Adult Children of Alcoholics–World Service Organization

Agenda

Monthly Teleconference

Saturday, December 13, 2014

2:00 p.m. EST

Access number: 712.432.0075, Pin 427266#   Press *6 to mute or un-mute. Please notify the secretary with changes, additions, or motions for this meeting.

A. Call to Order:

          1) Open with the Serenity Prayer

          2) Step 12: Having had a spiritual awakening as the result of these steps, we tried to carry this message to others who still suffer, and to practice these principles in all our affairs.

B. Roll Call of Board Members:Larry A., Chair, and Literature Committee Chairperson; Joan B., Vice Chair and Hospital and Institutions Committee Chair; Mary Jo L., Treasurer; Karen R, Secretary; Vonnie G., MPS Chair and Trustee; Allen C., Literature Committee Member and Trustee; Majbrit M., European Committee Chair and Trustee; Ines Z, Spanish Liaison and Spanish Translations Committee Chair and Trustee, and Martin C, Finance Committee member and Trustee

C. Establish Quorum

D. Guests Introductions:

E. Minutes: Motion to approve the November 8, 2014 Teleconference Minutes as posted on the website. (Karen)

F. Committee Reports:

1. Strategic Planning Committee (Karen)

2. ACA WSO Treasurer, Mary Jo L.

3. ACA WSO Literature Committee, Larry A

                    a.  Standardization of Conference Approved Literature (Larry)

                    b.  Audio Book Project (Larry)

                    c. Spanish Groups and Spanish Translations Liaison, Ines

                   d. Intergroup Guidelines Literature (John M)

4. ACA WSO Distribution Office, Sam

5. ACA (MPS) Members and Public Service Committee,Vonnie G

6. Hospitals & Institutions Committee, Joan B

7. ACA Website/Database Committee, Larry

8. European Committee, Majbrit M

9. OPPM Review Committee, Karen

10. Intergroup Liason Committee, Martin C

11. 2015 ABC Committee, Mary Jo

12. Executive Committee, Joan B.

G. Old Business:

H. New Business:

Motion #1: To validate for the record, the Board’s specific concurrence to purchase two (2) laptops and warranties for $2,456.83. (Larry)

Background: The new shopping cart requires a PC computer to allow for greater control over the shopping cart. One of the laptops is to be delivered to the Chair and the other laptop is to be delivered to the Distribution Center for its use or for other committee’s use.

Motion 2: To validate for the record the Board’s specific concurrence to engage a special worker supporting the Literature Committee as an employee and to increase the responsibilities beyond those currently contracted out. The employee will assist the Board, supply well laid out and relevant literature content, support translations, deal with literature quality issues and help with new challenges as they arise. If approved, the Literature Committee Chair and Treasurer will jointly negotiate the employment to include the appropriate (1) job description, (2) hours, (3) terms, (4) conditions, (5) remuneration and benefits and (6) tax status. The employment should commence on or after January 1, 2015. (Martin)

Background: The Board currently contracts out Layout work and Literature Support work to a Special Worker, but having discussed this, we see benefit in combining the roles, allowing for relevant skills to be used in new ways, and more time to be spent on the variety of needs the fellowship has regarding literature development, quality issues and translations. the combined and expanding responsibilities of the role require the direction, terms and conditions appropriate to an employee


Motion #3: To validate for the record the Board’s concurrence that when the WSO Board holds an in-person meeting, we move that group expenses, such as meals and transportation, be paid for with the ACA debit card. (Mary Jo)

Background:   This will alleviate the need for one or more individuals to pay for and subsequently seek reimbursement for Board member meals and other expenses associated with the face-to-face meeting. The necessary checks and balances for these transactions will be (a) photocopies of all receipts sent to our accountant to help her reconcile the checking account, along with explanations of said expenses to insure proper categorization, and (b) all Board members will be cc’d on said emails to insure full disclosure.      

Motion #4: To validate on the record the Board’s Specific Concurrence to purchase a total of five (5) Store Manager licenses to allow greater capability in working with the x-cart, and getting financial data transferred into intuit software used by the WSO accountant at a cost of up to $450 at $90/each. (Larry)

Background:  The use of Store manager will increase the ability to work with the x-cart and reduce the difficulty using x-cart’s bare bones interface.  The Store Manager will also allow for inventory reports and other sales data being downloaded by the DC staff and WSO accountant. 

Motion #5: To create a “Lights On” line item in the financials to include costs of shipping literature to first meetings in a new country.  (Mary Jo)
 
Background:  The Board agreed by motion in January to fund the cost of literature to countries where individuals are establishing the first meeting.  This motion establishes an official project for that motion to track
those costs.

Guest Comments: 

Announcements: The next ACA WSO Board Teleconference is scheduled for January 10, 2015 at 2:00 p.m. EST.

Is there a motion and 2nd to adjourn the meeting?

Close with the Serenity Prayer