Nov 14, 2015 – WSOB Minutes

MINUTES OF MEETING OF WORLD SERVICE OFFICE BOARD

November 14, 2015

OPEN MEETING @9:15 AM with the Serenity Prayer.

TRADITION 12 read by Morgan T.

CONCEPT 12 read by Ira L.

BIRTHDAYS: None

ROLL CALL & QUORUM DETERMINATION

Present were Scott S, (Chair), Laurie R. (Treasurer), Linda F. (DOO), Ira L, (WST), Frank P. (WSOT), Morgan T, (DAL), Chris J. (DAL).

Visitors: Alesia, Allison.

Absent: Tim A. (Vice Chair), Jennifer M. (Secretary)

CHAIR ANNOUNCEMENT(s)-

• WSOB Ratification to be held 12/12/2015 (due to absent board members this is deferred one more month).
• Board and board Saturday 12/5/2015.
• Quarterly reports due to WSOT by November 25, 2015. Upload but also notify Frank P. of their availability.
• Reminder – notification of absences to Chair prior to meeting. Please let Chair know as soon as possible.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) -10/10/2015 – MOTION made by Laurie to approve the minutes of 10/10/15 with changes, seconded by Ira L. All in Favor, with two abstentions, motion passes.

SEVENTH TRADITION: basket passed.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – report submitted – highlights for consideration.

• Special worker on disability – no steps to replace.
• Chair scrub CAWSO Inc. where it is registered CAWSO “doing business as”.
• Scott, Ira, Linda checked out several properties and have copies of packet to show postings of properties.
• Keith, Laurie and Linda will be asking to replace copier.
• 46 E Books sent.
• Specialty chips sold 121.
• HFC II – Jan – Oct – 531 books sold Oct 12th – Nov 9^th 404 books sold
• Dec 11^th mailing out to delegates, get Linda whatever information want in the mailing no later than Dec. 4^th.
• Thank you letters to all donations – will be sending out letters January 1^st and will use email to send out thank you letters.

pg 1

• Pamphlet racks – 100 on order to be here another two months – have smaller ones will not be re­ordering smaller ones.
• World contribution program – shall we replace program because it is on website have 46 of them currently and want to not keep them due to Compliance issue of the CC information. Website will keep that CC information for us.
• Current B-day envelopes to include more celebration – B-day envelopes phase in new ones.
• Dec 1^st Linda back from Thanksgiving vacation.
• Gifts to vendors and staff will be requesting motion.
• Staff holiday party December 22^nd at 12:30 pm luncheon with a $20 gift exchange – Appreciation gifts given.
• Chicago slate of speakers will be presented.
• CAWS 2017 chair to skype into December meeting – meet board open lines of communication.

DIRECTOR REPORTS Chair – Scott S report submitted

Highlights:

Existing policy not renewed – new policy getting bids – insurance policy voting will move online, Tim to manage it.

Vice Chair- Tim – report submitted – absent with notification Treasurer – Laurie R – reports submitted

Highlights

• Working on quarterly reports.
• Tax returns
  • Filing due Monday, will sign today, accountant posted at 3:00 am this morning and will be dropping final returns to office today.
  • Tax returns from last year 6-14 filing signed on Dec 13, 2014 got lost and found in office in October, mailed on 10-15. Charitable Registry has us listed as delinquent. Hopefully they have received the late filing and will receive the new filing and we will be up to date shortly.
  • Accountant has done an excellent job in tax returns for us. He is detailed and does great work.
  • Conference call with 2016 convention treasurers -discussed set-up of treasury room and coverage so that we have enough help in Chicago.
• Reg. on-line
  • Website is build and completed – Working with Marius on pulling data from site to excel spreadsheet; need to build the excel database we will be using in the office.
  • Plan on testing in late Nov and Dec and then launch on Jan 1^st. Need terms and conditions, Linda and Scott need to finalize that and get it to Marius.

Secretary – Laurie R – Filling in as secretary.

• Minutes for 10-10 were posted in wrong place and mislabeled, I moved to correct folder and renamed.
• We are missing final minutes in yahoo group from 8-15 and 9-19 meetings. I have requested these from Jennifer. They need to be finalized and ready for delegate mailing in December.

