World Service Office Board of Directors Meeting
February 13, 1997
Proposed Minutes
MEETING was called to order at 7:46 PM
SERENITY PRAYER led by Scott
TRADITION FOUR was read by Joe
CONCEPT FOUR was read by Steve
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Chuck McCollum, Secretary
Steve Edwards, Director at Large
K.D. Zager, WSO Director of Operations
Susan Turnbull, WSO Trustee
Meredith Amos, WS Trustee
Joe Stephens, Pacific South Regional Trustee
QUORUM was met
Motion: To approve minutes of 01/23/97 as corrected. Seconded. PASSED.
Motion: To suspend the rules for the purpose of hearing the Treasurer’s report out of order. Seconded. PASSED.
Motion: To hear Treasurer’s report. Seconded. PASSED
Treasurer: Ed G. made his report via Telephone. From Feb. 4 through 14 we took in $7,065.26 in Chips & Literature sales; $1,448.18 in Book sales; $405.76 in Seventh Tradition contributions, for a total of $8,919.20.
We have a WSO total reserve balance of $79,297.28, which is comprised of: $31,155.74 in the Office reserve fund, $18,031.04 in the Storybook fund and $110.50 in the PSA fund. We moved the $30,000.00 from Atlanta into the reserve fund so that it is interest bearing for the time-being, which was discussed at the last meeting.
Scott reported on the 1996 financials:.. We beat the Budget for 1996 for $40,000.00; which means the budget deficit of $44,000.00 was only $4,000.00.
The Finance committee will be meeting between now and the next board meeting, if at all possible, to review the financial statements.
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OFFICER’S REPORTS
Chairperson: Items completed: Revised budget allocation, • Policy letter to WSBT and Committee Chairs (re office requests made to The Office) for review by Trustees and
WSO Director of Operations is continuing work with KD and David K. re voice mail/answering system. He is also in receipt of a motion regarding Executive Session policies for this board which will be presented during New Business.” He has reviewed financials for Dec. 31 1996 (see Treasurer’s report above).
Vice Chair: Jeff is also working with KD phone/voice system; things are moving slowly but surely.
Director at Large: Is continuing research of Federal and State labor laws regarding those governing Compensatory time off for employees. He will present his report at the first meeting in March.
TRUSTEE REPORTS
WSO Trustee: Susan T: Trustees meeting begins tomorrow night. They had their conference call two weeks ago. Nothing further until after the meeting.
WS Trustee: Meredith reported that she and KD are working on some Trustee issues; Conference Hotel, taping contracts, etc. She has been working extensively with the Convention Chair on the Hotel selection & contract for CAWS 98, She has two bids from Hotels that are virtually identical; the Hyatt and Marriott in Irvine. Discussion of such referred to New Business. She continues work with KD on Correcting our information as it appears in the Hazeldon catalog, and also is staying on top of our continuing relations with Co-Anon. She added that KD has been KD phenomenally helpful.
P.S. Regional Trustee: Joe echoed the information in Meredith’s report, adding that diligence and progress with Hotels has been amazing considering the level of organization within the committee. Has had contact with GSO level of the San Diego area. Despite the fact that the hotel location for CAW ’98 has been moved further north-they are excited about becoming involved and will be E-mailing and faxing service resumes within 30 days. The Orange County GSO is forming an ad hoc committee to offer its services to the CAWS ’98 committee. At the PS Regional meeting the majority of Delegates stayed through the inter-area meeting. One delegate lobbied heavily to make all of Southern California one big area. There are three nominees for Trustee at Large; Leon M., Carrie C. & Lee K. Two of the three’s service resumes have been submitted to Sharon S..
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes. Notable discussions:
- Chuck may have a lead on an editor for Spanish Literature.
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- Chuck may also know someone in the fellowship who can “repair” the computer we received from Dave K.
Break at 8:40; Reconvened 8:50 PM
OLD BUSINESS
-Phone system
Waiting for additional bids.
-Voice Mail/800 answering service
Report received, Waiting for confirmation regarding whether the system works after damage.
-Consideration of another Bank for CAWSO banking Waiting for Treasurer to report.
