World Service Office Board of Directors Meeting
April 27,1995
Proposed Minutes
MEETING was called to order at 7:40 PM
SERENITY PRAYER was led by Scott
TRADITION FOUR was read by K.D.
CONCEPT FOUR was read by Barry
ROLL CALL
Scott Stevenson, Chairperson
Barry Goldstein, Treasurer
Chuck McCollum, Secretary
K.D. McCann, WSO Manager
Brian North, WSO Trustee
Bob Campbell, WS Trustee
QUORUM was met
VISITORS
Susan T.
Motion: To approve minutes of 03/23/95 with corrections. Seconded PASSED.
Motion: To approve minutes of 04/13/95 with corrections. Seconded PASSED.
OFFICER’S REPORTS
Chairperson: Scott has received information needed to prepare the letter to Intergroup Montreal re Royalties and payments, primarily requesting documentation. He will prepare a schedule, estimating what they have printed, by taking what they have sent us and dividing it by $.075. The letter will ask them to confirm the number we arrive at using this method. From this he will also complete the letter to Alberta, informing them of our policies and referencing the specific conference motions wherein the policies were adopted.
Scott also has information re Money Market Accounts; we can now make the necessary calls in order to make a decision.
Scott plans to work with KD and research policies & procedures; re Prudent Reserves, as well as the development of a personnel manual.
As per request of 04/13/95 meeting, the interim statement that was not received last time has been reviewed.
Treasurer: No report. A question was raised regarding the absence of a Conference Fund. Discussion TABLED to New Business.
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TRUSTEE REPORTS
WSO Trustee: Brian Spoke with Sylvie Nault who told him that we could expect our first installment of the Storybook translation to arrive Mid-May. She also brought up an issue regarding the publishing and distribution of the storybook. Discussion of such TABLED to old business.
He has received a copy of the 1995 edition of the Service Manual.
There is only one Board Meeting between now and the Trustee Meeting. We need to address the Trustee To-do List between now and then. Brian to work with Office Manager on preparing a report that provides the Trustees with a list of things “Done,” “Partially Done,” and “Not Done.” We also need to and review the unanswered questions that WSO has for the WSBT. (To-do list)
MOTION: To move meeting of 05/25&5 to 05/18/95. Seconded. PASSED.
WS Trustee: Trustees have been busy discussing the replacement of our Southwest Trustee.
Bob has been in contact with other Trustees about the need for correction in the 1994 conference minutes regarding Delegate service terms. Jim Scott will be sending out the correction, which will also cause a correction in the manual.
Reminder that four Trustees will be replaced this year and four will be replaced next year. The slates that the Fellowship comes up with are very important.
OFFICE REPORT – K.D. McCann
- French Translation: Office Manager to obtain three bids by May 11,1995 for our “Reviewer” of the Storybook Translation so we will be ready for it as the installments arrive from Canada. (To-do list)
- Office move: TABLED to Old Business.
- Fact File: it was suggested that the new Fact File be sent to Jim Scott for him to sign off on it. Chuck McCollum, WSC P.l. Committee Liaison, will contact Diane Dick to make sure this will be satisfactory.
- New PSA’s: It was a general consensus that, in light of what recently happened with the softcover books, (the typo was noticed by a chance casual perusing and was not spotted within the twelve point process), we should make it available to the board and to the Trustees for screening before we make it available for sale.
It was discussed that, perhaps, the literature committee could review the approval process, taking into account what happened with the softcover books.
Motion: To have VCR and Monitor at next board meeting for the purpose of screening the new PSA’s. Seconded. PASSED.
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Motion: To include phrase, “Office Report read and incorporated into these minutes” to be added to the meeting minutes from this date on. Seconded. PASSED.
It was also discussed that perhaps we need a procedure defined, (by Conference Committee?), for future Conference hotel negotiations. WSO Trustee will bring up this issue to the Trustees.
OLD BUSINESS
-Office move
Motion: To lease the office next door at the terms laid out in Office Report of 05/27/95. FAILED with two abstentions.
-French Translation
An offer has been made, by an unnamed party, (relayed to Brian N. via Sylvie Nault), to publish, market & distribute our French storybook in Canada, paying us a percentage royalty. Discussion, which included references to present arrangements with Hazeldon as well as various probable violations of traditions, was TABLED pending further information. WSO Trustee to obtain more details, including business references.
-Insurance
We now have a list of term definitions that Bob C. will review along with our policy.
NEW BUSINESS
-New Director
Chairperson will carry a request to WSBT that Susan Turnbull be made a Director on the board, to be effective at the first meeting following the next meeting of the Trustees.
-Conference reserve
A motion was passed some time ago that proceeds from the Convention be segregated for use by the Conference in a reserve fund. There is some discrepancy as to whether or not there is supposed to be a year-round Conference Reserve Fund, irrespective of the issue of Convention proceeds. Discussion TABLED until next meeting to allow research of past motions and decisions re reserve policies.
-Temp Employee
It was discussed that we may need to take on a Temporary employee prior to, and in preparation for, KD’s leave of absence. KD to prepare a report re train-
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ing of new employees; what we can and cannot expect her to accomplish before she leaves; what Lenny can and cannot be expected to do in her absence. (To-do list) Of particular concern is that someone will still be tracking financial statements, keeping up with the bookkeeping, etc. Discussion TABLED until next meeting.
Motion: To adjourn at 10:05 p.m. Seconded. PASSED.
MEETING ADJOURNED at 10:05 p.m.
CLOSING PRAYER led by Susan
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