January 21, 2017 WSOB Mintues

OPEN MEETING @ 9:00 AM SERENITY PRAYER – Lead by Tim A.

TRADITION 1 – Read by Alesia F.

CONCEPT 1 – Read by Yvette H.

BIRTHDAYS – None

ROLL CALL & QUORUM DETERMINATION

Present were Tim A. (Chair), Linda F., Allison M. (Treasurer), Alesia F. (Vice Chair), Randy M. (Secretary), Kevin M. (WSOT) and Yvette H. (WST).

Quorum is met.

Guests: Jay F.

MOTION to take CAWS 2017 report out of order made by Randy M.; seconded by Linda F. Motion passed with substantial unanimity.

• Working on program draft and will have ready next month.
• Live auction trio to Mau1.
• Met with hotel to get addendum back to trustees for approval.
• Tested microphone system.
• Question: does the insurance cover our event? Linda F. we need information and Linda will get a rider for the event.
• Question: AQP – they want books for fundraising. Can they get the AQP at cost for their fundraising event. A Quite Peace -a question from entertainment.
• Question – the only space the hotel has is behind the front desk for our money safe. We need to discuss what we want to do there. Linda F. – she knows due to experience that we have used safe deposit box behind the desk before, as long as it’s available 24/7 and we can restrict access to it. Can you ask those questions of the hotel? Gary will get those questions answered. Gary: Do we still need a suite for accounting? Linda F. says yes. Still need a room for 4 -5 people to working.
• Question: Alesia F. – Do you know how much to purchase a safe? He can purchase the safe. Problem is a safe can be carried out as well as in. We just need to have it in a secure location where no one knows where it is.
• Question: Yvette – any update on the addendum. They were working on this last night. Finalizing within the next week and sent to you.
• Gary wants to thank Linda for handling the check requests.

CHAIR ANNOUNCEMENT(s)-

1. 1. Linda and her staff has done a wonderful job reorganizing the Warehouse Space.
2. 2. Thank Linda for all her help with the buildout of the Archives room and the shelving of the warehouse.
3. 3. We have 3 Director at Large positions open we need to fill ASAP

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –11/26/2016 MOTION to approve the minutes from November 26, 2016 as corrected made by Randy M..; seconded by Alesia F. Motion passes unanimously.

pg. 2

SEVENTH TRADITION – basket passed.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted Highlights:

1. • Archive room is completed.
   • Continued to work with RR Donnely to get the German HFC II book. Are we still good with the vote to print 500 German HFC’s? They have an event in the middle of May and we’re trying to get books by then. Yvette – what is the cost for 500? Tim says $1,375 plus shipping. Tim speaks that this minimum number would meet our goals – motion back in February.
   • MOTION to spend up to $250 on graphic artist to have the cover done in German made by Linda

F. Seconded by Randy M. Discussion – Kevin M. – would this be in the same font? Yes. MOTION PASSES.

1. • Continue to work with Cameron on the Ca.org. MOTION to pay Cameron for website webmaster conrract renewal and license renewal. MTION PASSES with substantial unanimity.
   • If anyone is available on Feb. 1,2 3 we need manpower for rearranging the shelving in the warehouse. Kevin H. – what do you consider a lot of grunt work? Linda states moving all the stuff into the main office and then re-move them back to the relocated shelves.
   • We have a request from CALA for two (2) A Special Edition A Quite Peace to use as a fundraiser. Linda states this is a good idea as they would be a good marketing for the book. Tim states we’ll put this in New Business.

MOTION to take Guest report out of order made by Randy M.; seconded by Linda F. Motion passed with substantial unanimity.

