Feb 21, 2015 – WSOB Minutes

Minutes of the Meeting of CA World Service Office Board of Directors

February 21, 2015

I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 9:25 am by Chair, Richard L.

II. Tradition 1 – Read by Jay

III. Concept 1 – Read by Ira

IV. Birthdays – None

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), Chris J. (DAL), Jennifer M. (DAL), Frank P. (WSOT) Ira L. (WST). A quorum is established.

B. Board Members Absent: DRPD (vacant), Tim A. (DAL),

VI. Guests Present: Keith S. & Scott S.

VII. Chair Announcement – Richard L. Welcomes the new board members. Asks the board to start considering the other positions, DOO, Treasurer and chair are interviewed positions. Asked Jennifer to be acting secretary until either voted in or another found. Chair explains the duties of the WSOB.

VIII. Approval of the minutes of the prior meeting – January 17, 2015 (Attached)

A. Linda motions to approve the minutes as corrected from January 17, 2015, Seconded by Frank. Motion passes unanimously.

IX. Seventh Tradition – Can is passed.

X. Guest Reports:

A. Keith Strader: HFC & Meditation EBook. Presented E-Book Comparison Chart which shows costs and royalties associated with E-Book. (Attachment B). MOTION (Chris) to have staff proceed with E-Book Project for HFC 1 & Meditation Books with Amazon, ITunes and B&N, (to include new changes of book). SECONDED: Jay

B. Scott: Nothing to report

XI. Online Business – Online MOTION was made by Linda F. to accept Check Request # 620 for $8442.48 for Encore Event Technology at Harrah’s pending the TNC accept the contract. This is for Budget Line Item: 915500 – it is in budget (their budget is $10,000) and will have a balance of $1,557.52 after this is approved. Seconded by Jay H. Motion approved unanimously.

I.Old Business

A. WSOB Director Openings –Richard L. – We still have openings and are always accepting applications. We have room for up to 3 more directors.

B. Org Website Current and New (Linda and Richard) 

1. Richard – new website – Most of the pages are done. The webpages are being built in Europe. He has asked for assistance and the only person he got to respond was Yves was from the Atlantic Northeast Region. He will help build website. Yves will report to trustee and our board as to the progress. Once the site gets up and going Marius will put it on our server. Pages to include Online Store & Donations. Canada and US fulfillment will be taken care of at WSOB Office.
   • MOTION (Ira L) to have Yves as the primary contact and lead report to WSOB and Trustees before every meeting on the status of new website. 2^nd Motion passed.

2. Linda – current website – Keeping everything up to date. As Linda gets requests to add information. Marius gets everything updated.

• Working on updating internet service provider. Current contract up in April.

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• Events posted on website are usually 3 day events (regional). Areas can input on their event website.

C. European Fulfillment Center – Update

1. Richard – Russell has a place, no contact with Ira as of date. Ira waiting to receive contract from Russell.

D. Meditation Book – Status Update – Linda

1. Question to Linda, “What was the deadline?” Answer “February 14, 2015”. Linda has changes and will reach out to Rob to remind them that she has not received any recent changes. WSOB members said they could make the changes to the book, then send it back to publisher for print. Ira: How many weeks of supply do we have? 1 Pallet (1 month supply). How long does it take to do all the changes if we have it today? A day or 2.

• Scott: What is LCF giving us? How are they giving it to us? Ask for a redline of all changes and ship it back to Linda.

E. IT Report – Linda

1. Linda – IT committee is working diligently on a PowerPoint that they are going to present to all the delegates at the conference to debunk all myths and present information about social media and anonymity.

F. COI (conflict of interest) – Ira L.

 1. Background: the only COI policy is for the WSBT Trustees, but not people in fellowship or board members. Board requested the WSBT to draft a document to be signed by WSOB and office employees. MOTION (Ira) to move COI policy to Online Business. Richard 2^nd. Motion passed.

 G. New Accounting Firm – Richard and Laurie

 1.  Laurie has 3 bids from accounting firms. 2 specialize in Non-Profit businesses. Laurie recommends to go with Phelps Accounting Firm.

