Dec 12, 2015 – WSOB Minutes

MINUTES OF MEETING OF WORLD SERVICE OFFICE BOARD

December 12, 2015

OPEN MEETING @9:40 AM with the Serenity Prayer.

TRADITION 1 – Read by Morgan

CONCEPT 1 – Read by Ira BIRTHDAYS None

ROLL CALL & QUORUM DETERMINATION Present were:

Scott S. (Chair), Tim A. (Vice-Chair), Linda F. (DOO, Laurie R. (Treasurer), Frank P. (WSOT), Ira L. (WST), Chris J (DAL), Guests: Randy M. and Alesia F. Quorum met – absent Jennifer (Secretary) Jennifer arrives @9:50 AM

Motion: to hear CAWS 2017 report out of order. Linda. Ira seconds. The Motion passes unanimously.

See below for report.

CHAIR ANNOUNCEMENT(s)-

1. Announces that the next meeting is scheduled for January 9, 2016. Suggests that the meeting could be moved to Saturday January 16^th to allow for more time to get things done given the holiday season. Board consensus is that the 16^th is better and therefore the next meeting will be the 3^rd Saturday of January – January 16, 2016.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) -11/14/2015 Motion: made by Linda Second: Ira to approve minutes of 11/14/2015 with corrections.

Corrections: Under DOO report – 6^th bullet point “specialty chips” change 132 to 121 sold. On Page 2 also under DOO report first bullet point on that page “pamphlet racks” change two weeks to two months. Under Secretary – Laurie report (filling in) second bullet point “Final minutes” strike 8/15 insert 8/8. Motion to approve minutes of 11/14/2015 with corrections was passed unanimously.

SEVENTH TRADITION: Basket passed.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted.

Highlights:

• Quickbooks setup is the priority for the WSO
• HFC update – next priority.
• Moving company meetings next week (starting December 14^th).
• Count of sales reported
• Delegate mailing was sent out 12/11
• Appreciation lunch December 22, 2015 for those who wish to attend. No host lunch for all but employees.
• Board to Board meeting report.

DIRECTOR REPORTS

Chair – Scott S.: written report submitted. The Chair gave a status report to the Board on Website update and rollout (requested by Frank) and announced new spending policy (old spending policy not communicated well – requested by Ira). Chair read portions of his report and discussed sections that warranted special attention.

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Vice Chair- Tim – written report submitted.

Treasurer – Laurie R – written report submitted (pass) combined with Finance Committee.

Treasurer responded to questions from WST. The copier purchase was not included in budget. The new lease expenses were included in 2016 budget. Given the 10% +- range of allowed deviations the budget is within limits. The Treasurer has concerns with 2016 as well but will prepare updated budget and cash flow projection. Our current budget to actual report is that we are on budget. Income is the major variable. The reports are expected to be supplied by mid-January. Questions: Ira – WST requests budget versus actual statements for fiscal year 12/31/2015 by next regular board meeting.

Secretary – open – Jennifer announced that she cannot continue to serve and must step down as director. Her effective date of her resignation is December 11, 2015. She will send a letter (or email) to the Chair with her resignation. She thanked the Board for allowing her to serve. The WSO thanks her for her service. She received a communication from Trevor S and passed it on to the WSO.

Director at Large – Morgan – no report submitted. No updates on activities. He still has to update the donation pamphlet.

Director at Large – Chris – report submitted. New chip – epoxy same chip previously submitted. New vendor. No licensing agreements with outside vendors per WSBT. Our current vendor only sells to us. Samples prepared. WSOB – consensus is that WSBT policy negates any licensing agreement not allowed. Quote on back – is there an issue? Frank – quote found in NA. Original in Bible. So we will continue to use the quote. Looking for epoxied coins.

Note: Chair announces that with Jennifer’s resignation the new count of sitting WSO Board members is 7 and quorum is 4 (previous was 5). Two positions are now open.

TRUSTEE REPORTS

WSO Trustee – Frank P – written report submitted.

WS Trustee – Ira L. written report submitted. reports on spending policy. Reported he did not keep WSBT fully informed on spending on copier. Reminds board WST needs to see agreements, contracts, and other items to send to WSBT. Reminds Treasurer to prepare and forward cash flow projections to WSBT for 2016 in regards to lease. A separate report on the benefits and costs of moving to a new space should be prepared. WST discussed timing of lease & approvals.

COMMITTEE REPORTS –

Finance -Laurie – written report submitted.

Structure & Bylaws -Scott – written report submitted.

Convention – Linda, Ira – nothing to report.

Conference -Linda, Ira – delegate mailing out 12/11/2015. The mailing is missing two WSOB regular minutes. WSO is waiting for referrals. Ira – Conference committee reports late. Is there a problem? Not receiving notification of meeting. Missing conference calls.

Unity – open – no report.

Literature, Chips & Formats – Chris – apology – no report.

Hospitals & Institutions – Tim – no report. Phone conference failed. Try again in 2016.

Public Information – Morgan – nothing new to report next conference call tomorrow. Running well. PI Survey.

