Mar 19, 2022 – WSOB Minutes

WSOB MINUTES MARCH 19, 2022

OPEN MEETING @ 9.00 AM

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

TRADITION – Lolita reads the 3^rd Tradition

CONCEPT – Lolita reads the 3^rd Concept

ROLL CALL & QUORUM DETERMINATION

Present:

• Brenda – Chair
• Laurie R – WSOT
• Joni E – WST
• Lolita – DOO
• Alesia – Vice Chair
• Robert B – Director of Conv & Conf
• Yves W – Secretary, NewsGram editor
• David C – DAL
• Jo P – DAL
• Susan L – DAL, CAWS 2022 Chair
• Mike S – CAWS 2023 Chair
• Joost B. – CAWS 2024 Chair
• Jay P. – CAWS 2025 Chair

CHAIR ANNOUNCEMENTS

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

• Looking into a situation in order to address it correctly.

• February 19, 2022, minutes were approved with no housekeeping.

SEVENTH TRADITION –

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

CAWS CONVENTION REPORT

CAWS 2022. (Austin). Susan L

Highlights:

• We currently have 454 registrants (up 65 so far in February) and 1191 room nights reserved.

• As far as fundraising goes, we had our first suite auction for the Presidential Suite, which was won with a $3050 bid. The Deluxe Suite bid opened and closed since our last meeting and was won for $2400.

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• The European Registration push group has created some fabulous informative flyers they are posting on European social media accounts.

• The Trustee lunch menu has been chosen and they are selling those tickets. The Cigar Dinner has hit a snag and may have to pivot, but we aren’t tied to their Food and Beverage spend, so it won’t hurt the bottom line. We would definitely like them to stay onsite, but they organize their own event and it’s out of our hands at this point, unless they come back and approve a menu that was offered.

• Robert and I discussed the idea of getting a credit card machine or app to use for monies that will be owed to us. I will toss that Lolita and Alesia to work on getting the equipment

• Robert let us know on Thursday that we are currently $44,274.40 in the black, with the majority of our costs accounted for.

CAWS 2023 (Atlanta) Michael S

Highlights:

• Everyone is pretty pumped. A lot of moving parts are out there but they are coming together, and I can see a little daylight. The ASR Convention in Little Rock is about 10 Days out and I am excited about fundraising and sharing the enthusiasm. The things we need and have no control over like meal prices, we are planning and working around.

• RegFox is being submitted for approval. The committee has worked with it and find it very flexible and easy to use.

• Convention will be pitch while in Arkansas and at the ASR Regional convention.

CAWSO 2024 (Amsterdam) Joost van K (not present), report sent

Highlights:

• Working on the hotel contract with Robert and WSBT TNC

• Call-out for speakers went out

• 20% of the budget income from fundraising already in.

CAWSO 2025 (Arizona) Jay Parker

• We met and discussed the RFP template as provide and review the overall RFP and change a few items to right size it for a World Convention in Arizona. I have sent it to Robert, and we are finalizing the official scope.

• Timeline is as follows
  • March – Make contact and do site walks in March
  • April – Proposal’s submissions
  • May- Final negotiations started for 2025 Hotel
  • June- August – Contract executed.

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OFFICE DIRECTOR REPORTS

Director of Operations- Lolita S.

Highlights:

• We need to buy three new office computers in order to upgrade QuickBooks.

• We will only receive a $0.50 profit. The book was not approved pending formatting requirement of the cover, which will be fixed. Joe will work with me on this formatting effort. To receive a proof, it will cost only $4.50. Created an Amazon Sellers account to research selling cases of books on Amazon & other options of selling paperback books. Hoping to receive a bigger profit & possibly lower shipping rates, particularly in Europe than “print-on-demand” Amazon Fulfillment Center, Amazon Sellers, and various Amazon entities/platforms are being researched. This project will be ongoing, and more research and information will be provided after Conference.

• 3/18/22 Received insurance application from new insurance broker. Will complete next week

Motions:

• Motion: Motion to approve $800 each (plus tax/possibly delivery fee) for three new computers Passed

• Motion: Motion to approve $850 (plus tax/possibly delivery fee) for new laptop to hold WSOB meetings, adding a conference table microphone. Passed

• Motion: to price Who is a CA Member? pamphlet $0.00 – free pamphlet Passed

DIRECTOR REPORTS

Chair – Brenda M

Highlights:

• Researched replacing our bookkeeper, who will be retiring.

