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World Service Office Board of Directors Meeting
March 13, 1997
Approved Minutes
MEETING was called to order at 7:41 PM
SERENITY PRAYER by Scott
TRADITION SIX was read by Meredith
CONCEPT SIX 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 suspend the rules for the purpose of hearing the treasurer’s report out of order. Seconded. PASSED.
Motion: To hear Treasurer’s report out of order. Seconded, PASSED.
Treasurer’s report:
(At this time, we moved into KD’s office to hear the Treasurer’s report over the speakerphone. Unfortunately, the Secretary’s tape recorder malfunctioned. Please refer to cash flow reports for February month-end and mid-March account balances.)
Ed reported re: Brown & Co.’s bid for providing monthly “Budget vs. Actuals” reports. Brown & company has quoted us a cost of $600 per month to provide such a service. This is twice as much as the $300.00, which includes a recent increase), we pay right now. Ed had a discussion with them, and they are willing to provide the same type of report on a quarterly basis for only $450 per month; only half again as much as we pay now. Ed recommends that we approve this expense for the sake of receiving this information on a quarterly basis. Referred to new Business.
Motion: To approve minutes of 02/27/97 as amended. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: Scott reported that he attended CAWS ’98 meeting on Sunday March 2 with Joe S., PS Regional Trustee. Various matters were discussed, including the vote taken by this board on February 13th and 27th. The signed contract with the Marriott Hotel was submitted, with minor changes, to the hotel liaison. • Had phone calls with Denver
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committee members regarding a number of issues. • Everyone check their May calendars: We will have the May meetings on the 8th and the 15th.
Vice Chair:
Jeff reported that he spoke with Heidi J. about the “Being of Service” literature piece. It has been completed. Chips and Literature will provide a disk to WSO ASAP, as per point 8 of the 12 point approval process. Also, she is in contact with a professional writer within the fellowship re creation of future “concept -approved” literature pieces.
Secretary:
Chuck thanks Susan for covering for him during his absence at the last meeting.
Director at Large:
On the issue of a Compensatory time-off policy: Steve is still waiting for literature from the Department of Labor. Steve added that he is grateful to have been added to the WSBT Ad Hoc committee on the NewsGram.
TRUSTEE REPORTS
WSO Trustee: A conference call will take place on Sunday March 23 at 5 PM, PST. Question for Trustees from Denver: Whom do they contact or ask for information? The current policy is that any requests, other than those outlined in the convention guidelines, be put in writing to WSO and then carbon-copied to the World Service Trustee. Susan will contact, in writing, the Trustees and those in Denver to reconfirm this policy.
WS Trustee: The minutes of the last meeting stated that we had a bid on the table for the 1998 conference. This was incorrect. We do not have a bid; the Raddisson wants to bump up the room rates considerably. It was suggested that there may have been an agreement in one of our previous contracts with them limiting the increase of room rates for future conferences. Meredith will connect with KD to peruse previous contracts in order to research this and, hopefully, maintain the integrity of our past agreements with the Raddisson Hotel. • Meredith has been in contact with Randall and now has a conference agenda. • She also has detailed out, based on her extemporaneous notes and personal calendar, the process of all negotiations with Marriott & Hilton for CAWS ’98. • She is in the preliminary stages of negotiating a meeting space at the Marriott for the next 12 months for the CAWS ’98 committee. • On the WS convention Guidelines: The table of contents references an appendix A. This cannot be found, Our PS regional Trustee will relate this to the committee. • She has received, from Bill Z., copies of the last five convention contracts and submitted them to WSO & Trustee- at-large Sharon S, for archives.
P.S. Regional Trustee: Joe attended convention committee meeting on March 2 with Scott S., and reviewed the sequence of events leading to the signing of the hotel contract. As a result, the committee has made progress, and is moving business along at a timely rate.
OPERATIONS REPORT – K.D. Zager
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Operations Report read and incorporated into these minutes. Notable discussions:
* The book files are on disk and are in Quark Express Format.
• There will be a draft of the May 1 NewsGram at the April 10 meeting.
OLD BUSINESS
-Phone System: Continued to next meeting,
-Voice mail system/800 answering service; Continued to next meeting.
-Consideration of another bank for CAWSO banking: Continued to next meeting,
-Reserve accounting method /use of money market policy (tabled motion):
Continued to next meeting.
NEW BUSINESS
– Trustee directives to CAWSO:
Motion: For Scott to draft a letter to the board of Trustees regarding the relationship between the WSOB and the WSBT, to be signed by each member of this board. Seconded. PASSED.
-Recommendation from Treasurer and finance committee.
The following recommendation is made: Engage Brown & Co. to provide quarterly Budget vs. Actuals reports, in addition to ail other services already provided, at a total cost of $450.00 per month. This is a$150.00 increase over our current fee.
