Dec 17, 2022 – WSOB Minutes

WSOB MINUTES DECEMBER 17, 2022

OPEN MEETING @ 8.00 AM PST

SERENITY PRAYER – Earl invites the room to open with the serenity prayer

TRADITION – Yves reads the 12^th Tradition

CONCEPT – Earl reads the 12^th Concept

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H. Chair
• John B. Interim Vice-Chair
• Lolita S. Director of Operations
• Jonathan H. Treasurer
• Robert B. Director of Conv & Conf, excused, report submitted
• Yves W. Secretary, Newsgram editor
• David C. DAL, WSBT LTP and IS&D Liaison
• Jo P. DAL, PI and Unity Liaison
• Susan L. DAL, LCF Liaison, excused, report submitted
• Laurie R. WSOT
• Joni E. WST
• Mike S. CAWS 2023
• Joost B. CAWS 2024
• Jay P. CAWS 2025

CHAIR ANNOUNCEMENTS

• No announcement, happy holidays
• Mike reads the relevant day from ‘A Quiet Peace’.
• November 19, 2022, minutes were approved

SEVENTH TRADITION –

Observed in the office, online members are directed towards ca.org, add a note to state that it comes from the WSOB monthly meeting.

CAWS CONVENTION REPORT

CAWS 2023 (Atlanta) Michael S.

Highlights:

• 1195 Reserved Nights, 100 Staff Nights, 50 Suite Nights (Auction, Treasury, Hospitality) for a total of 1357 Nights out of 1252 Night Block., we are at 108.4% attainment.

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• WSO is going to provide Name Badge Holders.
• Pursuing Overflow Contract with Hyatt Regency Atlanta (across street, connected by skybridge). Hope to have this submitted to the WST very soon

CAWS 2024 (Amerstdam) Joost van K.

Highlights

• Pre-convention fundraising is 73% of budget already.
• Next priorities are Program, online (website, marketing, etc.) and budget
• 2 years prior:
  • Filled all open service positions; 33 of 38 (87%)
  • Program chair making good steps with program
  • inalizing budget (deadline Dec ‘22)

• We had our fundraiser November 19; we had more than 300 participants, we raised 5,600$
• We are assembling the mailing list for resumes, with a goal to have the resumes for February 14^th.

CAWS 2026 (TDB)

Highlights:

• Few areas are interested in 2026 and 2027: Florida, have preliminary RFP’s out (Orlando Fort Lauderdale and Daytona), bids in play, good opening for negotiations. Washington Area will bid for 2027, focusing on Seattle, no news from Utah, nor Scotland.

OFFICE DIRECTOR REPORTS

Director of Operations- Lolita S.

Highlights:

• Office update:
  • Hired Front Desk/Customer Service Representative and started training her. I’m happy to report that she is a fast learner.
• Merchandise:
  • HFC I – 40th Anniversary Edition printed and on the order form.
  • HFC 1 – 40th Anniversary Edition submitted to Amazon and pending Amazon review/approval. o Our temporary chip vendor has been delivering chips slower than usual due to Covid cases.
  • We are still expecting shipment of large plastic chips order to ship on December 19th. Will most likely receive after the holidays. Still hoping to receive outstanding temporary orders before our regular vendor shipment is delivered.
  • Working with plastic chip vendor in the UK. They are confident they can make the same key tag.
  • Sent financial information for prospective UK fulfillment centers to determine our costs.
  • Researching prospective fulfillment centers in Europe.

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

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• Regarding Office process review, JH2H and DOO illnesses have delayed Phase Two progress. November Deliverables: Updated New Employee Handbook – now compliant Federal and State of California.
• Chaired a special board meeting Dec. 3rd to discuss succession: how all WSOB directors are recruited, vetted, elected and ratified. Examined relevant world service manual descriptions, duties and responsibilities, terms of service, etc.
• Planning for newly required sexual harassment training for the WSO staff, WSOB Directors & WSBT Trustees.

• Developed an org chart presenting the different board positions, when voted in, duration of terms etc.

