World Service Office Board of Directors Meeting
January 11,1996
Proposed Minutes
MEETING was called to order at 7:14 PM
SERENITY PRAYER Led by Scott
TRADITION SIX was read by
KD CONCEPT SIX was read by! Brian
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Ed Godfrey, Treasurer
Chuck McCottum, Secretary
Susan Turnbull, Direqtor
K.D. Zager, WSO Director of Operations
Brian North, WSO Trustee
Roger Gray, WS Trustee
Lee Arter, Pacific South Regional Trustee
QUORUM was met
Motion: To approve minutes of December 14, 1995. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: Scott wished everyone a happy new year. He has discussed , with KD, getting information together for conducting a Salary Survey. He expressed his hope that all open-ended items will be resolved between now and the month’s end, particularly the issues of Employee Salary and Health Plan, for the benefit of the Trustees at their meeting in February. All volunteer directors are strongly urged to submit a service resume for the purposes of finding Brian N.’s replacement as WSO Trustee. Those submitting a resume should bring it to the next meeting so that Brian may carry all of them to the Trustees.
Vice Chair: No Report
Treasurer: Cash flow statements for month’s end of December ’95 will be corrected as soon as adjustments from the accountant, (interest, etc.), come in, We enjoyed a whopping $18,000.00 in sales for the month of December ’95. Operating funds are a little low at this time due to the purchase of new office equipment.
Conference/Convention Liaison: Susan reported that she spoke with Bill A.’s wife and she reported that they not only have lots of convention committee meetings; they have also secured a great DJ.
Secretary: Chuck, as Chair of the WSC PI Sub-committee for video PSA’s, reported that he has enlisted the help of Ed P. in translating the conference approved storyboards into Spanish. He also found two bilingual actors who are willing to do the
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Spanish language voice-overs for the video PSA’s for $100.00 each, We are still waiting for bids from L.A. based companies.
TRUSTEE REPORTS
WSO Trustee: No report. No response from the Trustees as yet regarding the issue of 2nd Edition vs. 2nd Printing. Discussion tabled to old business.
WS Trustee: Roger needs deadline for the next Newsgram. He will try and get the articles in by February 1. KD will work to get the Newsgrams back on schedule. Roger needs more information from KD regarding Pediatrician and other providers in order to assist in selection of the Health Plan.
P.S. Regional Trustee: Lee; reports that we are having our regional meeting the first Sunday in February. The region has been asked to come up with six Trustee nominees for the position that Lee will Vacate later this year. LA has temporarily lost their sales tax license; it is being straightened out. It is the general consensus of the Trustees that we not incur any expense in conducting a salary survey.
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes, Notable discussions and/or additions:
- We have received the French translation of “Choosing You Sponsor,” the last of the storybook translations, from Res Publica. We will send to Genvieve for review, and then back to Montreal.
- Event Liability Insurance Certificates (convention) – TABLED to new business « Convention Registration Software – have not yet been able to reach Mitch who has the software from the 1991 convention. Will probably have to try other avenues.
- Increase of shipping clerk hours. TABLED to new business.
- Indiana State Tax – Spnlte with Roger Brown; he hac accignod thic iccuo to a ctaff member who has called With questions about inventory and by-laws. He thinks that we will be better off filing Jate and paying the penalty rather that paying the $4,000.00 tax bill.
- Year-end financials: We Will do our best to have them ready for the Trustees’ meeting in February.
- Transcriptions of Conference are finished (Projects completed). KD is almost through extracting the motions.
- Donnelley problems: We will, from now on, be ordering our books by Product Code rather than by name (hardcover, softcover, H & I, etc.). We’ve ordered one set using this method, the order went out the next day; let’s keep our fingers crossed. French storybook printing: KD to get more input regarding issues such as quantity, storage, etc. before we choose. The goal is to clarify these issues and place an order by month’s end. (Td-do List).
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- Question to Trustees: Who should our quarterly Operations Report come from? It seems that the WSO Trustee carries it to the Trustees. KD will compile it, ask for input, we will ail review it and/or edit it before it is handed to the WSO Trustee.
OLD BUSINESS
– Storybook Printing
Donnelley recommends a soft cover that is printed on paper, and not embossed. The embossed cover was, they claim, the source of many problems. This change would save the fellowship $.33 per book. It was the consensus-of this board that we obtain new bids from other companies for 20,000 copies (50/50 hard and soft cover). KD to contact Bill A. in Atlanta (To-do List).
A discussion took place regarding the idea of possibly adding the pamphlets “Guide to the Twelve Steps” and “Crack” to the Storybook. To do this would constitute a “second printing,” rather than just a “second edition.” The cost of this, (info from Donnelly), would be roughly $2,500.00:+ corrections at $5.95 per page. The pertinent issue, however, was not one of cost. The more substantial questions were:
A) Is it in keeping with the original concept of our “Storybook” to start including “workbook-type” literature that, although undeniably beneficial to the newcomer, could also become tantamount to an unwitting replacement to the first 164 pages of AA’s Big Book?
B) Mightn’t this set a precedent of incurring the cost and trouble of ordering a new storybook printing every time a new piece of popular literature is released?
C) Is it even within the scope of this Board’s authority to make such a decision when it was not mandated by the CAWS Conference? Discussion of the 2nd edition vs. 2nd printing issue was TABLED pending further feedback from the Trustees.
-Health Benefits !
KD and Roger to vyork together on this. We need a presentation about costs and benefits of available plans; how many employees, HMO or PPC^-etc.
We need bids and/or proposals. Roger will talk to Charles L. for guidance. Discussion tabled until our next meeting where we can expect a presentation and recommendation from KD and Roger.
Salary Survey
Scott will work with) KD, following up on resources, Chuck M. has a friend, Deidre D., (a member of the fellowship), who is a professional “Head-hunter” and could be of considerable assistance to us in this matter. It is imperative that we resolve this issue by May.
-WSC Minutes
We have, in our possession, Transcripts but not minutes from the 1995 CAWSC. In the pdst (2-3 years ago and before) we would receive tapes, then transcripts, then a summary of approved motions, then minutes. We
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need the summary approved motions. KD is extracting them from the transcripts as quickly as she can. We will limit ourselves to that. The minutes are not the responsibility of this Board. When we have the summary of motions, it will go out with the delegate mailing.
NEW BUSINESS
– Event Insurance certificates
Our regular liability insurance cycle expires every year, right before the Convention. The insurance company is reluctant to issue insurance certificates, for an event outside the term of coverage. KD will research the cycle date change with the insurance company in order to alleviate this problem. (To-do List).
-Shipping Clerk Hours/Employee raises
As per her Operations Report, KD would like to increase the hours of our shipping clerk to 30 hours/week at an over-budget cost of $3,000.00. Questions arose such as: Are we over or under in or projected revenues? Do we have a policy re raises for the shipping clerk after 90 days? KD and Scott to research numbers and trends to assess how we’re doing. KD to research the Manual on Employee Policies (Chamber of Commerce) to come up with a policy for employee review. Discussion TABLED until next meeting.
-Budget vs. Books j
At May Trustee meeting, could the Trustees see a graph of Actual vs. Projected? Our budget is not formatted like our books. Scott will work with Roger Brown & C6. and attempt to rectify this inconsistency.
To adjourn at 9:22 p.m. Seconded. PASSED.
MEETING ADJOURNED at 9:22 PM with the Lord’s Prayer.
Respectfully submitted,
Chuck McCollum
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