World Service Office Board of Directors Meeting
July 25, 1996
Proposed Minutes
MEETING was called to order at 7:29 PM SERENITY PRAYER led by Scott TRADITION SEVEN was read by Susan CONCEPT SEVEN was read by Chuck ROLL CALL
Scott Stevenson, Chairperson
Ed Godfrey, Treasurer
Chuck McCollum, Secretary
Susan Turnbull, Director
K.D. Zager, WSO Director of Operations
Brian North, WSO Trustee (via Telephone)
QUORUM was met
Motion: To approve minutes of 06/27/96. Seconded. PASSED w/one abstention.
Motion: To approve minutes of 07/11/96. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: • Scott reported that his Report on the conference to the Chair will go out this week. • Has held discussions with our Director of Operations regarding numerous issues such as our current financial condition, as well as various operational matters. • He met with Ed, our WSOB treasurer, last week to bring him up to speed on certain financial matters from a historical viewpoint, * Still engaged in field work for the Trustees on the Employee Compensation Survey, hopes to have information for them soon. •
Treasurer: As reflected in the cash flow statements, we have a negative balance in the Operating Account of $8,384.78. We are also behind on our Book fund contributions. We need to know the exact balances of all reserve accounts by next week. (To-do List). • Ed met with Scott this week regarding what we should do with the Reserve Account balance in order to earn a higher interest rate. It is currently earning app. 2 %%, which is about 2 %- 2Vz% less than we could be earning. He has inquired at Sanwa Bank about Money market accounts–they do not have a Money market fund, They do, however, have an investment officer who can sell us a Mutual Fund from any one of a number of affiliated companies.
He will continue to research this area. • Ed also pointed out that our Trust Account is not only unnecessary, but it adds a bookkeeping step that only serves to create confusion. All income could be deposited directly into the Operating Account, with all excess funds being transferred to the Reserve Account after bills are paid.
- This discussion and the book fund issue was deferred to New Business.
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Secretary: Pointing out that he has missed numerous board meetings for being called out of town on business, Chuck made a plea to the Board for one of our Directors to act as a “Back-up” Secretary when he is away. Susan T. Volunteered; The Board thanks her for taking on this responsibility.
TRUSTEE REPORTS
WSQ Trustee: Brian spoke with Scott today regarding Trustee questions of: Feasibility of a central travel agency for World Service; and the potential cost of hiring a stenographer for the conference. Stenographer issue deferred to New Business.
COMMITTEE REPORTS
Finance: No Report.
Conference: Some of the roommate pairs have been lined up for the Board.
KD will follow up on reservation with Mike P. (To-do List). Chuck will talk with Kevin regarding which day the Public information Committee would like to make their presentation so that we may have the VCR and Monitor available to screen the new PSA’s to the fellowship.
Structures & By Laws: No Report.
Hospitals & Institutions: No Report.
Public information: • Chuck presented the six video PSA’s that have just been completed at Tell-A-Vision Post (three in English; three in Spanish). Everyone was very pleased. Chuck also reported that Teli-A-Vision Post will need an additional $500 for the various tape copies we will need (Deferred to New Business). Chuck pointed out that, although we have them in Spanish, the only ones we can sell at this time are the versions with a blank space for local areas to burn in their own numbers, since we have no bilingual capabilities on our 800- Hotline. • We also held a teleconference with Kevin M., Conference PI Chair, who gave a report on our electronic Pl–aka the Web Site. As our Web Page resides in a server that is difficult at best for those who maintain it to gain access, (the trade-off for having it be free-of-charge). He is recommending that we move the Web page to a server where we always have access to it, can update * it and maintain it easily on a regular basis. The cost to CAWS could be between $50-$100/month and would alos provide us with five different E-Mail addresses for various departments. * Kevin also reported that there is an existing web page out there with hyperlinks to CA, NA, AA, RR and others that uses these organization’s logos as an icon to access those hyperlinks. He is requesting that our legal experts, Trustee and otherwise, look into the “Fair Use” issue with regard to our logo and the internet. Brian will take it to the Trustees.
