CA World Service Office Board Meeting
September 13, 2001
Approved minutes
PRESENT:
Steve Edwards, Chair
Elizabeth Saldebar, Vice Chair & WSO Trustee
Kevin Murphy, Director-at-large #1
Mark Keaser, Director-at-large #2
David Choate, Pacific South Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions vacant: Secretary, Treasurer
Members absent: None
Visitors:
Brenda Bell, Inland Empire
Leon Mason, Trustee-at-large, South Central LA
Michael T, West LA
Patrick P, Santa Monica
Dennis L, H&I video subcommittee chair, South Bay
Meeting called to order at 7:40pm.
Elizabeth read the 1st Tradition;
John read the 1st Concept.
Minutes of 8/21/01
- Motion (Elizabeth/Patty) to approve
- Approved as corrected.
Minutes of 8/16/01
- Motion (Mark/Patty) to approve
- Approved as corrected.
Minutes of Conference 2001 meeting
- Motion (Elizabeth/Mark) to approve
- Minutes are comprised of office report given to Conference.
- “Members present” not listed in report.
- Approved as submitted.
OLD BUSINESS:
None
OFFICER REPORTS:
Chair:
Chair reports that there are 2 open director positions on the board, and that the Treasurer and Secretary positions need filling either from within or without.
Theme for 2003 Convention is “Magnificent Mile”, not “Miracle Mile” as originally stated.
Vice Chair: No report.
Treasurer: No report.
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Secretary: Vacant.
Director-At-Large #1:
- Newsgram has several articles in house, with two more promised.
- Next usual pub date is 11/1, but might not occur until 12/1. Deadline is one month prior, to allow review and printing.
Director-At-Large #2: No report
World Service Trustee:
- Introduces self to board. John has responsibility for hotel and contract issues. John Bodkin’s contact info is 818-384-3347 (cellular), kookoo4u@hotmail.com.
- Met with Darrell S to discuss CAWS 2004.
- In contact with Meredith for transition and has discussed contracts for in-process CAWS conventions.
- Received letter from 4 Points thanking us for our event and inviting us back, and giving us a contact for feedback.
- Trustees request use of WSO for quarterly meetings, to save costs.
Pacific South Trustee: No report.
World Service Office Trustee:
- Explains her role as communications link from WSOB to WSBT.
- Talking with Patty regarding H&I video, its upcoming manuscript and Trustee review of same.
- Questions from Trustees regarding wsbt@ca.org email loop. Kevin explains why email loop is no longer operating, and that it might be better if such a list was operated by a Trustee.
- Issues regarding how/when/limits on transfers from Reserve to Operating. Conference call Sunday night regarding office financials.
- Discussion of CA logo and “WSC logo” on websites, and the logo issue in general.
Office Manager: Written report attached.
H&I video bids are so dissimilar that they cannot be compared, and will not be submitted at this time. Need to expand video “script” to include stage direction, so that reasonable bids can be obtained. H&I “video” can also be done as a presentation, and bids for a presentation will also be obtained. Elizabeth asks about H&I video, who controls the script, and what committees can change it from what the Conference approved. Discussion ensues. Office will attempt to produce video in such a way as other committees can adapt the result.
Finance issues: Entered internal budget (revenue side). Currently we are $8000 over internal income projections. A/R is a constant $3500 (mostly Hazelden). Problems with bad checks and returned CODs. Suggests that regional trustees might inquire. COD’s comprise 1% of sales. The majority of sales are checks and money orders, of unknown split. Need to move some money to operating from reserve to cover cash flow resulting from Conference expenses, particularly travel.
The bank is changing its fee structure for our type of account. This will likely cost us $50/month. We will investigate another banks.
Need to draw down inventory during slack period to reduce immediate cash outlay, based on historic sales levels.
Quality problems with medallion vendor continue. Printing company having cash flow problems and QC problems. We own molds and dies for medallions. Some are worn out and need replacing.
Price increase tentatively scheduled for Jan 1.
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MOTION: (David/Kevin): To suspend rules to make motion to extend time until completion of business. Passes. MOTION: (David/Kevin): To extend time until completion of business. Passes.
COMMITTEE REPORTS:
Web: New site www.illinoisca.org has requested linking. Several problems found by WSCIC, including missing disclaimers and copyright statements, no link to ca.org, local replication of the ca.org contact page, and a complaint from the SFVCA webmaster that portions of his page had been lifted without permission.
CAWS2002: Timberline Lodge contract (for offsite meal event) revised by host committee chair due to change-over of WS Trustees. WS Trustee has issues with the terms involving risks, and feels that as it stands the event should be included in registration process. Has received many past minutes from host committee. More registrations are in house. Andy W is now hotel liaison.
CAWS2003: Opening bank account.
CAWS2004: (Greater LA): Darrell S has provided a great deal of his footwork info on the 2004 bid. There are concerns that final decisions need to wait until the official host committee is formed. WS Trustee & PS Trustee make clear that the forms will be followed.
CAWS2005: (Memphis): No report.
NEW BUSINESS:
MOTION (Elizabeth/Patty): POLICY: Floor amount of $3000 for transfers from operating reserve to operating account before asking WSBT. No two such transfers within 90 days without WSBT approval.
- No discussion.
- Passes unanimously.
MOTION (Patty/Elizabeth): POLICY: Any debt that is still outstanding after two attempts by the office to collect will be referred to the WSBT for follow-up.
- Some discussion about whether it should be regional trustee, decided to leave methods to WSBT.
- Passes.
MOTION: (Kevin/Patty): POLICY: To require all COD payments to be either certified check or money order.
- Motion to table (Elizabeth/Patty)
- Carries, tabled.
MOTION: (Kevin/Mark): POLICY: Office will not accept checks in payment for orders from parties who have outstanding bad checks.
- Passes unanimously
MOTION: (Patty/Kevin): Allocate current money market acct funds as follows: $25K book reserve; $31,428.50 prudent reserve; $7524.54 operating reserve; $9000 Convention/Conference reserve.
- This increases prudent reserve by $6,428.50. Leaves Convention/Conference reserve with sufficient seed money along with money for the WSC committees’ conference calls. Book reserve is unchanged.
- Operating reserve contains money for travel expenses.
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- Passed.
MOTION: (Patty/Kevin): Transfer $2524.54 from operating reserve to operating account.
- This leaves $5000 in operating reserve.
- This requires any other transfer before December 13 to get trustee approval.
- Passed.
MOTION: (John/Patty): Give $950 to Timberline Lodge as deposit CAWS2002 offsite event.
- Passes
Motion to adjourn (David/Kevin)
Next meeting September 27, 2001
Respectfully submitted,
Kevin Murphy, Director
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