WSBT/WSOB Board-to-Board Meeting
March 9, 2013
Los Angeles – Four Points Sheraton
1) Open/Serenity Prayer
2) Introductions Terry M. (PNR Trustee & WSBT Chair), Teresa N. (WSOB Chair), Linda (WSO DOO), Barry J. (WSOB Treasurer), Duane M. (PSR Trustee), Richard L. (WSOB Vice-Chair), Bob C. (WSOB DAL), Brian T. (MWR Trustee), Rob W. (TAL & WSBT Secretary), Kenny W. (ASR Trustee), Russell S. (EUR Trustee & WSBT Vice-Chair), Yves W. (ANR Trustee), Jay P. (SWR Trustee), Kathy Jo R. (WSOT), Ira L. (WST)
2) Opening remarks by WSBT Chair & WSOB Chair:
3) Supplemental reports, if any, from WSOB and questions from WSBT
None
4) Items for Discussion/review of agenda:
1. Conventions –
a. CAWS 2013 – Kenny 1. Registration’s to date 185.
2. Last deposit April 21 to hotel.
3. Reads report dated 02/27/13
4. Bid in for AV contract.
5. Posted the full report below.
b. CAWS 2014 – Duane 1. Theme and artwork almost approved
Day at the races. More things are planned. Seed money from savings account to even year account. Should we raise the number of room nights for Long Beach? Hotel has 540 rooms. Try to increase room block no commitment needed.
c. CAWS 2015 – Rob 1. No real agreement on the board at that time to were the location would be. Less temptation off the strip.
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d. CAWS 2016 – Brian 1. Should be electing the steering committee at the end of March.
2. Copyright and trademark protection (Ira L.) form letter document for trademark violation
– newsgram posting to assist in trademark violations – potential letter regarding trademark issues – letters from the WSO with WSBT permission ????
a. Information from the world service manual has been the best information so for that Ira has found.
3. NADCP – Drug Court (Rob/Linda) Yves, Linda and Rob will be going.
4. Status of WSO – (Teressa) 1. Moving along smoothly at the office. The WSO was thanked for moving fast on the Swedish book. Translation in languages of other things. There is a very limited budget for translations.
5. European fulfillment facility – (Russell) A motion was made to have the world service office formulate a preliminary business plan for moving forward with a European fulfillment center to be presented to the WSBT 2013 August quarterly meeting.
5. Financials (Barry) replace the money in publication fund, intent to replace the money as things are sold.
OLD BUSINESS
Paid employees and their volunteer C.A. activities (e.g. can a paid employee Chair a WSO Convention Committee?)
Motion: have the WSBT develop a conflict of interest policy for consideration by the WSOB for inclusion in the employee handbook.
Audit line item is in the budget for 500.
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NEW BUSINESS
Moving money to prudent reserve. Finance committee to address this concern. It might be good to move money into prudent reserve. Some caution needs to be taken.
What can we do to encourage areas and meetings to send money to world CAWS. The 70/30 split was discussed.
Continuation of the commemorative chip series. Discussion on do we continue making these chips because of lack of sales. Can we sell these chips? The bigger question is can the world service office board change orders that were given to them from the conference floor.
Motion to close Richard L, second Ira. Passes
Close/Serenity Prayer
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CAWS 2013
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Convention Report
Submitted ByKenny Williams Atlantic South Region Trustee
3/01/2013
CAWS 2013 Report
Submitted by Kenny Williams Atlantic Regional Trustee 3.1.2013
The purpose of the World Service Convention is to promote enthusiasm and unity within the Fellowship of Cocaine Anonymous and financially support World Service efforts to carry the message.
With less than Three month to go, CAWS 2013 “A Splash of Serenity” is moving along at God’s speed. There are no remnants of the late beginning that plagued the committee. With the target date of May
23rd quickly approaching, the convention committee is dedicated to persist through fruition.
The YTD financials are at or above par based on historical data. The Odd Year account is standing firm. Check requests are being submitted. Regonline has received over 160 registrations. Registrations as a whole are in line with previous conventions within the same time frame.
It has been noted that the Final deposit for The Westin Ft. Lauderdale hotel is due April 1st for $20,262. The next steering committee meeting
is scheduled for March 16th, 2013 in Ft Lauderdale. There is a major registration drive initiative in the local area. I would kindly encourage this body to lead by example in registration. We anticipate a hefty surge of registrations in the near future.
Thanks again Linda and the World Service Office for your guidance and information. Please continue with your much needed support as we
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move toward CAWS 2013.
The Hotel:
We are sold out on Wednesday & Thursday night. We have an overflow hotel approx. 1 mile South on the beach. Same rate, same $10.00 per night commission. There is a city shuttle that runs up & down the beach from 9:30 am – 6:30 pm 7 days a week every 15-‐20 minutes. It is 50 cents a ride or $2.00 all day. We have 30 rooms on Wednesday & 80 (30 booked) rooms on Thursday reserved w/no contract required. This is a sister hotel, same sales person. We have sold 1138 room nights so far. We are contracted for 1153. We have 52 available on Friday, 46 on Saturday, & 79 on Sunday, as of this date. If we need more rooms, we may be able to get them in the main hotel for the weekend. If not, they
are available in the overflow hotel. The final deposit is due April 1st for the sum of $20,262. Room Availability -‐ Fri 53, Sat 43, Sun 77 (as of 3/3/13)
Transportation:
Plans are to run a shuttle bus from 6:45PM-‐12:00AM on Wed & Thursday to transport our guests between the hotels. On Friday, we will move our guest from the overflow to the main hotel with the same bus that transports the golfers. The will take while they are playing golf.
