March 18, 2017 – WSOB Minutes

OPEN MEETING @ 9:10 AM SERENITY PRAYER – Lead by Tim A.

TRADITION 3 – Read by Yvette H.

CONCEPT 3 – Read by Kevin M.

BIRTHDAYS – No birthdays.

ROLL CALL & QUORUM DETERMINATION

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

Quorum is met.

Guests: David.

CHAIR ANNOUNCEMENT(s)-

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

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 2/ 18 /2017 – MOTION to approve the minutes from February 18, 2017 made by Randy M..; seconded by Linda F. Motion passes unanimously. SEVENTH TRADITION

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted Comments:

1. • •We need a new credit card machine. The one we have is no longer supported. Currently we pay

$40 / month. Linda F. makes a MOTION to upgrade the credit card machine. Randy M seconded. Kevin questions the cost of $65/Mo. Discusses Square that his wife is using. Alesia asks if it is in the budget. Linda F., the $45/mo. number is in the budget – not $65/mo. Yvette – is it an option to purchase the equipment in lieu of paying monthly?. Linda – we have 3 old machines now that are still in the office, waiting to be returned. Kevin M. – clarifies that his wife has been using a typical hand held device. Used to use a bank, hand held unit. He still doesn’t think renting the equipment is the way to go. How many times a day is this used? Linda F. – 3 times per day. Yvette – is it like typical technology which changes quickly. Linda F. – Yes, of course. And there are several charges related to conventions which are assisted by using the current system. (Speaks to maintain the existing equipment). Alesia F. also speaks for the motion, as she has had experience in using the equipment. Kevin M. – that’s what he is getting at – does the machine use multiple accounts. How many accounts does it use? – Linda – answer 3. Allison – states there are all kinds of credit card systems. Is curious how much it is to own it?

Tim A. – what is the time frame for the units purchased in the past? How long did they last? Linda F. – The current one worked for four years. Maybe we could get one for less than $650.00. Alesia F – if we buy it, will they service? Linda F. – yes the manufacturer will warranty and support the product. MOTION to table this until we can do an online vote pending additional information made by Kevin M.; seconded by Alesia F Motion passes unanimously.

pg. 2

1. • In order to use the top section of the palette rack, we have to relocate a light fixture in the middle of the space. The landlord charges $350.00. MOTION to approve spending $350 to relocate a lighting fixture in the office warehouse. Seconded by Kevin M. Kevin M. – he has a few questions. Does the Landlord require that we use their contractor? Linda F. No. Kevin M. – does that include fixing any repairable items? Linda F. – N/A. Allison M. – this would go under “Maintenance and Repair” and that budget is only $500.00. Linda F.- Could this be included in the moving budget? Allison – yes. Tim A. – maybe we should hold off on the vote until we get another quote or two. Kevin M. makes a MOTION to table the motion until we get two more bids for additional information. Alesia F. seconds. Motion passes unanimously.
   • MOTION to donate one case of HFC soft cover and one case of HFC 2 Hardcover for fundraising for PVCA Marathon made by Linda F.; Randy M. seconds. Kevin M. – Why so many books? Is this a fundraising? Linda F. – this is actually less than 50 books – with approximately 700 people attending. MOTION passes with substantial unanimity.
   • NEWSGRAM is passed around for the board to review. Linda F. had one question for the writer about an ad in the NEWSGRAM and Heidi said she will replace the add with one directing potential donors to the “Donate Now” link on CA.org. – Linda makes a MOTION to approve the NEWSGRAM with noted corrections. Randy M. seconded. Board members review the NEWSGRAM. Kevin – are the pages in black and white going to be printed in color? Linda – if we print it it will be black and white. MOTION passes unanimously.
   • German book is ready.
   • Linda F. has booked our registrations for the convention and has purchased banquet and brunch where necessary. Tim A. – who specifically has been purchased? Linda F. – The WSOB board members get the banquet, but only the Chair, DOO and Treasurer get brunch. The WSOB agreed to pay for half of the airfare plus the banquet. Basic registration has been paid for all who are going. Kevin M. – what does the cost of airfare include? Linda – basic airfare only, two bags only. Fares should be purchased at the advanced, booking rate. Trustees are paid out of their budget. Next question – he assumes the Chairman of the WSBT will inform the office of the costs? Linda discusses the process of booking airfare. Allison M. – can she go ahead and book on her card? Yes. Kevin – can he purchase his and expense it? Linda F. – Yes. Kevin M. – clarifies that Yvette will book the rooms.
   • The motions for check requests to be considered under 2017 CAWS Convention.

DIRECTOR REPORTS

Chair – Tim A – written report will be submitted. Comments:

1. • • Gives a brief recap.