IT -Linda & Scott – An email to all parties on transition will be sent out. Reports to WSOB about fixing and updating content – new Website will not be held up but content in many cases is outdated. Only conference approved material is included now but WSC committees should consider multiple markets when drafting content – i.e. public at large and service

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performing fellowship members. WSOB staff is working on open items to complete website and new registration website. Backup policy will be updated in order to have means to access backups when needed. Website conversion issues were discussed.

Archives -Frank P. & Linda meeting on the 23^rd. Digital presentation being worked on and is showing excellent progress. Still need archive software.

CAWS CONVENTION REPORTS:

1. CAWS 2016- Chicago 20 registered Revenue see DOO report & minutes of last meeting. Chair memorabilia conversation – discussing options. Artwork opportunity drawing not approved. We need to approve. Cash handling is OK per Laurie.
2. CAWS 2017- (Heard at beginning of meeting.) Seattle Chair: Gary attending via internet video. His report: Committee is meeting bi-monthly. Regional areas are donating money. Fundraising on track. Concerns – need registration/program put together. 1/10/16 next meeting – draft registration/program by then. Generally the committee is on track with regard to the time line. Looking to stay ahead of schedule. Artwork questions still outstanding. Theme need to finish. Questions: Ira – what are the open positions on host city committee. Answer: Transportation, surveys and evaluations, are some. Key positions are filled. What is going to be presented as artwork?. Original artwork is usually better. Discussion ensued on various methods of getting artwork and also the need for approval soon. WSOB then offered possible help from a local member skilled at graphic arts. Chris – DA.L – Theme is “Spoonless in Seattle”
3. CAWS 2018- Montreal Ira – Robert F Chair – submitted initial contract Montreal final Close to finalizing and should be ready for the approval process in the next couple of weeks. A deposit is due at signing $14K Canadian which is about $10K US.Moving well and progress is being made.
4. CAWS 2019- Sweden No report at this time.
5. A potential bid notification from Texas for 2020 has been received by the Southwest Regional Trustee.

GUEST REPORTS

ONLINE BUSINESS-

1. Confirmation vote on motion to approve maintenance contract with Ricoh in connection with purchase of new copier. Motion: Frank Second Ira – passes unanimous.

UNFINISHED BUSINESS–

1. WSOB Director(s): Openings = filled. Off next time.
2. CA. ORG website Current and New (Linda and Scott) nothing further other than what IT already reported. 
3. European Fulfillment Center -Morgan and Scott – all quiet on the eastern front. Frank to approach Suzanne about group meeting on subject.
4. Meditation Book – Status update & 35th Anniversary Edition (Ira) Ira: motion To purchase 1,000 copies of hard cover a quiet peace meditation book limited edition @$7.47 per book. ($7470 total) Second: Morgan. Question – does the price include cardboard cover and printing. Ira – yes includes slip case. Not necessarily printed with information. Laurie – $4000 left for books in this fiscal year so we will need trustee approval. WSOB may wait next fiscal year as an option. Question: Numbered? No. Onion sheet – we will fill in. Motion: Morgan to table. No second. Motion fails. Question: Laurie – do we plan on selling all in 2016? Answer: Ira No way of knowing. However, the order of 1,000 is our printer’s minimum order which was negotiated down to $1,500. Motion passes

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with substantial unanimity. However, order will not be placed until WSBOT approves both the purchase and transfer from publication account into general checking to pay for the purchase.

E. e-booklets (Keith – Morgan) – reported by DOO in report.

F. Meeting Formats in a Pocket __________ and Linda– – waiting for corrections.

G. Office Lease (February 2016) – Scott reports (see email) conversation with leasing agent. Additions to proposal received and he stated will be included.

H. 800 number –

I. Trademark/ We’re here and we’re free – Ira–Bernie processing.

J. New CAWSO Online Registration Laurie-Marius Built – needed two items. Office will provide a terms of service (being addressed) and email addresses for our office. The second task is done and ready to go. Discussion of the office management of data. Help from outside individual to assist in convention reports building. Discussion regarding beta testing limits. Linda to check. Credit card charge testing. Marius will be asked questions.

K. New birthday envelope – Linda (Tabled motion from 11/14/2015) Communicated with WSC Fianance Committee – holding for now.

L. CAWSO Dba setup – Scott/Ira – (Tabled motion from 11/14/2015 – waiting for Trustee opinion on whether necessary or not) No action at this time as Trustees have not decided to proceed or not.

NEW BUSINESS-

1. EPLI insurance. Motion: Frank – to allow current policy for EPLI to lapse as it is a duplicate coverage to our existing policy based on communications from our insurance agent. Second Laurie. Motion passes substantial unanimity.

EXECUTIVE SESSION –

Motion Chris second Frank to take out of order executive session interviews. Motion passes.

1. Meet with and interview two candidates for open DAL position. Discussion after interviews and members voted.
2. All sitting directors of the WSOB have been ratified by vote of the directors via secret ballot.

Out of executive session: Alicia Fleming & Randall Moss have been approved by vote of the WSOB as directors at large to be submitted to WSBOT for approval at their earliest convenience.

Motion to adjourn by Ira, Seconded by Frank, Passes.

NEXT MEETING(s) -1/16/2016

Respectfully Submitted,

Scott Stevenson

Chair (Acting Secretary)

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For all reports and other attachments see: WSOB_12-12-2015_Minutes-Final.pdf