WORLD SERVICE OFFICE BOARD MINUTES
November 21, 2020
OPEN MEETING @ 9:05 a.m.
SERENITY PRAYER – Randy
TRADITION 11– Read by Brenda
CONCEPT 11 – Read by Lolita S
Birthdays: None
ROLL CALL & QUORUM DETERMINATION
Present were Randy M. (Chair); Alesia (Vice Chair) Lolita S (DOO) Brenda M. (Secretary) Ron D. David C (DAL); Pierre K (DAL) Robert B (DAL C&C) (WST) Tom P.(WST) Kevin (WST) Susan L. 2021 Convention Chair; Mike S, 2023 Convention Chair, Joost, Chair 2024 Convention Chair
GUEST: Cathel; Chair Regional Helpline Chair, Gary P.; Frank P members
CHAIR ANNOUNCEMENT(s) –. Written Report submitted.
Highlights: Letter of resignation attached to the Chair report stepping down at the end of the year.
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – Alesia moved to approve minutes with corrections. David C seconded. Motion passed
Tom asked if we have a location for all of our minutes. Randy has a group IO that has been paid but not set up yet. Randy will take this as an action item to complete.
SEVENTH TRADITION – Please use the freedom fund or a one-time donation on CA.org
CAWS CONVENTION REPORT
CAWS 2021 – Austin – Susan L. –Written report submitted
Highlights: Steering Committee met on November 14 at the Hyatt Regency in Austin. Most committee members attended via Zoom. The chair request written reports with updates on next steps and outstanding actions. The first focus group meet to discuss/plan a hybrid virtual convention. The technology discussion was led by Joost and creativity discussion was led by Tammy P. The outcomes look promising for a virtual parts/activities of the convention.
CAWS 2022 – New York – Alan S. – Present- No written report.
No longer have a contact with the Grand Hyatt, closed until January 1, 2021. Steering committee will be meeting next week. The Hyatt wants to work with us and CA may get better terms on pricing on F&B for our 2022 convention.
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CAWS 2023 Atlanta – Michael S – Written Report submitted
Highlights: The steering committee is meeting via Zoom. Requested another meeting with Robert B. Requested Susan send him data on how to have a virtual meeting. Melissa Doan is the new Vice Chair and have a Hotel Liaison position that has been filled
Kevin asked all chairs if hotels are restricting the number of occupants in a room. Susan commented that she has not been told of any such restrictions on the numbers people in a room. Discussion on a contracts review to check the limited capability of the hotel due to the pandemic.
CAWS 2024 Amsterdam – Joost –Written report submitted
Highlights: The following are the 3 topics the committee is focused on:
- Budget finalized
- Finding a hotel
- Keeping the committee engaged
OFFICE DIRECTOR REPORTS
Director of Operations- Lolita – Written report submitted
- Highlights: The office has received a check in the amount of $75.00 but the donor is unknown. The CPA has submitted a donation in the amount of $5,000.00 with no explanation regarding our tax payment or what this check represents. Lolita will follow up and provide updates next WSOB meeting. Neither check will be deposited until we get additional information via email with a copy to Tom P and Kevin M. Additional discussion on the status of our tax returns from CAWS and CAWSO.
- Report the status of the office phone and internet providers. No quote from AT&T for VOIP but additional services from Spectrum saving the office $1,364.00 annually.
- Work continues on the procedure manual.
- Continue working with Cameron to update the on-line store. Researching solutions to ensure the store is in compliance with sales and shipping charges.
DIRECTOR REPORTS –
Chair – Randy M. – Written report submitted
Highlights
Confirmed the process with Kevin for his replacement.
The position requires the submittal of a resume for an interview with WST.
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Vice Chair- Alesia F – Written report submitted
Continue tracking old referrals and answering new one.
Attended the Pacific South Regional Caucus.
Treasurer – Michael T. – Written Report Submitted.
Highlights
Tax returns are in the process of being filed.
Secretary – Brenda M. – Written report submitted
Employee handbook is 99% completed, ready for review.
Director at Large – Pierre K. – Written report submitted
Highlights:
Attended all meetings – See Committee report for details Director at Large – Ron D. – No written report
No highlights. Attended the Unity call, they reviewed 12 step workshop.
