CA World Service Office Board Meeting
May 1,2003
(Special CAWS2003 meeting)
Approved minutes
PRESENT:
Bob Campbell, Chair
John (“Oliver”) Van Horn, Treasurer
Mike Gallagher, Director 1
Earl Henderson, Director 2
Elizabeth Saldebar, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions Vacant: Secretary
Members absent: Mark Keaser
Visitors: Judy W. (Acting Secretary)
Meeting called to order at 7:30 p.m,
OFFICER REPORTS:
Chair: Board needs to participate at convention even though convention committee doesn’t know what they will want us to do yet.
Vice Chair: Absent. Written report submitted.
World Service Trustee: Hotel allowing us additional 10% attrition (1,490 x 70% = 1,043). But according to their letter, they still expect $165,837.00 in room revenue. But the contract only makes reference to room nights, not dollar amts. Still possible exposure?
COMMITTEE REPORTS:
Michael (chair), Mitch (treasurer), Brian T., Kelly (secretary), Kim (vice-chair). 7:30-8:20 p.m. phone call.
- Program – Apologized for not sending office 3 bids. Relying on Renee’s recommendation, they would like to accept a bid for $.94/program (.50 budgeted) – getting 1500 for approx. $1,490.00. Bob suggests selling extra programs at memorabilia (for people who lose theirs, etc.). They will bring suggestion to committee.
- Est. union costs for hotel – $6,653.00 – per email from Kevin F. Kevin is hoping it’s only $2,000.00 over budget.
- $68,678.92 est. profit w/900 reg. Mitch has updated budget and will forward it to Office.
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- John B. – we’ve asked hotel to still give us the $10 rebate per room for all revenue rooms. This will impact profit.
- Requested that Mitch reduce revenue line item for “rebate” by 50%.
- Allowing 2004 convention to sell pre-convention memorabilia at midnight on Sunday.
- Radios – Committee wanted 40, office said 24. Committee says they need Want 1 more for memorabilia, 1 more for registration, 4 more for security. Patty will need to check if vendor has extra 6.
- Reminded committee of Board availability on site.
- Hospitality – They’re getting quotes from Hospitality chair.
- New DJ contract for Shoreline Charter trip – committee received contract today. They’ll fax it to us.
- No cash payments at convention. Payments by check only. No refunds on site – processed at office.
- Resolution with coffee – Coffee given away at limited hours and will ask for donations.
- The only people designated to sign to for any kind of additional orders on site are WSOB Chair and World Service Trustee (Bob C. & John B.).
- Signs – Member is providing for free. Hotel provides free easels.
- 200 H & I people coming in on Saturday. They will be monitored at all times by 60 people in shifts plus one administrator from each facility.
- Michael will be available by phone during our 5/8/03 meeting if we have questions.
Adjourned at 8:45 p.m.
Next Meeting: 5/8/03
Respectfully Submitted
Judy Weissman
Acting WSOB Secretary
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Report from Vice Chair
5-1-03
- Attended conference chat 4-27-03,
- It was voted by the committee to do two mailings in May. The first would be two letters (one by the committee chair, the other by the conference chair) and the conference forms to be filled out by all those attending, including WSO and Trustees. The second mailing would be the summary of motions.
- The letters are to be in the office by May 2 and the summary of motions by May 16th.
- A proposed agenda for the conference is also going to be sent with one of the mailings.
- The conference committee may change their meeting at the convention from 1:00 PM to 8:00 AM.
- Today is my wife’s birthday. Tomorrow is Mike’s.
SY Mark Keaser
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