World Service Office Board of Directors Meeting
July 13,1995
Proposed Minutes
MEETING was called to order at 7:16 PM
SERENITY PRAYER led by Scott S.
TRADITION NINE was read by Susan T.
CONCEPT NINE was read by Chuck M.
ROLL CALL
- Scott Stevenson, Chairperson
- Jeff Schachter, Vice Chair
- Barry Goldstein, Treasurer
- Chuck McCollum, Secretary
- Susan Turnbull, Director at Large
- Brian North, WSO Trustee
- Bob Campbell, WS Trustee
- Lee Arter, Pacific South Regional Trustee
QUORUM was met
VISITORS:
- Lenny Schachter, WSO Assistant
- Kevin Murphy, WS PI Chair
Motion: To approve minutes of June 8, 1995, Seconded, PASSED.
There are no minutes for June 22,1995. A short report was prepared and will be included in the package to all Trustees and WSO Board Directors.
OFFICER’S REPORTS
Chairperson: Scott has not yet completed all the letters he has been writing…The Money Market account has not yet been opened, but it will be by the next meeting…Scott received a letter from Jim Scott, our Atlantic North Regional Trustee, regarding the error appearing in the financial statement, quarter ending March 31,1995. The statement setup was in error, arid Scott will issue a response acknowledging that we had already discovered the error and that steps had already been taken to correct it; the accountants have been apprised of the necessary changes. The statement reflecting the quarter ending June 30,1995 will now contain year-to-date as well as quarter-to-date information…The letter to Atlanta re seed money is not complete yet, but Scott has been in contact with Bill A. about it, so Atlanta is up-to-date…In the next few weeks Scott will be completing the draft of the reporting procedures for future conventions at the request of the Atlanta fellows hip…a Iso he will be doing the draft of the registration procedures as well; He will be consulting with contacts in Colorado, Ohio, and Utah to obtain
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information about the procedures of past conventions…We have received three requests so far from jails and institutions for soft cover books; we will be granting the appropriate requests within the week; The request for storybooks from the Gateway Foundation in Illinois will be responded to by sending them a starter kit and referring their request to their local H & i committee; further discussion of H & I soft-cover books in New Business…We have received a check from the IRS, and we’re not sure why. It has to do with payroll taxes in the fourth quarter of 1993. We will look into it…We .received a personal property tax assessment from the county in Indiana where we have our storybooks stored, stating that we did not file the appropriate forms; we will obtain the forms and send them in with all speed. The question was raised as to whether or not Donnelley ever advised us of this tax within their quote. Scott will look into it. We have found a few soft-cover books incorrectly bound, if we find many more of them, we will be asking for a credit from Donnelley.
K.D. McCann, our Office Manager gave birth to Zachary Zager on July 12,1995. We send congratulations and wish all our best to KD, Eddie, and Baby Zach,
Treasurer: No report. The Chair and Treasurer have reviewed the check register for cash flow information and have found everything in order.
1 he $22,000.00 we received from Utah has been moved to the Conference reserve. We have also contributed enough into the Book Reserve to catch us up through December ’94. We arc expecting money from Hazeldon; when that comes in we will, hopefully, catch up completely on our book reserve contributions.
Vice Chair; No report.
TRUSTEE REPORTS
WSO Trustee: (Brian N.) Spoke with Jim S. in Northern California who had questions regarding soft-cover H & i books. Referred to New Business.
WS Trustee: (Bob C.) No report
P.S. Regional Trustee: (Lee A.) No Report
COMMITTEE REPORTS
Finance: No report
Conference: (Susan T.)
Susan has spoken with Kevin M. about the computers for the conference, Kevin obtained three bids and recommends PC Rental/Leasing inc. It was discussed that we need to see an example of a standard rental contract; we need to know if their fee includes their own insurance or if we need to show proof to them that we are covered, Also we need to get a better feel for their service and support, is service included? How quickly they will respond to our calls in the event of equipment failure? Kevin will look into the questions of
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insurance arid service, as well as try to negotiate the price further. Kevin wifi coordinate with Susan to relay his findings. Lenny to check into our own insurance policy (To-do List).
Motion: To suspend rules to dispense with some New Business. Seconded.
PASSED.
Motion: To go with Kevin’s recommendation (PC Rental/Leasing Inc.) contingent upon adequate resolutions of questions of service, insurance & price. Seconded.
PASSED.
Susan reported that the Hotel can do a breakfast meeting for us at the conference on the morning of the 31 st, provided we will be satisfied with the Buffet menu. Discussion TABLED to New Business. Susan check on who is handling the Unity Lunch, and will check with Randall to make sure our rooms are secure.
Structures & By Laws: No report
Hospitals & Institutions: No report
Public Information: (Kevin M.)
