World Service Office Board of Directors Meeting
July 27, 1995
Proposed Minutes
MEETING was called to order at 7:21 PM
SERENITY PRAYER led by Scott
TRADITION TEN was read by Chuck
CONCEPT TEN was read by Jeff KOI ,1. CAUL
Scott Stevenson, Chairperson Jeff Schachter, Vice Chair Berry Goldstein, Treasurer Chuck McCollum, Secretary Susan Turnbull, Director
QUORUM was met
Motion: To approve minutes of July 13, 1995. Seconded PASSED.
OFFICER’S REPORTS
Chairperson Scott has prepared a cash flow statement through July 28,1995 as well as a report reflecting the status of our storybook contributions to date. It is projected that by the end of July we will be two months behind on our contributions; our goal is to make that up by the end of August. ..Letters to those requesting storybooks will be finished tomorrow (07/28/95) and will go out then…The Treasurer and the Chair will be reviewing the chocks received from the IRS in order to assess what should be done about thorn…Information has been received from our attorneys regarding trademarks and will bo forwarded to our W$ Trustee,..Letter to Atlanta re seed money will go out this week; the lofer will Include a request for more information regarding their desire to use our Tax ID number…The month of August will see, hopefully, the completion of all letters, drafts of convention procedures, 2nd quarter financial statements, and the projected 1996 budget.
Treasurer: Barry reports that as of July 27,1995, we have $105,139.10—$102,366.57 of which is in reserves. For personal reasons, Barry will be leaving his position as WSOB Treasurer once his two years is up in September. He hopes to be able to return to service on the board at sometime in the future. We should keep our eyes open for qualified candidates; Ed G. has expressed interest and will try to attend the conference. Deepest thanks go out to Barry for his two years of service.
OFFICER REPORT – Lenny Schachter
Office Report read and incorporated into these minutes.
Page 1 of 4
OLD BUSINESS
-Conference
All of our rooms are confirmed. Some people had apparently called Lenny, saying that the hotel had told them that there were rto more rooms, that the block was used up—it has been rectified, the block has been upped…so far we have no reservations for non-delegate chairs, since Susan has received no comprehensive list. Scott will talk to Lenny and apprise him of the list; Lenny to contact all non-delegate chairs, find out their preferences and inform them of the 50% reimbursement policy regarding rooms (To-do List), Our Thursday breakfast meeting is all taken care of with the hotel, as is the unity lunch, which will be available to all at $15.00 each, all inclusive.
-French Translation
We found the package from AA regarding foreign translations. AA does not publish or print their literature in foreign languages. They enter into licensing agreements with the foreign areas. We will look into offer earlier fielded by Res Publica. Jeff and Scott will look into finding out how our French Canadian fellowship prints their literature so we can obtain bids; they will also talk to Sylvie Nault to obtain an estimate of the number of storybooks to be printed in French.
-P.O.Box
Other reasons have come to light in favor of keeping our P.O. box where it is. For example, it is a main office, the trucks get there earlier; we get better service at a main office, it is also where we have our bulk permit. Our renewal is due August 1.
Motion; To renew our current P.O. Box for one year, with the stipulation that after six months we begin reviewing other options, giving us ample time to make a change if we choose to. Seconded PASSED.
-Office equipment rental
Lenny to look into water coolers & water chillers for the office, comparing renting vs. purchasing (To-do List).
-Indiana Property Tax
We apparently failed to file in time; the state of Indiana wants $4,000.00 from us as a personal property tax on our stored storybooks. It has been brought to our attention that we received the forms and passed them on to our accountants prior to the filing deadline of May 15. Scott will contact our accountants to check it out (we will look for copies of our transmittal to them). Wo will do our paperwork, try to at least reduce the amount if not obtain an exemption, so that we may respond within the next week.
Page 2 of 4
- Equipment rental insurance
As per his report, Lenny has obtained an estimate for such coverage at about $250.00.
Motion: To accept the temporary coverage of computer equipment for the conference, at a rate not to exceed $250.00. Seconded PASSED (To-do List).
-Order form
Tho new, revised order form, including the new PSA and the Pact file, is now complete.
NEW BUSINESS
– Insurance
It was suggested that we look into obtaining a master policy for CA as a whole, wherein each area would pay a certain amount to obtain general liability for a year. Discussion TABLED to next meeting.
-New Employee
Lenny will be leaving in September. Discussion TABLED to next meeting.
-Office Equipment
It was suggested that we need to review our computer equipment, exploring the possibility and even necessity of upgrading our system. Discussion TABLED to next meeting.
-Software disaster.
Our invoicing program crashed on Lenny’s machine. We may need to look into data recovery service if the data files cannot be restored after reinstalling or upgrading the software (To-do List).
