World Service Office Board of Directors Meeting
June 13, 1996
Proposed Minutes
MEETING was called to order at 7:20 PM
SERENITY PRAYER led by Scott
TRADITION FOUR was read by KD
CONCEPT FOUR was read by Susan
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Ed Godfrey, Treasurer
Chuck McCollum, Secretary
Susan Turnbull, Director
K.D. Zager, WSO Director of Operations
Brian North, WSO Trustee
QUORUM was met
Motion: To approve minutes of May 16, 1996, Seconded, PASSED.
OFFICER’S REPORTS
Chairperson: Scott has completed the review of the financial statements; discussed the presentation with the accountants and affected the changes that were seen in Atlanta.
Has subsequently held discussions with the Director of Operations who implemented additional adjustments, and new financial statements for the 1st quarter have been published. • Has completed the Financial Analysis as well as the first draft of the Salary Survey, which has been reviewed by WSBT, who has requested additional information. • Has drafted a letter to this board, the WSBT and the CAWS ’96 Chair that accompanied a survey regarding the Atlanta Convention.
Vice Chair: Jeff allowed that he had a nice time in Atlanta; other than that, no report.
Treasurer: Ed will be meeting with Scott to create a standardized format for ail cash flow statements, which are still confusing as they are presently laid out. • The accounts payable that appeared in the Financial Statements seen in Atlanta were dramatically overstated, due to a flaw in the payment schedules within our accounting software. • Our chips & literature sales are lower than budgeted while our 7th traditions are higher. • Preliminary figures show a gross income of $98,000.00 (gross income = before expenses) at the Atlanta Convention.
Secretary: No report.
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Conference/Convention Liaison: Susan will be our Conference Liaison again this year, She wii! work with KD and Randall, * Regarding the breakfast “meeting” with the WSOB, the WSBT and the Committee Chairs: Should we not try to structure this a bit more like a formal meeting? Brian to bring this up at the WSBT conference. • We need to create a calendar that starts on July 1 that will take us all the way through the conference at the end of August (To-do List).
TRUSTEE REPORTS
WSO Trustee: The WSBT has carefully reviewed the board-approved Employee Handbook, and has suggested very few minor changes to be discussed (Old Business). • They have signed the licensing agreement and returned it to us for our signatures. • It is the consensus of the Trustees that the Chair of the WSBT will sign ail hotel contracts. • It will be discussed at the conference whether or not there is a need for a World service Trustee.
COMMITTEE REPORTS
Public Information: The final Spanish translations of the three conference- approved video PSA’s are finished. Chuck has scheduled the studio time and the actors to record the voice-overs or Thursday, June 20. After that, we will be ready to take the audio tracks over to “Tell-A-Vision Post“ for creating the video, We will not have male and female versions of every spot. Chuck and the producers will make decisions as to which voices sound the best for each spot.
It was discussed at the P.l. Committee meeting in Atlanta that CALA has produced a live-action video PSA and will be looking for it to become conference-approved in August. Chuck will contact Kevin M. and the CALA contacts to make sure that all pertinent licensing questions are answered before this goes to the conference floor. In this way, if the fellowship wants the PSA to be made available through WSO, then it can happen immediately upon approval.
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes. Notable discussions:
- Many thinks to this board from the CAWS ’96 committee for our volunteer service at the convention.
- CALA has voted to hold a dance for the delegates sometime during the conference. They have asked if they can use a room at the hotel. This will cost $500.00, It is the consensus of this board that we refer this issue to the Conference Committee.
- Shipping Clerk’s hours have been cut by 5 hours/week.
- The board reviewed the new CA Home Page for the World Wide Web as submitted by Kevin M. It looks terrific. Many thanks to Kevin and to Jim S,, Chair of the Subcommittee for Electronic P.l. for their great work. It was discussed that the 12 steps and Traditions must be followed with the “Reprinted by permission of AA World Service…etc.”
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disclaimer, and may even need to have AA’s 12 steps printed as well. Also, (as discussed at the PI committee meeting in Atlanta), since any other organization may “link” to our Home Page-it is important that we have a disclaimer at the top of our page informing all that we are not allied with any other organization through web surfers may have found us.
OLD BUSINESS
-CAWS ’96:
Again, thanks from Bill A. for the help fro WSOB in Atlanta. They will finalize the Hotel bill ASAP.
-CAWS ’97
We do not yet have a draft of a registration form. They have no budget yet. KD to contact Jay in Denver and find out exactly what we need to do and/or file in order to be up to speed in doing business in the state of Colorado, (To-do List). It was the consensus of this board that we request of Denver that they donate all funds raised for the 1997 convention to CAWSO where we, in turn, will earmark all of it for CAWS’97.
-Employee Handbook:
A number of changes were discussed, including those raised by the WSBT.
The board arrived at a consensus on all issues discussed; a formal vote will be taken at the next board meeting. KD to mail ail agreed-upon revisions to board members before next meeting (To-do List).
-Employee Compensation Survey:
TABLED pending further information as requested by the Trustees.
-Phone System: TABLED pending further information.
-MasterCard/Visa: TABLED
-Licensing agreement: DONE
-Literature release forms:
Discussed in Operations Report (also see item “Notary” in New Business).
-800 Service: TABLED
-Flexible Benefit Plan:
Approved by the WSBT.
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NEW BUSINESS
-Chips & Literature orders at Conference:
it was discussed that we pass out C & L order forms at conference, or encourage orders ahead of time, so as to fill orders for delegates to carry back with them and avoid shipping charges, Jeff volunteered to deliver orders from the office to the conference,
-Notary
It was discussed that KD be made a Notary Public at a cost of $112.00 now, ($40.00 every subsequent year), for the purpose of notarizing numerous literature release forms.
Motion: To have Director of Operations licensed as a Notary Public. Seconded.
PASSED.
Motion: To adjourn at 9:23 p.m. Seconded. PASSED.
MEETING ADJOURNED at 9:23 PM with the Lord’s Prayer led by Ed.
Respectfully submitted,
Chuck McCollum
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