity to carry the message.

IT –Linda & Scott –

Comments:

• No meeting. They are doing internal guidelines. Scott is trying to figure out his responsibilities regarding IT issues, according to the WSM. He is supposed to give approvals for local area web sites before they go live. Scott discovered this in the guidelines. He’ll continue to look into it.

Archives –& Linda –

Comments:

• Linda we had a skype meeting with Cameron. Next meeting date is not yet determined.
• Some member purchased new computer. It should be dedicated for archives – discussion about internet security. New computer is dedicated to archives.

Questions:

1. Chris J. – is this earmarked for archives? Donations can’t be earmarked. Discussion about use of the new computer. Office needs guest computer. Archives has a separate login information. Scott discusses hacking of equipment. All of the data will be stored there. One: archive computer is for them; will be backed up. Scott will talk to Marius about back-ups and the need for guests to use a different computer for email.
2. Ira wondered what was last meeting date? March 26, 2016

CAWS CONVENTION REPORTS:

1. CAWS 2016 – Chicago – Linda- 9^th hour they sent a check request. She sent out to the group the picture of center piece. Linda voiced her concerns about the centerpiece, its really a mantel piece, and not a centerpiece. They have since proposed differences. She discussed the check request calling for metal v. wood. This will be part of new business. Linda has new committee minutes to upload.

pg 6

She is going the last weekend of the month to meet with committee and walk the hotel. Hotel walk was changed to Sunday morning. Laurie: when is their next meeting. Linda doesn’t know. Laurie: concerned about Linda going and committee not meeting with her? Scott will be discussing this with the convention chair. Please be sure to walk the treasury room. Take pictures and send to Laurie.

B. CAWS 2017 – Seattle – Board to approve Seattle hotel contract. (Held over).

C. CAWS 2018 – Montreal – Board to approve Montreal hotel contract. (Held over). Keith attended meeting at Half Moon Bay sponsored by non-profit. Someone there had worked on our old conference (Chicago). He got a lot of information on the surrounding city. Keith’s position is really important as the continuity of the board members will be useful to new convention committees.

D. CAWS 2019 – Sweden – Have they picked a chair? Johann (Linda knows him).

GUEST REPORTS:

1. –

ONLINE BUSINESS-

1. Confirmation of vote for CR #10, for $6,160.00 for the Sunday Special Golf Event, budget line item #800945. MOTION to confirm the online vote made by Linda F.; Seconded by Ira. Motion passed unanimously.
2. Confirmation of vote on logo approval for “I Shared” button for 2016 CAWS convention. Motion to confirm the online vote made by Linda, seconded by Tim. Motion passed unanimously.
3. Confirmation of vote to approve the purchase of 3500 “A Quiet Peace” to restock inventory. Linda made the motion; Ira seconded. Motion passed unanimously.

UNFINISHED BUSINESS-

A. WSOB Director(s): No open positions at this time. Resume outlines available from Linda. Submit prior to CAWS 2016 if possible. Slates due for Trustee consideration:

a. WSOT – open to individuals who have been on this board. Must fulfill all requirements of trustees, in addition to board experience. Ira points out exceptions to the requirements have been made in the past.

b. Treasurer – someone is interested. Hoping to get this accomplished during the conference.

B. European Fulfillment Center -Morgan and Scott –

C. Meditation Book – Status update & 35th Anniversary Edition ( Ira) – Ira: Let’s keep this on the agenda until such time as the books are delivered.

D. Meeting Formats in a Pocket _______ and Linda- on hold until she has conversation with LCF and H&I.

E. Office Lease (February 2016) – Scott – holding until October 2016 – Draft lease has been To be reviewed in coming weeks and submitted to WSOB in May. Still have work to do. Letter from the trustees received regarding four-month duration for review.

