WSOB MINUTES MAY 7, 2022
OPEN MEETING @ 9.00 AM
SERENITY PRAYER – Earl invites the room to open with the serenity prayer
TRADITION – Yves reads the 5th Tradition
CONCEPT – Robert reads the 5th 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, WSBT LTP and IS&D Liaison
Jo P. DAL, PI and Unity Liaison
Susan L. DAL, CAWS 2022 Chair, LCF Liaison
Mike S. CAWS 2023 Chair
Joost B. CAWS 2024 Chair couldn’t attend
Jay P. CAWS 2025 Chair couldn’t attend
Simonne Member visiting
Jonathan H. Member visiting
Todd R. Member visiting
Jim G. Member visiting
CHAIR ANNOUNCEMENTS
- Earl H. state the focus of this meeting is CONVENTION.
- Susan reads the relevant day from ‘A Quiet Peace’.
- April 16, 2022, minutes were approved with 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 626 registrants (up 98 so far in April).
- We have exceeded every contractual obligation in our contract with the Hyatt.
- We have closed registrations for the Bat Cruise, Fun Run, Golf Tourney, Cooper’s BBQ and pre-convention t-shirts. Registration will shut down completely on May 18. Only onsite registration will be available. Onsite registration will include Basic Registration, Day Passes, and Entertainment that does not include food.
- We will also have a training session onsite when we receive the equipment, scheduled for delivery on Monday, May 23 to the Hyatt. We will be receiving 4 iPads loaded with programs and apps, scanners, name badge blanks, and thermal name badge printers.
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- Memorabilia orders have been placed and deliveries have begun. Lolita has set up the memorabilia on the iPads, which are attached to PayPal, which will absolutely simplify purchases.
- A motion was made, seconded, and passed to allow CAWS 2023 Atlanta to hold a raffle for a full registration during the entire convention and keep 100% of the proceeds. They will also sell t-shirts after the Banquet. Mike and his team will be invited to the stage for a brief invitation to Atlanta.
- 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. Each Steering Team member will have this document with them during the event so that we all know we are on the same page.
- We strongly suggest that conventions Pass-it-on reports about their dealings regarding Audio/Video contracts to build experience for affordable contract prices for C.A. and not be jammed with doing business with the hotel A/V.
- Decision made not to send books from WSO to the Convention.
CAWS 2023 (Atlanta) Michael S.
Highlights:
- We are all excited and a lot of Sub-Committee Chairs and the Steering Committee are going to be in Austin.
- The Program Chair has gotten some connections overseas and is working on a diversified list of speakers. We should get a list for your approval in the next few weeks. Sub committees are starting to get the chair position filled.
- We are working on our budget and looking at banquet’s costs. Susan is ready to share her experience for building the registration forms.
- Tom, treasurer will give a hand to CAWS2022 treasurer and build experience.
CAWSO 2024 (Amsterdam) Robert reporting for Joost van K.
Highlights:
- Working currently to complete their speaker’s and workshop’s slate
- Looking to replace committee members that resigned and their opened positions.
- Over 20% of the budget income from fundraising already in.
- In process of getting Hotel proposals submitted from hotels.
- Visited all 3 prospective hotels and Met with Steering Team
- Timeline is as follows
- May- Final negotiations started for 2025 Hotel
- June- August – Contract executed.
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OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S.
Highlights:
- Regarding what is required for the convention from the WSO, we are on top of everything and preparing for shipping.
- An order for plastic chips placed in April is not scheduled to deliver until mid-December.
- We received several plastic chips last week and this week. 99% of backorders will be complete by the end of this week or early next week. The remaining 1% is scheduled to deliver in early June and will be filled then.
- We will continue to watch inventory and order as needed, but we cannot control the delivery of our plastic chips. We also check for different vendors as backup source.
- David motion to increase the price of chips and pamphlets by 12.5%, seconded: Motion tabled.
DIRECTOR REPORTS
Interim Chair – Earl H.
Highlights:
- Discussed with bookkeeper Bridget and her boss, to develop a process in QuickBooks that would treat a Seventh Tradition donation as a separate item, (unlike an invoice), in QuickBooks, then build a message with a thank you and a receipt all in one
- Met at the BoA bank with WSOT and WST to update the authorized user lists and was added as a signer on all accounts.
- Reviewed and signed Local Pamphlet Printing & Distribution License Agreement with C.A. London Area Service Committee
- April 25th Signed some last-minute documents broadening our liability insurance coverage for the WSBT corp. entity. Next day received confirmation of renewal and additional coverage. New policy to be sent 4 to 5 biz days.
Interim Vice Chair- John B.
Highlights:
- Stay in contact with the Chair.
- Flight booked for Austin, and willing to lend a hand during the event.
Interim Treasurer – Kerry W. Highlights:
- Spoke with our bookkeeper last week about adding the old operating bank account back to QuickBooks for 2021 and 2022. She is currently in the process of completing this. I also asked her to pay attention to any Cvent transactions that may still be in one of the operating accounts.
- Asked Laurie when arriving in Austin, to get a lockbox with key to handle the cash money, for the convention.
- Will be working with Lolita to ensure we have all the supplies needed for the Cash room in Austin.
