May 21, 2016 – WSOB Minutes

WORLD SERVICE OFFICE BOARD MINUTES May 21, 2016

OPEN MEETING @ 9:20 AM

SERENITY PRAYER

TRADITION 6 – Read by Chris J.

CONCEPT 6 – Read by Alesia F.

BIRTHDAYS – Ira L. celebrates 20 years today! Morgan T. is 6!

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 attending via skype. Quorum is met.

Guests: None.

CHAIR ANNOUNCEMENT(s)-

1. Unanimous consent procedure. Similar to the online version except that multiple items are included. A motion to accept the requests/contracts/items as listed via unanimous consent is made. A second is needed. If there are any objections to many items (more than two) then the motion fails and we consider each separately. If there is objection to one or perhaps two items those are pulled from the motion (the motion is restated to exclude those items), seconded and without further objection passes. The objected items are then considered one at a time. Tim A. –is asking for clarification. Scott explains how it would work with today’s check requests.
2. How to upload a file to Yahoo! Groups. A short seminar. All must attend.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –4/16/2016 – MOTION to approve the minutes from April with corrections made by Linda F., seconded by Ira L. Motion passes unanimously as corrected.

SEVENTH TRADITION has been passed.

Linda makes a MOTION to do CAWS 2017 Convention report out of order. Alesia seconded. Motion passed. Gary says things are going better. Ready for roll out items – pending check request forms. More money from fundraising coming to the WSOB. Meeting Bi- monthly with the subcommittees meeting in the other month. Steering committee will be meeting monthly starting in July. He needs 2018 committee secretary contact information. Scott requests he cc the office. Getting ready with a Newsgram article. Wants to apologize for late check requests. He commits to getting them one week prior to board meeting.

Questions from Scott: T-Shirt – is this final offering on artwork? Gary: There will be one change “World Convention” – change to “World Service Convention” to break correctly. MOTION to approve the artwork as corrected made by Ira, seconded by Morgan. This printer (Special T Design) for shirts is the easiest and the best and does all of their work. Discussion: Scott – How are we going to ship to them? 150 to Chicago and 250 to him. Ira – have you advised 2016 committee that they were to receive T-shirts? Yes, they are being shipped to Brian. Motion passes unanimously.

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Next check request: 004 MOTION to approve 004 by Linda, seconded by Tim. Any discussion. Laurie: she doesn’t see any indication on where to send checks? Do we mail to Jason? Gary – yes. He wants all checks mailed to him. Motion passes Unanimously.

Number 002 Programs: MOTION to approve 002 made by Linda, seconded by Ira. Correction by Linda, registration@CA.org must be changed to registration@convention.ca.org. Just have place holders for entertainment at this time. Keeping them open for changes. How many are to be printed? 2,000, for us, 1,500 for them, and 500 for local area. Linda – feels amount is too much as the address will change and the entertainment will change. – So suggest cutting quantity in half. Gary accepts. MOTION to approve the registration form as corrected passes unanimously. Check request for registrations – Scott how fast do we need this? Morgan – requests the Check Request number – 002. MOTION to approve the check request 002 for Seattle CAWS 2017 made by Linda; seconded by Ira. Motion passes unanimously.

C.R. Number 003 for Roll Out Calendars. MOTION to approve the check request made by Linda; seconded by Tim A. Laurie: do you know how much we will sell them for? $20 individually and $30 for two. Ira: if we approve this, is it ok to pay for shipping and handling later? Gary says we can write up separate check request for shipping and handling. Laurie reads the check requests which clarifies how shipping and handling will be handled. Ira offers friendly amendment of motion approving cost for $1856.17 plus shipping and handling up to $200. Friendly amendment accepted. Scott asks if they want check now and shipping and handling check later? Laurie: if it approved by us, the vendor will change the check request. Alecia – asks for clarification of motion. Scott – can we wait a couple of days until we get the amended number? Alecia – Why delay if we can approve the check today? Scott – board approval would only be up to $200. Motion passes with substantial unanimity. One abstention.