-Policy regarding use (rent) of CAWSO office space for meetings.
Motion: To extend our temporary policy (established 01/09/97) until the first meeting of April. Seconded. PASSED.
-Discussion re : LA area
Our policy is to sell chips and literature to anyone in the program on any level, while we encourage them to obtain them at the area level.
-Inclusion of announcements in WEB page.
It was discussed that it would be terrific if there were something at our WEB site that would allow people to contact the convention planning committee(s). KD will discuss with Kevin M., our “WebMaster” the possibility of creating a hyperlink for CAWS ’98 volunteers.
-Surplus from Convention/Reserve accounting Pending return of Treasurer.
-Receipt of literature from Trustees (point 8 in 12-point process)
WSO Trustee to report to Trustees that we are awaiting the arrival of the Service Pamphlet for Board review.
NEW BUSINESS
– CAWS ’97 request for PSAs – Handled
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-Reserve accounting method/use of money market policy
It was brought to the board’s attention that often we have money sitting around for days and sometimes weeks that is earning no interest, if we transferred this money into interest bearing accounts, we could earn some extra interest until the money is needed (it was mentioned that we there is a limit on how many transfers we can make per month without incurring a fee).
Motion: To adopt a policy that all available surplus moneys not needed for the payment of current bills be deposited in our interest bearing account until it is needed. Seconded.
Motion: To table the previous motion pending further investigation and research. Seconded. PASSED with one opposed.
The previous motion is TABLED.
-Hotel contract CAWS ’98
Meredith briefly described the history of the trouble CAWS ’98 is having locking
down a hotel. We now have two hotels in Irvine that have given us bids.
Drawing a comparison between the bids, there is virtually no difference. The
last time the Convention Committee voted on the issue, the Marriott was chosen, pending resolution of one negotiating point (coffee). That has now been resolved.
Motion: To accept the CAWS ’98 committee’s recommendation to book the Irvine
Marriott Hotel, per negotiations of 02/13/97, and have the contract signed by the WSO board by Monday Feb. 17. Seconded.
Motion: To extend time period to 10:15 for the purpose of discussion of the motion on the floor. Seconded. PASSED.
Restated Motion: To accept the CAl/l/S 98 committee ‘s recommendation to book the
Irvine Marriott hotel, per negotiations of 02/13/97, and have the contract signed by the WSO board by Monday Feb. 17. Seconded. PASSED w/one abstention.
Meredith and Susan will report to the Trustees of our decision and we will have a contract, (with any discussed changes penned In), signed by Monday the 17th.
-Medallion Order
It’s time for our blanket order from Wendell’s. KD presented the board with her
recommended order (attached and hereby made a part of these minutes).
Motion: To approve recommended Blanket order). Seconded. PASSED.
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-CAWS ’97 Kinkos account.
The Denver committee would like to open an account with Kinkos. It is the consensus of this board that the committee simply purchase pre-paid cards from Kinkos instead.
CAW Checks
Today we received checks made out to Celebrate Around the World. Sanwa has agreed to accept them so we can pay the bill to the T-shirt vendor.
-Grateful list
KD has come up with a Grateful List” to used as a fund-raiser (attached and hereby made a part of these minutes). She proposes including the “Grateful List” into the NewsGram.
Motion: To approve the concept of “A Grateful List as a fund-raiser. Seconded, PASSED,
Motion: To accept the proposed Grateful List, with some editorial changes, for inclusion in the NewsGram . Seconded PASSED.
Before the meeting was adjourned, Scott advised everyone to:
- Everyone please read the NewsGram draft for any editorial changes. Peruse the WEB Server statistics. Read financial statements (and compare to ’96 budget). Review proposed ’97 budget reallocations.
Motion: To adjourn at 10:15 p.m. Seconded, PASSED,
MEETING ADJOURNED at 10:15 PM with the Lord’s Prayer
Respectfully submitted,
Chuck McCollum
* Items deferred to New Business, but either never addressed again or resolved at this meeting:
- Motion presented to the chair regarding modification of existing executive session policy.
