World Service Office Board of Directors Meeting
May 8, 1997
Proposed Minutes
MEETING was called to order at 7:44 PM
SERENITY PRAYER ied by Scott
TRADITION NINE was read by Steve
CONCEPT NINE was read by Meredith
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Ed Godfrey, Treasurer
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
VISITORS:
Lenny Schachter, CAWS !98 Committee Liaison to WSO
Motion: To approve minutes of 4/24/97 as amended. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: Scott reported that he recently held a conversation with the Chair of the WSBT regarding a number of issues; there will be further meeting(s) in Denver, albeit not necessarily a joint meeting of the two boards, * He has completed the letter of engagement to our accounting firm. • The budget is nearly complete and will go out 5/9/97 for inclusion in the financial statements. • Discussed with our SW Trustee the “World Service Forum” to take place at the Denver convention (further discussion deferred to New Business)
Vice Chair: Jeff will be meeting with Randall, WS Conference Committee Chair, in Denver regarding this years conference.
Treasurer: For Aprii: we took in $21,149.37 in chips & literature sales, $4,265.14 in book sales and $5,175.36 in 7th tradition contributions for a total income of $30,589.87 and an ending balance, as of April 30, of $21,899.25. For May, (Through May 6), we have taken in $2,258.68 in chips & literature sales, $4,099.53 in book sales, $237.69 in 7th tradition contributions and $10.00 in miscellaneous income for a total of $6,605.90. As of May 6 we have $1,651.85 in our operating account. In the interest-bearing money-market
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account: A balance of $64,215.31. Upon review of the checking activity, an error was discovered in the way of a check made out to Brown & Co. which would have constituted a double-payment. KD has voided the check and the error has been rectified.
We also have received adjustments from Brown & Co., our accounting firm—nine month’s worth. These consist of $1920.18 in unreported deposits and $15,374.47 in unreported payroll debits. This makes a total adjustment of -$14,142.18 in our operating balance. Approximately July of 1996 KD was instructed by Brown & Co. not to record payroll deductions for July, August & September. They were supposed to follow up with payroll debit adjustments, but failed to do so until now. This is a quite sizable adjustment, and the board finds this level of service from Brown & Co. unacceptable. Our Director of Operations needs to have more control; hence, the proposed new cash management program. Meanwhile-in the letter of engagement scheduled to go to Brown & Company- Scott will add a formal request that two services be added which should not add any increase in fees; 1) A monthly transmittal to KD of the reconciled bank balance and 2) Issue of the quarterly general ledger to backup the monthly financial statements that we will now be paying them more to produce for us.
Secretary: Chuck will not be attending the meeting of May 15.
Director at Large: No report.
TRUSTEE REPORTS
WSO Trustee: Scott S. has a fax from the African Youth Council, (which was forwarded from this office), requesting information and starter kits. The fax is dated January 9, 1997 although it was first received by this office May 2, 1997, It was discussed that we date- stamp any faxes before forwarding them.
WS Trustee: Regarding future conferences—it has been determined that the alleged 1998 bid from the Raddisson never existed, • We need a bid form for the Hotel; the Raddisson wants one. • We still do not have appendix A of the convention guidelines. John H. told Scott that says it will be available in Denver.
P.S. Regional Trustee: Joe: We each were given a copy of two items: The new name & logo for CAWS’ 98 convention in Irvine, and the minutes of the CAWS ’98 committee meeting of May 4, 1998. • The committee is not only on track-but far ahead of schedule. Much has been accomplished and everyone is doing a great job.
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes. Notable discussions:
* Voice mail system is up and running! Many thanks to David K. in Yew York and to K.D for their hard work making this happen.
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CAWS 1998 CONVENTION
Lenny Schachter handed out two items; 1) the CAWS ’98 Convention’s on-site cash handling procedures, it is suggested that the CAWS ’98 committee refer them to the WS Conference Convention Committee for consideration for inclusion in the convention guidelines. It was suggested that all board members look it over and prepare for further discussion in June. 2): Also a check request form was submitted for our review, it is the consensus of this board that there be another approval line added for the WSO Treasurer. A request from the CAWS ’98 committee regarding possible group air-fare discounts was referred to the WSO Trustee
OLD BUSINESS
-Phone System TABLED
-World Service Forum
As discussed with Steve A. South West Regional Trustee. Steve has Invited three former trustees, (Mike P., Craig H. & Debbie H.) to participate. A discussion took place of what we would like the forum to be. It was remarked that a great deal of the fellowship is under the impression that World service is just the office. Keeping that in mind, this board managed to come up with a structure for the proposed World Service Forum:
The forum will be introduced by a “Leader‘’ who will, in turn, introduce the three branches of service, (Conference, the Board of Trustees and the World Service Office Board), as presented by three representative speakers. The speakers wifi speak for five minutes each, briefly outlining their experience and the function of their respective branch (an organizational chart seems in order to visually explain the structure of World Service). After the speakers, the forum will be opened up for a question & answer period, to be moderated by the leader. It is during this crucial part of the forum that we hope the former Delegates, Trustees, and Office Board Members will avail themselves to field questions, (deferred by the leader), and offer their experience, strength and hope as it pertains to World Service. Given the limited time allowed for the Forum, we should also introduce the members of both boards so that members of the fellowship can seek them out with unanswered questions later, if they wish.
