Jan. 16, 2016 – WSOB Minutes

WORLD SERVICE OFFICE BOARD FINAL MINUTES

January 16, 2016

OPEN MEETING @ 9:30 AM with the serenity prayer.

SERENITY PRAYER

TRADITION 2 – read by Chris J.

CONCEPT 2 – read by Ira L. – Ira comments we need to always remember that any major changes have to be approved by the conference floor.

BIRTHDAYS: None

ROLL CALL & QUORUM DETERMINATION

Present were Scott S, (Chair), Laurie R. (Treasurer), Linda F. (DOO), Ira L, (WST), Frank P. (WSOT), Chris J. (DAL), Tim A. (Vice Chair), Alesia (DAL) Randy M. (Acting Sec.). Visitors: Allison.

Absent: Morgan T. (DAL)

CHAIR ANNOUNCEMENT(s)-

1. Extended break for preparation of budget.
2. Two possible online meeting voter calls – job description & DOO review raise.
3. Chair will review how online motions are handled. Conversations will be separate from the voting motion – leaving only one voting thread to look at. Motion maker to set date to close discussion. Also, set a date for close of voting. Maker can send out reminders, if desired.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –12/12/2015 – MOTION made by Frank P. to approve the minutes of 12/12/15 with changes, seconded by Linda F. All in Favor, with one abstentions, motion passes.

SEVENTH TRADITION

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – written report submitted

Highlights

Staff are working with bookkeeper / Treasurer to work with Quickbooks. Created new items numbers.

Final proofing of HFC completed. Only one more read through in case anyone wants to take a final read.

Fellowship in Russia have reached out to us to send 7^th

German fellow ship has translated the HFC in German. Courtesy rate to provide translation is $3,450

DOO will be travelling to Colorado for Public Information summit.

Move in to new location is delayed. Current tenant wants more time. There will be a motion in new business to accept the new terms

68 E-books have been sold. Another royalty check received.

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150 new specialty chips sold.

We need to discuss accepting foreign checks for online store sales. (One item we lost $108 due to this rate change.)

Special A Quiet Peace printing – Ordering 1,000 and we need to discuss how to disseminate.

Pacific South Region meeting is 2/13/16.

Chicago has 45 registrations. Revenue: $9,655.00.

Questions:

1. Ira L.
   1. – Kern proof cost – is that in line? DOO says yes, similar to other. Follow up is how many books can we sell? DOO says we are cautious with quantity of original order. What is fellowships projection of initial sales. What is selling price? $9.95 equivalent.
   2. – He was also invited to the Public Information deal in Colorado. Would CA office suffer if DOO s gone? Only out for two days; no problem.
   3. Check from overseas where we lost money due to conversion. (new business)
2. Chris
   1. Ask what is reasonable cost for flight to Chicago? Check Expedia.com ($350?)

DIRECTOR REPORTS

Chair – written report submitted.

Highlights

Lot going on – will be new business item regarding new space lease. He gave them options that work for us. They will accept pushing off until September.

Bids on the move received and are less than proposed budget. Current bid is half the proposed budget. Includes bolting of storage racks. Will be hiring shredding company to get rid of paper over 7 years, unless archival items. File cabinets will be used to move these documents.

Individual offices will contain respective file cabinets. Warehouse is to be a working space.

Will be selling racks. Will need special shipping boxes. Should be done by April. Probably sell for 25% over cost.

Questions:

1. Frank – happy about moving into new space. Trustees want to know are we confident cash flow will be sufficient to deal with new lease? Chair reports yes. Current cash looks better than expected. He will work with Treasurer on projections. May need to tap savings for upcoming costs, operating costs may not cover them. But possible that operating income will be sufficient to support the move. There will be a cash flow and projection report. Follow up thank you for returning money to savings. Chair states operating account has been able to handle several additional costs normally coming out of other accounts.
2. Ira – has advocated for copier and the move. Trustees are smart to review our financial reports to insure the Board can handle all of these costs. Concerned new books weren’t purchased from Publications funds. Should the translation costs come from Publication reserve? Policy is set for returning money to the publications fund. Money for the books should have come from publications fund. Operating account should have been reimbursed for books purchased (Quiet Peace). Laurie wants to confirm whether or not the reimbursement has already been made. Laurie to review. How much money needs to

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be restored? – Scott. Discussion deferred until facts are discovered. Chair agrees with Ira.

