CA World Service Office Board Meeting
March 20, 2003
(Special CAWS2003 meeting)
Approved minutes
PRESENT:
Bob Campbell, Chair
Kevin Murphy, Secretary
John (“Oliver”) Van Horn, Treasurer
Mike Gallagher, Director 1
Earl Henderson, Director 2
Elizabeth Saldebar, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Members absent: Mark K
Visitors: Judy W, West LA
Meeting called to order at 7:20pm.
OFFICER REPORTS:
Chair: Committee meeting held last Saturday regarding CAWS2003 Convention/Convention budget, focusing on unforeseen or unknowable expenses in the budget. Most notably, expenses relating to union and hotel charges. Reviewed emails from Chicago, and new projections developed by Office relating to possible budget overruns and their impact on income from CAWS2003.
Conclusion was that there will likely be unbudgeted expenses on the order of thousands of dollars. It’s unclear whether this will be a few thousand or as much as ten thousand.
Host committee is holding a steering committee meeting parallel to this meeting, and a phone call between the two groups will occur later tonight, hopefully narrowing the uncertainties that we face. It may be necessary to cut entire items from the budget to close this gap.
Discussion:
Suggestion that pre-sold events are difficult to cut, even if they are only sold as a package. However, workshops, especially workshops with highly reimbursed leaders, or out-of-town speakers, are obvious places to pare.
Coffee is a large line item, and we need to find a way to limit consumption.
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Memorabilia items may need to be pared, such as info t-shirts.
Discussion of line items, which items have signed contracts, and where cuts can still be made.
Conference call with Chicago steering committee at 8pm.
Steering committee: Mitch L (Treasurer), Spenser B (Trustee), Kim S (Vice Chair), Kelly N (Secretary), Kevin F (Program Chair), Vanessa M (Hotel Liaison), Michael R (Chair).
WSO Chair states problem, possible solution areas, and asks host committee to select of find the actual areas to cut.
- Speaker: budget has been cut clear down to $310 out-of-pocket, from $5400 in the initial budget. However, this includes comp’ed room nights, for a budgeting cost of $2000.
- Workshop: budget was $4000, now $750 with no increase in room nights.
- Entertainment: (budgeted $13,500) + A/V ($1500) now expected to run $8850. This does not include union. Actual costs for union/hotel charges may or may not be covered by this.
- Registration: (budgeted at $7500) same.
- Hospitality: ($2500) now $1500
- Coffee: Working on two proposals to save $4000 (from $13,500 with tip/tax).
- Contract items: Shoreline check: needs to go out. Blue Plate contract has not yet been signed, has been approved by board, will be signed and paid tonight. Howard and the White Boys contract has not yet been signed, due to uncertainty about sound/lighting costs. Committee says that all sound/lighting costs are being covered by a $2000 budget item. Hotel rules will prevent excessive lighting anyway, and lighting clause in contracts should be struck.
- Reason for delay: We have not yet gotten hotel signoff on outside equipment coming into the hotel, nor do we know the extent of union requirements. Info promised as of tomorrow.
- DJ (Sat): same reason.
- James Tuck: same reason.
- Laura B: same reason
- Bob P: clarification of room nights (1), and otherwise same reason,
- Lucas Interpreting: will finalize this tonight.
- Room block: 816 room nights & 170 registrations. WST will get hotel to extend $169 price from April 23 until May 7.
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- Phone lines: $200/day/line. Analog line, not DSL.
- Headsets/radios: 20 may not be enough.
- Fun run art: Approved.
- Now on credit status/direct billing, so we don’t need to provide a deposit.
- Committee requests that office use UPS account provided, rather than using USPS.
- Host committee will provide computers and such.
NEW BUSINESS:
Motion: (John/Patty) Approve expense for Lucas Interpreting of $1300, with possible fixed fee for additional time, if required. Passes.
Motion: (John/Mike) Approve expense for Bob Perkell (comedian) of $800 plus one room night. Passes.
Motion to adjourn (Elizabeth/Patty): Passes
Next Meeting: March 27, 2003
Respectfully Submitted
Kevin Murphy,
WSOB Secretary
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