WSOB MINUTES OCTOBER 16th 2021
OPEN MEETING @ 9.00 AM
SERENITY PRAYER – Brenda invites the room to open with the serenity prayer
TRADITION – Lolita reads the 10th Tradition
CONCEPT – Robert B reads the 10th Concept
ROLL CALL & QUORUM DETERMINATION
Present:
- Brenda – Chair
- Alesia – Vice Chair
- Lolita – DOO
- Robert B. – Director of Conf & Conv
- David C. – DAL
- Susan L. – WC 2022 Chair
- Mike D. – WC 2023 Chair
- Jo P. – Visitor
- Michael – Treasurer
Brenda reads the relevant reading from AQP.
CHAIR ANNOUNCEMENTS
Brenda updates the board on the issue regarding an office employee isolating die to covid. All measures were and still are in place to ensure everybody’s safety.
AUGUST & SEPTEMBER MINUTES TO BE APPROVED.
The chair entertains a motion to approve the August 2021 WSOB minutes.
Robert B makes a motion to approves August 2021 minutes.
Alesia seconds. MOTION PASSED
The chair entertains a motion to approve September 2021 WSOB minutes.
Robert B makes the motion to approve September 2021 WSOB minutes with a minor comment, to address the WST correctly, Joni instead of Toni.
Alesia seconds. MOTION PASSED
SEVENTH TRADITION –
Observed in the office, online members are directed towards ca.org
Page 1 of 5
CAWS CONVENTION REPORT
CAWS 2022. (Austin). Susan L
Highlights:
All systems are back up and running, some chairs of committees need to be replaced but this will be happening in the coming month. Ruby (Outreach) has resigned, we intend to reach out to find out her strategies, as she has such a pool of knowledge and contacts.
Registrations are remaining stagnant (309), whilst there has been an uptake in room nights (667).
There is a concerted effort to address the registrations with fliers promoting the convention.
We have reached out to the speakers, and all are still committed.
The anonymous donor has made necessary reservations for Russell and Edwina.
Next steering committee meeting on November 5th, next face to face on December 4th in Austin, the full committee will meet on Dec 5th.
Susan asks for the office staff to register, and for Lolita to provide information for her accommodation etc. for the up-coming meetings.
Brenda adds that the decision has been made that the DOO will not attend the meetings leading up to the convention, as we now have a director specifically tasked with such matters.
Robert B adds that the office positions (Chair, V. Chair, DOO & Treasurer) are registered but not the individuals.
Robert B asks Lolita about the C event costing, whether it has been paid.
Lolita confirms that payment has been made, $4,800.
Lolita to send a copy of the invoice and payment confirmation to Robert B.
David C informs Susan that there has been a cease-and-desist order on the use of the ‘Got Talent, as it is a global brand.
Susan to investigate this, and if necessary, rename the event.
CAWS 2023 (Atlanta) Michael S
Highlights:
We now have a new trustee in place and this will help us moving forward.
Tom and Mike visited the bank and an account is now in place.
All the subcommittees are filling their positions.
Negotiations still ongoing with the hotel, Registrations will be live as of the end of Austin.
Some artwork to be approved by the WSOB, included in the report.
Robert B adds that he has met with Tom S, working on the QuickBooks. This should be in place soon.
Mike S has a question on the use of the logo on a flyer, the positioning on a solid background.
Robert B clarifies that if the entire logo is not obstructed by any color change (solid color).
Alesia adds that it would be necessary for the artwork to be sent to the WSOB so that it can be passed.
CAWSO 2024 (Amsterdam) Joost van K (not present)
Highlights:
Robert B informs the meeting that the only item on the table is the final negotiations with the hotel.
For further details of the convention, see attached report.
Brenda asks if there is any development on the bank account.
Robert B said this is being worked on by Joost & Ryka.
Jo P. introduces herself to the Board, Brenda thanks her for her participation
Page 2 of 5
OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S
Highlight.
We are in discussions with Lucky Line to supply out plastic chips, some of our chips will be on back order until mid-December as they are having raw material issues.
Also investigated new vendors but could not find competitive prices. We also had difficulty with sourcing recyclable plastic chips.
Brenda questions whether now is the time to move to a metal replacement.
The cost would certainly increase.
Jo P adds that when CAUK investigated this, the cost increased considerably.
Robert B adds that this is a global supply issue and if we have a vendor who can supply and put us high on their back order, then we should commit to the order.
Considering that there is a referral surrounding the issue of recyclable chips we are working towards an answer.