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Date: February 13, 1997
To: CAWSO, Inc. Board of Directors
From: K.D. Zager, Director of Operations
RE: Office Report
Projects Completed
-The Annual Welfare Exemption (annual filing) with the County Assessor’s office has been received and completed.
-The NewsGram is at the typesetter. I should have a proof tomorrow. Articles have been submitted for you to see.
Projects Pending and Status/To Do List
-CAWS ’96 final accounting – Have not received anything.
-CAWS ’97 Legal Status:
Secretary of State – We are exempt from filing. I received documentation from them confirming this.
Employer State Tax Returns – n/a – No employees/payroll will be issued. Department of Revenue – They will accept our California Non Profit number. Business License – Waiting for a Letter of Good Standing from the Franchise Tax Board to accompany the application.
Sales Tax License – We are not exempt from Sales Tax on purchases that we resell. I have requested applications.
-Phone system for the office – still researching I spoke with one company. They are sending me information.
-Voice Mail System – we received the computer from David K. The casing arrived damaged. Phone lines to host the (800) number have been installed by Pacific Bell. I am in contact with David K. on a regular basis. We hope to have the system up and running very soon.
-Hazelden Catalog. I have been playing phone tag with the director of catalog publications.
I continue to try and reach him.
-CAWSO Corporate Status – Scott/KD
* -Taping contract bids for the 1997 WSC & 1998 Convention – Pending Meredith
-Literature Release forms from authors of old literature – still working on this.
-Book – Correcting the incorrect disks – Book is at Donnelley. Expected to take a couple of weeks.
-Hotel bill (Atlanta) payments from board members – collecting – Most have paid.
-Add new text to the Tools of Recovery pamphlet. Will complete when stock is depleted.
For Your Information
-NewsGram subscriptions: Still three.
-The CAWS 97 Convention Public Information Committee have agreed to pay for the PSA’s that were previously requested free of charge.
-The San Fernando Valley Area is moving their offices to North Hollywood on March 1, 1997.
-I received an Email from Kevin M. regarding the Spanish Literature. He informs me that they are seriously in error. I will be researching alternatives to have it re-translated, or simply edited. Kevin has given me many resources. I will report back.
-I have researched literature racks for sales to our groups. I currently have two bids, and hope to obtain a third by the next meeting.
-I will be attending a seminar on Tuesday, 2/18 and will not be in the office.
-Montreal sent us a French World Service Manual. They wish it approved by WSO or WSC.
I will be forwarding it to Genevieve for her input. After which, we can approve or refer the matter to the WSC S&B Committee.
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Referrals to/from Trustees:
-Received pamphlets from a convention committee from local attractions around their city. They asked us to distribute them in C/L orders. I referred the matter to John H., as the pamphlet seemed questionable to our affiliation with the organizations.
-We received a request for a starter kit from Johannesburg, South Africa. The gentleman wished to speak to someone for information on Traditions. Referred to John H. and Sharon S. 2/6/97. A starter kit was forwarded.
-The WSO received a request to complete a survey on the importance of our mission statement. After a conversation with John H., I mailed him a letter stating that we could not participate in such a survey because of our Tenth Tradition.
-We received a letter from CoAnon World Services regarding convention registrations. Jan H., a CoAnon Trustee, offered a proposal for the administration of CoAnon funds from registrants at World Convention. I referred the matter to John H. and Meredith A.
-Meredith asked that I type and print a letter from the WSBT to CoAnon on letterhead. -The WSO received a letter from an individual in a correctional facility in Oklahoma. He requests contact from a CA member. I referred the matter to Chris P.
Held in Abeyance
-NewsGrams:, February T, May 1, August 1, November 1, 1997
-Georgia State Income Tax/Georgia Dept, of Revenue – File IRS 990 at the end of the year.
I contacted them. We are to file a copy of our 990 with their agency. Same due date as Federal.
I will make an extra copy and mail to them as soon as Brown’s office has completed it.
-3/98 L.A. County Tax Exemption filing -Indiana Tax Return – due 5/15/97
-8/97 Order AA Conference Report and Updated Service Manual.
-8/97 Post Office Box 492000 {CAWSO, Inc.) rent due.
-9/97 Post Office Box 492013 (CAWS, Inc./Trustees) rent due.
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