• Meeting with WSBT in Chicago

• One on One with DAL

• Staff Performance Reviews

• Responded to WSOT regarding bank statements questions (see attachment)

• Responded to WSBT Action Items (see attachment)

• Duane M. will help us start Helpline project

• S&B I’ve joined the ad hoc committee working on revisions to our pamphlets and book to gender neutral language.

Vice Chair- Alesia F.

Highlights:

• Working on referrals

• Working on the next delegates mailings

• Looking at bids for AV vendor for the next Conference in Texas, this year.

Treasurer – Michael T. (absent – reports submitted)

Highlights:

• We need to search and find a new treasurer. We received the balance sheets and P&L for February.

• Need to revalidate the signatures on the bank accounts.

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Secretary– Yves W.

Highlights:

• Provided the February 19, 2022, WSOB monthly committee meeting

• WSC Archives committee, didn’t hold a meeting on March 6, because of the Celebrate around the World event

• WSC IT Committee
  • discuss the possible Online Support committee referral
  • There was again a discussion about the Website and the different talks happening at different levels in CA. I reminded that the site is under the WSO responsibilities.
• NewsGram Q12022 is being finalized and then will go for proofing.

Director of Conv & Conf: Robert B.

Highlights:

• Submitted new addendum for WSC Conference 2022/2023 on March 15 to WST

• Submitted hotel contract for WSC Conference 2024/2025 (extension on the current) on March 3 to WST

• For CAWS 2022 Embassy Suites Overflow Agreement approved by WST on 3-8-22

• For CAWS 2023 RegFox Letter of Agreement approved by WST on 3-8-22.

• For CAWS 2024 Hotel Contract Submitted to WST on 2-2-22, was due back to Hotel by 2-28-22, several reviews analysis and zoom meeting schedule reschedule to March 18.

• For CAWS 2025, bank account needs setup by March 8

• No current bid for CAWS 2026. We have a flyer that has been included in the last delegates mailing. Can we ensure it is sent with every mailing?

• Motion 1
  • WSOB to submit a referral (to be completed by Robert Bird) to the World Service Conference Convention Committee: Modify description of Director of Conventions and Conferences, Item 4 (WSM, Page 70) from: “4. Sits on all active steering committees (as a non-voting member (fa)*) of all CAWS conventions in the planning stages.” to: “4. Sits on all CAWS convention steering committees as a voting member.” seconded: Passed

• Motion 2
  • WSOB to submit a referral (to be completed by Robert Bird) to the World Service Conference Convention Committee: Modify the WSC Convention Committee Operational Guidelines (Pages 11 and 12) to include the WSOB Director of Conventions and Conferences as a voting member for Election of the CAWS Chair and Steering Committee (Vice Chair, Secretary, Treasurer, Hotel/Events Venue Liaison). seconded: Passed

• Motion 3
  • WSOB to submit a referral (to be completed by Robert Bird) to the World Service Conference Convention Committee: Add a Force Majeure Clause to the WSC Convention Committee Guidelines to address a procedure for postponement and/or cancellation of a planned CAWS Convention due to an Act of God. The procedure would be as follows:

• 1. • Trustees advise that a Force Majeure condition exists

• 1. • The host city Steering Committee is offered the choice of moving the convention to the next open year in the convention cycle, or total cancellation

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• • • In the event that the host city steering committee decides to cancel the convention, the WSOB may elect to manage the convention in the host city at the WSOB’s discretion
    • WSOB Director of Conventions and Conferences contacts the contracted Hotel, in coordination with the host city steering committee as required; claims the Force Majeure condition and coordinates postponement or cancellation with the hotel.
    • If cancelled, the WSOB Director of Conventions and Conferences works with the hotel for any deposit refund that may be owed. seconded: Passed

Director at Large – David C.

Highlights:

• LTP looking at new Website proposal into which the above would be incorporated. See new committee notes

• Digital Meeting Starter Kit. Now up on the Website. Committee express thanks to Lolita. Question: can the button be placed more prominently?

• Working on Global Distribution project.

• Working on completing a Translation policy

• LCF Committee
  • The 12 Step Companion guide’s rollout is still be discussed and formulated. There was talk of a workshop at the CAWS 2022 Convention and I will have Jessi G, Program Chair, reach out to Terry M. in that regard
  • Anonymity Statement Revision is still in the works and several new looks have been created, reviewed and revised. More to come on this front
  • Early Stories work is proceeding slowly. They have access to Archives and Newsgram archives, as well.

Director at Large – Joanne P.

Highlights:

• Membership and attendance of meetings regarding CAWS 2022 – European outreach – 3 flyers completed, and they are being sent out to the fellowship, posted on WhatsApp groups and through social media

CAWS Unity Committee highlights

• I was not able to attend as I was at a CATW event (sent apologies)

CAWS PI Committee highlights

• George ANRT feedback to the Committee that we need to get the 8×8 service for the helpline moving.

