CA World Service Office Board Meeting
July 28, 2005
Proposed minutes
PRESENT:
Judy Weissman, Vice Chair
Brian Wolf, Treasurer
Kathy Jo Rangno, Director 2
Earl Henderson, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager, Paid Director
Positions Vacant; Secretary
Members Absent: Bob Campbell, Chair; Jon Fish, Director 1
Visitors; Happy Howard, SCLA Rep Extraordinaire
Meeting called to order at 7:15 p.m. Earl read the 6th Tradition; Howard read the 6th Concept.
VISITOR REPORTS:
Happy Howard – Has been circulating a request to SCLA make donation to CAWS. They are funding a convention in October. Happy asked for $1000 and will go back next month and see if they will make donation. They want to donate to S. Africa; Happy is working with them on how best they can distribute their extra funds in a manner which gives them some control.
- Patty F. has group from Barbados asking for starter kit and we are getting CA going in Barbados.
- Note that there is a petition in delegate package for S. Africa to become an area; however, this is only 3 meetings.
OLD BUSINESS:
- Approval of 7/14/05 minutes –
- Motion (Kathy / Brian W.) to approve minutes. Passes
- Approval of 6/23/05 Minutes – pending Judy revisions. Will be Old Business next mtg.
- Expense Reimbursement Policy –
- Earl spoke to this and identified the couple changes to existing policy
- Brian W. noted that per diem is for employees only and any reference like this should be restated as a meal expense; these phrases can be worded as an advance. Actual expenses must be fully documented with dated receipts. Any advances paid above and beyond the documentation provided will be considered income to the recipient unless he/she reimburses CA.
- Motion to Table (Patty / John B.) – passes
- Will be Old Business next meeting
- Language changes needed; WSOB Treasurer will submit appropriate legal verbiage so it appropriately reflects this policy as a non-profit corporation volunteer expense reimbursement policy
- CAWS 2006 Budget – (John B. /Earl H.) Motion to approve CAWS 2006 budget.
- Brian W./John B. – Motion to table – passes
Page 1 of 3
OFFICE REPORT (Patty F.):
- Report Draft submitted. Details differences of actual expenses to budget.
- Audited all of the cash boxes and procedures, as policy dictates. Keeps staff on their toes.
- Karen is going through 2 weeks of physical therapy treatment for her sprained ankle.
- This will be covered through our Workman’s Comp Insurance, o Manager is on vacation.
OFFICER REPORTS:
Treasurer (Brian W.): May and June reports submitted. The June report, once fully reconciled will be the year-end account.
Chair (Bob C.): absent.
- Bob called in during meeting to discuss year-end financials.
- What did we make in Memphis? $47K
- Are we in the black for year end 2004-2005? Brian W. – Yes, $1000 to $3000 in the black depending on outstanding expenses.
- Thanks to all…have a good time, don’t work too late….reminder about August meetings date change to the 2nd and 3rd Thursdays.
Vice Chair (Judy W.}:
- Met with office manager to go over many issues and was in telephone contact about same.
- Was unable to attend the last Conference Committee conference call.
- Will be working on RFPs for conference equipment this weekend. John requested that the results be presented in Excel format for committee review. Kathy Jo offered to get with Judy and provide vendor information and contact info for local AV companies.
Secretary: N/A
DIRECTOR REPORTS:
Director 1 (Jon F): absent
Director 2 (Kathy Jo): Written Report submitted
TRUSTEE REPORTS:
World Service Office Trustee: No written report. Going to Alaska.
World Service Trustee: No written report.
- Spoke with Kelly in Salt Lake City [2008]. Looks like they are leaning towards Marriott not Hilton. Have copies of the Marriott draft tonight for distribution.
- Have not yet seen any further contracts from Houston except Hotel and DJ.
- Still waiting on contracts from Memphis [just seeing who’s paying attention…].
Page 2 of 3
COMMITTEE REPORTS:
LTCF – Chair reported to Patty that he has not been very active. Patty suggested he contact the committee. Per Judy, this committee has moved the Vice-Chair into acting chair due to no communication.
Convention Committee – will be meeting August 8th to finish the qualifying of the 2009 bids so that when they get to the floor the numbers can be substantiated. Cleveland has officially redrawn.
NEW BUSINESS:
- Prices for literature racks
- Patty wants to move this to Old Business next meeting. She is on vacation.
- Refund for CAWS 2005 – a letter was received requesting $199 refund for a registration package. Motion: (Patty / Earl) Motion to refund $199 for early registration package.
- The request for refund was received in May. Her reason for requesting refund is illness.
- QUESTION: What is our policy? A: 30-days prior; this is in writing
- John B. spoke in favor and suggested we enclose a donor envelope.
- Earl H. suggested we offer an exchange of goods or services in lieu of refund.
- Brian W. – friendly amendment – provide $200 credit towards future CAWS purchase since the refund was received after the posted refund date. – accepted.
- Motion withdrawn
- Motion: (Patty / Earl) Motion to provide $200 credit towards CAWS2006 or CAWS merchandise since the refund request was received after the posted refund deadline.
- Motion passes with 1 abstention
- 25th Anniversary Cruise – local member willing to work on fundraiser for WS if we were willing to take the risk for such an event. Just letting this body know that more information regarding such an event will be forthcoming.
Motion to adjourn ( Earl / Pattv) at 9:35 o.m. passes.
Next Meeting: August 11, 2005
Respectfully Submitted,
Kathy Jo, WSOB Director II
Page 3 of 3