The WS Conference Chair should be contacted. Suggestions were: KD to lead and moderate: Tom T. to speak for WS Conference, for conference, John H. for Trustees, and Scott S. for WSO.
Motion: to suspend the rules in order to consider extending the time. Seconded. PASSED.
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Motion: to extend time until 10:15, Seconded. PASSED with one opposed.
NEW BUSINESS
-Request from Denver for CA “Softbound” literature for CAWS ’97 Convention The CAWS ’98 Committee has responded to our decision to charge for soft literature at the Convention.
Motion: To provide CAWS ’97 with $200.00 worth of soft literature free of charge. Seconded. FAILED with noted support and one abstention.
Motion: To sell CAWS ’97 soft literature at 50% of list price. Seconded. PASSED with noted opposition.
– Job Descriptions
Everyone should review the job description updates that our Director of Operations has proposed for discussion at next meeting.
-Filing our Trademark in Canada – TABLED
-New Bank for CAWS ’98 (CNB vs. Sanwa)
Motion: To open CAWS’98’s account at CNB. Seconded. Passed.
-CAWS’97
The committee has requested our assistance at he convention. Please let them know when and if we are going to be away from the hotel. Let’s think about what we are available for.
Motion: To adjourn at 10:14 PM. Seconded. PASSED.
MEETING ADJOURNED at 10:14 PM with the Lord’s Prayer
Respectfully submitted
Chuck McCollum
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Date: May 8, 1 997
To: CAWSO, Inc. Board of Directors
From: K.D. Zager, Director of Operations
RE: WSO Report
Projects Completed
-Voice Mail System – Is COMPLETE!!! Up and running. Check it out at (800) 347-8998. We could not transfer the pre recorded voice files to a compatible format, so for now, David K. and my voices are on it. We will change to the voice over actor once the conversion is complete. Sara donated a monitor, Scott a mouse, and we still need a PC Speaker, which I can buy for about $35.00 if I can’t find one to be donated. This project is complete, and will save the office an estimated $11,700.00 per year!
-I have updated job descriptions for three of the four positions at the WSO. Please see submitted memo.
-Georgia State Income Tax/Georgia Dept, of Revenue returns. I will file the corporations IRS 990 pending signature tonight.
Projects Pending and Status/To Do List
-CAWS ’97 Business License – Application has been submitted. I expect the license any day. -CAWS ’98 Bank Accounts – See below.
-CAWS ’99 Bank Accounts – Quin has sent me blank signature cards to complete. I will be sending them to the committee and Scott Stokes first, then they will be returned to the WSO for final processing and WSOB signatures. I hope to have them back by next Thursday, so we can cut them a check to open the accounts with.
-Phone system for the office – KD/Jeff – Pending
-CAWSO Corporate Status/Missing returns 1985-1990. 1988 is still pending. I have retrieved some additional financial data from the archives in the event we will need to re-file.
-Literature Release forms from authors of old literature: I spoke with Fenn P., former CLF Committee chair. He informs me that the Self Test was a committee effort. I do not see the need to obtain a release. Choosing Your Sponsor, Relapse, What is CA?, Crack, 1st 30 Days, Deaf-still to get.
-Tools of Recovery pamphlet – being printed.
-Being of Service Pamphlet – at the typesetter. I expect its return in the next few days. -Correcting the Spanish Literature. Still pending.
-Montreal/French World Service Manual – I did hear from Montreal. They are working on translating the PSA’s, and the manual is on hold.
-NewsGram – At the typesetter. Will be complete by Denver.
-5/97 Indiana State Property Tax Return – I contacted Scott Brown, our CPA. He will be filing the return for us.
For Your Information
-Our copyright attorney advises us that the mark, We’re Here And We’re Free, can be registered in Canada. Fees are estimated at $500.00, The filing fee of $200.00 must be pre paid. Does the board wish to file the mark in Canada? I would recommend that we do.
-I have added account numbers to our chart of accounts to include CAWS 98 and 99. This will allow our financial statements to reflect separate financial activity on all three conventions.
Questions
-Regarding opening bank accounts for CAWS 98. I would like to recommend we open them at City National instead of Sanwa. They have branches in Newport Beach, a mile or two from the hotel.
Referrals to/from Trustees/WSOB:
-We received a phone cal! from a concerned member regarding another member who is misrepresenting himself. The matter was referred to John H. and Andy W.
-Received a letter from the African Youth Council requesting training on drug prevention. The letter was referred to John H. and Scott Stokes.
Held in Abeyance
-Colorado Department of Revenue – Sales Tax Due 6/20/97
-NewsGrams: May 1, August 1, November 1, 1997, February 1, 1998
-Delegate Mailings: June 1, September 1, December 1, 1997, March 1, 1998
-3/98 L.A. County Tax Exemption filing
-5/97 Indiana Tax Return Due 5/15/97 – Brown
-8/97 Order AA Conference Report and Updated Service Manual.
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