Aug 15, 2015 – WSOB Minutes

I. Opening: Meeting called to order with the “we” version of the Serenity Prayer at 9:30 by Frank P.

II. Tradition 8: Read by Chris

III. Concept 8: Read by Frank

IV. Birthdays: No birthdays this month

V. Roll Call and Quorum Determined

A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Tim A. (V. Chair), Laurie R. (Treasurer), Jennifer M. (Secretary), Scott S. (DAL), Morgan T. (DAL), Frank P. (WST), Chris J. (DAL).

B. Board Members Absent: DRPD (Vacant), Jay H. (DAL)

C. Guests Present: Alesia F.

VI. Chair Announcement: Richard L. Conference is coming up, know what conference committees you will be attending.

VII. Approval of the Minutes of the Prior Meeting(s): August 8, 2015. MOTION made by Tim to accept the minutes as presented. 2^nd by Frank. PASSED Unanimously.

VIII. Seventh Tradition: Can passed

IX. Guest Reports:

A. Alesia – It’s an honor to be here. She was amazed on all that goes on here and is excited about the opportunity to sit on the board.

X. Online Business: None

XI. OLD BUSINESS

A. WSOB Director Openings – No openings until after the Conference at which time there will be 1 opening. Jay is stepping down off of the board. Richard passed the gavel to Frank.

B. C.A. ORG Website Current and New (Linda & Richard) –

i. Received only one (1) comment for review. Frank saw inconsistencies in LA Counties that had different page layouts.

ii. MOTION by Richard to pay $1,000 to have Cameron build the online store to complete the website. 2^nd by Scott. Open for discussion. 2 spoke in favor (Scott & Richard). Call for vote. Passed Unanimously.

iii. MOTION by Richard to accept the $100 @ month bid for 1 year for Cameron to maintain and service the website. 2^nd by Scott. Open for discussion. 3 spoke in favor (Richard & Morgan). Morgan asks that Cameron communicate closely with the office with changes and updates. FRIENDLY AMENDMENT: by Scott to add Cameron’s last name to the meeting. FINAL MOTION: by Richard to accept the $100 @ month bid for Cameron Freeman to update and maintain the website for 1 year as Webservent. 2^nd by Scott. Passed Unanimously.

C. European Fulfillment Center (Morgan) – Linda Talked with Jetgo who have fulfillment centers in different parts of Europe. She is sending a sample of 15 – 20 pieces of items to order so they can give us a bid. Still talking with Amazon. Having a problem connecting with a live person. Currently they only communicate via email have not supplied a phone number.

i. Laurie spoke on the Business Plan that Ira had sent. We have never worked on the BP nor adopted the BP. The BP was handed out at a board to board at Conference 2013. Please communicate with the Trustees that we have never seen nor adopted the BP.

ii. Scott suggested that we put the BP on as Old Business to Review, and consider for use.

pg 1 of 3

D. Meditation Book – Status Update and 35^th Anniversary Edition (Linda/lra) – We did get corrections and have gone through and made changes that are possible to make. If you have an ebook copy you may get an email saying there has been an update.

E. e-booklets (Keith/Morgan) –

F. IT Report – New Cable Service (Linda) – We made the switch Friday. Found that the wi-fi keeps dropping. Ordered a line to link to the 800 number. Time Warner linked it to the wrong line. The 800 number is still connected to Telepacific so we ae not losing any calls.

G. Fiscal Year motion at conference (Laurie) –

H. Meeting Formats in a Pocket (Richard/Linda) – Presented a draft of the booklet. Discussion on what color to print the booklet and what readings are ok to be in the book that doesn’t conflict. Talk to LCF and Trustees at Conference and figure out what we should do as an office on the readings.

I. Copier Lease Expiration (April 2016) (Scott) – Look at current lease and end dates again. Think there needs to be cancellation 90 days prior to ending the lease.

J. Office Lease (March 2016) – Look at relocating or reducing the size. Need about 3000 square feet with a possible board room and locked cage to secure items.