Director at Large – Chris J – report submitted.

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• Stated new meeting Orange County doing great – at first 40 people now standing room only – donated to WS.

Director at Large – Morgan T – report submitted.

Director at Large- Open

TRUSTEE REPORTS

WSO Trustee – Frank P – Report Submitted

• Archives doing well – cataloguing items moving along.
• Canada Unity Chair request.

WS Trustee – Ira L – Report Submitted

• Participated at South Pacific Regional Assembly – Had only one officer from this board attended and was disappointed and embarrassed Ira was only one to attend the assembly board meeting.
• Need more than one day in advance to get reports prior to Saturday meeting to have time to read all the reports in advance.
• Meditation books – bits and pieces of information not ready to make a motion.

COMMITTEE REPORTS –

Finance -Laurie, Scott – report submitted. Next conference call November 22.

Structure & Bylaws -Scott – report submitted.

Convention – Linda, Ira – Call tomorrow 3:00 pm, no info right now.

Conference -Linda, Ira –

• Get delegate mailing info by December 4th to get mailing out by Dec 11
• Do not know when next conference call is
• Committee purchase projector – Current not available – research compatible – $800 – $ 1,000 looking at.

Unity -Jennifer – no report.

Literature, Chips & Formats – Chris – no report.

Hospitals & Institutions – Tim -no report.

Public Information – Morgan

• Attended Conf. Call – Surveys discussed – 890 filled out –
• Posted to certain social media – verify if appropriate use
• PSAs working on them, on schedule – Survey see results
• Dwayne PI trustee – Web bottom data old since 1999
• Scott – PI needs to communicate updates for website, WSO responsible to update
• Scott – Webpage entering Europe needs to be updated
• Scott – PI stuff on website needs and who is responsible – WSO staff not enough information and staff – WSO asked to recruit folks to help update it – PI committee suggestions ‘old’ and ‘new’ webpage. WSO receive it and give it a go ahead.
• Button link – suggestion box on new website

IT – Linda & Scott

• call rescheduled
• Google Hope Faith & Courage get a site that is not ours. Ad for movie

pg 3

Archives – Frank P. & Linda

• Meeting 11/21/15 boxes are going to get created into digital presentation and have a traveling archive.
• Possibilities to send items to others – see what duplicates may have bring together locally
• Digital presentation – place on website

CAWS CONVENTION REPORTS

A. CAWS2016-Chicago

• Slate of speakers presented
• Site for registration
• Check request to present

B. CAWS2017-Seattle

• Minutes downloaded
• Use license logo from shutter stock?
• Use photographs that are leased

C. CAWS 2018-Montreal

• No report

D. CAWS2019-Sweden

• No Report

GUEST REPORTS: Allison – no report. Alysia – no report.

ONLINE BUSINESS: None

UNFINISHED BUSINESS-

A. WSOB Director(s): Openings – one vacancy. Contact Linda to get resume form. One specific resume format required.

B. CA.ORG website Current and New (Linda and Scott) – Scott – waiting for timeline and punch list from Yves. Ira – where do we stand? What else needs to be done? When do we launch? Scott, don’t know, don’t know, don’t know. Scott and Linda will follow up this week and get an answer in the near future.

C. European Fulfillment Center -Morgan and Scott – Update on Yahoo! Group. This is now a google group. Ira – if there is any discussion on this, I would like to be involved in it.

D. Meditation Book – Status update & 35th Anniversary Edition (Ira) – It is moving forward, we have a price on the books of $6.79 per book for 1000 books with .71 shipping per book.

E. e-booklets (Keith – Morgan) – waiting for corrections on the HFC.

F. Meeting Formats in a Pocket -Scott – waiting for changes to be made. Waiting for trustee to sign off on.

G. Copier lease expiration (April 2016) – motion by Linda/Laurie to be made later.

H. Office Lease (February 2016) – motion by Linda to be made later.

I. 800 number – – Jennifer – no report.

J. Trademark/ We’re here and we’re free – Ira-Bernie

• Advised address is “old address” – will discuss with Bemie
• Name is wrong – proper legal name used World Service Office Inc. forward Bernie the correction work with Linda.

