Sept. 17, 2016 – WSOB Minutes – Draft

WORLD SERVICE OFFICE BOARD MINUTES

September 17, 2016

OPEN MEETING @ 9:05 AM

SERENITY PRAYER – Lead by Tim A.

TRADITION 10 – Read by Linda F.

CONCEPT 10 – Read by Kevin H.

BIRTHDAYS –

ROLL CALL & QUORUM DETERMINATION

Present were Tim A. (Chair), Allison M. (Treasurer), Linda F. (DOO), Alesia (DAL), Randy M. (Secretary),

Kevin M. (WSOT) and Yvette H. (WST).

Quorum is met.

Guests:

CHAIR ANNOUNCEMENT(s)-

1. Welcome to the new Trustees. It’s a new year, looking for great things to happen
2. We have 2 Director at Large positions open we need to fill ASAP. Kevin H. requests qualifications for Director at Large. Tim A. reads from the WSM. Tim A. states some guidelines for the board need to be clarified / updated.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) –8/20/2016 MOTION to approve the minutes from August 20, 2016 made by Randy M..; seconded by Alesia. Motion passes unanimously.

SEVENTH TRADITION

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted.

Comments:

• Special Edition is selling well. HFC is selling well.
• Specialty chips are selling well.
• Special Edition and H&I HFC have been added to the online store, under “special offers”.
• Added a few items on her report under “Review the Lease”.
• Has a letter of appreciation to sign and send to 2016 CAWS.
• CR for $157.43 for additional registration forms. MOTION to approve this check request made by Linda. Seconded by Randy M. Alesia – didn’t they have money? When they have a fundraising event, they deposit money into the checking account which we control. They cannot spend more than $100 out of petty cash. Alesia says that in Chicago they were using their own Stuff – but the money was transferred to our account. (Linda clarifies). Kevin asks about the quantity requirement. MOTION passes unanimously.
• 2020 CAWS will be in Austin, TX, and Susan Calkins has been selected as the convention chair.

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DIRECTOR REPORTS

Chair – Tim A – written report submitted

Comments:

• Guidelines – we need to look into the guidelines as to how they relate to the WSBT. We need 10 directors. We have an open Vice Chair position. The Chair is responsible for running the office. He wants to emphasize the DOO position. He reads from the WSM. Discusses no more “secret” meetings. Kevin asks for clarification about which board. Tim cites an example.
• He wants to review all open positions.
• He wants to review staff positions. Handling interviews. Replacing the Conference / Convention coordinator. He will be looking at resumes and will make recommendations
• Again reiterates to review the WSM guidelines. Kevin – does the office have an employee manual? Linda says yes. It would need to be revamped. Tim says it’s under new business.

Randy makes a MOTION to do CAWS 2017 Seattle Convention report out of order. Seconded by Alesia. MOTION passes with substantial unanimity. Welcome Gary. We have made some changes. The CAWS 2017 committee has removed the treasurer. Vice treasurer is acting Treasurer until next committee meeting. He needs the new WSOB Treasurer (Allison) contact information. He will then pass on to new treasurer. He has a couple of items to discuss.

• Talked to Linda about card readers (i.e. Square) for fundraisers. They have opened a checking account tied to a Square reader to facilitate accepting money for pre-convention fund raising. He states that each convention previously has set up their own bank account. Accountability is a big issue with card readers as there is ample opportunity for abuse. Maybe there should be guidelines for who has the Square readers. Another item is the local bank account opened and operated by the committee. (It is unclear who the actual account holder is.) Gary states that nothing over $1,000 will be deposited. He states that it IS convenient. CAWS 2017 now puts this in our hands. Kevin M. wants to discuss local bank account. He asks if there is any money being spent out of the account? If simply used as a depository account, he could live with it. Gary states that another issue is that the WSOB can’t see what’s happening in the account, so maybe we should add the WSOB treasurer to the account. Tim discusses the WSM and convention guidelines – he thinks this should have been brought up on the conference floor. Tim states there is nothing in the WSM or the convention guidelines allowing this separate account, and that therefore should be no local account managed by the convention committee. Who is Trustee? Wade Staples. Kevin asks how they would raise money? Kevin clarifies question; two years in advance, where would the cash have gone? To the WSOB account. Gary states he doesn’t see it in the guidelines, and he knew it was not the right thing to do. WSOB Treasurer states they need to close it out; transfer the money to the WSOB convention account. What, then, about the card reader? Gary discusses the “trusted service” issue. Tim explains that the Treasurer was elected by trustees and the conference. Gary discusses the issue that they are struggling with. The conference and trustees must make these changes and so direct the WSOB. Linda mentions that if you have an upcoming event you can discuss this with the bank. They can help set up a card reader. Kevin states it’s not that easy to set up the credit card merchant service. Linda points out that we already have a card reader system set up with our bank, and subsequently it IS that easy. WSOB Treasurer is responsible for all bank accounts per the WSM. She will discuss with trustee. Alesia – if the trustees agree to do it, then the next convention will

