June 10, 2017 – WSOB Minutes – Draft

WORLD SERVICE OFFICE BOARD MINUTES

June 10, 2017

OPEN MEETING @ 9:00am

SERENITY PRAYER – Led by Tim A..

TRADITION 6 – Read by Alesia F.

CONCEPT 6 – Read by Kevin M..

BIRTHDAYS – any birthdays?

ROLL CALL & QUORUM DETERMINATION

Present were Tim A. (Chair), Alesia F. (Vice Chair), Linda F., (DOO), Randy M. (Secretary), Kevin M.

(WSOT) and Yvette H. (WST).

Absent with consent: Allison M. (Treasurer),

Quorum is met.

Guests: None

CHAIR ANNOUNCEMENT(s)-

1. We have 3 Director at Large positions open we need to fill ASAP

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 4/15/2017 MOTION to approve the minutes from April 15, 2017 made by Randy M..; seconded by Linda F. Motion passes unanimously.

SEVENTH TRADITION – Basket was passed.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted

Comments:

• SR 14 mailer is scheduled to go out before the Seattle convention.
• Working on conference. RegOnline is already set up and we have money coming in
• Carpeting bids have been pared down from 9 to 3. Working to improve cost. $500 fee to add Scotchguard. MOTION to spend $500 for the Scotchguard made by Linda F.; seconded by Randy M.. Kevin M. how long is the lease? 3 years. How long does the carpet last? 3 years. How long does Scotchguard lengthen the time down. Does not impact. Tim A. Can they do it from a Friday to a Sunday? Yes. Still talking to movers. MOTION passes unanimously.
• Getting set up for Drug Court – will start one week after convention. Running everything through the PI chair.
• Posted the NewsGram for our review and approval. MOTION to approve the Newsgram with proof-reading edits made by Linda F.. Seconded by Yvette H. MOTION passes unanimously.
• There is a request from Kendal asking if we can accept royalty payments through electronic transfer. MOTION to set up royalty payments to go directly into the operating account made by Linda F.; seconded by Randy M.. Kevin M. Doesn’t know why we have to have a motion for that. Linda believes the reasoning is to document the change so that the Trustees may review for traditions violation. MOTION passes unanimously.
• Notes the celebration of life for Richard Leve at his home group. DOO report has the details.

Page 1 of 6

• Seattle chair is not available. Opportunity Winner has made arrangements. She also has reviewed the list with Laurie and Allison. She made copies of check requests. (2017 report)
• Credit card machine has been ordered for Sweden fund raising.
• Snapshots for convention registrations are included in her report. She sees registrations on the low side. Report says 311 but it’s likely 315. Kevin M is concerned that Seattle doesn’t have the local fellowship as Chicago did. Is there any reason why registrations are low? Linda reports that Gary remains optimistic.

Questions:

• Kevin M. – one thing earlier in the report – the credit card machines ordered for Montreal. There was just one. There were some concern about currency conversion. Linda: All in Canadian dollars. Good to know Linda is on top of the currency conversion.
• NewsGram – is Heidi still looking for a replacement? Yes, and two people have expressed an interest in taking that up.

DIRECTOR REPORTS

Chair – Tim A – written report will be submitted

Comments:

• None.

Questions:

• None.

Vice Chair- Alesia F. – No report.

Comments:

• None.

Questions:

None.

Treasurer – Allison M. – Not present – But Chairperson Tim A. brings up the following:

Comments:

• She wanted to discuss the transfer of funds to cover the convention, conference and office expenses. MOTION to transfer $10K from Savings to operating account made by Alesia. Seconded by Kevin M. Linda F. – is there a 90 day waiting period before we can transfer money again? No, Allison said we could transfer $5K at a later time. Kevin – if this motion passes then it must go back to the WSBOT, correct? Yes. Allison likes to minimize the amount of money in the operating account. Treasurer has investigated and feels $10K is the correct amount. Linda F. – she doesn’t think that is enough, and discusses current balances. We owe the trustees almost $10K. Also discusses how sales during the summer are typically lower. She speaks against the motion. Alesia – when we are at the convention, does the money come in while we are there? Linda – RegOnline money goes into another account for reconciliation prior to getting to the operating account. Tim points out that this is the recommendation of the Treasurer. MOTION passes with noted abstention.

Secretary – Randy M – Written report submitted.

Comments:

• None.

Director at Large – Open

Director at Large – Open

Page 2 of 6

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M

Comments:

• Short period since last meeting. Nothing new to discuss. International structure and development meeting tomorrow.

WS Trustee – Yvette H – Written Report Submitted

Comments:

• Nothing new to report. Preparing for the quarterly. Is there anything the WSOB needs of the trustees? Quarterly reports are due by the 18^th.
• She has received information back from the attorney regarding the CA logo.
• All the contracts are done except Sweden. Should be sometime next week.