Fundraising: The much anticipated OD (Opportunity Drawing) was
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held on March 2 the Arizona area. To date we have raised $18,985.74 and over $8,500.00 from the opportunity drawing, that will net around
$7,500 for a total of over $25,750.00. On the calendar for on April6th @ 2:30 EST, via Skype, is a CA World Unity Fund Raising Event with speakers from LA, Phoenix, Florida, and London. There will be 10 minute speakers with participation from Russia and Scotland. Russia is to read the 12 Traditions.
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Note: (information below may not reflect reconciliations that were not recorded as of this date)
via Skype and a winner was chosen from
From P&L Actual Basis dated 02/27/13:
18,985.74 Fundraising & donations 7,500.00 approx. net from Opportunity drawing 26,485.74 totals raised to date 26,742.00 Registration total as of end of Feb. 53,227.74 Total incomes to Date
Memorabilia:
We have 2 bids in & are waiting on 3 more. We will be accepting art work until the March 16th Convention Committee meeting.
Registration:
There are over 160 registrations as of the end of February. AZ had 135;
The UK had 211, Milwaukee 78 & Denver 176 for the same time period.
We expect registration to increase significantly over the nextmonth.
Program:
Our rough draft has been submitted to the board, and we are waiting for comments/corrections. A check request for $ 1000.00 was approved up to the budget limit, with the suggestion to print more for day passes & H&I people.
Speakers:
All speakers are selected. We are waiting for them to contact WSO to book their flights & then we will make their hotel reservations. The Thursday night speaker has his room already.
Workshops:
All workshops are selected; we are waiting the facilitators to let us
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know if they will need any special supplies or equipment.
Entertainment:
We are on our 3rd chairperson for this committee. We are behind. This is our next big item that we will be submitting check requests for. We are still adjusting some items within the entertainment budget; we will submit all of them at once. This will be a major agenda item for the
March 16th meeting. There is one bid from the hotels contractor for the AV contract. This is a large contract, and could use some assistance here. We need other bids. Potentially an Arizona company may be willing to travel? The bid is in budget but over 10,000. We have a new chairperson & this is not in his area of expertise. We will be seeking guidance from the WSO this.
Auction/ Drawing: We have a new chairperson. Kathy Jo has volunteered to help with the live auction. We need to get some good high yielding ticket items. We have a first edition Big Book, a Stainless Steel CA logo, 3 quilts. We’re in need some unique and highly desirable items. We also have a few first case HFC books from CAWSO.
Source Table:
The source will also be a welcome station rightly by the hotel registration. There is a dedicated area that will be a welcome center/source table to welcome our guests and direct them to the South Tower, Starbucks, and the Convention Center (where most of the
Convention activities will be held).
H&I:
Our H&I committee is on fire, a bunch of young and motivated people who will have their own area, entrance and
unloading area for vans or buses. They have had a mailing campaign to
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all the local treatment facilities inviting them to come as our guest for the day and experience CA.
Special Events:
We have some nice special events lined up, air boat, swamp buggy ride, deep sea fishing, and an intra-‐coastal boat tour, which initially didn’t make the web site, and a glass bottom/snorkeling boat.
Marathon:
We have all of the topics selected. We are seeking chairpersons for meetings. Initially we did not schedule them during the main speakers. However, the board suggested that they run 24/7.
Children’s Events:
The Hotel has its own day care. It is a paid service. We are not offering any children’s events. We have a $500 budget that we will use to offer to help pay for the part of the day care during the banquet & main speaker on Sunday.
Hospitality:
We have a nice hospitality room, Oceanside. We are not sure the amount of supplies we can bring. It is in the main part of the hotel. We have to wait and see what may be permitted. Our sales person said it was ok, but she go any further.
Recording:
Vision Audio has been awarded the recording contract for the convention.
Coffee:
This is an email I sent out earlier this week. I think we should offer free coffee for 1 hour before the speaker meetings, 20 gallons x 8 speakers =
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160 gallons -‐ 50 free = 110 gallons that we pay for. We could offer less on Thursday, daytime & Sunday, more on Friday & Saturday night. We could offer coffee in the morning from 7-‐10 am in a suite upstairs if one of them has a door from the living room to the hall possibly. Starbucks sells coffee for less than 1/2 of what we pay for it. Their small is 12oz for $1.95, 16oz for $2.50 & 20oz for $2.95 that’s $21.00 a gallon We are paying $40.00++ that’s $48.80+tax.I think we should let our guest buy it there when we don’t offer it.
In Summary:
Progress ensues with preparations for the conventions; the short term goals on the radar are Memorabilia, Check requests, Entertainment, and Audio / Video. Soon after: the focus will be on printing, centerpieces, transportation, and decorations. We are pressing onward with enthusiasm and anticipation as we prepare to welcome our wonderful fellowship to Florida for “A Splash of Serenity.”
In Love and Service,
Kenny Williams Atlantic South Region Trustee
Randy Denike Chairman
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