K. 800 Number – No Discussion

L. Trademark/”We are here and we’re free” (Ira/Bernie) –

M. New Reg on-line (Laurie) – Laurie is working with Marius regarding formats, and look and similarity of the new website. Marius is flexible on payment options.

N. Special limited edition colored coin (Chris) – Brought in sample coins. We are in production. Since we used this company in the past there was no upfront fees. Chris returned the check and Linda marked VOID on check. They will bill us. The beauty is there is one pressing which keeps costs low. They offer silver and gold plated coins. Linda will create order forms once we get the information from Wendells on costs and directions.

i. Finfun Committee: Creates things for sale for the WS office. This coin helps make money for that.

MOTION by Scott to modify the prior motion (1) solid colors (as supplied by vendor (2) roman numbers on front and numerical on back. After discussion the maker withdraws his motion. 2^nd concurs.

MOTION by Chris to produce coins for sale through CA. FRIENDLY AMENDMENT by Scott to add “commemorative” before coins.

FINAL MOTION TO READ: MOTION by Chris to produce commemorative coins for sale through CA. 2^nd by Frank. Call for vote. 2 abstentions, passed unanimously.

MOTION by Frank to sell coins at $20 per. 2^nd by Morgan. Discussion (1 for) (1 against – believes $15 is a better for coins and would get more sales). Question by Linda, where do they get shipped? ANS: They will ship to either customer or CAWSO. Who pay shipping? Need to find answer on that. Discussion: Jennifer get all costs up front to understand profit. Linda:

Offer a discount for the more coins they buy. i.e. 1 coin @ $20, 3 or more $15 each.

FRIENDLY AMENDMENT by Scott to make the coin $20 plus shipping.

FRIENDLY AMENDMENT by Scott to make coin $20 net tax plus shipping.

FINAL MOTION by Frank to sell coins for $20 net tax plus shipping. Motion passes 3 for 2 against 2 abstentions.

MOTION by Richard to have incentive buy for 3 coins for $45 net tax plus shipping. 2^nd by Scott. FRIENDLY AMENDMENT by Morgan to change 5 for $75. Rejected friendly amendment.

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XII. OFFICE DIRECTOR REPORTS

A. DOO Report (Linda F.) – Submitted written & Verbal report (See Committee and ad-hoc reports). MOTION by Linda to approve News Grams with corrections. 2^nd by Scott. No discussion. Passed unanimously.

XIII. DIRECTOR REPORTS

A. Chair (Richard L.) – Submitted written (See Committee and ad-hoc reports).

B. Vice-chair (Tim A.) – Submitted written report

C. Treasurer (Laurie R.) – Submitted written (See Committee and ad-hoc reports). Received financial reports from Accountant.

D. Secretary (Jennifer M.) – No Report

E. Director at Large (Scott S.) – Submitted written report

F. Director at Large (Jay H.) – No report.

G. Director at Large (Chris) – Submitted written & Verbal report (See Committee and ad-hoc reports).

XIV. Trustee Reports

A. WSO Trustee (Frank P.) – Submitted written report

B. WS Trustee (Ira L.) – Submitted written report

XV. COMMITTEE REPORTS

A. Finance-Scott and Laurie

B. Structure & Bylaws – Scott

C. Convention-Linda

D. Conference – Linda, Richard and Ira

E. Unity-Jennifer

F. Literature, Chips & Formats – Chris: One (1) Referral left undone. Spoke with LCF Chair and they came up with a conclusion that left over materials should be held for 7 years and at time sent back to the owner at their request.

G. Hospital & Institutions – Tim

H. Public Information – Morgan

I. IT – Linda: IT working on slideshow for conference to inform delegates on pros and cons on social media.

J. Archives – Frank P & Linda: Susan wanted us to offer a 30,60,90 day chip at conference. MOTION by Frank to sell commemorative chips at a reduced price as a set at the conference. 2^nd Chris. Call for vote 4 for and 2 against. Motion passes.

