Dec 18, 2021 – WSOB Minutes – Approved

WSOB MINUTES DECEMBER 18, 2021

OPEN MEETING @ 9.00 AM

SERENITY PRAYER – Brenda invites the room to open with the serenity prayer

TRADITION – Mike S. reads the 12^th Tradition

CONCEPT – Lolita reads the 12^th 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
• Susan L, CAWS 2022 Chair
• Mike D, CAWS 2023 Chair
• Joost, CAWS 2024 Chair
• Yves W, CA Member
• Jo P, CA Member
• Jessie, CA Member
• Jay P. CAWS 2025 Chair

CHAIR ANNOUNCEMENTS

The chair reads the relevant day from ‘A Quiet Peace’.

October minutes were approved with minor amendments, which were made by Lolita after meeting.

SEVENTH TRADITION –

Observed in the office, online members are directed towards ca.org

CAWS CONVENTION REPORT

CAWS 2022. (Austin). Susan L

Highlights:

• The Steering Team met Saturday, December 4 in person at the Hyatt Regency with the full General Committee meeting following on December 5. Next in person meetings are scheduled.

• The San Antonio Unity Committee hosted a Drag Show last Saturday that was a great success.

• Registrations are holding steady. We currently have 321 registrants and 835 room nights reserved, up from 749 last month. Jay is talking to the Embassy Suites about getting everything set up to start reserving rooms there – will keep the WSOB updated.

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• Met with David and Jo regarding the European registration push and we are working to get some sort of video done and have received a couple of Holiday flyers that are short and sweet and just waiting on a few revisions. Will be meeting again soon.

• Memorabilia is on track. Prices have changed and Robert and Cindy are working on price variation report to be submitted as Check Request to WSOB. Archives and Auction/Drawing are basically ready to go and putting on finishing touches.

• We are working on new menus for the Trustee lunch and the Cigar dinner. Co-Anon finally reached out after a motion from Convention committee to delete them from guidelines

• The Host/Information chair resigned and we are expected to have a resume.

• We are in the process of getting all outstanding contracts shored up (Armadillo/Longhorn guy, food trucks, etc.).

• H&I is back in the swing and Natalie L. is chairing. She’s getting information to treatment centers in Austin and we have selected Cory S., of San Antonio to be her Vice Chair. Part of the funds raised at the Drag show will (hopefully) be used to transport treatment center clients from San Antonio to the convention. There are few treatment centers that are very excited about this possibility.

• Cliff has recently revised the Yapp app to reflect the most current revisions to the program. Contact Susan if you have not received the Yapp app.

• Workshops are ready to go and Diana will be requesting some funds for hats/t-shirts for her team to wear onsite and workshop leaders’ gifts. Chris G. attending the General Committee for the first time and he is a music promoter and is involved with Recovery Unplugged. He has offered his talents, which will be extremely beneficial.

• Hollywood H. needs an airline ticket and it was voted to give it to him

• Jay asked why meetings are two days. Susan informed him that they have a dinner meeting and the next morning a general steering committee.

CAWS 2023 (Atlanta) Michael S

Highlights:

• Met on December 15th. Went over responsibilities with each chair. Had private calls and spoke about reporting. Susan and Robert shared reporting forms.

• Hotel Liaison said the hotel has decided not to give back the $5 rebate.

• Food and Beverage is $40K. Trying to re

• Program Chair is working with Atlanta Tourism to find some activities.

• Spending Committee needs more people to talk about expenses. Let Mike know offline if you’re interested in being on this committee.

• Trustee, Chris gave report to Mike regarding importance of steering committee attendance.

• Vice Chair has provided a list of names.

• Treasurer has QuickBooks set up.

• Bank balance is $2,829.20 at Bank of America. Mike and Tom are the only signers.

• Program Chair provided potential list of speakers.

• Website www.caws2023.org

• Treasurer and Finance Chair is working together to get RegFox.

• Brenda’s comments: Due to late report, Convention artwork will be approved next month.

• Susan’s comment/question: Reminder that the speaker chair has to send the speaker list to the office for financial approval. Has logo been priced with all those colors? No, not priced yet.

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CAWSO 2024 (Amsterdam) Joost van K (not present)

Highlights:

• Met with the Steering Committee. The next step is with the hotel to hopefully finalize contract.

• One member from the general committee has resigned, but have a few people that may replace him.

CAWSO 2025 (Arizona) Jay Parker

• Expecting several resumes to form committee in the next month or so.

OFFICE DIRECTOR REPORTS

Director of Operations- Lolita S

Highlights.

• Lolita provided a list of items to consider promoting or discontinuing. It will be reviewed next month.

• Lolita made motion to give the three office staff an annual bonus of $100. David recommended $200. Robert made a friendly amendment to make the bonus $200. Lolita makes an amended motion to provide a $200 annual bonus for 3 staff members. Alesia F seconds the motion. MOTION PASSED.

• Lolita still working on getting a final hotel bill.  (Joni is also waiting for WSBT Q4 hotel bill.)

• Merchant account that will integrate with Cvent has been approved and will be activated soon.

• Lolita and Robert will meet to discuss credit card payment option during the convention. The BofA card terminals will be obsolete in February.