No attendance at conference committee meeting due to work.
Q&A on diversity of the committee, which is mostly U.S. members,
Tom P. confirmed that there is no European participation on this committee.
Director at Large – David C. Written Report Submitted
See PI and HI committee report for highlights
Director at Large – Convention & Conference – Robert B. Written Report Submitted.
Highlights:
- CAWS 2021 – On track. The hotel is set up for 350 individuals and overflow for 150.
- CAWS 2024 – Attended the virtual meetings with the Steering committee, working with Rika, the finance chair. Question on the use of QuickBooks for financials.
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TRUSTEE REPORT
WSO Trustee – Kevin M – Written report submitted
Attended multiple meetings. Involved in discussions about the engagement with LTSD with the WSOB. Zoom account usage with the accounts with limited capacity for conference convention, etc. We could consider the office getting a paid account zoom with storage space in the cloud and recording options at $2000.00 annually for 10 accounts with CA branding. IT committee is looking at option for virtual meetings for the fellowship at the world service level.
WS Trustee – Tom P.
Highlights – legal issues:
- Canadian renewal
- Will the PI/LCF Release form work?
- The office received notice of a dog bite at an event called a CA Retreat in Florida. We will reply to the attorney that we have no knowledge of this event.
- We do not have a contract for our 2022 convention.
- The South Africa trademark has been approved.
COMMITTEE REPORTS –
Finance – Michael T/ Brenda M
They have referrals which Alesia has listed in her report. They have fundraiser ideas.
Structure & Bylaws – Brenda
No highlights
Convention– Robert B.
Attended last meeting the committee is working on revising the convention guidelines.
Subcommittee on guidelines on RFP for 2024/25.
Conference – Alesia F.
This committee is working to establish a virtual conference in 2021.
Discussion that it is important that the TEC be held at the next conference.
Unity– Ron D. See DAL report
Literature, Chips & Formats – Pierre K
Highlight: LCF had 8 projects. The referral to WSOB – 2017-09 publishing guidelines.
Pierre K. will contact Alesia to answer this referral.
Hospitals & Institutions – No highlights
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Public Information – David C
Communicate the approval of the 8×8 systems for helpline. Denmark translations issue, waiting 19 months for pamphlet this is a complaint. Q&A on translations and discussions on next steps. Meeting on this occurred to find a solution to this problem/procedures for layouts. The committee is working on a new handbook/guidelines which is close to completion. Branding Project presented by Joe B. was communicated to the committee.
IT – Randy M/Kevin – Application is not completed; database of meeting is done.
Archives –Open
GUEST REPORTS:
- Cathel commented about his interest in our business and grateful for his ____
- Gary P is interested in a position on the board, had no comments. ONLINE BUSINESS: None
UNFINISHED BUSINESS
Cathel:
European access is postponed based on concerns about geography.
800 number 8×8 phone system in America. North Canada to add Europe when the area is ready.
Continue Spectrum for internet.
Discussion on the replacement of the CPA.
Discussion on the use of QB for financial reporting for conventions and conferences
Ad Hoc Committee – David C
Referral to Convention committee is working to change the guidelines in answer to our referral.
SR22 that the conference committee cannot send out a survey without conference approval.
A fellowship survey is under consideration. This may be a good referral for S&B committee.
Freedom Fund – Publish an annual pie chart in the 4th Quarter in News Gram to show our members fellowship how the money is distributed.
Discussion on the Bidding Process for the World Convention reformed to show the financial feasibility during a review/vetting a bid before it on the conference floor.
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WSOB Meeting Dates:
December 19, 2020
Referral:
Thank you letter from WSOB for large donations over $500.00. We will response and implement this referral when possible. Finance referral to have profiles for online donation access to make changes etc. Referral assigned to Lolita to research how we can do this in compliance with new privacy laws.
Executive Session
Replacement of Randy M
Alesia moved to nominate Brenda Mabin for the WSOB Chair position. Pierre seconded.
Discussion:
Kevin stated that the Trustees Quarterly meeting is the first weekend in December and Brenda would interview during that session. Motion passed.
Motion to Adjourn; Pierre moved to Adjourn; Alesia seconded, motion passed.
Submitted with Love and Peace
Brenda Mabin
Secretary
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