World Service Office Board of Directors Meeting
December 12, 1996
Proposed Minutes
MEETING was called to order at 7:47 PM
SERENITY PRAYER led by Scott
TRADITION TWO was read by Steve
CONCEPT TWO was read by Meredith
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Ed Godfrey, Treasurer
Chuck McCollum, Secretary
K.D. Zager, WSO Director of Operations
Susan Turnbull, WSO Trustee
Meredith Amos, WS Trustee
Joe Stephens, PS Regional Trustee
QUORUM was met
VISITORS:
Steve E.
Motion: To approve minutes of November 14, 1996 as amended. Seconded. PASSED with one abstention.
OFFICER’S REPORTS
Chairperson: Scott reported: He is working with KD on the voice-mail system. They have tracked down the vendor recommended by David K. from the New York area. They are looking at voice card prices along with other costs in order to establish a price for the whole package. • Scott met with the spending committee today; Treasurer will report. • He also held a discussion with KD about the policy regarding requests made to the World Service Office, More discussion will follow under new business,
Vice Chair: Jeff reported: He spoke with the Chair of Chips, Literature and Format. She is looking for input from WSO about a specific piece of literature—the concept of which has been approved by the CAWSC–for which the committee is having trouble finding a qualified volunteer writer. Is there a policy regarding the hiring of professional writers for such a purpose? TABLED to new business at the next meeting of 01/09/97.
Treasurer: Ed Reported: Our November numbers are: $10,954.31 in chips & literature, $8,003.71 in books sales, $186.43 in royalties, $2,407.82 in 7th tradition donations and 1,021.76 in Celebrate Around the World proceeds, for a total of $22,574.03.
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- Our December numbers: $10,000.00 from CAWS 96, $3,971.79 in chips & literature sales, $1,134.68 in book sales and $1,943,86 in 7th tradition donations for a total of 17, 049.86 No reserve balances at this time. • There was a meeting held with the Spending Committee and Scott Brown, our accountant. The main three issues:
- Some of the cash flow reports generated for our meetings will look different soon; They will be easier to understand, to include year to date totals, year over year comparisons and comparisons of actual numbers to budget. This will be done using the existing software.
- With respect to our CAWSC approved budget: We have two types of expenses- Program Service costs and Administrative costs. We must separate them more accurately. The IRS and California Attorney General suggest a ratio of Program Service costs to Administrative costs of 80% to 20% respectively. We apparently have not been allocating our expenses correctly. Our accountant recommends that a higher percentage of our administrative costs should be re-categorized as program service costs.
- Our accountant also proposes that we switch from quarterly financial statements to a monthly financial statement. This will be an increase in cost, how much we do not yet know, but it will help this board to keep a closer eye on finances; we will be ale to produce aging reports-past due, receivable, payables, trends. Example: In the first quarter of 1996 we lost a lot on our freight costs which were going sky-high and we didn’t see the trend until we saw the financial reports. A bid will be presented to this board soon.
- Ed has looked further into money market accounts for our reserve funds. Sanwa Bank sent info on 2 funds; of these two, Oppenheimer looks best. Ed will look over other companies and come back with choices and his recommendation at the meeting of 01/09/97. * The question arose as to whether or not we might want to look into other Banks besides Sanwa. That discussion was deferred to New Business.
Secretary: No report.
TRUSTEE REPORTS
WSO Trustee: No Report
WS Trustee: Attended convention meeting this month. Everything going well.
P.S. Regional Trustee: No report; but Joe is going to be a father again. Many congrats from this board to Joe.
Motion: To suspend the rules to attend to an item of old business out of order. Seconded. PASSED.
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Motion: To grant three weeks (120 hrs) time off to our Director of Operations as compensation time for time worked over and above regular working hours prior to 1996 conference. Seconded. PASSED with four abstentions.
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes. Notable discussions:
- Kevin M.’s proposed response to requests for hyperlinks on our Web Page, issue was deferred to New Business,
- Scanning of the Storybook onto disk. Deferred to New Business.
OLD BUSINESS
-Phone System – TABLED until next meeting.
-Voice Mail System/800 Answering Service
David K. sent us information about a voice card; it will cost us about 365.00.
We wilt need the software for it and we will need to record outgoing messages/information, This board will be polled by telephone on whether or not to approve the cost of hooking up.
-Compensatory Time Off Policy.
TABLED until meeting of 01/09/97.
Everyone try to give this some thought so we can come up with a policy on 01/09/97.
-WS Convention Host City Committee reimbursement policy.
We have no policy at this time.
Motion: To adopt a “no mileage reimbursement” policy with regard to convention committee activity. Seconded. PASSED.
Motion: To reconsider the previous motion. Seconded. PASSED.
Motion: To adopt a “No reimbursement” policy for convention committee expenses, including mileage, not pre-approved by WSOB. Seconded. Motion Withdrawn.
Motion: To adopt a “no mileage reimbursement” policy with regard to World Service convention committee activity. Seconded. PASSED.
NEW BUSINESS
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– Trustee referrals from quarterly meeting in November 1996.
Not available at this time.
-Consideration of New Director application.
In executive session we considered the application of Steve Edwards. The group conscience recommends that the chair submit his name to the WSBT for approval.
-WEB links.
As per the Operations Report, Kevin M, has proposed a standardized response to organizations requesting that we include on our Web Site hyperlinks to theirs.
Motion: To accept Kevin M. ‘s proposed statement in response to requests to put hyperlinks on our web page. Seconded. PASSED.
-Requests to WSO from individuals.
Our policy is that all requests made of WSO be put in writing. Scott plans to send a letter to the Chair of WSBT and all committee chairs reiterating that policy-allowing for Mail, fax or E-Mail.
-Budget allocation proposal.
Motion: To approve the proposal of the spending committee regarding expense and send a letter of explanation in the next delegate mailing along with a letter outlining the recommendation from our accountants. Seconded. PASSED.
-Sanwa bank?
TABLED until 01/09/97.
-Scanning and correcting Storybook onto disk
Motion : To have the storybook book OCR scanned, manually keyed and proofread at an estimated cost of 1216.00 and that the money come out of our book reserve fund. Seconded. PASSED with one abstention.
Motion: To start our meetings promptly at 7:30 and adjourn promptly at 10:00. Seconded. PASSED.
Motion: To Limit board meetings to once a month; the Second Thursday of each month. Seconded. Motion Fails with one abstention.
-Holiday greetings to our Employees,
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Motion: To Grant holiday bonuses at the same rate as last year. Seconded. PASSED.
Motion: To adjourn at 10:54 p.m. Seconded. PASSED.
MEETING ADJOURNED at 10:54 PM with the Lord’s Prayer
Respectfully submitted,
Chuck McCollum
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