Apr 16, 2022 – WSOB Minutes

WSOB MINUTES APRIL 16, 2022

OPEN MEETING @ 9.00 AM

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

TRADITION – Earl reads the 4^th Tradition

CONCEPT – Earl reads the 4^th Concept

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H. Interim Chair
• Laurie R. WSOT
• Joni E. WST
• John B. Interim Vice Chair
• Kerry W. Interim Treasurer
• 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
• Maya B. Member visiting
• Jonathan H. Member visiting
• Todd R. Member visiting
• Jim G. Member visiting

CHAIR ANNOUNCEMENTS

• Earl H. state why he is here (at the request of Jason L. WSBT Chair) as Interim chair until next conference. So, in this context he’s introducing John B. as Interim Vice-Chair to help him in the current context.
• The chair reads the relevant day from ‘A Quiet Peace’.
• March 19, 2022, minutes were approved with housekeeping.
• Motion to ratification of John B. as interim Vice-chair, second, passed
• Motion to ratification of Earl H. as interim Chair, second, passed
• Motion to ratification of Kerry W. as interim Treasurer, second, passed

SEVENTH TRADITION –

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

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CAWS CONVENTION REPORT

CAWS 2022. (Austin). Susan L  

Highlights:

• We currently have 528 (70% of registration predictions) registrants (up 74 so far in March) and 1190 room nights reserved at Hyatt and The Embassy Suites are holding 59.
• We will be shutting down the Bat Cruise, Fun Run, Golf tournament, Thursday night BBQ at Cooper’s registrations and the pre-convention t-shirt sales on May 5. Registration itself will completely shut down on May 18. Registrations will only be available on-site with very limited number of Events available to purchase.
• A Registration audit has been completed and after collections, we only have one person with a remaining balance. We will continue to reach out to shore this up.
• Memorabilia orders have been placed and deliveries will begin soon. The scheduled registration cut-offs will assist in ensuring that we have the correct numbers for pre-ordered memorabilia. Our goal all along is to sell all the memorabilia and have nothing to send back to the WSO.
• We are nearing the time to start posting the video prepared by the Austin Visitors group about how to get to Taxis/Uber’s at Austin Bergstrom International Airport Robert.
• Robert informed us that we are currently over $51,613 in the black, with minimal spending outstanding.
• We are working on our “BEO” type documents, reflecting the set up for each room, what will be needed for each event in each room, number of volunteers needed, etc.

CAWS 2023 (Atlanta) Michael S

Highlights:

• We are doing well. All of our committee should be there for the launch in Austin, and our web site is ready.
• While in Arkansas at the ASR Regional convention we pitched the convention and 1,300$ was raised.
• Programming chair has a list of 15 potential speakers. We are also looking for speakers from outside the USA.
• We also have stuff for our auction.
• RegFox registration platform is up and ready.
• We are working on our budget and looking at banquet’s costs. Susan is ready to share her experience for building the registration forms.

CAWSO 2024 (Amsterdam) Joost van K

Highlights:

• The hotel contract was signed with the hotel
• Call-out for speakers went out and starting to work on the program.
• Looking to complete our opened positions.
• Working also on artwork and logo
• 20% of the budget income from fundraising already in.

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CAWSO 2025 (Arizona) Jay Parker

• In process of getting Hotel proposals submitted from hotels.
• Like most things nowadays, the actual proposals are slow. .
• Timeline is as follows
  • May- Final negotiations started for 2025 Hotel
  • June- August – Contract executed.

