Mar 31, 1988 – WSOB Minutes

COCAINE ANONYMOUS WORLD SERVICE OFFICE
MINUTES OF BOARD MEETING
MARCH 31, 1988

In Attendance:

• Helene H.
• Sara C.
• Bob C.
• Ray G.
• Reggie L.

The meeting was called to order with the serenity prayer at 7:40.

Ray G. read the long version of the 9th Tradition.

Helene stated that purpose of board meeting was to set down certain ground

rules for the new incoming board.

Sara C. read the minutes of the board meeting of March 17th.

Motion: To accept minutes as read. Seconded and carried.

Ray had question as to why the two Trustees bills were not down as pending

expenses in minutes read?

**Treasurv Report – Linda

1. Linda stated that she could not locate the old trust account check book.That account has a small balance.
2. Linda turned over to Bob the two checking accounts: operating and trust accounts.
3. The Marina International has a check of our stamped “uncollected funds” It was not determined if they can or cannot cash that check.
4. Linda presented old accounts that are completely reconciled. There is $286.00 in trust account and $575.00 in operating account.
5. Linda will give to Bob copies of all past filings.
6. May 31 is the filing date for old accounts.
7. Current balances:
   1. Trust Account $3,294.52
   2. Operating Account 1,657.20

Items discussed:

1. Office organization to be done. Office should run as a business.
2. Filing systems to be organized.
3. Cory to have a specific schedule in office. Phones need to be answered from 11:00 a.m. to 6:00 p.m. and/or 10:00 a.m. to 5:00 p.m. Cory is scheduled for 7 hours per day and can be compensated for any overtime worked.
4. Terms of office – it was decided and agreed that each board members term of office would be 2 years.
5. Helene discussed and stressed the importance of each board member letting it be known if suffering from “burn out”.
6. Job descriptions were discussed and Ray suggested that they be turned in every 4 or so months.
7. When one makes a commitment to do something, i.e., write letter, file papers, etc., please follow through or let Helene know.
8. All bills are to be paid twice a month at board meeting. They will be approved and paid at board meeting and it was stated that the check books are to stay locked up in office as much as possible.

10. Cory is not to chase people to get checks signed. This takes away too much time from office.

11. Back up system on deposits for checking account. Separate deposit slips for chips & literature and donations.

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Discussion:

1. 1. Whether to make separate deposits or separate bookkeeping? It was decided that only separate bookkeeping was necessary.
   2. Check Books/fire proof file cabinet to maintain check books and other legal documents. Bob C. agreed to check into prices and have available at next board meeting.
   3. Bob C. will obtain new signature cards for new officers and also the checking account is to be moved to Culver City Branch.
   4. Bob C. stated that he could and would edit the 70/30.plan outlined on front page of Newsgram for distribution to the fellowship. Ray stated that this was being taken care of through the Finance Conference Committee and will be sent to World Service for distribution.
   5. Bob discussed the CPA firm that would be performing bookkeeping services and cannot get a quote for services until after 4-15-88.
   6. Bob stated that he felt that it was not necessary for bookkeeping service on a monthly basis but possibly for quarterly audits.
   7. It was stated that we will need a monthly financial statement.

12. Helene stated that she will be working with Cory to get filing systems, etc., organized.
13. Sara asked if the board wanted her to keep the tapes of each meeting. It was decided that Sara would erase board meeting minutes once they have been read and approved.
14. Reggie brought up security/fire proof safe. He feels it would be a good idea to have all documents (especially legal) kept in filing cabinet (be it fire proof or not) centrally located in office.
15. Bob C. brought up volunteer work in office and it was stated that Cory is to handle that. Anyone volunteering should be referred to Cory.
16. Helene stated that she has suggested to Cory that they communicate on a daily basis. Helene can then pass on to board things that need to be decided.
17. Ray asked if we (the new board members had any questions). Bob C. asked about upcoming items: Ray discussed the following:
    1. The trustees have taken an active role in soliciting money. There are various ideas of soliciting for funds; i.e., Thanksgiving donation.
    2. Chicago Convention – they are working very hard, putting on fund raisers almost every other week. World Service Conventions support the World Service Conferences.
18. Helene discussed that she and Sara would be going over past minutes to determine any items that were to be done that has not been done. They will be pulling these items out and will make a list of things to be done.
19. Helene to check with Steve Purves regarding filing of papers.
20. Cory to be asked about billing for ”Meeting Here” signs at next board meeting.
21. Helene to send letter to Debbie/Chicago regarding mailing list.
22. Discussion of Minutes of Conference: The original copy of minutes will remain in office.
23. Helene and Bob C. will be going over Marina International bills.

Motion to adjourn meeting at 9:15 p.m.

Seconded and carried

Next meeting April 14th

I am grateful to be of service.

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