May 9, 2015 – WSOB Minutes

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

May 9, 2015

I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 9:15 am by Chair, Richard L.

II. Tradition 1 – Read by Jay

III. Concept 1 – Read by Ira

IV. Birthdays – None

V. Roll call and Quorum Determined

A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Laurie R. (Treasurer), Chris J. (DAL), Jennifer M. (DAL), Frank P. (WSOT) Ira L. (WST). A quorum is established. A quorum is established

B. Board Members Absent: DRPD (vacant), Jay H. (DAL), Morgan T. (DAL)

VI. Guests Present: Scott S., Earl H. CAWS 2015 Chair, Stan J. CAWS 2015 Hotel Liaison

VII. Chair Announcement: Responsibilities at the convention. We will all be there and we will be meeting with Russell S to discuss the fulfillment center and any other pertinent areas. Be at call and of service throughout the convention. Let people know that you are there. Remember we are representing the Board. Questions about concepts and traditions direct them to their trustee.

• Meet the trustees and the WSOB on Saturday. Be there
• The Great Exchange Sunday– Be there
• *Precon Meeting – Ira and Linda on Wednesday

MOTION TO TAKE ITEM OUT OF ORDER. MOTION PASSES

VIII. APPROVE THE MINUTES OF THE PREVIOUS MEETING (April 11, 2015)

Motion to approve minutes by Tim seconded by Ira. Passed Unanimously

IX. SEVENTH TRADITION – Can passed

X. GUEST REPORTS

• Earl H, CAWS 2015 Report (See Attached Report)
• Brent, delivered donation from CA- orange county $500

XI. ONLINE BUSINESS– Ratify online business. Passed NewsGram MOTION: To ratify Linda, seconded by Frank. Passed Unanimously

XII. OLD BUSINESS-

A. WSOB Director Openings. 10 Directors, open position after conference. Chair position. We need to present a slate for Board Chair and Treasurer prior to conference. 

1. Ask Structures and Bylaws for clarification on Directors on the board, i.e. are Trustees part of the 10 director? Or additional to.
2. 2 DAL Slots
3. 2 Trustee slots
4. 2 paid slots
5. 4 officer slots

B. ORG website Current and New (Linda and Richard)

1. New: Richard had a sneak peak of website. Trustees are going to get a sneak peak at the new website. IT committee is doing Beta testing. Looking at unveil at the CAWS in Vegas. Marius is going to start work on Reg-Online which can be managed through central office.

 C. European Fulfillment Center –Meet with Russell in Vegas

1. Communication is now open. Will meet with Russell in Vegas.

pg 1

2. Possibly talk with John B. who was originally working on Fulfillment center in the past.

 D. Meditation Book – Status update (Linda)

 E. Book has been ordered and shipped. 8 cases left of old stock. (Normally use about 3 – 4 cases a week)

F. e-booklets (Keith – Morgan)

1. Done research. Contract is 76 pages with Apple Itunes. Discussion to table.
2. Ira will send contract to DAL

G. IT Report (Linda)

1. Putting together a powerpoint to show at conference to explain the pros and cons of the internet and CA

 H. Moving the Fiscal Year vs Calendar Year (Laurie and Scott) update

1. MOTION to bring back to the table the motion from September 13^th board meeting: “Motion to change the fiscal year from July 1 – June 30 to a Calendar Year January 1 –December 31”  MOTION made by Laurie, seconded by Chris. Passed unanimously
2. MOTION to amend the motion from September 13^th to add “effective January 1, 2016”Motion made by Laurie, Seconded by Linda. Passed unanimously
3. MOTION to refer the WS conference the following motion previously passed: “Motion to change the accounting and tax reporting fiscal year for CAWS and CAWSO from July 1 to June 30 to a calendar year, January 1 to December 31, effective January 1, 2016” Motion made by Laurie, Seconded by Tim. Passed unanimously
4. MOTION to make this referral from the WSOB to the Conference. Motion by Laurie, Seconded by Ira. Passed unanimously

I. New CPA Firm- Laurie

J. Copyrights foreign and domestic – Ira

 1. Nothing new to report

XIII. OFFICE DIRECTOR REPORTS

A. Director of Operations- Linda

1. MOTION TO APPROVE: Seconded by Ira. Passed unanimously

• CR# 071 $1,139.00 for Program Printing – Payee: West Wind Litho – Line item: 915552.4 in Budget.

B. MOTION TO APPROVE:

• CR# 001 $627.25 – For Registration Forms – Payee: Mike Mahoney (reimbursement) – Line Item: Deferred – In Budget. Current Budget $1000 – Remaining Budget $372.75
  • Seconded by Ira. Passed Unanimously
• CR# 002 $2,071.75 – For Preconvention Memorabilia – Payee: Queensboro Shirt Company – Line Item: Deferred – In Budget. Current Budget $16,500 – Remaining Budget $14,428.25
  • Seconded by Tim. Passed Unanimously

3. NO MOTION REQUIRED

• CR# 003 $169.99 – For Preconvention Fundraising – Payee: Bobby Richardson (Reimbursement) – Line Item. Deferred – In Budget. Current Budget $5,000 – Remaining Budget $4,830.01.

