WSOB Minutes of August 18, 2005
Bob C. called the meeting to order at 7:15.
Present:
Bob C. – Chair
Judy W. – Vice Chair
Jon F. – Director 1
Kathy Jo R. – Director 2
Brian W. – Treasurer
Earl H. – Trustee
John B. – WSO Trustee
Patty F. – Paid Director/Offlce Manager
Visitors: Susan B. – Temp Secretary, Carl W. – PSR Trustee, Happy H. – New Director pending Trustee approval, Mark – possible replacement for Brian W,
The 8th Tradition was read by Jon F, and the 8th Concept was read by Happy H.
A quorum was met.
Bob C. reminded the Board that the evaluations for the Office Director were due tonight.
Visitor Reports:
Happy H. – South Central Area will be making a donation to WSO and South Africa,
Susan B. – Reported on the success of the Health & Fitness Expo. Thanked WSO for its support. Said that “Rally For Recovery” on August 31 at Kenneth Hahn Hall of Administration would be 2nd multi-area PI event for Pacific South Region.
Old Business:
Houston 2006 – Convention Budget was due on January 28th. They have represented that they will have the budget to the WSOB and the Finance Committee prior to the Conference. (Stays OB)
Literature Racks – Miss Patty reported that she had found a new source for literature racks that would cut the cost per unit to $10.91 with a minimum order of 300 racks. Expenditure would remain the same for more stock. Storage would not be a problem. Quality would remain the same.
Motion by Miss Patty to price literature racks “ON SALE” for $25.00 for 6 months. Seconded by Earl H. Passed,
Conference Committee Participation: Judy W. will serve on Conference and LCF; John F on Internet and Unity; Brian W. on Finance; John B. on Conference; Kathy Jo on Convention, Finance and PI; Patty F. on Convention, PI, Conference and Finance; Earl H. on Finance & Trustee; Happy H. was asked to serve on H&I. Bob C, will cover Structure & Bylaws.
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Bob C. cautioned that when participating on more than one committee, voting to elect officers should be limited to one committee only to avoid controversy.
Board Reports
Office Report – written report submitted – discussed office maintenance, staffing for Conference, delegate books, and Conference Store, Awaiting word from Steve E, and Kevin M. regarding where the New Region petition will be placed on the agenda.
[Mark, who was attending as a Visitor to be considered as Brian W’s replacement had littie advance notice about tonight’s meeting and needed to leave. He wii! be here at the next WSOB Meeting on September 22. Bob C thanked him for his willingness to come on such short notice.]
Discussion resumed regarding handling the fiscal Impact of funding a new Trustee position while maintaining our primary purpose as outlined in the Traditions. How can we best handle these growing pains?
Discussion regarding Conference approved “Newcomer Booklet” will be handled under New Business.
Treasurer’s Report – written report submitted – Per the comprehensive yearend statement, we are $26,000 light in revenue for this fiscal year. We took a big hit In Chips & Literature sates.
Motion (by Brian) to move $15,000 from operating fund into prudent reserve fund. Patty seconded. Passed.
Motion (by Brian) to move $15,000 from Operating Fund into Conference Reserve in consideration of upcoming Conference expenses. Patty seconded. Passed.
WSOB Chair Report – Bob reminded Board that all WSOB Reports were due to the Trustees tomorrow – 8/19. Earl H. asked that they be submitted to him electronically.
The WSOB will be meeting with the Board of Trustees for an hour in the evening on Sunday, 8/28 or Monday 8/29. If any WSOB members have questions for the Trustees, they should get them to Bob for placement on the agenda ASAP.
Vice Chair Report – Judy notified the approved vendors and asked for written verification of final quotes and services to be rendered.
Received verbal amount on copiers – $3225. Vendor will leave a couple of extra toner cartridges to facilitate 150,000 copies. Machine will copy at rate of 60 sheets a minute and not the 100 per requested by Conference Committee.
Still awaiting verification from printer vendor – $1095.
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Director I/Web Servant Report — Written report submitted – Jon F. stated that he had some business conflicts during the Conference but that he would be present for the Board to Board and Committee meetings.
The website is up-to-date, He has converted all the 2005 workbooks and manuals and posted them on wwwxa.org.
Per his service on the Internet Committee, he reported that 5 area websites have been reviewed and changes requested but that the process had been stalled at that point for some time now. He was still waiting for Trustee approval and verification of the changes in order to link the sites on the CA website. Bob C. will call Tony D. about this.
Motion to suspend the rules made by Judy W. and seconded by Jon F. – Passed
Motion to extend meeting no later than 11 PM made by Judy W. John B, seconded. Passed
Director II Report – written yearend report submitted – Kathy Jo outlined what she had been working on this past year and at Bob Cs request gave background on Mark, who will be considered as Brian W’s replacement at next WSOB Meeting. KJ said that she had worked with Mark many times over the years, that he had been Treasurer of many events and had performed a lot of service for CA. She also stated that he wasn’t afraid to stand up for what he believed to be financially sound.
Kathy Jo has put a lot of work into a number of Conference Referrals to be considered under New Business.
WST Report – Earl H. reminded Board Members that their reports to the Trustees were due on Friday, August 19. He stressed that it was necessary to have them posted on time for a meaningful Board to Board Meeting.
Trustee Guidelines are being worked on.
WSOBT Report – John B. reported that the Conference Committee had filed the necessary paperwork with the State of California to conduct 1 or more raffles at the Conference but did not know if any raffles would actually be conducted or not
This is John’s fast official WSOB Meeting as WSOBT.
The 7th Tradition was taken.
Committee Reports
Finance – nothing further
Structure & Bylaws – no report
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Convention – John B. suggested that a closing letter should be sent thanking all the members of the 2005 Convention Steering Committee for their service. Patty F. will draft letter.
2005 – Memphis – DONE
2006 – Houston – Bob C. plans to have Master Meeting at the Conference of all upcoming Convention Steering Committee personnel in attendance,
2007 – Kansas City – Carl W. said he had spoken to Kay about what was expected of her and made it dear to her that she needed to communicate with Tammy, Tony and the WSOB.
2008 – Salt Lake City – John B. reported that a hotel contract being finalized prior to the Conference was ambitious and highly unlikely to occur during his tenure as WSOBT.
He stated his willingness to remain involved and see the contract through final negotiations while working with the new WSOBT. Bob C accepted and welcomed John’s offer.
New Business
Motion by Kathy Jo to accept amended minutes of July 28th. Seconded by John B. Passed
Newcomer Booklet – Motion made to table. Seconded and passed.
WSOB Conference Referrals – Due to lack of time for consideration it was decided that friendly amendments and approvals could be handled electronically. Four (4) approvals would signify that the referral would be made from the WSOB to the appropriate Committee.
Referral #6 — Motion to accept KJ’s Referral #6 to Convention Committee as amended to read; It is required that that ait Host City flyers include the CA logo so that areas and districts can distribute. Seconded and passed.
This is currently the only WSOB Referral I am aware of.
Referrals to the WSOB will be considered during the lunch break on Friday.
Motion to adjourn. Seconded and passed. Meeting adjourned at 10:55 with “WE” version of the Serenity Prayer.
Respectfully submitted,
Susan B,, Temporary Secretary
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