K. New Reg on-line Laurie-Marius – See earlier report.

pg 4

NEW BUSINESS-

1. Prudent Reserve -Laurie: 1) MOTION to adopt Prudent Reserve Policy as submitted, seconded by Frank P. Motion passes unanimously. 2) In accordance with the recently adopted PR Policy, MOTION to accept prudent reserve calculation in the amount of $119,110 through the 2016 fiscal year, seconded by Frank. Motion passes unanimously.
2. Newsgram approval. – Linda makes a MOTION that we accept the 4^th quarter 2015 Newsgram with any corrections that are discovered, seconded by Morgan. Motion passes unanimously.
3. Slate of speakers – Chicago 2016 – for approval. Linda, makes a MOTION that we accept the CAWS 2016 slate of speakers. Seconded by Frank. Motion passes with substantial unanimity.
4. Office lease motion. – Linda makes “MOTION to authorize the World Service Trustee to conclude negotiations between Watson Land Company and Cocaine Anonymous World Service Office, Inc. to lease office space located at the Watson Business Center, 1930 E. Carson Street, Suite 104, Long Beach, CA 90810 for a period of 5 years beginning on April 1, 2015 (or later if appropriate) at a rate no higher than specified in the Watson offer dated November 5, 2015. The World Service Trustee, acting in accordance with Trustee Negotiating Committee guidelines, shall make his best efforts to secure the best possible terms including (but not limited to) rates, tenant improvement allowances and other as determined by the World Service Trustee. Upon completion of the negotiations the World Service Trustee will return the contract to the World Service Office Board of directors for final approval and execution by two officers of Cocaine Anonymous World Service Office, Inc. (one of whom will be the World Service Trustee representing the Trustee Negotiating Committee) as soon as possible.”

Seconded by Frank P.

Ira – point of order – motion is out of order. – Scott rules the motion out of order.

Laurie – MOTION to accept the proposal to lease office space located at the Watson Business Center, 1930 E. Carson Street, Suite 104, Long Beach, CA 90810 for a period of 5 years beginning on April 1, 2016. Seconded by Chris. Discussion, questions asked and answered. Motion passes, with 1 abstention.

5. Office copier – Laurie makes MOTION that CAWSO purchase a new ricoh copier, Model Ricoh Pro 8100S from our current vendor, Ricoh Americas Corporation, at the total cost with tax of $28,865.47. Seconded by Linda F. Motion passes unanimously.
6. Maintenance Agreement for Copier – Scott – Maintenance contract portion of the office copier purchase is moved to online business.
7. Linda -MOTION that we extend our inventory reduction sale of HFC Hard Cover through March 31, 2016. Seconded by Chris. Motion passes unanimously.
8. Linda – MOTION that the updated and revised version of the birthday envelope be purchased immediately, seconded by Frank. MOTION to table by Laurie until early next year. Motion passes with substantial unanimity.
9. Linda – MOTION to stop production of the world service contribution pamphlets, seconded by Frank. Motion passes unanimously.
10. Morgan – makes a MOTION to create a new flyer directing members to donate on the website for 7^th tradition World Service contribution program, seconded by Ira. Motion passes unanimously.
11. Linda – MOTION to authorize the WSO to spend up to $375 in holiday gifts for staff and selected vendors. Seconded by Morgan. Motion passes with some opposition.
12. Linda – MOTION to approve CR CON-001 for $1,000 for CAWS 2016 Convention for Jesse White Tumblers, seconded by Ira. Motion passes unanimously.

pg. 5

13. Linda – MOTION to direct the office to register Cocaine Anonymous World Service Office, Inc. with DBA “CAWSO” as soon as possible with local media using the lowest possible vendor, seconded by Frank. Ira -1 would like to push this to the board to board before we take action on this. – Ira makes a MOTION to table this to the board to board. – Motion passes with notable abstentions.

14. Laurie – MOTION to require all board members to have their reports posted to the Yahoo Group no later than Wednesday prior to the board meeting. Motion passes with substantial unanimity.

** Consensus of the board is that we do not need to formally retire inventory assets from sales.

EXECUTIVE SESSION – None.

Motion to adjourn made by Frank, seconded by Ira. Motion passes. Meeting adjourned at 2:05 p.m.

