CA World Service Office Board Meeting
6/12/03
Approved minutes
PRESENT:
Bob Campbell, Chair
Mark Keaser, Vice 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: none.
Visitors: Judy W. (acting secretary), Jon F. (CAWSO Webmaster).
Meeting called to order at 7:15 p.m. Judy read the 10m Tradition; Jon read the 10th Concept.
During Executive Session, Judy ratified as Secretary.
- Minutes of 05/08/03
- Motion (Elizabeth/Judy) to approve. Elizabeth amended motion to remove vote ratios. Passes.
- Approved as amended.
OLD BUSINESS:
OFFICER REPORTS:
Chair: Has been discussion with various people about hotel fees.
Vice Chair: See written report.
Secretary: No report.
Treasurer:
- Has rough draft of FYE2004 budget. CAWS2003 Convention didn’t make as much as in budget, and donor program revenue is overstated, so budget needs to be reexamined. Starting balance for FYE2004 will be less than anticipated. Oliver will have report of adjusted budget with informal recommendations for budget cuts for 2nd Board meeting in July.
- Oliver didn’t have time to do written reports. In the future he will call Chair before meeting if he will not have written reports. He will get some reports emailed out within a few days.
Page 1 of 3
-
- Patty – Payables are at $22,000. This week’s deposit was $11,000. Convention had $155,000 income – deposited $82,000 at convention. Receivables are at $10,000.
- Elizabeth – thanks for written report prepared for WSBT.
- Jackie has been all paid for everything except for what was given to Patty at convention.
- Trustees should email reimbursement requests to Patty prior to submitting so they get on aging.
- Chicago Hilton’s final performance fee for convention is $6,506.77. We’ll need to pull $5,000 from Convention account to pay hotel.
Director 1 (Mike G): Doesn’t think Newsgram will be ready for editing Monday. Will have leftover copies of last issue of Newsgram to office soon.
Director 2 (Earl H): Has no update on communications info but will have for 1st Board meeting in July.
World Service Office Trustee: See written report.
- We don’t have scanner. But we can email minutes and all attachments we get electronically.
- Cost is $15,000 for procedural audit, and $20,000 for financial. Patty will provide copy of letter.
- Oliver will write a memo stating the policy for 1099ing people who do not hand in receipts. We’re not going to 1099 this year. Elizabeth – what about international/Jackie?
- Webservant will provide report that includes hits.
- Patty – $50 cost to change each pamphlet.
- We all need to think about who would make a good volunteer for Recording Secretary for quarterly Trustee meetings, Convention and Conference.
World Service Trustee: Thanks to Patty for all her work on settling hotel bill. Video presentation on Memphis trip.
Office Manager:
- Jon F’s report – He is new World Service Webmaster. All events are up to date on website. Met with Patty today and asks board members to email him regarding ideas, desired changes for website at Webmaster(a) ca.org.
- Motion (Patty/John) to change the title from Webmaster to Webservant on World Service website passes.
- Referral also needs to be made to Internet Committee to change Guidelines from Webmaster to Webservant.
- Motion (Mike/Earl) to suspend the rules passes.
- Motion (Mike/Mark) to continue until we finish business passes.
Patty’s report:
- Prototypes of website changes will be created. We want to get website changed by Conference.
Page 2 of 3
- We’re staying at same staffing levels. Wants to keep temporary shipping guy. Salary savings for next budget will be $15,000.
- Video won’t be shot in July – postponed until August or September. So we can take back suggested script to Conference with proposed changes to be voted on, so that California Correctional Facilities will use the video.
- Didn’t have to transfer $7000 out of prudent reserve and won’t need to by end of FYE 2003.
- Can we distribute the donor program forms that we already have? Motion was only to not print any more.
- Initial performance fee was $16,700, but today we settled today at $6,506.77. Believes profit from convention will be approx. $30,000. Coffee was $5,100. Spending errors resulted in a $5,000 extra expense. $31,000 deposit on Sunday – from auctions.
COMMITTEE REPORTS:
- Conference Committee – We still don’t have Summary of Motions. Met Monday & Scott was supposed to come into office on Tuesday, but he didn’t. If they’re not received by next Wednesday, Elizabeth will bring it to the attention of the WSBT.
- Motion (Mark/Patty) that Office Board send referral to Conference to have Conference every other year. Will save $59,800. Would have major effect on budget approval process. Passes.
- CAWS 2004 – has approved logo – Motion (Patty/Mark) to accept “trees with streaming sunlight” logo as CAWS 2004 Convention logo. Call for the vote Passes. Motion passes.
- Motion (Patty/Mark) to approve secondary art for purposes of signage. Ownership of art assigned to CA.
CAWS 2004 Convention Committee wants Board’s opinion on having lower price for “Youth.” All who spoke spoke against.
NEW BUSINESS:
Motion to adjourn (Judv/Mark) 11:30 p.m. passes.
Next Meeting: 6/26/03
Respectfully Submitted,
Judith E. Weissman
WSOB Secretary
Page 3 of 3