CEA-HOW WSO
Board Meeting Minutes
October 28, 2000
The meeting was called to order at 10:15 a.m. by the Chair.
Tradition Two read.
Present: Dave F. Jean C. Norma T. Dave M. Jean P. Pamela J. Dorothea P. Karen S.
Excused: Lois B.
Staff: Jeanne W., Rureth A.
Guests: Anne R. Blossom R.
The following comments were made in relation to the approval of minutes from the July 25, 2000 meeting:
Motion
: It was moved and approved that the Board Chair will email meeting minutes to members. Board will correct or approve minutes within five days. Motion passed. Favor-9, Opposed-0, Abstained-2Jeanne W. proposed a mailing to groups advising on the various means that donations can be made in support of our organization. Jeanne W. was instructed to present this proposal to the Education Committee.
Motion: It was moved and seconded, to close for the week of Christmas and New Year with phones forwarded to Jeanne W. Motion passed. Favor-11, Opposed-0
Rureth A. presented financial reports through October 2000. We are required to have an informal audit. The Board agreed to have Rae Z. arrange for the audit.
Motion: It was moved and seconded, to have financial statements prepared two weeks prior to next Board Meeting. Financial statements to be sent with agenda packet. Motion passed. Favor-11, Opposed-0
Motion: It was moved and seconded, to accept the proposed budget overview as submitted and corrected by Bookkeeper. Motion passed. Favor-11, Opposed-0
Motion: It was moved and seconded, that the proposed budget be adopted as submitted. Motion passed. Favor-11, Opposed-0
Motion: It was moved and seconded, to reconsider our approval of profit and loss budget reports for July 1999 to June 2001. Motion passed. Favor-10, Abstained-1
2. Committee Reports
The Committee met and in the future will provide meeting minutes. The Committee will establish a protocol to list actions to be taken by the Committee for the next three months. Issues dealt with by the Committee were: WSO will not be responsible for insurance for individual meetings; literature prices were reviewed and will be reviewed on a regular basis. Margee C. emphasized that we need more intergroups and extensive research on how other 12 step organization conduct their outreach to the public. More emphasis on public outreach is needed in all areas.
Committee members are as follows: Dorothea P., Chair, Margee C., and David M.
Dorothea P., Committee Chair, had one person to nominate, however the nomination form was not available. The nomination form will be given to each Board member.
Motion: It was moved and seconded, that we not fill the vacant non-participating director. Motion passed. Favor-11, Opposed-0
Jean C., Committee Chair, presented the Committee report and a tentative schedule of literature to be reviewed with guidelines. Items before the Committee are: Forever Abstinent Booklet; a draft literature policy; the Young People Sponsor Guidelines, which the Education Committee will also review; and the SAFE Meeting Format; Norma T.’s proposal of a glossary of program terms for the Young People program (Norma T. was directed to submit this proposal to the Literature Committee); and, a review of all literature that is to have Fred’s name.
Motion: It was moved and seconded, to accept the schedule prioritized as presented by the Literature Committee. The motion passed. Favor-10, Opposed-0, Abstained-0 (One member absent from voting.)
The projected budget reflects a net income of $10,769. Jean P. noted some inconsistencies on the expense report which Rureth A. immediately corrected and provided the Board with a revised report.
Motion: To accept the projected budget for the Year July 2000 to June 2001. The motion passed. Favor-11, Opposed-0, Abstained-0
Margee C., Committee Chair, presented a proposal that is yet to be reviewed by the full Committee. In order to grow, we need to educate intergroups and areas for every one to understand how conference committees work and on the concept of conference approved literature. The Young Peoples Program needs to be explored covering legal implications. We need to get delegates involved in educating meetings. Margee C. presented a website proposal and policy for discussion as the April 2000 Board meeting minutes indicate that the website falls under the Education Committee. Karen S. will incorporate any previous motions in the Board Policy Manual. The Executive Committee should be part of the website decisions. The question was raised on having guidelines for the development of individual web pages to be included as links in the WSO website.