OFFICE DIRECTOR REPORTS

Director of Operations- Lolita S. On Vacation, report submitted

Highlights:

• Continue working with Cameron to keep the Online Store up-to-date and user-friendly.
• We do not have the volume to use Amazon as a fulfillment center.
• Purchased three (3) new desktop computers for the office. Total spent was $2,844.42
• Insurance application sent to new broker. The underwriter is working on policy, additional coverage for WSBT included and will be included in renewed policy which starts 4/24/22.
• Would like to add a new “Fundraising Expense” line item for our ongoing Freedom Fund fundraising efforts. We currently do not have an appropriate line item for this and last year’s expenses are included in “Misc. Expenses”, which increases the amount.
• New Shipping Clerk started on Monday, April 4th.
• Working with CA China Delegate to create a new “Eternally Grateful” coin in Chinese.

DIRECTOR REPORTS

Interim Chair – Earl H.

Highlights:

• Appointed Interim-Chairperson of the WSOB by a motion/vote of the WSBT on Sunday April 10, 2022.
• I visited the WSO to introduce myself to the Director of Operations and Staff.
• Because of the recent discovery of the thief of Checks from the WSO I took the following actions:
  • Door Locks were changed.
  • Alarm system access codes reset
  • Handling and opening of US Mail procedures reviewed.
  • Donation & Order check handling, endorsement, process was reviewed.
  • All checks will be stamp endorsed, and funds shall be locked up.
• Insurance renewal, held up in underwriting, so we need more paperwork to complete
• Discussion on inventory replenishment, due to covid and delivery timelines.
• New bookkeeper and new computers in place.

Interim Vice Chair- John B.

Highlights:

• Just appointed. No report.

Interim Treasurer – Kerry W.

Highlights:

• He had the opportunity to look at the financials and discuss with both the outgoing bookkeeper and with the new one.

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Secretary– Yves W.

Highlights:

• Provided the March 19, 2022, WSOB monthly committee meeting
• WSC IT Committee
• Preparing a response and comments regarding the S&B 2021-13 referral, for a new standing Online service support committee.
• For the App project, they want to make a motion for a budget for the WSO with WSBT support.
• The Q12022 edition has been completed and approved by the WSBT
• The Q22022 edition theme is “We insist on having a good time” the deadline for submission has been extended to April 23rd. I have posted a flyer on private WhatsApp and C.A. Facebook pages.

Director of Conv & Conf: Robert B.

Highlights:

• For WSC Conference 2022/2023 New addendums for 2022/2023 approved by WST and submitted to hotel. I have taken over managing the A/V requirements for this and have RFPs out to multiple vendors, John B. Interim vice-chair will help on these.
• For WSC Conference 2024/2025 Hotel Contracts approved by WST on 4-11-22 and submitted to hotel.
• For CAWS 2022
  • Kerry W. has Agreed to serve as the Primary WSOB Representative for the Convention
  • Jo P. and Yves W. have agreed to serve as relief representatives
  • Ending a few items for Online Registration on 5-5-22; ALL Online Registration is ending on 5-18-22 to begin final preparations going into the convention
• For CAWS 2023
  • Committee is focusing on having everything completed to go live with registration at the conclusion of Austin. RegFox draft registration portal has been established and is under review.
• For CAWS 2024 Hotel Contract Approved by WST on 4-11-22 and submitted to hotel.
• For CAWS 2025 Currently seeking RFPs from prospective Hotels
• For CAWS 2026 Actively seeking bids, a flyer went out with the most recent delegates mailing.

Director at Large – David C.

Highlights:

• Refocus on Freedom Fund. REGAIN momentum:
  • Motion: To spend 700$ for t-shirts to bring to Austin, second Passed
    • 3-S, 4-M, 10-L, 15-XL, 15-XX, 2-XXX 1-XXXX
• WSBT LTP Sub-committee
  • Working on Global Distribution project.
  • New Website development group. Creating a “structured argument for change”
  • WS Depository to store all documents and literature.
• Through WSOB PSA subcommittee. working on completing a Translation policy proposal.

Director at Large – Susan L.

Highlights:

• LCF Committee

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• • No meeting held since March
  • Will be attending a Short Story book review meeting on May 1

Director at Large – Joanne P.

