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World Service Office Board of Directors Meeting
April 24, 1997
Approved Minutes
MEETING was called to order at 7:36 PM
SERENITY PRAYER led by Scott
TRADITION NINE was read by Ed
CONCEPT NINE was read by Jeff
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Ed Godfrey, Treasurer
Chuck McCollum, Secretary
Steve Edwards, Director at Large
K.D. Zager, WSO Director of Operations
Susan Turnbull, WSO Trustee
Meredith Amos, WS Trustee
Joe Stephens, Pacific South Regional Trustee
QUORUM was met
Motion: To approve minutes of 4/10/97, Seconded, PASSED,
OFFICER’S REPORTS
Chairperson: Completed: NewsGram financial report drafted for Finance committee and submitted to NewsGram editor; • Draft of a letter to WSBT for this board to review. • Assisted office staff with computers and various other tasks during KD’s vacation,
Vice Chair: Jeff has received WS Conference materials from Meredith and KD in order to bring himself up to speed on the Conference
Treasurer: In the operating account: As of this date we have taken in $16,754.96 in chips & literature sales, $2,585.10 in book sales, $4,037,76 in 7th tradition contributions and $544.31 in Celebrate Around The World contributions: total income of $23,922.13 and an ending balance, as of April 25, of $14,301.03. In the interest-bearing money-market account: A beginning balance of $80,200.23; we deposited $2,173.05 for the March book reserve fund; $1,385.83 from Celebrate Around The World for a balance of $83, 759.11,
There was an accounting adjustment made to the current cash balances report to reflect the fact that a previous transfer from the operating account to the interest-bearing account never went through. Also, a transfer of 10K was recently made to reimburse the reserve account for an amount borrowed in late 1996, Because of these accounting discrepancies, the Treasurer cannot confirm the accuracy of the balances in the current
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cash flow reports. Treasurer and Director of operations are directed to coordinate their efforts to resolve bank balance issues. A further discussion regarding reserve accounting deferred to old business.
Secretary: No report.
Director at Large: Re Comp Time policy. Steve has been advised that, as no policy should be written from scratch, he should seek to obtain an existing copy of a compensatory time-off policy for exempt employees.
Conference/Convention Liaison: See Trustee & Committee report(s).
TRUSTEE REPORTS
WSQ Trustee: No conference call this weekend; no status report on literature racks.
WS Trustee: Meredith received a call from Jay re the terms of the overflow hotel in Denver, but has had no chance to return the call. • The Conference Negotiating Committee is still seeking better bids for a hotel to be presented at this year’s CAWS Conference * Addressed a letter to ail trustees re concerns about ’98 convention committee, enclosing copy of her notes from the last committee meeting and minutes from the March 2 committee meeting • The 1998 Convention committee intends to have a representative present at future WSO Board meetings • Re Irvine sites for Conferences: it was agreed that Irvine is undesirable because of its distance from the WS office • Spoke with the Conference Committee Chair, who had a question for this board: Who implements delegate registration procedures; who verifies meeting numbers and checks for accurate delegate representation-the Conference Committee, or WSO? Discussion deferred to New Business.
P.S, Regional Trustee: No report.
COMMITTEE REPORTS
Finance: Will be meeting soon. New budget, (to be included in the financial statements), and a draft of the engagement letter for the new accounting service to be provided by our accountants will be sent out next week.
Conference: Nothing further than what was reported in the WS Trustee’s report.
Structures & By Laws: No report Hospitals & Institutions: No Report
Public information: Sylvie N. has the three most recent video PSA storyboards and will obtain translations.
Convention: No report on CAWS ‘96 * CAWS ’97 packets are with board members; Discussion of the “World Service Forum” deferred to New
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Business • CAWS ‘98: Lenny S. has been selected as a representative from CAWS ’98 to attend our meetings.
Literature, Chios & Format: No report other than items mentioned in operations report. The position of WSO Liaison to this committee is now open. Unitv/Outreach: No report
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes.
OLD BUSINESS
-Phone system – TABLED
-Reserve accounting method/use of money market policy :
It was suggested that we keep funds in the highest-yielding account possible until we need them to pay monthly bills.
Motion: That the Director of Operations will, on a periodic basis, review cash and the operating checking account and, when moneys exceed a floor of $3,000, transfer ail surplus funds above $3,000 to the interest-bearing money market account until needed to pay bills. Seconded, PASSED.
-Executive session policy/revisited motion of March 13, 1997:
Motion: To adopt the following policy:
After motions directly affecting employee compensation are made and seconded, the employee in question will be allowed to express their views on the motion during discussion. However, after their points are made, they wilt leave the room while the board goes into executive session to further discuss and vote on the motion. The employee will not be present during voting.
