World Service Office Board of Directors Meeting
May 11,1995
Proposed Minutes
MEETING was called to order at 7:42 PM
SERENITY PRAYER led by Scott
TRADITION FIVE was read by Chuck
CONCEPT FIVE was read by K.D.
ROLL GALL
- Scott Stevenson, Chairperson
- Barry Goldstein, Treasurer
- Chuck McCollum, Secretary
- K.D. McCann, WSO Manager
- Bob Campbell,
- WS Trustee
- Jeff Schachter, Director
QUORUM was met
VISITORS
Susan T.
Motion: To approve minutes of 04/27/95 with corrections. Seconded PASSED.
OFFICER’S REPORTS
Chairperson: Scott has prepared two letters; the first to Intergroup Montreal re royalties & payments, requesting documentation. He has attached a schedule whjch estimates, dividing the total payments they have sent by $.075, how many pieces of soft literature they have printed. We are looking to them to either confirm or correct these figures. He has also attached a copy of our previous letter to them, as well as a copy of the 1992 CAWS Conference minutes containing the pertinent motion that created this policy.
The second letter is to Mike M. in Alberta granting them permission to print their own English language literature under the same agreement we have with Montreal. Scott also has gathered information re Money Market accounts not previously presented to the Board. This is summarized in a letter to Jim Scott, Atlantic North regional Trustee, along with an informational comparison of the three Funds. Jim will be lending his input presently, which we desire before making a decision. Nothing additional oh Policies & Procedures. ;
Treasurer: No report
TRUSTEE REPORTS
WSO Trustee: No Report
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WS Trustee: (Bob C.)
There will be a Trustee meeting during the Convention at month’s end. Some Trustees are currently reviewing expense policy, which will also apply to the W$6 Board. KD to check with Craig for Trustee expense report through at least March 31,1995 (To-do list). The Trustees had a telephone meeting, and unanimously approved Su$an Turnbull as a CAVVSO Director on the Board.
Scott formally welcomed Susan Turnbull as our newest Board member. KD will ensure that Susan has all she needs; keys, calling card, etc. (To-do list).
COMMITTEE REPORTS
Finance: (Jeff Schachter)
The CAWSC Finance committee has been allotted a time and a space for a meeting at the upcoming convention, (6 PM Sunday, May 28), in order to elect a new Chairperson.
Conference:
Contract with hotel has been signed. Bob C. will provide Office Manager with contract ASAP.
The subject of frequent copier malfunction at last year’s conference wad discussed. Perhaps we need, in addition to the sorting copiers, a couple of simpler models for smaller jobs. Last year, the sorters kept jamming. It was also discussed that maybe there is a printer or copy place nearby that can handle our volume. KD and Susan Turnbull, our new Chair of the WSO Committee on the Conference, to coordinate efforts in evaluating and addressing our copier needs at the convention.
Structures & By Laws: No Report
Hospitals & Institutions: No Report
Public Information: Kevin M.
Kevin has two examples of new form letters for our review. One letter responds to organizations who ask us to participate in anti-drug campaigns; the other is a response to general requests for information and education about Cocaine Anonymous. A third letter, responding to inquiries received directly from individual addicts, will be forthcoming. Kevin will send copies to Lee Arter, WSO PI Trustee. He will also complete the third letter and send it to KD so she can mail it to the Trustees. We will then, after Trustee review, be able to approve the entire package of three letters at our meeting after the convention.
Kevin also expressed willingness to assist in procuring the Computers; needed for the upcoming conference. KD is looking into another company. KD to involve Kevin Murphy in ordering all computer equipment before she takes her leave (To-do List).
Convention: (Bob C.)
From pre-registration numbers we can expect healthy attendance.
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Literature. Chips & Format: No Report
Unitv/Outreach: No Report
It was discussed that we need our Directors to lend their experience and/or expertise to the various committees. :
OFFICE REPORT – K.D. McCann
Office Report read and incorporated into these minutes. Notable discussions:
* The Structures & Bylaws and Unity/Outreach conference Committees have voted to send their Chairs to the Convention at CAWSO expense to hold workshops.