• • Have moved The Box to the control of the WSOB.
  • Also set up a form site for referrals conference evaluations – now all online. (Through The Box.)
  • Also discussed going back to RegOnline for 2017. Will be ready for March filing.
  • Committee conference call is tomorrow.
  • Also wants to discuss contract previously done with Gateway Hotel. Done with 100 room nights below what we should have. We had trouble last time because we ran out of rooms and it was difficult to get more. Jay ended up getting us an addendum to add room rates. In order to make it easier, let’s wait until the new board meets. He has the previous email discussing the issues (previously sent to Scott), and he has the previous contract signed by Scott and Ira, and the new contract addendum. Rooms are now up to 392 rooms. He has included a spreadsheet. Question: Allison – when we got the bill we had t ask for the detail. How is the discussion made about coffee in the rooms? Or Water? Linda says there were mistakes made and there were items added at the time. Unity brunch was good. Committee made a decision to raise the registration to $40. We can work out any issues with the hotel. Kevin M> a couple of questions, the room rates are increased because people are coming early and staying longer? Jay discusses reasons for increased room nights. Kevin – does this number include the Trustees? Yes. Alesia F – Question
    • – Thank you Jay, last year was a great conference. Kick off dinner was great!
  • MOTION accept contract addendum made by Jay F for the conference and send this cnract addedum to the WSBT TNC made by Linda F.; seconded by Yvette H. Kevin M. asks why did the rooms go up, and Jay discusses the timing, the delegates stating longer. Linda F
    • – says this is also due to more involvement from Europe. Yvette – is this the new addendum. J ay says yes, and he will send a clean one to Yvette. MOTION PASSES with substantial unanimity.
  • As we are in Year 3 of our contract, we’re looking for another extension. So we will be having a new proposal to stay in the Gateway Hotel coming in the Spring. He would recommend 2-year. He has heard that the U.K. may make a bid to have conference in the U.K.

pg. 3

• Also, he is a big fan of the clickers. We have about $1,000 in budget for the clickers. Linda F. – is that something we should buy? Jay will look into the costs. Kevin M. – if you do decide you want to look into other hotels, get a hold of Kevin and he can assist in the search.
• How does the board feel about out-of-state board members? Alesia F. – we would have to change the WSM to cover this. Kevin is not sure that we (in the office) have the ability to have Skype working. Linda F. – they could only be DAL’s and not positions of Chairs, Vice-Chair. Kevin states we need to be sure the system works every time. Everyone agree on that item. This discussion centers around Jay being a possible DAL candidate.

DIRECTOR REPORTS

Chair – Tim A – written report submitted Comments:

1. • Wants to add that we have a couple of big donations Colorado donated $10,000 and New York donated d$9,000.00

Questions:

1. • xx

Vice Chair- Alesia F – No Report

Comments:

1. • xx

Questions:

1. • xx

Treasurer – Alison M-

Comments:

1. • Will be working with Mark Phelps (CPA) on end of year financials, so that there is no delay in getting it prepared for the delegate mailing.
   • She submitted report with the whole year. Did very well and stayed within budget. We’re doing well financially. We need to continue to be prudent about spending. Especially since the next two conventions may not bring in the same amount of money.
   • She has an idea for fundraising. She was sent fundraising opportunities which would be in New Business.

Secretary – Randy M – no report.

Director at Large – Open

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M – written report submitted. Comments:

• • Very long discussion about the Amazon Smile donations. And merchant affinity programs are a problem worldwide. Each area will have to remove themselves. Smile has a list of charities; we need to remove CA from the list. Trustees decided this was not something we wanted to do.
  • Trustees are also looking at expanding our trademark coverage to south Africa, and perhaps even Russia.

pg. 4

• Looking into a trademark violation where some treatment center referral site which is using our logo. Fees from attorney may be forthcoming.

WS Trustee – Yvette H – Written Report Submitted Comments:

1. • We are still working with Gary and Anita on the contract addendum at the 2017 Convention. Same problem with room nights. She’s glad that Wade (PNT) is there to help.
   • We voted to send the previous Treasurer (Laurie and Allison) to the convention to assist the committee. Tim has been waiting for WSBT approval prior to discussing this with Laurie.
   • Trustees want to remind the WSOB that expenditures over $2,000 must be approved by WSBT prior to check issuance.
   • There will be another Trustee at Large position available at the end of the next conference.
   • Looking at three bids for the trademark work for South Africa.

Questions:

1. • Alesia F. – Is it possible that the hotel liason can look into the issue of room rates for the board members is not being charged properly?
   • Kevin M. (to Alesia) – did you go through the website or the number? Tim will talk to Gary. Kevin – if people are being booked outside of the room block, we need to cover those numbers in the overall count.

BREAK

COMMITTEE REPORTS –

Finance – Alison M- No report.