C.R. Number 001: Two motions. First motion is raffle tickets. The second is the check request. MOTION to approve the raffle ticket format made by Tim; seconded by Chris J. Ira L: Concerned about the raffle ticket as they are offering a flight up to $700 for two, with no limit on dinner, hotel or car service. Gary says limits are on the back side. Ira still suggests the dinner and hotel prizes should have reasonable and rational limits. Gary says yes. Linda makes a motion to table the motion. Ira seconded. Motion to table passes. Also need to add 6^th Tradition to raffle. Morgan: Why do we need 6^th tradition on raffle flier? Is there anything on the form which requires 6^th? No, then remove this requirement. Scott – what is currency conversion date? Laurie thinks it should be off – should only say “US” for dollar amount. Scott clarifies currency conversion. Chris J: Can we just put a date for conversion rate? Laurie says no. Scott thinks it doesn’t make a difference. Cites example. Ira L: He would like to hear from Morgan – we could get criticized. What does Morgan think is fair? Morgan just wants to have the feeling that he’s paying the same as everyone else. The history we have shows the exchange rate is more or less equal. Gary thinks the only people that this is easy for is the United States. He doesn’t want to steer people away because they may not have change. Scott suggests we sent back to committee for a change in wording to tighten up the dollar amount and deal with the exchange rate. Gary wants to keep it simple. Morgan: He thinks the numbers on the raffle can be simplified. Round down to the nearest dollar? Morgan suggests the option of just keeping the number at $10.

Gary has a questions – what other CA events should they include on the calendar? Anything else we like to see on the calendar? WSOB will consider anything else. And we’ll get you the CA birth day date.

OFFICE DIRECTOR REPORT

Director of Operations- Linda – Written report submitted.

Everybody has a written report in front of them due to added check requests.

We received the HFC – H and I versions.

We received HFC with the wrong cover. It was sent back, reprinted and resent at no cost.

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A Quiet Peace came in. 89 books sold on ebooks. Swedish and French versions were added.

277 specialty chips have been sold.

Special Edition AQP: ready but we need to determine distribution.

Working with crew for drug court. Set up on Tuesday, running Wednesday, Thursday and Friday.

Report of attendance on Chicago convention. 344 registrations.

See report for section on Check Requests.

Seattle minutes downloaded.

Convention chair selected for Sweden

Questions:

1. Ira L. Thank you Linda. Having trouble finding room nights numbers? Linda says somewhere around 1800. Room nights have been increased. This body needs to approve all contract amendments. Should be some negotiation if there is a room night addition. WSOB needs to be aware of these changes for that reason. And always concerned about committing or over committing.

DIRECTOR REPORT

Chair – Scott – written report submitted.

Comments:

One point is regarding hotel room nights. Fact is we are contractually obligated to pay for these. And we’re out of pocket 30 – 40 room nights.

RR Donnelly did not request the bad books back. So we have 2500 of the misprinted books. A long time ago the WSOB only printed hard cover books. Not popular with prisons. They would not take them. We have 2500 extra books, so can use these as an H&I Edition. Scott wants to find H&I book to make them non-reselling version. (A stamp or label.) For now we can sell them as they are. Will be a future board motion.

Questions:

1. Laurie – has not had a chance to read it. Posted last night!

Vice Chair- Tim – written report submitted.

Comments:

One online vote. One missed last month.

Treasurer – Laurie R –

Comments:

Written report available now.

Back and forth with accountant for tax returns.

Transferred money – $12,000 to pay for publication of A Quiet Peace.

Balance sheet and P and L as of today.

She will be watching the account to cover payroll.

$18,000 CAWS 2016 with pending checks. She will be keeping a close eye on this account due to upcoming expenses.

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WSOB Travel budget. Two errors: travel budget was not adjusted from last year to this year. Cost of hotel and travel to Chicago. It has been adjusted for Seattle convention already. WSOB travel budget is out. Can be adjusted at the conference.

Will have to watch upcoming expenses.

