World Service Office Board of Directors Meeting
May 18,1995
Proposed Minutes
MEETING was called to order at 7:41 PM
SERENITY PRAYER led by KD
TRADITION SIX was read by Lee A.
CONCEPT SIX was read by Chuck M.
ROLL CALL
- Scott Stevenson, Chairperson
- Barry Goldstein, Treasurer
- Chuck McCollum, Secretary
- K.D. McCann, WSO Manager
- Brian North, WSO Trustee
- Bob Campbell, WS Trustee
- Lee Arter, Pacific South Regional Trustee
- Susan Turnbull, Director
QUORUM was met
Motion: To approve minutes of 05/11/95. Seconded PASSED with one abstention.
It was discussed, and the general consensus of the board was, that if the proposed minutes are approved without any revisions that alter the meaning of the text in any way, then they shall serve as the Approved Minutes, and there will be no need to distribute them among the Directors and the Trustees again.
OFFICER’S REPORTS
Chairperson: Scott suggested, since the meetings have been taking a bit longer than necessary, that we all should hold questions and/or comments until after reports are completed. Scott also prepared a memorandum wherein he recommends the creation of a new office position, “Genera! Manager,” from the position that is currently “Office Manager; and the creation of a new job description for “Office Manager.” Respective Job Descriptions for both positions were included with the memorandum which he will forward to the Trustees for review. He also recommended that K.D. McCann, our Office Manager bo given the title of General Manager while she performs the duties of both positions for tho time being.
Treasurer: Barry pointed out that we have $84,000.00–$77,000.00 of which is in reserves. We should be thinking about what would be considered “prudent reserve” requirements for this office. It was discussed that a great deal of what is now in reserves will soon be spent on the printing of storybooks. KD has an appointment with Craig
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Ainge, of Roger Brown & Company, to set us up with the necessary computer programs. She will also contact Brown & Co. about obtaining our financial statements of January through March of 1995 for review by the Trustees at their upcoming meeting (To-do fist).
TRUSTEE REPORTS
WSO Trustee: Brian will take KD’s office report of 05/23 through 05/25, once reviewed, to tho Trustee meeting at the Salt Lake Convention. He will also have the financial reports and hopes to take along the list of any unanswered questions that WSO has for the WSE1T. He hopes to speak with Sylvie Nault regarding the status of the first installment of tho French translation. He will also review Scott’s letters to Canada re outside printing of soft literature, as well as Kevin M.’s form letters that were previously reviewed by this board, and present them all to the Trustees.
WS Trustee: No Report
P.S. Regional Trustee: No Report
OFFICE REPORT – K.D. McCann
Office Report read and incorporated into these minutes. Notable discussions;
- Our shipping clerk has resigned. KD will hire a new one ASAP.
- We are recievirig a lot of letters from inmates requesting free storybooks. Discussion of Storybooks to Inmates TABLED to new business.
- Los Angeles and New York areas would like us to ship upon receipt of PO’s on a 30- day net credit basis. Discussion of Credit Support for PO’s TABLED to new business.
OLD BUSINESS
-Softcover books
Regarding the compensation that Donnelley has offered us for the numerous delays we have suffered in receiving our completed softcover storybooks.
Motion: That we accept DonneHey’s offer, contingent upon delivery of softcover books. Seconded.PASSED with significant opposition,
KD to inform Donnelley that this board has accepted their offer, with a side note stating that we expect a very reasonable bid on our next order which we will be perusing very carefully (to-do list).
Many thanks to KD for negotiating this situation with Donnelley and saving the fellowship over $2,000.00.
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Letter to Illinois
KD’s letter to Arthur Ryden, regarding the status of the new PSA’s and their donation to CAWS in support of such, was reviewed by this board and will be mailed as written.
NFiW BUSINESS
-Vice Chairperson
Barry G. has been serving as acting Vice Chair as well as Treasurer. As we are now in the position to elect a new permanent Vice Chair, Barry has stated his intention to remain our Treasurer. Scott asked for nominations from the board.
Motion: To nominate Jeff Schachter for Vice Chair. Seconded.
Motion: To nominate Susan Turnbull as Vice Chair: Seconded.
Jeff Schachter was voted in as Vice Chair.
-CAWSO Office Report to Trustees
KD presented her report of 05/23-05/25 to this board. It was approved with corrections and will be presented to the Trustees in Salt Lake City.
-Trustee approval
It was discussed that there is still not an effective system in place for the Trustees’ “signing off’ on written materials for distribution. The Office Manager has spent a great deal of time trying to discern whether or not certain materials she has received are “Trustee Approved” or not. One suggestion was made; that no materials should be considered approved, or “signed off’ unless this office receives it from the appropriate Committee Trustee. WSO Trustee to take this question to WSBT.
-New office positions
Scott’s memorandum will be presented, with minor corrections, to WSBT.
-Storybooks to inmates
A discussion took place regarding whether or not CAWSO should provide inmates with free storybooks, since we are receiving a great many requests for them. While concern was expressed over the possibility that we may be deluged with more requests than we can afford if we begin this practice, it was discussed that perhaps we should create an “institution book fund.”
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Motion: To budget up to $500.00 per year for distribution of free books to people who request them for institutions; and to ask for a voluntary donation whenever we send them. TABLED.
-Credit support for PO’s
The question was raised, regarding the issue of shipping to various areas upon receipt of PO’s on a 30-day net basis, as to whether or not we should adopt a policy that allows CAWSO to require a financial statement from each area in order to determine a “credit limit.” Discussion TABLED pending research of past motions and Office Manager’s ideas on how we should extend credit.
Motion: To adjourn at 10:18 p.m. Seconded. PASSED.
MEETING ADJOURNED at 10:18 PM.
CLOSING PRAYER led by Brian
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