WSOB MINUTES
April 17th 2021
OPEN MEETING @ 9:05 a.m.
SERENITY PRAYER – Brenda
TRADITION 4 – Ron D
CONCEPT 4 – Lolita
BIRTHDAYS. – Susan L. (22 yrs.), Kevin M (33yrs)
ROLL CALL & QUORUM DETERMINATION
Present:
- Brenda Chair
- Alesia Vice Chair
- Lolita DOO
- Cathal Secretary
- Robert B Dir Conf & Conv
- Ron D DAL
- David C DAL
- Kevin WSOT
- Susan L 2022 Convention Chair (Austin)
- Joost 2024 Convention Chair (Holland)
- Wolter 2024 Convention Vice Chair (Holland)
CHAIR ANNOUNCEMENT(s)
A reading from ‘ A Quiet Peace’.
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s)
Brenda entertains a motion to approve the minutes, motion made by Lolita, seconded by Alesia.
Motion passed.
SEVENTH TRADITION –
Observed in the office, donations can be made online at CA.org.
CAWS CONVENTION REPORT
CAWS 2022 (Austin) Susan L.
Highlights:
The planned meeting was cancelled due to attendance and rearranged for May 15th at the Hyatt hotel.
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Lolita, Robert & I have met with the C-vent rep, we received 3 documents, advises Lolita not to make payment as there are possible discrepancies.
Also spoke with Jay, the link with the Hyatt is going live next week, there will be contact made with everyone who is listed as having shown interest.
Robert adds that he feels he needs to talk with Tom regarding the contract.
Essentially, they would like to extend the timeline we currently have which is to end next year, by 2 years.
Susan enquired as to whether this would cater for Holland, and it was confirmed by the rep that this is possible.
Currently we have a fee of $4,000 per year for a 2-year period, the 2-year extension would be at the base rate of $500 per year.
Robert confirms this system would serve both the convention & Conference.
Brenda expresses concern over the functionality of C-vent.
Susan L points out that it is difficult but if sufficient training was provided the potential is exceptional.
Brenda suggests that 1 person in the office should get this training, get proficient and then work with the upcoming chairs.
Joost adds that his option would be to use service within the committee to service registration rather than spend this amount of money.
Kev M clarifies that our decision is based on having to pay $8,000 irrespective of decision, or if we extend by 2 years a total of $9,000.
Robert B feels this is a very good system, to confirm numbers during the upcoming week.
CAWS 2023 (Atlanta) Michael S (Not present).
CAWSO 2024 (Amsterdam) Joost van K
Highlights:
We have met with the steering committee a week ago, provisional budgets have been shared with the WSOB.
A meeting was held with the Hotel, Robert B was in attendance, such discussions are ongoing.
Plans for Jason & Robert B to be present at such meetings.
Discussing a 15% if we can move the event to the start of July as opposed to taking place on memorial weekend.
Brenda adds that a meeting is planned with BOA so that we can set up international banking.
Robert B makes the point that convention guidelines allow for the date to be moved.
OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S
Highlight.
The license agreement is now complete.
AQP French version royalty agreement with Canada has been signed,
Regarding the vendors, HFC quality is very poor.
There has been work done on the 4 new vendors, samples from all 4 have been received this has been
sent out to the Board members.
The recommendation is to use ‘Smith Printing’.
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Brenda entertains motion, Robert B makes motion ‘to submit slate of vendors to the WSBT’.
Motion is seconded by David C.
Motion passed.
Brenda entertains motion, Kevin M. makes motion ‘to print 2,000 copies of English version of AQP’.
Motion is seconded by David C.
Alesia statement against motion, prefers to print 1,000 as we could reprint if necessary.
Kevin M withdraws motion.
Robert B makes friendly amendment to motion to 1,500.
Kevin accepts amendment.
Motion ‘to print 1,500 copies of English version of AQP’.
Seconded by David C.
Motion passed.
Issue around quality of HFC, suggests reducing the price in order to sell them. Unable to make contact with Vendor regarding the quality and the bill.
The invoice is for $5,600.
