Minutes of the Meeting of CA World Service Office Board of Directors
December 13, 2014
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 9:20 am by Chair, Richard L.
II. Tradition 11 – Read by Frank P.
III. Concept 11 – Read by Ira L.
IV. Birthdays – Jennifer M. 25 years on 11/25/14 !!!
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Laurie R. (Treasurer), Morgan T. (DAL), Jay H. (DAL), Tim A. (DAL), Frank P. (WSOT) Ira L. (WST). A quorum is established.
B. Board Members Absent: DRPD (vacant)
VI. Guests Present: Jennifer M., Chris J., Scott S.
VII. Chair Announcement – Richard L. welcomes everyone to the meeting. Tim A. is now officially a DAL.
1) Review of the B2B – B2B went very well. 2 hot buttons are WSO issues, fulfillment center and the website.
2) Richard talked to the new board members and the visitors about the duties and responsibilities of the WSOB members
VIII. Approval of the minutes of the prior meeting – Nove mber 15, 2014
A. Jay H. motions to approve the minutes from November 15, 2014, Seconded by Tim A. Friendly amendment to motion by Ira to postpone approving minutes until after the next break. All in favor.
B. After minutes were reviewed. Original motion reinstated after break. Motion passes unanimously.
IX. Seventh Tradition
X. Guest Reports:
A. Scott S. – Scott brought his notes for Laurie for the tax returns and explained what changes need to be made to the board. He discussed changing fiscal year to calendar year, and gave his position on why he thinks it should go to the conference floor first.
B. Chris J. No report, came with resume in hand. He is interested in being on the board.
C. Jennifer M. – Happy to be back. Am very interested in being on the board.
XI. Online Business – None – we need to add Tim to the yahoo group.
I.Old Business
A. WSOB Director Openings –Richard L. – We have openings and are always accepting applications. We are very happy to see Jennifer and Chris back and they now qualify to be interviewed for the Board.
B. CA.Org Website Current and New (Linda and Richard)
1. Richard –new website – ad hoc committee is still working on it. We are hoping to have a draft at the end of January, 2015.
2. Linda – current website – there are two international websites that are currently being worked on Demark and Portugal. Everything else is up to date.
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C. European Fulfillment Center – Update
1. Richard – We are doing work on our end, Russell has bids from 3 vendors, we are waiting for him to present them to the office. We are hoping to receive them by next meeting.
2. Future agenda item – we need to discuss royalty agreements with acting AERT for European areas.
D. Meditation Book – Status Update – Linda
1. Linda – we have1900 books currently in inventory. LCF will be reproofing the book for errors.
E. Newcomer Booklet – Morgan
1. Linda – we just sent out 250 yesterday. The booklet has been very well received.
F. IT Report – Linda
1. IT committee is reviewing Denmark and Portugal websites for tradition violations. Marius is helping with the new website in addition to his normal work for the office.
G. COI (conflict of interest) – Ira L.
1. Ira explained what the policy is for the visitors and new board members.
2. Laurie – draft is on the table, the board needs to review it and approve and finalize.
H. Fiscal Year vs. Calendar Year – Laurie and Richa rd
1. Richard – Discussed with the trustees. BOT and WSOB has decided to go ahead with this for starting on 1/1/15.
2. Laurie – Will try to get the form filed with the IRS before December 31st. Will report back on the status to the Chair and WSOT in the next week. We will be looking into new accounting firms for early next year to help us with this transition.
II. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Upcoming office closures 12/25 and 26, and 12/29 through 31st
2. CR #10 – $410.42 for Auctions and Drawings – Payee: Kathy Jo Rangno – Line Item 915512 – In Budget. Current Budget – $2244.60- Remaining Budget Balance $1834.18 – motion to accept check request made by Linda, seconded by Morgan, motion passes unanimously.
3. CR# 11 – $300.00 for Actions and Drawings (2 Leather Coats)–Payee: (Will use credit card) – Line Item 915512– In Budget. Current Budget – $1834.18– Remaining Budget Balance $1534.18, motion to accept check request made by Linda, seconded by Morgan, motion passes unanimously.
4. CR #12 – $2150 for Entertainment – Payee: John Basinger – Line Item 915528.2 Comedy Show – In Budget. Current Budget – $3000- Remaining Budget Balance $850 – motion to accept check request made by Linda, seconded by Morgan, motion passes unanimously.
5. CR# 13 – $1100.00 for Entertainment–Payee: Roy Rice – Line Item 915528.3 Pool Party– In Budget. Current Budget – $5000– Remaining Budget Balance $3900, motion to accept check request made by Linda, seconded by Morgan, motion passes unanimously.
6. CR #14 – $400 for Entertainment – Payee: Sherwin Area – Line Item 915528.2 – In Budget. Current Budget – $850- Remaining Budget Balance $450, motion to accept check request made by Linda, seconded by Morgan, motion passes unanimously.