XVI. CAWS CONVENTION

A. CAWS2016-Chicago:

B. CAWS 2017 – Seattle: Nothing to Report

C. CAWS 2018 – Montreal: Nothing to Report

D. CAWS 2019 -TBD: Nothing to Report

Motion to adjourn at 2:30 pm. Next meeting at August 29^th @ Noon.

Submitted by

Jennifer Molina WSOB Secretary

pg 3 of 3

World Service Office Chair Report

August 15,2015

• I continue to read and responded to all e-mails to the WSOB Chair and the DOO. Linda and myself have reviewed, answered and forwarded any/ and all mails from the fellowship and discussed all office issues

• Communicate with the WSBT Chair Brian and Duanne Vice Chair

• I have phone conversations with the WSOT and the WST

• We have a monthly staff meetings with the Office Staff

• I Communicate daily via phone, e-mail and in person with the WSO and its Staff

• Communicate with Pete, Keith and Morgan on options of Fulfillment center . This was mandated and approved at conference level. It was tasked that the Office complete it by the WSBT to get it up and working. This project must be completed

• Communicate and met with the Treasurer and signed and delivered Checks

• Working on e-books with Keith and Linda currently available

• Working on the CA Anniversary Special edition

• Been involved with all translation projects.

• Reviewed all office bills and payments (signed all checks)

• Communicate with Yves and Cameron on the New Website./online Store

• Communicate and meet with our in house bookkeeper Frank

• Working on the Pocket size Multi Meetings Formats

• Preparing for the opening report at the WS Conference

Submitted by:

Richard L. WSOB Chair

pg 4

WSOB- Vice Chair

August 13, 2015,

The following are the activities I have performed since the last Quarterly:

• Participated in the office meeting with DOO and the staff

• Participated on the H & I phone conference and discussed the different sub-committees work.

• Worked with on the archives committee at the World Convention in Vegas. Packing items for the convention. We worked on preserving many artifacts for CA history.

• Participated with the on-line voting for the Archives committee.

• Participated with on-line voting for WSOB.

• Participated in the WSOB monthly meeting.

• Participated at the Orange Area GSO Meeting.

• Worked with WSOB committee members on referrals

• Participated and worked at the World Convention in Las Vegas.

Thank you for letting me be of service.

Gratefully,

Tim Andre 

pg 5

CAWSO – Director of Operations Report

August 15,2015

• 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, Convention, and Conference committees – via conference calls.
• Office Update:
  • Excited to announce that “A Quiet Peace” is available for sale on Amazon Kindle and Barnes and Noble Nook.
    • Was notified of a correction that is needed
    • Keith is working on making that correction
  • Keith and I continue to work with RR Donnelly on making the Conference Approved changes to HFC
    • Chris J and Cynthia C have offered to help us proof and look for errors that happen when converting a PDF to Word documents.
  • We have made the switch for phone and internet to Time Warner Cable on Friday, August 14th
    • Earl and Marius has overseen the process to be sure that everything is working correctly
    •  The only hiccup is the 800…they did not dedicate the correct line.Jt is still working on Telepacific. We are working to get this resolved as soon as possible
  • The Security System will be updated and turned on Wednesday, August 19^th
  • I am working on getting bids for the Meeting Format Booklet as discussed at our last meeting
• CAWS 2015 Conference – is working to move ahead with our new hotel
  • Registrations: 113 Revenue: $3,504 (as of 11 am on August 13,2015)
  • All the updated forms and documents needed by delegates are live on the website.
    • You will receive a $40 per prepaid meal allowance for your Conference stay. (Wed. and Sunday are half days so you will receive $160 total for food allowance. – Checks will be available at our next meeting (August 15 )
    • There will be a limited number of parking passes this year – Your parking will be applied to the Master List
• CAWS 2016 – Chicago – No Report at this time
• CAWS 2017 – Seattle –
  • Steering and General Meeting Minutes added to Yahoo Group
• CAWS 2018 – Montreal – No report at this time
• CAWS 2019 – Sweden submitted their bid and it was disturbed in the Delegate Mailing to date.
  • Getting bids to have them printed.

