May 24, 2017 – WSOB Minutes – Draft

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WORLD SERVICE OFFICE BOARD MINUTES

May 24, 2017

OPEN MEETING @6:35pm

SERENITY PRAYER – Led by Tim A..

TRADITION 5 – Read by Kevin M.

CONCEPT 5 – Read by Yvette H.

BIRTHDAYS – Yvette – May 21st (21 Years.) April 15, (17 years)

ROLL CALL & QUORUM DETERMINATION

Present were Tim A. (Chair) Alesia F. (Vice Chair), Linda F., (DOO), Alison M. (Treasurer), Randy M.

(Secretary), Kevin M. (WSOT) and Yvette H. (WST).

Quorum is met.

Guests: Mike (Visitor)

CHAIR ANNOUNCEMENT(s)-

  1. We have 3 Director at Large positions open we need to fill ASAP

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 4/15/2017

MOTION to approve the minutes from April 15, 2017 made by Randy M..; seconded by Yvette H.

Motion passes unanimously with minor corrections.

SEVENTH TRADITION – the can was passed.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted.

Comments:

  • She has nine bids to move the furniture for the new carpeting. Bids range from $600 – $1,000. Kevin understands the process is to move furniture, add the scott guard, and move the furniture. Linda says it could be done Friday to Monday.
  • Lined up everything for Drug Court. Started putting together the documents.
  • Delegate mailing went out – a little late waiting for items from the committee. SR 14 will be going out the middle of June. She says the fundraising was very successful.
  • NEWSGRAM is up for grabs needs an article by June 6.
  • CAWS chair will be Skyping in, and she discussed her trip to Seattle and the hotel walk-through.
  • She has check requests for CAWS 2017.
  • A check request for CAWS 2018.
  • Linda reviews the convention snap shot.

Questions:

Kevin M Comment: people can cancel their hotel registration without penalty. Some of the hotel registrations may not be filled.

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DIRECTOR REPORTS

Chair – Tim A – written report submitted

Comments:

  • Delegate mailing. Chair saw emails from Ruby regarding their receipt of the delegate mailing.

Questions:

  • What is the status of the review of the translation process review? Tim states he has already spoken with BOT Chair regarding the original process . Tim discusses the reasons the most recent translation has had issues. Kevin will discuss this further in his report.

Vice Chair- Alesia F – Not present

Treasurer – Alison M- written report submitted.

Comments:

  • Met with banking representatives for the 017 CAWS convention to get all the financial items she needs and she has a meeting set up for Seattle.
  • The also talked about rebate on the credit card. He said CAWSO writes 3600 checks a year. Maybe we should be on the rebate program. Kevin points out the card doesn’t need two signatures.
  • Alison discussed the process of getting the money once deposits are made through the new electronic system. He also stated he could waive the costs. This is about a scanner to make deposits without going to the bank. Kevin suggests Alison discusses this with Linda prior to making a motion.
  • Those were some of the tools and resources presented by the bank.
  • The current obligation letter is for the current year, not a future year. So this is the letter he needs Alison and Linda to sign.
  • Mark is doing the taxes.

Secretary – Randy M – written report submitted.

Director at Large – Open

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M

Comments:

  • Had a trustee conference call and half of it had to do with German translation process. A letter was written regarding what had happened and where they thought it had broken down. They comment that the final draft was submitted in March of 2016, and that various things happened which prevented it from getting to the printer. Refers to a list in his report. They now want to print the book in Germany. Basic problem they see is that the WSOB has no foreign speakers, and whenever they get involved it drags down the process. They are unhappy with the publisher, as they put back in items which were

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marked for removal and changed the language from street German to High German. Refer to Kevin’s report for additional items. The WSOB was working on formatting – not editing. The European Region has a proposal to publish the German book in Europe and provide substantial royalties. Tim points out the approved translation process wasn’t followed. They also speak to the problems using the current publisher. Linda discussing the reasoning for putting it into the correct format. (The format didn’t match the English publication of the book.) She made no changes – only formattin. Kevin is relaying the discussion in the conference call. Yvette – right now the trustees have tabled the discussion until the conference. This now is just general information on their unhappiness. Tim discusses that the biggest issue is communications. It was only a couple of weeks ago when he and Linda discussed the formatting. We needed a professional formatting person who is familiar with the German language. He had been under the impression that the office was supposed to be formatting this. Where are we at with the corrections? Linda states that it is in the hands of the European Region. Linda talks about how they had printed their own book without board approval. She questions how the costs of printing will be handled. Kevin states the proposal is for them to print the book at their cost, they store it, and they send the books out and send the office royalties. We will be discussing the issue further subsequently. Tim A. recaps the problems that occurred, and is tired of hearing this “Them and Us” mentality, and the threats to secede. Kevin thinks the WSOB needs to respond to the WSBOT on this issue. Tim A. points out the CA Literature Translation Process. Linda recounts her conversation with Claudia. Kevin discusses that his feedback results in their subsequent review of the book. Linda says it’s been two to three weeks since she has spoken with Claudia. More discussion about the translation process.

