Nov. 26, 2016 – WSOB Minutes – Draft

WORLD SERVICE OFFICE BOARD AGENDA

November 26, 2016

OPEN MEETING @ 9:35 AM

SERENITY PRAYER – Lead by Tim A.

TRADITION 12 – Read by – Alesia F.

CONCEPT 12 – Read by Yvette H.

BIRTHDAYS – None

ROLL CALL & QUORUM DETERMINATION

Present were Tim A. (Chair), Allison M. (Treasurer), Alesia F. (Vice Chair), Randy M. (Secretary), Kevin M.

(WSOT) and Yvette H. (WST).

Quorum is met.

Guests: Shawn.

CHAIR ANNOUNCEMENT(s)-

1. Linda and her staff has done a wonderful job reorganizing the office space.
2. We have 3 Director at Large positions open we need to fill ASAP

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –10/08/2016 MOTION to approve the minutes from October 8, 2017 made by Randy M..; seconded by Alesia F. Motion passes unanimously.

SEVENTH TRADITION

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted.

Highlights:

• Filtered water system removed.
• New refrigerator purchased.
• Meeting with Construction contractor next week for the expanded Archive space.
• HFC German edition has been placed on hold pending discussions.
• Tim and Tom P. discussed where Amazon gets their books. Maybe Amazon would be a cheaper way to ship.
• CAWS 2017 Chair will into skype in today.

DIRECTOR REPORTS

Chair – Tim A – written report submitted.

Comments:

• Attended PSR Caucus.

Vice Chair- Alesia F

Comments:

• Participated in some CA-online business.

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Treasurer – Alison M

Comments:

• Still working with Laurie on reports. Having some IT issues at home. Laurie recommends a reminder to the office when she is planning to access QB from home.
• Stop payment on a check sent to Asia. Working on alternate means to send the money.
• Lawyer check is still on hold also pending clarification of the services rendered.
• Attended PSR Caucus.
• We have an outstanding bill on the conference hotel. Has not been recorded in the QB. Alesia: Problem that we have is that Susan was not on the conference call, and there were issues regarding parking / and rebates that have not been resolved yet. Hoping to have this done by tomorrow. Tim emphasizes this must be done this week.

Secretary – Randy M – written report submitted.

Comments:

None.

Director at Large – Open

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M – written report submitted.

Comments:

• Attended LCF call. The committee thanks the office for prompt format changes. Although had some issues locating them on the web site.
• Attended the PSR Caucus.
• CAWS 2018 is still waiting for information from office on various treasury issues. Kevin M. suggests that there should be convention guidelines prepared by the office for future convention. The request came from their Trustee.
• Also, he has been put on WSCIT committee. Was notified too late to attend.
• The trustees are still discussing the use of Amazon Smiles.

WS Trustee – Yvette H – written report submitted.

Comments:

• Good Morning!
• Attended PSR Caucus
• Assigned to Archives Committee. First meeting will be December 3, 2017.
• She is also assisting Ann on the Conference Committee.
• She is the WSBT Lead Negotiator.
• She will reach out to Gary for convention items.
• Trustees will be having quarterly Dec. 9, 2017. Board to Board is December 10, 2017.
• She has questions on the attorney bills. Are they are using old address, and the extra costs to be charged to the current address? We’re being charged too much due to their error. Tim suggests talking to Ira and Laurie to get more information. Kevin M. states it may be that the attorney has directed the EU to change the WSOB address on the trademark paperwork.

COMMITTEE REPORTS –

Finance – Alison M-

Comments:

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• Finance Committee has not had a meeting.

Structure & Bylaws – Randy Moss.

Comments:

• Just assigned to this committee. I will coordinate with previous WSOB S&B liaison.

Convention – Alison M

Comments:

• Was on conference call in October, but not on the call last weekend.
• Trying to get information to Yves regarding the convention template. (For the 2018 convention.) They need to use the WSOB website registration template.
• Trustees will be talking with one of the banks there.

