World Service Office Board of Directors Meeting
April 10, 1997
Proposed Minutes
MEETING was called to order at 7:55 p.m.
SERENITY PRAYER led by Scott
TRADITION EIGHT was read by Meredith
CONCEPT EIGHT was read by Joe
ROLL CALL
Scott Stevenson, Chairperson Steve Edwards, Acting Secretary Meredith Amos, World Service Trustee Susan Turnbull, WSO Trustee Joe Stephens, Pacific South Trustee K.D. Zager, Director of Operations
QUORUM was met
Motion: To approve minutes of3/27/97 as amended Seconded PASSED.
OFFICERS’ REPORTS
Chairperson: Scott advised the board that he has discussed various issues with members of the World Service Board of Trustees. Regarding CAWSO ‘97, Steve A. and Scott are working together to find previously drafted guidelines for budget modification procedures.
Vice Chair: Not present; no report.
Treasurer: Not present; no report.
Secretary: Not present; no report.
Director at Large: Steve reported that after extensive research on the issue of compensatory time off for exempt employees, he finally called someone who practiced labor law who referred him to the definitive treatise on such issues. Fundamentally, there is an inherent contradiction in granting compensatory time off to an exempt employee, and this issue has been litigated extensively in recent years. Per the most recent authorities, it appears that the Board may, if it chooses, grant compensatory time off to an exempt employee provided that a reasonable cap (e.g., one week per year) is set as part of the policy, and that the employee be required to use the compensatory time off within a reasonable period of time after it has been accrued (e.g., one month). Scott asked Steve to draft a proposed policy for review by the WSO Board which would comply with these suggested constraints.
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OPERATIONS REPORT – K.D. Zager
K.D. submitted a written report which was reviewed by the Board, and fielded a couple of questions regarding specific items in her report. Scott referred the issue of needed clarification regarding policy on literature racks to the WSBT.
BREAK at 8:25 p.m.
RECONVENED at 8:40 p.m.
TRUSTEE REPORTS
WSQ Trustee: Susan had nothing to report.
WS Trustee: Meredith submitted a written report regarding the April 4, 1997 CAWSO ‘98 Convention Committee meeting. Apparently the committee has opened a bank account. Scott directed K.D. to call the CAWSO ‘98 Treasurer and inquire how such an account had been opened, with what funds, using what tax ID number, etc. Regarding the Conference hotel, Darryl S. has been added to the negotiating committee. Irvine is being considered, as it would fall within a fifty mile radius of the WSO, and hotels are right across the street from John Wayne Airport. Several board members expressed concern that a location so far from the WSO could create logistical problems. Other hotels are also being considered, but rates are high. Meredith will draft a form letter for use in requesting bids from all hotels considered candidates for hosting the conference, and will prepare the letter for her and Scott to sign.
P.S. Regional Trustee: Joe had nothing to report.
OLD BUSINESS
All old business was tabled.
NEW BUSINESS
No new business.
MEETING ADJOURNED at 9:29 p.m. with the Lord’s Prayer.
Respectfully submitted,
Steve Edwards, acting Secretary
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Date: April 10, 1 997
To: CAWSO, Inc. Board of Directors
From: K.D. Zager, Director of Operations
RE: WSO Report
Projects Completed
-Quarter End accounting is complete and has been sent to the accountant.
-CAWS 97 Sales Tax Licence – we have received a Single Event Sales Tax License from the Colorado Department of Revenue. I will forward a copy to the Treasurer and the Chair of the committee. I will bring the original with me to Denver.
-I have received and completed the CAWS, Inc. Statement of Domestic Nonprofit Corporation from the Secretary of State.
-Copyright applications have been submitted for Being of Service and Reaching out to the Deaf (upon review of the copyrights, it came to my attention this one was never filed.)
Projects Pending and Status/To Do List
-CAWS ’97:
Business License – Application in progress.
-Phone system for the office – KD/Jeff. Still pending.
-Voice Mail System – I have made great progress. I have received the voice over recording from the Actor. Recording from a cassette tape to a .vox format was more time intensive than I expected. I hope to have it up and running before our next answering service bill is due (4/29).
-Hazelden Catalog – Have still not heard from them.
-CAWSO Corporate Status/Missing returns 1985-1990. 1988 is still pending.
-Literature Release forms from authors of old literature:
Choosing Your Sponsor, Self Test, Relapse, What is CA?, Crack, 1st 30 Days, Deaf-still to get.
-Hotel bill (Atlanta) payments from board members – not completed.
-Tools of Recovery pamphlet is being typeset.
-Being of Service Pamphlet – has been received from the Editor, and will go to the typesetter tomorrow.
-Correcting the Spanish Literature. Still pending.
-Montreal/French Service Manual -I am still awaiting a response from their Delegate on this project.
-NewsGram – A proof is submitted for your review.
-5/97 Indiana State Property Tax Return – I will contact Scott Brown and see if he will file for us again.
For Your Information
-Pat is no longer working for us. I am in search of a shipping clerk.
-CAWS 97;
I will bring items with me, such as NewsGrams, donation envelopes, InfoLines, order forms, posters, etc.
Questions
-I received a request from a member of the Fellowship regarding Literature Racks. What is the status of these?
Referrals to/from Trustees/WSOB:
-Received a letter in the Trustee P.0. Box. I have forwarded it to Sharon S., WSBT Secretary.
Held in Abeyance
-Colorado Department of Revenue – Sales Tax Due 6/20/97
-NewsGram: May 1, August 1, November 1, 1997, February 1, 1998
-Delegate Mailings: June 1, September 1, December 1, 1997, March 1, 1998
-Georgia State Income Tax / Georgia Dept, of Revenue – File IRS 990
-3/98 L.A. County Tax Exemption filing
-5/97 Indiana Tax Return Due 5/15/97
-8/97 Order AA Conference Report and Updated Service Manual.
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