July 22, 2017 – WSOB Minutes – Approved

WORLD SERVICE OFFICE BOARD MINUTES

July 22, 2017

OPEN MEETING – Meeting was called to order by Acting Chair Alecia F. at 9:25 AM

SERENITY PRAYER – Led by Alesia F.

TRADITION 7 – Read by Randy M.

CONCEPT 7 – Read by Linda F.

BIRTHDAYS – No Birthdays

ROLL CALL & QUORUM DETERMINATION

Present were Alesia F. (Acting Chair), Linda F., (DOO), Randy M. (Secretary), Allison M. (Treasurer), Kevin M. (WSOT) and Yvette H. (WST).

Absent with consent: Tim A. (Chair),

Quorum is met.

Guests: None

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) – 6/20/2017 MOTION to approve the minutes with one correction from June 20, 2017 made by Linda F..; seconded by Allison M. Motion passes unanimously.

SEVENTH TRADITION

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted

Comments:

• We’re on target with conference committee. Metal coins, flash drives, etc., are all moving forward. Clickers are ordered and the office will coordinate with Alesia to get items to convention.
• Staff took inventory while we were at convention. The office is on target with that.
• Carpeting has been installed. There was an additional $120 for service call. The carpet was pre-treated so we saved the money on the Scotchguard.
• Drug Court has been deemed a success.
• Seattle has a total of 537 registrations with $83,000 in revenue.
• Montreal has 10 registrations for 2018 convention.
• Austin is raring to go.
• Two snap shots have been included in the report – convention and conference.

Questions:

• None.

DIRECTOR REPORTS

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Chair – Tim A – written report submitted

Vice Chair- Alesia F – written report submitted.

Comments:

• Worked the convention.

Questions:

• None.

Treasurer – Alison M- written report submitte.d

Comments:

• Allison makes a MOTION to use Starwood Rewards points for our upcoming convention as the points will expire shortly afterwards. Kevin seconded the motion. Kevin M. Can we use the points for upgrades? No. Motion passes unanimously.
• Allison states the 2017 convention seems to have been successful based upon preliminary numbers. Alesia wants to know if we have a report to send to the Trustees if we are requested? Not yet. Kevin M. – asks if some of the hotel numbers (added rooms) discussed is money we have to pay? Yes. Kevin M. – Are the hotel numbers included in the preliminary numbers? Yes.
• Allison was under the impression that the taxes were filed based upon an email she received from Mark Phelps, but his email was saying an extension had been filed.

Questions:

• None.

Secretary – Randy M – written report submitted.

Questions:

None.

Director at Large – Open

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M – Written report submitted.

Highlights:

• Trustees have approved request from the German fellowship to handle the printing of the German Edition of Hope Faith and Courage, this being a trial basis.
• Trustees want the Chair to review translation guidelines.
• Trustees want PayPal to be used on all online purchases.
• WST and WSOT need to be informed about all tax filings.
• The office is to review the royalty agreements on the German HFC books.

Questions:

• None.

WS Trustee – Yvette H – Written Report Submitted

Comments:

• All the contracts are signed. The Sweden contract is approved. Hotel staff person needs to sign and Hotel Liaison needs to sign.

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• She has talked to David and they need her to mail the original that she signed, which she has done. She would like to have the hard copy with all signatures in our files. Sweden has a good contract. No out of pocket expenses. 1667 room nights, which is a large number of room nights. Linda asks do we have an idea of how many registrants will be required to cover that many room nights. Kevin H. – approximately 800. It’s a good contract and it looks like it’s set up for us to make money.
• Sheraton Gateway contract for 2018 WSC is signed.
• August 25 to 29^th for Trustee Quarterly.
• They had some trustee interviews at the convention.
• WSO will no longer donate books or literature to any conventions / groups for fundraising. Kevin M. clarifies if we have discounted the books to the fellowship, then we can give the same discount to conventions for fundraising. Linda F. discusses reasoning for discounting the books. Trying to deplete the inventory so that the books can be re-printed with all of the conference approved changes. Kevin clarifies the intent of the directive from the trustees. Alesia discusses some history of the WSO donating books, and Yvette clarifies what the charter says and how it states this should not happen.
• We need to fill the DAL positions. She will check with Michelle who was interested. Linda F. will forward a job description for a DAL.
• Are we interested in doing a team building retreat? Randy supports this idea. She will look into facilitators and locations.
• We will be getting a bill from the attorney for handling the misuse of the CA logo.

Questions:

• None.

COMMITTEE REPORTS –

Finance – Alison M- Written report submitted.