Seconded. PASSED with noted opposition.
-Disclosure of Board discussions to outside third parties.
Motion: That board discussions and items delegated to board members are not taken outside of the meeting and discussed with outside third parties except where directed by the board. Seconded.
Motion: To table the previous motion for the sake of revision. Seconded, PASSED,
NEW BUSINESS
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– The World Service Forum
This new forum at the Convention will be held on Sunday from 4:30 to 5:30. All Directors are asked to please come to May 8 meeting with ideas on what to present.
-Job descriptions
KD would like to update job descriptions and salary ranges for the office employees. She will present a proposal at the next board meeting. Deferred to New Business on May 8.
-Sick pay
KD would like to cash out four sick days.
Motion: To allow the Director of Operations to cash out four sick days for personal reasons. Seconded. PASSED.
Motion: to suspend the rules and extend the time to 10:15, Seconded. PASSED. -Delegate Registration responsibility.
Historically, Delegate registration has always been handled at WSO; meeting directories are supposed to accompany registration forms. It is the consensus of this board that we refer back to the committee that this office will receive and process the registration forms, but the task of confirming the number of delegate votes belongs to the conference committee.
-CAWS 97 request for literature.
Do we send literature to Denver for the purpose of distribution.
Motion: To sell literature to Denver Convention Committee for ease of accountability applying only the normal discount policy. Seconded. PASSED with noted opposition.
Everyone remember that it is time to prepare the Quarterly State of the office report. Motion: To adjourn at 10:12 PM. Seconded. PASSED.
MEETING ADJOURNED at 10:12 PM with the Lord’s Prayer.
Respectfully submitted
Chuck McCollum
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Date: April 24, 1997
To: CAWSO, Inc. Board of Directors
From: K.D. Zager, Director of Operations
RE: WSO Report
Projects Completed
-Hazelden Catalog -1 spoke to Nick Motu on 4/16/97. The Resource Catalog (which replaces the Professional and Educational catalogs) will be published in May. Our book will be featured. The completely re-done consumer catalog will come out in July, and will carry almost everything we sell. In December, the Resource Catalog will be revamped to include the merchandise from the July catalog.
-The 1st Quarter Sales and Use Tax is complete. Our total sales for the first quarter were a whopping $71,365.00, which is an average of nearly $24,000 per month!
-The Federal Unemployment Tax Return (940) is complete and will be mailed pending check signing.
-The 1st Quarter 1997 Federal Payroll Tax Return (941) is complete and has been mailed.
-The 1st Quarter 1997 State Payroll Tax Return (DE6) is complete and has been mailed.
-EDD DE88 payment coupon will be mailed pending check signing.
-Our insurance policy renewal application is complete, and our office insurance policy will renew as scheduled. The D&O policy is due also, however, I have a question of our broker before paying.
Projects Pending and Status/To Do List
-CAWS ’97:
Business License – Application has been submitted. We can expect a license within 8-10 days.
-Phone system for the office – KD/Jeff. I have spoken to Pacific Bell. This may be a viable option, as you can upgrade the system as needed. The have sent me a video, which I have not had time to watch.
-Voice Mail System – I am sooooooooooo close. All files have been recorded. We hit a small glitch today. David K. has Emailed me a file to correct the problem, and we will test it out tomorrow. Keep us in your prayers tonight. Mercury is retrograde.
-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 – DONE
-Tools of Recovery pamphlet is typeset. I have a copy to proof read, and then we will print. -Being of Service Pamphlet – at the typesetter. I expect its return in the next few days. -Correcting the Spanish Literature. Still pending.
-Montreal/French World Service Manual – I am still awaiting a response from their Delegate on this project.
-NewsGram – At the typesetter.
-5/97 Indiana State Property Tax Return – I must still contact Scott Brown and see if he will file for us again, if not, I am sure Scott S. or I can complete the return.
For Your Information
-I have hired Gregory Glaser as our new shipping clerk. Due to his other job, he will be coming in in the mornings to fulfill orders. So far, he is working out great.
Questions
-The CAWS 99 (Milwaukee) Convention Committee has requested $500.00 in seed money. Quin is sending
-Denver has requested we provide literature for the convention. They also stated that they do have budget monies put aside for such a purchase. I recommend the convention committee paying for whatever literature they need, as the money will then come out of the appropriate pocket. We, of course, will provide extra NewsGrams, InfoLines, etc.
Referrals to/from Trustees/WSOB:
-We received letters from two areas regarding their service committees and/or its members. Both have been forwarded to the Trustees.