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have to change? Tim states we’ll refer back to trustees. Kevin restates that it has been referred to conference and that the WSC has failed to address this matter. We are just now getting around to a 2015 solution? This really does need to be addressed. Tim says the WSOB cannot address this. Kevin says it will be addressed to the trustees. Fundraising can’t accept credit / debit cards unless set up with Bank of America ahead of time. Tim A says the open check account with a separate Square account is not acceptable at this time. Take it to the trustees. Kevin makes a point that is not year 4 or 3 now, so for this convention the issue is now moot.

• Moving to the Online store: Any time requirements for people to do workshops? No. Do we have lanyards at the office for registrations? Yes, we have and we recycle them. Linda states they pay cost out of their budget. Gary: what is the cost? Linda estimates $1.50 per lanyard.
• People want to see Archives. They have a list of archive items they would like. Alesia: we discussed sending some items after the last Chicago convention. Randy suggests they submit the list of items they would like for review by the Archive Committee.
• The silver sharpies handed out at the conference with the inflatable whales will not work when they pack the whales. Suggests that we should include something in delegate mailing regarding using only pens and not the silver sharpies. Alesia – she says the issue is that they are signing them now. Not in November. What can they do now? Maybe we can send out an email – Tim. Linda requests that Gary send her the request and she will email out to the delegates.
• Where is the money for the opportunity drawings supposed to go? Money should be coming to the office. But, if they collect the money and the tickets, they should keep it together and send the tickets, stubs and money to the office.
• Gary says they are having difficulty filling the Children’s Events chair position. Linda suggests the committee talk to Darlene about children’s committee. Kevin – what is insurance issue with watching kids at the convention? Linda – in 2013 we had a professional child care person with an additional rider on the insurance policy. Kevin says he was told by insurance agent that the #1 problem with these types of events is with insuring child day care. He states he really wants this investigated and fully vetted.
• Allison wants to ask about card readers. Linda is not a fan of the card readers. Kevin – a couple of things. His wife has a card reader system of the standard variety. She would be happy to donate this system as she has gone to Square. He is really concerned about the Child Care stuff. It is a terror to insurance companies. WE may have to offer through a service. Alesia clarifies that this is not child care, but children’s events, and that we have waiver the parents are required to sign.

Vice Chair- Open

Treasurer – Alison M – Written report submitted.

Comments:

• She has information about Authorize.net in lieu of RegOnline. Randy states he thought the trustees recommended we go to RegOnline. Will discuss under new business.

Secretary – Randy M – Written report submitted.

Comments:

• None.

Director at Large – Alesia F

Comments:

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• No report.

Director at Large – Open

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M

Comments:

• Not much to report, as we just finished the conference. Attended the post conference meeting and has been added to the email accounts. Randy discusses the minutes being transferred to the trustees.
• Kevin doesn’t like to sign on to Yahoo.com. He doesn’t like that he has to sign on the site to get the documents. Tim discusses the process for using groups.Yahoo.com. He would like to see it sent as an attachment, as well as located on the yahoo.com group.

WS Trustee – Yvette H

Comments:

• Introduction: She is just observing as she has been out of World Service for six years. She’s being quiet as she feels her way into this level of service. She states that she is glad to be here and that she’s open for suggestions.

Questions:

1. Allison – lets Yvette know that for quarterly reports, she can have anything above and beyond the usual reports, just please let her know.

COMMITTEE REPORTS –

Finance – Alison M- written report submitted.

Comments:

• The committee met at the conference. Some are outgoing delegates. Currently a small committee. Heidi is the person sending out invitation. Allison will be sending financial reports to Heidi as well.
• Income is very strong, due to donations and convention income. Expenses are relatively low, but still waiting for conference costs.

Questions:

1. Tim A.; there was email sent from Europe, about why we haven’t used PayPal? Linda says we don’t use PayPal due to the problem with London convention. (Lots of money was stolen through PayPal at the London convention.). Tim states that Europe’s biggest complaint with the WSOB is communication. Linda and Allison discuss the exchange rate options. PayPal or through the bank. Kevin – is there some reason they can’t donate via VISA card? We can’t suggest co-mingling. There are other options besides PayPal. Linda states we either get checks or it is wired. Kevin asks about bank fee for depositing European checks? Yes.