Motion: Moved and seconded that the final draft of website pages will be ready for Board approval by the next Board meeting. Motion passed. Favor-11, Opposed-0
Motion: Moved and seconded that the final draft of website pages will be ready for Board approval by the next Board meeting. Motion passed. Favor-11, Opposed-0
Motion: It was moved and seconded that the final draft of the website pages will be ready for Board approval by the next Board meeting. Motion passed: Favor-11, Opposed-0
Karen S., Committee Chair, prepared a draft of a letter for the Executive Committee to give to all delegates and start the process of starting the work on the Bylaws Conference Committee. Letters have gone out to all delegates asking for volunteers to be on the Bylaws Review Committee. Bylaws Review Committee will be formed by November 14, 2000.
By November 13th, she will send a rough copy of Bylaws revisions. The major changes include a reduced number of board trustees; board members being an "interested party"; the maximum donations given annually by individuals; merging the positions of Board Chair and President of the Corporation. Motion: It was moved and seconded, that the proposed bylaws include a proposed amendment to set that Board policy, rather than the By-Laws, establish a maximum annual donation by individual members. Motion passed. Favor-10, Opposed-1, Abstained-0
The Board agreed on the convention theme, "Design for Living." David M. will do a mailing of the convention flyer. Jeanne W. will create the convention flyer. The Board approved a 4-meal package at $120, a 3-meal package at $95, and a guest dinner at $45. Meal packages include dinner. The room rates will be clarified on the draft convention flyer. Dorothea P. will be responsible for proofreading the convention pamphlet Fred S. will come up with 3 suggested logos and email to the full board to review and respond within one week. Rooms can now be reserved by calling the Rio Hotel and if one wishes to be close to the conference rooms and other HOW members, request rooms in the Ipanema Tower. Each Board member volunteered to get involved with mailings, phone calls, entertainment, website postings, hostess/greeters, food, registration, workshop themes and speakers, and public information releases.
An expense report was submitted by Rureth A. The conference reflects a cost of $1,172.04.; the convention showed a profit of $3,131.80. Total convention expenses amounted to $14,675.00, total income to $17,806.80 and a net profit at $1959.76. Rureth A. was asked to provide in the future separate reports for the convention and conference. A protocol on conference expenses to be paid for Board members and the process to distinguish paying delegates from conference observers will be developed. Jeanne C. presented a Conference Committee report.
David F. stated that the Committee is working to finalize a system to get feedback from the fellowship.
Discussion deferred to February 3, 2001 quarterly Board meeting.
The final revision to the Forever Abstinent Booklet was presented for the Board’s review. The price, size, and silver gloss or gray vellum cover of the booklet were reviewed. Rae Z. presented samples of the tri-fold food plan in wallet size.
Motion: It was moved and seconded, to retain the word "optional" on fats from the Forever Abstinent Booklet. Motion passed. Favor-8, Opposed-0, Abstained-3
Motion: It was moved and seconded, to accept the Forever Abstinent Booklet as revised to go back to the Literature Committee for finalizing. Motion passed. Favor-11, Opposed-0
Motion: It was moved and seconded, that upon finalization of the Forever Abstinent Booklet, we publish the gray vellum cover in a minimum of 1,000 units. Motion passed. Favor-11, Opposed-0
Motion: It was moved and seconded, that we print a laminated trifold Forever Abstinent Food Plan. Motion passed. Favor-11, Opposed-0
The Board expressed desire to attend the February 3, 2001 HOW Birthday to be held in Santa Fe Springs, CA.
Motion: It was moved and seconded, to rescheduled the regularly scheduled Board meeting to February 3, 2001 at 9:00 a.m. Motion passed. Favor-11, Opposed-0, Abstained-0
The Board reconvened at 5:27 p.m. after closed session.
The amount owed Pat A. for her services as Executive Director and mileage as detailed on the October 1, 2000 spreadsheet was supplied to Board members.
Motion: It was moved and seconded, that the Board’s Executive Committee be instructed to work out a payment plan with Pat A. Motion passed. Favor-11, Opposed-0
Motion: It was moved and seconded, that WSO pay John D.’s mileage expenses as submitted with his August 14, 2000 letter upon receipt of his signed release withdrawing any further claims against WSO. Motion passed. Favor-11, Opposed-0
Discussion deferred to February 3, 2001 quarterly Board Meeting.
Discussion deferred to February 3, 2001 quarterly Board Meeting.
There being no further business to come before the Board, the meeting was adjourned at 5:35 p.m. Respectfully submitted by Maria D.
Approved by BoD: 2/3/2001