Chair – translation cost – we will have to investigate what was done previously.

3. Alisa – can Linda go back and check whether or not reimbursement was done.

Vice Chair- Tim – report submitted.

Highlights

No further items.

Questions:

1.Ira L. – does this body need to re-affirm the online voting? (later in the agenda.)

Treasurer – Laurie R – written report submitted

Highlights

Chair – note the fact that the savings account is at $32,405.75

Discussion of purchasing IRA accounts. Recommendation is to leave it alone. Questions:

1. Ira L. – Thanks for report and for submitting early in the week. Looks to be in good shape. Does it match budget? He would like comparison numbers. Laurie has preliminary budget to actual report. She doesn’t want to distribute until the report is ready.
2. – at the board to board meeting – he wanted a feeling if we are in line with budget to actual for salaries. She reports we are right on budget.
3. Chair – was there an entry supposed to be make on January 2? Do we need to carry deferred items? The answer is “yes”, and Laurie will include these items.

Secretary – No report. (No secretary)

Highlights

Director at Large – Morgan – absent no report.

Highlights

Director at Large – Chris – written report submitted

Highlights

Coin Frank showed a coin that was produced from different vendor. Told Latest Thing they cannot resale. Current cost for new coin is under $8. Trademark would have to be fixed on the coin (unreadable). Currently paying a little over $9. Epoxy coins can come close to that. We would have to stock.

Frank – how much is die? We were paying $200 to Wendall – the Latest Thing was half of that. There would $100 for each year. Have to discuss once formal bid is received.

Director at Large- (in waiting)

Highlights

TRUSTEE REPORTS

WSO Trustee – Frank P – written report submitted

Nothing further to add.

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Frank – He reports payroll data has been provided to the Trustees.

WS Trustee – Ira L. – written report submitted

He has email conversation with Jay of the conference committee. May be breaking anonymity with issuing reports. Jay’s opinion is that members are encouraged not to use their full name – potential is there for anonymity to be broken. Only is during Roll Call (would be redacted prior to issuance).

Want to remind this board the next board of trustees meeting is February 26 – 28^th. Wants to thank Linda for her help on the special edition Quiet Peace book.

Still working on 2018 convention contract but it is iminent. Will disseminate as soon as available.

Questions:

1. Laurie – once approved; will it need to be approved by this board? Ira says no. Laurie to investigate.
2. Alisa – What is the additional room nights? Just room nights we are guaranteeing – should be 2018. Is that addition money? yes, $10 rebate per room-night.

COMMITTEE REPORTS –

Finance –Laurie – written report submitted.

1. Disseminated P&L Report preliminary numbers. Several literature costs will be reduced from what is shown. Will be corrected with actual costs. These reports should not leave the building.
2. Reports need to go the finance committee.
3. Highlights
   1. Income side – no big surprises. Exactly on budge. Right on track with projections.
   2. Changes the equations are the convention incomes / expenses. (deferred to Jan. 2016)
   3. Expense side – $5 or $6,000 is the difference between “actual cost” and retail. Overbought on chips and literature. Sales were higher as well. Shipping costs were higher than projected. Office also. (coding issues) bottom line is over budget. (legal fees were additional) (bookkeeping fees were higher as well). Extra spent on setting up the new Quickbooks. Big over line item was Drug Court. Finance committee only projected $1,000 by mistake. Will go down for next year – also “retail cost”. Conference committee was several thousand over budget. Summary: Expenses are still in line with projections.

