May 8, 2003 – WSOB Minutes

CA World Service Office Board Meeting

5/8/03

Approved minutes

PRESENT:

Bob Campbell, Chair
Mark Keaser, Vice Chair
John (“Oliver”) Van Horn, Treasurer
Mike Gallagher, Director 1
Ear! Henderson, Director 2
Elizabeth Saldebar, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager

Positions Vacant: Secretary

Members absent: none.

Visitors: Judy Weissman (acting secretary)

Meeting called to order at 7:00 p.m. Mike read the 9^th Tradition; Elizabeth read the 9th Concept.

• Minutes of 4/24/03 tabled until after break.
  • Motion (Mark/Earl) to approve.
  • Approved as corrected.
• Minutes of 5/1/03
  • Motion (Mark/Oliver) to approve.
  • Approved as corrected.

OLD BUSINESS:

None.

OFFICER REPORTS:

Chair: Had a couple of calls from trustees. Talked with Patty about convention, and it seems like finances are more stable. WSO job descriptions and office procedures will be given to Elizabeth prior to the quarterly meeting. Question – Can we select someone to chair donor committee before we leave for Chicago? Elizabeth suggests Heidi J.L. Brian T., Mitch L., Elizabeth S. & Oliver want to be on committee. Also, consider Jackie & Percy O.

Vice Chair: See written report. Office will do one, not two mailings to delegates. Patty – Conference Committee didn’t submit the two letters for conference mailing. We’ll talk about this under conference later.

Secretary: OPEN

Treasurer: Financial data has been sent to CPA for quarterly report. Has been doing planning and finances for the convention. No written report because of job issues. Unlikely to use any of $7400 reserve before convention. Elizabeth needs reports from Oliver – CPA reports and balance sheet. Patty will make graphs from reports Oliver is providing, with a note that they are for illustrative purposes only. It takes Oliver 7 to 14

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hours to do reports, and he has no assistant. Patty – send referral to Long Term Planning committee that we need to hire a professional for some of this work.

Director 1 (Mike G): No report. There will be Newsgrams at the convention.

Director 2 (Earl H): See written report. 99% sure we will keep DSL with Pacific Bell. Not going to go route of 3yr T-1 Upgrade (written report p. 3). Telepacific can save us $2060 per year while giving us 6 additional lines (see written report page 2)/ Doesn’t have info from SBC yet. They’ll be the third bid. Bob – let’s try to get this done by end of July.

World Service Office Trustee: Resubmitting her resume. Has been in contact with several board members. There will be no Board-to-Board meeting at convention.

Would like to have unity dinner. Jahi will send World Service Manual tomorrow. Will need everyone’s report by next Thursday. Spoke about banking, alternative electronic payment types, IRS per diem codes, bylaws, World Donor program, vendor licensing agreements, authorization to use CA in copyright matters, H & I video, WSO trustee job descriptions and Newsgram guidelines.

World Service Trustee: No report.

Office Manager: See written report. We won’t have to go into reserve. We’ll be short $10,000 on budget income amount. Sales of chips and literature is ahead of last year. Bob – we need to work more closely & be more proactive with conference finance committee regarding budget. Causes negative communication with trustees.

COMMITTEE REPORTS:

1. Finance – Meeting at convention will be Sunday 8:30 a.m.
2. Conference

• Summary of motions is due 90 days before Conference, but in the past it has traditionally been out earlier. We need to change the rule so that transcripts of World Service conference are due to WSO by first business day of December, Summary of Motions due to WSO by first business day of February; if not received by then, office will prepare. This will require two referrals – to Conference committee to include in their guidelines, and to Structures & Bylaws committee for any necessary change(s) to World Service Manual.
• We’ll have Summary of Motions by next Monday (we already have day one).

If so, will go in next mailing. Manual has been updated using unofficial Summary of Motions (Jahi is willing to sign off on it) and will be sent to office tomorrow.

• Literature, Chips and Format Committee has not returned the acceptance of edited pieces for pamphlets.
• Motion (Mike/Elizabeth) to suspend rules passes.
• Motion (Mike/Elizabeth) to extend time to finish all business that needs to be done passes.

3. CAWS 2003

• We have adjusted budget. Programs reduced from $1500 to $1100.
• John – even on performance basis, well exceed expectations in banquet.
• No board meeting at convention unless something comes up.
• Motion (Patty/Mark) to pay Blue Plate last payment of $1200.00 passes.

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• Renee has requested a first edition Hope, Faith and Courage for convention auction. Motion (Elizabeth/Mark) to give one book passes.

4. CAWS 2004

• Kevin K. is new treasurer.
• Patty attended last meeting and will attend this Saturday.
• Maker of charms made additional charms without permission with slightly different design than first.
• Motion (Patty/Mark) to accept new charm design passes. We are assuming they will spend no more than $500. Mike – Fifth concept statement – This motion will have effect of giving maker permission to make more unauthorized products in the future. Patty will write letter to maker explaining our copyright. Bob – Must not allow people violate our copyrights.

• Motion (Patty/Mark) to approve Studio Gear quote for $1345.95 – 180 shirts for CAWS 2004 to sell as pre-convention fundraiser at 2003 convention passes.

NEW BUSINESS:

• Motion (Elizabeth/Patty) to approve Newsgram Guidelines as corrected passes.
• Motion to adjourn (Mark/Oliver) 11:15 o.m.

Next Meeting: 6/12/03

Respectfully Submitted,

Judith E. Weissman

Acting WSOB Secretary

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