World Service Office Board of Directors Meeting
September 26, 1996
Proposed Minutes
MEETING was called to order at 7:31 PM
SERENITY PRAYER led by Scott
TRADITION TEN was read by Joe
CONCEPT TEN was read by Meredith
ROLL CALL
Scott Stevenson, Chairperson
Jeff Schachter, Vice Chair
Ed Godfrey, Treasurer
Chuck McCollum, Secretary
Susan Turnbull, WSO Trustee
K.D. Zager, WSO Director of Operations
Meredith Amos, WS Trustee
Joe Stephens, Pacific South Regional Trustee
QUORUM was met
Motion: To approve minutes of August 22, 1996, Seconded. PASSED w/one abstention.
Motion: To approve minutes of August 29, 1996. Seconded. PASSED w/one abstention.
Motion: To approve minutes of August 31, 1996. Seconded. PASSED w/ one abstention.
Motion: To approve minutes of September 1, 1996. Seconded. PASSED.
OFFICER’S REPORTS
Chairperson: Scott welcomed the new board members. • As meetings lately seem to have been a bit chaotic, Scott advised the board that he will attempting to run the meetings more in accord with Robert’s rules. There are exceptions; a report may be opened up to questions. However, if the subject is already on the agenda or belongs in old business it will be deferred in the interest of saving time. Many directors drive great distances; let’s keep that in mind. If a question comes up that suggests long debate it will be move to New Business. • We have an opening for a Director at Large; there is no time limit within which we must fill this position, but we need to have as many directors as possible in order to meet quorum when some are absent. Let’s try to fill the slot by February for the Trustee meeting. * Scott reported that he, of course, attended the conference, did some subcommittee
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work with regard to Royalty agreements and has, along with John H. and KD, reviewed and signed a new lease with our landlords to include Suite B.
Vice Chair: No Report. Welcome to Meredith and Joe, Congratulations to them and to Susan as new Trustees.
Treasurer: Ditto to new trustees. ED read the figures as they appear on page 2 of cash flow reports 9/1 to 9/30.
Secretary: No report.
TRUSTEE REPORTS
WSO Trustee: 1st conference call will be this Sunday. Nothing has been initiated since the conference. On the conference call Susan will bring up all WSO questions to the WSBT.
WS Trustee: Spoke with John H; Meredith will be on the negotiating committee (convention, conference-hotel and audio taping)
P.S. Regional Trustee: No report
OPERATIONS REPORT – K.D. Zager
Operations Report read and incorporated into these minutes. Notable discussions:
- Phone system: should we hold off on installing the extra jack until after we have our new phone system? Deferred to oid business
- The revised lease agreement for suite B is available for anyone who would like one.
- New directors need their own boxes in the WSO
- CAWS ’97 committee is up and running, they have the disk for registration. We are receiving updates on the bank accounts and the progress of the corporate status. KD hasn’t yet looked over the package sent by their secretary. She will do so (To-do List). Do they have a hotel liaison appointed yet? KD to find out (To-do List).
- CAWS 98 still looking for a city and/or hotel,
- We are still operating, re Atlanta Convention income, off the books. We have to get that straightened out. We need to know and decide: What’s the balance of convention revenue after the Conference, and what is to be done with it? We also need to make accounting provisions to accommodate the inclusion of Denver operating accounts. After Scott’s discussion with Jay F. at the Conference we have learned that, Denver has made no provision to include the receipts that they hold or the expenses that they have incurred anywhere in their area service organization. They have been expecting that we would include those items as part of the income & expenses of the 1997 convention. Scott will work with KD on how to include them.
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* It was suggested that, along with our usual cash flow reports from the operating account, we need to have a breakdown of the other accounts; the book fund, PSA fund, WSO reserve, etc.
OLD BUSINESS
-Employee Compensation Survey – Concluded at the Board meeting of 08/29/96. -Phone System – Tabled
It was the consensus that we use an extra long phone cord instead of installing a new jack for the time being, until we know what will be required by a new system.
-Voice Mail/800 answering service.
Addressed in office report.
-Office move
Eddie Z., Ron K., Mike S., Cary Q. & Debbie S, have donated an amazing amount of office furniture to CAWSO. We need to send them a letter of receipt. (To-do List),
We have three bids for the construction needed on Suite B based on the floor plan that KD has developed. Two are from Fellowship contacts and one is not. Dice estimates the job $3500 but will most likely not be available for at least a month. H. Cooper Drywall estimated $3600 and James Furgeson Carpentry, (who sent a separate painter), estimated a total-painting plus construction-of $3765. This includes the linoleum, paint, and a window in the interior added wall. This price also was based on painting the ceiling by hand rather than by spraying. Furgeson can begin next week, and comes with a very reliable recommendation.
We need to make certain that, if they are moving any electrical outlets, proper permits are in order; We need certificates of insurance for worker’s comp and liability; we need to check with the California State Contractors License board for the standing of licenses and any possible pending litigation; We need a minimum two references we can call and ask about timeliness & quality of work, etc. We should also consider keeping any deposits very minimal.
Motion: to approve the office floor plan as outlined by KD. Seconded, PASSED,
Motion: To approve James Furgeson’s bid\ contingent upon the following: That the bid is revised to reflect spraying rather than hand painting: That his record is clear with the License Control Board; That he carries ail required insurance coverage; That he will handle the acquisition of ail necessary
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permits; and that the Director of operations contacts two references with regard to timeliness and quality and finds no “red flags’’ therein.
Seconded. PASSED.
-French Translation – Completed.
Montreal has been invoice for the 450 books they have received.
-Newsgram pricing
The TABLED motion of August 22 (Check minutes of 8/22) regarding charging for the Newsgram was reopened.
Motion: To charge for the Newsgram. Seconded. FAILED.
It was suggested that some people might be willing to pay to have a copy mailed to them. KD will research. (To-do List).
NEW BUSINESS
-Balance of CAWS ’96 surplus after conference costs.
The board has yet to decide what should be done with whatever surplus funds.
Motion: To table this discussion until we have the figures from the Atlanta Convention. Seconded. PASSED
-Goals and priorities for 1996-1997.
TABLED until next meeting, when we can bring our recollections
EXECUTIVE SESSION
The board held an Executive session at this time for the purposes of taking a group inven
Motion: To adjourn at 11:06 p.m. Seconded. PASSED.
MEETING ADJOURNED at 11:06 PM with the Serenity Prayer.
Respectfully submitted,
Chuck McCollum
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