World Service Office Board Of Directors Minutes
September 28, 1995
SERENITY Prayer was led by Scott S.
TRADITION Twelve was read by K.D. Z.
CONCEPT Twelve was read by Roger G.
ROLL Call:
- Scott S. Chairperson
- Jeff S. Vice-Chairperson
- Brian N. WSO Trustee
- Roger G. World Service Trustee
- Lee A. Pacific South Regional Trustee
- K.D. Zager WSO Manager
- Ed G. Visitor
QUORUM was met.
MINUTES of 8/22/95 were not read. They have not yet been distributed.
OFFICER’S Reports
Chairperson: Scott reported briefly on the Employee situation, job description and senior staff review. Chuck is out with back problems, and Susan T. is sick.
Vice Chairperson: Jeff S. reported on the progress of the French Translation. He met with Syivie at the Conference regarding the project. Montreal has approximately 2,000 members. We received bids from RES Publica. Jeff recommends printing 3,000 books at this time, possibly 5,000. Tabled to Old Business. Jeff reported that Howard Ruskin died in a motorcycle accident recently. He was 13 years sober. Howard was one of the original members of C.A., and his signature is on the original incorporation papers for World Services.
Treasurer (Scott filling in); Cash Flow Statements for August and September were distributed and discussed. September is incomplete, pending some further information. Deposits will be made tomorrow totalling over $13,000.00. Transfers will be made from Reserve Accounts to reimburse Operating expenses for books and the Conference. Scott reported that WSO accounting procedures and reports will be changing. Our accountant, Scott Brown installed new software today, Check book Solutions from Creative Solutions. K.D. will be setting up and programming the software. The roommate/odd man out situation at the WSC was discussed. Scott reiterated our roommate vs/odd man out policy. Appropriate roommates will be offered to Board members, and non Delegate Chairpersons. If the person wishes to pass on the roommate, they will be expected to pay for their half of the room.
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COMMITTEE Reports
Public Information. Roger reported that Kevin will be moving soon, Scott also noted Chuck’s involvement on the committee,
Conference. Lee reported the overall response he heard was favorable toward the new location. K.D. reported a check list was being worked on by the committee to simplify things for upcoming years. There was some mis- communication this year. This list is in an effort to avoid that next year. K.D. will delegate responsibilities more to decrease the burden from the WSO to Committee members. Jeff commented that he thought the WSC went smoothly this year.
Structures & By Laws. K.D. asked Brian to request of the committee that the 1996 World Service Manual be in the WSO by November 1, 1995 for the December 1 mailing to the Delegates. She noted a problem with the 1995 manual not being received until June of ’95. Brian will report back after speaking to the Committee Chair.
Hospitals & Institutions. K.D. received new H&l Committee guidelines from Craig Shell. K.D, has not heard an OK from the Trustees, Brian will look into the approval of the guide.
Convention: Susan T. (by phone} reported that the CAWS f96 committee will be meeting on Sunday. She spoke to Bill Acree. He would like misprinted books auctioned off at the convention. All of the books have been sold. K.D. also spoke with Bill this week. K.D. suggests anyone who has a book be asked to donate the book toward the auction. K.D. has one in the office but it is to be kept for archives. A contribution of any of those books would be welcome.
Literature, Chips & Format. Not Present. No Report.
Unity. Not Present. No report.
Finance. No Report.
TRUSTEE Reports
World Service Trustee. Roger has no report at this time,
World Service Office Trustee. Brian requested that the WSO/K.D. copy Brian and Scott on all correspondence to the Trustees. Brian asked about the B of A Certificate of Deposit. K.D. reported that it was initially set up because of late filings with the State Board of Equalization (Sales Tax) over five years ago. They required we deposit cash into an account for three years and make it available to them in case of future tax violations. One late filing a couple of years ago required us to leave it in for another three years. K.D. will look into having it released. Brian asked what the status was of the Money Market Account. Scott answered that it is not yet set up. He may wait for new treasurers election. He is working on it. Brian informed K.D. to omit any phone numbers in the InfoLine pamphlet from the state of Maine. Brian reported that Sharon set up an account with Aloha Conferencing for the
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Trustee Conference Calls. Brian reported new Trustees phone numbers which K.D. is to add to the phone list and distribute. Brian will be asking all WSC Committee Chairs for a list of motions passed at the Conference that pertain to/affect the WSO.
Pacific South Trustee. Lee reported that an Intergroup meeting will be held on Sunday, October 1, 1995 at 12:00 p.m. He announced that the Pacific South Region was awarded the 1998 World Service Convention (CAWS ’98). The Region will narrow down Convention Chairperson candidates to 2 or 3 for approval. Lee also reported that Joe Stevens, Inter-Area Chair will be attending the Northern California Service Committee (Area) meeting to discuss changing of Area and Regional lines. Lee noted that the Los Angeles Area Convention’s attendance was down this year, that they didn’t meet the minimum. The Area is looking into other ways to raise funds.
