CA WORLD SERVICE BOARD OF TRUSTEES RECORD OF ORIENTATION CONFERENCE CALL
September 26, 2010
APPROVED
Since this report is a confidential C.A. document for members only, it may contain members’ full names. This usage to facilitate communication within the fellowship was approved by the 1990 World Service Conference. Such confidential use does not, of course, violate in any way our Tradition on anonymity in public communications media (press, radio, TV, etc).
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AGENDA – MINUTES
WSBT Trustee Orientation Call
September 26, 2010 – 10:00 am PST
- 1004am PST – Randy started the call with moment of silence followed by the “We” version of the Serenity Prayer.
- Roll Call:
Russell Sedman – ERT
Robert Lyle – ANRT
Kenny Williams – ASRT
Terry Marsden – PNRT
Joy Hutcheson – PSRT
Peter DeRaffaele – WST
Richard Leve – WSOT
Richard Schafer – TAL/
WSBT Secretary – excused
Randy Groen – SWRT/WSBT Vice Chair
Kim Sherwan – MWRT/WSBT Chair
Chair opening comments: Kim: Welcome to all, glad everyone was able to be on the call. Richard Schafer is unable to make the call; out of the country… we were aware of this at the time of scheduling. Looking forward to the call.
Richard S.: Called in briefly…out of the country, was unable to stay on the call due to the expense of the call.
Randy G.: Motion to move all WSBT responsibilities to the TAL, Kim S.: second… haha… see what happens when you miss a call! NO VOTE.
- Trustee Orientation (Randy): Randy reviewed each document with the group, questions and concerns were addressed. DONE
- WSBT Sub-Committee Responsibilities
- WSBT Document Guidelines
- WSBT Expense Reimbursement policy
- World Service Trustee job description
- Trustee at Large responsibilities
- Responsibilities of the WSOT
- Regional Trustee Responsibilities
- Procedures for Recording WSBT meetings
- Policy for Signoff and Transition of WSC Committee Materials
- New Trustee Orientation
- Guidelines for Review of Area Newsletters
- 1Guidelines for Email Questions – concerns from the Fellowship
- Expense report shell.xls
- Email Guidelines
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- WSBT Secretary Guidelines
- WSBT Vice-Chair Responsibilities
- WSBT Chair Responsibilities
- Date and Time for October Conference Call and December Quarterly (LAX):
DONE
– Conference Call – October 24th, 10am PST (phone instructions will be on the calendar)
– Quarterly meeting – December 3rd-5th, dinner at 5p, Quarterly meeting at 7pm
- Time and location of the Board to Board meeting, December 4rd, (would like to go to the WSO for this meeting) (Kim) Discussion regarding having the Board to Board meeting at the WSO, an opportunity to see the office, and meet Sheila and Andrew. Kim will coordinate with Richard L., and Tom P. UPDATE
- WSBT Buddy system: DONE
– Kim – Kenny
– Randy – Terry
– Richard S. – Russell
– Joy – Peter
– Robert – Richard L.
- Proposed WSBT Sub-Committee and Conference Committee Assignments: DONE
Robert: Nominates Joy be the TEC chair, Joy accepts. No further nominations… vote reflects Joy as the TEC chair.
Joy: Nominates Robert, Robert accepts, no further nominations, vote reflects Robert as the TEC Vice Chair.
Kim: Motion to accept WSBT Sub-committee and WSBT Conference Committee assignments, Peter: Second. Motion approved. DONE
- WSBT Sub-committee assignments:
- Finance – Richard L. (lead) (all)
- International Structure & Development – Russell (lead), Robert, Kim, Richard , Randy
- Legal – Kenny (lead), Joy, Randy, Kim
- Long Term Planning – Richard S. (lead) (all)
- NewsGram – Terry (lead), Kim, Russell
- Orientation – Randy (lead) (all)
- Trustee Election – Joy – Chair – per vote, Robert – Vice-chair – per vote.
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- Trustee Negotiating – Peter (lead), Richard S., Joy, Kim, Russell
- Trustee Outreach – Robert (lead), Terry, Russell
- World Service Conference – Kim (lead), Peter, Richard S.
- Conference Committee assignments:
- Archives – Kim (Lead), Russell
- Conference – Richard S. (lead), Kim, Peter
- Convention – Peter (lead), Randy
- Finance – Randy (lead), Richard S.
- Hospitals & Institutions – Russell (lead), Terry
- IT – Kenny (lead), Richard S.