Royalty – we have $0.00 in this line item. Scott will work with Linda to revise as necessary about this. Ira: regarding royalties, in the past royalties have been co-mingled in previous checks. Is the case? We’re not sure. This hasn’t happened with Laurie as Treasurer.

Questions:

1. Scott: What is net operating amount for the year? Positive. Asking for her to check him. Look at net operating income. Positive or negative? (-$115.00)
2. Was there any 7th tradition money that was not received? Yes. Check was returned to the UK for $13,000 pounds. Linda has requested several times the information on what was the mistake so that it can be corrected.
3. Laurie: Can we get with them to wire the money from England or Europe so checks will not be lost. Scott will talk Monday.
4. How did we know? Because they complained that we sent the money back. Coordinate with Susanne.

Secretary – Randy M – minutes submitted and approved as corrected. Director at Large – Morgan – No report submitted. Comments:

Noting to report.

Questions:

1. Any PI conference calls coming up? Will be under PI committee report. Linda reports they have submitted a couple of SR14’s.
2. Scott hands him the PSA’s from 1996. Kathy Jo’s husband may be able to convert PSA to digital form. Ira L: isn’t Shadow Stevens’ PSA available on YouTube? WSOB will work on conversions to see what we actually have.

Director at Large – Chris – no report submitted.

Comments:

Had asked Wendell’s (Specialty Chip Maker) to add additional colors to review. Chris received giant sheet of additional colors. There were errors where the chips did not have a solid background behind the logos. Corrections have been made, but some chips had been sent out already.

No other report.

Questions:

Ira L.: Wants to encourage Directors to submit written reports.

1. Ira L.: Has added that he will discuss with the Board of Trustees regarding the requirement for the statement of policy about the logo and the background. Scott has spoken to Duane about making a single display of these chips, which can be auctioned.

Director at Large – Alesia F – written report submitted.

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Comments:

Still struggling with Unity Committee. (They are not allowing Alesia to participate.)

TRUSTEE REPORTS

WSO Trustee – Vacant

WS Trustee – Ira L – written report submitted.

Comments:

Wants to mention he attended the PSR Caucus last month, along with Alesia.

Tim: Was there an announcement last month? Yes.

He is not the acting WSOT. But he does advocate for this board. He will be rotating out in a couple of months. He wants to serve us as best as he can.

Laurie – we will be taking care of some treasury business for him to handle in lieu of our missing WSOT. She has requested expense reports and has received only 3. IRS regulations require them. Ira requests a cover letter for him to present to the Board of Trustees.

Questions:

1. Alesia – coming back from another year?

COMMITTEE REPORTS –

Finance –Laurie –

Comments:

No additional report.

Structure & Bylaws –Scott – report submitted.

Comments:

Convention – Linda, Ira –

Comments:

She missed the conference call. Three bids were submitted from NYC, Texas and Colorado for 2020 Convention.

Conference –Linda, Ira –

Comments:

Conference call tomorrow. Conference registration website is up.

Scott will be sending a report on Starwood for the conference committee. He will pass it on and we will track it in the office.

Unity – Alesia

Comments:

No additional report.

Literature, Chips & Formats – Chris

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Comments:

He was on the conference call. Nothing to report on. Not sure what he can do to help committee as an office liaison. How can he better serve the office and the committee? Scott will advise.

Hospitals & Institutions – Tim –

Comments:

Rob is the new Trustee for H&I. SR14 was still submitted. (About doing away with the H&I can.) He requested members re-read their purpose.

Public Information – Morgan, Linda –

Comments:

Missed last two calls. Linda says they’ve submitted two SR14’s. To get jurisdiction of drug court and to update their guidelines

IT –Linda & Scott –

Comments:

A couple of issues with Marius that were fixed. Conference call tomorrow. May have a new website.

Scott talked to Marius about visitation / wiring to discuss IT issues. Archive computer stays isolated. Our server, access, back-ups, etc., and put in writing to document.

Archives –& Linda –

Comments:

Randy M. reports on archives. Cameron’s motion about posting audio files of all previous convention speakers.

