Jan 17, 2015 – WSOB Minutes

Minutes of the Meeting of CA World Service Office Board of Directors

January 17, 2015

I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 9:20 am by Chair, Richard L.

II. Tradition 12 – Read by Morgan T.

III. Concept 12 – Read by Frank P.

IV. Birthdays – None.

V. Roll call and Quorum Determined

A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Laurie R. (Treasurer), Morgan T. (DAL), Jay H. (DAL), Tim A. (DAL), Frank P. (WSOT) Ira L. (WST). A quorum is established.

B. Board Members Absent: DRPD (vacant)

VI. Guests Present: Jennifer M., Chris J., Scott S.

VII. Chair Announcement – Richard L. welcome to 2015. We will go through the business today and will try to get to the interviews today. Richard explains the duties of the WSOB for the new prospective members and visitors.

VIII. Approval of the minutes of the prior meeting – December 13, 2014

1. Linda F. motions to approve the minutes from December 13, 2014, Seconded by Tim. Motion passes unanimously.

IX. Seventh Tradition – Can is passed.

X. Guest Reports:

1. Chris J. No report, glad to be here, glad to be surrounded by people who are of service.
2. Jennifer M. – Very happy to be here and glad to be back. I’m a fellow service junkie.
3. Scott S. – Reported on the tax return filing status for CAWS and CAWSO. He will be working with Laurie to help get the necessary things done for the SR14 mailing, i.e. motions and revised budgets and will be assisting with other tax stuff after the new accounting firm is hired.

XI. Online Business – None

I.Old Business

1. WSOB Director Openings –Richard L. – We still have openings and are always accepting applications. We have room for up to 5 more directors.
2. Org Website Current and New (Linda and Richard)
   1. Richard –new website – ad hoc committee is still working on it. They did get most of the pages done.. Marius is going to be building the actual platform and site. Yves from Montreal is going to be assisting with that.
   2. Ira – can we get Marius here at our next meeting to give us a progress report on new website? Linda- I can invite him.
   3. Linda – current website – We are keeping up to date. Marius is working on it this weekend to put on the area events. We are working on the new online store.
3. European Fulfillment Center – Update

1. Linda – We have begun ordering chips in preparation for shipping to the European fulfillment center.
2. Richard – Spoke with Russell, he will be talking to Ira, he has found a place he wants to use, they would want to link into our online store and fulfill the orders from there as they come in. We will get a copy of every order and they will collect the money and send us a check monthly. We are still working out the details. More to be reported next month.

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3. Ira – Discussion is very preliminary since we do not have any contract yet to review.

D. Meditation Book – Status Update – Linda

1. Linda – The LCF proofreading committee will report back to us by February 15^th for requested changes. Sales have remained steady – we are sitting on one full pallet, about 65 cases, approximately 1560 books left.

E. Newcomer Booklet – Morgan 

1. This can now be taken off the agenda.

F. IT Report – Linda

1. Linda – tried to get on the IT committee call. I know via email that they are still working with the Dutch to clear up some tradition violations on their website. They are looking at some of the other countries and checking things out.

G. COI (conflict of interest) – Ira L.

1. Richard – This will remain on the agenda until it is completed. Richard explained the history behind this for the visitors and new board members.
2. Laurie – I suggest we move this to online for review and discussion next month.

H. Fiscal Year vs. Calendar Year – Laurie and Richard 

1. Richard – I have informed the trustees that this cannot be done for this calendar year, but we will work on getting it prepared for next year.
2. Laurie – we will be actively pursuing a new accounting firm.
3. Scott – he has confirmed that the tax returns have been filed. We will need to make some referrals on changing the fiscal year along with two new revised budgets. Referrals from the board should be presented to the trustees at the May quarterly. Scott talked about the budgeting process for the conference and what needs to be revised in the budgets.

I.New Accounting Firm – Richard and Laurie

1. Laurie – Thanks to Tim and Scott for their assistance – we are working on this and it will be a priority for this year.