-Board members
At the meeting of 08/22/95, we will be affirming ail board members and making our recommendation to WSBT.
Motion: To adjourn at 8:37 p.m. Seconded PASSED.
MEETING ADJOURNED at 8:37 PM.
CLOSING PRAYER led by Barry G.
Page 3 of 4
World Service Office Board of Directors Meeting
July 27,1995
Addendum to the Proposed Minutes:
Chuck reminds the board that he will not be present for the meeting of August 10,1995. We will need an acting Secretary for that meeting.
Page 4 of 4
World Service Office Board of Directors Meeting
August 22,1995
Proposed Minutes
MEL l I^G was called to order at 7:10 PM SERENITY PRAYER led by Scott S.
TRADITION TWELVE was read by Jeff S.
CONCEPT TWELVE was read by K.D. M.
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Barry Goldstein, Treasurer
Chuck McCollum, Secretary
Susan Turnbull, Director
K.D. McCann, WSO Manager
Brian North, WSO Trustee
Bob Campbell, WS Trustee
Leo Arter, Pacific South Regional Trustee
QUORUM was met
VISITORS:
Ed G.
Lenny S.
Motion: To suspend the rules in order to quickly discuss Per Diem advances for
upcoming conference (requested by Office Assistant.) Seconded. PASSED.
Motion: To approve minutes of August 10 with corrections. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: * Budget not yet complete- hope to complete by Saturday, 8/26, for review and comments by Treasurer. Will coordinate with WSO Trustee to have it into his hands ASAP. « Has prepared an outline of the WSO report to CAWSC as well as the report to WSBT. • Indiana Property Tax Issue: Have not had access to an inventory until just prior to this meeting. • Payroll Tax Issue: Completed an analysis for review by Treasurer. * Financials: Are being reviewed; they will be available in the next day or so for release; as per discussion with Treasurer in Salt Lake, they will not go out until they have been thoroughly scrutinized. * Letters: All letters referenced In previous Chair Reports have boon completed. Scott still needs to coordinate with our Atlanta Convention Committee Chair for proposed rules, regulations & procedures re financial reporting.
?
Xreasu/er: According to our current cash flow statement, we have $108,841.58~$102,
7.13 of which is in reserves. We are only one month behind in our contributions to the storybook fund, and two months behind on the WSO reserve; we are slowly making up our shortfall. 7ih tradition numbers will be available to the Finance Committee at the Conference. Barry warned the board against becoming to excited about the large numbers indicated on the cash flow statements; much of what we have in reserve is designated for, among other things, storybook printings- French and otherwise~and we have yet to decide, along with the Finance Committee, what we think would be a “prudent operating reserve” for WSO.
It was brought to our attention that this will be Barry’s last meeting as Treasurer of our board. Expressed his gratitude to the board for making his two year term a pleasure, tie assures us that, when the time is right, he “will be back.” The board’s gratitude was returned to Barry for the two years of superlative service.
Vicxy.Chair; Spoke with Lise Payette of Res Publica re. printing of French-translated Storybook. She sent a fax of 08/18/95 containing prices per various quantities (in French-Canadian Dollars). Lise is very pleased with our book, and with Genvieve’s suggestions. Jeff will contact Sylvie N. at conference on projected quantities. According to Sylvie, the printing will be soft-cover. Res Publica has completed their end of the Translation of our storybook. Sylvie will bring the final installment with her to the cot ifore nee so that we may get it to Genvieve.
‘fUUSTEE REPORTS
WSOEFrustee: Spoke with Sylvie N. in Montreal; she will be at Conference (content covered in Vice-Chair’s report.)
WS.Tnjstee: Bob went to Denver; it was an “extremely healthy group inventory.” A lot was aired; much of that air was cleared and many complaints are being answered. It was a good trip.
\ his is Bob’s last meeting as our World Service Trustee. Bob expressed great pride in the WSO board; we are grateful to Bob for his service and guidance over the years. On behalf of the Board and the Fellowship, we express our deepest thanks.
P.S. Regional Trustee: All’s well in the Pacific South Region!
CO?^ITTEE REPORTS
Conference: (Susan T.) Ail is done save the copiers (see old business). Computers done; agenda done,. Signatories on the Master Account are Susan, KD, and Randall. It was discussed that perhaps our Treasurer and Chairperson should also be signatory, since Randall’s attendance may be spurious at best. Breakfast meeting is set; Unity lunch is set (chicken & pasta,
salad & dessert – $15.00). The is a meeting Wednesday night, August 30, featuring the three outgoing Trustees. The Chairs of the committees need to be made aware of the Thursday Breakfast meeting. Susan will follow through.