Structure & Bylaws – Randy M.

Comments:

1. • No report due to too early.

Convention – Alison M

Comments:

1. • Conference call last Sunday. Talked about new treasurer. Talked about Sweden and Montreal. They were taking about someone who could take notes for the conference call.

Conference –Linda and Alesia

Comments:

1. • They have a call tomorrow.

Unity – Alesia

Literature, Chips & Formats – Kevin M.

Comments:

1. • Meeting tomorrow.

Hospitals & Institutions – Tim A–

Comments:

1. • Impressed with new committee and new chairman. Who is the chair? Greg, he’s from LA.

Public Information – Tim A.

Comments:

pg. 5

1. • Is still waiting on the invite.

IT – Randy M – no report

Questions:

1. • Kevin M. – WSBT has identified Kevin Trustee for IT. He attended the last conference call. There are items for various online formats.
   • Tim A. – he keeps getting a request from a FaceBook CA member, but continues to decline them. As a Chairperson he wants to stay off of social media. Kevin discusses his Facebook presence.

Archives – Yvette H.

Comments:

1. • Was not able to make this meeting.
   • Archive room remodel is complete.
   • Tim thanks Henry, Linda and Randy M. Tim recommends thanking Linda for her assistance as well.

CAWS CONVENTION REPORTS:

1. 1. A. CAWS 2017- Seattle –Treasurer? Check request – ? Special Request? WSOB volunteers.
   2. a. Had a conference call with Gary. Tim summarizes call for Allison.
   3. b. Linda F. The Special Events chair is asking for 200 A Quiet Peace books for a fundraising. Normal cost is $7.45; cost is $3.5. We could get them a better price on hardcover HFC’s. Linda discussed the reasoning. Question: Alesia how many do we have? Linda – approximately 1200. Question; Kevin M. this goes into the category of “wouldn’t it be nice”, but not necessary. Randy speaks against it. Alesia – she still feels that they’re trying to provide unity. Kevin says maybe we offer a break; but maybe not all the way to $3.5. MOTION to make a 35% price break ($6.50 per book) on A Quiet Peace on orders of five cases or more for the 2017 convention made by Kevin M,.; seconded by Linda F. Discussion is that this if for other areas, as well as for convention. Alesia F. – she thought we were just talking about this convention (friendly amendment). Motion passes with substantial unanimity.

1. 1. c. MOTION to approve check request #13 for registrations made by Linda F.; seconded by Alesia. Question: didn’t we just send them registrations? Linda F. -They are coming in now. MOTION PASSES with substantial unanimity.

1. 1. d. MOTION to approve check request #14 for pens to be included in the registration package made by Linda F.; seconded by Alesia. MOTION PASSES with substantial unanimity.

1. 1. e. MOTION to approve check request #15 for center pieces made by Linda F.; seconded by Yvette. Alesia F. – isn’t this too large? Linda – not any larger than the one they had in Las Vegas. $500 deposit on a $1,000 order. Alesia F – can we add language in approval to limit the height. Kevin M. – his concern and states why it is our business – if they are too large, and may not be able to sell them and then the board would have to deal with them. Yvette H – She doesn’t think it is our business. She thinks we will sell them. She doen’t think it’s appropriate for us to limit. Alesia F – she clarifies that she would buy it if it were smaller. Friendly amendment that we accept the request with a 18 inch measurement requirement – not accepted by Yvette. Kevin – question, can they hold off on this until next meeting.

pg. 6

MOTON to table this motion until next meeting. No second. Alison agrees that it is something the committee is doing. It is within budget and we should trust that they are doing what is right. MOTION PASSES. Point of information, Linda can discuss this with the committee and discuss our concerns about the design.

1. 1. f. Gary mentioned that the hotel has no safe. Gary will find out what the hours are. Gary could provide a safe, but it would be portable. Allison will reach out to 2015 Treasurer as they had a similar problem. Talk to Cary (2015 treasurer). Allison will research and discuss this next month.