4. Questions:
   1. Scott – two points. Net effect of conference over budget is roughly $4,000. And, there are several expenses which are overstated due to “actual cost” v. “retail cost”. Another thing is that we’re restructuring Chart of Accounts. Point is we bought more than budgeted, but the products are in inventory – not lost money. Costs associated with web site development were capitalized. FYI – trustees are under budget because some trusteed don’t submit expense reports. Conference – still examining the numbers. There are a couple of items which were horribly under budgeted. CPA will take finalized P&L statement to prepare — .
   2. Frank – can you explain capitalizing? – turning expense into asset. (Like buying a banner.)
   3. Ira – concerned about capitalizing website. Has this been done in the past? No, but Chair said it should have been. He’s concerned as it has never been done. Outside accountant has agreed with this change. He’s also concerned about $8,000 over on chips? We purchased a lot more chips than expected. When product is warehoused, but not sold, they are then adjusted on the P&L statement. DOO added that there was additional

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inventory which we did not normally keep. ($5,600 represents inventory in stock which will be sold). It had appeared before on prior reports but in a different line item. Also concerned about the Conference Committee being over budget. He wants to see this corrected. It should work the same as conventions. Laurie says they have discussed this. All of the conference committees should be staying within their budget. They should be made aware of what their budgets are. Chair states conference committee members may have made purchase decisions beyond their authority. Board of Director on the Conference Committee must approve any over budget items. Ira agrees. Alisia states what was discussed at the beginning, was that the dinner was supposed to have been included.

d. Allison – responds to capitalization of web sites. It is typically done in the corporate world and is approved by the IRS. Ira states most businesses are for profit, but non-profits may need to look at assets differently. Laurie affirms this is the proper way to have it on the balance sheet.

e. Chair states our budget needs to include asset purchases, including how to pay for it.

Structure & Bylaws –Scott – Written report submitted.

Highlights

We should have a 2016 WSM out soon.

Convention – Linda, Ira – Convention as a call tomorrow at 3:00PM. Nothing new to report.

Conference –Linda, Ira –Conference has a call next Sunday.

Unity – open – Once new board members are ratified, we need to fill this position. Linda – new logo has been updated to the new website (celebrate around the world.)

Literature, Chips & Formats – Chris – written report submitted. Requested input from committee – got no response.

Hospitals & Institutions – Tim – chair missed the meeting so no meeting.

Public Information – Morgan – N/A

IT –Linda & Scott – New Website. Linda- FYI everything on old website is being kept up to date. She is still working with Yves for information on the new website. Working with him on the online store. Cameron has communicated with Marius about setting up the online store. Project go live date but it’s still preliminary.

Chair – still working on Terms and conditions. Not going though IT committee; going through the board. The goal is still by the end of January.

Archives –Frank P. & Linda. Frank – will be meeting next Saturday. Software has been purchased and information is being added to the digital archive. Geared toward Chicago. In Cameron’s hands.

CAWS CONVENTION REPORTS:

1. CAWS 2016 – Chicago – Board to approve Chicago opportunity drawing artwork. Opportunity Tickets went out with it without approval. We don’t have a copy of the artwork. Board should review convention committee reports. We should get package of bids with recommendations.
2. CAWS 2017 – Seattle – Board to approve Seattle hotel contract. Board to approve Seattle artwork (if ready). Similar problem as Chicago. Convention committee meeting is tomorrow.
3. CAWS 2018 – Montreal – Board to approve Montreal hotel contract (if ready). Ira reports contract is not ready.
4. CAWS 2019 – Sweden – Chair – are they on their timeline? Linda will review. Linda saw rumblings in New York for 2020 convention.

GUEST REPORTS:

1. Randy M. – Thanks the Board for this opportunity to serve as Secretary.
2. Alesia F. – No report.

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ONLINE BUSINESS-

1. Confirmation of online vote to approve motion to approve CAWS 2016 Website artwork.
2. Linda makes a motion to approve Chris seconded. some opposition one abstaining. Four yes.
   1. Ira L. Fifth concept statement – looked at actual artwork on the website and one of the pages clearly has the hotel listed. Should not endorse an outside enterprise. His opinion is that this is a tradition violation. Chair question: How do we direct attendees to the correct hotel. Answer is that the hotel is listed on the registration.