NEXT MEETING(s) – 12/12/2015, at 9:00 a.m.

Respectfully Submitted,

Laurie Rossi

WSOB Acting Secretary

pg 6

CAWSO
Chair Report

Report for November 14, 2015

Tasks

1. Met with Linda on two occasions. Treasurer (once), and WST (once) to go over matters affecting the WSO&WSOB:

a. Review lease documents.

b. Met with Linda and WST to review existing building, new potential sites (3) and visited all. Discussed issues with brokers/leasing agent.

c. Review with her the status of various projects she has been working on.

d. Signed checks.

e. Authorized her to get information on creating DBA for Cocaine Anonymous World Service Office, Inc. To be presented to WSOB on 11/14/2015.

2. Telephone calls with Chair WSBT (multiple) to review how things are progressing. Telephone calls with WSOT, DOO and Treasurer regarding various issues. Worked with Linda on various matters throughout the month.

3. Received and reviewed multiple emails from Linda, WSOT, WST, and Treasurer.

4. Received policy on Employment Practices Liability Insurance. Old carrier has stopped writing insurance and our existing policy will not be renewed as of 12/19/2015. New carrier quoted $4675 per year – over 75% increase. Bids are being requested from our agents.

5. Reviewed guidelines and WSM regarding authority and responsibilities of WSOB (and specifically its officers) in regards to the execution of contracts.

6. Worked with Treasurer to prepare the WSO Finance Committee report.

7. Stayed in touch with Linda and Marius with regard to IT issues and also continued to review the new website. Continued to review status on new registration system.

8. The scrubbing of CAWSO, Inc. continues. Linda has reported on further work done and to be done.

9. Reviewed minutes for the last year. Found ratification of WSOB done in 1^st meeting of each new fiscal year but will be delayed as this policy is new from previous decade.

10. Attended WSC S&B online call 10/18/2015. Report on that submitted.

Events:

To Do:

1. Work on project examining CAWSO minutes and procedures to collect for Board review. Began with minutes of iast year. Working on further years. Contacted old WSO secretary (Chuck Me.) from mid ’90s and he will be providing old electronic copies of minutes from those years.
2. Work with DOO on policies and procedures.
3. Check employee handbook.
4. Quickbooks new database setup with Treasurer, DOO and office bookkeeper. Process begun. New account started. Next to import lists and start adding balances & budgets.

pg 7

5. Work with DOO to establish a “punch list” on what has to be done with regard to all contracts and when.

6. Still trying to get help on Spanish literature & chips. Further work on chip translation issues.

7. Continue review of back room safety issues, shelving, and possible reorganization of existing space if we stay.

Sincerely,

Scott W Stevenson

11/14/2015

pg 8

CAWSO S&B Committee
Monthly report

Meeting of November 14, 2015

Committee members:

Scott Stevenson – Chair – CAWSO

Tasks begun and completed:

1. Reviewed procedures in connection with S&B processes in months following close of World Service Conference.

2. Reviewed WSM draft and posted other changes prior S&B conference call.

3. Participated in Conference Call of 10/18/2015.

a. Did not review conference referrals (not received yet).

b. Reviewed changes proposed by members and accepted some as housekeeping. Motions were made and passed to clear up others deemed not housekeeping but not requiring SR 14 release.

c. Reviewed two motions not passed in WSC and referred to members for further work to bring back to full Committee.