XIV. DIRECTOR REPORTS

A. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)

B. Vice Chair- Tim – Submitted written & verbal report (see committee and ad-hoc reports

C. Treasurer – Laurie R – Submitted written & verbal report (see committee and ad-hoc reports) 

D. Secretary – Jennifer – No report

E. Director at Large – Open

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F. Director at Large – Jay H (Not here) Submitted written & verbal report (see committee and ad-hoc reports)

G. Director at Large – Morgan T (Not here)

H. Director at Large- Chris – Submitted written & verbal report (see committee and ad-hoc reports)

XV. TRUSTEE REPORTS

A. WSO Trustee – Frank P. Asks us to send in a quarterly reports. Submitted written & verbal report (see committee and ad-hoc reports

B. WS Trustee – Ira L. – Submitted written & verbal report (see committee and ad-hoc reports). Working with Hotel Liaison regarding BEO’s. Signed 36 BEO’s to date, more to come.

XVI. COMMITTEE REPORTS –

1. Finance –Linda, Laurie
2. Structure & Bylaws –Jennifer
3. Convention –Ira, Linda – Concerns about adding some items to the by-laws. Ira would like to submit guidelines for negotiating contracts for future committees.
4. Conference –Linda, Richard, Ira – will be meeting in Las Vegas
5. Unity –Jay H. No report
6. Literature, Chips & Formats – Chris – Updating 2 pamphlets. To the Newcomer and Who’s An Addict
7. Hospitals & Institutions – Tim – They will have volunteers at the CAWS convention.
8. Public Information – Morgan . Not here
9. IT –Linda (SEE written Report)
10. Archives –Frank P. & Linda – Ready to go to the CAWS Convention

XVII. CAWS CONVENTION

1. CAWS 2015- Las Vegas
2. CAWS 2016- Chicago – No Report 
3. CAWS 2017_Seattle – No Report
4. CAWS 2018- Montreal – No Report

XVIII. NEW BUSINESS- None

Referrals -attached

EXECUTIVE SESSION – None needed

NEXT MEETING(s) –at Convention, location TBD June 13, 2015

MOTION made to end the Meeting, Chris 2^nd Adjourned 12:40

Submitted by:

Jennifer Molina

WSOB Secretary

pg 3

World Service Office Chair Report

May 9 , 2015

• I continue to 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 the WSBT Chair
• Communicate the WST
• I have phone conversations with the WSOT
• 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 signed and delivered Checks
• Working on e-books with Keith and Linda
• Been involved with all translation projects.
• Reviewed all office bills and payments (signed all checks)
• Communicate with Yves on the New Website.
• Continue to Communicate with Russell on the Fulfillment Center
• Communicate and meet with our bookkeeper

Submitted by:

Richard L.   WSOB Chair

pg 4

CAWSO – Director of Operations Report

May 9, 2015

• 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.
• Office Update:
  • Nicole is back from Maternity Leave as of May 4th
  • Working with Keith regarding the EBook project for HFC, HFC II, and A Quiet Peace
    • A Quiet Peace ready to be uploaded to Amazon and Barnes and Noble
    • The I Tunes contract is being given to WST at this meeting
  • The Bookkeeper and I attended a one day seminar on the changes to QuickBooks 2015 on April 28^th.
    • We ran into our old Bookkeeper Michael Towler at this seminar
    • Both Frank and I walked away with new knowledge on how to prepare for our next fiscal/calendar year
  • The Portuguese pamphlets are formatted and ready to be sent to Portugal
  • Are we interested in activating the Security System for $20 per month? ($60 per quarter)
• CAWS 2015 Conference – is working to move ahead with our new hotel
  • RegOnline Conference registration is available
  • All the updated forms and documents needed by delegates are live on the website.
• CAWS 2015 – Las Vegas – (Snapshot will be in your report on Saturday)
  • Registrations: 753 Revenue: $88,679 (As per Friday – 5-8-15 12:40 pm)
  • Banquets and Hoover Dam Tours are sold out… A Wait List for the banquet has been started.
  • DOO met with CAWS 2015 Convention Chair, Hotel Liaison, and Hotel Contact in Las Vegas on April 16 and 17.
    • We tested the credit card machines and new computers for functionality using the hotel wireless system
    • We also had the opportunity to do a walk through at the property and troubleshoot some possible issues
      • Discovered there is a charge to receive and send pallets that impact the fellowship
      • We discussed several options to display the area flags
  • We are working with the committee to take another tack in granting the Sales Tax Exemption (To date I have not heard anything regarding this.)
  • We will be working with Wings, Inc. to transport items to and from Las Vegas
    • Gregory A will have his team in the office the week of May 12-14 to set up pallets and prepare them for transport
    • Wings will pick up pallets before 10 am on Friday, April 15
  • I make a motion to approve the following:
    • CR# 071 $1139.00 for Program Printing – Payee: West Wind Litho – Line Item: 915552.4 – In Budget.
• CAWS 2016 – Chicago –
  • We are working with the CAWS 2016 Committee to get their registration forms, RegOnline and webpage ready for the reveal on Sunday, May 24^th
  • I make a motion to approve the following:
    • CR# 001 $627.25 – for Registration Forms – Payee: Mike Mahoney (reimbursement) – Line Item: Deferred – In Budget. Current Budget: $1000 – Remaining Budget: $372.75
    • CR# 002 $2071.75 – for Preconvention Memorabilia – Payee: Queensboro Shirt Company – Line Item: Deferred – in Budget – Current Budget: $16500 – Remaining Budget: $14,428.25
    • CR# #003 $169.99 – for Preconvention Fundraising – Payee: Bobby Richardson (reimbursement) – Line Item: Deferred – in Budget. Current Budget:$5000 – Remaining Budget: $4830.01
• CAWS 2017 – Seattle – No report at this time
• CAWS 2018 – Montreal – No report at this time

