Minutes of the Meeting of CA World Service Office Board of Directors
June 20, 2015
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 9:30 am by Chair, Richard L.
II. Tradition 1 – Read by Morgan
Ill. Concept 1 – Read by Scott
IV. Birthdays – Richard 31 yrs., Ira 19 yrs., Morgan 5 yrs.
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Linda F. (DOO), Scott S. (DAL), Chris J. (DAL), Jennifer M. (DAL), Frank P. (WSOT), Ira L. (WST), Tim A (Vice Chair), Morgan T. (DAL). A quorum is established. A quorum is established
B. Board Members Absent: Laurie (Treasurer), Jay H. (DAL)
VI. Guests Present:
VII. Chair Announcement: Recap of the Convention. Thanks and praises Earl H. and committee for putting on a fantastic convention. It was a difficult task, especially with the working with 4 states working together, meeting virtually every month to put it on. It was the first and only convention where all the convention committee members met on the Wednesday prior to the convention.
VIII. APPROVE THE MINUTES OF THE PREVIOUS MEETING (May 9, 2015)
- Motion to approve minutes by Ira seconded by Tim, with one (1) abstention.
IX. SEVENTH TRADITION – Can passed
X. GUEST REPORTS – None
XI. ONLINE BUSINESS-
- A. 6/22/2015- Motion to move forward from switching from Telepacific to Time Warner-Beginning with 15m x 2m. 2nd with a Friendly Amendment to choose the one for 35 mb as discussed in the meeting. Discussion took place. Call for Vote: 7 Yes, 1 No, 2 Abstentions. Motion passed.
OLD BUSINESS-
A. WSOB Director Openings. Still have openings and we will need a slate.
B. CA.ORG website Current and New (Linda and Richard): Richard spoke to Eve and Cameron, they are waiting on some final items to finalize. Keep an eye on email for information that will be coming through and will need voting.
C. European Fulfillment Center -Meeting with Russell in Vegas-Morgan. Conversation was on hold due to Russell being out of pocket. They are still trying to get 3 bids of 2 different kinds. (3 Fulfillment Center Bids & 3 API Bids). Discussion on questions as to how the EFC works.
D. Meditation Book – Status update (Linda) – SEE BOOK SALES Reports. Down to 3 books of the first version. Being sold for small orders of 1-3. Sending out all the same books per order. 1st version will be a collector’s item. 3,571 of 2nd Version in stock.
E. a-booklets (Keith – Morgan) – Call into companies to ask about formatting. Meditation book is showing up as a page and half when brought up with a-booklets.
pg 1
Amazon & Barnes and Nobles will be the venues used for a-books. Roll out will happen
MOTION: Frank P will make a motion that the ebook A Quiet Piece be formatted to mimic the 1 page-1 day format for printed book. Chris seconded. Open for discussion. Ira opened up for a friendly amendment “if reasonably possible”. Left for discretion of 000, Linda. REVISED MOTION: If reasonably possible, eBook A Quiet Peace to be formatted to mimic the 1 page, 1 day format as with the printed book. (Passes with noted opposition)
F. IT Report , Reg online, New Cable service (Linda). Would like to recommend changing Internet/Cable service providers. Linda submitted comparison charts. Discussion over 3 quotes and services providing. MOTION: To move the changing of our cable/internet provider to online business. By Scott S. Seconded by Ira. Passes unanimously.
Further discussion about our 800 number transferring to a local number for those in need. Is it still relevant with the internet? Only value to point people to area
hotlines. Possible to change the scope of the 800 number services. (I.e. refer callers to CA website)
G. Fiscal Year (06/30/2015) to a Calendar Year 12/31/ (Laurie and Scott) update. Scott spoke on what to be expected coming up with this change. Inventory will be taken and adjustments made. July will be cleanup of fiscal books. CPA will assist and begin their duties. 12/31 another physical inventory done and books closed. New calendar year will start.
H. Update with the CPA Firm- Laurie – Scott
I. Copyrights foreign and domestic- Ira. Received correspondence that needs reviewing by our Attorney.
XII. OFFICE DIRECTOR REPORTS
A. Director of Operations- Linda
Linda Submitted Written Report. MOTION made to activate security system for $240/yr with monthly fee of $20. Seconded by Scott. Ask for caveat for no termination penalty in the event we have to move. Lease is up Mar 2016. Motion passed unanimously.
MOTION: To buy a new display up to $1300. Seconded by Frank. Discussion took place amongst group. Passed with 1 abstention.