• It was also discussed the need for PI to be really clear about the requirements of the office regarding any leads from NADCP and whether it does give a clear return on investment. There is a

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subcommittee working on this – hoping to be able to present again this year, have been sent the contract (should be sending it through) and needs to be signed for by WSOB and paid.

• Discussion about the website ca.org – good linkage between the committees, asking for a written report from the PI Committee identifying the layouts wanted.

Researching international banking.

• In Europe many Areas/Districts/Groups still operate old style ‘Community Checking Accounts’ – they adhere to the Financial guidelines which require 2 signatories, but any payments need to be paid by cheque. This can be incredibly time consuming as signatories often do not live/see each other regularly. These kinds of accounts do not have online banking or IBAN functions which enable easy transfer of funds. Whether there is a WSOB account in the US or Europe operating with these accounts will continue to be a challenge and potentially disrupts the flow of tradition 7

– if there was an easier option would there be more 70/30 donations or gratitude month donations?

• Due to the ‘virtual world’ we are now living in there are more opportunities for a virtual office which could be explored – this would enable WSOB to have a registered address in Europe – a legal entity and therefore could have an additional online community/charities account which would be wholly owned and controlled by the WSOB

• Motion: that we go with HSBC non-for-profit account between USA and UK as an International banking, order to move money from Europe and US, seconded: Passed

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• WSBT Q2 Meeting – World Service Convention Austin

• LEGAL

• • WSBT has approved the hiring of attorney Gregory Brescia as the legal counsel for CAWS. We are in the process of getting the agreement finalized and a copy of the contract will be provided to the office.
  • We have confirmed that the NewsGram is copyrighted and is therefore protected. Areas should not issue their own NewsGram, any newsletter from Areas must have a separate name.
• TNC
  • We are currently reviewing the 2024 Convention Hotel Contract for Holland. We have another meeting scheduled for 03/18/22 with Robert Bird to work through some issues.
  • The updated Addendums to the 2022 and 2023 Conference Contracts for Marriott DFW have been signed and submitted back to Robert.
  • We are in the process of reviewing the 2024 and 2025 Marriott DFW Conference Contracts and will have the review completed by 3/23

WSOT TRUSTEE – Laurie R.

Highlights:

• Highlights from WSBT 1st Quarterly Meeting:
  • The following motions were made and passed at the quarterly pertaining to the WSO:

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• • Motion to pre-approve the WSO to transfer $40,000 from the Operating account to the Prudent Reserve account to replenish the PR account. Seconded Passed
  • Motion to approve proposed amendments to the WSBT and TEC 2022 Budgets. Passed
  • Motion to direct the WSO to approve the NewsGram in all delegate mailings. Passed

• The WSBT met with the WSO Chair and had questions pertaining to outstanding tasks the WSO is responsible for. The list was forwarded the WSOB Chair with expected completion dates. The WSBT appreciates and thanks Brenda for her time and the office for its diligence in working through these tasks.

• Motion was made by WSBT for proposed amendments to the 2022 Budget. Proposed changes have been forwarded to the WSC Finance Committee.

• WSBT discussed the delegate mailings and instructions for the WSO of how these are to be handled was forwarded to the WSO Chair for the WSO. The WSBT would like the WSO to include current NewsGram in the delegate mailings.

• WSBT members were given per diem cards to be held by each Trustee for the duration of their term. WSBT has requested the WSO put the policy of how the cards are to be used in writing for new Trustee orientation.

• Re: 7^th Tradition Thank you Letters – The WSBT wanted to know why some letters are going out by mail and others by email, what is the current process/procedure?

• The WSBT reviewed the financials and had some questions for the office, which have been forwarded to the DOO and WSO Treasurer.

• Motion: to transfer $40,000 from the Operating account to the Prudent Reserve account to replenish the PR account. Seconded Passed

NEW BUSINESS

• Motion: CAWS2022 Robert B. proposed to approve CR-2022-037 speaker expense for Thomas H. Basic registration and 2 hotel staff room nights at the amount 283$ plus taxes, seconded: Passed

• Motion: CAWS2022 Robert B. proposed to approve CR-2022-038 Tasmin Morningstar live music acts at the amount 200$ plus taxes, seconded: Passed

• Motion: CAWS2022 Robert B. proposed to approve CR-2022-039 costs increase for memorabilia previously approved at the amount 1,233.75$ plus taxes, seconded: Passed

Yves White, WSO Secretary

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