Secretary – Yves W.
Highlights:
- Provided the April 16, 2022, WSOB monthly committee meeting minutes.
- Received only one article for the Q22022 edition, went through the NewsGram Archives, and will use some articles that talked about experiencing conventions and fun in recovery.
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Director of Conv & Conf – Robert B.
Highlights:
- Having taken outgoing vice-chair commitments, He will share the load with John B, for reviewing the next delegate mailing and help for the Audio/Video setup for CAWS 2022.
- For CAWS 2022
- Received 18 check requests for approval
Director at Large – David C. Highlights:
- Refocus on Freedom Fund. REGAIN momentum: T-Shirts ordered
- LTP Liaison
- New Website development group. Creating a “structured argument for change” Developing Fictitious
- Conference Virtual attendance delegated to WS Conference Committee
- IS&D Liaison
- Working on Global Distribution project.
- WSOB PSA
- Working on completing a Translation policy proposal.
- Motion to develop a motion to create a WSOB Translation sub-committee, seconded, passed
Director at Large – Susan L. Highlights:
- LCF Committee
- Not able to attend Short Story book review meeting on May 1, next meeting scheduled for May 22. If not available to attend will go through the recording.
Director at Large – Joanne P.
Highlights:
- CAWS Unity Committee highlights
- Did not assist because it was at the same time then our meeting.
- CAWS PI Committee highlights
- The European PI Summit was a good event but not as well attended.
- Questions regarding the technical implementation of the 8×8 Helpline.
TRUSTEE REPORTS
WST Trustee – Joni E.
Highlights:
- WSBT Q2 Meeting – World Service Convention Austin
- All WSBT room reservations have been finalized for the convention
- WSBT Meeting Minutes
- Minutes from the WSBT Q1 have been finalized, in the process of review by the full board. I will have the minutes to the office this week to be added to the next delegate mailing
- Minutes from our last conference call (4/3/22 & 4/24/22) have been drafted and distributed to the WSBT for review. I hope also to have these minutes to the office to be included in the next mailing
- LEGAL
- Still waiting for our files from our former attorney. I’ve had 2 conversations with the new attorney, just trying to get him up to speed on the various projects we are working on. I’m currently in the process of putting together a list of the various projects and identifying those that are top priority.
WSOT TRUSTEE – Laurie R.
Highlights:
- WSO Reports are due for WSBT Q2 meeting from the WSO Interim Chair, DOO and WSO Interim Treasurer, along with the financials. Please have reports sent to me by Monday, May 16th, 2022.
- WSBT will schedule one-on-one meetings with the DOO and WSO Interim Chair on Thursday afternoon, May 26th in Austin. We will provide the time slots as soon as the schedule is confirmed.
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NEW BUSINESS
- All of the following motions have been proposed and approved by the CAWS2022 spending committee.
Motion: CAWS2022 Robert B. proposed to approve CR-2022-051 – Recover’s Got Talent Trophies at the amount 107.96$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-052 – Host & Info Shirts Odditees T-Shirts 251.52$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-053 – Hyatt for 5 wrangler meals at the amount 110.70$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-054 – 2 Busses (Unity and H&I from San Antonio) parking at the amount 800$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-055 – Pre-disbursement Hospitality Suite items at the amount 2,000$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-056 – Fun Run Shirts – Odditees T-Shirts at the amount 319$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-057 – H&I Participants registrations at the amount 2,000$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-058 – Golf Polo Shirts – Odditees T-Shirts at the amount 183.32$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-059 – TOA Mighty Cone Food truck at the amount 3,000$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-060 25 pizzas to feed 50 persons from H&I – Domino’s Pizza at the amount 235$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-061 – TOA Taco Shack at the amount 2,250$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-062 – TOA Big O’s BBQ at the amount 2,250$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-063 – Various banners for special events Stokes Sign Company at the amount 1,286.79$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-064 – 40 Raffle baskets Displays2Go baskets at the amount 129.99$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-065 – Live music performer Shayna Sands music at the amount 200$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-066 Audio portion of A/V – Stevie R. Vaughn Audio at the amount 8,765$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR-2022-067 – 3 Bridges Sign Languages Services at the amount 180$, seconded: Passed
Motion: CAWS2022 Robert B. proposed to approve CR -2022-068 Backdrop for the main stage – Stokes Sign Company at the amount 339.48$, seconded: Passed
Motion: CAWS2023 Robert B. proposed to approve CR-00001 Pre-fundraising convention hats – Gold Stars Graphics at the amount 595.14$, seconded: Passed
Motion: CAWS2023 Robert B. proposed to approve CR-00002 T-Shirts and hoodies for fundraising after the CAWS2022 banquet – Kingdom Printing company at the amount 1,333$, seconded: Passed
- EXECUTIVE SESSION
- The WSOB selected the following slate for WSOB Treasurer and asked the WSOT to forward it to the WSBT for consideration: Jonathan H. and Jim G.
Earl entertains a motion to adjourn.
Meeting is closed with the serenity prayer.
Next WSOB Monthly meeting June 18, 2022, 9.00 AM PDT
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Yves W., WSOB Secretary
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