XIII. DIRECTOR REPORTS
A. Chair – Richard L. – Report Submitted
B. Vice Chair- Tim – Report Submitted
C. Treasurer – Laurie R: Submitted written report
D. MOTION: Scott to take Laurie’s REG ONLINE request to be moved to online business. Seconded by Morgan. Passes unanimously
E. Secretary – Jennifer – Report Submitted
F. Director at Large — Scott S. – Report Submitted
G. Director at Large – Jay H – Report Submitted H. Director at Large – Morgan T.- Report Submitted I.Director at Large- Chris – Report Submitted
XIV. TRUSTEE REPORTS
A. WSO Trustee – Frank P. Reports Submitted
B. WS Trustee – Ira L. – Reports Submitted
XV. COMMITTEE REPORTS –
A. Finance -Linda, Laurie
pg 2
B. Structure & Bylaws -Open
C. Convention -Richard, Linda Put in an SR14. Looking to approve their new guidelines.
D. Conference -Linda, Richard, Ira SR14 Delegate mailing went out yesterday. Check your email
E. Unity -Jay H – No Report
F. Literature, Chips & Formats – Chris 2 redline docs submitted with SR14
G. Hospitals & Institutions – Tim. Participated in calls
H. Public Information – Morgan – Down to 3 information pamphlets. Held meeting
J. Archives -Frank P. & Linda -Will be bringing in a chip that was from Kenya 23 years ago.
XVI.CAWS CONVENTION
A. CAWS 2015- Las Vegas: Registration 1145, $118,351. Received hotel bill and will start reconciling. Ira asked about the laptops that were purchased for Office use. They are available.
B. CAWS 2016- Chicago- Registration forms and RegOnline Available. Receiving minutes and donations.
C. CAWS 2017 – Seattle- No Report
D. CAWS 2018- Montreal – No Report
E. CAWS 2019 – No bids submitted
XVII. NEW BUSINESS- None
Referrals-
EXECUTIVE SESSION – None needed
NEXT MEETING(s) – July 18, 2015 @ 9:00 a.m.
MOTION 2:16 p.m. Motion to close by Tim and seconded by Ira. Motion passes unanimously.
Meeting adjourned at 2:16 p.m.
Submitted by Jennifer Molina, WSOB Secretary
pg 3
World Service Office Chair Report
June 20 , 2015
• I continue to 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 the WSBT Chair
• I have phone conversations with the WSOT
• We have a monthly staff meeting with the Office Staff
• I Communicate daily via phone, e-mail and in person with the DOO and the WSO staff
• Communicate regularly with the 2015 Convention Chair
• Communicate and met with the Treasurer and signed and delivered Checks
• Working one-books with Keith and Linda
• Been involved with all translation projects.
• Reviewed all office bills and payments (signed all checks)
• Communicate with Yves on the New Website.
• Continue to Communicate with Russell on the Fulfillment Center
• Communicate and meet with our in house bookkeeper
• Review all bids before being presented to the board
Submitted by:
Richard L. WSOBChair
pg 4
CAWSO – Director of Operations Report
June 20, 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.
• Office Update:
- Are we interested in activating the Security System for $20 per month? ($60 per quarter – $240 per year)
- Keith and I are working with RR Donnelly on making the Conference Approved changes to HFC
- The office will be closed for ordered as the staff and I will be doing inventory on June zs” and so”.
- I would like to move forward with making the switch from Telepacific for phone and internet to Time Warner Cable. We will save approximately $200+ monthly.
- Royalty agreement for South Africa has been requested.
- Royalty payment from Holland has been received and they are currently up to date.
- Staff meetings are held regularly and we continue to adjust job responsibly and train employees to learn additional skills and tasks.
• NADCP- July 25-30
- As usual we will send 13 cases of HFC II
- 350 sets of our pamphlets, a literature rack and pens for giveaways
- Also we will send our displays, sample chips etc.
• CAWS 2015 Conference – is working to move ahead with our new hotel
- RegOnline Conference registration is available
- Registrations: 27 Revenue: $829
- All the updated forms and documents needed by delegates are live on the website. o The SR 14 Delegate mailing was sent out on June 18, 2015
- ATTENTIONWSOB: I will register everyone for the Conference-with a basic registration which will include the flash drive delegate notebook.
• Please let me know if you wish to purchase a Delegate Notebook (hard copy) – $20
• Please let me know if you wish to purchase the Unity Breakfast for $10 scheduled for Friday morning from 8 to 9:30 am.
• A Complimentary Meet and Greet Dinner is planned for Wednesday Evening from 5-7 pm (walking distance off site)
• We cover Yz hotel night from Wednesday through Saturday night with check-out Sunday.
• You will receive a $40 per prepaid meal allowance for your Conference stay. (Wed. and Sunday are half days so you will receive $160 for food allowance.
• Please fill out the registration form and turn into me ASAP,
• CAWS 2015- Las Vegas –
- Registrations: 1145 Revenue: $118,351
- We are waiting for the hotel bill before we can close this event.