• Executed the forms for 2021 Taxes for both CAWS and CAWSO for Federal and State.
• Activated trustee travel debit cards and have de-activated so all debit cards are locked.
• For the HSBC UK We will resolve with a scheduled conference call at the beginning of next year to receive a onetime password to access the account and complete the setup.
• Looking to close the 2022 financials late February, early March. Would like to spend a few days at the office whit Lolita and the bookkeeper and do a reconciliation, resolve unexplained journal entries, and tie this to the closing of the books.
• Will create updated Prudent Reserve Policy for the Boards review. I have ideas of the best method of calculation, but also want to discuss and review the concept of having a disaster policy separate from prudent reserve policy. Estimated completion by Q1 2023

Secretary – Yves W.

Highlights:

• Cameron would like guidance from WSOB and WSBT on releasing the “clone” copy to the WSCITC projects.
• NewsGram
  • The next edition theme is “Home Group” and the deadline for articles submission is February 1st, 2023.

Director of Conv & Conf – Robert B.

Highlights:

• For WSC Conference 2022
  • Final Billing Information Submitted; Refund of $12,020.28 owed to CAWSO.
• For WSC Conference 2023
  • Will begin possible contract addendums for 2023/2024/2025 based on actual 2022 requirements after 2022 Bill is totally finalized.
• For CAWS 2023
  • Currently at 90 Registrations
  • Still working with the hotel to correct room night availability. Currently at the following:
    • 1195 Reserved Nights
    • 100 Staff Nights
    • 50 Suite Nights (Auction and Treasury)
    • Total Nights – 1358 Nights of 1252 Night Block
    • 108.4% Attainment.

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• • Pursuing Overflow Contract with Hyatt Regency Atlanta (across street, connected by skybridge).
• For CAWS 2024
  • Will be focusing on program and registration to ensure preparedness for kickoff in Atlanta.
• WSC Conference 2026/2027 – TBD
  • RFP Process is Underway for Presentation at 2023 Conference.

Director at Large – David C.

Highlights:

• Update on new Translations Policy
  • IS&D’s approval of New Translations Policy docs will hopefully result in the new policy being sent by the WSBT after Q4 for completion and implementation
  • We discussed the draft of the policy:
    • regarding involving the regional trustee is the process
    • Outlining the WSOBTC composition and voting rights mainly to clarify guests
    • Clarification of the role and responsibilities of the WSOBTC and WSO
• Update on Translations in progress.
  • Approval for requests from Holland and Quebec areas to translate the 12 Steps Companion guide. Awaiting the updated Copyright agreement for the translation of the 12 Steps Companion Guide to sign and then provide them with the PDF file for the book.
  • Since a request will be coming from Portugal for starting the process with pamphlets, we need to have a contract in place to support the request.
• Next meeting: January 28^th, 2023, 6pm GMT

Director at Large – Susan L.

Highlights:

• The 40^th Anniversary Zoom meeting rebroadcast:
  • We have shown the event twice (Friday, November 25 at 11:00 am to 1:30 pm PST and Saturday, December 10 at 10:00 am to 12:30 pm PST). We have an additional broadcast on Sunday, December 18 at 7:00 pm to 9:30 pm PST. The attendance so far has been low, but people still seem to be interested.
• WSOB AD HOC Committee to establish formal WSOB processes and procedures (Financial, Operational, Policies, etc.)
  • Jo P. and I met on Sunday, December 11 to discuss this project. Jo has some motions to present. I am currently working on Credit Card Policy, which is involving Petty Cash policy, Spending Committee Information, existing CAWSO spending policies, to name a few. More will be revealed
• LCF Committee
  • Twelve Step Companion Guide has been sent to WSO for proofreading. We have a 90-day turnaround from receipt. The return deadline is February 28, 2023.
  • Regarding a Publications Liaison, which has been used in the past. I think it would be a good idea for DOO, LCF Chair, Cynthia C. and myself to meet and discuss reinstitute this process.

Director at Large – Joanne P.