Vice Chair- Alesia F –

Comments:

1. • • There has been confusion about the time frame of checking the mail box. It is checked once per week, and the day before each WSOB meeting.
   • • Started the project on the WSM. So far she has the ’08., ’10, and ’12. Not breaking any rules in going by the guidelines regarding positions outside the WSOB for DAL. To clarify, a DAL with a non-voting commitment at the area level may keep that commitment.

Treasurer – Alison M- written report submitted.

Comments:

1. • Has Linda been able to get a hold of hotel regarding the use of trustee’s credit card.? Yes, she says they are not going to use the trustee’s personal credit cards for convention costs.
   • Wants to bring to our attention some line items. We are spending too much on office supplies, etc., and we are on track to break the budget. Linda F. explains that there are some early

pg. 3

expenditures which were deferred from last year due to the move, which have given a bump to this line item. She will confirm paper is being purchased under the right line item. Also employee benefits – Allison is keeping an eye on this item as we went over last year. Tim A. – what is affecting the overages? Linda explains that some things were coded incorrectly, and some items were beginning of the year purchases. Linda F. will take a closer look. Alesia F. – once adjustments are made, is Frank notifying Allison of changes? Tim asked when would be good for treasurer, Frank and Tim to get together? They will work on a time frame.

Questions:

1. • Tim A. – How are things at the 2017 world convention going? Allison M. – Very well, she is talking with Janette on a regular basis.

Secretary – Randy M – written report submitted.

Director at Large – Open

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M

Comments:

1. • No report.
   • Last month he went through a difficult time, but things are better now.

WS Trustee – Yvette H – Written report submitted Comments:

1. • Drug court – was just as we thought – only two from here should fly out and the rest of the volunteers to come from the local area.
   • And the office will send some books, but not cases and cases as previously sent.
   • Seattle 2017 added 75 room nights to the hotel contract.
   • CAWS 2018 is going well.
   • CASWS 2019 has submitted contracts which are under review.
   • Quarterly meeting of the trustees is to be April 1- 3.
   • One of the items to be discussed is the raises and the reasons to have them. Kevin M. thinks the chair should bring it up to the WSBT.
   • Signed transportation contract for CAWS 2017.

Questions:

1. • Allison – Please notify her of when treasury reports are due for the quarterly. Yvette states they need a week in advance.
   • Quarterly reports from all committees / positions are due next weekend.

COMMITTEE REPORTS –

Finance – Alison M- Written report submitted.

Structure & Bylaws – Randy M. Written report submitted. Questions:

1. • • Kevin M. – Who is the trustee for this committee? Carey.

Convention – Alison M

pg. 4

Comments:

1. • • Committee conference call is tomorrow.

Conference –Linda and Alesia

Comments:

1. • They have a conference call tomorrow and they are working on the delegate mailing. Not all the reports are in. Committee members are still working on this.
   • Treasurer is in contact with the accountant. Has missed a couple of dates, and Allison M. states they have not heard back. Linda F. spoke with his assistant and confirmed to him that we need to have this information, but he still didn’t call back. It’s their busy season, but he committed to this. Tim A. noted his reluctance to use this accountant. Alesia F. – also discusses the difficulty due to busy season. But we are still a client. Do we need to look into replacement of the accountant?
   • Delegate mailing will go out within two weeks. Linda’s goal is to have it out in March.
   • Still trying to decide on Kick off dinner. May have to raise the cost.
   • Tim A was talking to Jay who is looking for other hotels. He is concerned the Sheraton Gateway is not coming down on prices. Tim A – How long are we committed? Linda F. – we have the conference through 2017, so subsequent years will need to be looked at again. Kevin M. is concerned the other hotels may be raising rates as well, so we should book sooner rather than later. Alesia – we have more rooms at Sheraton than ever before, they should be sweetening the deal – not raising prices!

Unity – Alesia

Comments:

1. • Discusses the bids on the T-Shirts.

Literature, Chips & Formats – Kevin M.

Comments:

1. • No report. Linda F. – is there a conference call set up? He is not sure. He’ll check.

Hospitals & Institutions – Tim A–

Comments:

1. • Everything is fine and going well. Meetings are on the 4th Sunday of every month.

Public Information – Allison –

Comments:

1. • Was on last conference call and they are looking at a Facebook page. They will have to consider the IT Guidelines and WSBT directives on social media.
   • Talking about what to include in packet which will be sent to the Drug court convention. Keith is the delegate from that area and has worked the last two Drug Court conventions.

IT – Randy M – written report submitted. Comments:

1. • Phone call tomorrow.
   • Archives is a committee that has a private Facebook page. Kevin M. is concerned about leakage from a private page to the public domain.

Archives – Yvette H.

Comments:

1. • Has disseminated an Archive History request form which the committee would like to upload this to CA.Org Yvette makes a MOTION to upload the form to CA.org for Areas to fill out . Seconded by Randy M. Linda F. – has questions about who to contact for information? Where

pg. 5

would one send it? Kevin M. expands upon Linda’s question about where the data goes? Where would we send it? Tim A. – how does P.I. do it with their survey? They have a third party group. Alesia F. – makes a MOTION to table the motion until additional information is received. Linda seconded. Linda wants to know if this is a form which needs to be sent, or is it an online survey. If it’s a downloaded PDF, where is it be sent? MOTION passes unanimously.