  • Montreal CAWS 2018 needs to have their website connected to the Canadian RegOnline.
  • Two things about the website. Thanks for the PayPal link on the CA website, but it is only for purchases and not for donations. They want to add donations. Linda discusses the method of how the PayPal system calculates costs. Still a link to ‘.org” on the website; needs to be removed.

WS Trustee – Yvette H – Written Report Submitted Comments:

  • Went to Las Vegas for the PSR assembly. We accepted four (4) trustee resumes. Dwight Johnson, John Himmelblau (TEO) Mike Seaton from Online Service area and Stu Estabo (L.V.).
  • Just now today the TNC finally approved the invoice for the attorney’s invoice. (For South Africa trademark and the CA.org trademark infringement. Kevin asks whether or not the invoice contained “net payable” terms.

MOTION to take the CAWS 2017 report out of order by Linda. Seconded by Randy MOTION PASSES with substantial unanimity.

COMMITTEE REPORTS –

Finance – Alison M-

Comments:

  • They have not had a conference call. Only three people: her, Heidi and the trustee.
  • Working on the 2018 budget.
  • Alison has a question: when she does the 2018 budget, are there automatic increases? Linda says the DOO, Chair and Treasurer will go over it first, and then she presents to Heidi.

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Structure & Bylaws – Randy M. – written report submitted.

Convention – Tim Andre -No report. Missed it

Conference –Linda and Alesia

Comments:

  • Delegate mailing went out. And an abbreviated mailing will go out this week.

Unity – Alesia – not present.

Literature, Chips & Formats – Kevin M.

Comments:

  • Had a conference call shortly after the Trustee conference call.
  • There is some question about the current changes To The Newcomer.

Questions:

  • Tim. How many people on the committee? Tim suggest they review the CA Literature Translation Policy.
  • Randy; discussion about HFC A Special Edition.

Hospitals & Institutions – Tim A– Report Submitted

Public Information – Alison M. –

Comments:

  • Did not have a conference call.

IT – Randy M

Comments:

Conference committee conference call is next weekend.

Archives – Yvette H.

Comments:

  • We discussed mapping the various areas. Randy clarifies the discussion on mapping.
  • Discussed getting the history of CA on tape. Taping the original member interviews with founding members, etc. There is a list of some candidates.
  • Kevin M. has items to provide to committee.

CAWS CONVENTION REPORTS:

A. CAWS 2017- Seattle – Check request – ? Special Request?

    1. MOTION to approve check request #25 for Special Events (Space Needle) in the amount of $4,189.50 made by Linda F.; seconded by Randy M. Kevin – what is the money paying for? Is the cost for tour? Food? Linda clarifies is not for food, but for an adult combo ticket. Alison – do they have a number on people who have signed up for this? Yes, there ae 35 already signed up. This is for 95 people. Kevin M. What is the time of the Special Event? 10:30 to 11:00A.

MOTION PASSES with substantial unanimity.

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  1. MOTION to approve check request #26 for Outreach (supplies) in the amount of $317.20 made by Linda F.; seconded by Kevin M. Linda states it’s in budget. MOTION PASSES with substantial unanimity.
  2. MOTION to approve authorization request #27 for Hospitality (daily supplies) in the amount up to $1,500.00 made by Linda F.; seconded by Randy M. How do you write a check for an “up to” amount? Linda describes the Kevin would like a friendly amendment, change to “authorize,” MOTION PASSES with substantial unanimity.
  3. MOTION to approve check request #28 for Information Host (Shirts) in the amount of $499.76 made by Linda F.; seconded by Randy M. No discussion. MOTION PASSES with noted abstention.
  4. MOTION to approve check request #29 for Program (A/V for the convention) in the amount of $7,358.09 made by Linda F.; seconded by Randy M. Was in budget, they got three bids. MOTION PASSES with substantial unanimity.
  5. MOTION to approve check request #30 for Speakers (air fare) in the amount of $185.00 made by Linda F.; seconded by Randy M. MOTION PASSES with substantial unanimity.
  6. MOTION to approve check request #31 – 33 for Speakers (air fare) in the amount of $310.00 made by Linda F.; seconded by Randy M. MOTION PASSES with substantial unanimity.
  7. MOTION to approve check request #32 for Speakers (air fare) in the amount of $310.00 made by Linda F.; seconded by Randy M. MOTION PASSES with substantial unanimity.
  8. MOTION to approve check request #33 for Speakers (air fare) in the amount of $795.00 made by Linda F.; seconded by Randy M. MOTION PASSES with substantial unanimity.
  9. MOTION to approve check request #34 for Special Events (golf polo shirts) in the amount of $477.36 made by Linda F.; seconded by Randy M. MOTION PASSES with substantial unanimity.
  10. MOTION to authorized a check request #35 for Special Events (golf box lunches) up to the amount of $500.43 made by Linda F.; seconded by Randy. MOTION PASSES with substantial unanimity.
  11. MOTION to authorize a check request #36 for Special Events (golf box lunches) up to the amount of $500.43 made by Linda F.; seconded by Randy. MOTION PASSES with substantial unanimity. 
  12. MOTION to approve check request #37 for Memorabilia (Signs and T-shirts) in the amount of $8,127.29 made by Linda F.; seconded by Randy M. Linda has a breakdown sheet of items they wish to purchase. Tim A. – did all of the memorabilia get approved? Linda talks about the process to determine the items. All the logos have been approved. MOTION PASSES with substantial
  13. MOTION to approve check request #38 for Memorabilia (embroidered apparel) in the amount of $1,772.00 made by Linda F.; seconded by Randy. MOTION PASSES with substantial unanimity.
  14. MOTION to approve check request #39 for Memorabilia (memorabilia items) in the amount of $3,534.85 made by Linda F.; seconded by Randy M. MOTION PASSES with substantial unanimity.
  15. Gary’s report: Doesn’t have a big report. Convention is coming down to the wire. 34 days out. Does the office insurance cover attendees who leave for special events? Linda reminds him that she needs their specific language for the insurance riser. Gary clarifies the questions. Yes, registered participants are covered.