 H. Copyrights Foreign and Domestic – Ira

1. MOTION (Laurie) to request IRA followup with Trustees to get the ok to contact IP Lawyer to find out what is the status on the Issue of Scotland copyright issue and why we are still being charged $300 monthly with no status or end.
2. Copyrights expires 2016

II. Office Director Reports

A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports) (Attachment C)

1. CR# 21 $435 per day ($870) plus $30 per adult for Hoover Dam Trip for Special Events – Payee: LD Tours – Line Item: 915566.2 & 915566.3 – In Budget. Current Budget $3800 – Remaining Budget Balance $2930 less $ 30 per person (we charge $50 per person) – REJECTED SEND BACK TO COMMITTEE TO CORRECT CHECK REQUEST AMOUNT.
2. Paid w/Petty Cash CR# 22 – $175.77 for Outreach – Payee Ruby Lemoine – Line Item: 915555 – In Budget. Current Budget – $700 – Remaining Budget Balance $524.23. OK
3. CR# 23 $466 for Host & Information –Payee: Derrick Stanberry – Line Item 915560 – In Budget. Current Budget – $1000– Remaining Budget Balance $534. MOTION 2^nd (Ira), Passed Unanimously
4. CR# 24 $1500 for Auction and Drawings – Payee: Daniel Gillett – Line item 915512 – In Budget. Current Budget – $4463 – Remaining Budget Balance $ 2963.

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MOTION 2^nd (Morgan), Discussion: SENT BACK TO COMMITTEE FOR

CORRECTIONS.

5. CR# 25 – $200 (or less) for Auction and Drawings – Payee: Guitar Center – Line item 915512 – In Budget. Current Budget – $2963 – Remaining Budget Balance $ 2763

6. Paid w/Petty Cash CR#26 – $26.09 Shipping costs

7. Paid w/Petty Cash CR#27 – $97.50 Samples

8.. CR# 28 – CC Request for $700 for radios. ($209 returned after use-$491 for radios) for Host & Information – Payee: USA Radio Rentals – Line Item 915560 – In Budget. Current Budget – $534 – Remaining Budget Balance $ 43. MOTION 2^nd (Chris). Motion passed

 9. CR# 29 – $1833.55 Preconvention Memorabilia – Payee: VIP Entertainment – Line item: 915542.1 – In Budget. Current Budget – $1922 – Remaining Budget Balance $88.54 MOTION 2^nd (Frank). Motion passed

 10 Paid w/Petty Cash CR# 30 – $100 Auction and Drawing – Payee: Bull Shirts – Line item: 915512 – In Budget. Current Budget – $536.62 – Remaining Budget Balance $436.62

11. CR# 31 – $300 Memorabilia – Payee: Kathy Jo Rangno – Line item: 915542.2 – In Budget. Current Budget $17,902.50 – Remaining Budget Balance $17,602.50. MOTION 2^nd (Jay). Motion passed

12. Copy machine contract is ending at the end of the April. Motion (Linda) to accept the Ricoh offer and extend contract. 2^nd (Currently $1051.77, proposed $1,075.00). Discussion: Why no 3 bids? Linda, the work was done upfront and the performance by the company and the machine has been good. Jay will get bids by other companies. Laurie would like for Jay to look at buying versus leasing too. MOTION (Laurie) to table until next month. 2^nd and passed.

13. CAWS 2016 – Chicago. Sales Tax Exemption was approved.

B. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)

C. Vice-Chair – Open

D. Treasurer – Laurie R. – submitted written and verbal report (see committee and ad-hoc reports)

1. BofA Operating (7351) – $17,010.93
2. BofA OY Convention (7364)- $13,685.61
3. BofA EY Convention (7403)- $199.67
4. BofA OY Petty Cash (7380)- $500
5. BofA EY Petty Cash (393)- $481.07
6. Savings #1386 (Prudent Reserve) $60,265.06
7. Savings #1399 (Publications Fund) $25,000.46
8. Operating Savings (1373) $55,591.25
9. Petty Cash – $449.87
10. Last 2 Wells Fargo accounts have been closed. Everything is moved over to B of A.
11. New Accounting Firms to be discussed under new business.

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12. Let’s go Green. Reminder to not print all packets out prior to meeting. Read prior to monthly meeting. Linda will print out Agenda’s and 5 or so copies). Let Linda know if you want packet.