Respectfully submitted:

Linda L Francisco

Director of Operations

pg 5

WORLD SERVICE TRUSTEE REPORT for the WORLD SERVICE OFFICE BOARD MEETING

MAY 9^TH, 2015

Since the last meeting of the WSOB on 4/11/15, I have performed the following:

• Participated in calls, texts and e-mails as necessary for discussions and voting matters with fellow Trustees and grounded former Trustees.
• Still working with the WSO and our C.A. Attorney, Bernie Gans, regarding the Chartered Accounts of Scotland, CA issue, at the request of the WSOB and the WSBT. A new agreement has been proposed and I have been authorized to sign it today.
• Cooperated with the WSOB Chair, Richard L., the DOO, Linda F., and with all necessary Board Members on appropriate issues like the work of the Convention Committees.
• I have been in contact and working with the 2015 Chair, the Hotel Liaison, the TAL, the TNC, and the Harrah’s Hotel, on continuing negotiations on the Las Vegas Convention, especially on the BEO’s. Participated in their conference call on Monday, May 4th and expect to participate again this Monday, May 11^th.
• Contributed to a C.A. T-shirt quilt-making project, to be donated to the 2015 WSC Live Auction and I have pictures to show, if requested.
• The 2016 and 2017 Convention continue to be on the radar and I have been in discussions recently with different Convention Committee members regarding their contract process.
• 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

pg 6

WSOB- Vice Chair

May 6, 2015

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

• Participated in the office meeting with the DOO and staff
• I participated with H&I on the phone conference and discussed the different sub-committees work.
• Worked on the archives committee getting artifacts ready for the convention.
• Participated in the WSOB online voting
• Participated on the Archives online voting
• Came to office to learn more about the distribution of CA literature.
• Speak to the WSOB- Trustee on a daily basis.
• Spoke to the Chair about some requirements and Las Vegas.

Thank you for letting me be of service

Gratefully,

Tim Andre

pg 7

World Service Office DAL Report

May 9^th, 2015

• I read the reports on the yahoo site from my fellows and report back if need be.
• I have participated in April and May Board meeting so far.
• I have voted on several motions online.
• I have helped pack the archives for the convention.
• I look forward to being of service to the convention in Las Vegas.

ILAS Chris Jacques DAL

pg 8

WSOB Treasurer’s Report

May 9, 2015

• I have been in constant communication with the Chair, DOO and the bookkeeper. I have reviewed all outstanding bills and signed outgoing checks.
• IRS Penalty Notice – I received an email from our accountant on 5/4, he is in communication with the IRS and has requested another extension and is still working on trying to get us an abatement of the penalties. He advised not to be alarmed if we get another payment notice in the interim and he is still working on this. I will follow up with him in a few weeks.
• Scott and I met and drafted a referral for the board’s review and approval to submit in the SR-14 mailing. Please see attached.
• We also drafted 3 motions for the board’s approval today, please see attached.
• I participated in a conference call with the finance committee and the committee approved the two revised budgets for submission in the SR-14 mailing.
• I spoke with our IT professional who advised that the convention website for 2016 will be up and running in about a month and we will be able use the online registration feature thereby phasing out Regonline as soon as this is ready to go. This will save the fellowship approximately $3.75 per registration.
• Attached is a current balance sheet as of May 5th, along with a P&L for the month of April (Operations Only). YTD net income with convention income is $17,348.33. Net income for the month (operations only) of April is ($2,973.25).

ILAS,

Laurie Rossi

WSOB Treasurer

pg 9

Attended WSOB meetings.

Spoke to other Board members on a regular basis.

Bought hinges for Archives display.

Stopped by the office a couple times.

Thank You.

Jay Hanna

pg 10

Frank J. Pappano -WSOT – Monthly Report to the WSOB– from April 11^th, 2015 to May 9^th, 2015

• The following are the activities and duties I have performed since the last WSOB board meeting April 11th, 2015:
• Communicated WSOB matters to the WSBT and vice versa, asked for the ratification of Scott Stevenson as soon as possible. WSBT will handle this at the quarterly meeting on May17th prior to the CA Convention in Las Vegas.
• Participated in various WSOB & WSBT online business
• Participated in various WSOB & WSBT phone discussions
• Presented a written Overview of the WSOB April board meeting, current 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 Archive committee and prepared items for Convention, also participated with online Archive business.
• 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