1. 1. g. Who is planning on going? Alesia and Randy are planning on going. Tim is going; Linda is going; Allison is going; Treasurer will look at WSOB costs to provide banquets for the Vice Chair and Secretary. Treasurer discusses looking at budget to provide ½ cost of Vice-Chair. Allison – states we do have a small group and feels that it is in our budget, and we will be doing a lot of service work at the convention. Kevin thinks this is something the WSBT should discuss this as an ongoing office expenditure. Linda wants to say we need to be careful making a precedence, as the next two conventions are out of the country. MOTION to pay half of airfare per person for travel to the 2017 Seattle CAWS Convention for Vice Chair and Secretary made by Allison; seconded by Yvette. Kevin M. What is approximate airfare for Seattle round trip? Tim A. Approximately $350.00. Tim comments that with additional room rates and possible count of DAL the cost could be up to $2,000. Friendly amendment to limit this to Secretary and Vice Chair. MOTION PASSES with noted abstention.

1. 1. B. CAWS 2018 -Montreal – Robert F.
   2. a. Minutes were uploaded to the Yahoo! Group.

1. 1. C. CAWS 2019 – Sweden –Johan T.
   2. a. They are still looking for a hotel. Convention minutes were also uploaded to the Yahoo! Group.

1. 1. D. CAWS 2020 – Austin – Susan L.

GUEST REPORTS:

• • Jay F. – Box –Form site ONLINE BUSINESS:

Check requests – MOTION to accept the results of the online vote for CR #11 registration POST IT NOTES made by lINDA; seconded by Alesia. MOTION passes with substantial unanimity.Check #11 Registration post it notes. (The motion was put for check number #12)

MOTION to accept the results of the online vote for CR #12 Golf Tourament made by Linda; seconded by Alesia. MOTION passes with substantial unanimity.Check #12 – Golf Tournament (The motion check #13)

UNFINISHED BUSINESS-

1. 1. A. Organization of the warehouse. Linda needs help February 1st through the 3rd
   2. B. Box and Form site. – Jay F. already covered.
   3. C. CAWSO Dba setup – Linda – (Tabled motion from 11/14/2015 – waiting for Trustee opinion on whether necessary or not) Yvette will follow up on trustee discussion. Kevin – if you look at the LA County website, non-profits need not apply for DBA

pg. 7.

1. 1. D. Look over past guidelines – We don’t fall under present guidelines. We’re better off without specifics. Linda – are we talking guidelines or procedures. Alesia believes it’s covered in the WSM.
   2. E. Referrals from 2016 WSC
   3. a. From other Committees

1. 1. b. From floor:

NEW BUSINESS:

1. • A. WSOB Director(s): 3 open DAL positions open.
   • B. Translation of German book – Where does Amazon get their books? Tom P. is under the idea that Amazon printed their own books. Kevin states this was an old service and Amazon discontinued. Could we use them for European Region? – already discussed. Linda – she talked with someone who sells books on eBay; sometimes they store the items, and sometimes they send the inventory to another storage place. Cost to the customer is between 12 and 25 percent. Linda to check into Amazon sales in Germany.
   • C. Translation of the Service Manual – This a referral.
   • D. Flowers for Bereavement – there were losses in the family of CA office works. Kevin supports; leaves open for the Chair and Linda to decide. Linda – personally knows their situation and they have expenses with the arrangement, and would like to ask to send them the cash in lieu of the flowers. Allison – doesn’t think it’s our responsibility to help them financially; flowers are good, though. Alesia – suggestion is we provide gift card in lieu of flowers. Randy agrees with Allison and Kevin’s comments. MOTION to accept the results of the online vote for CR #12 Golf Tourament made by Linda; seconded by Alesia. MOTION PASSES with substantial unanimity.
   • E. CALA Donation – they have asked for two Special Edition: A Quiet Peace for fundraising event. MOTION to provide two Special Edition Books to CALA for fundraiser made by Kevin; seconded by Alesia. MOTION PASSES with substantial unanimity.

F.

EXECUTIVE SESSION –

1. 1. A. Linda – Having voted in executive session, we are submitting pay recommendations to the WSBT.
   2. B. Staff – Sheila and Adriane – Having voted in executive session, we are submitting pay raise recommendations to the WSBT.

NEXT MEETING(s) – February 18th, 2017 at 9am

MOTION to adjourn at 12:25 made by Kevin M., seconded by Randy M. Motion passes unanimously.

For attachments see: 2017-01-21_WSOB_Minutes_final