Oct 11, 2001 – WSOB Meeting Minutes (Approved)

CA World Service Office Board Meeting

October 11, 2001

Approved minutes

PRESENT:

Steve Edwards, Chair
Elizabeth Saldebar, Vice Chair & WSO Trustee
Kevin Murphy, Director
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions vacant: Secretary, Treasurer
Members absent: Mark K, David C.

Visitors: Mike G, San Diego; Michael T, West LA

Meeting called to order at 7:40pm.
Patty read the 3^rd Tradition;
Mike G read the 3^rd Concept.

Minutes of 9/27/01

• Motion (Elizabeth/Patty) to approve
• Approved as corrected.

OLD BUSINESS:

None

OFFICER REPORTS:

Chair:

• Websites (Illinois, Sacramento/Stockton):  Awaiting decision on compliance from Internet Trustee.
• Received email missive regarding personal website wishing to use selections from “Hope, Faith & Courage” Storybook on a private recovery page.

Vice Chair: No report

Treasurer: Position vacant.  See Office report.

Secretary: Position vacant.

Director-At-Large:

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• NewsGram: NewsGram scheduled for publication in November.  Sufficient articles are on hand or promised for the next issues.
• Discussed office finance/treasurer issues with former Trustee/WSOB member (Bob C), at his request, and his concerns about perceived lack of financial oversight at the Office.

World Service Trustee:

• Reviewed bill from 4 Points (Conference) with Patty.  Discrepancy between our records and their records of $101.
• Reviewed CAWS2001 hotel audio-visual bill, along with host committee correspondence with hotel’s AV vendor.  Will contact vendor next week to resolve issues.

Pacific South Trustee: Absent, no report.

World Service Office Trustee:

• Trustee conference call held.  Arranged agenda item for office report.
• H&I video manuscript passed.
• Time change for next quarterly meeting – will now start at noon on November 9.  Location for actual meeting/hotel venue is also being discussed.
• Having continuing discussions with a prior WSO Trustee for “pass it on.”

Office Manager: Written report attached.

• Have 5 bids on H&I video, of which 3 are contenders.  Sample videos in house for comparison.
• Need to change some line items in budget.
• Operating account $1418 as of 10/11/01.
• Will have to transfer money from money market account to operating account at end of October to pay remaining Conference and Caws2001 bills and Trustee expenses.  Will require Trustee approval.
• Current accounts payable $23,972.54
• September expenses higher than average.  First quarter’s (July-September) expenses in line with income.  October income running ahead of past year.
• Current accounting is still set up on cash basis, and this will be changed in account restructuring to accrual.  Accounts payable submitted prior to end of quarter, but not paid during quarter, do not appear in quarterly P&L statement, nor do accounts receivable billed but not received.
• Some Trustees have failed to submit invoices for Conference/Convention expenses.  WSOT will remind them that there is a time limit.
• Current inventory is at a 30-day level rather than the preferred 60-day level.
• Talked to webmaster about online store.  Issues remaining regard discount schedules.
• Claim being entered with shipper for damage to books sent to Hazelden.

CAWS2002: Have Timberline Lodge contract (signed).  WST has OK’d deposit payment to Timberline Lodge.

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CAWS2003:  Have signed hotel contract.  No other new information.  No bank account yet.  Will be USBank.

CAWS2004:  Chair résumés due December 1^st.

CAWS2005: No new information.

NEW BUSINESS:

Policy regarding posting info on ca.org (response time by webmaster)

MOTION: (Patty/Elizabeth):  Accept the “Complete Copy System Management” from Data Print Solutions with a Sharp AR650 Copier (network enabled).  Sixty month lease at $798/month.

• Current cost of copier with all expenses except paper and staples is $899/month.
• “Complete Copy System Management” includes all these expenses except paper and staples.
• Current machine can be purchased at end of lease for $3000 cash.  However becomes $530/month instead of $400/month due to age.  Amortized 2 year cost is about $700/month.
• MOTION: (Elizabeth/John) suspend rules to extend time.  Passes
• MOTION: (Elizabeth/John) extend time until end of new business.  Passes.
• Additional savings in paper costs due to advanced digital functions of new printer.  Estimated “other” savings $100/month.
• Have 4 other bids.
• Happy with past experience with vendor.
• Motion passes with opposition.

MOTION:  (Patty/Elizabeth) Change the internal annual budget line item titled salaries and wages from $111,560 to $113,060.  This reflects no payroll tax changes.  Change line item “equipment leasing and purchase” from $12,200 to $11,200.  Changing line item “Surplus” from $1,680 to $680.

• This also corrects an arithmetic error in the current internal budget.
• Passes unanimously

MOTION: (Patty/John): Pay the final 4Points hotel bill of $5652.10.

• This reflects payment in full for the 2001 Conference hotel bill.
• Passes unanimously

MOTION: (Kevin/Patty):  That the WSO ask each Area in the Pacific South Region to have their GSRs announce at each meeting the following:  “CA WSO is seeking a licensed CPA who is willing to devote about 10 hours a week, unpaid, to overseeing the finances of the World Service Office in the position of Treasurer.  This position also requires

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attendance twice a month at the WSO Board of Director’s meeting, as a voting Director; expense-paid working attendance at the World Service Convention; and expense-paid working attendance at the World Service Conference.  Prior CA service experience is desired. Resumes requested by December 1^st.”  Along with contact information.

• Passes unanimously.

MOTION: (Kevin/John): (Policy) That the Office Manager, Treasurer and Board Chair and/or other persons chosen by the Board Chair, shall create a standard QuickBooks reconciliation format.  This format shall include account balances and line-item expenditures, and shall also include accounts payable and receivable as of each relevant bank statement date.  The status of each and every financial account, upon bank statement reconciliation, shall be presented to the WSO Board in such format, prior to the next following Board meeting.  These reports shall also be transmitted to the World Service Board of Trustees after each such WSO Board meeting.  The office is encouraged to align the dates at which various account statements are generated by the bank.

• Motion to table (John/Elizabeth).
  • Tabled.

MOTION: (John/Elizabeth) Refer “private recovery web site reprint of HFC passages” request to WSBT.

• Passes with opposition

Motion to adjust Newsgram schedule to 3/year fails for lack of second.

MOTION: (Elizabeth/Patty): To accept bid for production of H&I video.

• Motion to table (Kevin/Elizabeth).
  • Tabled.

MOTION: (Elizabeth/Patty): To take a 7^th Tradition donation at each WSOB meeting.

• Passes unanimously.

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Motion to adjourn (Kevin/Elizabeth)

Passes

Next meeting October 25, 2001

Respectfully submitted,

Kevin Murphy, Director, acting Secretary

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