David C seeks clarity on the quality, Alesia adds that the issue is the discolouration and the binding.
Robert B makes the motion ‘ to return all the HFC books to the printer with the request that they pay shipping’.
Seconded by David C.
Motion passed.
David C. adds that the Translation tracker codes make a lot of sense to use., Brenda & Lolita feels it may not be necessary.
Still work to be done.
All changes and improvements will be included in the project tracker and will be delivered to conference.
Brenda adds that there was a plumbing issue at office, cost of $600.
DIRECTOR REPORTS
Chair – Brenda M.
Highlights:
The finance committee meeting was postponed and will now meet tomorrow on the 18th April, a report will be delivered next month.
Contact made with Insurance broker as CAWSO liability Insurance is due for renewal this month.
The new policy will cover Director & Officers Insurance as well as Employees protection Insurance and Employers Liability Insurance. This is to be sent to the WSBT legal committee. To investigate in country cover, but Davis C points to the fact that each country has their own PLI policies in place.
Brenda, Tom & Michael attended a meeting with the bank to make required changes.
There are 8 bank accounts active, Michael to investigate and close accounts where appropriate.
Brenda adds that regarding the warehouse, we have a lot of merchandise & memorabilia from conventions which is occupying a lot of space.
Discussion around how we come up with a strategy to solve this storage problem.
Robert makes a motion ‘ to give away left over convention memorabilia’.
Seconded by David C.
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David C makes friendly amendment ‘ to hold an open day at the conference where items will be present to whoever wants them’.
Robert accepts amendment.
Motion Passed.
After this event the items will be given away to such places as sober living and any conventions which would like them.
Kev M. makes the point that we should keep an account of what we give away so that we can update our inventory accordingly.
Vice Chair- Alesia F
Highlights:
Issue surrounding 3 referrals, these are to resent to the individuals concerned.
All other referrals are closed.
Treasurer – Michael T. Not Present
Highlights:
Secretary – Cathal
Highlights.
Moving through Microsoft 365, finding it an incredibly good means of communication.
Regarding the WSITC, lots of work ongoing yet there seems to be issues with the time frame surrounding the app. Currently seeking 3 quotes at outsourcing the work.
Concerns about the limited skill sets that exist within the fellowship to move this project to completion.
Brenda adds that this is business to be concluded at the conference.
Brenda adds that we should aim to promote Microsoft365 at the upcoming conference, so that we can all try to use the same platform to communicate,
To liaise with the IT committee and put some type of presentation in place for conference.
Kev M. makes motion ‘ to transition WSOB to Microsoft 365 (TEAMS)’.
Seconded by Robert B.
Motion Passed.
Director at Large – Pierre K. Not Present
Highlights:
Director at Large – Ron D.
Highlights:
Issues with receiving the Unity report, moving forward report will be sought sooner.
Director at Large: Robert B.
Highlights
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It appears that we will be able to hold the upcoming conference, hotel is confident as June 15th is the date that California is relaxing its Covid measures. Hotel is very flexible when it comes to F&B.
Brenda asks about a Hybrid conference as an email from a member sought clarity on this point.
At present, $25,000 would be the cost of a Hybrid event.
Kev M adds that this is not the direction we are going and fully expect an in-person conference.
Yet there are still ongoing discussions. More to be reported next month.
Kev M to see if the virtual conference details can be passed onto the WSOB.
Alesia makes the point that our current live conference cost remains at $7,100.
The virtual event for 2021, was presented to the WSCCC , it was received with enthusiasm, but no need for them to get directly involved, apart from allowing the committee to be involved with regards to updating guidelines.
Robert makes a motion ‘Present the CAWS 2021 Virtual Event Presentation, from March 2021 meeting, to the WSBT for final direction and guidance along with ratification of current service structure’.
Seconded by David C.
Motion Passed
If event is before conference it needs to be passed by the WSBT, Kev M to take to the WSBT.
Susan adds that we need to get behind this event.
Kev adds that post conference the interest in online events may decrease, the room feels that the quality of delivery will increase participation.
Director at Large – David C.