F. 800 number – – Alesia

G. Trademark – Ira-Bernie Do we now have a schedule? Linda says they have built a list of documents on trademarks, along with schedule of renewals. Copy sent to Ira. Laurie: due dates will be calendared. Upon completion we can take this off as we’re just tracking the dates. Ira will get together with Linda to discuss the items and what needs to be passed on to the trustees.

H. New CAWSO Online Registration – Laurie & Marius

I. New birthday envelope – Linda (Tabled motion from 11/14/2015) waiting for address change.

J. CAWSO Dba setup – Scott/Ira – (Tabled motion from 11/14/2015 – waiting for Trustee opinion on whether necessary or not)

K. Approve CAWS 2017 registration form. Waiting for updated $ and new URL.

L. Review price purchase policies and report from WSO on same. Review purchase plans on Pricing point has been set, and was based upon a previous analysis, and the price point may need to change. Will also review upcoming literature (book) orders. How many Swedish language (500)? German decision to order 500. They are midway through review of translation.

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M. Special edition Quiet Peace: Motion on use of the printed 1000 books. Laurie makes a motion to allocate A Quiet Peace: Special Edition in the following manner: Books 1 and 2 for sale at first CAWS Convention, 3 through 14 for next CAWS Conventions, 999 to 1000 to Archives, and 15 to 998 to go on website for sales. Motion seconded by Linda. Laurie speaks to the motion. 12 books for future convention is good for 6 years. Maybe also the last 5 books to archives. Ira: thanks Laurie. Pretty much what he thought, except two books for archives should suffice. Chris makes a friendly amendment for two down to archives, and can be the last two. Linda not sure archives should get the last two. Alesia: agrees with Linda, thinks archives ought to have an earlier number. Chris – archives doesn’t care about the money. Alesia: not speaking for archives. Motion passed unanimously. 

N. WSOB review and approve Convention contracts policy. Submitted for review and approval. Two have been submitted. MOTION made by Linda to approve a proposed policy for the WSOB, the “Approval of contracts in connection with the annual Convention and World Service Conference.” (see attachment); seconded by Tim. No discussion. Motion passed unanimously. Ira: Does there need to be approval by S&B through referral? Any member can submit as a submission but chair is not sure where it would be submitted.

O. Translation of specialty chips. What did we decide? Chris discussed translating the specialty chip into other languages. It’s the translation of “Giving back what was so freely given us” which may be the task. We’re talking about 7 language translations. Goes to subcommittee LCF. Checking on epoxy-Wendell’s cannot and will not do it. Bunch of colors can be ordered. Chris, Linda and Keith will work on this in the next few weeks. Discussion of silver chip. Will need to discuss how we announce the new chip colors. Getting the addresses for all area chips and literature chair people all over the world, so that these announcements don’t remain only in the delegate mailing. Alesia: on our website, chips and literature person is already on it, and it may be so for various other areas.

 

F. Referrals from 2015 WSC (see file uploaded for details)

a. From other Committees:

i. 2015 LCF 2

ii. 2015 LCF 7

iii. 2015 LCF 8 – Very important reading has been omitted from newcomer booklet. Laurie’s proposed response: “Thank you for bringing this omission to our attention. We will include “Who is a CA Member” for the next printing. MOTION made by Laurie; Ira seconded, to add “Who is a CA Member” back into the Newcomer Booklet. Has LCF approved putting this back in the next printing. Yes. Motion was passed.

iv. 2015 PI 2 Laurie: MOTION to “Thank you for our referral. The 800 number is listed on our new website.” Linda seconded. Motion passed unanimously.

v. 2015 PI 5 – Laurie makes a MOTION for a response “Thank you for your referral, the WSO and PI committee are working on updating all the content on the website and the content you referred to will be included.” Second by Randy M. Chris; is this language anywhere else? Scott: No, just on the website. Linda knows for a fact that PI committee is still working on this language. Motion passes unanimously.