Highlights:

• Reflections on events from the last few weeks and some ideas
  • All WSOB Board members to have ca.org email addresses – this was discussed previously
  • A WSOB Teams site – this would enable the safe storage of key documentation, so it is in a simple file storage system with channels for the key elements of business such as treasury/finance, literature etc. including copies of the bank statements, budget, office org chart and the office processes manual
  • The use of the PSA for further small working groups who can have focused time on key projects – they would then bring this information back to the Board to then be passed onto the Trustees/Conference etc.
  • Development of an Office Board Manual in line with other standing committees of WSC

CAWS Unity Committee highlights

• Most of the meeting was focused on recent communications that the Unity Committee Chair, Unity Breakfast Chair, and the ANRT have had with the Conference Committee.
• They also reviewed some submissions for next year’s CATW – it was deemed that they are not suitable to be used as logos, but they are expecting more submissions

CAWS PI Committee highlights

• Assisted at the European PI Summit.
• They are getting ready for attending NADCP.
• Discussion about the website ca.org – good linkage between the committees, asking for a written report from the PI Committee identifying the layouts wanted.
• There is an intense amount of work going on preparing the referrals for this year’s conference

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• WSBT Q2 Meeting – World Service Convention Austin
• LEGAL
  • A Legal Services Agreement has been finalized and our new attorney is on board. I will forward a copy of the fully executed agreement to the office. We are requesting all files from our prior attorney, and I have a meeting set with the new attorney on April 25th to discuss the many outstanding legal issues/projects.
• TNC
  • The 2024 Convention Hotel contract for Holland has been finalized and executed.
  • The 2024 and 2025 Conference contracts for Marriott DFW have been fully executed.
  • I received the Philadelphia Insurance Flex Plus Application on 4/14/22 and I am in the process of filling out the information. I will have a draft of the application back to the WSOB by 4/16/22 for further comment in preparation for submission
    

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WSOT TRUSTEE – Laurie R.

Highlights:

• The following motions were passed at the WSBT Quarterly Conference Call that pertain to the WSO:
  • Motion passed to preapprove the WSO opening an HSBC account for international banking.
  • Motion passed to approve DOO salary increase effective April 1, 2022.
  • Motion passed that the WSBT write a statement to the fellowship concerning stolen checks and fraudulent activity.
• Banking Info: WST and WSOT were added to the bank accounts as signors on 4/9. The following transactions were completed and need to be entered into QuickBooks:
  • Transfer of 0.03 cents from Operating Savings Acct (1373) and Operating Savings account was closed.
  • Transfer of $40,000 from Operating Checking Acct (1145) to Prudent Reserve Acct (1386).
• Motion: to create a WSOB working group with Jo P as lead to expedite the opening an HSBC bank account, seconded: Passed
• Motion: WSO provide a timely receipt for all 7^th Tradition donations, seconded: Passed

NEW BUSINESS

Motion: CAWS2022 Robert B. proposed to approve CR-2022-040 – Auctioneer Room Nights at the amount 370$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-041_CheckReqForm – Tom and William at the amount 200$ plus taxes, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-042 – CheckReqForm – John Olrech at the amount 300$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-043 – CheckReqForm – yoga mats at the amount 157.95$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-044 – CheckReqForm – casino night at the amount 350$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-045 – CheckReqForm – SA H&I Weird Tickets at the amount 1,357$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-046 – Ralph Fisher – Longhorn at the amount 1,700$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-047 – Capital Cruises – Bat Boat at the amount 650$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-048 – Silent Disco Equipment at the amount 1200$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-049 – Walkie-Talkies at the amount 486$, seconded: Passed

Motion: CAWS2022 Robert B. proposed to approve CR-2022-050 – I Shared Buttons at the amount 487.13$, seconded: Passed

Motion: To add a WSOB additional meeting on May 7, cancel May 21 one and hold an in person meeting during the CAWS 2022 convention to be determined, seconded: Passed

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Yves White, WSOB Secretary

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