Structure & Bylaws – Yvette (new liaison) – no report.

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Convention – Allison (new liaison)

Comments:

Linda says they have a conference call tomorrow.

Conference –Linda and Alesia

Comments:

• Linda has nothing. No meeting until October.

Unity – Alesia

Comments:

• They came up with great new guidelines. She called Linda on how to set up a conference call.
• We’ve had new people step up.

Literature, Chips & Formats – (new liaison) Tim A.

Comments:

• None.

Questions:

1. Randy M. – What is the deal with the Swedish translation of HFC2? I heard there were comments at the WSC about the German translation. “Why would we translate a German version before a Swedish version?”. Linda confirms we have a Swedish edition, a French edition and mostly through our German translation. A referral came through 3 years ago from Holland about mixing HFC, HFC2 and some new stories in Dutch. LCF was to work with Holland and LCF. The trustees should convey to the European trustee that this board is merely doing what we were requested to do by the conference. Kevin asks about the status of French and Swedish? They are done and are available. Linda discussed the policy of how editions are translated.

Hospitals & Institutions – Tim A. – No Report

Comments:

• None.

Public Information – Kevin M.

Comments:

• Linda will send Kevin’s contact information to the committee.

IT – Randy M – Written report submitted.

Comments:

Questions:

1. Tim asks about UK Area additions to the CA.org. Randy states that the new UK area had created an area website, and they wanted the link added to ca.org. The WSCITC reviewed and approved the site and passed it along the trustee for IT, who subsequently approved it. He then directed the WSOB to add the link to ca.org, and this was done.

Archives – Randy M – Written report submitted.

Comments:

Discusses additional items in the committee agenda.

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CAWS CONVENTION REPORTS:

A. CAWS 2017- Seattle –See out of order above.

Comments:

•  Tim is discussing RegOnline. Seems to be easiest transition at this point. MOTION to change registration for CAWS 2017 to RegOnline made by Randy M. Seconded by Linda F. Discussion: Allison discusses the downsides of RegOnline. Cost is $4,000 and we have to wait a month to get the money. (Note that the $4,000 number was an estimate Allison heard; actual cost is $3.00 / registration.) Linda discusses the pros of using RegOnline for this current, 2017 convention, and proposes using a new system for the next conference. Speaks to using RegOnline for this convention. Linda is all for looking at new program, but keep RegOnline for this one. Alesia speaks for the motion for using RegOnline. Kevin – point of information; what would we use to test out the new vendor? Ans. Conference. Is there nothing before a conference? No, but we could set up a test. That could be looked into. Linda states Authorize.net was a completely different type of program and may not provide needed reports. Yvette H.; What is the cost for Authorize.net? Estimate is $50 start up, and monthly cost of $25.00. Again, it is not known if Authorize.net can provide the reports needed while planning and executing the conference / convention. Yvette H. speaks for the motion. Tim points out the cost for RegOnline is based upon a per-person charge. MOTION passes unanimously. Allison makes a MOTION to test Authorize.net for the next conference. Seconded by Yvette H.. Friendly amendment to train the office staff using authorize.net prior to opening it up for registration. Friendly amendment accepted. MOTION passes with substantial unanimity.

B. CAWS 2018 -Montreal – Board to approve Montreal hotel contract. (Held until July, 2016)

Comments:

• Linda believes the contract was signed by Scott and Ira. Allison states she needs to see this contract as soon as possible. Allison would also like to see Seattle hotel contract.

 C. CAWS 2019 – Sweden –

Comments:

• Nothing new in from Sweden. They have a chairman and a treasurer.

 D. CAWS 2020 – Austin – –

Comments:

• Susan Calkins is the new chair.

GUEST REPORTS:

• None.

ONLINE BUSINESS:

• None.

UNFINISHED BUSINESS-

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A. Meeting Formats in a Pocket – Linda – On Hold – she is in conversation with Committees. Linda

 – LCF has also approved a new format at the conference. Linda will get the new format and move forward. 

