WSOB MINUTES JUNE 19th 2021
OPEN MEETING @ 9:05 a.m.
SERENITY PRAYER – Brenda
TRADITION – Ron D
CONCEPT – Ron D
ROLL CALL & QUORUM DETERMINATION
Present:
- Brenda Chair
- Alesia Vice Chair
- Lolita DOO
- Cathal Secretary
- Ron D DAL
- Robert B Dir of Conf & Conv
- David C DAL
- Tom P Interim WST
- Kevin WSOT
- Susan L 2022 Convention Chair (Austin)
- Mike D 2023 Convention Chair (Atlanta)
- Joost 2024 Convention Chair (Holland)
- Ron (Member of the Fellowship)
SEVENTH TRADITION
Observed in the office and suggested to donate online.
Approval of last month’s minutes to be moved forward as some members of the Board have not had sufficient time to read them properly.
CAWS CONVENTION REPORT
CAWS 2022. (Austin). Susan L.
Highlights:
Hotel reservation link discussed at meeting on May 15th and this will be posted online as of Monday 21st of June.
Lots of positive interest shown already.
Fundraising merchandise being developed with some t shirt designs on the table.
Alterations necessary to speaker line up, some of which is due to the uncertainty of travel due to covid, specifically our main speaker Russell S
C-vent is still proving to be of concern as our contact has resigned.
Robert to elaborate on this point.
CAWS 2023 (Atlanta) Michael S.
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Highlights:
All moving in the right direction, themes and logos being worked on, lots of promising ideas from committee.
Mike S to liaise with CAWS 2023 secretary to provide minutes to WSOB.
Brenda adds that highlights would suffice.
Robert reports that the meeting was positive, both pre and convention themes are being developed and the logo is also in the pipeline.
These should be presented to the board shortly.
Discussions taken place with the Programme chair regarding timeline of speakers and workshops,
so that all can be in place by the close of Austin.
CAWSO 2024 (Amsterdam) Joost van K
Highlights:
Robert & Jason met with Hotel Liaison to discuss the next steps, all moving forward.
SR14 being developed as the new proposed date for convention is different to the date which was in original bid presented to conference, as previously discussed, July is now being considered, as opposed to May.
All committee positions are now filled
Brenda adds that contact has been made with bank regarding international banking, once more information is available, contact will be made with both Mike S and Joost.
Brenda reads from A Quiet Peace.
Brenda introduces Ron, a member of the fellowship who is celebrating 40 years of sobriety.
Respect and appreciation are shown by the members of the Board, for the work and love shown to our fellowship by Ron over the past 40 years.
OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S.
Work being carried out on the option of using Amazon as a platform for us to sell our literature. There are quite a few options available but print on demand seems a good starting point. Initially this would prevent 3rd party vendors from selling our books.
HFC2 has been uploaded, which will give 50cents profit, this will be researched more thoroughly but for now this will allow us to see how it works. A proof will be sent to the office to assess the quality.
There have been bids for the CA companion guide editor received (see report for details)
This will be presented in New Business to vote on the motion.
Kev M adds there may be problems with the generic nature of ‘print on demand’.
Brenda adds that research is still taking place, so there is nothing concrete yet.
Discussions yet to be made by this body regarding Amazon.
(Mike S leaves meeting.)
David C seeks clarity on Lolitas report on translations, Lolita points out that the communication is ongoing.
Brenda adds that a meeting involving Jason may be necessary.
Brenda questions the need for information which is provided by the DOO on starter kits and chips.
Currently this is a monthly task.
Robert adds that he feels it is of benefit to see where the growth is occurring but that it could move to a quarterly report. This is to be changed and will now be a quarterly report.
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DIRECTOR REPORTS
Chair – Brenda M.
Highlights:
The Finance committee meeting is tomorrow, Michael will be in attendance as Brenda has other fellowship commitments. Progress being made on CPA; more will be presented next month.
Discussions ongoing with bank of America, specifically international banking.
Jason sent a request for international interns, specifically from China.
Brenda does not feel we have enough projects to justify the need for such an intern role.
Tom agrees that presently there is no such need.
