WORLD SERVICE OFFICE BOARD MINUTES
October 17, 2020
OPEN MEETING @ 9:10 a.m.
SERENITY PRAYER – Randy Moss
TRADITION 10 Read by Pierre K
CONCEPT 10 – Read by Kevin
Birthdays:
ROLL CALL & QUORUM DETERMINATION
Present were Randy M, (Chair) Alesia F. Vice Chair ; Brenda M. (Secretary) Linda F., Lolita S. (DOO); Ron D. (DAL); David C (DAL); Pierre K (DAL); Kevin (WSOT) Quorum is met.
GUEST: Sarah T; Susan L, Chair CAWSO 2021 Convention; Alan S Chair 2022; Mike S Chair 2023 Joost, Chair CASWO 2024 Convention; Cathel Ad Hoc Committee for the Helpline
CHAIR ANNOUNCEMENT(s)
Welcome Robert B. to the board of directors. The work ahead is exciting and we look forward to the work ahead. Lolita is our new DOO effective October 15, 2020. Linda is our outgoing DOO, we are grateful for her years of service and commitment to our fellowship. The board of Trustee gifted Linda with a trip to the 2021 Convention. Thank for your service.
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) September
MOTION David C. moved to approve the September 2020 WSOB minutes Robert B seconded the Alesia seconded the motion. Motion passes unanimously
SEVENTH TRADITION – Donations can be made at CA.org
OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S– WRS
Highlight. Lolita has been working with the staff to learn their duties and roles. Attended a meeting with Kevin, Sarah and Cathal regarding the 800 Helpline on how it may affect the office phones. Waiting to hear back from Earl H. to get further information on our current phone system to determine office requirements. Board held a discussion on vendor for phone and Wi-Fi options. Lolita submit an introduction to the fellowship in the next issue of the NewsGram.
Randy mentioned that the board should revisit last month’s vote to change from Volume II to Volume 2.
Motion: Kevin moved to rescind the board vote in September the change HFC to volume to 2 instead of II, motion 2nd by Alesia. The board discussed motion to rescind and the conference decision. Motion passes unanimously
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Motion: Lolita moved to approve the next issue of our NewsGram. David 2nd the motion.
Motion passes unanimously
CAWS CONVENTION REPORT
CAWS 2021 – Austin – Susan L. – WRS
Highlights: Steering Committee meeting will be held on November 14, followed by a General Committee Meeting on November 15. We will have both meetings at the Hyatt and will be set up socially distanced. We’ve the individuals with experience and background in internet technology to understand how to effectively have an around the world virtual component to CAWS 2021. We have a meeting scheduled for October 24 at 9:00 am CDT.
CAWS 2022 – New York – Alan S Present – No WR
Highlights: The committee has been inactive. There are concerns about the convention being held in 2021 due to covid-19. The Grand Hyatt is closed until sometime in November they will reach out at the time to get an update. At the last communication the management was still interested in our convention in 2022. The Hyatt has release CAWS from its prior contract for 2021. At the time we have no contractual obligations to the hotel. A new contract would be required to have a convention in New York.
CAWSO 2023 Atlanta – Mike S. WRS
Highlights: Vice Chair is Derek F. Mike purchased zoom license for all meeting. Talked about a possible theme at the September 19th meeting. Talked about high financial goals for this convention. Not considering any virtual options for 2023 Next meeting on 10/24/2020. Robert B will be in Atlanta and requested a meeting with Mike S. and the convention Treasurer and anyone else on the steer committee.
CAWSO 2024 – Amsterdam – Joost van K – Present – written report submitted
Highlights: Meeting with hotel was virtual or postpone due to Covid- 19. Joined the main land Trustees cactus to provide updates on planning. Next meeting next week to discuss theme and artwork. Meeting with Robert B next week for updates to consider historical data with the Chair and hotel liaison. Discussion on hotels and options for fellowship to remain in Amsterdam to vacation after the convention.
MOTION: Lolita moved to take the agenda out of order for to accommodate the presentation on the Helpline update. Motion passes unanimously
WSOB viewed the presentation. There was question and answer session as well as discussion on the options presented.