Motion: To accept this recommendation and direct the Chair to send a letter to Roger Brown & Co. engaging them for these services. Passed with two noted abstentions,
-NewsGram:
Until the Next Trustee meeting in May, the Ad Hoc committees’ actual operation remains undefined.
-Paid staff attendance in Executive Session Policy:
Motion: To adopt the following policy: ‘After motions directly affecting employees are made and seconded, the employees will be allowed to express their views on the motion during discussion. After their views are heard, they will leave the meeting while the Board enters into executive session to further discuss and
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vote on the motion. The employees will not be present during voting.”
Seconded.
Motion; To table. Seconded. PASSED with three opposed.
-Conference Committee
Vice chair directed our attention to the service manual and reminded us of the fact that the Vice Chair sits on the conference committee.
Motion: To extend the rules to consider extending the time.
Motion: To extend the time until 10:15 PM to consider an item of new Business.
-Grateful list.
Motion: That the grateful list not be distributed. Seconded. PASSED.
-Disclosure of Board decisions to outside third parties policy.
Motion: That board discussions and items delegated to board members are not taken outside of the meeting and discussed with outside third parties except where directed by the board. Seconded.
Motion: To table the motion: Seconded. PASSED.
Motion: To adjourn at 10:13 p.m. Seconded. PASSED.
MEETING ADJOURNED at 10:13 PM with the Lord’s Prayer
Respectfully submitted,
Chuck McCollum
Date: March 13, 1997
To: CAWSO, Inc. Board of Directors
From: K.D. Zager, Director of Operations
RE: WSO Report
Projects Completed
-Book – We received the book on disk 3/11/97. The disk will be kept in the fireproof cabinet. For the record, the files are in a Quark Express format.
-The Delegate mailing has been sent out.
-The 3rd Quarter 1997 NewsGram is complete and being distributed
-AOL has been canceled. The Email addresses KDZager@aol.com, Tradition8@aol.com, and CAWSOInc@aol.com are no longer valid. This will save us $24.95 per month.
Protects Pending and Status/To Do List
-CAWS ’96 final accounting – Have not received anything. I don’t expect to at this point. I will create a final report from the information that I have.
-CAWS ’97:
Business License – Waiting for a Letter of Good Standing from the Franchise Tax Board to accompany the application. I have contacted them a third time and followed it up with a letter.
** Sales Tax License – We are not exempt from Sales Tax on purchases that we resell. I have requested applications. They have not yet arrived.
-Phone system for the office – KD/Jeff. Still pending.
** -Voice Mail System -1 have completed a draft of a script. Lines are installed. David and I continue to work on this project, with an end of month deadline. 🙂
-Hazelden Catalog – Pending only their decision as to what they will carry. Our merchandise will be in all three catalogs.
-CAWSO Corporate Status/Missing returns 1985-1990. I have filed the 1990. FTB Says it may take up to six months for them to process. They have received it. I am attempting to get an OK from them not to file 1985-86, as we did not incorporate until 1987. 1988 and 1989 I have found copies of our Federal 990, which will allow me to file the missing 199’s, at the Attorney General’s office. They are sending me copies.
-Literature Release forms from authors of old literature – still working on this with Heidi. I have received one for …All Other Mind Altering Substances, Tools of Recovery, Tips, and Higher Power. I have also obtained a release for the not-yet-received Being of Service. A letter and release form were mailed to the author of To The Newcomer. All Releases (Assignments of Rights) have been notarized and signed by the authors.
-Hotel bill (Atlanta) payments from board members – collecting – Most have paid. Still a few questions on Trustee charges.
-Add new text to the Tools of Recovery pamphlet. Pamphlet has been sent to our Editor. -Correcting the Spanish Literature. Nothing done yet. I have a lead on a translator who will work with us on this, with a (hopefully) lower cost.
-Montreal/French World Service Manual – I am still awaiting a response from their Delegate on this project. I am also attempting to obtain a redline copy so they can easily see the changes from 96 to 97.
For Your Information
-A group of CA members have set up a CA meeting (chat room) via the internet. I do not yet have the address or meeting times, but will obtain and provide the information to anyone who requests it.
Referrals to/from Trustees:
-Received correspondence from someone in GA asking to write to another member. I referred the letter to John H. (After responding to her).
-I have written a memo to Susan regarding the Expense Reimbursements of the WSBT. I asked her to communicate the contents to the rest of the board
Held in Abeyance
-NewsGrams: May 1, August 1, November 1, 1997, February 1, 1998
-Delegate Mailings: June 1, September 1, December 1, 1997, March 1, 1998
-Georgia State Income Tax/Georgia Dept, of Revenue
– File IRS 990 -3/98 L.A. County Tax Exemption filing
-5/97 Indiana Tax Return Due 5/15/97
–8/97 Order AA Conference Report and Updated Service Manual.
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