OFFICE Report
K.D. read her report. Projects Complied: K.D. hired Mary Hukill as an assistant. Mary is working out well. Trustee calling cards were ordered and sent out to new Trustees. New InfoLine pamphlets have been ordered. New signature cards were received and signatures are being obtained. State Compensation Insurance fund came out and gave pointers on improved safety of the office and stock room. Starter Kit reports are complete and will go out to Trustees. All phone calls, mail and orders are caught up. The office was about a week behind on all due to the Conference. Received exempt status for property taxes for L.A. county. Spanish Crack and H&l pamphlets are at the typesetter. TO DO list is as follows: Indiana Tax Return; Review the Radisson Hotel Bill; The NewsGram; 3-12 month Calendar; find an editor for new literature; edit and print a “Guide to the Twelve Steps”; Send WSC Tapes to transcriber; Create Spanish order form; update P.I., H&l and Regular order forms; Order Spanish Chips; Re do office files; Create a post conference report/checklist; Review WSC, WSBT and WSOB minutes for established policies and compile; Write Bill Acree (w/Scott) re: convention seed money, reporting procedures, etc.; Update C.A. Speaker tape list with SLC speakers; French Translation/printer bids; renew Cocaine Anonymous Trademark by 9/96; file Cocaine Anonymous mark in European commerce (pending info from Trustees). K.D. also reported a new shipping manifest system will be ordered for the UPS shipments. Discussion tabled to New Business. K.D. reported a conversation she had with Hazelden. She spoke to their new Marketing Director. Result of the discussion: It was agreed that we should be in both the consumer catalog as well as the Clinical/Professional catalogs. Book sales are going well for hard cover. K.D. asked them to include the soft cover in the next catalog. K.D. will be talking to the director of the consumer catalog next week. At that time, she will ask them to include medallions, chips, and any other merchandise Hazelden feels appropriate. The conversation will be
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followed up by a letter and samples of our merchandise. Wendell’s has asked for our 1996 blanket order of medallions. Discussion tabled to new business.
Next years Meeting Agreement from the Radisson has been received. It will be reviewed by Mike P., Randal! 0., and K.D. and then submitted to the WSOB for signatures. An unemployment claim on a former employee was appealed and denied. The following questions were submitted to the WSOB: Delta Airline Certificate – tabled to new business. WSO Employee Health benefits – table to New Business. Literature reprinting agreement with Montreal Table to New Business. Letter from our Trademark Attorney regarding foreign country filings – tabled to New Business.
NEW Business
-Wendell’s blanket order was discussed. The WSOB agreed that medallions should be available through 15 years, and delivery of next order should begin in January of 1996.
Motion: Mint medallions through 15 years, and have 1996 blanket order shipments begin in January. Seconded. PASSED.
-The UPS Manifest System.
Motion: To lease a new UPS manifest system. Seconded.
PASSED.
-Employee Health Benefits were discussed at length. Susan will research our options and report back.
-Earned Delta Airline Certificate – K.D. suggested using the free Delta Airline ticket to be a part of an all expense paid trip to CAWS ’96 to be raffled off to the Fellowship. This will be referred to the WSBT.
-English printing in Montreal. Scott reported that the agreement states that for 75% of printed literature there will be a 7.5 cent (CAN) royalty paid to CAWSO. K.D. will contact Canadians and our Congressmen regarding tariffs on printed matter.
-Trademark Registration in European Commerce.
Motion: To register the mark Cocaine Anonymous in the European Community Trademark Office (15 Countries). Seconded. PASSED.
This will be held until the October 12, 1995 WSOB meeting pending response (if any) from the WSBT.
-Calendar. Scott reported that K.D. will be working on a calendar to cover the activities of the WSO, WSOB and WSBT over the next 12 months. All Board members are to report to K.D. any scheduled meetings, conference calls, vacations and/or absences, etc. This is in an effort to improve communication and preparedness where all parties are concerned. The calendar will be distributed to both boards.
-Job Description. Scott distributed an updated draft of the “Manager” Job Description. The Office Managers title change was discussed.
Motion: To rescind the previous motion from the August 22,
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1995 WSOB meeting regarding the tide change of the Office Manager to General Manager. Seconded. PASSED with two abstentions.
Motion: To Approve the new title of “Manager” for the current Office Manager position. Seconded. Discussion. An amendment was made and accepted. Motion now reads:
To approve the new tide of nDirector of Operations” for the Senior Staff person at the WSO. Seconded. PASSED.
Motion: To approve the Job Description for the Sr. Management position at the WSO. Seconded. Discussion. Changes were suggested and accepted. Motions carries with submitted changes.
Scott brought the issue of compensation and raises. Scott prompted the rest of the Board members to think about raises in today’s economy. Board members are to report to him before the next meeting regarding K.D.’s raise.
OLD Business
-Printing recommendation for French Book. Tabled. Scott would like a decision by the next meeting, last meeting in October at the latest.
-Computer equipment. Discussion on new computer equipment for the office. K.D. to look into computers for the office and report back. Budget is not to exceed $5,000.00. K.D. will get with Scott and Kevin for specifications.
-Signature cards.
Motion: To have the six signatures on the new cards be as follows:
- Scott Stevenson, President
- Jeff Schachter, Vice President
- Chuck McCollum, Secretary
- (To be filled), Chief Financial Officer
- Brian North, WSO Trustee
- Roger Gray, WS Trustee
Motion was Seconded. PASSED.
Motion: To adjourn. Seconded. PASSED
Meeting adjourned at 10:40 p.m. with the Lord’s Prayer.
Respectfully submitted,
K.D. Zager
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