- We have added the left over CAWS 2015 memorabilia to the online store.
• CAWS 2016 – Chicago –
- Registration forms, and RegOnline are available
- Registrations:4 Revenue:$525
- CAWS 2016 opted to handle the selling of their pre-convention T-shirts themselves – so they have been shipped to Chicago.
• CAWS 2017 – Seattle – No report at this time
• CAWS 2018 – Montreal – No report at this time
• CAWS 2019 – no bids have been submitted to date.
Respectfully submitted: Linda L Francisco, Director of Operations
pg 5
WSOB- Vice Chair
June 13, 2015
The following are the activities I have performed since our last meeting
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- Participated and was of service in many aspects of the World Convention.
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- I participated with H&I on the phone conference and discussed the different sub-committees work. June z”
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- Attended the Orange County Area meeting.
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- Stopped by the office to see Linda. Picked up materials to participate in Freedom fest.
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- Attended/was of service at the Freedom fest from 9-4 on June 13th
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- Attended /was of service at the Orange county H&I fundraiser.
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- Stopped by the office June 16th, to see if Linda needed anything and also return items from the fest.
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- Kept in Communication with the WSOB-Trustee (Frank) and DAL ( Chris ) Thank you for letting me be of service
Gratefully,
Tim Andre
WSOB Treasurer’s Report
pg 6
June 20, 2015
- I have been in constant communication with the Chair, 000 and the bookkeeper. I have reviewed all outstanding payables and signed outgoing checks.
- Attended LV convention and worked in treasury room with convention treasurer and on-site treasury committee. All deposits and credit card deposits were made onsite and entered in quickbooks.
- I met with the office bookkeeper on 5/30/15 to reconcile credit card deposits with merchant services, B of A and quickbooks. All credit card deposits were received and reconciled with our onsite records and bank deposits.
- Met with the bookkeeper and the 000 re: accounts payable. The bookkeeper will now be responsible for entering all bills into accounts payables as they are received and printing checks for payment of same on a weekly basis. An AP report will be generated and sent to me weekly so that no bills will paid late and no further late charges incurred.
- We obtained a new credit card for CAWSO, Inc. from B of A just prior to the convention. Another card for the 000 was ordered and arrived at the office last week. We will be canceling the two WFBank credit cards and be using B of A exclusively. I will monitor the credit card activity regularly electronically.
- IRS Penalty Abatement Status – Marc Phelps advised that he spoke with the IRS and that it could take weeks for his request for abatement to be addressed and that we have to be patient but it is on his radar and the IRS is short on staff. I will keep this on my radar to follow up next month.
- I submitted the board’s referral and the revised budgets to the office for the SR-14 mailing.
- I spoke with our IT professional regarding the online registration for convention website for 2016. Please see the attachment regarding this.
- All accounts for May have been reconciled including credit cards and petty cash and reports were sent to the WSOT.
- Attached are the following reports:
– Balance sheet as of June 1 sth
– Full YTO P&L (7/1/14-6/18/15)
– CAWS 2015 P&L **Note we are still waiting for the final Regonline check for May and the final hotel bill from Harrah’s, so the convention report is Preliminary and NOT final numbers.
pg 7
- Year End Close and Convention Accounts – I plan to be in the office at least once a week during late June and early July to work with the bookkeeper on closing out the books for 2014/15 fiscal year. I will also be working with and training Keith on the convention financials, as we will be transitioning responsibility of the convention accounts to Keith.
- Scott S. and I are reviewing the office Accounting Procedures and Policies document from 2010. We are working on any changes/updates which need to be made and will present to the board next month. We are also preparing an addendum to include petty cash handling policies, office debit/credit card policies procedures and expense reimbursement policies for the office. Will submit to Board as soon as completed.
It is possible I may not be at the meeting on Saturday, but please call or email me if you have any questions. Thanks.
ILAS,
Laurie Rossi
WSOB Treasurer
pg 8
WSOB- Secretary
June 13, 2015
The following are the activities I have performed since our last meeting
- Participated and was of service in a few different areas of the World Convention, primary focus was hospitality.
- Drafted minutes from the last board meeting.
Thank you for letting me be of service.
Jennifer Molina
pg 9
D.A.L. Report for June 2015
Chris Jacques
• Attended the World Service Convention in L.V.N.
• Helped set up Archives
• Helped sell raffle tickets in memorabilia
• Attended the meet the World Service Office Board Meeting
• Helped pack up archives
• Attended my local area H&I meeting
• Attended my local H&I fundraiser event
• Set up and manned a CA booth with CA WSOB Vice-Chair for 7 hours in Costa Mesa at the Freedom Festival
• I continue to go to meetings and sponsor men.
