CA World Service Office Board Meeting
April 28, 2005
Approved minutes
PRESENT:
Bob Campbell, Chair
Judy Weissman, Secretary
Brian Wolf, Treasurer
Jon Fish, Director 1
Kathy Jo Rangno, Director 2
Earl Henderson, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions Vacant: Vice-Chair
Members absent:
Visitors: Carl W., PSRT; Howard E.
Meeting called to order at 7:09 p.m. Jon F, read the 1st Tradition; Judy read the 1st Concept.
- Motion (Jon F./Patty) to approve the minutes of 04/14/05 as submitted passes.
VISITOR REPORTS:
Carl W., PSRT -Will be available in Memphis on May 18, 2005 if needed.
OLD BUSINESS:
Motion to pay Premier Transportation Services $1,820 for buses for Graceland, Civil Rights Tour and golf event withdrawn.
- Motion (Earl/John) to take off the table the motion to sell to SFVCA 5 cases of HFC at the H & I rate of $140 per case passes.
- Original motion passes.
OFFICER REPORTS:
Office Manager: See written report. Has all paperwork from memorabilia, and entertainment. Golf event will not have as much income as usual because they are providing transportation at $8.00 per person. April will achieve sales goals. We received donation to pay for booth at National Drug Court Convention.
Treasurer: See written reports. Reporting is up to date. Office Manager doesn’t believe we will need transfer before end of fiscal year. There were some checks left over from CAWS 2004 in the even-year trust account that were never cashed, and today we voided them. Were able to make $2,000 transfer from that account into money market. Sales numbers have stabilized. Will work on compiling list of possibilities for cutting expenses.
Chair: No written report. Has been on conference calls with chair of WSBT regarding CAWS 2005. Has spoken and met with Office Manager several times. Will probably be on a conference call with CAWS 2005 steering committee in near future. Thinking of ideas for Contribution Program table at CAWS 2005 to try to stir up enthusiasm. We
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need to figure out a way to overcome people’s fear of using their credit cards or checking accounts to contribute.
Vice Chair: OPEN.
Secretary: No written report. Printed 3 sets of approved minutes. Next LCF full committee meeting is on a Saturday so l will not be able to attend. Committee is making progress with editing and approving stories. Proofread CAWS 2006 Convention and submitted changes to Office.
Director 1 (Jon F): No written report. Website is up to date. Has been working with Director 2 on program for CAWS 2005. Newcomer friendly webpage is still in discussion stage.
Director 2: See written report. CAWS 2005 program is printed out (see attached).
World Service Office Trustee: No written report. Sent out email requesting reports be submitted electronically by May 12, 2005 so that Trustees can read them in preparation in case we have a Board to Board Meeting at CAWS 2005 Convention. World Service Trustee: No written report. We are out of our contract with the Hyatt. So we need a new hotel for the Conference. For lack of participation, the Conference Committee has requested the Conference Co-Coordinator resign. Scott B. was chosen as new Co-Coordinator. On April 2, 2006 “We’re Here and We’re Free” trademark will expire (see letter attached).
COMMITTEE REPORTS:
CAWS 2005
- Motion (Kathy Jo/Patty) to meet 1st and 3rd Thursday in May instead of 2nd and 3rd Thursday passes. We will try to finalize the CAWS 2005 Program. WSOT will not be able to attend.
Coffee – They are planning to have 36 hours – they are only budgeted to purchase 170 gallons and get 120 free. We usually pour 200 gallons per day. Hospitality Chair has submitted coffee hours of 36 hours for full convention, basically before and after the speaker meetings.
- Motion (Patty/Earl) to accept the 36 hour coffee schedule subject to the final hours of coffee services as approved by WSOB passes.
We approved overall budget for memorabilia – do we want to consider each item as a Board? Several items or vendors will cost over $500. The only thing that changed from the original spreadsheet is that the mirrors were replaced with toothpick holders. The items approved so far are: tote bags, shirts, hats, toothpick holders, several pens, whistle key light, bullet key chain light, panda beanie baby, cobalt blue mugs with white print. The Board doesn’t feel we need to go over them item by item.
Program – Kathy Jo – handed out latest printed version. We’re not going to have an archives table. Banquet needs to have more time allotted. We can address this and other issues in a conference call. Remove OSA meeting from schedule. Need to use WSBT’s room for a regional caucus Saturday from 8:00 – 10:00 a.m. Unity Chair has not informed Convention Committee of a desire to have any sort of event. Hospitality hours don’t match current list of coffee hours. If we are charging admission to the gala auction, is there any food or entertainment? Suggests inserting something in the registration packets about the Contribution Program.
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- Motion (Eari/Kathy Jo) to suspend the rules passes.
- Motion (Kathy Jo/Earl) to extend the meeting no later that midnight passes.
CAWS 2006
- Motion (Patty/Judy) to approve the CAWS 2006 registration form as amended passes. It will be printed on legal size paper.
- Motion (Patty/Judy) to purchase 200 pre-convention fundraising t-shirts from Goldstar for $850 plus tax, setup and shipping passes.
Motion to pay $1,500 DJ expense for CAWS 2006 remains on the table.
Conference Committee – We need to get a new hotel quickly – See attached Group Booking Agreement for 4 Points Sheraton – same room rate as last year. They took out performance attrition clause. 200 gallons of free coffee. This is a 2-year agreement, although the current contract is for one year.
- Motion (Kathy Jo/Earl) to accept the agreement with 4 Points Sheraton passes.
- Motion (Earl/Judy) to go into Executive Session passes.
In Executive Session Judy Weissman was elected Vice-Chair.
NEW BUSINESS: none
- Motion to adjourn (Patty/Judy) at 11:46 p.m. passes.
Next Meeting: May 12, 2005
Respectfully Submitted,
Judy Weissman WSOB Secretary
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