It was brought to the board’s attention that, according to conference rules & regulations, the conference agenda is supposed to be made available to us sixty (60) days prior to the conference; Also, (and more pertinent to the procedures of this board), ail financial statements are supposed to be available for review sixty (60) days before the conference. It was suggested that, in the future, the year-end and 1 st quarter statements go out in the June Delegate Mailing and that, only as an adjunct to that information, would the period ending June 30 be circulated at the conference.
OF MCE- REPORT – Lenny Schachter
Office Report read and incorporated into these minutes. Notable discussions:]
e Illinois donation. Should we use this PSA-earmarked money for duplication of existing PSA’s? Probably not without the strong backing of the conference P.l. Committee. We will refer this subject to the P.l. Committee, o Chuck will bring Trustee-approved new P.l. Workbooks to Lenny ASAP for duplication and insertion into Delegate Notebooks, o September 8 will be Lenny’s last day as Office Assistant. Many thanks to Lenny for an outstanding job during our time of need.
Motion: To flip-flop old and new business. Seconded. PASSED.
NEW BUSINESS
– Office reports
Scott read us his report to Trustees, which will be incorporated into these minutes. Notable discussions:
o Added that we are engaged in a desperate search for a new Office Assistant.
- Prisoner Book Fund. Perhaps we should make a general announcement regarding this, but stay away from creating a “Reserve.” We have budgeted $500.00 for Prisoner Storybooks.
- Indiana Property Tax. We will insert that we are in the process of trying to obtain an exemption, but v/e will also expressly state the possible amount we could be liable for. The current assessment is roughly $4,400.00. We will further investigate paper trail to and from Roger Brown and Co. regarding this issue. We will also call Donnelley, looking for guidance and possible local Tax person as a trouble-shooter.
A
- Scott will try to have this report to Brian by Thursday, Aug. 24.
Scott also read us his outline for the report to WSC. Notable discussions:
e Estimate of Storybook sales; averaging 400 units/month.
- Group registration; Scott will come up with an estimate of number of current meetings world-wide, making sure that everyone understands that the estimate comes only from registration cards. Bring group registration cards up to podium and point out where they are.
- Scott will pull 800 number bills to illustrate upward trend in business. We have had almost 1300 calls from June 4 through July 3, representing a huge number of different U.S. area codes as well as Canada.
- Scott will announce that we have, together with the Conference P.l. Committee, completed the new television PSA, “Escape Cocaine.” We will make sure there is a copy available for viewing.
o Make sure we change “Convention Reserve” to “Conference Reserve.”
« Question: What happens to interest earned in the reserve banks account? Does it go into general fund, or reserve fund-and howto allocate it? Referred to WSC Finance Committee.
- Some soft literature has been translated into Spanish and will be available soon.
- firing stickers (designating H & \ softcover storybooks) up to podium and explain how they are to be used. Also explain the price adjustments made between hard & soft cover books with regard to H & J.
® Scott will cover new office search and results
Scott will fax drafts of Trustee and Conference reports to Trustees.
-WSOB Affirmation
The Board of Directors has voted and affirmed each and every member for : another year.
OLD BUSINESS
-Copy Machines for Conference:
Lenny obtained a bid from Perfect Copy Products for our copier needs at the conference. They offered us three machines (the third being there to pick up the slack if the other two break down) and two cases of toner. If we keep our total copies to under 25,000, the price will not increase at ail (over 25,000 will be billed at $.02 per copy). The bid also includes on-call service over the weekend. He is still waiting for a response to our request for a bid from our i current vendor.
Motion: To accept Perfect Copy Products bid for our conference copier service
provided that we do not obtain a better deal from Digital Business Automation (our current vendor). Seconded. PASSED with one abstention.
-Indiana Property tax – TABL ED
-Storybook – TABLED
-Software problem – TABLED
-New Office equipment – TABLED
-New Employee
We will discuss with Senior Staff member this week re placing ads. It was discussed that we may need to raise the salary range for Office Assistant.
Motion: To increase starting salary range for Office Assistant to between $9.00
end $11.00/hour. Seconded’ PASSED.
It is the consensus of this board that the Senior Staff member will approachi our current Office Assistant with an appropriate proposal-at her discretion-based on our new starting wage range.
-Temp help
It was discussed that, in order to bring the office up to date, the Office Manager may need the services of a temp.
Motion: To authorize Senior Staff Member to hire temp help up to 30 hrs/week on
a week to week basis. Seconded. PASSED.
-Employee review
Performance review forms were passed out to the Board. They wiil be completed and faxed to the Chair within the coming week.
Motion: To adjourn at 9:47 p.m. Seconded. PASSED.
MEETING ADJOURNED at 9:47 PM. CLOSING PRAYER led by Bob & Barry
CFc.Vcr.n
c:\msofiic oVvvi :Tvyo rd\m im 11 e s \0 8- 22 – 9 5. pro