CAWS CONVENTION REPORTS:

1. CAWS 2016 – Chicago – Minutes from Convention Committee. Request from a member to provide court reporting style reporting of conference / convention sessions. Chris has questions about where the displays will be made available? We can add that this is solely for her use during the conference and shall not be disseminated. We can benefit as she improves her craft. Scott will respond to Ann.
2. CAWS 2017 – Seattle – Board to approve Seattle hotel contract. (Held until June, 2016)
3. CAWS 2018 – Montreal – Board to approve Montreal hotel contract. (Held until June, 2016)
4. CAWS 2019 – Sweden – we have a new chairperson for the committee.
5. Keith will be coordinating with respective convention committee much more closely to insure that the flow of communication is better.

GUEST REPORTS:

1.

ONLINE BUSINESS- To approve motions made and passed during last month online

1. Request CR #11 (April 16, 2016 missed one) Buzz Entertainment total amount $4070.16. Confirmation of vote for CR #11, for $4,070.16 for the Buzz Entertainment. MOTION to confirm the online vote made by Randy M.; Seconded by Ira. Motion passed unanimously.

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2. Motion to accept the CAWS 2016 Cover Artwork and Program for their upcoming convention. Confirmation of vote for to approve CAWS 2016 Cover Artwork and Program. MOTION to confirm the online vote made by Tim A.; Seconded by Linda F.. 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 – Tim submitted a resume.

b. Treasurer – Allison requested submittal, but not submitted.

B. European Fulfillment Center -Morgan and Scott – We in the office will explore the possibility of printing and producing literature in the European area. Ira suggests royalty agreements with regular payment dates. Scott agrees – we’ll need that for future agreements. Ira suggests quarterly.Wendell’s provides free shipping in US, not to foreign addresses. Scott is working on this. Scott will be coordinating with Chris J. The goal of our merchandizing shipping and receiving is to break even on these costs. Morgan: What would happen if we said we don’t ask them to pay any royalties. It doesn’t work out even. Ira: Ira would respond that chips and literature are a way for us to make money. So, if we’re making money on US members, we should profit from sales in Europe (UK) as well. Ira also points out that the respective UK area is making money off of the sales of literature as well. Scott will check with RR Donnelly about printing books there as well.

C. Meditation Book – Status update & 35th Anniversary Edition (Ira) – Status update already.

D. Meeting Formats in a Pocket _______ and Linda – Hold – conversation with Committees.

E. Office Lease (February 2016) – Scott – holding until October 2016 – Draft lease has been received. To be reviewed in coming weeks and submitted to WSOB in June.

F. 800 number – – Alesia – reached out to John’s girlfriend, Melissa; has not heard back.

G. Trademark – Ira- FYI recent bill that was paid was for a list of upcoming trademarks.

H. New CAWSO Online Registration Laurie-Marius – not ready to take off.

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

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. Done with amended language and quantity. 

L. Review price policies and report from WSO on same. Review purchase plans on books. Has a report from Keith. Scott will provide report on the price of books vs. sales of books. How about a Newcomer packets – all three books at a discounted price. Board members should review Ira’s email on the issue. The data shows lower priced books sell more books, and make a little more month.

M. Translation of specialty chips. Chris & Linda to work on. No report.

Motion to take New Business out of order made by Tim, seconded by Alesia. Motion passed.

N. 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 – DONE!

iv. 2015 PI 2 – DONE!

v. 2015 PI 5 – DONE!

b. From floor:

i. 2015 WSOB 1

ii. 2015 WSOB 2

iii. 2015 WSOB 3 – DONE!

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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. Reimbursement policy for Convention & Conference attendance by WSOB Board members. Previously WSOB members were required to be there. Transportation, lodging, banquet and registration were paid for by the office. This year the policy is up for discussion. Policy should be lodging and registration – not banquet or transportation. We have a current standard policy. Laurie states this is because we are not required to be there. Chair, Treasurer and DOO are required to be there. Alesia – do we have the current policy? Not in writing. We will be perusing the minutes from the last many years. Alesia has identified the problem. We have volumes of written information but the policies are not written. Laurie asks Ira if the board members are required to be there. This can change if it’s not in the World Service Manual. This may need to be a referral to change the WSM.