CAWS CONVENTION REPORTS:

1. 1. A. CAWS 2017- Seattle – Check request – ? Special Request?

1. Program draft is submitted and has been sent to the board for approval.

2. Hotel is filling up and registration are coming in well.

3. Allison – is the treasury room set up? There will be a safe and the hotel is aware of the needs for security of the money at the convention.

4. Yvette wants to know about hotel rooms – suggests the committee send out notice that there are rooms available.

5. Chair is planning a trip to WSOB in May for him, treasurer and archive chair.

6. Finalizing the Maui auction.

7. There will be a Suite Auction after the Maui auction.

8. There may or may not a guitar and / or boxing loves to be included in the auctions.

9. Treasurer is doing well picking up and moving forward.

10. Tim will be discussing things he heard in Chicago with CAWS 2017 chair.

11. The board reviews the Program draft for a vote –

12. MOTION to accept the program draft submitted by the CAWS 2017 convention made by Randy M. seconded by Alesia F. MOTION passes with noted abstention.

13. MOTION to approve check request #19 for Fundraising made by Linda F.; seconded by Alesia F. Question: xx? MOTION PASSES with substantial unanimity.

14. MOTION to approve check request #21 for Information host made by Linda F.; seconded by Alesia F. Question: Tim A: Are they going to have enough radios? This is for 18 radios. MOTION PASSES with substantial unanimity.

15. MOTION to approve check request #22 for Entertainment host made by Linda F. – but amending expense to up to $525.; seconded by Randy M. MOTION PASSES with substantial unanimity.

16. MOTION to approve check request #23 for Entertainment made by Linda F. – but amending expense to up to $265.; seconded by Alesia F. Question: Kevin – are the prepaid Gift Cards accepted outside the US? Alesia – what is the reason for the larger round up?$265 is ok. Kevin notes the CAWS 2017 (friend amendment about the geographical area where these cards are accepted.) committee needs to review this question. MOTION PASSES with substantial unanimity.

17. Have Linda compare convention registrations relative to Chicago. 134 v. 194 from last year. Linda – we’re a little behind but comparing the time line we are still on pace. A little slower than normal but she feels it will pick up.

18. Tim wonders about total room numbers relative to Chicago? We have reserved lower number of rooms as a result. Linda F. sees that they are keeping their expenses lower than previous conventions. Allison states she has spoken with Annette and she can look at the number of participants on the special events and can make adjustments as we get closer. Yvette discusses total room rates.

1. 1. CAWS 2018 -Montreal – Robert F. – on track and progressing well.
   2. CAWS 2019 – Sweden –Johan T. – WSBT is reviewing hotel contracts. On track and progressing well.
   3. CAWS 2020 – Austin – Susan L. – moving along.

GUEST REPORTS:

• • None.

pg. 6

ONLINE BUSINESS:

MOTION to accept the results of the online vote for CR #20 Fundraising made by Linda F.; seconded by Randy M. MOTION passes with substantial unanimity.

Tim discussed the online vote about a “unanimous consent”. Whenever there is a question; we have to restart the motion with a new second so that we can have discussion.

UNFINISHED BUSINESS

1. 1. Look over past guidelines – Alesia has looked into the issue about DAL with other commitments.
   2. Translation of German Book – already sent back for final confirmation. Kevin can tell Sue Anne that book will be ready.
   3. Amazon for European Area? – This is done. Kevin notes there is still dissatisfaction about getting books / literature sent from Los Angeles to Europe. Linda will look into what the cost would be for Amazon to hold a stock of German and Swedish books and chips to be available to the European fellowship.
   4. Translation of the service Manual – Linda received a couple of bids to translate – the number is $6,500. To proof read it would be $5,000. Kevin’s feeling is that the local areas should translate for themselves.
   5. Referrals from 2016 WSC – NEED TO ADD TO AGENDA – Randy
      1. a. From other Committees-
      2. b. From floor:
   6. WSOB Director(s): 3 open DAL positions open
   7. Chair Position ratification

NEW BUSINESS:

1. 1. Trustees in town from April 1st to the 3rd
   2. Alesia would like to donate a case of HFC 2 hard covers Apple Valley Lancaster Women’s Marathon meeting. Seconded by Yvette. Kevin M. – says there should a nominal fee. MOTION passes with substantial unanimity.

EXECUTIVE SESSION – None.

NEXT MEETING(s) – April 15th, 2017 at 9AM. The board meeting in May will be on the 13th.

MOTION to adjourn at 11:30 made by Randy M., seconded by Linda F.. Motion passes unanimously.

For all attachments see: 2017-03-18_WSOB_Minutes_final