WSOB MINUTES NOVEMBER 20th 2021
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OPEN MEETING @ 9.00 AM
SERENITY PRAYER – Brenda invites the room to open with the serenity prayer
TRADITION – Joni reads the 11th Tradition
CONCEPT – Lolita reads the 11th Concept
ROLL CALL & QUORUM DETERMINATION
Present:
- Brenda – Chair
- Laurie – WSOT
- Joni – WST
- Lolita – DOO
- Alesia – Vice Chair
- Robert B. – Director of Conf & Conv
- David C. – DAL
- Cathal – Secretary
- Susan L. – CAWS 2022 Chair
- Mike D. – CAWS 2023 Chair
- Joost – CAWS 2024 Chair
- Charlene – CA Member
- Yves W – CA Member
- Jo P – CA Member
- Jessie – CA Member
CHAIR ANNOUNCEMENTS
The chair reads the relevant day from ‘A Quiet Peace’.
The minutes were received late so we will have to do an online motion in order to approve them.
SEVENTH TRADITION –
Observed in the office, online members are directed towards ca.org
CAWS CONVENTION REPORT
CAWS 2022. (Austin). Susan L
Highlights:
The last meeting for the steering committee was on November 10th. Next steering committee meeting is on Dec 5th followed by the general committee meeting on Dec 5th. Registrations are now at 307 with rom nights at 749.
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Prices will increase on March 1st.
There will be a general push on all areas in the coming month.
We have launched ‘CA Bucks’ which is a $10 voucher when you register, which can be redeemed when pur-chasing merchandise at the convention.
Contact has been made with the Hyatt in order to discuss increasing room allocation as they are running low.
Necessary that the WSBT act promptly so that all changes can be speedily made.
All committee members are urged to submit a written report on progress which will be available at the next WSOB meeting.
Everything is moving in a positive direction.
David C asks whether there is going to be stronger promotion in Europe as the travel ban is now lifted.
Susan would like people based in Europe to help facilitate the promotion of the convention.
David and Jo P to liaise with Susan to get something in place.
Some negotiation is still required as the Trustees will stay in individual rooms which has resulted in being 5
room nights short at discounted rate.
Laurie to bring this information to the WSBT.
Joost would like to connect the Dutch outreach chair with Susan to help promote the event.
Robert B adds that there is still room availability, as 749 only accounts for 66% of room availability.
There is also an overflow hotel nearby.
Robert B also adds that most of the registrants for the convention are from the US so any help with promoting in Europe would be greatly received.
CAWS 2023 (Atlanta) Michael S
Highlights:
All efforts are been made to catch up as 2021 was a difficult year and it is felt that we have lost some ground.
The programme chair is working off the template used for Austin.
We aim to have registration in place for Mat 2022.
Next steering committee meeting is on November 29th.
The chair asks if there is a hotel contract for Austin.
Roberts B clarifies that it is available and it will be sent to both Laurie and Lolita.
Robert B adds that there was a meeting between himself, Chris M (Regional Trustee) and Mike S to discuss how to move forward.
A path has now been laid down to move forward, and they are confident that registration will be in place for the close of Austin.
CAWSO 2024 (Amsterdam) Joost van K (not present)
Highlights:
We had a great brainstorm meeting with Ruby form the US at which we discussed some ideas on Outreach. Working with the hotel on initial contact more than negotiations, next week there is a meeting involving Rob-ert B as well as Johann (Regional Trustee) to start hotel negotiations.
All positions are now filled but there are also some new positions created such as an IT chair.
In general, currently in good shape.
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OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S
Highlight.
Lolita makes a motion ‘to start using Give Butter as a platform to accepting donations.
Robert B seconds the motion.
David C asks what it will look like and if we are aware that the IS& B working group are looking into such platforms.
The chair states that she is unaware of the relevant committees’ timelines so it’s felt that time is not on our side.
This idea was put forward by the finance committee, so making a decision now is preferable.
Jo P speaks for the motion and states that it will, be a much better option.
Laurie adds that if the office is ready to move forward, then the decision van be passed onto the IS&B. Robert B seeks clarity on whether or not we will be using stripe and what fees will we be paying? Lolita adds that the fees are comparable to the existing fees that we pay on the current platforms. Lolita to send Robert B the exact fees.
Jo P adds that like most platforms the user is asked to make a donation towards the processing fee. MOTION PASSED
Lolita makes a motion ‘to start using stripe as a way of making online payments for our merchandise’.
Alesia seconds the motion.
Lolita states that it allows a lot more currencies to be processed, and it will be a lot more user friendly.
Jo P speaks of how similar platforms are used in CAUK and of how accommodating it has proved.
Roberts seeks clarity on whether we will be using both platforms.
Lolita clarifies that we will only be using Stripe with merchandise but Give Butter with donations
The chair discusses the privacy law implications in Europe and of how important to protect people’s personal information.
This new platform will cater for this issue.
Lolita adds that it will make the work required a lot more streamlined.
It is not replacing PayPal, just providing an alternative.
It is aimed at simplifying the process.
MOTION PASSED
The 12-step companion guide is now available, all orders can be placed.
DIRECTOR REPORTS
Chair – Brenda M
Highlights:
The project list has been updated with relevant information.
The 2020 taxes have been filed, but we may change the vendor moving forward, as our previous accountant has proved difficult to make contact with.
Next week we will get quotes from 3 CPA firms.
