CA World Service Office Board Meeting
September 23, 2004
Approved minutes
PRESENT:
Bob Campbell, Chair
Judy Weissman, Secretary
Brian Wolf, Treasurer
Mike Gallagher, Director 1
Jon Fish, Director 2
Earl Henderson, WSO Trustee
John Bodkin, World Service Trustee
Patty Flanagan, Office Manager
Positions Vacant: Vice-Chair Members absent:
Visitors: Kathy Jo R.; Walter J., CAWS 2006 Convention Chair; Tom T.; Howard E.
Meeting called to order at 7:16 p.m. Earl read the 2nd Tradition; Jon F. read the 2nd Concept,
Motion (Judy/Patty) to approve the minutes of 08/26/04 as submitted passes.
OLD BUSINESS: None
OFFICER REPORTS:
Chair: Had two lengthy calls with chair of WSBT. Met with Office Manager.
Vice Chair: Open.
Secretary: Contacted Federal government agency by email to request that they list CA in their written resource material.
Treasurer: See written reports. Will probably need to transfer approximately $9,000 into Operations in October. Book sales are down. Currently examining A/R to see what is payable/how to encourage people to pay. Making sure office staff is aware of policies regarding giving merchandise to people who haven’t paid for previous orders. Also looking at cash flow and how much can be put into prudent reserve. One idea is to put a reasonable amount of money from Convention still left over after Conference into prudent reserve, then just before next Convention put any remaining not used for Operations or Convention.
Director 1 (Mike G): No report.
Director 2 (Jon F): See written report. John W. is chair of International Outreach Subcommittee and has set up email group. Online registration for CAWS Convention 2005 will be available 10/01/04. Pre-convention t-shirt sales on website currently not feasible.
World Service Office Trustee: Participated in new trustee orientation and has been reviewing duties and guidelines of WSOT.
World Service Trustee: Spoke with our copyright attorney about our correct mailing address, prices to copyright phrases, etc. Attended new trustee orientation conference call. Has. been in contact with Hilton regarding availability in Houston in 2006.
- Took Visitor Reports out of order.
VISITOR REPORTS:
Walter J. – CAWS 2006 Convention Chair – Selected Steering Team last week; first meeting is Sunday, 09/26/04. Needs various guidelines and procedures from Office. Ivan L. is Program Chair. May have need to do conference calls if people are on Committee from other Areas in Texas. We can set up secure web chat too. Will be circulating flyer throughout Texas requesting resumes for
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Committee positions. Certain positions will need to be filled by people living in immediate Houston vicinity. Want to choose hotel by November. Will investigate Hilton West Chase; Texas Area already has signed contract to have their convention there in 2006, which they’d like to cancel, but it’ll cost them $3,000 to get out of contract. Don’t want people in Texas Area to have to choose if they can only afford to go to one convention. Maybe WSO would have some leverage in renegotiating.
Howard E. – 09/24/04 from 7-9 p.m. at 3943 S. Western, 20 years and up portion of marathon.
Office Manager: See written report (To-Do list). Thanks for all the well wishes and flowers. On flex schedule for winter months; will be working remotely tomorrow. Will be doing some office rearrangement. Some of shipping inventory will be moved into conference room because shipping room is too full and unsafe. Office assistant’s desk will be moved into Patty’s office. Next Thursday, 10/30/04 office closed for inventory. Sent out non-delegate chair letters. ACH should be operational tomorrow.
NEW BUSINESS:
Cook Convention Center, Memphis needs balance to be paid. Unsure if total deposit was $1,000 or if balance after initial payment of $500 was $1,000.
Motion (John/Earl) to make final deposit payment of up to $1,000 immediately passes.
A check for $500 will be sent, although $1,000 is approved if necessary.
Motion (Brian/Patty) to move $10,000 from Operating Money Market Account to Money Market Prudent Reserve provided the Board does not have an additional request to move funds into the Prudent Reserve until March 2005. Friendly amendment to strike the words provided the Board does not have an additional request to move funds into the Prudent Reserve until March 2005 accepted. Call for the votes passes. Original motion passes.
There was considerable discussion about the above motion and the need to move money less frequently at one time in large amounts instead of using valuable meeting time to discuss motions to move small amounts at every meeting.
Motion (Eari/Jon) to suspend the rules passes.
Motion Earl/Jon) to extend the meeting to 10:30 p.m. passes.
- General discussion of whether discussions on Conference floor can somehow be streamlined, limited, made more efficient. We can examine transcripts when they become available,
- Executive Session next meeting to discuss vacancies. 10/17/04 is next Trustee conference call. We’d like to have person/people to present to them for approval.
Motion to adjourn (Judy/Mike) at 10:12 p.m. passes.
Next Meeting: 10/14/04.
Respectfully Submitted,
Judy Weissman
WSOB Secretary
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