II. Office Director Reports

1. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
   1. CR# 18 $1038 for AV – Payee: Limelite Pro Audio& DJ Supply, Inc. – Line item 915514 – in budget – $10,000 – remaining budget $8,962, approved pending contract. Ira – we have not received a contract yet. The payment will be on hold until we receive a contract.
2. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)
   1. Nothing special to report on.
3. Vice-Chair – Open
4. Treasurer – Laurie R. – submitted written and verbal report (see committee and ad-hoc reports)

1. WFB Operating $9,875.45
2. WFB Odd Year $11,188.45
3. BofA Operating (351) – $3,150.24
4. BofA Odd Year (364) – $450.00
5. BofA Even Year (403)- $200
6. BofA OY Petty Cash (380)- $500
7. BofA EY Petty Cash (393)- $500
8. Savings #386 (Prudent Reserve) $50,263.76
9. Savings #399 (Publications Fund) $25,000.04

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10. Operating Savings (373) $65,589.56
11. Petty Cash – $500
12. Tax returns have been filed. We will have all the WFB accounts closed in early February and are fully operational with B of A accounts, new payroll and merchant services accounts.

E. Secretary – Open

F. Director at Large – Tim A. – submitted written & verbal report (see committee and ad-hoc reports)

1. Tim A. – Joined the H&I committee. Sat in on their committee meeting. Everything seems to be going good.
2. Worked with Frank and Linda on the Archives committee last week.
3. Sent out emails to two of the accounting firms requesting proposals.
4. Joined the WSOB yahoo group.

G. Director at Large – Jay H. – submitted written & verbal report (see committee and ad-hoc reports)

1. Talk to board members, Treasurer, WSOT on a regular basis.
2. Will be playing an active roll on the convention committee with Unity event and closing committee. 

H. Director at Large – Morgan T. – written and verbal report (see committee and ad-hoc reports)

1. Written report submitted.

III.Trustee Reports

1. WSO Trustee – Frank P. – Submitted written & verbal report (see committee and ad-hoc reports)

1. Written report submitted. Meet regularly with Linda and Richard on office business. Continue to work with WSOB and WSOT and be the liaison between both boards.

1. WS Trustee – Ira L. – Submitted written and verbal report (see committee and ad-hoc reports)

1. It’s been very quiet on my end. The 2017 convention committee will be meeting this weekend, the PN regional trustee will be attending.
2. We have a conference committee call tomorrow.
3. There has been discussion by the trustees to have a committee meeting in March if need be and not to have one if it is not needed. I will keep you informed.

IV. Committee Reports –

1. Finance: Laurie R. & Linda F.

1. Nothing New

1. Structure & Bylaws – Open
2. Convention: Linda F., Ira L. & Richard L. – They have a conference call tomorrow.
3. Conference: Linda F, Richard & Ira L. 

1. Linda – they meet monthly by conference call and the next meeting will be January 18. 

E. Unity: Jay H.

1. There will be a unity event at convention and I am working with Gregory A. on it.

Literature, Chips & Formats: Linda F. – Proofreading committee working diligently on the meditation book.

G. Hospitals & Institutions – Tim A. – See DAL report.

H. Public Information: Morgan T.

1. The next conference call is scheduled for January 31st.

I. IT.: Linda F. – Committee is communicating. They are working and meeting monthly.

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J. Archives: Frank P., Linda, Tim A.

1. We will be meeting at the office on the 31^st.

V. CAWS 2015 – Earl H. – not present

A. Linda – They are having their next steering committee at end of February and will be their last steering committee meeting at the hotel. It’s going to be an amazing event, they are working diligently.

VI. CAWS 2016 – Chicago –Linda F.

A. Laurie – The new BofA petty cash account has been set up and the check book was mailed to Brian.

VII. CAWS 2017 – Seattle– Linda F.

A. Ira – They are still looking for hotels. No bid or contract has been signed yet.

VIII. CAWS 2018 – Montreal – Linda F.

A. Richard – still looking for new bids.

IX. New Business

A. Referrals – we will work on next month.

I. Executive Session – DAL Interviews

II. Next meeting: February 21, 2015 at 9 a.m.

III. Motion to Adjourn made by All, Seconded by All, Passed unanimously.

IV. Meeting closed at 12:55 pm by Chair, Richard L., with the “we” version of the Serenity Prayer.

Respectfully Submitted,

Laurie Rossi

WSOB Treasurer & Acting Secretary

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CAWSO – Director of Operations Report

January 17, 2015

Submitted by: Linda Francisco

• I meet and/or communicate with the WSOB Chair, WSBT Chair, Treasurer, and Paid Bookkeeper daily, weekly and/or when necessary.
• I will continue to work with the Archive, Convention, Conference, and LCF committees – via conference calls. o Archive Committee
• A Work Day held on January 10^th was held
• A Work Day is Scheduled for January 31^st/
• Convention Committee
  • Conference Call scheduled for Sunday, January 18^th at 4 pm