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  1. Things are going well, we have check requests. We have about $4,000 dollars to send to the office. He is down to the fourth bidder on the Maui auction.
  2. The committee has been really busy. Tim asks about registration.
  3. Kevin – is there any transportation to get downtown? Yes. There is a light rail system 3 blocks from the hotel.

B. CAWS 2018 -Montreal – Robert F. – Reg- Online ready?

  1. MOTION to approve check request #1 for Convention T-Shirts) in the amount of $1,949.68 made by Linda F.; seconded by Kevin M. None MOTION PASSES with substantial unanimity. Operating (deferred expense) is fronting the money and once they get a treasurer they will reimburse the office.
  2. Kevin – they need to have all of the financials processed connected to the Canadian banking system. This is to avoid multiple conversions. Alison has discussed this with Bank of America. Especially regarding money going to Canada. (Not necessarily back). They want their website online as soon as the old convention is over. Kevin says they need information and / or codes. Linda has sent registration forms for them to supply. Tim suggests Linda send older forms with instructions to Yves, Kevin and Tim stating exactly want they needs. Linda discusses how the conventions are to use the CA.ORG website. Kevin points out that in Canadian dollars set up; questions whether the office can do it. Maybe the easiest is to use PayPal?
  3. Linda F. –

C. CAWS 2019 – Sweden –Johan T.

  1. Close to having a hotel; but no contrac.

D. CAWS 2020 – Austin – Susan L.

  1. Contract signed; they have a hotel.

GUEST REPORTS:

  • None.

ONLINE BUSINESS: None

UNFINISHED BUSINES

  1. Look over past guidelines -?
  2. Process and procedures updated in the book – We had a meeting and Linda is pinning down certain items (safety manual, exempt or non-exempt employees) due by next month.
  3.  Employee Handbook updated – due by next month.
  4.  Translation of German Book – Proof read -Linda did the formatting. Trustees have this on the agenda for the June quarterly. Linda says we should be very careful of throwing out the old procedures. Tim suggests a conversation with Claudia regarding what is left to be done, and subsequently emailed to Tim, Kevin, Yves and Claudia for confirmation.

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E. Translation of the service Manual

F. Review of the Translation process.

  1. Tim discussed what is written in the Translation process. He will review in detail and report back next month. Kevin requests to pay specific attention to WSOB tasks.
  2. There should be added some acknowledgement of the receipt of documentation.

G. Discussion of the WSOB carpet.

  1. New carpeting has been approved. We don’t want volunteer’s moving furntitue in case of injuries. She has nine bids. The money is in the moving budget. Kevin asks about moving the furniture twice. Separated by the scotch guard. Will 3 hours be sufficient? Yes will be boxed up. Will go from a Friday to Monday. Yvette suggests a Thursday night start? Additional costs would have to be reviewed. Linda was thinking mid-July for the move. Tabled until June.

H. Referrals from 2016 WSC – NEED TO ADD TO AGENDA – Randy

a. From other Committees- 

b. From floor:

NEW BUSINESS:

A. Chair Position ratification MOTION to ratify the WSOB members for the next term made by Kevin H., seconded by Yvette. MOTION PASSES with substantial unanimity.

EXECUTIVE SESSION –

NEXT MEETING(s) – Saturday, June 10, 2017 at 9am Motion to adjourn at 8:50

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