• Comments:
• Was not able to attend the committee meeting at convention as she was working. There will be no significant changes to the 2017 budget. There will be changes to the 2018 budget, which will then go out in the amended delegate mailing.
• There are some changes to the line items. (Allison will get me the written report.)
• Reporting of convention dates will be referred to as “Day 1”, “Day 2”, etc., in lieu of “Thursday” or “Friday” for clarity.

Questions:

• None.

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

Comments:

• None.

Questions:

• Kerry is how you spell the Trustees name. (Sorry Kerry!)
• Start of a process to change a Tradition is in the Charter, but it is not spelled out. AA has it spelled out. Kevin will research that item.

Convention – Tim Andre -No report. Missed it

Questions:

• None.

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Conference –Linda and Alesia

Comments:

• Covered in DOO report. There will be conference call tomorrow.
• Committee sent out 7 item delegate mailing yesterday. There will be another delegate mailing in the next couple of weeks. The new chair will be keeping a better look at standing rules.
• She will be working the conference coordinator to get all the items to the venue.
• The room we had last year for the office is not available on the first day of the conference. Registration will take place in the hallway until the office is available on the Thursday. Yvette; why isn’t that room available as we have had a contract set up a while ago. Linda doesn’t have the answer for that. (The room right next to the main floor of the conference. Jay and Susan may be better equipped to answer that question. Alesia F – this what happened at the last hotel, too. Rooms being taken; moved to other places, etc. The committee is finding that the hotel’s increased pricing is indicative of other facilities and that this hotel is still the cheaper alternative. Kevin suggests to the conference may move from LA to other cities moving forward. One suggestion that Kevin heard was that the conference would move to the city where the following convention was to take place.

Questions:

• None.

Unity – Alesia written report submitted.

Questions:

• None.

Literature, Chips & Formats – Kevin M.

Questions:

• None.

Hospitals & Institutions – Tim A– Report Submitted Questions:

• None.

Public Information – Alison M. –

Comments:

• Still not on P&I email so she is not being notified when the conference calls are scheduled.

Questions:

• None.

IT – Randy M – Written report submitted.

Questions:

• None.

Archives – Yvette H.

Comments:

• Archive committee tomorrow.

Questions:

• None.

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CAWS CONVENTION REPORTS:

A. CAWS 2017- Seattle – Final – Linda loved the fact that the committee worked “outside of the box” on their programs. Most of the committee were younger people who came up with great ideas for Special Events and programs. Discussed the Lip Sync competition. Linda commends the committee on taking chances and being successful. Randy M. – When is the Pass It On due? – within a month.

B. CAWS 2018 -Montreal – Robert F. – Meeting Monthly – Linda thinks they are meeting monthly. T-Shirts went fast. Theme for “CA Without Borders” came from Unity committee.

C. CAWS 2019 – Sweden –Johan T. – Yvette – they are doing pretty well. Allison – tried to get Treasurer to assist at the convention to get him up to speed with convention processes. Yvette – rooms are going to be a reasonable price. $155 – $200 dollars per night. They can accommodate 600 people for the banquet. Currency will be Swedish. Yvette discussed the various perks of the hotel contract. The first day is the Fourth of July! Allison – points out she has raffle tickets for Montreal convention.

D. CAWS 2020 – Austin – Susan L.

GUEST REPORTS:

None.

ONLINE BUSINESS:

Check Request – MOTION to accept the results of the online vote for $660 to have Safe-N-Fast come to the office and move furniture for the carpet installation which was made by Linda F.; seconded by Linda. MOTION passes with substantial unanimity.

UNFINISHED BUSINES

1. Look over past guidelines -? 
2. Process and procedures updated in the book – in process. 
3. Employee Handbook updated – pretty much done but one more chapter to review. 
4. CA Literature Translation Process – she has forwarded the process to Kevin, but we still need review the process and make recommendations for the process.
5. Office carpet -Completed
6. Referrals from 2016 WSC – NEED TO ADD TO AGENDA

a. From other Committees- 

b. From floor:

NEW BUSINESS:

A. Office assignments

1. Electronic Meetings -GoTo meetings. Need clarification. Point is that we need board members outside of the geographic area to be able to access the monthly board meetings.
2. Financial Guidelines past – need clarification. Kevin states we need to have an opening report to the conference from WSOB. Linda discusses the need for reports. Kevin thinks the reports in general have become too lengthy. Allison and Linda discuss the need for a PowerPoint presentation for the Treasury. Chair needs to have a template for his report to the conference, and each board member needs to have these reports seen by the WSOB prior to

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the conference. (RVM to email this to the Chair as soon as possible.) Quarterly reports due to Kevin by August 18, 2017.

B. Conference report

EXECUTIVE SESSION – Group Inventory – Yvette

NEXT MEETING(s) – August 19, 2017 at 9am

Motion to adjourn at 11:00PM made by Randy M..; seconded by Linda F.

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