WSOB MINUTES
March 20th 2021
OPEN MEETING @ 9:05 a.m.
SERENITY PRAYER – Brenda
TRADITION 3 – Tom P
CONCEPT 3 – Lolita
ROLL CALL & QUORUM DETERMINATION
Present:
- Brenda Chair
- Alesia Vice Chair
- Lolita DOO
- Cathal Secretary
- Michael Treasurer
- Ron D DAL
- David C DAL
- Pierre K DAL
- Tom P Interim WST
- Kevin WSOT
- Susan L 2022 Convention Chair (Austin)
- Mike D 2023 Convention Chair (Atlanta)
- Joost 2024 Convention Chair (Holland)
- Joe B Guest (Virtual Convention Presentation)
CHAIR ANNOUNCEMENT(s)
A reading from ‘ A Quiet Peace’.
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s)
Tom P puts forward motion to approve minutes. Alesia seconds the motion.
Motion withdrawn, to be readdressed after break when members have had time to read over the minutes.
(See # section after Trustee Reports)
SEVENTH TRADITION –
Observed in the office, donations can be made online at CA.org.
CAWS CONVENTION REPORT
CAWS 2022 (Austin) Susan L. (See page 7)
Highlights:
NO meeting has taken place since the last WSOB meeting, next meeting due w/end 27/3. At the hotel in Austin.
Registration forms been worked on by Jane (Reg Chair). Modifications been made to ‘Event in the Box’.
The invoice received from C event is being queried, as yet no contact has been possible.
Question raised over whether it includes expense associated with NY CONVENTION.
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This will be investigated and reported on at the next WSOB meeting in April.
This vendor will be included in the Vendor Review, as concerns were raised about performance and suitability.
CAWS 2023 (Atlanta) Michael S (See page 8)
Highlights:
Facebook set up to promote on social media platform.
Bank account to be set up, ongoing discussions with respective ASC.
Questions over using C event, as 7% processing fee is quite high, to be discussed with Robert B.
CAWSO 2024 (Amsterdam) Joost van K (page 9)
Highlights:
Still looking at hotel proposals, liaising with Robert B (DAL ) & Jason (TAL 2).
Good fundraising is already in place, amazing work been done, funds are already coming in, therefore the bank account is becoming more necessary. Brenda addresses the banking issue, discussions ongoing and a meeting with Bank of America is planned for 3rd
There may be a change of bank necessary to facilitate international banking.
In addition, Quick Books to be integrated into each convention committee to ease the accounts procedure moving forward.
PRESENTATION ON VIRTUAL CONVENTION Joe B (page 10 – 21)
Susan L gives brief introduction on the journey so far, outlining how people who were originally working on a virtual convention for Austin plus other members got together to move this project forward.
Joe B delivers the presentation, highlighting how the world of delivering a virtual convention has rapidly changed in a very short time period. Of how we are all more comfortable with such platforms as zoom, thus allowing a global virtual convention more possible. This is an opportunity for all areas to be part of, whether it be a small face to face event which can be shared with the virtual hybrid style event.
Considering the current covid restrictions, and uncertainty over future restrictions, this is an event which can be set up and not be altered. The date of the event was discussed whether before or after conference.
Yet it was agreed that this was not the forum to discuss the minutiae of the actual event.
David C puts forward a MOTION
‘That the WSOB supports a virtual event/ world convention in 2021’.
Kev M. seconds the motion.
Tom P enquires whether this is encroaching on the WS convention committee.
Susan L informs WSOB that all people are on board and up to date with project.
Motion passed. (WSOB approves of concept).
Now to be delivered to the WSBT.
OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S (page 22 – 24)
WSO procedure manual is now complete, ready to go to the WSBT.
A new server is now in place.
A new remote server (MICROSOFT 365) is also in the process of being put in place.
Marius to reach out to all members to provide training on how to upload and access all the functionality of the new system. He may also need to access your PC to allow access to server.
All files and information to be uploaded to this server, to enable all files to be accessed remotely.
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A work in progress.
Still in the process of removing old unused email addresses.
Brenda adds that the French version of AQP is with Yves and it is at the stage that proposals are being sought for printers.
An online vote may be necessary, WSOB will be updated accordingly.
David seeks clarity on the translation process (Pamphlets), whether we are delegating more responsibility t each area to do their own proof reading. This is confirmed by Brenda and the Peer review process was explained.
(Translation completed – peer reviewed by 3/4 members who were not involved in the first translation –
True translation confirmed – Returned to office for formatting of pamphlet – Returned to respective area with a licenced royalty agreement – Payment sent thus allowing to print on demand)
Indonesia to be used as a test run.
Tom makes the point that it will give translations integrity, Kev M adds that financially it makes more sense.
Kev M also suggests setting up guidelines, to assist the proof readers.
DIRECTOR REPORTS
Chair – Brenda M. (page 25)
Highlights:
Manual is now complete and will be passed onto the WSBT.
Concerns regarding our current Insurance, having looked at our general Liability Policy we are sorely uninsured.
No Directors & Officers Insurance. Nor do we have EPL Insurance.
The renewal date is the 24th April so this must be addressed.
More information will be delivered at next meeting when discussion will have taken place with Insurance carrier.
As a board we need to approve the WSOT slate.
David C resume already been approved, but in order for the slate to be accepted by the TEC, another candidate was sought, Laurie R.
Brenda entertains a motion to submit the slate consisting of David C & Laurie R.
Tom makes the Motion.
‘To submit the slate consisting of David C & Laurie R’
Kev M seconds. Motion passed.
Tom P thanks those for putting themselves forward, Kev M informs the board that both candidates are qualified for the position.
Brenda to attend Finance Committee as opposed to LTP, as she feels in will be more beneficial.