E. Secretary (Interim) – Jennifer M.

F. Director at Large – Tim A. – submitted written report (see committee and ad-hoc reports)

G. Director at Large – Jay H. – submitted written & verbal report (see committee and ad-hoc reports)

1. Talked with Greg A about Unity and setup. Wants to know if he will be driving a truck to Vegas on Tuesday or not. 

H. Director at Large – Morgan T. – written and verbal report (see committee and ad-hoc reports)

I. Director at Large – Chris J. – submitted written & verbal report (see committee and ad-hoc reports)

III.Trustee Reports

A. WSO Trustee – Frank P. – Submitted written & verbal report (see committee and ad-hoc reports)

B. WS Trustee – Ira L. – Submitted written and verbal report (see committee and ad-hoc reports)

1. Spoke to 2015 chair (Earl), the committee is there and they are having the general committee. Discussed Addendum for additional 500 room nights, 5 mini suites added. Gave Earl permission to sign addendum. Discussed how rooms to be used. Earl assured Ira that any additional rooms that are obtained by committee will be given out to members on a need basis. 3 presidential/VP suites that are being auctioned off.
2. Gary Parker 2017 Chair, We should have contract end of next week with the Double Tree Hotel in Seattle.

IV. Committee Reports –

Finance: Laurie R. & Linda F. – Nothing to report

Structure & Bylaws – Jennifer M.

1. Jennifer will step into this meeting.

Convention: Linda F., Ira L. & Richard L.

 1. Nothing to report

Conference: Linda F., Ira L. & Richard L.

1. Call on Sunday, Ira will be on

Unity: Jay H. 

1. Ice Cream social is changed to 10:00 pm Thursday night ($5) at the 2015 World Convention 

Literature, Chips & Formats: Linda F. & Chris

Hospitals & Institutions – Tim A. – No report.

Public Information: Morgan T.

1. Still trying to connect with their conference call.

I. IT.: Linda F.

Did sit in on call, they are very enthusiastic about upcoming presentation at the conference.

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J. Archives

1. Frank – attending meetings.

V. CAWS 2015 – Earl H. – not present

A. Linda – 230 registrants to date. Took board members information on attendance and requirements for rooms.

B. Laurie will email Kerry and Earl on Check Request procedures and back up that is needed.

VI. CAWS 2016 – Chicago –Linda F.

VII. CAWS 2017 – Seattle– Linda F.

A. Seattle has new hotel Liaison.

VIII. New Business

A. Referrals

B. New Accounting Firms. Received proposals from (1) Phelps Accounting, (2) David Feldman CPA & (3) Fong & Associates, CPA. Fong and Associates had the weakest assessment. Phelps proposal was the lowest Bid and also showed what they would charge for special projects to change the year end MOTION: Laurie to accept bid from Marc Phelps, Frank 2^nd. Question by Morgan to understand terminology within bid. (2) Why is there such a huge difference in bid for filing income taxes Feldman $4,000 – $5,000 vs. Phelps $1,250. Motion passed unanimously. Question: Richard and Laurie will write the letters of thank you and goodbye to Roger Brown your services are no longer needed.

I. Executive Session

II. Next meeting: March 14, 2015 at 9 a.m., Future: April 11 & May 9, 2015

III. Motion to Adjourn made by Ira, Seconded by Frank, Passed unanimously.

IV. Meeting closed at 2:15 pm by Chair, Richard L., with the “we” version of the Serenity Prayer.

Respectfully Submitted,

Jennifer Molena

WSOB Interim Secretary

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CAWSO – Director of Operations Report

February 21, 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, Conference, and LCF committees – via conference calls.