In addition, there is application from China to set up an area so this may be an area that needs some work.
We may not provide the intern with any true role.
Tom adds that we need to liaise with Michael and see what stage we are at with regards to filing our returns.
Lolita to forward the information to Tom so that he can present to WSBT.
Kev M would like the office procedure to include that that the WSBT & WSOB are made aware of when our Tax returns are filed.
Brenda confirms that this change will be applied.
Vice Chair- Alesia F.
Highlights:
Work being carried out with conference committee regarding supplies necessary.
Brenda adds that with the new approx. $20,000 cost attached to conference, attempts are being made to cut costs in other areas. The cost associated with the printer (rented at $1000) which is resident at the conference.
Alesia feels that this is a necessary tool for conference, to allow printing on demand.
Brenda suggests that we look at cheaper alternatives, contact to be made with printer vendor.
Robert B adds that considering the times we live in, is it necessary to use so much paper.
Susan adds that less reports should be printed, a change in how we behave towards printing.
Wireless printers may be a solution.
Kev M adds that we still have the need for paper copies as some members are not computer literate.
Susan Adds that as of 2019, all reports are on the Box. Single reports are given on demand but that this has been reduced.
Treasurer – Michael T.
Highlights:
No updates.
Brenda adds that a meeting in UK had an event which had been linked to ‘Just Giving’ in CALA.
Funds were sent to CALA.
Michael adds that he does not see the sense in not accepting money from providers such as ‘Just Giving’.
Kev M states that we can run into issues with affiliation if we accept money in some form from companies.
Tom P adds that in this case we would need to send an acknowledgement, so this is where the issue lies.
Secretary – Cathal
Highlights:
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Not able to attend the WSITC, but it appears to be moving forward with the mobile app.
Work still ongoing with Bob on how to present the Teams roadshow at conference.
Director at Large – Ron D.
Highlights:
Attended all conference calls, no highlights.
Director at Large: Robert B.
Highlights
Regarding CAWS 2024, SR14 submitted to move the conference to the 2nd week in July, as the original bid stated that it would be held over the Memorial weekend, the committee felt to be respectful to the process, an SR14 was necessary.
The hotel has put a hold over the dates we are discussing, so we do have first right of refusal over these date until September, as the hotel had suggested the change, they are being very amicable.
For the upcoming conventions in Atlanta and Holland, it is necessary to get some written instructions on how to set up and work Quick books.
Convention committee meeting was cancelled, not a great deal to report.
Brenda adds that when the Bid vetting motion is made, would it be possible to present in partnership with the conference committee.
Robert B suggest that it should be a united presentation involving representation from the WSOB, WSBT, Finance and Conference committee
Tom P feels that the convention committee should make the motion as its making changes to their guidelines.
Discussions to take place surrounding this as there seems to be uncertainty over whether changes are being made to convention guidelines.
David C feels that it would be beneficial to have a member from each entity on the presentation group.
Susan asks Robert B to elaborate on the issue with C-vent.
Robert B feels that the contract cannot be accepted as it is such a poor offer.
Best way forward is to run out the contract which ends in September.
Tom P states we should seek some of the monies back as they performed so badly.
Susan L feels that the initial talks lead her to believe that ‘Force Majeure’ clause is not an option yet Tom P disagrees as they performed so badly.
. Robert B agrees with Tom but has concerns about the associated litigation.
Tom P, Robert B & Susan L to discuss further and present a recommendation to this board.
Susan L has concerns surrounding informing C-vent of our intentions, and the possible impact on Austin.
We have an outstanding invoice, and we do not want to get locked out of our account, as we had decided not to pay this bill until we had discussed the options moving forward.
This is to be discussed at the committee and Tom P will report back.
Kev M remarks on the convention in Holland, that the issue with the location is never discussed.
Robert seeks clarity on issue.
Kev M adds that the location means that it is difficult to travel to and from convention within Holland.
Tom P adds that the WSBT has no conscience on this matter.
Robert B adds that at this point, negotiations are still ongoing.
Robert B to deliver summary to the WSBT.