Kevin was seeking jnformat.ion regarding the cost of the new PSA’s. $35.00 is the answer, on 1″ reel or 3/4″ Beta. VHS demo is $10.00. Also, what is the procedure for burning in the local number? We wifi look into the answer to the latter question; Kevin wjli research it as well. It was noted that the Order form does not include the new PSA. Discussion tabled to New Business. Chuck M. brought it to our attention that the New Fact file has been signed off by Jim Scott and is ready for distribution. Lenny to send copies to ail Trustees and members of the PI Committee (To-do List). Also, we are still waiting for Trustee feedback on new PI Workbook. Chuck to contact Jim Scott for update.
Kevin announced that he will be getting married in August and moving to Northern California sometime in September. He is therefore forced to resign as Pi Chair and withdraw as a Trustee Nominee on the Pacific South slate.
This Board offers its congratulations and thanks to Kevin. His service will be sorely missed.
Convention: No report
Literature, Chips & Format: No Report
Unity/Outreach: No Report
OFFICE REPORT – Lenny Schachter, WS Office Assistant
Office Report read and incorporated into these minutes. Notable discussions:
- IRS refund check. Lenny to carry over this question to next office report (To-do List).
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- There seem to be some problems with the service we’ve been receiving from Lucky Lino, who manufactures our newcomer chips. Lenny to research our agreement with thorn. (To-do List).
- Donnelley continues to foul up orders. Lenny to document all difficulties (To-do List).
- We need a copy of Sean’s insurance policy. (To-do List).
OLD BUSINESS
-Trench Translation
We have not been able to locate the package we obtained from AA regarding foreign, specifically French, translations. Scott and Brian will try to find it or locate phone number of the AA contact who sent it to us.
NEW BUSINESS
– H & I soft-cover storybooks.
We now have less than 2,000 hard-cover H & 1 storybooks in our inventory. Phoenix area is, admittedly, trying to buy us out of these in order to force us to start issuing soft-cover H & I storybooks. A discussion ensued which raised at least one pertinent question, If we start issuing soft-cover H & 1 books now, will we ever get rid of the hard-cover ones?
Motion: That we not consider issuing H & t Soft-cover books until the depletion of H & I hard-covers is eminent Seconded. MOTION WITHDRAWN.
Motion: To make existing soft-cover storybooks available for H & I purposes on an “as requested’’ basis and lower the price of the hard-cover H& i books to match the soft cover price; while requesting that the buyers let us reserve the soft-cover editions for prisons if the hard-covers will work just as well; Seconded. PASSED.
It was suggested that we provide those requesting H & I soft-cover books with labels that would delineate the books as H & I editions. It was discussed that we can go on the honor system with this issue for the moment, and request that the local areas take the trouble to place these labels inside, the books. This will save the cost of shipping the books to u$, the handling of them, (stamping them all), and then shipping them to their final destination. It is not clear how we could offset those costs otherwise. Lenny & Scott to research rubber stamps and labels to delineate soft-cover books as H & I editions (To-do List).
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-Breakfast meeting at Conference
The hotel can provide us with a private space for the meeting during the Breakfast Buffet. They need us to pay it in one check. We will each be responsible for our own portion of the check at that time.
Motion: To hold a breakfast meeting with both Boards, Committee Chairs and Conference Officers at 7:00 am on Thursday, August 31, to be paid on a singe guest check. Seconded. PASSED.
-Review Order Form
Wo need to update the order form to include the Fact File ($1.00) and the new PSA entitled “Escape Cocaine,” We need to put the new PSA in bold print; with the word NEWi emblazoned in conjunction with it, ideally. Scott and Chuck to coordinate on this.
-Personnel issues
A discussion was held regarding Scott’s memorandum of May 18,1995.
Motion: To change KD’s title from “Office Manager” to “General Manager” upon her return to her duties. Seconded, PASSED with noted abstention.
Motion: Make the Office Manager title change contingent upon the concurrence of the CAWS Board of Trustees. Seconded. PASSED with noted opposition.
-Post Office renewal
The Post Office wants to know if we want to renew our business reply permit that we purchased for the Group Registration Forms for a total of $290.00. We can use it for any purpose, not just the registration forms.
Motion: To renew our Business Reply Permit with the post office, Seconded.
PASSED.
Lenny to renew permit with the Post Office (To-do List).
-Ticket voucher
Salt Lake sent us a travel voucher, good for one round-trip fare anywhere within the continental U.S., earned through part of their agreement with Delta Airlines during the ’95 Convention. We need to notify Sait Lake of the dollar value when it is used so they can show it as a credit on their books. Lenny to discuss with Bob and ascertain the maximum value of the voucher (To-do List).
-Storybooks
It was mentioned that we might very possibly need to find one person, a “book person,” to deal exclusively with the printing of our storybook; putting it out to
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bid, etc, Scott asked everyone present to give some thought to this with regard to who might be a good candidate.
It was the consensus of the Board that we move the meeting of Thursday August 24, (which falls during the Los Angeles Convention), to Tuesday the 22nd.
Motion: To adjourn at 10:53 p.m. Seconded PASSED.
MEETING ADJOURNED at 10:53 pm.
CLOSING PRAYER led by Bob C.
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