4. Received daily summaries and posted to S&B group for use in correcting WSM for 2016.

5. Will attend 11/15/2015 call.

Respectfully submitted ILAS,

Scott Stevenson

November 14, 2015

pg 9

CAWSO – Director of Operations Report
November 14,2015

• 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, IT, Convention, and Conference committees – via conference calls.
• Office Update:
  • Working with Cynthia, Keith and RR Donnelly on preparing for order to revised HFC
  • I am working with LCF to get updated Meeting Format and To The Newcomer pamphlet on the website
  • Our Special Worker is still out on disability and her Return To Work was extended to mid-January.
    • I have not started steps to replace her at this time.
    • Peter has stepped up and is willing to stay on in the Customer Service position o I have been working with the WSOB Chair to scrub CAWSO, Inc. from existence
  • I make a motion to direct the Office to register Cocaine Anonymous World Service Office, Inc. with DBA “CAWSO” as soon as possible with local media using the lowest possible vendor.
    • OC Register is $63
    • Long Beach Press Telegram is $118.90
  • I have reached out to our Landlord and Realtor Brandan to gather information regarding expanding or moving to a larger office.
    • Ira, Scott and I met with our current landlord to discuss our current office and an available location in this complex that has more space.
    • We also visited two additional Office spaces recently
    • I have attached an evaluation report for review.
    • I make a motion for Cocaine Anonymous World Service Office, Inc. to enter into a lease agreement with Watson Land Company for the office space located in the Watson Business Center, 1930 E. Carson Street, Suite 104, Long Beach, CA 90810 for 5 years at rates to be negotiated..
  • Laurie, Keith and I have reached out to three Copier representatives gathering information regarding changing out our current copier at the end of the contract. Laurie will have information in her report.
  • To date 46 EBooks (9 since our last report) have been sold in the US, 5 EBooks have been sold in the UK and one (1) EBook has been sold in Europe. –
    • We have received our first check for book sold in the US (108.56 for sales in September and October)
    • We will not receive checks from books sold in UK or Europe until it reaches $100
    • We have had our first Nook sales
  • The New Specialty chips continue to be a good seller with over 121 being sold to date and 32 sold since out last meeting.. We have put them on the online store and have been receiving orders weekly.
  • HFC II Hard Cover flyers have been sent to the Trustees, put in all out going orders and will be in the Delegate Mailing due to be sent next week. Prices have been changed on the online store and they have been moved to home page of online store.
    • Sales from January 1^st to October 11^th has been 531
    • Sales from October 12^th to November 9^th has been 404 (since the prices has been reduced)
    • Since the Delegate Mailing is not going out until December 11^th -1 would like to extend the Inventory Reduction Sale until March 31^st.
  • Peter provided Cameron and Yves with new photos for the new Online Store o
  • Working with Marius to work on the new Registration Website in preparation to replace RegOnline
    • Marius reports: Great news, the payment gateway has been installed and configured.

pg 10

• The Delegate Mailing is scheduled to go out no later than December 11^th.
  • If you have anything that needs to be included – please have to me no later than December 4^th.
  • I will be including the Inventory Reduction Flyer and the Specialty Coin Flyer.
  • I make a motion to approve the attached NewsGram – with ail corrections made.
• Currently we send thank you letters via 1^st Class Mail for all donations received for 7^th Tradition as requires by law.
  • To date we have been using 1^st class mail and we have found postage in some areas can be costly.
  • Beginning January T 2016- we will be using email to deliver our “Thank You” letters if we have email addresses. This action will save the fellowship money by not using postage, letterhead, envelopes etc.
• Pamphlet Racks
  • We have the large racks (holds all 24 pamphlets and 4 books) on order and the price to us will be $35.95 ea. (currently we were selling them for $36.00)
  • With freight cost to us I feel that we need to sell these for a minimum of $45.95
  • Currently we carry the smaller rack (holds 20 pamphlets and 4 books) – we have only about 25 left in stock.
  • To reorder a minimum order of 100 racks at a cost of $34.95 ea. (currently we are selling them for $31.00)
  • With freight costs to us I feel that we need to sell these for a minimum of $43.95. I am not sure we should stock the smaller rack.
  • Our history is that we sell approximately 4 racks per month – the larger rack sells about 3 to 1 over the smaller rack.
  • I make a motion sell the remaining inventory of the smaller pamphlet rack and not reorder.
• World Contribution Program:
  • After conference we only have about 46 of these pamphlets left
  • Because we are moving to the Donation Program on our new website… Do we want to reprint them (on non-glossy paper)?
• The Finance Committee passed a motion at the 2015 conference to update the current Birthday
• Envelope to include more celebrations to encourage additional donations.
  • We currently have approximately 1000 of the current envelopes -1 would like to send out both until this supply is gone – not reorder the old style Birthday envelope.
  • I make a motion to go ahead and print this envelope to put into practice now. Then when the Birthday Envelope is out of stock – do not reprint.
• I will be taking vacation days from November 23 returning to work December 1,2015.
  • Keith will open and close the office while I am gone
  • Volunteers will be on shorter hours
  • The office will close at noon on Wednesday and be closed Thursday and Friday for Thanksgiving.
• With the holiday season approaching, it has been our practice to give gifts of appreciation to our Staff and selected vendors. I am requesting an allowance of up to $375 to purchase these gifts.
  • We do not have a specific line item in our budget for this expense however, we are over on some line items and under on others
  • I will work with the Treasurer to find these funds.
• Staff Holiday Lunch will be Tuesday, December 22^nd at 12:30 pm
  • We do a $20 gift exchange. If anyone is interested in joining us please let me know if you would like to join our gift exchange.
  • Holiday Appreciation Gifts can be given at this time.

