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World Service Office Board of Directors Meeting
August 14, 1997
Approved Minutes
MEETING was called to order at 7:47 PM
SERENITY PRAYER
TRADITION THREE was read by Chuck
CONCEPT THREE was read by Steve
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
Motion: To approve minutes of 07/24/97. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: The meeting of August 4 was canceled due to the fact that the draft budget was not ready for review. • Has met twice since with the finance committee and has continued to act as the substitute Office Director, * Has continued to peruse policies & procedures and will call to the Structure & Bylaws committee of this board to consider amending, changing drafting new and revised policies, as the ones found appear to be insufficient. * Has not yet completed his report for the conference-will be working with KD on that to divvy up coverage. • Letters to the Vice Chair and Secretary re a second term have been met with favorably. Is in receipt of latest minutes of the 1999 CAWS Convention committee.
Vice Chair: Jeff reported, had meeting with Director of Operations and Secretary of conference and divvied up tasks for the conference. Things are going A-okay.
Treasurer: For the month of July (Sanwa Operating): We began with a cash reserve of $2,386.34. We took in $13,544.09 in sales of chips & literature; $5,710.28 in book sales; $3,237.87 in 7th Tradition contributions and $291.00 in pre-convention fundraising, for a total of $25,169.58. In the Sanwa Interest bearing account, we had a beginning balance of $63,206.26; We transferred out $2,386.34 in celebrate around the World funds, took in $1,066.29, 25% of book sales from April and $1,759.46, 25% from book sales in May. The
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reserves break down as follows: $40,201.69 in the WSO fund, $23,360.73 in Story Book Fund and $83,25 in the PSA fund, for a total balance of $63,645.67. • For the month of August, (Sanwa Operating—through the 13th), we took in $5,000.00 from the CAWS ’97 Operating account, $6,597.06 in sales of chips & literature, $4,286.80 in book sales, $516.70 in 7th Tradition contributions and $28.00 in memorabilia sales for a total of $16,428.56, There was no activity in the interest-bearing account. • We need to know how many months we are behind in Book contributions so we can make it up by the conference. * We can close operating account in Denver as soon as they send us a check; there are three outstanding checks before they can close the checking account. Treasurer’s recommendation is that we close CAWS ’97 trust account and transfer all moneys there in to the CAWSO interest bearing account.
Secretary: Has volunteered for another term.
Director: No report.
TRUSTEE REPORTS
WSO Trustee: Spoke to Conference chair–everything is going okay. Charles L. spoke with Amy B. and she is now aware of the vacant Conference Chair position. • Relayed this Board’s questions to the WSBT at the conference call-all will be addressed at the conference. There will be a duel board meeting at 8 PM Tuesday night, Aug 26.
WS Trustee: Meredith is working on the final revision of the letter requesting bids from hotels for the conference; it is almost finished, and will come to WSO for review (anticipated at next meeting). * ’97 conference: Has completed the letter to the Raddisson about all our reservations; as of 8/6 we have 96 people registered. We have not resolved Unity Lunch issue. Spoke with conference committee chair-we have a taping contract which has not been executed. • ’98 Conference: We have bids from three hotels: Raddisson, The Burbank Hilton, Furama –and we’re trying to get a bid from Red Lion. •
’99 Convention committee has faxed us the first proposed bid from the hotel they’ve decided on (The Milwaukee Hilton). We will continue to review it.
P.S. Regional Trustee: 1998 Convention committee still has no permanent chair—Ken K., acting chair, is still in place (they anticipate that the position will be filled by the conference). No registration forms yet (also anticipated by conference).
OPERATIONS REPORT ■ K.D. Zager
Operations Report read and incorporated into these minutes. Notable discussions:
- Literature release forms. Every effort has been made to contact the original authors of the literature pieces listed in her report, to no avail. It is noted that we do not have releases for these pieces.
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OLD BUSINESS
-Office Job Descriptions: (Steve; Tabled 6/12/97)
Maker removes motion from the table
Motion: To approve updated job descriptions as proposed by the Director of
Operations, excluding the suggested salary ranges contained within. (Steve) Seconded. PASSED.
Mary Hukiil’s official title is now Customer Relations and Sales Administrator -Trademark in Canada: Postponed to August 14, 1997 (KD; 6/12/97)
Motion: To register our trademark “We’re Here and We’re Free” in Canada, at an
estimated cost of $500, as per a letter from Bernard Gans dated April 22, 1997 Seconded. PASSED with one abstention.
-Change in Frequency of CAWSO Board meetings (KD & Susan; Tabled 6/12/97) The makers remove the motion from the table.
Motion: That following the ’97 World Service Conference, the WSOB meet only once per month for a six-month trial period. Seconded.
Motion: To table previous motion. Seconded. Motion falls 4 to 3 with one abstention.
Motion: (Restated) That following the ’97 World Service Conference, the WSOB meet only once per month for a six-month trial period. Seconded. FAILED.
NEW BUSINESS
– 1998 WS Budget – Postponed to 08/18/97
-1997 WSC Office report – Postponed to 08/18/97
-Responses to 1996 WSC requests Postponed to 08/18/97 Directors are asked to study the list of requests between now and then.
Motion: To suspend the rules in order to consider a motion extending the meeting to 10:30 PM. Seconded. Passed.
Motion: To extend the meeting to 10:30 PM. Seconded. Passed.
-CAWSO Submissions to 1997 WSC:
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1. From WSO to Finance committee: A proposal to change the dollar amount for WSO expenditures requiring three bids to $500.
2. To all committees, rework their approach to their manuals/guidelines/handbooks so that they may be changed by revision inserts only instead of re-issuing complete manuals and handbooks.
3. To structures & bylaws: To create a WSO executive committee
4. Notice/announcement: Be sure that each expense reimbursement form contain the original receipt attached; copies will not suffice
5. Conference Finance: Add to budget supplies for the conference, transcription and taping.
6. To WSBT Please verify the policy of per diems for 112 day on travel days except when traveling long distances. Should this be altered to reflect early morning and late night travel
-Book order
Motion: That we print and bind 22,500 books (broken down as 5,000 hard cover, 17,500 soft cover at 25,437.50, (KD) Seconded.
Motion: To table until Monday August 18. Seconded. PASSED.
Motion: To adjourn at 10:29 p.m. Seconded. PASSED.
MEETING ADJOURNED at 10:29 PM with the Serenity Prayer
Respectfully submitted,
Chuck McCollum