• Conference Committee
  • Conference Call scheduled for Sunday, January 25^th at 10 am
• LCF Committee –
• Office Update:
  • Inventory was completed and very few adjustments were needed
  • The office is working together to get caught up after the Holidays
  • Working with Treasurer and Chair to make the transfer from Wells Fargo to Bank of America go smoothly
  • We have successfully transferred our Merchant Service account to be deposited to Bank of America
  • We have successfully transferred EFT for Postage machine to pull from Bank of America
  • We have ended our relationship with Wells Fargo Payroll…they will deliver W-2’s on January 21^st.

• We have had our first successful payroll disbursement with Bank of America
• We have set up our new Merchant Service Accounts with Bank of America
• We continue to work with the Committees of CAWS 2015, 2016, and 2017
• Nicole will be leaving on maternity leave with her last day of work scheduled for January 30^th.
  • We wish to invite you to attend a Pot Luck luncheon on that day at 12:30 pm (Please RSVP)
  • A great opportunity to wish Nicole well and get to know the rest of the staff
• CAWS 2015 Conference – no report at this time
• CAWS 2015 – Las Vegas – (Snapshot will be in your report on Saturday)
  • Registrations: 106 Revenue: $15,508 (As per Thursday – 1-15-15)
• I am beginning to book travel for CAWS 2015 Speakers
  • We have sent in a letter to once again ask for exception in granting the Sales Tax Exemption
    • CR# 18 – $1038 for AV –Payee: Limelite Pro Audio & DJ Supply, Inc. – Line Item 915514 – In Budget. Current Budget – $10,000– Remaining Budget Balance $8962

• CAWS 2016 – Chicago –
  • We have submitted our application for Sales Tax Exemption –
  • We were sent a notification of receipt…but to date no approval
• CAWS 2017 – Seattle – No report
• CAWS 2018 – Montreal – No report

Respectfully submitted:

Linda L Francisco

Director of Operations

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Morgan Thomas

DAL Report for

CAWSO Board Meeting

January 17th 2015

Attended Board to Board meeting CAWSO Board meetings.

I continue to attend regular meetings and do service at group level in SFV. Progress on Quiet Peace, Barnes & Noble submission is ongoing.

MT

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WSOB

DAL REPORT

JAY HANNA

1/17/15

Spoke to the WSOB Trustee regularly throughout the month.

Spoke to Treasurer regularly. Discussed what is going on with the change in banks, as well as the changes going on with the accounting firm.

Attending meetings around southern California.

Went to the WSO and delivered some shirts for Archives.

Spoke to Gregory A. and will be kept up to date on the Unity Event for the convention. I’ll be reporting on it as I receive it.

I’m not going to be able to attend the meeting this month due to work.

Thank you for allowing me to be of service

Jay Hanna

DAL

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World Service Office

Chair Report

January 17 , 2015

• I’ve been very busy as the WSOB Chair . I have read and responded to all e-mails to the WSOB Chair and the DOO. Linda and myself have reviewed, answered and forwarded any/ and all mails from the fellowship.
• Communicate with my fellow Trustees and WSO Board members
• I have weekly Phone conversations with the WSBT Chair
• We have a monthly staff meeting with the Office Staff
• I Communicate daily via phone, e-mail and in person with the DOO 24/7.
• Communicate regularly with the 2015 Convention Chair
• Communicate and met with the Treasurer and communicated over the B of A accounts are now open
• Explain the reasons why we were unable to change the fiscal year to calendar year in 2014
• Been involved with all translation projects.
• Reviewed all office bills and payments (signed all checks)
• Continue to expand for directors of the WSOB.
• Continue to work on the Fulfillment Center
• The website is still coming along. Important changes are constantly being made to make it more valuable and user friendly for the fellowship and the general public (PI) Also have Jay P. added to the ad hoc committee to expedite the donation button

Communicate with new bookkeeper

Submitted by:

