WORLD SERVICE OFFICE BOARD MINUTES
March 21, 2020
OPEN MEETING @ 9:15 a.m.
SERENITY PRAYER – Randy Moss
TRADITION 3 –Linda F
CONCEPT 3 – David C
Birthdays: None
ROLL CALL & QUORUM DETERMINATION
Present were Alesia F. (Vice Chair); Linda F., (DOO); Brenda M. (Secretary.); Ron D. (DAL); David C (DAL); Pierre K (DAL) WST) Yvette H.; Kevin (WST) Susan L, (Chair CAWSO 2020 Convention); Alan S (Chair CAWSO 2021 Convention) Quorum is met.
GUEST: Chris R Trustee – Jason, Trustee – Mike S. Online Service Area
CHAIR ANNOUNCEMENT(s) – Comments on the complex agenda items in new business and would requested board, DAL and committee reports be concise with only important highlights.
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –February 2020
MOTION Linda moved to approve the February WSOB minutes with any housekeeping; Pierre K seconded the motion. Motion passes unanimously
SEVENTH TRADITION – None
OFFICE DIRECTOR REPORTS
Director of Operations- Linda – Written report submitted
Highlights: To comply the State of California directive to help stop the spread of Covi-19; the World Service Office was temporarily closed on Friday March 20, 2020. Linda and Andrea have remote access for email and phone calls. The closure was committed to the fellowship on the web site and the online store.
Linda moved to approve the following check requests, Kevin seconded Motion passes unanimously
CR# 2020-025-01 for $2047.70 for Shirts for Memorabilia – Payees: OddiTees Printing – Line Item: 800920- In Budget: Yes – Current Budget: $14,252.80 – Remaining Budget: $12,205.10
CR# 2020-025-02 for $646.00. Shirts for Memorabilia – Payees: OddiTees Printing – Line Item: 800920- In Budget: Yes – Current Budget: $$12,205.10 – Remaining Budget: $11,559.10
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CR# 2020-024-03 for $200.00 for Neoprene Koozies for Memorabilia – Payee: OddiTees Printing– Line Item: 800920 – In Budget: Yes – Current Budget: $11,559.10– Remaining Budget: $11,359.10
CR 2020-024.–04 for $895.00 for Silicone Collapsible Water Bottles for Memorabilia– Payee: Eco Marketing Solutions – Line Item: 800920 – In Budget: Yes – Current Budget: $11,359.10 Remaining Budget: $10,464.10
CR 2020-024.–05 for $533.50 for 20oz Stainless Steel Vacuum Tumblers for Memorabilia– Payee: Eco Marketing Solutions – Line Item: 800920 – In Budget: Yes – Current Budget: $10,464.10 Remaining Budget: $9,930.60
CR# 2020-025-06 for $2204.50 for “Keep Austin Weird” shirts for Memorabilia – Payees: Outhouse Designs – Line Item: 800920- In Budget: Yes – Current Budget: $9930.60 – Remaining Budget: $7726.10
CR# 2020-029 for $260.00 for Matchbooks for Memorabilia – Payees: Outhouse Designs – Line Item: 800920- In Budget: Yes – Current Budget: $7726.10 – Remaining Budget: $7466.10
CR# 2020-030-1 for $685.00 for 20 Denim Shirts with Convention Logo for Memorabilia – Payee: Outhouse Designs– Line Item: 800920 – In Budget: Yes – Current Budget: $7466.10– Remaining Budget: $6780.56
CR 2020-030-2 for $340.00 for Dog tag Necklaces for Memorabilia– Payee: Outhouse Designs – Line Item: 800920 – In Budget: Yes – Current Budget: $6780.56 Remaining Budget: $6440.50
CR 2020-030-3 for $815.17 for Pop-Sockets with Convention Logo for Memorabilia– Payee: Outhouse Designs – Line Item: 800920 – In Budget: Yes – Current Budget: $6440.505625.33 Remaining Budget: $9,930.60
CR 2020-030-4 for $474.80 for Flat Brim Hats with logo for Memorabilia Line Item: 800920 – InBudget: Yes – Current Budget: $5625.33 – Remaining Budget: $5150.53
CR 2020-030-5 for $422.00 for Twill Hats with logo for Memorabilia – Line Item: 800920 – In Budget: Yes Current Budget: $5150.53 – Remaining Budget: $4728.53
CAWS CONVENTION REPORT
CAWS 2020 – Austin – Susan L. – WRS
Highlights: We further discussed the areas in the contract with the Hyatt that would cover a cancellation. The Steering Team, in a unanimous decision, agreed that it was our duty to put out statement letting people know that we are still moving forward to host the World in Austin over Memorial Day Weekend 2020. All hands on deck for postponement or cancellation. Needs support for contract negotiation. Board had discussion on status of convention with possible dates in the summer.
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CAWS 2021 – New York – Alan S. –
Highlights: The ANRC raised $15, 00.00 for the 2021 WS Convention. The funds are in the New York CA account on different line items as to avoid comingle the funds. No check request are pending. Alan commented on his concerns about Austin and the Great Exchange process. The committee is in place with diverse representation from around the country. All meeting has been held on Zoom which will continue.
CAWSO 2022 – Atlanta – Mike S
Highlights: Mike has moved from Vice Chair to the Chair of the 2022 Atlanta World Service convention. The Atlanta Regional was held in March and raised about $500.00. The Vice Chair and Hotel Liaison positions are open. The convention committee has voted and ratified Mike as the Chair.