OLD BUSINESS
-New PSA
The new PSA’s were viewed by the Board and were received^ with much enthusiasm. KD will report on the cost of burning in local phone numbers for areas (To-do). Tapes to be made available as of June 1,1995.
-French translation
Regarding the three bids obtained from translation Reviewers, as outlined in the Office Report, KD recommended Genvieve Brassard.
Motion: To approve hiring Genvieve Brassard as our translation Reviewer at a hourly rate of between $15.00 and $20.00 per hour; total fees for entire project not to exceed $1,000.00. Seconded. PASSED.
KD to obtain an estimated cap on fees for entire project from Genvieve Brassard. (To-do fist).
A discussion ensued regarding how many copies of the French translation Montreal plan to print, and how that number might effect what our selling price should be per book. KD to check with Lise Payette to learn the difference, (if any), in AA’s pricing of the English and French versions of their Big Book.
This should serve as a guideline for our own handling of the situation.
-Office Move
Motion: To reconsider failed office move motion of 04/27/95. Seconded. PASSED with noted opposition.
Motion: To lease Suite B on conditions laid out in KD’s memo of 05/11/95. Seconded. FAILED with noted support.
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Motion: To lease Suite B on conditions laid out in KD’s memo of 05/11/95. Seconded FAILED with noted support. !
It is noted that the Board will make every effort to ensure that the office staff has enough space, including the possible acquisition of outside storage. Office Manager to determine what is necessary.
NEW BUSINESS
-New Director
Scott pointed out that, with the addition of Susan T., we are now fully constituted as a board; we still, however, retain a quorum of five or more to legally pass motions. He also pointed out that the position of Vice Chair is still open. Barry G. has been filling in for a number of months, while also functioning as Treasurer. We should discuss this at our next meeting of 05/18/95.
-Soft Literature
Motion: That the outside printing of soft literature in any language be allowed, (within countries where tariffs or other restrictions make it cost prohibitive to have it shipped from CAWSO), at a royalty of $.075 U.S. money per printed copy in accordance with the 1992 World service Conference motions. Seconded. PASSED.
It was discussed that we have never established a procedure whereby we receive information from those parties who are printing our literature themselves.
Motion: To authorize CAWSO staff to require of all parties engaging in the outside publication of our soft literature a quarterly report of all printing, and royalty payment on a reasonable schedule to be established by Office Manager; Seconded. PASSED.
Scott will direct attention to this issue to the appropriate committee at the next CAWS Conference for evaluation and modification, as the current conference approved policies appear somewhat limited in their scope.
-New Assistant training
KD advised us of the Office Assistant training schedule. Barry, Scott & KD will work together to work out a simplified monthly cash-flow statement procedure during KD’s absence.
Motion: To hire a temp employee to work four hours per day, Monday through Friday, exclusively to handle orders; starting immediately after the Convention. Seconded. TABLED until meeting of 05/18/95.
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WSOB wants a report re the necessity of a temp; how would ^/e handle significant absence without a temp (Lenny out for more than a day). What is the financial impact of hiring a temp for the duration. Can we develop a step- by-step procedure that can be followed by anyone walking in bold, thus reducing the training time for a temp.
It was noted that, while KD is on her leave, no one on this board is to contact her regarding office business. This is not only a matter of courtesy; it is a matter of labor law. All questions or problems should go through the Board Chair.
-GA Information folders
Motion: To purchase 500 CA folders @ $0,77 each. Seconded. PASSED.
Motion: To raise the price of Public information folders & CA folders to $1.00 each. Seconded. PASSED with one abstention.
Motion: To adjourn at 10:28 p.m. Seconded. PASSED.
MEETING ADJOURNED at 10:28 p.m.
CLOSING PRAYER led by K.D.
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