Highlights:
Referring to Alesia’s report on the referrals still to be sent out, the referral specific to the Brand Style Guide was withdrawn by the Referrer.
WSOB recording this as ‘No Action to be taken’.
The Pie Chart & Expenses was presented and thoroughly discussed.
It was agreed to deliver it as a quarterly presentation via the NewsGram as well as the delegate mailing.
Brenda adds that it needs to promote openness and transparency, yet it must be in a simple format which is easily understood. Robert B confirms that this is what will be delivered.
Regarding The PI Handbook, a question was asked if there was going to be a licensing agreement required in order to print.
Kev M, adds that like the WS Manual, this is service material so there is no associated licensing agreement required.
PI have made Audio pamphlets and want to link to the YouTube channel.
David was told to present this altered concept to the WSOB.
Kev M points out that the office needs to assess whether the audio is an accurate representation of the material.
So therefore, it will need to be passed by the board as it could be termed as audio/literature.
Brenda and Lolita to put it on the project list and investigate the YouTube channel recordings.
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Robert adds that he has presented this motion to the Finance and Convention Committee and was informed that even though the Convention committee is involved, they have no option but to move with the bid as opposed to being able to say, ‘Yes’ or ‘No’.
This motion is to make a motion at the upcoming conference, but Robert would like it to be included in the mailing.
Motion – We move to formally make a motion during the 2021 World Service Conference to establish a World Service Office Convention Bid Financial Vetting Committee (WSOCBFVC). This WSOCBFVC will be responsible for reviewing all convention bids for financial feasibility prior to submission to the World Service Conference (WSC) for bid consideration. No bid shall be presented to the WSC without approval from the WSOCBFVC. The WSOCBFVC shall be comprised of the following members:
- WSOB Director of Conferences and Conventions (Committee Chair)
- WSOB Treasurer
- WSBT Finance Sub-Committee Lead Trustee
- WSC Convention Committee Member (determined by WSCCC)
- WSC Finance Committee (WSCFC) Member (determined by WSCFC)
- Two Members from the fellowship not currently serving on an aforementioned committee (resumes to be submitted to, and voted on, by other members of the Vetting Committee and subject to ratification by the WSBT)
Supporting documentation, as well as detailed explanations of structure and intent, are included in the following pages. This supplementary information shall be considered part of this motion.
Seconded by David C.
Kev M speaks for the motion but requires clarification on the ‘last 2 members’, feels that this point is excluding the people with the most experience.
Robert B adds that this is the start to making the motion so there will still be lots of discussion before it is delivered to the floor.
Kev M advises to keep the motion that hits the floor remains as close as possible to the original motion.
Robert B & Brenda points out that extensive work has been done by the Adhoc committee to deliver this motion.
The issues that may arise surrounding this motion may be SR13 and a power grab from the Office.
But Robert B feels that he has addressed most concerns in his motion.
Robert B clarifies the aim of this motion to Alesia.
That the bids that are delivered to Conference floor are not being reviewed properly and therefore it has not assessed if they are viable options.
Kev M adds that there still needs to be some alterations made to the motion, but in principle is good.
There may be some pushback from the WSBT.
Motion Passed
Robert B adds that he will rewrite it as a preliminary view for an actual motion for the WSOB meeting.
We can aim to finalise at that meeting.
David C asked about the delivery of a progress report to conference, Brenda adds that the WSOB will be delivering a full report to conference.
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TRUSTEE REPORTS
WSOT Trustee – Kevin M.
Highlights –
Most highlights have already been delivered, main point to deliver is the Conference Committee proposal for Virtual Conferences.
This goes into detail of the options open to us, if this is the road we go down.
Consultants being sought to advise the Conference committee on what is deliverable.
Most work over the past few months has related to the upcoming conference.
WST Trustee – Tom P. Not Present
NEW BUSINESS
All business have been covered.
Online motion to enhance the minutes was conducted in order to satify the BOA demands.
This was completed.
Next WSOB meeting 15th May 2021.
Kev M makes motion to adjourn.
Seconded by Alesia.
Meeting closed with Serenity Prayer.
Cathal M.
WSOB Secretary
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