World Service Office Board of Directors Meeting
August 8, 1996
Proposed Minutes
MEETING was called to order at 7:30 PM
SERENITY PRAYER led by Scott
TRADITION EIGHT was read by Jeff S.
CONCEPT EIGHT was read by Ed P.
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Chuck McCollum, Secretary
Susan Turnbull, Director
K.D. Zager, WSO Director of Operations
Brian North, WSO Trustee
Roger Gray, WS Trustee
Lee Arter, Pacific South Regional Trustee
QUORUM was met
VISITORS:
Ed P,, Chair of WSC Literature Chips & Format subcommittee on Spanish translations.
Motion: To approve minutes of July 25, 1996 as corrected. Seconded. PASSED with two abstentions.
Motion: To approve minutes of August 1, 1996 as amended. Seconded. PASSED with one abstention.
OFFICER’S REPORTS
Chairperson: Scott reported that he had a meeting with Ed G. this past weekend to go over the budgetary process; discussed how the budget should be laid out, and Scott has drafted a new layout based on our current financial statements. Next year we will be providing actual vs. budget variances on the face of the financial statements. • The financial statements have been drafted; we are receiving new data to be included in them which will accurately reflect all activity through June 30, 1996. Anticipated release sometime next week. • The compilation of the convention surveys is done; will be mailed out to Bill A., chair of WSC Convention Committee, immediately. • Have had discussions with KD regarding the office report to be given at the conference; to be discussed under Old Business.
Vice Chair: No report
Treasurer: Scott, as acting Treasurer reported. When KD updated the reserve
Page 1 of 5
balances, it was discovered that we had never transferred or used the balance of Salt Lake City’s Convention reserve after paying the conference costs. Our Operating Account deficit has been erased. Our book fund contributions are current through June 30, 1996. Our WSO mandated reserve is current through July 31. The books will be brought up to date this week. Trustees will need updated information for their meeting in two weeks (To-do List).
Secretary: No report
Conference/Convention Liaison:
TRUSTEE REPORTS
WSO Trustee: Our next meeting is the last before the conference. The Trustees are still looking for information regarding: a centralized Travel Agency for CAWSO, (research continues); and the possible cost of using a stenographer at the Conference (Scott and Lee both to put together rough estimates based on information from personal contacts).
P.S. Regional Trustee: Lee reported that CAWS ’98 held their first Executive Committee meeting on August 4. The Chair, Vice-Chair, Treasurer, Hotel Liaison, Secretary, Trustee representative and Events Coordinator were in attendance. They are requesting Resumes be sent to the WSO for people who would like to be of service on the various subcommittees. The resumes should be sent to the attention of Carrie C., CAWS ’98 Secretary. Their next meeting will be October 6. • Las Vegas will be represented at the upcoming CAWS Conference. The issue of restructuring the area boundaries between Central & Northern California, Inland Empire, and San Fernando Valley will be brought to the conference floor. The proposition is that Las Vegas and Bakersfield be taken out of Central California and be placed, respectively, into Inland Empire and San Fernando Valley. • CampVention was a huge success; each area and WSO received over $700 from the proceeds. • Pacific South Region will now buy their event insurance through Inter-Area.
OPERATIONS REPORT – K.D. Zager
The Office is operating at capacity. Mary is out of the office on bereavement leave, and may take some additional time as well. Daniella is on full-time while Mary is out.
Projects Completed:
Ed P. has just delivered the corrected Spanish translation of the pamphlet, “26 Tips for Staying Sober.” Many thanks to Ed.
Projects Pending:
Getting MasterCard/Visa ready by the conference; we will announce it during the Conference office report.
Have received our certified copies of our Articles of Incorporation for both corporations.
Page 2 of 5
KD took her Notary Public exam, results will be available next week.
Montreal has already received app. 400 French Storybooks directly from the printer books for their convention. KD told them that they will be billed after their convention.
Have received financial statements from Roger Brown & Co.; Scott has a copy. They do not have Atlanta numbers, so the reports show a loss. We will add in the Atlanta numbers before the conference.
Held in abeyance:
Indiana Property tax payment is due August 12, unless we have received exempt status, which is unclear. KD will straighten it out of Friday August 9, and pay the bill if necessary.
OLD BUSINESS
-CAWS ’96 Report: KD has reconciled the bank accounts, and the preliminary net income figure for the Atlanta Convention is $66,433.41, based on the reconciled cash balances from both the Operating and Trust Accounts. Accounts payable is estimated at $16,381.00, (including the Hotel Bill which they are still trying to reduce in negotiations), accounts receivable (room rebates) estimated at $11,950.00. Gross receipts are $ 99,7004.59, less refunds of $492.38. Gross expenses to date are $27,538.80. We are looking at approximately $110,000.00 gross income, and about $45,000.00 gross expenses, for a projected net of around $65,000.00. Congratulations, Atlanta.