pg 11

• CAWS 2016-Chicago –
  • Registrations: 15 Revenue: $3415
  • A slate of speaker have been submitted (sent to the Yahoo Group) for approval
    • I make a motion that we accept the slate of speaker for the CAWS 2016 Convention as submitted.
  • Additional A La Carte items added to RegOnline and our new Registration Form
    • https://registration.ca.org/
    • Login: Login
    • Password: Password
  • Contract for Jesse White Tumblers has been presented for our approval.
    • CR# ConOOl for $1000 for Entertainment. In Budget Payment due later.
    • Contract due to reserve the performance
• CAWS 2017- Seattle – Minutes downloaded to Yahoo Group
  • Questions regarding artwork for their Theme
    • Can they use licensed through Shutterstock acceptable?
    • I make a motion to approve their submitted CAWS 2017 artwork.
  • The Chair (Gary Parker) would like to Skype into our December meeting
    • To Meet the Board
    • Ask questions
    • To make sure they are on target and doing things correctly
• CAWS 2018- Montreal – No report at this time
• CAWS 2019- Sweden – No report at this time.

Respectfully submitted:

Linda L Francisco

Director of Operations

Attachments:

• Attachment 1 – DBA Report
• Attachment 2 – Office Space Comparison
• Attachment 3 – Specialty Coin Report
• Attachment 4 – EBook Report (2 Reports)
• Attachment 5 – Revised Inventory Reduction Flyer
• Attachment 6 – HFC II Hard Cover Sales Report
• Attachment 7 – NewsGram
• Attachment 8 – Celebration Donation Envelope (2 attachments)
• Attachment 9 – CAWS 2016 Speaker Slate
• Attachment 10 – CAWS 2017 Artwork

pg 12

WORLD SERVICE TRUSTEE REPORT for the
WORLD SERVICE OFFICE BOARD MEETING
NOVEMBER 14, 2015

Since my last meeting of the WSOB, I have performed the following:

• Participated in all Trustee business in including calls, texts and e- mails as necessary for discussions on matters with fellow Trustees, including the Quarterly Trustee Meeting, the 2016 World Service Conference and future conventions.
• Communicated directly with the new WSOB Chair, Scott Stevenson, on continuing issues like the new website, the EFC, and new projects that the WSO is already working on or considering for the future.
• Participated in the search for the WS Office of the future in October. Considered 4 locations, including the current one, with the WSOB Chair, Scott Stevenson, and the DOO, Linda Francisco.
• Continuing to work with Kim at Donnelly, to obtain a price for a hardcover, special edition of the “A Quiet Peace” meditation book.
• Attended the PSR Caucus on Saturday November 7^th and participated as the WST educating our Delegates, and non- Delegates, as to my qualifications and responsibilities so as to encourage future slates. Also, acted as the representative of the WSOB and advised them of continuing issues and the price reductions of inventory.
• Working with Michael Taylor at the Sheraton Gateway for the Quarterly Trustees Meeting on December 4-6,2015.
• The 2016 and 2017 Conventions continue to be on the radar and I have read committee notes and been in discussions recently with different Convention Committee members, including and

pg 13

especially, Gary P., 2017 and Paul, 2018, regarding the continuing process.

• Planning a Narcotics Anonymous World Service Office visit in Chatsworth, CA with the new WSBT Chair, Duane M.
• I continue to learn numerous lessons on the spiritual nature of service work and am very grateful to have this opportunity.