Director at Large – David C
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Highlights:
Regarding PI, not a great deal to report as meeting was cancelled. Extensive work was carried out and this will be presented at conference.
The Ad-hoc committee has compiled a list of completed tasks which could be included in our opening report.
Areas that were highlights were the cost increase of items such as key rings, and how moving forward we should have some type of set increase at set times rather than a large one-off increase.
The freedom fund which was heavily promoted at conventions is to put back to the front of our efforts.
Suggests to have a major presence of the freedom fund at conference.
Regarding the uncrease in literature prices, a suggestion is to increase ar the rate of inflation, 3% every 3 years.
Brenda asks if David C would participate in setting up the opening report for conference.
David C gratefully accepts.
Ken M adds that you can ask people for money too many times.
David C adds that he proposes to ask twice, once at World conference once at World convention.
Brenda suggests to include the freedom fund in the Finance report and follow that up with a banner on the website.
It may a little difficult to put something in place for the upcoming conference.
Robert B suggests that he may be able to facilitate the t shirt printing.
To discuss with David C offline.
TRUSTEE REPORTS
WSOT Trustee – Kevin M
Highlights:
Together with Conference Committee ,Alesia & AVP, lots of work been done on the Hybrid platform which is being used to deliver conference.
Russel S is to be the single point of contact with AVP.
Kev M intimated that he wanted to make a motion to make a payment of 10% to secure the Hybrid provider.
Brenda adds that a deposit is built into the contract payable August 1st.
Alesia to be the point of contact at the provider does not need lots of calls from different people.
Brenda to inform Conference committee that Alesia along with Russel S as the points of contact.
Tom P questions should we be so detailed with our discussions when we do not even have a contract yet.
Brenda to instruct Alesia to send contract to both Tom P & Brenda.
Still, lots of moving pieces so there is work still to done before any contract is signed.
Tom P adds that we may have to draw done from the prudent reserve to meet the costs of the conference.
Michael seeks clarity surrounding the prudent reserve.
Kev M states that it is an emergency situation and that is what the prudent reserve is for.
WST Trustee – Tom P.
Highlights:
Main area of work is with the hotel, we now have a booking code.
We now have a hotel rep, Eddie Gomez, that will ease our journey going forward.
The subject of Attrition rate has been raised on the board, but Tom P feels it is wiser not to set any rate as we may or may not hit the target.
Brenda asks that when all credentialing is complete and we know the exact numbers should we then discuss the attrition rate.
Tom P suggests that at this point he aims to discuss with Fred the option of dropping the rate completely,
As hotels may be approaching upcoming events with this in mind.
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The Board agrees with Tom P’s approach to negotiations.
Robert B asks when would it be necessary to involve the hotel in discussion surrounding the Hybrid event set up.
Tom P suggests that this happens on the next call to ensure all things are in place such as internet connection.
David C asks whether or not the WSBT has voted against the online convention event.
Kev M confirms that event vote failed due to the number of events being planned.
Alesia enquires whether the increased wifi requirements will affect the cost, Tom P will look into this concern.
NEW BUSINESS
Brenda highlights that we need to get our opening report in place, to include all of the changes made to the working procedures and other improvements. To work alongside David C to achieve this.
It is necessary to vote on the editor for the 12Step work companion. There have been 4 bids for post.
Brenda entertains a motion to accept Cherie H for the post as editor.
Lolita makes the motion. Tom P seconds the motion.
‘to hire Cherie H as the editing vendor for CA companion guide’
Kev M asks the question as to why we did not go with the recommendation of the LCF committee which was Casey.
Lolita says that this is down to cost and she also has experience as having been involved with AQP.
Kev M suggests that the editing should be minimal on the short stories, as over editing makes everything sound the same.
It is felt that Cherie’s experience will protect us from this happening.
Motion passed
Robert B restates that Atlanta & Holland require to be set up with Quickbooks.
Michael to liaise and set this up.
Alesia questions whether we will get access for the new t shirts.
Query about if payment has been processed.
Kev M makes motion to adjourn.
Tom P seconds.
Next WSOB meeting 17th July 2021
Meeting closed with Serenity Prayer.
Cathal M
WSOB Secretary
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