It was suggested that we submit to the CAWSC Finance Committee a recommendation to establish a formula that determines the amount of convention proceeds to be set aside for the conference, so that the balance can become immediately available to WSO.
-CAWS ’97 In the minutes of their July 13 meeting, there is a mention of their negotiating the contract with the company that will audio tape events and meetings; KD will contact Jay F. in Denver to advise him that all taping contracts are to be negotiated by WSO.
-CAWS ’98: Refer to PS Regional Trustee’s report. Daryl S., Hotel liaison has been working with KD, trying to locate information on past conventions, but past reports are sketchy at best. Scott reminded the board that there is a program called “Spinnaker” that used to be on our computer but, for some reason, it is now gone. There is a great deal of information from CAWS ’91 that could be useful if we can locate the disks from Mitch. KD will attempt to recover this data (To-do List).
-WSC Reports from Chair, Treasurer and Director. Scott recommended that, in the spirit of WSO unity, all three give their reports in succession instead of separate reports with separate Q & A sessions. They will coordinate so that there is no repetition and overlap, and all three will remain at the podium to field questions from the floor.
All reports will be presented at the next meeting for review; anyone who wishes to receive one in advance should contact KD for faxing.
Page 3 of 5
-Trustee Report. KD and Brian are working together on his report. This will also be reviewed at the next meeting.
-Conference. Susan has been in contact with Randall and Walter J.; Randall won’t be in attendance until Friday night, and apparently Peter, the Vice Chair, won’t be there either. Susan and KD will have everything under control while the Conference Chair and Vice Chair are absent. • Susan spoke to Walter regarding the idea of having a delegate as a speaker at the luncheon. He recommended that we ask the delegates who would be willing to speak and then pick the name out of a hat. She also told him that we would be willing to change the name to something other than the “Unity” luncheon, since it is has nothing to do with the Unity Committee. • Walter has heard a rumor that WSO is paying for the luncheon and only charging $5.00 per ticket. It is uncertain where that originated, but Susan will call Walter and advise him that WSO has not been instructed to pay for the Unity lunch. • Computer rentals/service is being finalized. • Copiers are still being researched. • All board members who want roommates have them; KD will finalize our rooms.. • Lee reported that the LA area is holding a dance Friday night for the Delegates and the locals at 8:00 p.m.
-Employee Compensation Survey – TABLED –
MasterCardA/isa – TABLED
-Literature Release Form – TABLED
-Phone System – TABLED
-Voice Mail System/800 Answering Service – TABLED until the conference.
-Office expansion/Suite B: KD reported that we can expand into the office suite next door for a monthly rental increase of $400, which would bring our total rent to $1850. We will have to sign a five year lease. It was discussed that it is a great opportunity to increase our office space-something we have been needing and discussing for a long time–for an extremely low 970 per square foot.
Motion: To expand into the Office Suite next door for a five-year term lease commencing October 1, 1996 at a total cost of $1850/month with projected yearly CPI increases only. Seconded. PASSED with one abstention.
KD to negotiate an increase cap with the landlord (To-do List). The board needs to review the lease prior to its signing.
NEW BUSINESS
-Financial Statements – TABLED
-Staffing – Refer to Operations Report.
-Indiana State Property Tax – Refer to Operation Report
-Conference Assignments. It was discussed that often committee motions are drafted without pertinent input from WSO. We need to make ourselves accessible and try to ascertain what motions are being considered in order to guide the committees as to what the practicality is of any proposed motion as well as the ramifications contained t herein on WSO.
Page 4 of 5
-Meeting times. The consensus is that our next meeting will take place on our regularly scheduled date of Thursday, August 22.
Motion: To change our regularly scheduled meeting time from 7:00 p.m. to 7:30p.m. Seconded. PASSED.
The meeting of the 22nd will begin promptly at 7:30.
– French Storybook Pricing
The question was raised as to whether or not we should offer Montreal the same case discount on French language storybooks that we offer the U.S. on the English Language Storybooks. If we raise the price to $12.95 U.S. dollars, then give them the standard 25% case discount, they will actually be buying the books for $9.71 each, a slightly lower price than we set at the meeting of 7/25.
Motion: To raise the French Language Storybook price to $12.95 U.S. Dollars, and offer our French/Canadian fellowship the same price discount as applied in the U.S. (25%). Seconded. PASSED
Motion: To adjourn at 9:51 p.m. Seconded. PASSED.
MEETING ADJOURNED at 9:51 PM with the Lord’s Prayer led by Lee.
Respectfully submitted,
Chuck McCollum