ILAS,

Ira M. Land, World Service Trustee

Lead Negotiator, Trustee Negotiating Committee

pg 14

Frank J. Pappano -WSOT – Monthly Report to the WSOB –

from October 15^th to November 14th,2015

• The following are the activities and duties I have performed since the last WSOB board meeting October 15th, 2015:
• Communicated WSOB matters to the WSBT and vice versa. Sent reports from WSOB treasurer to the WSBT. 3rd Quarter 7^th tradition report was sent to WSBT.
• Speak with the WSBT Chair weekly to discuss ongoing business.
• Participated in various WSOB & WSBT online business and voted on all motions proposed.
• Participated in various WSOB & WSBT phone discussions and the WSBT conference call and transmitted all questions to DOO and WSOB Chair.
• Presented a written Overview of the WSOB September board meeting, current Reconciled Financials and Individual Board Member reports to the WSBT Board members.
• Met or spoke with DOO and WSOB Chair to discuss various business matters.
• Met with Archive committee and prepared items for next Convention and Conference also participated with online Archive business. Digital archive is now in production. Next meeting is November 21st.
• Participate in ongoing discussions with Laurie WSO Treasurer.
• Spoke with my Mentor and Buddy to discuss my progress and ask questions.

Thank you for allowing me to be of service

Frank Pappano, WSOT

pg 15

Morgan Thomas DAL Report 11.14.15

-Attended PI Conference call on 11.8.15

I LAS Morgan

pg 16 

CAWSO Finance Committee
Monthly report

Meeting of November 14,2015

Committee members:

Laurie Rossi – Treasurer CAWSO Scott Stevenson – Chairperson CAWSO

Tasks started since last meeting of the WSO:

1. Reviewed during teleconferences and email exchanges:

a. Copier Lease – Gathered, reviewed and analyzed proposals from three vendors for comparison for new copier purchase. Discussed with DOO and office staff. Will present data and recommendations to WSOB for discussion and vote. Cost comparison is attached.

b. Tax Returns – Requested draft tax returns from accountant. Received communication by email that accountant expects to have drafts to us in time to review and to make the filing date of 11/15/15.

c. CAWS 2016 Convention Treasury – had telephone conference with the 2016 co­treasurers. Discussed what needs to get done between now and then, the logistics for the treasury room, on-site treasury committee, security team, etc.

d. Reviewed and discussed budget with WSO Chair re upcoming non-budgeted office expense items, i.e., new copier, new office lease. Will be working on revising 2016 budget to match these additional costs.

e. Finance Committee Conference call – scheduled for November 22,2015,4:00 p.m. cst.

2. Fiscal Year Change.

a. New QuickBooks accounting data file. I worked on the Chart of Accounts and submitted to WSO Chair. Office staff worked on customer and vendor lists. Scott created new QuickBooks accounting file for 2016. He will be working on getting it up and running for 1/1/16.

3. Prudent Reserve Policy.

a. Finalized draft policy to be submitted for approval to WSOB. Finalized policy is attached.

b. Worked up PR calculation based on policy numbers. Based on calculations, current PR should be $119,110.20. PR calculation work up is attached.

4. Financials

a. Prepared quarterly financials. Attached is Balance Sheet as of 11/8/15; YTD P&L through 11//15; and YTD P&L Budget vs. Actual through 11/8/15.

Tasks to be done:

1. QuickBooks setup for new fiscal (calendar) year. Started. Timeline as follows:

a. November 15 – import all new items, vendors, customers, and input 2016 budget.

pg 17

b. November 25 – add in new balances (which will be updated) to all accounts in chart of accounts.

c. December 1 – update all balances (where changed) and use both data files to process all transactions for the last month of 2015.

d. January 1, 2016 – use only new company file for all transaction posting. Old file to be maintained, corrected and reconciled in order to be used for short period financial statements and tax return.

2. Budget breakdowns to fit into new method of QuickBooks budget input.

3. Set up of B of A bridge cc function to new registration website. Marius and Linda are working on this. Linda should have an update at the board meeting. After this is completed we will then start testing it in the rest of November and December with the estimated launch time line of January 1,2016.