Jason has requested that the chair attends NY virtual sharing event on Dec 7th.
A report will be included next month.
Attempts are been made to come up with strategies om how to market and sell the 12 step Companion guide.
Initial thoughts are that workshops based around the guide will help with this and people are asked to put themselves for-ward to facilitate this going forward.
LCF is integral to the process, and discussions with Elizabeth S are ongoing.
Cathal has put himself forward to be part of this as a member representing the board.
Yves asks about information on the Amazon sales.
Lolita to provide this at the next meeting.
Vice Chair- Alesia F
Highlights:
No highlights.
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Treasurer – Michael T. (Not present)
Highlights:
Secretary – Cathal
Highlights
The IT committee are still working towards getting the app set up. Looking at the AA model to see if we can use the simi-lar platform. Still very much in its infancy though.
David C has suggested to me that as it lies in the remit of the Advisory committee, would it be best to have a subcommit-tee of that to get things in place.
The chair adds that there has to be a more phased approach towards the helpline project.
Unable to attend the Unity committee.
Regarding the Helpline, I have contacted Eddie M and will discuss with the chair offline. More to be reported next month. The chair advises that Cathal gets the minutes of the Unity committee as that meeting is on the same time as the WSOB meeting.
Director at Large: Robert B.
Highlights
Arizona 2025 has a general committee meeting tomorrow, at which there will be 3 interviews for the chair position.
The bank account needs to be in place for March 8th.
Travelling to Dallas on Dec 2nd to discuss the contracts, using leverage of the 2024-25 contract in order to improve the 2023-24 contract.
Vicky R conference coordinator, will be present.
Conference committee expressed their concerns about the amount of office information going out in the delegate mailing.
This to be remedied by condensing all information into one separate file.
Also, the committee discussed the virtual component of the upcoming conferences and how this would need to come from the conference floor as opposed to the committee.
The chair clarifies this by pointing out that there is no final costing yet and until this can be provided to the WSBT no de-cisions can be made.
Laurie seeks clarity on the Arizona bank account, as to whether it is a local bank account or the bank account associated with the office.
Robert B clarifies that it is the office account, which can easily be relabeled.
Laurie adds that this can be achieved by changing the label from odd year even year to the exact convention.
There seems to be sufficient bank accounts to facilitate this change.
Director at Large – David C
Highlights:
Currently liaising with WSBT LTP & WSBT IS&B, both of which have subcommittees.
With regards to the LTP, we are looking into the probability of a new website which is being led by Joe B.
This is to aid ease of communication moving forward by engaging people globally.
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Meeting is next Saturday.
Regarding IS&D which is being led by Sarah (Regional Trustee), we are looking into a licensing agreement and product sales in Europe.
There is also a working group involving Jason & Joni looking into translation policies.
Quite difficult to work through, being assisted by CA lawyer Bernie.
This allows us to balance integrity with copyright.
The chair asks if there is a date that a policy can be delivered.
David C states that a draft will be delivered before Christmas.
The essence is to put areas at the center of the process, which also benefits the fellowship when it comes to cost, due to localized proof reading.
Regarding PI, we have discussed the helpline, as well as the cost of drug courts.
There is an ad Hoc committee looking into the coast of such events.
The survey which is carried out annually is going to have a translation section, which requires some help.
The Freedom fund is another are that could do with attention as it is a great source of income.
The chair adds that when we are launching the new platform ‘Give Butter’, we will link it with the Freedom Fund. The Pie chart is to go online with the delegate mailing as well as the News Gram
The chair adds that once we get QuickBooks working properly it will allow us to provide more accurate information to feed such projects as the Pie chart.
TRUSTEE REPORTS
WST Trustee – Joni
Highlights –
Quarterly Borad to Board planned for 3rd – 5th December.
So all quarterly reports from the WSOB to be sent to Laurie by tomorrow.
The $10k temporary cap on the individual donations has now expired, reverted back to $5k.
There is a referral to bring this back to $10k.
Laurie makes a motion-
‘ to transfer $25k from the prudent reserve to the operating account in order to cover convention mon-ies’.
Joni seconds the motion.
Robert B would like it noted that currently the P& L is down by $10K. MOTION PASSED (subject to WSBT approval)
Laurie makes a motion
‘ to transfer $35,034.14 from the operating account into the even year convention account’. Robert B seconds.
Lolita needs to get some clarity on the figures, so there needs a bit of collaboration with Robert |B.
MOTION PASSED (subject to WSBT approval)
Laurie makes a motion
‘to authorize Robert B to give the correct bank account details to C-vent credit card processing’.
Joni seconds the motion.
MOTION PASSED
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Laurie makes a motion
‘to transfer funds from operating savings account to operating working account’.
Joni seconds the motion.
MOTION PASSED (subject to WSBT approval)
The other 2 motions were struck from the agenda as new information was provided.
WSOT TRUSTEE – Laurie
Highlights
Main area of focus is the trademarks on a global scale.
This is a very expensive area and as it needs to be updated every 5 years.
We hope to build a report and which should allow us to then put a document in place.
The same apples to the copyright, which will require the help of the office moving forward.
EXECUTIVE SESSION TO INTERVIEW CANDIDATE FOR THE DAL POSITION
Brenda entertains a motion to adjourn.
Meeting is closed with the serenity prayer.
Next meeting is 18th December 2021
Cathal M
WSOB Secretary
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