Respectfully submitted:

Linda L Francisco

Director of Operations

pg 6

WSOB Quarterly Treasurer’s Report

August 15, 2015

General work done over the quarter:

• I have been in constant communication with Chair, DOO and the paid bookkeeper.

• I have participated and voted in all WSOB meetings.

• I have reviewed all invoices and signed all outgoing checks.

• I continue to monitor and review office accounts remotely.

• I have filled in for secretary for the WSOB when needed.

• Attended and worked in the treasury room at the CAWS2015 convention in LV.

• Worked with bookkeeper to reconcile and close the convention financials.

• Have had regular meetings with office board finance committee.

• Closed the FYE 14/15 accounting year, sent the quickbooks file to the accountant.

• Have been in communication with accountant regarding year end close and preparation of YE financials and tax returns.

• Made disbursements of convention funds to various accounts per motion by WSOB. We are going into the new fiscal year with $100,000 in the prudent reserve; $25,000 in the publication fund; and $73,597 in the savings account.

• Changing fiscal year to calendar year -Our proposed motion and the revised budgets were sent out in the SR-14 mailing. We are ready to make the presentation at conference. If approved by the conference, the change is scheduled to start setting up the new quickbooks accounts in November/December in anticipation of making the change on January 1, 2016.

Year End Financials:

• The YE financials show a positive net income of $59,130.50.

• The CAWS2015 convention netted a profit of $108,380.95.

The office is doing very well and is in good shape financially. The positive numbers this past year were attributed in large part due to the overwhelming response by the fellowship to the new meditation book. We are currently on our third printing and cases of books continue to go out the door weekly.

What also contributed to the positive net income was the trustee cost savings by not holding a third quarterly meeting, and the reduced expenses of the office by changing banks, merchant services account and payroll services. We are continuing to look for cost savings cut expenses where we can.

I have included an excel spreadsheet with the following YE reports through 6/30/15:

• P&L (by month)

• P&L Budget vs. Actual

• P&L Previous Year Comparison

• CAWS 2015 P&L Budget vs. Actual

• Balance Sheet as of August 13, 2015

Laurie Rossi

WSOB Treasurer

pg 7

Quarterly Report

August 15^th, 2015 Chris Jacques DAL

I have attended all but one WSOB meeting this quarter

I have created a new finfund CA coin, in production now, to show off at conference.

I stay in contact with WSOT, and the WSOBVC, as well as the DOO.

I participate in archives discussion and take any action needed.

I am also in contact with the LCF Chair regarding their needs, and answering questions as well as referral discussion.

ILAS Chris Jacques DAL.

pg 8

CAWSO

Director at Large #4 Scott Stevenson Quarterly Report for August 15, 2015

WSBT ratified at Convention in Las Vegas May 2015 as director at large.

Tasks Completed

1. Attended WS Convention in Las Vegas. Worked directly with Treasurers (CAWSO and CAWS 2015) in the collection, counting, posting, and depositing of funds received. Assisted where needed in other areas. Attended the special CAWSO meeting at the Convention to review status on European fulfillment.

2. Attended the meetings of the WSOB monthly.

3. Attended and participated in CAWSO Financial Committee meetings as scheduled.

4. Assisted CAWSO Treasurer with preparing motions to move fiscal year to a December 31 year end, policies for Petty Cash, Credit Card use and motions to pass same.

5. Worked with CAWSO Treasurer, Director of Operations and new CPA to correct books, analyze expenses, outline format, review output, clear up discrepancies on books, ensure data storage (QuickBooks) was maintained, fixed and updated.

6. Assist CAWSO Treasurer and CPA with financial statements for last fiscal year.

7. Met multiple times with CAWSO Treasurer and DOO to review procedures on setting up new QuickBooks data files to correspond with our, hoped to be, new fiscal year.

Sincerely,

Scott W Stevenson

8/142015