2. Use of room nights policy for annual WS Convention. Another marker item. We, again, should review the guidelines. We are part of the Spending Committee for conventions.
3. Day passes and registration requirements at WS Convention (starting with CAWS 2016). Laurie says the history of day passes is 2014 convention committee did not want to do this – day passes. Just the Young Peoples Dance generated $2,500. There are insurance issues – if they are not registered then insurance claims become an issue. Linda states 2011 Convention had day passes. Nobody that wasn’t registered could go on the Grand Canyon busses. So, now the convention has voted for no Day Passes. Standard policy was that badges were required for all events except marathon meetings or speaker meetings. Alesia – what did we do in 2014? We had a $15 Day Pass, even for H&I, and had a badge. Ira: Day passes make a lot of sense, and it hasn’t been addressed. Speaks of why they are useful and beneficial. Laurie: Just to add about the problem, Chicago wants guests to be able to go to special events and banquets without registering. These conventions are World Service Conventions. Tim: it’s not what we say, but how we say it. Alesia: She looks at it that if you go, you should register. Tim: 2003 in Chicago all H&I attendees were registered. In Long Beach, day passes were available. WSOB will craft policy for Day Passes to provide to the convention committee. Laurie: in Long Beach, they didn’t want Day Passes at the start. Tim: Illinois has H&I fundraising events to help fund these registrations. On the registration there is a line item to donate money for this purpose. We have questions for the convention. Scott will get these answers and pass on to us in the next few days. 

4. MOTION to Approve via unanimous consent the following CAWS 2016 check requests 13 – 21 minus 14 submitted made by Laurie, seconded by Tim. Motion passes passes:

a. 2016 Check Request #013 for Makin Memories – decorations package $499.00

b. 2016 Check Request #015 for StreetZone Inc. – Information Host T-Shirts $308.00

c. 2016 Check Request #016 for Costco Wholesale – Hospitality Items – $230.00.

d. 2016 Check Request #017 for Sam’s Club – Hospitality Items – $417.00.

e. 2016 Check Request #014 for ASL – Boies Interpreter $960.00. (plus 4 room nights & parking) – see below.

f. 2016 Check Request #018 for Propaganda Inc. – Memorabilia Clothing – $9325.00

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g. 2016 Check Request for #019 for Queensboro, Inc. – Memorabilia Durables – $2718.25

 h. 2016 Check Request #020 for Cheryl’s Bookmarks – $980.00

i. 2016 Check Request #021 for Affordable Buttons – $374.89 

j. Make a MOTION to reject check request #14 for ASL interpreter made by Laurie, seconded by Linda. It is over budget, is not necessary, especially adding four room nights and free parking for two interpreters. (The first bid). Randy speaks in favor of the motion. Alesia, the money is in addition to the four room nights, free parking, and registration. The actual invoice is $1700. Tim: in favor of the motion because of the listed costs. Motion passes unanimously. One abstention. Laurie makes a MOTION to accept bid #2 for same services, from Rachel Hennigan for 1,265.00, seconded by Chris J. Ira: he’s not for or against, not sure it is our job to pick who to provide the service. Friendly amendment is to strongly recommend, instead of accept. MOTION is now to recommend to the committee to accept bid #2, as stated in her email dated 4/14/2016, from Rachel Hennigan in the amount of $1,265.00 for signing services at the 2016 convention. Ira now speaks in favor of the motion. Alesia, thinks the second bid would be the default if we reject the first one. This is only our recommendation as part of the spending committee. Morgan: he’s a bit confused. Scott clarifies. There appears to be three bids from two vendors. Alesia is not clear about the number of people to be provided. She wants to make sure that our recommendation includes the same number of people. Motion passes unanimously.