UNFINISHED BUSINESS-

1. WSOB Director(s): Trustees response to come. No open positions at this time. Ratification of the board of directors will be done at the February meeting. There will be another position available. We will be submitting a slate for the World Service Office Trustee. Slate for WSOB is due (idk).
2. ORG website Current and New (Linda and Scott) already discussed.
3. European Fulfillment Center -Morgan and Scott – Nothing going on. We don’t seem to be in contact. We have expressed our interest in seeing how we can help. Please let us know what we can do. Frank – he received email from European member asking if we really needed this. Got no response. Subject then died. Chris – doesn’t see a need to have this on the agenda. Nobody appears to be interested.? Chair states board is still tasked with this. Perhaps, region may not be interested. Tim – European Trustee can be approached. What is her feeling? Laurie – Russell had spearheaded this, and she has received push back on removing it from the agenda or lowering the line item in the budget. Conference has directed the board – so has to stay on the agenda. Ira – agrees with what’s been said – agreed with Chair to ask European Regional Trustee.
4. Meditation Book – Status update & 35th Anniversary Edition (Ira) – moving forward – now talking about actual design. Set up for slip case, and design for the cover. Looking at April delivery date. Thanks Linda for her continuing help. Still looking at white slip cover. Frank confirmed the numbering will be included in the preparation process.
5. e-booklets (Keith – Morgan) included in DOO report.
6. Meeting Formats in a Pocket _______ and Linda- on hold.
7. Office Lease (February 2016) – Scott – update report included.
8. 800 number – – Nobody is assigned to this. Need to take a hard look at this in February.
9. Trademark/ We’re here and we’re free – Ira-Bernie – Chair has seen emails. Are we up to date on markings? Linda states we received another request for information. We need a list of all markings and their status.
10. New CAWSO Online Registration Laurie-Marius – been reported as part of DOO.
11. New birthday envelope – Linda (Tabled motion from 11/14/2015) Waiting to approve until we have corrected address.
12. CAWSO Dba setup – Scott/Ira – (Tabled motion from 11/14/2015 – waiting for Trustee opinion on whether necessary or not)

NEW BUSINESS –

1. Linda made the Motion to approve the extension of our existing office lease at the current rate with Watson Land Company through August 21, 2016. Ira L seconded. Chris wants to clarify terms. Passes unanimously.
2. Discussion about foreign currency conversion. We have typically received the burdens on foreign currency conversion when paid by check. (delayed due to check). Allison – do we tpically take these to a bank? Bank of America? Sometimes the Banker will adhere to the date of the check. Laurie’s been our negotiator with the bank – Relationship manager. Chair requests Laurie to ask Relationship manager about this issue for future checks. Alisia – is there also a gain? Does this offset? WSO to report on overall historical activity report on foreign currency. Laurie – in the past

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there was $25 charge for foreign money on top of the conversion charge. Linda – does not occur on invoices generally; happens a lot for Canadian money.

C.  Quiet Peace – do we need to revise motion as what we are going to do with the first “xx” quantity of books. Motion will come next time. How many and what number to Archive. How many and what numbers go the conventions. How many and what numbers go the conventions for sale. How many and what numbers go to online store. Laurie – have we placed the order for these books? Yes. Laurie – for Ira – they come shrink wrapped – how they are numbered? They are to be numbered before shrink wrap. They will come with numbers listed on the box.

D. Problem with next meeting date. Can we make the next meeting February 20^th.

E. If office is paying for air fare, need to coordinate with Linda. Coordinate registration with Linda for items that will be covered by office. Half of hotel room may be covered. Basic registration will be covered. Linda makes sure we’re on the master list for hotel room coverage.

EXECUTIVE SESSION –

NEXT MEETING(s) – 2/20/16 – at 9:00 A.M.

Motion to adjourn made by Chris, seconded by Tim A. Motion passes. Meeting adjourned at 1:20 P.M.

Respectfully Submitted,

Randy M.

 

Guest / Acting Secretary