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Highlights. This is an update on an 800 number solutions to replace local all the various helplines in North American, the UK and the European region. Discussion on moving to 8X8 for helpline in both the European region and North America. Ad Hoc committee had a meeting to discuss all of the options. Two test trials are under consideration. Freedom Voice was voted on as the solution for North America and Canada but does not have international in scope. This system has not been place in placed. Option B is 8×8 a company with international capabilities and is a more affordable option as well as other service availability, such as office phone lines as needed. Discussion on implementation of a trial of 8×8 in the UK, US, Canada. Concerns on building a phone tree for the distribution of incoming calls. Discussion on the contract obligations and ownership and numbers, the functional of the system and the set up. There is a 12 month contract after 30 day trial.
Motion: Kevin moved that we approve a one month trial of 8×8 phone service with the results to be reported back to the WSOB. Pierre K. seconded. Discussion on motion.
Motion passes unanimously
DIRECTOR REPORTS
Chair – Randy M. – WRS
Highlights: Talked about his move to Florida. Working with board executive on succession planning
Vice Chair- Alesia F – WRS
No Highlight
Treasurer – Michael T. – Written report submitted.
Highlights. Working with fiancé committee on the budgets for 2020 and 2021. Robert asked about the 501.56 in bad debt which was a bad check.
Secretary – Brenda M. Written Report submitted.
All project complete with the exception of the employee hand book and medical insurance.
Director at Large – Pierre K. Written report submitted.
Highlights: None
Director at Large – Ron D. – Written report submitted
Highlight: No conference call. The meeting will be held tomorrow, will submit minutes
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Director at Large – David C. Written Report Submitted
Highlights: Committee is considering revision to the Freedom fund procedure (See Committee reports) Board discussion of updates and revisions on donation process.
Director at Large: Robert B. – WRS
Highlights: Working on convention committee on guidelines and joining other committees. Has contacted the Chair of the conference committee. Board discussion on the use of QuickBooks access for treasurers of WS conferences access for tracking expenses and finances.
TRUSTEE REPORT
WSOT Trustee – Kevin M – written report submitted
Highlights – reassigned to the conference, IT and legal committees. Fulfillment project is moving forward with gathering data. A style guide for branding in forthcoming with logo files, color etc., as a resource guide pending conferences approval (to be presented by the office) Reminder: An election for the Board of Trustees at the next conference. Invited board members to submit resume by the end of the year if possible to the WSOB to be forwarded to the Trustee Board. David confirmed receipt of his resume.
WST Trustee – Yvette H – Written report submitted – Not present
Highlights: None
COMMITTEE REPORTS –
Finance – Michael T. & Brenda M
Highlights: The committee reviewed the 2020 budget and distributed it to the WS Trustee for review and approval
Structure & Bylaws – Open
Highlights:
Convention– Ron D. No WRS
Highlight: Meeting is on Sunday.
Conference – Alesia and Linda – No WRS
Highlights: Linda attended the meeting. Reported that Lolita would be on the committee.
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Unity– Ron D. WRS
Highlights: None, meeting was cancelled.
Literature, Chips & Formats – Pierre K. WRS
Highlights: The committee is active. Committee wants to know if a digital literature distribution process is place. Nothing in place at this point in time.
Hospitals & Institutions – Pierre K. WRS
Highlights: Who is replacing Kevin as their Trustee? May be Yvette
Public Information – WRS
Highlights: The brochure on to the professionals has and error which is being corrected and will be send to the LCF committee. Denmark is waiting for approval of translation of pamphlets into Danish. Need feedback from Kerns. Helplines discussion is finished will touch based with Randy about recommendation from this board. Comments on the branding guidelines
IT – Randy M.
Highlights: No
Archives – Yvette H. Not present
Highlights – None
GUEST REPORTS: Cathal made comments his interest in service at this level.
ONLINE BUSINESS: $500.00 for the yapp app & 032 Check request 032 on information for face mask for convention
Pierre moved to ratify the results of the on-line vote. Alesia seconded
Motion: passed
UNFINISHED BUSINES
A. Ad Hoc Committee – David C – WRS
Highlights: convention committee updating their guidelines in response to the WSOB referral. Continued discussions on how to have conventions as a virtual experience. There are some subject matter experts on the Ad Hoc committee. Some movement for a possible survey of our fellowship may need WSOB and conference approval.
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NEW BUSINESS
Next Meeting of the WSOB
November 21, 2020
Executive Session – None
Motion to Adjourn:
Meeting adjourned at 11:44 am with the Serenity Prayer.
Submitted with Love and Peace
Brenda Mabin
Secretary
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