ILAS Chris Jacques DAL
pg 10
DAL Report 6/20/15
Attended WSOB meeting at convention
Helped set up Archives Room
Co- chaired Unity Ice Cream Social
Helped pack up Archives and Hospitality room
Enjoyed many of the wonderful speakers and workshops Met with all Board members
Convention was very well attended and a great experience all the way around.
Thank You.
Jay Hanna
pg 11
CAWSO
Director At Large
Report for June 20, 2015
Tasks Completed
1. Attended my first board meeting after confirmation by the WSBT at the CAWS convention in Las Vegas.
2. Attended the convention and assisted the Treasurer of CAWSO and the Convention Treasurer collecting money from events, working in the count room, transported deposits to bank, and other tasks.
3. Assisted where needed at the convention.
4. Talked and worked with CAWSO Treasurer on CAWSO Finance Committee work after the convention and through this week.
To Do:
1. Complete Finance Committee projects in process. See Finance Committee report for more details.
2. Begin project of examining CAWSO minutes and procedures to collect for Board review.
Sincerely,
Scott W Stevenson
6/19/2015
pg 12
CAWSO Finance Committee
Monthly report
Meeting of June 20, 2015
Committee members:
Laurie Rossi-Treasurer CAWSO
Scott Stevenson- DAL CAWSO
Tasks started since last meeting:
1. Reviewed during teleconferences:
a. Status of new CPA and response to IRS penalty.
b. Discussed existing procedures for accounting already available. Posted to Finance Committee online storage for review.
c. Discussed probable exlstlng procedures (but not found yet) covering expense reimbursements and other financial management issues. Agreed to meet in July to review older minutes to discover what was passed by previous Board(s) and present to Board as soon as possible.
d. Discussed new internal control procedures put into place by Treasurer. Discussed potential changes in how information is processed. To be discussed further.
2. Prepared draft policies for Petty Cash and Credit Card use. (Posted with this report.) To be presented as motions in July Board meeting.
3. Found for review accounting procedures.
4. Reviewed CA Secretary of State fi!ing for both corporations. CAWSO still not complete as of 6/18/2015. To be discussed at Board meeting with Chair CAWSO Board and Director of Operations. Discussed in teleconference procedures to ensure these filings are done every two years.
5. Reviewed some accounting and discussed how to manage/account for inventory on QuickBooks.
Tasks to be done:
1. Assist in year-end close. Identify open items (A/R and A/P) with bookkeeper to clear out of subsidiary ledgers and “cleanup” general ledger.
2. Review and report on Prudent Reserve policy and procedures.
Respectfully submitted:
Scott Stevenson
June 19, 2015
pg 13
WORLD SERVICE TRUSTEE REPORT for the
WORLD SERVICE OFFICE BOARD MEETING
JUNE 20TH, 2015
Since the last meeting of the WSOB on 5/09/15, I have performed the following:
• Participated in the Trustee Conference Call on Saturday June 13th, in addition to other calls, texts and e-mails as necessary for discussions and other matters with fellow Trustees and grounded former Trustees.
• Cooperated with the WSOB Chair, Richard L., the DOO, Linda F., and with all necessary Board Members on appropriate issues like the work of the Convention Committees.
• Discusses the 2015 World Service Conference contract, and related issues, with both WSOB Chair, Richard L., and the WSO Treasurer, Laurie.
• Participated in the WSOB meeting at the 2015 Convention, which featured the EFC discussion with Former Trustee Russell S. Please find the Business Plan, which was worked on in preparation for the EFC and was mentioned at this meeting.
• I worked with the 2015 Chair, the Hotel Liaison, the TAL, the TNC, and the Harrah’s Hotel, on continuing negotiations on the Las Vegas Convention and signed over 100 BEO’s.
• Contributed to a C.A. T-shirt quilt-making project, donated to the 2015 WSC Live Auction and raised $1500 at Auction.
• The 2016 and 2017 Convention continue to be on the radar and I have been in discussions recently with different Convention Committee members regarding their contract process.
• 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
pg 14
Frank J. Pappano -WSOT – Monthly Report to the WSOB– from May 9th, 2015 to June 20th, 2015
- The following are the activities and duties I have performed since the last WSOB board meeting May 9th, 2015:
- Communicated WSOB matters to the WSBT and vice versa
- Attended and participated in the WSBT quarterly meeting prior to the convention and in the National Convention in Las Vegas.
- Participated in various WSOB & WSBT online business
- Participated in various WSOB & WSBT phone discussions
- Presented a written Overview of the WSOB May board meeting, current 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 Archive committee and prepared items for Convention, also participated with online Archive business.
- 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
pg 15