Ron D asked by the chair to attend the S&B meetings, Ron D agrees to do so.
Vice Chair- Alesia F NO WRS
Highlights:
Attended both Archives & Conference Committee.
Working on referrals which will be continued after this meeting.
Talking with vendors, to keep up to date with procedures if we have to deliver a virtual conference.
Treasurer – Michael T.
Highlights:
Not present, if there are any question email Michael and copy in Brenda.
Secretary – Cathal No WRS
Highlights
Unable to attend this month, but I have been keeping up to date with the projects via communication with Bob S .
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The app is the main project and quotes are being sought regarding the front-end developers.
Director at Large – Pierre K. (page 26 – 27)
Highlights:
All committee meeting attended this month.
Currently working through the WSO manual.
Both H&I as well as LCF working on projects.
All is going good.
Director at Large – Ron D. No WRS
Highlights:
Issues accessing the meetings and receiving the minutes.
Brenda seeks clarity on whose makes up that committee and if there are international members.
Tom P adds that the committee is very small, yet work has been done.
Kev M points out how the role has changed over time, yet there are fresh areas where Unity could bring their service.
Director at Large: Robert B. (page 28 – 29)
Highlights
Not present.
Director at Large – David C (page 30 – 32)
Highlights:
Ad-hoc Committee to submit a referral,
Queries over questionnaires, currently paused by Robert B, Kev M explains that it requires conference approval.
Pie chart being worked on to illustrate expenses, not yet deliverable, aiming for next WSOB meeting.
Work been done on virtual event which has already been covered by Joe B.
David enquires about the timeline surrounding the virtual event, as to whether it will be sabotaged by procedure.
Both Tom P & Kev M highlight how both the Convention committee and WS Conference need to be involved in the process of such an event. Kev M points out that boundaries to such decisions are essential.
Brenda clarifies that after the next convention meeting, it needs to be passed to the WSBT.
Appreciation passed to Brenda for attending the WSPI committee.
Drug court cheque received and going ahead.
Website issue raised again; advice given to make a referral.
PI handbook nearing completion.
A project tracker is also been worked on.
Brenda has deferred the ‘Pie Chart’ project to David C.
TRUSTEE REPORTS
WSOT Trustee – Kevin M
Highlights –
There was a WSBT quarterly meeting a few weeks ago, where the upcoming conference was the main topic of debate. Conference committee delivered a report on a virtual conference, but their preference would be not to have the conference in this form. They were also tasked with looking at a Hybrid event.
The hotel fully expects to be able to host the event, therefore at present are not willing to let us out of the contract. so as of now we are moving forward with a face-to-face convention. How vaccine rollouts differ from continents, this will determine who can attend the conference.
David C adds that UK may have some type of Covid passport in place which may allow their participation.
This will be confirmed as a ‘Go’ or ‘No Go’ in our Spring quarterly meeting in May.
Brenda asked what the cancellation would cost, Tom P states that at the end of May, the cancellation fee is 90% of minimum income which works out at $70,000.
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Brenda adds that the WSO are moving forward with an in-person conference.
Alesia adds that any planning for a virtual convention is reversible.
Kev M requests insurance policy so that the WSBT can view it.
WST Trustee – Tom P.
Highlights:
Continued communication with Fred from hotel on a fortnightly basis, moving forward convinced that event will take place. The word from the hotel is that they are greatly confident of being able to host the conference.
Kev M adds that Tom P is the WSBT liaison regarding the hotel in LA hosting the conference.
#APPROVAL OF FEBRUARY MINUTES.
Tom P puts forward motion to approve minutes. Lolita seconds the motion.
Amended to include that Alesia did submit a WRS.
Minutes approved.
Kev M comments that he would like more detail in the minutes.
Noted by the secretary.
APPROVAL OF JANUARY MINUTES.
Not yet approved as the bank required further details, therefore it is necessary to check that all details are included in the minutes. Once this is completed, we will have an online vote to approve the January minutes.
Any information in the minutes detailing any bank information will be redacted.
GUEST REPORTS: Previously delivered by Joe B
NEW BUSINESS
Brenda discusses the Office Procedures Manual and seeks any questions or comments.
Kev M states that WSBT have reviewed the manual and sees no problem with it.
Brenda adds that it was not for approval, as it is a work in progress document, and it is in use and will constantly be updated living document.
The chair would like to discuss the Royalty agreement to determine the amount that will be charged per book to each area., now that we have AQP French version which is nearing the point at which they will need to have such an agreement in place.
Questions raised over how much would be charged and when the payment would be sent.
Pierre K expresses concern over how we track the Royalties in each area.
Kevin M provides an explanation of the difference between a license agreement and a Royalty agreement:
A royalty is a charge per-item, best used when it is easy to count the number of items. A license is a flat charge for a period to make an uncounted number of copies of a defined set of items. Best used when a per-item charge would small and accurate accounting of quantities is difficult.
Tom P explains that we have 2 models in place at the moment, one which is that WSO prints, and stores books and then dispatches to areas once order is placed, the second model is that each area is responsible for the entire process.
There seems to be quite a bit of discussion still required so it will be put back on the agenda.
David C points to the fact that Jason L has to be kept involved in this conversation moving forward.
Brenda makes the point that considering that Portugal, have already printed books we need to arrive at a figure.
David C feels that there is a precedent set with the German agreement.
Tom P makes the Motion ’ Set a royalty agreement of $7 per book’.
Cathal seconds. Motion passes.
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Brenda closes the meeting by outlining how she would like to have our conference opening report finished well in advance of the conference. This will be addressed at nest meeting.
Brenda makes a ‘Motion to Adjourn’.
Tom P seconds the motion.
Next WSOB meeting 17th April 2021.
Meeting closed with Serenity Prayer.
Cathal M
WSOB Secretary
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