DIRECTOR REPORTS
Chair – Brenda M
Highlights:
Brenda is going to ‘temporarily ‘cover the position of liaising with LCF & S&B until we have filled the 2 vacant DAl positions. Joni WST puts herself forward to cover the position with S&B
Vice Chair- Alesia F
Highlights:
The new chair of the Conference committee has introduced herself, as well as a Vice Chair has been elected.
Currently working on guidelines.
Treasurer – Michael T.
Highlights:
If there are any questions on the report, forward them to Michael and he will respond.
Arrangements to be made about an appointment with the bank, Brenda, and Joni to liaise.
Robert B suggests that we change 4 of the current bank accounts from odd and even year, to the actual convention accounts, one for each convention separately to make it easier for accounting.
Also, the current situation with Austins funds being in the operating account can be remedied by changing the bank account associated with C vent.
Brenda & Michael to investigate this and correct accordingly.
Robert B and Michael to discuss the accounts offline as there may be some misunderstanding on the terminology being used which may be misleading.
Page 3 of 5
Director at Large: Robert B.
Highlights
Not a lot going on currently but lots of meetings taking place with 4 conventions and 2 conferences.
Aiming to visit Dallas to help coordinate events as well as discuss all contracts up to 2024.
Brenda adds that there are still bills to be settled before the data can be compiled on the exact cost of the Hybrid event.
This will then be passed onto the conference to facilitate decision making on future events.
Director at Large – David C
Highlights:
The WSOB ad Hoc committee had its last meeting as we agreed that it fulfilled its purpose.
One final recommendation which is a motion ‘that the WSOB set up a project and strategies advisory com-mittee to work on current and future projects and make recommendations to the WSOB on action and implementation’.
Robert B seconds the motion,
MOTION PASSED.
Regarding PI, the helpline is an active project, both Edward who previously worked on it liaise with Cathal and move this forward.
We are setting up a policy on translations which will be delivered to the WSOB.
There are issues with the Licensing Agreement, specifically CAUK & Holland.
This concern is centered around areas feel that they were not involved in the process and that it came in as a mandate.
The steering committee feels that the larger area may not agree to sign such agreements.
Why has Europe been asked to sign and North America has not.
Brenda adds that they do not have to sign an agreement as they can buy directly from the office and pay the shipping charges.
Brenda states that this change was aimed at being of help and a solution to the excessive shipping fees.
It is all about copyright and intellectual property, and the delegated responsibility of the WSOB.
Brenda and David to attend the relevant meetings and provide an explanation.
We are also looking at the value of drug courts and the difference between the US & Europe.
PI has set up a subcommittee to investigate setting up strategies and formulating a proposal.
WSBT long term planning has a subcommittee led by Joe B to tentatively investigate a new website.
Also liaising with international structures and Development committee which is being led by Johann.
Both committee’s progress will be included in my upcoming reports.
TRUSTEE REPORTS
WSOT Trustee – Joni
Highlights –
No report but still trying to work out exact role.
Looking forward to the work ahead.
Brenda adds that she will be reaching out to use Joni in a consultancy role on certain projects.
Robert B asks Joni to discuss with the WSBT the selection of the 2 trustees who will form the Convention Bid Vetting Committee. It is the aim for both to be selected by end of December. It would be preferable if both had some type of financial background.
Joni agrees to discuss and move this along.
Page 4 of 5
NEW BUSINESS
The finance committee have asked us to look at an alternative gateway for payments.
To give the fellowship options other than PayPal. The suggestion is to look at ‘Give Butter’.
This gateway provides more security when it comes to personal data.
It is being used in Arizona and is proving to be successful
Lolita adds that people are finding the current payment gateway difficult to use.
David C asks if you can customize the pages.
Lolita states that this is possible.
Brenda suggests that those members who would like to tour the site can be sent a link.
Robert B questions whether the link will cause concerns with association.
Brenda adds that it is the same as PayPal.
Lolita clarifies that there will be no banner like presence on our website, so this will not present a problem.
The fee is 30 cents per transaction.
David C states that the international development committees first topic is to look at how to keep members details safe, so this could be something that can be considered. This is to be investigated and reported back at next WSOB meeting.
Brenda thanks Jo P. & Michael for their participation and looks forward to future involvement.
EXECUTIVE SESSION TO INTERVIEW CANDIDATE FOR THE DAL POSITION
There will be another interview next month for Yve. We will then vote on the first DAL position.
There are another 2 candidates for the 2nd DAL position as well as the candidate who is not successful on the first interview. A total of 3 for the second interview.
The feedback on the new questions used for the interview received positive responses from the board.
Brenda entertains a motion to adjourn.
Robert B makes the motion
Meeting is closed with the serenity prayer.
Next meeting is 20th November 2021
Cathal M
WSOB Secretary
Page 5 of 5