World Service Office Board of Directors Meeting
June 8, 1995
Proposed Minutes
MEETING was called to order at 7:41 PM
SERENITY PRAYER led by Scott
TRADITION SEVEN was read by Jeff
CONCEPT SEVEN was read by Rick L.
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Barry Goldstein, Treasurer
Chuck McCollum, Secretary
Susan Turnbull, Director
K.D. McCann, WSO Manager
Brian North, WSO Trustee
Bob Campbell, WS Trustee
QUORUM was met
VISITORS:
Rick L.
Kevin M.
Motion: To approve minutes of 05/18/95 as written. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: Scott reported that, in addition to having a great time at the Convention in Salt Lake City, he also had the opportunity to meet there with members of various CAWSC committees. He reminded all board members to, if they have not already, choose a WSC committee to sit on and inform us of their choice at our next meeting. Scott will, in addition to his work with the WSC Finance committee, be spending a great deal of time working with the WSC Convention committee for the next 90 days or so. Scott has also prepared a memo for the WSBT legal committee, at their request outlining the possibilities of the future “setup” of the convention. WSBT will be obtaining answers to certain legal questions regarding CAWSO and the holding of conventions in other states. He is in communication with the Chairs of the next two conventions and will be assisting them in the collection and review of data from past conventions; registration, finance, etc. Has discussed the issue of money market accounts with our Trustee from the Atlantic North region who has concluded that we should go with Vanguard, using their Federal Portfolio. This offers the highest yield while remaining the safest investment. Will discuss further in New Business. This is our Office manager’s last meeting and last official day before taking leave. Scott reiterated to all present that there
Page 1 of 6
will be absolutely no communication with our Office Manager regarding CAWSO business while on leave. Any questions should be directed to Lenny, our office assistant, or to Scott. He also reminded everyone that office hours are 9:00 AM to 5:00 PM, and that there will be no live phone coverage from 12 PM to 1:30 PM, while our Office Assistant is taking lunch and making the bank run.
Scott also reminded all present that, from now on, all CAWSO Board meetings will begin promptly at 7:00 PM.
Vice Chair: Jeff thanked the board for electing him to Vice Chair in his absence.
Treasurer: No report
It was noted that the financial statements from Brown & Co. should accompany this meeting’s minutes in the Trustee mailing and in the Delegate mailing (To-do list).
TRUSTEE REPORTS
WSO Trustee: (Brian N.) The Trustees have agreed that, as discussed at our previous meeting, when any written materials are sent to CAWSO for general distribution to the fellowship that they should come through the appropriate Committee Trustee, if material comes from another source, CAWSO must check with the committee Trustee for a verbal, (to be followed by a written), approval before distribution.
The Trustees ask of CAWSO that copies of all approved WSBT minutes be sent to all Trustees and former Trustees who request them. (To-do List)
It was noted that we need to start exploring the printing/publishing of the French storybooks. It was suggested that we look into where AA prints their French books. WSBT needs a WSOB member to sit on the Trustee negotiating committee.
With regard to item “Credit support for PO’s” (Approved minutes of 05/18/95) WSBT wants the WSO to adopt a no credit policy. It was noted that there are always, of course, exceptions that will be left to the discretion of the WSOB.
Question: How much are the Non-Delegate committee chairs costing the conference? (To-do List)
There was discussion of Scott’s recommendation re changing of the office staff structure. It has been sent back to committee (Scott) for reworking.
WS Trustee: (Bob C.) Bob will meet with the convention committee in Denver as a Trustee representative. He met with the Convention Committee and Structures and Bylaws during the recent the Convention. Changes have been made in the Trustee reimbursement policy that will also apply to CAWSO Board of Directors. They are still finalizing the expense policy, but there is an interim policy–with these changes in place- that will apply in the meantime.
Page 2 of 6
COMMITTEE REPORTS
Finance: No report
Conference: (Susan T.)
Susan attended a conference committee meeting at the convention. She is coordinating with Randall; they have divided up tasks and will report to one another. She has also been in communication with KD, who will leave a list to inform Susan of whatever needs to be done from the WSO end. We have a signed copy of the contract with the Raddison Hotel. The question arose as to whether or not we want the meeting of the Board, the Trustees and the Committee Chairs to be lunch or dinner. The answer was breakfast, if possible, Thursday morning in the hotel. Susan will check with the hotel to see if they can accommodate us with a breakfast meeting. If not, then it will be a dinner meeting, Thursday night, in the hotel. The budget for computers will be made available to Kevin Murphy who has volunteered to handle acquiring the computer equipment for the conference.
Structures & By Laws: (Bob C.)
There is a revised World Service manual awaiting final Trustee approval.
Hospitals & institutions: No report
Public Information: (Kevin M.)
Kevin has receive the package of three letters from the Trustees (see minutes of 05/18/95). One was approved as written, (the response to Anti-drug campaigns), the other two were sent back with changes. Kevin will “final copy” that one and-based on WSBT policy–have it “signed off’ by the WSC P.l. Committee Trustee and sent to CAWSO for dissemination. Kevin will clarify changes on the other two and then follow the same procedure in getting clean copies to CAWSO. Kevin also asked what to do with requests from addicts in institutions for storybooks.
