World Service Office Board of Directors Meeting
March 27,1997
Minutes
MEETING was called to order at 7:47 PM.
SERENITY PRAYER led by Scott.
TRADITION SEVEN read by Ed.
CONCEPT SEVEN read by Susan.
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Ed Godfrey, Treasurer
Susan Turnbull, WSO Trustee
Meredith Amos, WS Trustee
Joe Stephens, PSR Trustee
K. D. Zager, Director of Operations
QUORUM was met.
MOTION TO APPROVE THE MINUTES OF MARCH 13, 1997. SECONDED. DISCUSSION. PASSED WITH AMENDMENTS UNANIMOUSLY.
OFFICER’S REPORTS
Chairperson: Started but not completed the following projects:
Letter to WSBT
Engagement letter to Roger Brown & Co.
Transmittal of revised budget information to Roger Brown & Co.
Had discussions with CAWS ‘97 Chair re: convention and members of WSBT regarding various matters.
Vice Chair: Contacted Randall 0., Chair of WSC Conference Committee. Discussion regarding facilitation of the conference work. Requests information from office staff regarding work done by office during the conference before Denver convention. Question: Can CAWSO donate anything to a women’s stag event? KD suggested Newsgrams and Infolines are available.
Treasurer: Completed research on banking relationship potential changes. Moved to old business. Financial report:
Operating account balance @ 3/27/97 $3017.77.
Income 3/10-3/27/97 = C/L Sales : $13191.77
Books: 8692.18
7th Tradition: 2057.72
Newsgram Subs: 20.00
Transfers from reserve ( scanning of Storybook by Donnelly): 1259.60
Reserve balances:
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Operating: $31155.74
Book: 18361.93
PSA: 138.25 Includes 3/97 donation $27.75
CATW: 541.34 includes 3/97 donation $541.34
CAWS Atlanta: 30000.00
Secretary: Out of town, no report.
TRUSTEE REPORTS
WSO: Reported on conference call of March 23, 1997. WSO Trustee, as directed by WSBT, will no longer substitute for Secretary or first substitute as to the taking of these minutes. Next conference call tentatively April 27,1997.
WS: Reported on WSC 98 Hotel – early stages of compiling a committee to look for another hotel. Current members are WS Trustee, Randall O. and Daryl S. . Requests items of new business:
Minutes sent out before CAWSO Board review and approval.
Payment of fee to Trustee meeting recording secretary.
Additional items from the conference call: 1997 Convention Committee should not send Southwest Airlines announcements with convention packages. WSBT will talk to airline and local committee(s) regarding this issue. Trustees discussing WSOB’s decision to honor the committees recommendation to sign w/Marriott for the ‘98 Convention hotel. Still items to be worked out on the specifics of the contract language. Been in regular contact with the Hotel liaison for the CAWS ‘98 Committee.
PSRT: Spoke with Ron from San Diego regarding the Convention Committee 1996 revised guidelines. Joe to get from Ron a copy of the disk containing the guideline package.
Still more from the conference call: WSBT were given corrected information regarding the signing of the Marriott Hotel contract. Joe has not had any contact with the committee and has not received the minutes of the March 2,1997 meeting as of this date. There is a ‘98 Committee meeting on April 6, 1997. Meredith will be substituting for Joe at that meeting since he will be moving. KD asked Joe if he would have Ron send the disk(s) directly to CAWSO. Joe said that he would try.
OFFICE REPORT
In addition to the office report incorporated herein three bids were received for the annual insurance policy: to new business.
Question re: CAWS 96 reports. Is it responsibility of office to prepare final reports? Consensus of board is the CAWSO financials and the information in them incorporates CAWS ‘96 financial data.
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COMMITTEE REPORTS
FINANCE: NO REPORT
STRUCTURES & BYLAWS: NO REPORT
CONVENTION:
CAWS 97 – Scott discussed w/Chair committee information received regarding WSOB approval of contracts/budget. After discussion with WSBT members informed 97 CAWS Convention Chair that WSOB does not approve contracts or budget, only signs hotel contracts per CAWSO procedure. Chair of CAWS ‘97 committee mentioned that suggestions are welcome.
CAWS 98 – NO REPORT
CAWS 99 – Chair has been elected and been in contact with WSOB Chair regarding various procedures. Committee has narrowed selection of hotel to three possibilities.
CONFERENCE: NO REPORT ( other than Vice-Chair’s report earlier ).
UNITY-NO REPORT
CHIPS, LITERATURE AND FORMATS: NO REPORT
H & I: NO REPORT
PUBLIC INFORMATION: NO REPORT
Break
OLD BUSINESS
Phone system – tabled.
Voice mail system/answering service: tabled.
Bank relationship: Ed presented his report and analysis. His recommendation is to transfer CAWSO’s banking to City National Bank, a large local bank with high levels of service.
MOTION: THAT CAWSO, INC. TERMINATE ITS RELATIONSHIP WITH SANWA AND ENGAGE CITY NATIONAL BANK TO TAKE EFFECT AS SOON AS POSSIBLE. SECONDED. PASSED WITH ONE ABSTENTION.
Reserve accounting method: tabled.
All other motions remain tabled.
