Minutes of the Meeting of
CA World Service Office Board of Directors
September 12, 2013
I. Opening. Meeting called to order with the “we” version of the Serenity Prayer at 7:05pm by Chair, Richard L.
II. Tradition 12 – Read by Phyllis C.
III. Concept 12 – Read by Ira L.
IV. Birthdays – Kathy Jo R. 20 years!!
V. Roll call and Quorum Determined
A. Voting Members Present: Richard L. (Chair), Susan D. (Vice-Chair/Secretary), Linda F. (DOO), Susan D. (WSOB Secretary), Bob C. (DAL), Phyllis C. (DAL), Ira L. (WST) & Kathy Jo R. (WSOT). A quorum is established.
B. Board Members Absent: DRPD (vacant) & Morgan T. (DAL – absent with prior notification)
VI. Guests Present: Laurie R. & Shelia S (Special Worker)
VII. Approval of the minutes of the prior meeting
A. Linda F. motions to approve the minutes from August 22, 2013. Seconded by Ira L. Motion passes unanimously.
B. Kathy Jo R. motions to approve the minutes from August 26, 2013 B2B meeting. Seconded by Bob C. Motion passes
C. Linda F. motions to approve the minutes from August 29 & 30, 2013, during conference. Seconded by Kathy Jo R. Motion passes unanimously.
VIII. Seventh Tradition
IX. Guest Reports:
A. Shelia S. reported over $3000 in sales during conference!
X. Online Business:
A. None
I. Executive Session
A. All members of the WSOB were ratified
II. Old Business
A. WSOB Director Openings – We have 2 openings and are always accepting applications! We need a treasurer and secretary.
B. New Contributions to Prudent Reserve/Savings
1. Bob C. will speak to Brian T. to see if the committee is actively working on this.
C. Website
1. Website was hacked on September 1. Linda F., Paul Y., and Richard S. are working on the security of the site.
2. Discussion regarding if we should temporarily remove the site or leave it up with the “bandage” fix, where this could still happen again tomorrow. Richard L. mentions he is totally opposed to shutting the site down.
3. Linda F. will research costs for a company to assist with this.
D. C.A. Trademark Challenge – Scotland – Bob C.
1. This agenda item is staying on to ensure it is not dropped, but no additional action is being taken at this time
E. C.A. Logo Trademark
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1. The office is researching which versions of the logo are trademarked. This will be sent to the trustees to work with our lawyer to find out more information on this. This includes various fonts and languages.
F. WSOB policy on mileage reimbursement
1. This agenda item is staying on until a policy is created
G. European Fulfillment Center
1. Russell S. and Kathy Jo R. have spoken to Michael H., who works at a fulfillment center, and gathered additional questions to ask proposed vendors. Michael H. will help them create a request for bids to move forward with the vendors.
2. Additionally, the office needs to look clearly at the current inventory, handling and shipping costs, to ensure costs stay the same for the fulfillment center.
3. The board also discusses that the prices of inventory should be reviewed, and that it might be time to raise prices. It has been over 7 years, maybe more, since we have raised prices.
H. Meditation Book Status
1. LCF is still going through the book, making changes. We are still at point 13 or 14 of a 19 point process.
2. Questions regarding about the counts and costs, and what we are planning to order. We need to keep the price as low as possible, so members of the fellowship can afford the book.
III. Office Director Reports
A. DOO Report – Linda F. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Three bids for transcribing were submitted to the WSOB.
2. Susan D. motions to approve Maya Brewer to complete the 2012 WSC transcription of the minutes, pending she can complete them within 45 days from the signed contract. Seconded by Ira L. Motion passes unanimously.
3. Susan D. motions to approve Heidi Jonathan to complete the 2013 WSC transcription of the minutes. Seconded by Bob C. Motion passes unanimously.