k. Check Request #22: Linda makes a MOTION to reject C.R. #22 for $2,000 for entertainment. Linda is against this as the item is not on registration form, not been formally introduced in the normal packages, and would need too many people to make money. With noted abstention, motion passes. MOTION to reconsider C.R. #22 made by Tim; Alesia seconded. It appears that this particular event may be an al a carte pricing. Wants to reconsider this due to misinformation. The reconsider motion passes with noted opposition. Check request motion to reject is back on the table. Now Chris makes a motion to table the rejection motion. Tabling motion passes. Motion to accept CR #22 in amount of $2000 for entertainment made by Chris, seconded by Ira. Laurie speaks in favor of the motion. They will be posting people to be charging admission for those without entertainment package. Linda speaks against the motion. She thinks people come with a fixed amount of money and this may impact spending on other issues. Ira speaks in favor of the motion. Motion passes with noted opposition and abstention.

l. Ira makes a MOTION asking that the 2016 Convention Entertainment committee advises us on how a new event not on the registration form could be viable? Seconded by Tim A. Ira speaks saying he would like to give them an opportunity to explain how they feel this could be done, and then resend the check request with a reasonable way to make it work. Linda is going to review the program. Laurie states that it is in the program, but not on the registration form. Chris

– has the registration form been printed? Motion to table this motion. Passed.

m. Laurie to report on Check Request #23. Scott clarifies the issue. There is a meeting room to be used as a board room, by the trustee’s, we will have to pay extra money to provide proper chairs. This check request has several options. The request wants 10 chairs which will cost $1,412. The secondary issue is that the hotel will not be providing any chairs in the room. This can be deferred for more clarification, which will be needed. Scott is reviewing emails from committee and Laurie. Point of information. There are only eight trustees. Package is 10 chairs. Laurie’s thinking is that the convention will pay for half, and the trustees will pay for half. Laurie believes this is a convention cost and should not be paid by the trustees. Can be moved to miscellaneous expenses. Will the hotel provide chairs, but just not good chairs? WSOB feels this is a convention cost. Scott will email clarification on which budget line item we feel the expense comes from. Court is the preferred vendor for the hotel. Janette from the committee clarified some questions. Laurie is reviewing the convention budget. They have $22K in coffee, and only $1.2K in miscellaneous. MOTION to accept check request #23 modified to $2,848.50 for the total amount required for the chairs and furniture. Alesia: if we’re going to give them the check,

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can we move coffee money to the miscellaneous line item. Our check will include a request, and a recommendation, on how to allocate the money. Motion passes with substantial unanimity.

5. MOTION to Approve via unanimous consent the following CAWS agreements with speakers as follows (last name abbreviated in keeping with spirit of anonymity made by Tim A. seconded by – Unanimous consent motion fails.:
   1. Gary P.
   2. Karen R.
   3. Lori P.
   4. Peter K.

Ira, cannot in good conscience approve a contract without specificity of airplane tickets, and other costs. Linda speaks to how accommodations are made. Alesia – how can we now be voting if some accommodations have already been made? Scott says these contracts have been submitted and signed previously. These should have been received and voted on earlier on in the cycle. Tim: questioning whether they should be getting entertainment, too? Scott says it’s too late in the game to change the specifics. Motion to accept Gary P speaker arrangement made by Linda, seconded by Tim. Ira: Some of the expenses covered by his being next year’s chair. Ira speaks against this as there is not sufficient information, what is cost, is it in budget? NO. Alesia – can we take the ones we’ve already booked first? Ira: I would like to make a friendly amendment saying these are speaker “arrangements”, not contracts. Motion passes with noted abstention (substantial unanimity). Motion to accept Karen R. speaker arrangement made by Tim, Seconded by Chris. Motion passes with noted exceptions. Motion to accept Lori P. speaker arrangement made by Linda, Seconded by Tim. Motion passes with noted exceptions. Motion to accept Peter K. speaker arrangement made by Tim, Seconded by Linda. Motion passes with noted exceptions.

EXECUTIVE SESSION –

NEXT MEETING(s) –June 18, 2016

Motion to adjourn at 2:30PM made by Randy, seconded by Tim. Motion passes.