NEW BUSINESS
MOTION: TO CONTINUE OUR INSURANCE POLICY WITH PHILADELPHIA, OUR CURRENT CARRIER, THE LOWEST QUALIFIED BIDDER. SECONDED. PASSED UNANIMOUSLY.
Discussion regarding the signing of contracts for CAWS ‘97 Convention by WSOB.
Long discussion and comment. Consensus is that under current guidelines WSOB
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does not review or approve/sign any convention contract for the ’97 Convention.
MOTION: TO EXTEND THE ENDING OF THE MEETING UNTIL 10:15PM. SECONDED. PASSED.
Issue of compensation of Trustee meeting recording secretary. Referred to Trustees. Mailing of minutes prior to WSOB approval. Referred to Trustees.
Denver entertainment budget. See previous discussions regarding this issue. Not WSOB area during the ‘97 Convention.
MOTION: TO GRANT CAWS ‘98 $2500.00 SEED MONEY AND OPEN A CHECKING ACCOUNT AT OUR NEW BANK, CNB. SECONDED. PASSED.
MOTION: TO REQUEST OF THE COMMITTEE FOR ‘98 CONVENTION THAT AS SOON AS ACCOUNT IS OPENED TO TRANSFER BACK TO CAWSO ACCOUNTS $300.00 ADVANCED BY CAWSO TO ‘98 COMMITTEE FOR FUND RAISING EVENT. SECONDED AND PASSED.
MOTION: To adjourn at 10:12 PM. Seconded. PASSED.
MEETING ADJOURNED at 10:12 PM with the Lord’s Prayer.
Respectfully submitted,
K.D. ZAGER, Substitute Acting Secretary.
SCOTT STEVENSON, Assistant Substitute Acting Secretary.
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Date: March 27, 1997
To: CAWSO, Inc. Board of Directors
From: K.D. Zager, Director of Operations
RE: WSO Report
Projects Completed
-Insurance Policy Bids are complete. Please see information submitted.
-CAWS 97 Sales Tax License – I have completed the Special Event License application. Tax return is due the 20th of the following month (June).
Projects Pending and Status/To Do List
-CAWS ’96 final accounting – ?
-CAWS ’97:
Business License – I received the letter of good standing today from the FTB. (Wahoo). I will apply for the appropriate licensing.
-Phone system for the office – KD/Jeff. Still pending.
-Voice Mail System – I have completed the script and forwarded it to a voice over actor. He intends to complete the recording in the next few days and return to me. I expect it to take me a day or two to convert and edit the tape to a computerized format, and put into a proper designated file. I will then configure and program the system onto the voice mail computer. It is ready to be set up, as soon as Pat has a chance to make room for it in the stock room corner. Then we pray. David K. has been walking me through this entire project, and has been most helpful.
-Hazelden Catalog – I left a message for them on 3/20 & 3/25. I await a return call, or will follow up again. I believe production of the catalog begins in April for a June distribution date.
-CAWSO Corporate Status/Missing returns 1985-1990. 1989 & 1990 are completed and filed
(pending check signing tonight of 1989). 1988 is on its way, and will be filed posthaste. I believe that is the only outstanding return.
-Literature Release forms from authors of old literature – still working on this. I have received one from the author of To the Newcomer. There are still a few pending: Choosing Your Sponsor, Self Test, Relapse, What is CA?, Crack, 1st 30 Days, Deaf. We have all others.
-Hotel bill (Atlanta) payments from board members – collecting – Most have paid. Still a few questions on Trustee charges which I will straighten out with the individual Trustees.
-Tools of Recovery pamphlet. Pamphlet has been received with changes from our Editor. I have forwarded the text to our typesetter for printing preparation. I expect it to be on the shelves in about two weeks.
-Being of Service Pamphlet. I have received from the WSC CLF Committee. The pamphlet has been transferred to a disk format, and forwarded to our editor. An application to the Library of Congress for a copyright is complete, and will be mailed pending signing the check for the registration fee.
-Correcting the Spanish Literature. Still pending.
-Montreal/French World Service Manual – I am still awaiting a response from their Delegate on this project.
-NewsGram – I will have a proof to the WSOB April 10.
For Your Information
-We received a request from the University of Malaysia, for Dr. Mahmood Nazar Mohamed, Associate Professor of Psychology, to visit our facility. He seems to be under the impression we are a treatment facility. I will be writing him a letter, explaining the functions of the office, as it relates to the program, and tell him if he still wishes to visit, he is welcome. I drafted a letter, faxed a copy to John H., and there is a copy available if the board wishes to review it.
Referrals to/from Trustees/WSOB:
-Susan asked the WSO to execute an additional Delegate mailing with a memo from the WSBT asking them to discard the Grateful List.
Held in Abeyance
-Colorado Department of Revenue – Sales Tax Due 6/20/97
-NewsGrams: May 1, August 1, November 1, 1997, February 1, 1998
-Delegate Mailings: June 1, September 1, December 1, 1997, March 1, 1998
-Georgia State Income Tax/Georgia Dept, of Revenue – File IRS 990
-3/98 L.A. County Tax Exemption filing
-5/97 Indiana Tax Return Due 5/15/97
-8/97 Order AA Conference Report and Updated Service Manual.
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