Sidebar: Chuck M. to contact Jim Scott re status of Fact File and P.l. Workbook.
Convention: (Brian N.)
Atlanta has requested seed money. WSBT has approved the advance of up to $2500.00 as it is requested. Lenny to draft a letter to Atlanta for Scott’s signature (To-do List).
Literature. Chips & Format: No Report
Unity/Outreach: No Report
OFFICE REPORT – K.D. McCann
Office Report of June 8,1995 read and incorporated into these minutes. Notable discussions:
- French Translation: We reviewed the Letter of agreement with Genvieve Brassard that KD drafted and made a few minor changes.
Page 3 of 6
Motion: To accept letter of agreement with Genvieve Brassard, with minor changes. Seconded. PASSED.
It was discussed that we should let Lise Payette of Res Publica research printing of French translation and make a recommendation. Policy requires us to obtain three bids. We need to explore other options. We should check with AA and find out where they do their French printing. Lenny to search for the package we received from the AA Trustee re AA’s foreign translations (To-do List).
- Storybook printing; KD will obtain bids for all three quantities that she recommended in her report.
- It was discussed that, while KD is on leave, that Lenny should know that, if things start falling behind, there is the possibility of hiring temporary help. It was also noted that we, as a board, should be willing to lend a hand where we can to lighten his load.
OLD BUSINESS
-French translation
We have received our first installment from Res Publica, via Sylvie N. in Montreal. Lenny to send letter to Montreal. (To-do List)
-Institution Book fund
In looking for ways to create a possible “Institution Book fund” it was found that we have used considerably less of our budgeted office expenses in the first quarter than anticipated-66% lower. We were also 28% lower on rent.
Motion: To reduce the budget line item for rent expense for this year arid transfer $500.00 in order to establish an institution book fund for distribution of free books to people who request them for institutions; and to ask for a voluntary donation whenever we send them. Seconded. PASSED.
Motion: To authorize the CAW SO staff to, upon request, release a soft cover book to an individual addict in an institution, (ora hard-cover H & I book if it is not against the institution’s policy), accompanied by a letter requesting a donation, if possible, of $9.95. Seconded. PASSED.
Regarding just how many books this book fund will cover, we will determine this based on our cost rather retail (App. $2.25 per book).
Lenny to draft stock letter to individuals in institution (To-do List).
Page 4 of 6
Lenny to check with Scott on release of book to people in institutions and contact Kevin Murphy to inform him of the new policy and ask him to bring any storybook requests from institutionalized addicts to CAWSO (To-do List).
A discussion ensued re the H & I donation from Phoenix. Although we already informed them that we really had no place to put this money if it needs to be specifically earmarked for H & I, we now do have a place to put it. Lenny to draft a letter to Phoenix (To-do List).
NEW BUSINESS
– Money market Account
As per the Chairperson’s report, the Vanguard Group appears to offer the safest and most profitable money market fund.
Motion: To authorize the WSOB Chair and Treasurer to assist office staff in setting up an account with Vanguard Group for a money market reserves fund, investing only in their U.S. Treasury portfolio, with telephone transfers to be made exclusively by the Chair or the Treasurer. Ail other transfers authorized with two written signatures. Seconded’ PASSED with noted opposition and one abstention.
We will establish this account, to start out, with the minimum investment of $2,500.00. Details will be presented at our next meeting.
Motion: To adjourn at 10:04 PM. Seconded. PASSED.
MEETING ADJOURNED at 10:04 PM.
CLOSING PRAYER led by K.D.
Page 5 of 6
To-do List June 8,1995
- Financial statements from Brown & Co. will accompany this meeting’s minutes in the Trustee mailing and in the Delegate mailing.
- Non-delegate committee Chair costs at conference (Check w/Scott)
- Draft letter for Scott’s signature to Atlanta regarding seed money (Check w/Scott)
- Draft stock letter to Institutions re requests for storybooks (Check w/Scott)
- Check w/Scott re: release of books to people in institutions requesting them. Call Kevin Murphy (310 836-1186) after talking to Scott.
- Check w/Scott re: Letter to Phoenix re institution book fund.
- Letter to Montreal (Lise Payette; cc Sylvie Nault) that we have forwarded 1 st installment of the translation to our reviewing committee; and that the translation should continue and, as soon as the committee has rendered an opinion, we will forward suggestions, if any, to Montreal (Check w/Scott; Brian N. has composed draft of this letter). Obtain and/or Keep copy in Translation File.
- General procedure: Forward any and all material received from Gertvieve Brassard to CAWSO Board for review. Keep original in Translation File.
- Find package from AA re printed materials in foreign languages and forward copies to Brian N. Keep original in Translation File.
- Any requests for information regarding the French translation of the storybook should be copied to Brian North, WSO Trustee. Keep original in Translation File.
Page 6 of 6