Highlights:

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• Unity Committee
  • Preparations are underway for Celebrate Around the World for 2023
• PI Committee
  • Professionals’ week campaign has been launched with a countdown and follow up planning flyer. Professionals’ week to be held 16-20 Jan 2023.
  • The European Region are planning to take the PI Rocks Roadshow to the following conventions over the next few months; took place at CA Scotland, CA Ireland and CAUK. Next one at the European Regional Convention in Wales, UK, 24-26 March 2023. They are also hoping to take it to CA Germany and other areas in mainland Europe.
  • PI Summit planning is well underway. Both summits will be called ‘Wings to Fly with PI’. European Summit to be held at ERC in Wales 24-26 March 2023. North American Summit to be held in Denver 16-19 February 2023.
• WSOB Policies and Manual
  • The Ad Hoc committee is also looking at the current information regarding the Board as stated within the WSM and is profiling for an update to be presented for approval next Conference. We are looking to not only provide clarity to the fellowship about the WSOB’s roles and responsibilities, for example World Convention. Literature and Global Distribution, Treasury Management, Website and the efficient running of the Office, but also how the election process for DAL’s and the Chair, Vice Chair and Treasurer is undertaken so there is a clear process with no ambiguity.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • Met with the TNC to review J2H2 contract and hotel contract for WSBT Q4.
• LEGAL
  • During the WSBT Q4 Meeting, it was decided that we will move forward with registering the C.A. Logo in the following emerging areas:
    • Indonesia
    • Thailand
    • China
    • Australia
    • New Zealand
    • Mexico
    • Peru

• WSBT
  • WSBT Directors signed the Bylaws of the World Service Board. Copy will be sent to the WSO for their files.
  • Elected the following corporate officers to the World Service Board:
    • President – Chris Mahatzke
    • Vice President – Richard Bradley

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• • • Treasurer – Gary Parker
    • Secretary – Joni Etue

• • Directive to WSO to please file updated Statement of Information with CA SOS
  • WSBT set a date for a virtual Board to Board meeting for February 11, 2023, at 8 a.m. PST. Please send me any idea items you would like discussed. The two chairs will set the agenda and put it out in advance of the meeting.
  • The WSBT approved new line item for QuickBooks as requested by Lolita:
    • Storage Expense
    • Fundraising Expense
    • License Income
  • WSBT made a referral to the finance committee to increase per diem amount for Trustees and all other WS Trusted Servants from $55 to $65.
  • On the question of showing the zoom anniversary meeting on the archive’s museum, the WSBT has created a LTP subcommittee to look at audio and video recordings for viewing and availability on our website and archives museum in the future. Unfortunately, this contradicts what is stated in the WSC IT guidelines in regard to non-conference approved audio and video files. The WSBT is asking the WSOB not to move forward with this until the subcommittee has done its diligence.

UNFINISHED BUSINESS/PROJECT UPDATES

• Motion: CAWS2024 John propose to approve check request CR-2024-02 for T-Shirts and hoodies, at the amount 2,016.95$, seconded, passed (no check needed, they will use their pre-convention income funds).

NEW BUSINESS

It’s been brought to our attention that because of the number of employees we have and other people working in the office, the World Service Office that we have now, at that magic number where we need requirement for harassment training by the state of California and that the board of trustees and the World Service Office Board directors need to participate in that training. It is a 2-hour online training. We are looking to complete the training for our Board for February 15, 2023. Earl will provide us with the link.

Motion to adjourn at 4:00pm

Yves W., WSOB Secretary

REFERRALS

NEW REFERRALS RECEIVED:

WSOB 2022-11 Post-conf 2022

Ruby C. Utah Area

The WSOB create and implement a procedure for the review of the entire ca.org website at least once a year.

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The review of the ca.org website would include all sub-sites and web pages originating from ca.org, including the C.A. Virtual Museum and the P.I. Members Area. The review would include but not be limited to the following

• Ensure the functionality of all hyperlinks and forms
• Ensure the ca.org website, sub-sites, and web pages originating from ca.org are compliant with the most current version of the WSC Information Technology Guidelines
• Ensure no Tradition violations are present

See attachment for more information.

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CLOSED REFERRALS:

• WSOB 2018-6 In-conf 2018 Katie B. Arizona Area

 I am concerned that Montreal lost so much money. I understand some of the reasons due to Airbnb and not meeting the hotel block, getting across the border, etc. I request that the WSOB take a long hard look please at what can be changed to ensure that the lessons learned from Montreal will not be repeated ever.

