Minutes of the Meeting of
CA World Service Office Board of Directors
April 10, 2008
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:00pm by Chair,
John B.
II. Tradition 11 read by Earl H. Brief discussion ensued.
III. Concept 11 read by Willie B. Brief discussion ensued.
IV. Birthdays—none.
V. Roll call and Quorum Determined
A. Voting Members Present: John B. (WSOB Chair), KathyJo R. (WSOB Vice Chair), Tom P.
(WSOB Treasurer), Teresa N. (WSOB Secretary), Earl H. (WSO Trustee), Hayward H. (WS Trustee), Willie B. (Director at Large), Richard L. (Director at Large), Patty F. (RD&PD), Taffy W. (WSO Manager). A quorum is established.
B. Board Members Absent: None.
VI. Guests Present: none.
VII. Approval of the previous meeting’s minutes
A. Motion made by Willie B. to approve the minutes from 4/10/08, as amended on-line. Seconded by Earl H. Vote Taken. Passed unanimously.
B. Motion made by Tom to approve the minutes of 3/27/08. Seconded by Hayward. Vote taken. Passed.
VIII. RD&PD Report – Patty submitted verbal & written report.
A. CAWS 2008-Hotel room count is very low. Registrations 200 as of Monday. Motion made by
Tom to extend the basic package to May 1. Seconded by Hayward. Vote taken. Passed unanimously.
B. Motion made by Tom to approve request by spending committee to put coupons in the registration package for one free CAWS 2008 CD/tape. Seconded by Willie. KJ offered friendly amendment: offered to fully-paying registrants only. Friendly amendment accepted. Vote taken. Passed unanimously.
C. Motion made by Tom to approve committee’s request to spend up to $165.00 for banners from Fusion Imaging. Seconded by KJ. Vote taken. Passed unanimously.
D. Motion made by Tom to approve committee’s request to spend up to $450.00 on flight expenses for Jim H., Auctioneer. Seconded by KJ. Brief discussion ensued. Vote taken. Passed by majority.
E. KJ: re: the outreach letters—I think $10/head is more applicable than $5 for facilities. Patty: we can recommend this to the committee. Willie: I feel this violates our traditions, as it appears we are affiliating (with these facilities). Discussion ensued.
IX. 8:05pm Break
X. 8:20pm Meeting called back to order
XI. CAWS2009 Registration Form
A. Review of registration form ensued. Several issues noted.
B. Board is to carefully review and prepare for/make motions online. KJ will head the “project.” Goal: to get all motions in by 18th so KJ can get back to Patty in time to get to committee to get turned around to us by next meeting.
XII. On-Line Business
A. Motion made by Patty on March 31 to accept Memorabilia request for CAWS2008 as loaded under files on the WSOB yahoo group for $17,000.00 – total amount of budget for convention. Passed by majority vote on April 2, 2008.
XIII. Old Business—none.
XIV. Office Report – Taffy submitted written and verbal report.
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A. Staff—
1. Meeting with staff members, building relationships, creating an effective team/work environment.
B. Equipment—
1. Susan’s CS drive has been disabled for at least 3 months. Rocco does not have one. This seriously impedes their ability to complete their daily work.
2. Shipping: Contract with Neopost expiring this month. Negotiated new bid and also sought out two other bids. Neopost: $305.15/63mos. lease. Pitnew Bowes: $300/63 mos. lease. In house: $299.00 PC Mall, HP AMPD desktop. Discussion ensued regarding comparisons between the three. After much discussion, Motion made by Richard to sign new contract with Neopost. Seconded by Hayward H. Vote taken. Passed.
C. Projects Pending
1. HFCII hard and soft are in! HFCI hard and soft shipping next week—April 18.
2. Electronic Delegate mailing went out with very few challenges.
3. UPS—still waiting to hear back.. Put in call to a Supervisor, but have not heard back yet.
XV. 9:45pm Break
XVI. 9:55pm Meeting called back to order
XVII. Motion made by KJ to extend the meeting to complete business. Seconded by Willie. Vote taken. Passed.
XVIII. Treasurer’s report-Tom submitted verbal and written report.
1. Updated all of the signature cards, again.
XIX. Director Reports
A. Chair—John B. submitted no report.
B. Vice Chair—KJ submitted written and verbal report.
1. CAWS2008—continue to work on auction items
2. Referral Tracking—updated tracking doc to include various items for consideration as referrals at the 2008 WS Conference. Next meeting, we will look at compiled info and discuss.
3. Intellectual Property Sub-Committee—updated By Laws in accordance with decisions from prior WSOB meeting
4. Question for Hayward: regarding the computer rentals for CAWS2008. I am concerned about the fact that we are just renting them and they are not hooking them up. Brief discussion ensued. Patty will need to be included in this. Hayward needs more information.
C. Secretary—Teresa submitted verbal and written report.
1. Met with Taffy today to go over LCF Guidelines and outstanding issues, and NewsgGram Guidelines.
2. Cynthia ready to go with 2nd quarter NewsGram—still waiting on WSO article.
3. LCF is having another conference call before the Convention.
4. Thanks to Tom for taking minutes last meeting.
XX. Director at Large– Willie B.
1. Re: Unity Luncheon—question for Taffy—have we had any update? Any RSVPs? Taffy: not that I have seen. Discussion ensued regarding the WSO and its role in the Unity Luncheon with regards to receiving monies at the Office.
A. Director at Large—Richard L—No report.
XXI. Trustee Reports
A. WSO Trustee––Earl H—Submitted verbal report
1. Has been working with KJ on subcommittees.
2. Working on HelpDesk.
B. WS Trustee––Hayward H—submitted verbal report.
1. re: meet and greet dinner: in the process of negotiating prices.
2. C.A. helpdesk—moving forward, but not too fast…want to take everything into consideration.
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XXII. Seventh Tradition taken
XXIII. Committee Reports
A. Finance: Tom, Earl—nothing
B. Structure & Bylaws: John—nothing
C. Convention: KJ, Patty—nothing
D. Conference: Hayward—nothing.
E. Unity: Willie—nothing
F. Literature, Chips & Formats: Teresa—nothing.
G. Hospitals & Institutions: Hayward—nothing
H. Public Information: Willie, Richard—nothing.
I. I.T.: KJ—nothing
J. Archives: Patty—nothing
XXIV. CAWS 2008, Salt Lake City, already addressed.
XXV. CAWS 2009, Denver, already addressed.
XXVI. CAWS 2010, Milwaukee, nothing new.
XXVII. CAWS 2011, Arizona, nothing new.
XXVIII. New Business
A. Next meetings—Next meetings to be April 24 and May 8, 2008.
B. Financial statement audit response. Tom: As a result of discussions at last Conference, would like to entertain the idea of having an Audit Committee. Will get with Bobby at the Convention.
XXIX. Motion to Adjourn made by Willie at 11:12pm. Seconded by KJ. Vote taken. Passed unanimously.
XXX. Meeting closed by Chair John B. with the “we” version of the Serenity Prayer.
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