• Archive Committee
  • A Work Day held on January 31^st
  • Next Work Day scheduled for Sunday, March 1st
• Conference Committee
  • Conference Call scheduled for Sunday, February 22 at 10 am
• LCF Committee –
  • Conference Call scheduled for Sunday, March 1^st at 12 noon

Office Update:

• Our contract with Ricoh (the copy machine) is coming to an end in April
  • They have presented us with a very reasonable offer
    • A new updated machine that will continue to allow us to do everything we are currently doing with up-to-date technology for only an increase of approx. $25 per month. This contract will be for 60 months and includes maintenance and supplies.
    • The new contract is for the same amount of usage, however the cost for overages at the end of the year will be at a lower rate.
    • Keeping in mind that our usage could be less with the opening of the European Fulfillment Center…I think this would be a good deal.
• We continue to work with the Committees of CAWS 2015, 2016, and 2017
  • I am working with Marius to build our own Registration Form that would be on our Convention Website to replace RegOnline…
  • Our Goal will be to have it available for CAWS 2016 – to launch on Sunday, May 24^th
• CAWS 2015 Conference – is working to move ahead with our new hotel
  • Delegate Mailing is on schedule to be sent mid-March
  • I am working to update the RegOnline registration form
• CAWS 2015 – Las Vegas (Snapshot will be in your report on Saturday)
  • Registrations: 221 Revenue: $30,453 (As per Friday – 1-20-15 1 pm)
  • We are working with the committee to take another tack in granting the Sales Tax Exemption
    • CR# 23 $466 for Host & Information –Payee: Derrick Stanberry – Line Item 915560 – In Budget. Current Budget – $1000– Remaining Budget Balance $534
    • CR# 24 $1500 fpr Auction and Drawings – Payee: Daniel Gillett – Line item 915512 – In Budget. Current Budget – $4463 – Remaining Budget Balance $ 2963
    • CR# 24 – $200 (or less) for Auction and Drawings – Payee: Guitar Center – Line item 915512
      • – In Budget. Current Budget – $2963 – Remaining Budget Balance $ 2763

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CR# 28 – $491 for Host & Information – Payee: USA Radio Rentals – Line Item 915560 – In Budget. Current Budget – $534 – Remaining Budget Balance $ 43

CR# 29 – $1833.55 Preconvention Memorabilia – Payee: VIP Entertainment – Line item: 915542.1 – In Budget. Current Budget – $1922 – Remaining Budget Balance $88.54

CR# 30 – $ 100 Auction and Drawing – Payee: Bull Shirts – Line item: 915512 – In Budget. Current Budget – $536.62 – Remaining Budget Balance $436.62

CR# 31 – $300 Memorabilia – Payee: Kathy Jo Rangno – Line item: 915542.2 – In Budget. Current Budget $17902.50 – Remaining Budget Balance $17602.50.

• CAWS 2016 – Chicago –
  • Sales Tax Exemption was approved
• CAWS 2017 – Seattle – No report at this time
• CAWS 2018 – Montreal – No report at this time

Respectfully submitted:

Linda L Francisco

Director of Operations

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World Service Office

Chair Report

February 20 , 2015

• I have 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.
• Communicate with my fellow Trustees and WSO Board members
• I have weekly Phone conversations with the WSBT Chair
• We have a monthly staff meeting with the Office Staff
• I Communicate daily via phone, e-mail and in person with the DOO 24/7.
• Communicate regularly with the 2015 Convention Chair
• Communicate and met with the Treasurer and signed and delivered Checks
• Working on e-books with Keith and Linda
• Been involved with all translation projects.
• Reviewed all office bills and payments (signed all checks)
• Contacted and Welcomed our New directors of the WSOB.
• Continue to Communicate with Russell on the Fulfillment Center
• The website is still coming along. Working on having a Skype call with the volunteers
• Communicate with new bookkeeper

Submitted by:

Richard L. WSOB Chair

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WSOB Treasurer’s Report

February 21, 2015

• I have been in constant communication with the Chair, DOO and the bookkeeper. I have reviewed all outstanding bills and signed outgoing checks.
• Bank Accounts – All money has been moved into the B of A accounts and the WF bank accounts are now all closed.
• New Accounting Firm – We have received one proposal so far, waiting for the other two. We will review and bring to the WSOB next month for discussion.
• Financials – All the bank accounts have been reconciled for January and all Quickbooks balances match the bank account balances with the exception of the operating account.
• Attached is a current balance sheet as of 02/17/15, along with a P&L for the month of January and a YTD P&L for CAWS 2015. Net income for the month of January is $10,206.88.

