Adult Children of Alcoholics–World Service Organization

Agenda

Monthly Teleconference

Saturday, February 14, 2015

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) Tradition Two: For our group purpose there is but one ultimate authority–a loving God as expressed in our group conscience. Our leaders are but trusted servants, they do not govern.

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 January 10, 2015 Teleconference Minutes as posted on the website. (Karen)

F. Committee Reports:

1. ACA WSO Treasurer, Mary Jo L.

2. ACA WSO Literature Committee, Larry A

          a.  Audio Book Project (Larry)

          b.  Vetting Intergroup Guidlines (Larry) 

          c.  Re-launch of ComLine (Phyllis)

          d.  Ready Set GO, Toronto Step Study Guide and Re-work of Workbook.

3. ACA WSO Distribution Office, Sam

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

5. Hospitals & Institutions Committee, Joan B

6. Intergroup Liaison Committee, Martin C.

 7. ACA Website/Database Committee, Larry

8. European Committee, Majbrit M

9. OPPM Review Committee, Karen

10. 2015 ABC Committee, Mary Jo

11. Executive Committee, Joan B.

G. Old Business:

H. New Business:

Motion #1: To validate for the record the specific concurrence by the Board to increase Board communication without increasing emails by having intra-board teleconferences held on the 4th Saturdays of February, May, August and November. (Joan, on behalf of Strategic Planning Meeting, 2014-Nashville)

Background: A need was expressed for more communication with each other without increasing the already numerous emails. It was also felt that verbal communication allows for better discussion due to its nature.

                        Motion 2: To validate for the record the specific concurrence by the Board to provide Board of Trustees oversight and communication between the distribution center  office manager. (Joan, on behalf of Strategic Planning Meeting, 2014-Nashville)

Background: The Nashville strategic planning meeting recommended this goal of having two Board members formalize an oversight committee for this purpose.  Another suggestion for reaching this goal was to have the Vice-Chair of the Board be the liaison between the office manager and the Board.

Motion #3: To validate for the record the specific concurrence by the Board to hire a part-time special worker with the necessary skills to be a financial assistant. (Joan, on behalf of Strategic Planning Meeting, 2014-Nashville)

Background:  The treasurer has taken on many responsibilities that may be handled by a financial assistant in the office.  Hiring this kind of special worker would reduce the workload and stress on the treasurer.

Motion #4: That what has been known as and called the ACA WSO Treasury Committee shall be henceforth known as and called the ACA WSO Finance Committee with the ACA WSO Treasurer acting as Chairperson of that Committee. (Karen)

Background: As that it is stated in the current OPPM, Section I., Stated Purpose, paragraph 6, “…and furthermore that the Board of Trustees shall form any other committees as necessary to carry out its purposes,—” and as we’ve had an active Treasury Committee since the 2013 ABC, this motion is to bring into updated language as to how it is usual and customary for many treasury committees as being normally referred to. Nothing is to change about the duties, realms or responsibilities…only the name shall forthwith be referred to as the Finance Committee, with the ACA WSO Treasurer acting as Chairperson of that committee.

Motion #5: That the Board approve to purchase a new laser printer for the Distribution Center at a cost of approximately $450 including taxes and an extended maintenance agreement. (Mary Jo)

Background: The current printer is several years old and the only way it currently works is to create a screenshot. The money that would potentially have to be spent to assess the problem and repair the current printer is better spent on a new one. The current printer, since it is semi-functional, can be kept as a backup.

Motion #6: To authorize payment of $215 regarding a quote from Xcart to Centuaria to customize Mail Innovations (our way of making shipments abroad). (Larry)

Background: The Board previously by specific concurrence authorized payment of $260 to customize Handling Charges, but the Handling Charge solution that was going to be implemented did not solve our issue of having the handling charge appear separately on the bill. Thus we had that project stopped and could use the funds designated for handling on Mail Innovations; this will save $45 of the funds previously approved.

Motion #7: The Board validate on the record the Board’s specific concurrence to pay Centauria’s 1/30/15 invoice. (Larry)

Background: More refinements and functionality were built in. for example, we have added all the free ACA literature in downloadable PDFs in letter and A4 formats. As we neared a launch date, other items were discovered that required additional work.

Motion #8: To purchase two licenses for Microsoft Office Home and Business for a total cost of approximately $400.  (Mary Jo)
 
Background:   The new laptops did not come equipped with Microsoft Office, which is essential for making them fully functional for normal usage. 

Motion #9: That the Board offer registered intergroups a 30% discount on all ACA literature items.  The minimum order of books will be full boxes.   This offer cannot be combined with other programs or offers, and the Board reserves the right to discontinue this discount offer. (Larry)

Background:  The Board wants the intergroups to become part of the literature distribution effort.  By providing a 30% discount, the intergroups may be able to sell the literature to ACA groups at a reduced cost compared to the cost groups pay when buying literature directly from the Literature Distribution Center.  This may make the books less expensive for adult children and encourage adult children to attend groups to purchase literature more inexpensively.  The intergroups may, if they so chose, use literature sales as a way of funding their outreach efforts and operations.  To save on labor, these books will be shipped unwrapped in double walled boxes.  This discount offer will be rolled out after the new website is launched and running smoothly.

Guest Comments:

Announcements: 1) Website launch has been moved to March 1. 2) The ABC will be held April 24-25 in Austin, TX      3) The next ACA WSO Board Teleconference is scheduled for March 14, 2015 at 2:00 p.m. EST.

Close with the Serenity Prayer