Questions:

• Linda F. When are the quarterly reports due? June 18.

COMMITTEE REPORTS –

Finance – Allison M-

Comments:

• ON the phone with the Treasurer. She can transfer funds any time. Allison discusses how the bank transfers work. She can always review the QB file as well as the bank statements. Kevin M. – is bothered by the fact the checks written represent a $19K deficit. Allison needs to see payables. Alesia F. – how much money do we have without transferring the money? We keep saying we’re over. Does the $10K cover the expenses? Alesia F. – her question is to find the real issue. Kevin states the reason is that the DOO has a clear opinion about the bank balances and needs to be reviewed. Yvette points out that this number is for today, and more can be transferred at a later date. Kevin, then, states he can’t sign the checks without confirmation the funds are available. Yvette clarifies that not all checks have to be sent out right away. Tim A discusses the policy of signing checks. Linda F. – can we modify the motion for the trustees to approve the $20K. She still thinks there’s a 90-day policy. Kevin clarifies that is not the case. She discussed how this is a similar amount to previous years. Alesia F – Asks Allison if she would accept an amendment to up the amount to $15. MOTION to rescind the previously approved motion for funding from $10K made by Kevin – Alesia F. seconded. MOTION passes unanimously. MOTION made by Allison to request the trustees for approval to transfer $15K from the savings account to the operating account. Seconded by Alesia F. MOTION passes unanimously.

Structure & Bylaws – Randy M. – written report submitted.

Comments:

• None.

Convention – Tim Andre -No report. Missed it

Comments:

• None.

Conference –Linda and Alesia

Comments:

Page 3 of 6

• Conference committee is working on the SR14 mailing.

Questions:

• Yvette – have they had any luck looking for a new hotel site? Linda: They are looking and getting bids, but no progress has been made. Not an SR14 issue. Our contract for the Sheraton Gateway is ending this year.

Unity – Alesia

Comments:

• Missed the conference all.

Literature, Chips & Formats – Kevin M.

Comments:

• There has been no meeting since his last report.

Hospitals & Institutions – Tim A– Report Submitted

Comments:

• Missed the all.

Public Information – Allison M. – not present.

Comments:

• Working on the Drug Court.

Questions:

Kevin M. – is the Drug Court expenses coming out of the PI Budget? NO – it is staying in the office budget. Linda – part of the reason it that the budget had already been approved before it was decided that the Drug Court would come under the PI Subcommittee. Tim A. states it was something other than that, too.

IT – Randy M – written report submitted.

Comments:

• Reads from the report.

Questions:

• Linda needs the name of the new vice chair.

Archives – Yvette H.

Comments:

• Nothing new. Still working on the maps and getting interviews of founding members.

CAWS CONVENTION REPORTS:

A. CAWS 2017- Seattle – Check request – ? Special Request? Transfer of funds

1. MOTION to approve check request #40 for Entertainment (musical bingo) in the amount of $1,000.00 made by Linda F.; seconded by Randy M.. MOTION PASSES with substantial unanimity.
2. MOTION to approve check request #41 for Programs (printing of 100 programs) in the amount of $1,626.24 made by Linda F.; seconded by Randy M. MOTION PASSES with substantial unanimity.

Page 4 of 6

B. CAWS 2018 -Montreal – Robert F. – RegOnline is in the works. Waiting for Yves to finalize the French translation. Tim A. Will it be ready at the end of the Seattle convention? Linda: Yes, it will go live on the Sunday night of the convention.

C. CAWS 2019 – Sweden –Johan T.

Comments:

• Contract should be ready by next week.

D. CAWS 2020 – Austin – Susan L. Comments:

Contract for Austin is signed. Made the first payment. Alesia F – She thought that it was brought up last year that the WSOB had not had a chance to review it. Tim A. – we have a copy that we can review? Yes. Linda can make this available. Linda F. – she has two versions, one is highlighted with costs associated with the contract.

GUEST REPORTS:

• None

ONLINE BUSINESS:

• None

UNFINISHED BUSINES

1. Look over past guidelines –Alesia is still working on it. Kevin clarifies requirements for the Board.
2. Process and procedures updated in the book – Still scheduled for completion in July.
3. Employee Handbook updated – up to about 90% now – will be completed before convention.
4. Translation of German Book – Proof read -Linda did the proofing. Currently with the Trustees.
5. CA Literature Translation Process – email process to the board for review prior to committee working on it.
6. Office carpet – deciding among three bids.
7. Referrals from 2016 WSC

1. 1. From other Committees-
   2. From floor:

NEW BUSINESS:

A. None

Page 5 of 6

EXECUTIVE SESSION – DOO

The operation of the WSO was discussed.

NEXT MEETING(s) – July 22, 2017 at 9am

Motion to adjourn at 12:05PM made by Kevin M..; seconded by Randy M.

Page 6 of 6