ILAS,

Laurie Rossi

WSOB Treasurer

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FEBRUARY 21ST, 2015

WORLD SERVICE TRUSTEE REPORT for the WORLD SERVICE OFFICE BOARD MEETING

Since the last meeting of the WSOB on 1/17/15, I have performed the following:

• Participated in all WSBT business in person, via telephone calls, texts and e-mail as necessary for discussions and voting matters with fellow Trustees. Recently discussed Trademark and Copyright issues, as an example, which need additional work.
• Cooperated with the WSOB Chair, Richard L., the DOO, Linda F., and with all necessary Board Members on appropriate issues like the Meditation Book, the EFC, the new Website and the various Convention Committees.
• Conversed with the Former WS Trustee Chair, Russell Sedman, on the EFC. Am currently patiently awaiting a contract.
• I have been in contact and working with the 2015 Chair, TAL, the TNC, and the Harrah’s Hotel, on continuing negotiations on the Las Vegas Convention, like the 500 room-night increase with thanks to the WSOB Chair.
• The 2016 and 2017 Convention continue to be on the radar and I have been in discussions recently with the 2017 Convention Chair regarding the Seattle hotel contract and the Hotel Liaison position.
• Have been in in-depth communication with the 2017 WSC Chair, Gary Parker, via phone, e-mail, and text. Am awaiting a new contract for the 2017 WSC for TNC consideration, as of the date of this report.
• I continue to learn numerous lessons on the spirituality of service work and am very grateful to have this opportunity.

ILAS,

Ira M. Land, World Service Trustee

Lead Negotiator, Trustee Negotiating Committee

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Frank J. Pappano -WSOT – Monthly Report to the WSOB– from January 18th ,2015 to February 21^st ,2015

• The following are the activities and duties I have performed since the last WSOB board meeting January 18^th, 2015:
• Communicated WSOB matters to the WSBT and vice versa
• Participated in the monthly WSBT Conference call and presented the overview of the WSOB meeting and motions along with the overall business of the WSOB.
• Participated in various WSOB & WSBT online business
• Participated in various WSOB & WSBT phone discussions
• Presented a written Overview of the WSOB January board meeting, January Reconciled Financials and Individual Board Member reports to the WSBT Board members.
• Met with DOO and WSOB Chair to discuss various business matters.
• Met with office staff and volunteers office staff and thank them for their continued service.
• Participate in ongoing discussions with Laurie WSO Treasurer.
• Spoke and met with my Mentor and Buddy to discuss my progress and ask questions.

Thank you for allowing me to be of service

Frank Pappano, WSOT

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World Service Office

DAL Report

February 21, 2015

• I have read all the welcome e-mails and responded to them. Thank you for the warm welcome.
• I have joined the yahoo group as asked.
• I have read the reports given on the yahoo group site.
• I am looking forward to working with the office staff and everyone else at this level.

ILAS. Chris Jacques DAL

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WSOB-DAL Report 2/21/15

Attended WSOB Meeting

Learned about the 12th Concept

Attended meetings around Southern California

Spoke to the WSOT on a regular basis

Spoke to Treasurer daily

Talked to the Archives Chair about organizing and placing Archives into the acid free containers.

Keeping track of Unity, and the luncheon. The 3 bids have been submitted. More will be presented as soon as I receive the information.

Thank You.

Jay Hanna

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Timothy Andre-DAL Report-2/19/2015

Since the last meeting of WSOB on 1/17/2015 I performed the following activities:

• Attended the Orange county H &I Meeting to step down as co-chair.
• Attended the Orange County Area meeting to step down as Delegate.
• Joined the H&I WORLD H&I Yahoo group. I had missed the meeting but read the minutes. Turns out only 3 people showed ( the co-chair and 2 members)
• Successfully joined the WSOB yahoo group.
• Participated in the online vote for a vender contract.
• Met with Linda at the office.
• Actively pursued the 3 CPA’s references given to me for bids. I was able to get a hold of all 3. Only 1 (Shawn) turned into me which I forwarded to Laurie. David sent his directly to Laurie. Marc Phelps. I suggest we consider another reference he keeps saying he will turn in, but he does not. I gave him a deadline of this week and I still have not received (2/19/2015). I feel he would be the same as we have now.
• I actively participate in meetings, learning and growing on this spiritual path that has been so freely given to me. Thank you for letting me be of service.

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