World Service Office Board of Directors Meeting
March 23,1995
Approved Minutes
MEETING was called to order at 7:36 p,m.
SERENITY PRAYER led by Scott
TRADITION TWO was read by Jeff S.
CONCEPT TWO was read by Brian N.
ROLL CALL
- Scott Stevenson, Chairperson
- Barry Goldstein, Treasurer
- Chuck McCollum, Secretary
- K.D. McCann, WSO Manager
- Brian North, WSO Trustee
- Lee Arter, Pacific South Regional Trustee
- Jeff Schachter, Director
VISITORS:
SusanT.
QUORUM was met
Motion; To approve minutes of 03/09/95 with corrections. Seconded PASSED.
OFFICER’S REPORTS
Chairperson: Regarding the Book Reserve Contribution Schedule that Scott prepared and distributed among the Directors: As discussed at the meeting of 03/09/95, we have not made contributions to the Storybook Reserve recently. There was a contribution made on Wednesday, March 8,1995, to make up a portion of the shortfall. It was discovered also that a portion of the shortfall was calculated under the old allocation, (75% of gross book sales), which was set in March of ‘95. In our teleconference regarding the office move last year, we changed the allocation effective October 1,1994 to 25% of gross book sales, so the allocation amount has been changed on the schedule. Scott has directed KD, as funds become available, to make up the amounts owed ASAP. (The reason that our August & September 1994 contributions are short is because they were mistakenly made at 25% instead of 75%, which was the allocation at that time.
That is why there is still money owed for those months. These will be paid first.)
Everyone was reminded that, as they refer to this item future treasurer’s reports, there is more coming in from book sales that have already occurred.
Scott has begun researching policies laid out within prior year’s CA Board of Director’s meeting minutes. This is to generate a current “Policies and Procedures Manual which will, hopefully, be completed next month.
Page 1 of 4
A new Office Assistant will start next week.
Treasurer: Barry reported that he has looked over our tax returns and, having found no need for any changes, has approved them.
The question was raised regarding whether or not we should have a separate fund, associated with the CAWS Convention, for “Celebrate Around the World” proceeds. If so, shall proceeds from the Convention go back into that fund? What happens to it then? Apparently, it was discovered in past Minutes, this Board authorized all Convention Proceeds to go into a Conference Reserve. What happens if the Conference doesn’t use all of the funds-what becomes of the surplus? Discussion TABLED pending further discussion regarding Prudent Reserves, and reserve policies in general.
OFFICE REPORT – K.D. McCann
- Trustees have approved the placement of the Spanish Equivalents of “Hope, Faith & Courage” in the Spanish logo.
- We don’t need memos to WS Trustee & WSO Trustee regarding every conversation K.D. has with Sylvie re French Translation. We just need to track the process by KD making notes to herself (as per the To-Do list of 01/26/95).
- Regarding English-speaking Canadian Literature: We will send out two letters; one to Montreal reminding them of their Conference-Mandated agreement with us regarding their printing their own literature, specifically paying us a royalty of $.075 per piece; and another letter to Calgary, et al, referencing our agreement with Montreal and offering them the same deal. Scott will assist in composing the letters. KD will research our original letter & conference minutes containing the deal with Montreal.
- Trustees have passed a motion approving the expenditure of up to $1,000.00 for the purpose of registering of Trademarks in England, starting with the name.
Addendum to Office Report: KD has looked at Suite A in the building. It will need a lot of work-carpet, walls or dividers, etc., but we could reasonably spend a number of years there If we choose to-even if we expand to include more employees. We have right of first refusal on the space, so that will buy us some time to research the costs. KD to put together numbers for the move. (To-do list)
OLD BUSINESS
-Reimbursement policy
Page 2 of 4
Having now seen the WSBT policy statement regarding reimbursement, we have revisited our policy change of 03/09/95 regarding registration and have decided to stay with the decision,
-French translation
We have faxed the contract to Montreal. We have two original copies-we will forward them both to Res Publica; they will sign and return one to us. It was discussed that we now need to find our “Editor/Reviewer.” KD has a line on someone in San Francisco. KD to contact her and several of the translators suggested by the French Consulate, as well as look into the French bookstore referred by our non-addict Trustee, Father Francis (To-do)
We also need to research how many actual copies of the French translation we are going to need. We will seek the professional opinion of Lise Payette.
WSO Trustee will contact Sylvie N. regarding these issues.
-Soft cover books
Donnelley had to re-order the dies for the silver print on the cover’s spine.
This will cause a further delay. It is the consensus of this Board that the Office Manager contact Donnelley to discuss how they are going to mitigate our “pain & suffering” regarding the numerous screw-ups we have endured, each causing further delays. We would like Suzanne to document the mistakes that were made so we can report to the Trustees exactly why it has taken so long. We also need to start talking about the next printing of the book. With that in mind, we are seeking something; some sort of compensation-a large break on the second printing, possibly. If they do not respond, we will go to the top with our complaints, and let them know that the second printing will be, at the very least, going out to bid.
-Trustee To-do list:
Any material, (H & I Guidelines, PI Workbooks, etc.), that comes into the office for distribution to the delegates, must be approved by the Trustee on the pertinent Committee Trustee.
At this time it was discussed, as a general guideline, that all trusted servants should ask of themselves these questions when making decisions:
- Does it promote unity?
- Is it prudent?
- Does it facilitate group conscience?
-Conference Location
It will be at the Raddison in Manhattan Beach; no contract yet. KD to call and nudge the contract.
Page 3 of 4
-Office move
Covered in addendum to office report.
NEW BUSINESS
-Storybook; 2nd printing of 1st edition
Some of the changes were discussed; taking out “Choosing your Sponsor” and replacing with a new version, making sure that we will mention that our literature is now available in Spanish and French.
MO TION: To print 25,000 new signatures of the Storybook. TABLED.
A discussion took place regarding the price differential between printing 25,000 signatures only and printing 10,000 copies each of the hard and soft cover versions. It is the consensus of the Board that KD will research previous billings from Donnelley, comparing Signatures + storage vs. complete books with hard & soft covers; What is the lowest optimum number of signatures to print in order to get the rate breaks? We also need to generate a graph to look at the sales. We will look at sales beginning on day 1 through March 31, 1995. Let’s see what orders we have for soft cover books since they appeared on the order forms.
-New Directors
Susan T. is interested in being of service. We have space for another Director, and we currently have one Director who very soon may not be able to attend meetings.
-KD’s title
Scott will revisit KD’s job description and may submit a revision of such as well as a new title to go along with it.
MOTION: To adjourn at 9:57 p.m. Seconded. PASSED.
MEETING ADJOURNED at 9:57 p.m.
CLOSING PRAYER led by Barry G.
CFM/cftn
c:\msoffice\winword\minutes\03-23-95.pro
Page 4 of 4