So, is there a better way, from the big to the small, maybe no banquet or brunch, or price registration differently. What can we do differently to meet the charge of the Conventions to promote enthusiasm and still raise funds for program services, to think outside the box. Also are there perhaps other ways to raise funds so that CA is not so reliant on the success of conventions to survive. Can/should the WSOB perhaps form an Adhoc committee of its members, some past convention trusted servants and delegates to sincerely explore all of these options and more? I would volunteer to serve on such a committee.

Summary Action – No Action Taken

In the time since this referral was written; the Director of Conferences and Conventions position has been created to oversee these activities. Additionally; a new Convention Financial Bid Vetting Committee was created to properly review and predict financial performance of potential convention bids. It is the opinion of the WSOB that these two initiatives; along with better monitoring of convention progress, will allow better oversight of current and future conventions.

• WSOB 2019-5 Post -conf 2019 Daniel H. Arizona Area

Is the WSOB able to implement a guideline in terms of how many days after the close of a World Convention final figure would be available so the entire body has the same expectations. 

Summary Action – Transfer to Convention Committee with Suggested Action

Modify World Service Convention Committee Guidelines to include Post-Convention activities as this currently doesn’t exist. These activities would include the following:

• The WSO will strive to conclude all financial reporting for the Convention for presentation at the following World Service Conference.

• WSOB 2019-6 Pre-conf 2019 Stuart E. Nevada Area 

I would like the WSOB to do a financial impact study on the possibility of holding a World Service Convention every 2 years instead of every year as we do now. I have supported this idea for some time now and was moved by the impassioned speech made by the WSOB chair at conference this year. I believe that once the fellowship can see actual numbers we might be able to support this change. We might even see an

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increase in attendance due to the change. AA does a convention every 5 years and gets 100,000 attendees. While we probably won’t approach those numbers, I think we can more than double our current attendance and also increase attendance at our regional and area conventions as well…

Summary Action – No Action Taken

In the time since this referral was written; we were able to experience first-hand what a lack of conventions looks like to our fellowship. Without the extremely generous nature of our fellowship to financially support World Services during this time; we would of experienced a much larger loss than what was actually realized. It is the current opinion of the WSOB that an annual convention is absolutely necessary to support our organization for the foreseeable future.

• WSOB 2020-01 In conference Stu E – Nevada

Request for OnLine WS Convention Evaluation Form

Summary Action – Transfer to Convention Committee with Suggested Action

Modify World Service Convention Committee Guidelines, Page 21 Survey and Evaluation Coordinator

1. Coordinate evaluation process at convention. Insert New Language [It is suggested that coordinators focus on evaluation techniques utilizing the most current technological platforms (i.e. – Online Evaluation Methods, Formsites, etc.) to produce the most meaningful feedback in the easiest possible method of recovery from our fellowship. The easier it is to use, the more likely we are to receive responses.] 

• WSOB 2020-05 Pre-conference 2020 Zach A – SCTA 

I would like the WSOB to consider having the CAWS convention on only the Memorial Day weekend to allow the finance committee enough time to process funds. This is in hopes of having the proper financial information available to the delegates by the WSC.

Summary Action – No Action Taken

While the WSOB appreciates the intent of this referral, we believe it adversely affects our global fellowship as a whole to limit the Convention to a single US Holiday weekend. Prudent guidance and oversight of all convention activities; put into place since the writing of this referral, should ensure completed convention financials in time for the WSC regardless of timing.

WSOB 2022-1 Pre-conf 2022

Russell S. Thailand ASC

Please can you amend all invoices and shipping documentation to remove the word COCAINE ANONYMOUS.

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This has, and will continue, to cause unnecessary concern when shipping items into countries that have a different social attitude. I’m sure there will be a flurry of verbal defence along the lines of ‘that’s our fellowship name’ and I respect and value that. However, legally there is nothing to stop you using CAWSO Inc. I anticipate members speaking against this based on lack of awareness with regards differing attitudes around the world. I trust the WSOB have the maturity to pause, reflect, discuss and support this required change.

Response – Referral # 2022-1

It does not say it on the commercial invoice that is sent to internationals customers, but a copy of our QuickBooks invoice was enclosed in your last package, which should not have happened. We will make the change on our QuickBooks invoices. Thanks for bringing this to our attention and I apologize again for the delay in your package.

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