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7. CR# 15 – $850.00 for Entertainment –Payee: Marlon Rice – Line Item 915528.3 Pool Party– In Budget. Current Budget – $3900– Remaining Budget Balance $3050, motion to accept check request pending contract approval ,made by Linda, seconded by Morgan, motion passes unanimously.
8. CR #16 – $800 for Entertainment – Payee: Brandon Davis – Line Item 915528.3 Pool Party – In Budget. Current Budget – $3050- Remaining Budget Balance $2250, motion to accept check request pending contract approval, made by Linda, seconded by Morgan, motion passes unanimously.
9. CR# 17 – $1950 for Entertainment–Payee: Ricco Diamante – Line Item 915528.3 Pool Party– In Budget. Current Budget – $2250– Remaining Budget Balance $300, motion to accept check request pending contract approval, made by Linda, seconded by Morgan, motion passes unanimously.
10. CR# 18 – $1236 for AV –Payee: Limelite Pro Audio & DJ Supply, Inc. – Line Item 915514 – In Budget. Current Budget – $10,000– Remaining Budget Balance $8764, motion to move to online business made by Jay H, seconded by Ira L., motion passes unanimously. – missing contract.
B. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Went with Laurie to B of A to open new bank accounts.
2. New office staff is doing a great job.
C. Vice-Chair – Open
D. Treasurer – Laurie R. – submitted written and verbal report (see committee and ad-hoc reports)
1. Operating $8,656.34
2. Odd Year $11,666.32
3. Savings #862 (Prudent Reserve) $50,163.65
4. Savings #372 (Publications Fund) $11,961.30
5. Savings $83,428.08
6. Richard and Laurie went to B of A and opened up 5 new checking accounts and 3 savings accounts. Laurie will start moving the funds over from WFB to B of A over the next 2 weeks. She expects to have this all done by January 1.
7. The publication fund will be replenished in full from operating savings to publication fund when the accounts are moved over.
8. Tax returns were received and expect to be efiled and mailed on Monday.
E. Secretary – Open
F. Director at Large – Tim A. – submitted written & verbal report (see committee and ad-hoc reports)
1. Tim A. – I will get in touch with H & I conference committee about joining their committee. I will talk to Orange County area about dropping delegate commitment.
2. Tim will be assisting Laurie with obtaining bids for new accounting firms.
G. Director at Large – Jay H. – submitted written & verbal report (see committee and ad-hoc reports)
1. Talk to board members and attended Board to Board
H. Director at Large – Morgan T. – verbal report
1. Did not submit written report.
2. Submitted a written request to Barnes and Noble about A Quiet Peace and received a response requiring a written submission to go along with the book or
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approval to be in their stores. Morgan will take the lead of preparing the written submission and will report back.
III.Trustee Reports
A. WSO Trustee – Frank P. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Continue to work with WSOB and WSOT and be the liaison between both boards.
B. WS Trustee – Ira L. – Submitted written and verbal report (see committee and ad-hoc reports)
1. We just had our last quarterly meeting at the Four Points. The next quarterly will be at the Sheraton Hotel and that will be the new location for future quarterly and conferences.
2. Some contracts have been submitted by the 2017 WS convention committee and they have been rejected.
IV. Committee Reports –
A. Finance: Laurie R. & Linda F.
1. Nothing New
B. Structure & Bylaws – Open
C. Convention: Linda F., Ira L. & Richard L. – Nothing New
D. Conference: Linda F, Richard & Ira L.
1. Linda – they meet monthly and the next meeting will be in January. Delegate mailing went out last week.
E. Unity: Jay H.
1. Nothing New
2. Linda – CATW went out in the delegate mailing
F. Literature, Chips & Formats: Linda F. – Nothing New
G. Hospitals & Institutions – Open
H. Public Information: Morgan T.
1. There have been 2 postponed conference calls. Have been in contact with Alan, the chair. We were using a new online communication group Tab Up that is not working, and are transitioning back to Yahoo Group.
I. I.T.: Linda F. – Nothing New
J. Archives: Frank P., Linda, Tim A.
1. We will be meeting next Saturday at the office.
V. CAWS 2015 – Earl H. – not present
A. Linda – The end of February will be their last steering committee meeting at the hotel. Motion made by Tim A to send the DOO to the last steering committee meeting in February, seconded by Frank P., Motion to table made by Ira L, seconded by Morgan,
VI. CAWS 2016 – Linda F.
A. Minutes submitted from their last meeting.
VII. CAWS 2017 – Linda F.
A. Nothing new
VIII. CAWS 2018 – Linda F.
A. Montreal – looking for new bids
IX. New Business
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A. Referrals – will work on until next month.
I. Executive Session
II. Next meetings: January 17, 2015 & February 21, 2015
III. Motion to Adjourn made by All, Seconded by All, Passed unanimously.
IV. Meeting closed at 1:00 pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
Respectfully Submitted,
Laurie Rossi
WSOB Treasurer & Acting Secretary
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For attached documents and reports see PDF: WSOB_2014-12-13_minutes.pdf