Respectfully submitted:

Laurie Rossi

Attachments:

-Copier Bids Comparison

• Prudent Reserve Policy
• PR Calculation
• Balance Sheet as of 11/8/15
• YTD P&L
• YTD Budget v. Actual

pg 18

For financial figures see pages 19-20: WSOB_11-14-2015_Minutes-Final.pdf

PRUDENT RESERVE POLICY

Adopted by the WSOB on 11/14/15

PURPOSE

The purpose of the Prudent Reserves policy for CAWSO is to ensure the stability of the mission, programs, employment, and ongoing operations of the organization. The Prudent Reserve is intended to provide an internal source of funds for situations such as a sudden increase in expenses, one-time unbudgeted expenses, unanticipated loss in funding, or uninsured losses. Prudent Reserves are not intended to replace a permanent loss of funds or eliminate an ongoing budget gap. It is the intention of CAWSO for Prudent Reserves to be used and replenished within a reasonably short period of time. The Prudent Reserve policy will be implemented in concert with the other governance and financial polices of CAWSO and is intended to support the goals and strategies contained in these related policies and in strategic and operational plans.

DEFINITIONS AND GOALS

The Prudent Reserve Fund is defined as the designated fund set aside by action of the World Service Office Board of Directors. The minimum amount to be designated as Prudent Reserve will be established in an amount sufficient to maintain ongoing operations and programs for a set period of time, measured in months. The Prudent Reserve serves a dynamic role and will be reviewed and adjusted in response to internal and external changes. The minimum Prudent Reserve Fund is equal to three months of average operating costs, three months of inventory cost and a ten percent contingency above and beyond the operating and inventory cost. The calculation of average monthly Prudent costs includes all recurring, predictable expenses such as salaries and benefits, occupancy, office, travel, program, and ongoing professional services. Depreciation, in-kind, and other non-cash expenses are not included in the calculation. The calculation of average monthly expenses also excludes pass-through programs, one-time or unusual capital purchases. The amount of the Prudent Reserve fund minimum will be calculated each year after approval of the annual budget, reported to the Finance Committee and included in the regular financial reports.

ACCOUNTING FOR RESERVES

The Prudent Reserve Fund will be recorded in the financial records as Prudent Reserve. The Fund will be funded and available in cash or cash equivalent funds. Prudent Reserves may be maintained in a segregated bank account or investment fund, in accordance with investment policies.

FUNDING OF RESERVES

The Prudent Reserve Fund will be funded with surplus unrestricted funds. CAWSO Board of Directors and the Board of Trustees may from time to time direct that a specific

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source of revenue be set aside for Prudent Reserves. Examples may include one-time gifts or bequests, special grants, or special appeals.

USE OF RESERVES

Use of the Prudent Reserves requires three steps:

1. Identification of appropriate use of reserve funds. The WSOB will identify the need for access to reserve funds and confirm that the use is consistent with the purpose of the reserves as described in this Policy. This step requires analysis of the reason for the shortfall, the availability of any other sources of funds before using reserves, and evaluation of the time period that the funds will be required and replenished.
2. Authority to use Prudent reserves

The WSOB Treasurer with a WSOB 2/3 majority vote will submit a request to use Prudent Reserves to the WSBT. The request will include the analysis and determination of the use of funds and plans for replenishment. The organization’s goal is to replenish the funds used within twelve months to restore the Prudent Reserve Fund. The WSBT will require a 2/3 majority vote to approve the request.

3. Reporting and monitoring.

The WSOB treasurer is responsible for ensuring that the Prudent Reserve Fund is maintained and used only as described in this Policy. Upon approval for the use of Prudent Reserve funds, the WSOB Treasurer will maintain records of the use of funds and plan for replenishment. He/she will provide regular reports to the Finance Committee, WSBT and the WSOB of progress to restore the fund to the minimum amount.

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Prudent Reserve Calculation

Monthly | 3-month Avg

Average Monthly Expenses  |    $32,500  |    $97,500

Inventory Replacement Cost |  $3,594  | $10_f782

$108,282.00

plus 10% contingency $10,828.20

Total Minimum PR $119,110.20

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financial figures see pages 24-35: WSOB_11-14-2015_Minutes-Final.pdf