- Literature, Chips & Format – Richard L. (lead), Joy
- Public Information – Robert (lead), Richard L.
- Structure & Bylaws – Joy (lead), Kenny
- Unity – Terry (lead), Robert
- New Business
2010.09.01 Status of the WSO (Kim)
Kim: John Bodkin is currently working as Managing consultant, doing a great job…organizing the office, getting the business of C.A. done. The WSO is open for business, bills are getting paid, and orders are getting delivered.
Joy: What is the status of hiring a new bookkeeper?
Richard L.: Jane, a C.A. volunteer has been helping with files and financials, getting them up to date. Jane serves to the WSCCA Finance Committee. She has been a great asset.
Joy: We should consider a Temp agency search and screen for the position of bookkeeper.
Kim: Will work with Tom, John, and Richard L. to move the search for a bookkeeper along.
Peter: Mentioning about a DOO, John Bodkin is available until next summer…
Richard: Have two – three director positions open currently. And without the DOO, the WSOB is short several members. We need to fill those positions first so that there is a complete WSOB to review potential candidates for DOO. During the next couple of months, the WSBO will not be meeting regularly due to holiday…etc… looking to have potential Directors attend WSOB meetings prior to their consideration will take us well into the new year.
Peter: John did inform us of his future plans.
To remain on agenda for further status.
2010.09.02 Exit Interview of DOO (Kim)
Kim: Richard L. called me the week of the exit interview, and the outcome of the interview. I requested that Richard L. post to the group, in his words the outcome of that face to face meeting. Regarding the payout to the former DOO, there have been some concerns and
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questions as to why Tom acted without any input from the WSBT. Richard S. has suggested that Tom P. ring into our next conference call to address the responsibilities of the WSOB Chair and the coordination and cooperation with the WSBT as financial planners. Will further discuss this with Richard S., and coordinate with Tom P. to be on our next conference call.
To remain on agenda for further status.
2010.09.03 Executive search/recruitment of open position: DOO (Kim)
Joy: Motion to have Kim work with Tom, John, and Richard L. regarding the posting and policy of selecting candidates… request applications, check references, check skills, and background check. Richard L.: Second. Following discussion, Motion passed.
Discussion:
Peter: Why don’t we have a company do the search? Let someone else do that, with the office being shorthanded, this would save us time and in the long run money. Let an independent company to the work for us; tell them our needs and wants. We should use an Executive search, and not put more stress on the WSO to recruit candidates, interview them, and put them through the “check” lists. We haven’t been successful with the past procedure, choosing someone based on someone knowing someone…
Kim: Past procedure was to post the job opening, have the WSOB review the potential candidates, interview those that fit our needs, interview them, and present a slate of 3-5 individuals for the WSBT to interview. The WSBT does have a interview/questioner. No one was chosen because they knew someone, or someone was friends with someone.
Richard: Having served in the HR world…resumes are often “fluffed” up… Law says that background checks can only reveal so much. In regards to past DOO’s, as much information is gathered, but difficult with someone that isn’t aware or familiar with our structure.
Russell: Background check, not sure about this… I am a bit concerned, who is going to carry them out, and how that information would be distributed.
Randy: Let the office do what they do… the motion requests that they take into consideration what the WSBT suggests, and if the WSO decides to us an outside executive search, they can bring that forward… it is the office role for them to bring forth how they can best accomplish this, the motion allows for flexibility.
Kenny: One thought…background checks are the norm today, I think that they are very important. They provide good information. Point of information; how did this come to a motion?
Kim: Discussion regarding how the office should move forward regarding the open position resulted in the motion.
Richard L.: More than happy to take recommendations to the WSOB regarding the procedure and policy to the WSOB.
Richard L.: Asked to have motion re-read.
To remain on agenda for further status.
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Questions:
Peter: Is there a procedure in place to terminate an employee? (Described a recent termination of an employee at his personal employment.)
Kim: No.
Randy: No, we truly don’t have a way to reduce responsibilities, or reduce pay, or reduce forces…thus letting someone go in a similar fashion as described.
Joy: WSBT CAWS Inc does not hire or fire… CAWSO Inc. does. The WSBT made recommendations to the WSOB regarding the employees that were recently let go of. Richard: What was recommended to you at your personal emplacement was through a legal source… this is a hire and fire at will state (California).
No further discussion or questions.
Joy: Motion to adjourn at 1245p PST, Second by Richard L. Motion passed.
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