Conference –Linda and Alesia

Comments:

• Discussed why there have been no minutes. They are trying to figure out the issue and will report back.

Unity – Alesia

Comments:

• Discussing logos for next year. This was the first telephone conference.

Literature, Chips & Formats – Kevin M.

• Approved two items.

Hospitals & Institutions – Tim A– No Report

Comments:

• None.

Public Information – Tim A. – No Report.

IT – Randy M – written report submitted.

Comments:

• None.

Questions:

1. Shawn- question about whether or not the issues of Social Media have been addressed by AA and / or NA. Kevin M. states this was an issue that came up at conference.

Archives – Randy M – written report submitted.

Comments:

• None.

CAWS CONVENTION REPORTS:

A. CAWS 2017- Seattle –Treasurer? Reg on –line?

a. New signatures for checking.

b. Reg-Online is up and running.

c. MOTION made to accept the speaker list made by Randy M.; seconded by Kevin M. Motion passes with substantial unanimity.

 B. CAWS 2018 -Montreal – Board to approve Montreal hotel contract. (Held until July, 2016)

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a. Yvette states she has received contract from Linda, and it has been signed as of January 29, 2016.

C. CAWS 2019 – Sweden –

D. CAWS 2020 – Austin – Susan C.

GUEST REPORTS:

• Shawn – he wants to apologize for not submitting his resume for DAL yet, but has brought a hard copy for us to review prior to next meeting. We will do his interview next month.

ONLINE BUSINESS:

Check request #11 –reprint registration forms – MOTION to accept the results of the online vote for CR #11 made by Randy; seconded by Alesia. MOTION passes with substantial unanimity.

Request to buy a refrigerator for the office – MOTION to accept the results of the online vote made by Randy M.; seconded by Alesia. MOTION passes with substantial unanimity.

UNFINISHED BUSINESS-

A. Organization of the warehouse. Time line.

a. Review of equipment list for needed warehouse equipment. Items need to be purchased. Kevin M. is concerned about employees carrying items down the stairs. Could be a liability. Tim explains there will be palettes on the floors, so that heavy equipment needing to be accessed will be located low to the ground. Kevin would like to see a written policy for what can be mounted high. (i.e. not placing book boxes on the third level.). Grand total is $2,705.00. Alesia- is this in our budget for the previous move? Tim clarifies we need to get approval for this expenditure. Shawn; wants clarity that we are not buying a forklift. Indeed, we are not buying a forklift. MOTION to approve the equipment list made by Kevin M. seconded by Yvette H. MOTION passes with substantial unanimity.

B. Box and Formsite.

C. CAWSO Dba setup – Scott/Ira – (Tabled motion from 11/14/2015 – waiting for Trustee opinion on whether necessary or not) – Kevin requests that Tim forward to him a clarification on the DBA issue.

D. Translation of specialty chips. Linda to work on.

E. Look over past guidelines

F. Referrals from 2016 WSC – will start on those in January.

a. From other Committees

Tim states that we cannot translate the WSM in all language due the sheer number of needed translation and the cost. Will coordinate with Yves relative to the process undertaken in Canada. It may be feasible to translate the most common languages.

 b. From floor:

NEW BUSINESS:

A. WSOB Director(s): 3 open DAL positions open –

B. Review the budget for shelving for approval.

C. Translation of German book – Where does Amazon get their books? Could we use them for European Region?

D. Translation of the World Service Manual – see comment above under Referrals.

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E. Shawn- question, first line of resume. He doesn’t fully know the responsibilities of a Director at Large position. Tim A. refers him to the WSC.

 F. Kevin M would like quarterly reports prior to December 10, 2017.

EXECUTIVE SESSION –

1. None.

NEXT MEETING(s) – Board to Board meeting is December 10, 2016 at 9am at the Gateway Sheraton.

WSOB meeting after that will be January 21, 2017.

MOTION to adjourn at 10:50 made by Alesia., seconded by Yvette. Motion passes unanimously.

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