World Service Office Board of Directors Meeting
March 28, 1996
Proposed Minutes
MEETING was called to order at 7:25 PM
SERENITY PRAYER led By Scott
TRADITION ELEVEN was read by K.D.
CONCEPT ELEVEN was read by Scott
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
QUORUM was met
Motion: To approve minutes of 03/14/96 as corrected. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: Scott apologized to the board that nothing he is working on is yet completed. He has had conferences with KD and Brian regarding some issues and has had a chance to review much of the materials he has been given.
Vice Chair: No Report.
Treasurer: We took in $14,004.66 in chips & literature sales; $1,680.85 in book sales; $6,251.44 in 7th tradition donations; We have paid out $9,317.61 in bills. Our reserve fund account balance began at $85,874.68 and ended up at $89,439.63. We have a $1,454.00 balance in the trust account.
Ed pointed out that the financial reports generated by the new accounting software do not show beginning and ending account balances. We will have to print out the balances on a separate sheet and include it in the financial report. We no longer have them in a spreadsheet format. KD apparently used to take the numbers from the accountants and enter them into lotus for the spreadsheet; a tedious and time-consuming extra step in the process. The new reports are thorough, but it’s difficult to get an idea of what’s happening at a glance.
The various codes were within the financial reports were discussed. It was requested that the Trustee expenses be itemized by Trustee, rather than by transaction. KD will look into this possibility of accomplishing this within the confines of the software.
Secretary: Chuck reminded the board that he will be absent the second meeting in April.
Page 1 of 4
Conference/Convention Liaison: Susan has spoken with John H. All hotels for CAWS ’96 are booked up!
TRUSTEE REPORTS
No Trustees present; Scott reminded the board that the Trustees will be having their teleconference on Sunday, March 31,
COMMITTEE REPORTS
Finance: No Report
Conference: Registrations are already coming in.
Structures & By Laws: No report; We are still waiting on the manual.
Hospitals & Institutions: No report.
Public Information: No report; it was mentioned that we can expect an issue to be brought to the floor at this year’s conference regarding giving Pi committees 1/4 price discounts on literature.
Convention: As stated earlier, Ail hotels for CAWS ’96 are booked up!
Literature. Chips & Format: NO Report; Guide to the Twelve Steps is out!
Unitv/Outreach: No report
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes. Notable discussions:
* Storybook corrections: The typesetter believes that the disks we have do not contain the current version of the storybook. KD to check with typesetter to cost of printing the what is on the disks that we have so that we may go through it to compare versions. (To-do List).
OLD BUSINESS
-Video PSA’s
Chuck presented the three reels from the production houses described at the meeting of March 14, 1996. He recommends Tell-A-Vision Post. Cassie Crews, the producer at that facility, is happy make the bid of $5,000.00 over the phone, with a third party conferenced in. We will be prepared to pay 50% up front for them to begin work and will pay the rest upon delivery of the PSA’s.
MOTION: To accept Tell-A-Vision Post’s bid to produce the three conference approved video PSA’s. Seconded. PASSED.
MOTION: For KD to transfer up to $3,000.00 out of reserves for the purposes of starting production on the PSA’s.
Page 2 of 4
-2nd Printing storybook:
TABLED pending Trustee teleconference.
-Employee Health Benefits
Ed has done a great deal of research into group health plans, only to discover that we do not qualify for one since we do not have three full-time employees, only two. Other options, such as finding individual plans, are problematic since underwriters require extensive medical examinations and persona! histories; this would include drug & alcohol abuse history. Most major carriers will not cover a recovering addict without considerable clean time. Finally, it seems the most reasonable plan for us would be to have the individuals find their own health plan, and have CAWSO reimburse them .
KD has some ideas regarding a reimbursement or “cafeteria plan.” Questions arose about whether or not it falls under the jurisdiction of the Department of Labor, (as would pension plans). The board requested that she make a presentation on the adoption of a Section 125 Cafeteria Plan, or Employee reimbursement plan, at our next board meeting for review and possible adoption. (To-do List).
MOTION: To authorize reimbursement of up to $170,00 per month to each employee for health care insurance, pending Trustee review. Seconded. PASSED.
-CAWS Registration
As per KD’s Operations report, a discussion took place regarding CAWSO handling all future Convention Registration. -TABLED
-Employee Compensation Survey – TABLED
Staff Hours Wages vs. Budget – TABLED
-Employee Handbook
KD will go through the past minutes and the handbook, researching existing adopted policies vs. desired policies. She will mail the handbook to all boqfd members for review. (To-do List).
-MasterCardA/isa
KD discussed the projected transaction charges with Sanwa Bank. It is not possible to accurately project our charges until after they review our application, but there are some estimates, as outlined in KD’s Operations Report. It is the consensus of this board that we give MasterCardA/isa sales option a trial run. (To-do List).
Page 3 of 4
MOTION: To apply to Sanwa Bank for the ability to accept MasterCardA/isa sales from the fellowship, with a $20.00 purchase minimum, for a period of one year. Seconded. Passed.
-Phone System
As per KD’s operations report of this meeting and the meeting of 03/14/96, it is the consensus of this board the she continue to research options for a new phone system that the office can grow with. She will look into purchase vs. lease, and check with Jill from CALA for any guidance to be had. (To-do List).
NEW BUSINESS
-CAWS inc./CAWSO Inc. licensing agreement.
As per KD’s operations report, it has come to our trademark attorney’s attention that CAWSO Inc. is not licensed to print and distribute CAWS Inc.’s copyrighted materials. To have our attorney draw up such an agreement would cost approximately $300.00.
MOTION: To recommend to the trustees that our attorney draw up a licensing agreement between CAWS Inc. and CAWSO Inc. Seconded. PASSED.
– Literature release forms
Our attorney also suggested use “New Literature” release forms to make certain that members of the fellowship release ail rights to any writing they perform in the creation of new CA literature. It is the consensus of this board that we should follow this suggestion.
-CAWS ’96 signature cards.
All pertinent board members signed CAWS ’96 Signature Cards.
MOTION: To adjourn at 10:07p.m. Seconded. PASSED.
MEETING ADJOURNED at 10:07 PM with the Lord’s Prayer
Respectfully submitted,
Chuck McCollum
Page 4 of 4