B. Office Lease (February 2016) – Need to vote on at September meeting. Does everyone have a copy of new lease for the existing office? When we requested a quote for the new lease at this office, the property manager said they would not do the air quality report. Trustees required this as a condition for the move. So now we are looking at a 3-year and a 5-year contract. Tim discusses the two contracts. If we find another space within the complex we could move under the current lease. Tim and the board discuss some of the needed improvements to the archives room and for the racking. Tim discusses the office budget for this item, and the need for staying under a certain amount. Talks about renting palate jack and its cost. Looking into different desks. They have discussed partitions for the office. There are already processes and procedures for getting rid of records no longer needed. Linda discussed some of the issues that she has included in her written DOO report. Noise from printer; court appointed volunteers are here listening to customer service representative; accountant has issues also. Kevin – he’s looking around and begins discussing various space layouts. Kevin has an issue with court appointed volunteers; a mixed blessing. If we are to stay here, there may still be issues. Tim adds that we are behind the eight-ball at any rate. Alesia – is there language in the five-year lease that we could move to other spaces within the complex that may be coming up for renewal. Linda states that no other spaces have leases opening up. It is common practice to allow a tenant to move within the same complex without breaking the lease, but there is no language. Linda states he could put in the language for the lease. Kevin states he thinks that if we did decide to move, we couldn’t get the same rent guaranteed also. MOTION to approve the new office lease of 5-year lease made by Allison; seconded by Randy M. Kevin – is there any substantial change in provisions? No. Yvette: questions about the air quality report – was that for this space? No. Tim discusses the history. MOTION passes unanimously with noted abstentions. Secretary to send the contract to Yves for action by the trustees.

C. 800 number – – Alesia – she has looked into and the cost would be a lot; but should be referred to the website. Tim knows someone who thinks it should not be an issue. Tim will follow up.

D. New birthday envelope – Linda (Tabled motion from 11/14/2015) Linda: this is on hold pending a possible new address, but now we can move forward as the address will not change.

E. CAWSO Dba setup – Scott/Ira – (Tabled motion from 11/14/2015 – waiting for Trustee opinion on whether necessary or not) Linda explains that Cocaine Anonymous World Services, is a corporation, but there is no CASWO, Inc. Kevin states the problem is that we have “CAWSO, Inc” all over the place, and would need to be associated with Cocaine Anonymous World Services, Inc. Randy states that we are scrubbing the term “CAWSO, Inc.” from websites. Will still need to change the checks.

F. Review price policies and report from WSO on same. Review purchase plans on books. Linda discusses what this issue is. She wants to bring the issue about an inventory reduction sale of the hard cover “HFC2”. Conference approved changes need to be made to HFC2 and these cannot be done until the inventory is exhausted. Linda makes a MOTION to an inventory reduction sale at $6.95 for the HFC2. Alesia, wants to know why not order soft cove books until the hard copies are sold out. Due to H&I considerations. Kevin offers friendly amendment to $9.95. Not accepted. Kevin speaks against the motion. Randy speaks to the motion. Alesia – how much were the books to start with? A little over $2.00 per book. These are currently the same books that we had since the

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beginning – five years ago. Kevin – how many HFC2’s are sold every month. She can run a report, but not off the top of her head. Allison – When was this done the last time? End of last year. MOTION passes 4 -2.

G. Translation of specialty chips. Linda to work on. Linda has this on hold until after conference.

H. Referrals from 2016 WSC 

1. From other Committees
2. From floor:

NEW BUSINESS:

a. WSOB Director(s): 3 open positions at this time. Resume outlines available from Linda.

• Vice Chair Linda nominates Alesia. She accepts the nomination contingent on Tim not being fired by the Trustees!
• 2 Director at Large – now 3 DAL positions.

B. Alesia has invited several people. Also, we should attend area meetings and caucuses looking for qualified candidates.

C. Previous chair says we’re still short one office position. Tim refers back to Treasurer and DOO for consideration of this. Kevin asks about what is the current make up, and what is a standing amount of positions needed. We have one employee pulling additional responsibilities including conference / convention coordination as well as customer service. Kevin, is there an unfilled position? No, Linda’s not sure as we currently have the staff that is needed. Tim lists the previous hours of Keith and Peter. Nicole is for the warehouse (part time). Sheila also expressed that she wants to be full time. She’ll be out two weeks in January. Will be a board discussion; chairman is to decide. Alesia speaks to Adrian’s commitment to the office.

EXECUTIVE SESSION –

A. None.

NEXT MEETING(s) – October 8, 2016 – Linda makes a MOTION to set the WSOB meeting on the 3^rd Saturday of every month, unless changed by board action. Allison point of information is that December’s quarterly meeting is the 3^rd Saturday in December. MOTION passes with substantial unanimity.

MOTION to adjourn at 11:50AM was made by Randy M., seconded by Linda F.

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