vi. 2015 CONV 3 – Linda: we have WSOB archive liaison; he should work with convention archive chair to work on what is being sent. Between Keith, Linda, Chair and committee liaison to work with convention chair. Laurie says referral is asking to provide registration and 4 -5 shared room nights for a designated representative. Our response: “Thank you for your referral, WSOB not tasked with setting the budget for the archives committee, so we are sending this referral to the archive committee. However, given that we are moving to an electronic archives display, our recommendation to the archives committee would be that this is not necessary for future conventions. We’re only electronic, so no budget for this item is necessary.” Also, Ira points out that the committee controls the archives budget anyway. Motion to accept the response to CONV 3 by Linda, seconded by Alesia. Motion passed with substantial unanimity.

 b. From floor:

I. 2015 WSOB 1

pg 8

ii. 2015 WSOB 2

iii. 2015 WSOB 3 “Thank you for your referral. All archives that are received by the office are handled with archival procedures and materials. In addition, all items on display at the WSO are protected and displayed with due care and understanding of their importance to our fellowship.” Motion made by Linda, seconded by Chris. Alesia: Why would we want to budget for and wrap it up when these items are on display so that people can touch them? Motion passed unanimously.

iv. 2015 WSOB 4

v. 2015 WSOB 5

vi. 2015 WSOB 6

vii. 2015 WSOB 7

viii. 2015 WSOB 8

ix. 2015 WSOB 9

x. 2015 WSOB 10

xi. 2015 WSOB 11

xii. 2015 WSOB 12

xiii. 2015 WSOB 13

xiv. 2015 WSOB 14

NEW BUSINESS:

1. WSOB – consider referrals to WSC to meet SR 14 (May 3) requirements (2 submitted for review). To convention guidelines He has two referrals. Discussion about the referral to the World Service Conference Convention Committee. Randy makes the motion to make this a referral, seconded by Tim. Discussion. Passes unanimously. Will be included in the SR. Second referral is to Convention Committee as an insert to the World Service Manual. Linda makes the motion, Alesia seconded. Ira speaks against the motion saying he feels this board has the power as it is, and that this language is not necessary. Motion passes as a referral.
2. Alesia has referrals for WSOB consideration. Alesia makes a motion to insert language into the job duties for the Memorabilia Chair in the Convention and Conference. Chris seconded. Ira: what brought this up? Alesia: we were trying to get “Pass It On” information from previous convention committees and she didn’t find any of this information. This information needs to be part of their duties. Ira suggests friendly amendment requesting the following wording: “The committee shall provide a detailed inventory of all items in the memorabilia room designated for sale by price, what we started with, what was sold and what is remaining at the end of the convention. This information needs to be turned into the WSO within 60 days of the convention.” Friendly amendment was accepted. Motion passed unanimously.
3. Alesia makes a motion to make a referral to the Conference Committee to add the following duty: “Any fundraiser items being sold by the committee shall be inventoried before and after the conference, and that inventory shall be provided to the WSO.” Seconded by Ira. Motion passed unanimously. 
4. Approve artwork and centerpiece for 2016 convention. Motion made by Linda to approve the convention committee’s suggestion to Purchase sixty (60) black vinyl and eight (8) wooden centerpieces for 2016, but inscribe “CAWS 2016” on the centerpiece; seconded by Ira. “but inscribe “CAWS 2016”” is a friendly amendment by Laurie. Why quantity of 68? Then, why not have two per table? Scott: how many banquets have been sold? Call it 160. Ira: while aesthetically he is not sure, or the quantity. This is just committee work and we should just be considering this for violations only. Secondly, they are looking to sell these, and usually they do not sell well afterwards. Wants to encourage them in some way. Laurie – friendly amendment, that we strongly suggest to incorporate year date. Motion passes with minor opposition.
5. Check Request #12 $1,360 to purchase centerpieces. Tim makes the motion to approve the check request, Ira seconded. Passed with noted opposition.

pg 9

EXECUTIVE SESSION –

NEXT MEETING(s) – May 21, 2016

Motion to adjourn made by Linda, seconded by Tim A. at 12:55PM