Convention: There are no numbers for CAWS ’96 available yet. • There is a disagreement between that Hotel and CAWS as to the actual amount of Room- nights attributed to CAWS ’96, (for purposes of receiving our $10 per room-
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night rebate), as well as to any similar agreement made regarding room-nights at neighboring hotels.
- We should let Jay F. from Denver know of this problem so that perhaps they can anticipate similar disagreements and put some safeguards into place for CAWS ’97.
- We also need a copy of the CAWS ’97 registration form.
- We will want a CAWS ’97 report at our next regular meeting (August 8,1996)
- We also need a status report re what is required for doing business in the state of Colorado.
(To-do List).
Literature. Chips & Format: No Report
Unity/Outreach: No Report
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes.
OLD BUSINESS
-CAWS ’96
Status discussed in Committee Report. TABLED.
-Employee compensation survey
Status discussed in Chairperson’s report. TABLED.
-Phone System
TABLED pending further review of the Office’s financial situation.
-Voice Mail System/800 Answering Service
As discussed in the PI Committee report, we should probably be looking to include bilingual variables in any Voice Mail or answering system. KD has spoken, with a couple of 800 companies and is investigating Voice-Mail boards. Nothing solid to report. TABLED.
-Office Move -TABLED
NEW BUSINESS
-Six month financial review TABLED
-Meeting Schedule for WSO
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There will be a special meeting on August 1 to discuss merchandise pricing and possibly other financial issues, (pending the availability of Financial Statements and pricing information). Regular board meetings will be held on August 8 and 22.
-Stenographer
KD will research the cost of hiring a Stenographer for the conference. TABLED pending KD’s findings. (To-do List).
-Book and other Reserve Accounts
It is mandated that we deposit 25% of all book sales into the Book reserve fund. We are behind by about 33 to 34 hundred dollars. We need to make up this shortfall from reserves ASAP.
All reserve moves (except those to cover costs of video PSA’s) TABLED pending review of finances and Reserve Account balances.
-Trust Account
As discussed in the Treasurer’s report, the Trust Account seems cumbersome and unnecessary to our cash flow and bookkeeping.
Motion: To cease using the Trust Account as of July 31, to deposit ail funds received into the Operating Account beginning August 1, and to close the Trust Account no later that August 31, 1996. Seconded PASSED.
-PSA Master duplication.
Tell-A-Vision Post will provide us with D2 and 3/4-inch copies of all PSA’s (counting the ones with the 800 number and the ones with a blank space for local numbers it equals twelve spots in all). We will keep the 800’s on one, the Local numbers on another; both in English and Spanish. This means four D2’s and four %-inch copies. The total cost for these will be $500.00
MOTION To spend $500.00 for D2 and 3/4 inch master quality copies of the video
PSAs. Seconded. PASSED.
-Video Tape Storage
It has been suggested that we need to proved for professional storage for our video PSA masters. TABLED pending research. Chuck will work with KD on this. (To-do List).
-French Storybook pricing
Our cost for the French Storybook is app. $4.20 per book. If we priced them at $9.95 U.S, Dollars it would equal roughly $13.25 Canadian. It was suggested that we research what the difference is between the U.S. and Canadian Pricing that AA places on their literature. KD will call Lise Payette for that information
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asap (To-do List). We understand that Montreal has an immediate need to be able to sell the books.
MOTION: To make French Storybooks immediately available to our Canadian Fellowship at $9.95 U.S. Dollars, making it clear that this is a temporary price, pending further analysis. Seconded. PASSED.
Motion: To adjourn at 10:10 p.m. Seconded. PASSED.
MEETING ADJOURNED at 10:10 PM with the Lord’s Prayer
Respectfully submitted,
Chuck McCollum
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