Richard L. WSOB Chair

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WSOB Treasurer’s Report

January 17, 2015

• I have been in constant communication with the Chair, DOO and the bookkeeper. Met with DOO and bookkeeper last week at the office to go over financials.
• Tax Returns – After reviewing last year’s tax returns (2012), it appeared that Rabco only filed the return for CAWS and not CAWSO. For the 2013 returns they only filed for CAWSO and not CAWS. I informed Scott Brown of Rabco of the errors. Last week we received a package from Rabco with the 2012 CAWSO return and the 2013 CAWS return. It now looks like all is corrected and all returns have been filed for both 2012 and 2013 fiscal years.
• Bank Accounts – I have moved all of the saving account funds from WFB to B of A. We have closed all but two accounts with WFB – the operating account and 2015 convention account. I am waiting for all checks to clear the convention account and will move the funds and close the account as soon as that happens. The operating account will remain open under the first week in February. We need to pay all the credit card fees which will be debited from the account the first week in February. At that time we will then close the WFB operating account.
• We are now set up with B of A payroll and B of A merchant services accounts and the new systems are fully functional.
• Changing the fiscal year to calendar year – this will be put on hold until we hire a new accounting firm.
• New Accounting Firm – I received two referrals from Scott Stevenson and one from CALA. I put together some bullet points of what we will need from a new firm to get some proposals from them. I forwarded that information to Tim A. who volunteered to help reach out to these firms to get us some bids. Note we are approaching the busiest time of the year for accounting firms, so it may take a little time to get proposals back from them. I will report further when we have more information. This will be my priority over the next couple of months.
• Financials – All the bank accounts have been reconciled for December and all Quickbooks balances match the bank account balances. Note there is two operating accounts and 2015 convention checking accounts until next month.
• Attached is a current balance sheet as of 01/14/15, along with a P&L for the month of December and a YTD P&L for CAWS 2015. Net income for the month of December was ($9,449.10).

ILAS,

Laurie Rossi

WSOB Treasurer

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WSOB- DAL Report

January 15, 2015

The following are the activities I have performed since our last meeting

• On joined the H&I committee and yahoo group.
• On Sunday January 3^rd I sat on the phone conference and discussed the different sub-committees work.
• On Saturday January 10^th I work with Frank on the archives committee taking pictures for the catalog.
• I joined the yahoo group for the board.
• On Thursday January 15 I sent out e-mail request for proposals too two of the requested accounting firms. Waiting on response
• Spoke to the Orange County chair about stepping down as delegate. I will attend the February meeting to make it formal.

Thank you for letting me be of service

Gratefully,

Tim Andre

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Frank J. Pappano -WSOT – Monthly Report to the WSOB– December 14^th, 2014 to January 17th, 2015

• The following are the activities and duties I have performed since the last WSOB board meeting December 13th, 2014:
• Communicated WSOB matters to the WSBT
• Participated in WSOB & WSBT online business
• Participated in WSOB & WSBT phone discussions
• Presented a written Overview of the WSOB December board meeting, December Reconciled Financials and Individual Board Member reports to the WSBT Board members.
• Met with DOO and WSOB Chair to discuss various business matters.
• Met with office staff and volunteers office staff and thank them for their continued service. December, 2014
• Participate in ongoing discussions with Laurie WSO Treasurer.
• Spoke and met with my Mentor and Buddy to discuss my progress and ask questions.

Thank you for allowing me to be of service.

Frank Pappano, WSOT

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January 17th, 2014

WORLD SERVICE TRUSTEE REPORT for the WORLD SERVICE OFFICE BOARD

MEETING

Since the last meeting of the WSOB on 12/13/14, I have performed the following:

• Participated in all WSBT business in person, via telephone calls, texts and e-mail as necessary for discussions and voting matters with fellow Trustees.
• Worked with the Four Points Sheraton, Banquet manager and General Manager, plus the Trustees and the WSOB on the recently concluded December 2017 Quarterly Meeting for the WSBT.
• Cooperated with the WSOB Chair, Richard L., the DOO, Linda F., and with all necessary Board Members on appropriate issues like the Meditation Book, the EFC, the new Website and the Convention Committee.
• I have been in contact and working with the 2015 Chair, TAL, the TNC, and the Harrah’s Hotel, on continuing negotiations on the Las Vegas Convention.
• The 2016 and 2017 Convention continue to be on the radar and I have been in discussions recently with the 2017 Convention Chair regarding the Seattle hotel contract and the Hotel Liaison position.
• Have been in in-depth communication with the 2017 WSC Chair, Gary Parker, via phone, e-mail, and text. Am awaiting a new contract for the 2017 WSC for TNC consideration.
• I continue to learn numerous lessons on the spirituality of service work and am very grateful to have this opportunity.

ILAS,

Ira M. Land, World Service Trustee

Lead Negotiator, Trustee Negotiating Committee

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