COCAINE ANONYMOUS WORLD SERVICE OFFICE Minutes of Board Meeting
February 9, 1989
ATTENDEES:
Bob C.
Steve P.
Carla A.
David C.
Tony C.
Tina G.
Mitch G.
Mary C.
Reggie L.
Steve F.
Meeting was called to order at 7:32 pm with the Serenity Prayer.
Bob C. read the Second Tradition.
Pam O. read the minutes from January 26, 1989 Board Meeting. Motion
to accept minutes as read. Seconded and passed.
PUBLIC INFORMATION – Steve P.
The video “Cocaine Shatters Lives” is in it’s final stages. The video “London Bridges Falling Down” has taken Third Place in a Nationwide review of public service announcements. KLOS has been contacted in regards to the break in tradition that was done by one of their DJs while doing a public service announcement for CA.
OFFICE EMPLOYEE – David C.
Mary was thanked for her help in organizing the office. Orders are caught up. All back orders, but one, are in metal chips, which will be shipped Second Day Air. The other back order is for literature for the Inland Empire. David discussed his position as a GSR being a conflict of interest since he is employeed with WSO. He has decided to relinquish his GSR committment. Chicago area has not accounted for their back order yet. We are still waiting for them to send us something showing what orders have been shorted and by how much. Bob suggested that we send them nothing until the issue of their bounced check has been cleared.
TREASURY – Bob C.
A $2300+ check received from the Chicago area bounced 2 months ago. So far, Chicago has not replaced this check. Bob has suggested a procedure for dealing with bounced checks in the future: 1) Checks(personalized or printed) should include a phone number that works, i.e. one that is not connected to an answer machine only. 2) Returned checks should be replaced not sent back through the bank. 3) the area responsible should pay the banks charges for returning said check. 3) Wait 10 days for the check to clear. 4) Send a memo to the Board of Trustees stating this procedure. This proposal was tabled until the next meeting.
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Balance of Operating Account: $2,665.77
Balance of Trust Account: $2,889.65
Approximately $2,100 will be deposited, bringing up the balance. All bills are paid. The issue of the LA area’s contributions was addressed. The 70/30 plan is not being incorporated there, although it was conference approved. It was determined, that this is a local issue and not one for the board to get involved with.
A motion was made to allocate $300 for World Service Office’s expenditures. Seconded and passed.
A motion was made to give Bob 5 pre-signed checks with a memo at the bottom of each, stating that no one check is to exceed $500. Seconded and passed.
CONNECTION – Reggie L.
Susie does not want the responsibility of dealing with subscriptions. She feels that it would be counter-productive. i.e. alot of work with marginal profit. The possibility of handling subscriptions through this office was discussed. The Connection needs support in contributions in writing as well as helping on the committee. Reggie suggested that we start really promoting these at the meeting level, as well as promoting the sale of them.
NEWSGRAM – Reggie L.
Margie G. has been doing a great job. The Elk’s Club will be giving her an award for her literary contributions in the Pasadena area. Due to some new committments of her’s the Newsgram may have to go to quarterly publication. Reggie suggested looking for an associate editor to keep the publication frequency consistent.
LITERATURE – Carla A.
The committee does not have a recommendation for a printer yet. They will bring this back to the board when they have done a little more research. A sample of a “camera ready” item was passed around. The expense of this is $10 a page, but well worth it. This would bring the total cost of getting each piece that is ready for print, to $200. At the next board meeting, she will propose a printer and initial printing costs. Samples were submitted to the board of the new pamphlets and formats without graphics. Some minor changes will be made. Copyright issue was addressed and Reggie L. with work with Carla on this. Pocket card is on hold for the time being.
A motion was made to approve a budget for initial orders on pamphlets and formats, included, but not limited to 1500 ea. piece for the formats, and 5000 ea. piece for the 4 pamphlets: To the Newcomer, Choosing a Sponsor, The Hospitals and Institutions Committee and You, and the 23 Questions, of $6,000. Seconded and passed.
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The 3 other pamphlets that have not been started yet could be sent to the same printer with our initial order. They would be xeroxed as opposed to printed, until such a time as they are ready. It was decided that a phone vote will be taken on a later date to decide this.
OLD BUSINESS:
A) The issue of the computer for the office needs to be addressed. Nothing appears to have been done on this as of yet.
B) Orders have been received for the audio PSAs from 2 areas. The tapes were made and brought to the meeting, however, the quality of the tapes was not as good as it could be since the tapes were being dubbed from a master tape. It was decided that a new master would be made for each area, and that the order that was filled would be redone. It was also decided that the Inland Empire should keep the library of master tapes to avoid loss or damage, as well as make it more convenient to fill orders.
A motion was made for a proposed budget of $100 for a case of blank tapes and a storage box for the masters. Seconded and passed.
Bob and Mary will purchase said items and give them to Pam 0. at the next board meeting to deliver to the Inland Empire.
C) Samples of our plastic chips have been sent to Sain Francisco, and they will discuss the possibility of purchasing them from us.
NEW BUSINESS:
A) Tina G. proposed sending a letter of information to the areas explaining the WSO relocation as well as the 70/30 plan.
B) Tina G. discussed having committee meetings held in the World Service Office. This was tabled.
C) Tina G. presented the idea of having an open house for the office. She will give us a proposal at a later date.
D) Mary C. was thanked for her help in the area of organising the office. She presented procedures and examples of possible forms to use for organizational purposes. An inventory system is being set up to avoid back orders. She felt it would be a good idea to tag all out-going orders asking the receipient to notify us of any discrepancies in their order. This would insure a form of quality control.
A motion was made to accept the package that Mary presented as office procedures. It was made clear that these would be procedures, not suggestions. This package consisted of the following items: 1) Sales Order Procedure; 2) Sales Order – Phone Order Procedure;
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3) Purchase Order Procedure; 4) Inventory Relief Procedure; 5) Receiving Procedure; 6) Shipping Log Procedure; 7) Petty Cash Procedure. Seconded and passed.
Mary will walk David through these.
E) A motion was made to have a 3 month supply of the chips on the shelves at all times. This motion tabled until Mary brings us a price quote to accomplish this.
F) A motion was made to close the office for a half day on the following Tuesday to take a current inventory. The answer machine would be on, stating the office was closed due to inventory, and calls would be returned by Wednesday afternoon. The motion was amended to have the recording on the answering machine also state that if it was an emergency, to please say so, and their message would be returned sooner. Seconded and passed.
G) Mary suggested increasing shipping and handling to %17 on Second Day Air basis (out of state). This issue was tabled. Mary will make a presentation later on this.
H) A motion was made to continue, temporarily, shipping Second Day Air until a formal policy has been reached. No One Day Air unless it’s COD. Seconded and passed.
I) It was suggested that Mary be given a title of “Interim Office Manager”. A definition of this position will follow later. A motion was proposed to give her said title, but will be followed up by a phone vote.
Meeting was adjourned at approximately 9:55 p.m. with the Serenity Prayer.
Thank you for letting me be of service.
Pamela Ogg