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World Service Office Board of Directors Meeting
June 26,1997
Approved Minutes
MEETING was called to order at 7:31 PM
SERENITY PRAYER led by Jeff
TRADITION TWELVE was read by Susan
CONCEPT TWELVE was read by Steve
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Chuck McCollum, Secretary
Steve Edwards, Director at Large
K.D. Zager, WSO Director of Operations
Susan Turnbull, WSO Trustee
Joe Stephens, Pacific South Regional Trustee
QUORUM was met
VISITORS:
Lenny S., CAWS ’98 Liaison to WSO
Motion: To approve minutes of June 12, 1997 as amended. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: Scott reported. Projects pending and still incomplete: Policies & Procedures Manual and the revised Terms for all Board Directors. New projects: To assist KD in the completion of the 1988 through 1998 CAWSO California Tax filing.
Vice Chair: No report
Treasurer: Ed apologized for failing to call in two weeks ago. The check voiding snafu seems to be ascribed to a problem with Windows 95. $17,228.34 in Sales of Chips & literature; $5,371.41 in book sales; $287.00 in royalties (from Montreal); $6,407.64 in 7th tradition contributions; $2,302.00 in undistributed income (CAWS ’98 T-shirt sales in Denver); for a total of $32,105.51 in the cash operating account. No activity in the reserve account.
Secretary: No report
Director at Large: No report
TRUSTEE REPORTS
WSO Trustee: Conference call this Sunday WS Trustee: Not present; no report
P.S. Regional Trustee: Resumes still being accepted for CAWS 98 chair.
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OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes. Notable discussions:
- Well have a draft of the August Newsgram at the next meeting.
- KD’s requested vacation dates: She plans to leave 7/14/97 and return to work 7/31/97.
COMMITTEE REPORTS
Finance: The committee proposes to submit to the WSC Finance Committee at the 1997 Conference that we change from a calendar year to a fiscal year, ending June 30, for all our accounting purposes. It would help us close out our accounting year after the convention takes place in May, and therefore help us better prepare our budget proposals as we enter the Conference in August. Brown & Co. concurs with this proposal and tells us there will be no fees for making the change (there will be a one-time-only fee for preparing the resulting additional tax return).
Motion: To approve the change of accounting year for CAW SO fnc. From December 31 to June 30, beginning in 1998, and to recommend to the CAWSBT that CAWS Inc.’s accounting year also be changed from May 31 to June 30 beginning in 1998, and to make this recommendation to the CAWSC Finance Committee. Seconded. PASSED. (Steve)
Conference: Jeff reports that he has an exhaustive list of tasks to be completed by himself and the committee, and things will start rolling immediately.
Structure & By Laws: No report Hospitals & institutions: no report Public Information: No report.
Convention: No report. Lenny asked why a check has been cut to Skiiset Communications for buttons, (distributed at CAWS ’97 in Denver), when the CAWS ’98 committee never approved this expense. The check has been cut because we received a bill-but has not been mailed.
Motion: To refer a copy of the Skiiset Communications invoice to the CAWS ’98 committee for proper routing. Seconded. PASSED. (Joe)
The above-mentioned check will be voided and the invoice will not be paid at this time. KD advised Lenny of the procedure of submitting expenses and invoices to WSO for payment. Scott pointed out that the current guidelines do not contain all of the policies and procedures that were adopted in the form of motions at the 1995 conference.
Literature. Chips & Format: No report Unitv/Outreach: No report
OLD BUSINESS
-Disclosure of Board discussions motion: (Susan; Tabled 3/13/97)
The maker of the motion chose not to remove the motion from the table at this time.
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-Office Jobs descriptions motion: (Steve; Tabled 6/12/97)
The maker of the motion chose not to remove the motion from the table at this time.
-Trademark in Canada: (KD; Postponed 6/12/97)
The maker of the motion chose to postpone again until 1st meeting of August (14th)
-Literature racks motion: (KD; Tabled 6/12/97)
The maker of the Motion reopened the Motion:
Motion: To purchase literature racks from the best qualified vendor at a price
range of 16.00 to 20.00 each, total purchase not to exceed $500.00. Seconded PASSED. (KD)
-Change in frequency of CAWSO Board meetings motion: ( KD; Tabled 6/12/97) The maker of the motion chose not to remove the motion from the table at this time.
NEW BUSINESS
No new business.
Everyone is expected to review KD’s proposed Job descriptions and Employee position
updates before the next meeting.
Motion: To adjourn at 9:19 p.m. Seconded. PASSED.
MEETING ADJOURNED at 9:19 PM with the Lord’s Prayer
Respectfully submitted,
Chuck McCollum
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Date; June 26, 1997
To: CAWSO, Inc. Board of Directors
From: K.D. Zager, Director of Operations
RE: WSO Report
Projects Completed
-The Colorado State, Denver County and City Sales Tax Returns have been filed. Our sales tax liability totaled $1,554.71, which are 7.3% of gross memorabilia sales of $21,673.00.
-The revised Tools of Recovery pamphlet is complete and being distributed to the Fellowship.
-The bill from the Denver Hyatt has been reconciled and the check has been mailed to them.
Projects Pending and Status/To Do List
-Phone system for the office – I continue to gather information.
-The August NewsGram is in the works.
-CAWSO Corporate Status/Missing return – 1988 is still pending. Scott will be working on this over the next week or so.
-Literature Release forms from authors of old literature: Choosing Your Sponsor, Relapse, What is CA? , Crack, 13t 30 Days, Deaf-still to get.
-Correcting the Spanish Literature – on hold.
-Montreal/French World Service Manual – on hold.
-97 CAWSC
- Working with the Conference Committee for a smooth transition this year.
- Investigating less expensive chips (per referral).
- Working on guidelines for groups/districts/areas when dealing with outside accountants, and a checklist for filing federal and common state nonprofit forms and documents (per referral.)
–CAWS ‘ 97
- Returned Checks. There were $511.00 in returned checks, $240.00 of which I have already collected. Dan and I continue to work on these.
- Final numbers: Dan plans to have final numbers after June 30. He is awaiting the closing of the books. The committee asked that final numbers not be announced until the books were closed.
-CAWS ’98
- Bank Accounts – Was in the process of opening with City National Bank, however, they did a corporate search, which came up with CAWSO being in suspended status. We will be holding off opening accounts with CNB until this matter is resolved. Scott, Ed and 1 continue to work on this.
-CAWS ’99
- Bank Accounts – signature cards are complete. I will be forwarding them with a check after tonight’s meeting.
- I begin to look into requirements for conducting business in the State of Wisconsin.
For Your Information
-The Radisson Manhattan Beach has requested we prepay 50% of our estimated charges for the upcoming conference. I agreed to this if we will be considered for 100% direct billing in 1998 if we contract with them. Our alternative for this year’s conference was 100% of estimated charges in advance, as that is their policy.
-Another trademark infringement came to the attention of the office (jewelry). I have requested advice from our trademark attorney on how to handle trademark infringements that come to our attention, and will handle the matter from the office.
-Hazelden ordered 1 6 Cases of books.
Questions
-None
Referrals to/from Trustees/WSOB:
-None
Held in Abeyance
-Filing our mark: We’re Here And We’re Free, in Canada. Pending. Deadline: September 21, 1 997.
-NewsGrams: August 1, November 1, 1997, February 1, May 1, 1 998
-Delegate Mailings: September 1 (WSC), December 1, 1997, March 1, June 1, 1998
-3/98 L.A. County Tax Exemption filing
-8/97 Order AA Conference Report and Updated Service Manual.