DIRECTOR REPORTS

Chair – Brenda M

Highlights:

• In touch with S&B Chair and will be attending meetings.

• Attended the AA hosted Virtual Day of Sharing, which included NA and several fellowships. They are willing to share and provide direction. An example of some of the discussion was they have an app that we have talked .They are having similar challenges. Jason will be get in contact with them. Maybe others from WSOB can volunteer as meetings will continue. Robert: Did the conversation of International Banking come up during AA hosted meeting? It did not, but Brenda will ask Jason to inquire.

• Board-to-Board was successful, especially the unity aspect.

• Brenda has three CPA firms that provided quotes.

• Alesia made a motion to accept Jeffrey Hill’s (CPA) proposal of $750 to file tax return. Lolita seconds the motion. Robert questioned the price versus value of other quotes. Brenda explained that Jeffrey has worked with Brenda/Michael with other non-profit organizations. Laurie questioned if they are aware of both CAWS and CAWSO. Brenda confirmed they are. Laurie was concerned about taxes being filed on time. Brenda confirmed that she had the discussion with Jeff Hill. MOTION PASSED.

• Alesia made a motion to remove Tom Phelan from the following Bank of America accounts as he is no longer a trustee. Robert seconds. MOTION PASSED.

• • CAWSO Operating Account

• • Business Advantage Account

• • Odd Year Convention Account

• • Even Year Convention Account

• • Operating Savings Account

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• • Prudent Reserve Account

• • Publication Fund Account

• • CORP Account – Business Advantage Cash Rewards Account

• • Odd Year Petty Cash Account

• Alesia made a motion to add Laurie Rossi to Bank of America bank account as a signer. on the accounts below. Robert seconds. MOTION PASSED.

• • CAWSO Operating Account

• • Business Advantage Account

• • Odd Year Convention Account

• • Even Year Convention Account

• • Operating Savings Account

• • Prudent Reserve Account

• • Publication Fund Account

• • CORP Account – Business Advantage Cash Rewards Account

• • Odd Year Petty Cash Account

• Alesia made a motion to add Joni Etue to Bank of America bank account as a signer on the accounts below. Robert seconds.

• MOTION PASSED.

• • CAWSO Operating Account

• • Business Advantage Account

• • Odd Year Convention Account

• • Even Year Convention Account

• • Operating Savings Account

• • Prudent Reserve Account

• • Publication Fund Account

• • CORP Account – Business Advantage Cash Rewards Account

• • Odd Year Petty Cash Account

Vice Chair- Alesia F

Highlights:

No highlights.

Treasurer – Michael T. (absent – reports submitted)

Highlights:

Secretary – Cathal (absent – no report)

Highlights

Director at Large: Robert B.

Highlights

• Robert requested that the minutes reflect that Joni Etue is the WST and is the legal signatory for CAWS Inc. This request is from the Netherlands. Alesia stated that Brenda Mabin is also a legal signatory. Robert requested that minutes also reflect that Brenda Mabin is the WSO Chair and is also a legal signatory.

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• Attended Netherlands Steering Committee. They are looking at changing hotel contract negotiations from 10 Euros Rebate to 45 Euros Rebate per night.

• Conference:  Gave Joni the addendum for 2023 and 2024 and toured the hotel.

• Leveraged the 2024 and 2025 contracts with favorable changes:
  1. Room attrition down from 80% to 75%.

• 1. Food and beverage reduced from $9,000 to $7,500 – room rates are now $121 and not $119.

• 1. Increased board rooms from six rooms to ten rooms.

Director at Large – David C

Highlights:

• Requested WSOB review board report attachments regarding translations. Getting closer to a new Translations policy. Regarding proofreading they are leaning towards NA policy called “Conceptual Fidelity”.

• Attended LTP meeting and had website upgrade discussions. Cameron attended and offered his support for this project.

• LTP discussed “global distribution” aka “fulfillment centers” in various locations. Various obstacles such as moving money around.

• Did not attend PI and will attend next month.

• Board-to-board interest: Helpline (involve local areas). WSOB Composition

• Austin Blue Sky meeting: everyone’s welcome.

• David wants to know next step for Give Butter: Lolita will implement in January.

• Brenda inquired about the license agreement progress. Per Laurie it is on the Trustee’s agenda.

Director at Large – Susan L.

Highlights:

• Reached out to LCF Chair and will be meeting with them soon.

TRUSTEE REPORTS

WST Trustee – Joni

Highlights –

• Out attorney, Bernard Gans is retiring. Joni is reviewing options for future legal representation.

• Reviewing translations documents.

WSOT TRUSTEE – Laurie

Highlights

• Trustees expecting a few large donations from CAUK, Sweden, and possibly Arizona.

• Trustees concerned that new DAL continues on the Convention Committee and the Director of Conventions and Conferences is the 2022 treasurer. Their concern is that it is a possible conflict of interest and it does not become a precedence. Discussion was had and the end result is that there is nothing is in writing to say otherwise. Further discussion regarding possible referral to S&B. Laurie will take it back to the Trustees to let them know that WSOB or WST should take it to S&B to have something put in writing.

EXECUTIVE SESSION TO INTERVIEW CANDIDATE FOR THE DAL POSITION

Two DAL interviews were conducted.

Lolita Smith, WSOB DOO

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