4. Susan D. gave Linda F. the blank PSA so the Dutch PSA can be created. Kathy Jo R. brings up if we really need a professional Dutch voiceover or can are we ok if they use a non-professional. Ira L. believes a non professional is totally
Linda F. motions to extend the meeting past the normal meeting hours. Seconded by Ira L. Motion passes unanimously.
B. Chair – Richard L. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Richard L. will speak to Tom P. and Michael T. to see if they can meet with the board regarding training the board on the financial statements.
C. Vice-Chair – Susan D. – Submitted verbal report (see committee and ad-hoc reports)
D. Treasurer
1. Operating $ 23,996.21
2. Even Year $6,226.82 EY Petty Cash $547.11
3. Odd Year $5,051.14 OY Petty Cash $364.40
4. Savings #862 (Prudent Reserve) $50,130.34
5. Savings #372 (Publications Fund) $23,646.80
6. Savings $ 44,569.26
E. Director at Large – Bob C. – Nothing New
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F. Director at Large – Phyllis C. – Nothing New
G. Director at Large – Morgan T. – Absent with prior notification
IV.Trustee Reports
A. WSO Trustee – Kathy-Jo R. – Submitted written & verbal report (see committee and ad-hoc reports)
1. Discussion regarding the 2014 Walk-For-Life. Richard L. will bring the questions to the committee on Sunday.
B. WS Trustee – Ira L. – Submitted written & verbal report (see committee and ad-hoc reports)
V. Ad-Hoc Committee Reports
A. Recording Equipment – Richard L., Ira L., Kathy Jo R.
B. Financial Fundraising – Richard L., Bob C., Susan D., Kathy-Jo R., & Linda F.
1. Discussions regarding the sign off procedure for orders. The board determined Linda F. as well as one member from the committee to sign off on any of these orders.
C. Translations – Susan D.
1. Discussion regarding the Holland Book. Susan D. taking the lead and working on creating a committee for this project.
VI. Committee Reports – New committee assignments as follows
A. Finance: Linda F. & Bob C. – Nothing New
B. Structure & Bylaws: Bob C. – Nothing New
C. Convention: Linda F. & Kathy Jo R. – Nothing New
D. Conference: Linda F. & Richard L. (Ira L.) – Nothing New
E. Unity: Phyllis C. (Kathy Jo R.) – Nothing New
F. Literature, Chips & Formats: Susan D. (Linda F. & Kathy Jo R.) – Nothing New
G. Hospitals & Institutions: Phyllis C. – Nothing New
H. Public Information: Morgan T. (Ira L.) – Nothing New
I. I.T.: Linda F. – Nothing New
J. Archives: Richard L. & Linda F. – Nothing New
VII. CAWS 2013 – Linda F.
VIII. CAWS 2014 – Linda F.
A. Registrants: 23
B. Discussion regarding check request 17 & 18, which are both under $100. The convention does not currently have a petty cash account, but the board still feels a check can be cut without boards approval, since this is under the $100 approval amount.
C. Discussion regarding the SoBrave special event. Bob C. mentions it needs to be clear to the committee that this is a very special event, and that the Linus is a world class DJ, and that this should not be just another DJ dance, using the same DJ as the night before. Susan D., Richard L., and Phyllis C. will attend the Convention meeting on Sunday to ensure the committee understands the importance of this event.
D. Ira L. reminds the board that we cannot micromanage
IX. CAWS 2015 – Linda F. – Nothing New
X. CAWS 2016 – Linda F. – Nothing New
XI. CAWS 2017 – Linda F. – Nothing New
XII. New Business
A. Referrals from Conference 2013 – Tabled until next meeting
I. Next meeting: September 26, 2013
II. 11:25pm Motion to Adjourn made by Susan D. Seconded by Kathy Jo R. Passed unanimously.
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III. Meeting closed at 11:25pm by Chair, Richard L., with the “we” version of the Serenity Prayer.
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For all attached documents and reports see: WSOB_2013-09-12_minutes-final.pdf