CAWSO 2023 – Amsterdam (Jason standing in for Chair)
Jason reported that the Chair resigned and the Vice Chair and taken over the role for now. Steering committee is in place and Jason is the Trustee on that committee. Resume are pending for the committee. He has provided template of time for budget and procedure for review by the committee. They are a long way and lot of sharing knowledge at the point in time. Board had discussion on venue in Holland both hotel and convention centers.
DIRECTOR REPORTS
Chair – Randy M. – Written report submitted
Highlights Focused on the health and safety of our employees and members of our fellowship, the WSOB chair and the Trustees decided to temporarily close the WSO office.
Travelled to Austin with Linda for meetings with committee which is a moving target with updates pending on Covis-19 prodigals for Austin.
Vice Chair- Alesia F – Written report submitted.
No Highlights
Treasurer – Michael T. – Not Present – Written report submitted.
Michael is working on the cash flow analysis with the decrease of the7th tradition. Hold on spending and defer of some bills. Restocking merchandise. The prudent reserve amount is the cost of running the office 6 months of expenses without any donations. Discussion of 7th traditions and minimum on the prudent reserve. Use the zoom meeting to communicate the need for donations.
Secretary – Brenda M. Written Report submitted.
Highlights: The interview process for replacing Linda is moving along. Linda forwarded the draft of an office procedure manual to the Trustees for review.
Director at Large – Pierre K. written report submitted
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Highlights: Attended all LCF and HI meetings. Will give highlights during committee report
Director at Large – Ron D. – WRS
Highlights: Unity committee conference cancelled.
Director at Large – David C. Written Report Submitted
TRUSTEE REPORT
WSO Trustee – Kevin M – Written report submitted
Highlights – The next trustee meeting will be using Go to Meeting. The quarterly meetings schedule is pending. The informational letter on Covis-19 was sent to our fellowship. The concerns about the conference not being held which will impact the new Trustees slate.
MOTION: Kevin moved to get a paid account with Zoom Brenda seconded There was discussion in favor of the motion. The motion passed with Motion passes unanimously
WS Trustee – Yvette H – Written report submitted.
Highlights: None
Linda had question about the check for the attorney. Yvette stated that the check amount is incorrect and instructed Linda to void that check. Yvette will email Linda once the correct amount is approved by the Trustees. Susan asked about the agreement on the event recording equipment. Yvette asked the agreement be resent.
COMMITTEE REPORTS –
Finance – Michael T. & Brenda M
Highlights: Brenda requested the information on the next meeting.
Structure & Bylaws – Kevin M.
Highlights: Committee finalized the revision on the WSM and posted it to the web site. The committee intents to make a motion at conference regarding the delegate count and will inform the conference of the upcoming motion.
Convention– Ron D.
Highlight: None
Conference – Linda F. and Alesia F.
Highlights: The committee is working toward. Discussion was focused on registration. The call is scheduled for tomorrow. Kevin commented on funding the conference. Chair asked if the Trustees have an emergency process to ratify the candidate slate and without a conference Jason and Kevin stated that the Trustees will discuss at the next meeting.
Unity– Ron D. WRS
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Highlights: The meeting conflicts with WSOB meeting. No attendance
Literature, Chips & Formats – Pierre K. WRS
Highlights: There are several project up and running at various stages of completion. The following pamphlet are in the approval process; Lifeline, LGBT, the GSR and message to the Professional. Who will do the layout? Linda stated that Cynthia K on the LCF committee is doing the layout. The committee questioned the transfer of and store of data. The discussion for professional editing will be covered under new business.
Hospitals & Institutions – Pierre K.
Highlights: None
Public Information– David C See DAL report
IT – Randy M.
Highlights: None
Archives – Yvette H.
Highlights – None
GUEST REPORTS: Mike reported that on line meeting have increased. The OSA is available to help anyone in the fellowship to set up on-line meeting, including ZOOM, Go to Meeting or Skype. Board discussion virtual meeting now and in the future. Jason asked about the communication to the fellowship on the closure of the world service office. Notice was send to the Trustees on the closure.
ONLINE BUSINESS:
Alesia moved to ratify the February online vote to approved Linda seconded. Motion passes unanimously
UNFINISHED BUSINES
- International Structure Development Committee – Randy – a. No highlights
- Ad Hoc Committee – David C – WR
The Ad Hoc Committee has REPRIORITEZED its agenda and will focus on creative and practical solutions to mitigate the inevitable 7th Tradition crisis. An extra Zoom meeting is scheduled for March 22nd. Monthly conference calls now by Zoom. We will also brainstorm around the bigger picture of our “new reality” and recommend to WSOB any measures we democratically agree would be helpful to both the spiritual and financial health of fellowship.
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Discussion on a potential communication strategy to the fellowship from the Trustees and Office Board on the state of meetings during the Covid-19 crises.
Conference Referral –
Referrals have be reviewed and answered by Alesia and Randy
NEW BUSINESS
COVID-19 and Cash Flow
Board and guest discussion on the impact of Covid-19 issues and the government mandated closure i.e. on line meeting, furlough of employees, and decrease of the 7th tradition donations. The topics of the increase of the cap on the amount an individual may donation, overall the WSOB is in favor of increasing the amount.
12- Step companion Guide – Professional Editing and Publication. Randy wants the office board to discuss the process to shortage the time to get the book published once is it received and approved by WST. LCF has the page count word count and is ready to send to WST for approval. Discussion on the details of a process.
Randy announced that his accepted a position in Orlando Florida, and will stepping down from the role of Chair. He is working with Alesia in her role as Vice Chair.
Next Meeting of the WSOB
April, 25, 2020
Executive Session – None
Motion to Adjourn by Brenda seconded by Linda
Meeting adjourned at 3:15 pm with the Serenity Prayer.
Submitted with Love and Peace
Brenda Mabin
Secretary
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