Aug 20, 2022 – WSOB Minutes – Approved

WSOB MINUTES AUGUST 20, 2022

OPEN MEETING @ 8.00 AM

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

TRADITION – Earl reads the 8^th Tradition

CONCEPT – Yves reads the 8^th Concept

ROLL CALL & QUORUM DETERMINATION

Present:

Earl H. Interim Chair

John B. Interim Vice-Chair

Lolita S. Director of Operations

Jonathan H. 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, LCF Liaison, CAWS 2022 Chair

Laurie R. WSOT

Joni E. WST

Mike S. CAWS 2023 Chair

Joost B. CAWS 2024 Chair couldn’t attend, report was provided

Jay P. CAWS 2025

CHAIR ANNOUNCEMENTS

• We will go in Conference shortly; the preparation work was immense buy we are ready
• Susan reads the relevant day from ‘A Quiet Peace’.
• July 16, 2022, minutes were approved.

SEVENTH TRADITION –

Observed in the office, online members are directed towards ca.org, add a note to state that it comes from the WSOB monthly meeting.

CAWS CONVENTION REPORT

CAWS 2023 (Atlanta) Michael S.

Highlights:

• Things are really starting to come together even though our Treasurer has been really sick and not sure he will be able to resume his responsibilities. The committee elected Barry Henson as Assistant treasurer. Not sure if the position needs to be approved by you or the WSCC but we will make it happen. Barry has an excellent background in finance and has done our budget. It will be presented at conference

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• We have 24 registered with sales of $7,737.00. I expect a huge growth during conference as we will be in their face. 3 delegates Barry H, Amanda I, & Barbara L. & Fred J will be at the conference so Atlanta will be well represented. I have attached the spread sheet.

• Programming Chair: has a list of speakers which are below. I will give you a copy of the commitment letter that we revised and approved as they are returned. The workshop chair is still finalizing & getting the topics for the workshops to be submitted to world.

• Fundraising: Chair Fred J reports he has Brand New merchandise to sell at Conference in Dallas. He is also going to man the table between sessions and events.

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

• Made great progress electing new members in the team 21 of 39 positions filled (54%), focus is on fundraising.

• First blueprint of program outline shared with the team. Fellowship currently focused on Area Convention in July that what a success and a big boost for our committee.

• 3 most important deliverables we will focus on in the coming period: program, get service positions filled and get logo / artwork to the next level.

• We will have t-shirts for the Conference and people there to assist in selling.

CAWS 2025 (Arizona) Jay P.

Highlights:

• The Arizona Area Convention is slated for August. The steering committee will be meeting together with SWR Trustee and Robert B. We are starting the recruiting drive at the convention. Getting people to sign up who are interested.

• We are working with the Area Entertainment committee to have the very first 2025 fundraiser. It will be at held Nov 19th. Ken Cross and entertainment will be showcased.

• There has not been much movement this month in any other areas. However, we have reached out to other hotels.

CAWS 2026 (TBD)

Highlights:

• If we do not receive bid for this convention at this year Conference, it will be to the WSOB to take responsibility for the organization. We could still wait after next year Conference before starting the process. A possible late entry could come, next year.

OFFICE DIRECTOR REPORTS

Director of Operations- Lolita S.

Highlights:

• Office update:
  • Working with Cameron to improve shipping for European and Canadian customers. Cameron is researching DHL and UPS plugins to integrate with our website. Our goal is to charge more accurate rates on our website to avoid WSO contacting customers for additional shipping fees.
  • Sent Give Butter our updated non-profit status and will start working to incorporate Give Butter as soon as they verify that our non-profit status is accurate.
  • Inventory was completed June 30th. o Shipping Clerk is now full-time
  • o  Royalty Agreement – Waiting for signatures from CA S. Africa
  • o  License Agreement – Waiting for signatures from CAUK Merchandise
• Merchandise:

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• • All new Conference 2021 Approved Pamphlets are complete and on the order form.
  • Unfortunately, we continue to be negatively affected by the supply chain issues. We are still expecting our plastic chip order in mid-December.
  • Efforts made to find a temporary plastic chip vendor to use for a few chips before our mid-December order arrives. I have researched approximately 20 vendors. For the most part, they are all too expensive. The average cost for plastic key tags is $0.75. I found potential temporary plastic chip vendors to use until December for only a few chips that may backorder before December.
• MOTION: To buy a new computer for the Office desk – cost will be approximately $1,000, with three bids. Seconded, passed

DIRECTORS REPORTS

Interim Chair – Earl H.

Highlights:

• Began review of job performance files for all staff and confirm staff understanding of duties and responsibilities for each position.

• Having been made aware of a WSC motion from 2 years ago to implement a new WSO Helpline I began to research feasibility. I created a request for proposal and sent it out to 8X8, FreedomVoice, TalkRoute,

Interim Vice Chair – John B.

Highlights:

• We will be working on our WSOB referrals list, to complete our work for the upcoming Conference.

Treasurer – Jonathan H.

Highlights:

• Meeting held with the bookkeeper and DOO to get acquainted, see the current work in progress, review QB entries, review chart of accounts, reviews PL and BS.

• Had calls with DOO and Bookkeeper to discuss chart of accounts and booking specific entries.

• Discussed with WSOT, DOO, and Bookkeeper about the finalization of the books from the 2022 convention. There are still some last items to get corrected and completed which will happen in the month of August

• Bookkeeper has been working hard to fix the books and get everything reconciled through July of 2022.

Secretary – Yves W.

Highlights:

• Provided the July 18, 2022, WSOB monthly committee meeting minutes.
• I am working on developing standards for our repository, naming convention and structure
• I will work on documenting our technological needs, evaluate our current portfolio, bring the management of our accounts back to WSOB, document the processes needed for management and usage.

NewsGram:

• The Q2202Q3 edition theme is “Thus we grow carrying the message” and the draft is awaiting WSBT approval
• We received 16 articles: 11 from members, 1 from WSOB, 1 from WSBT, 1 from WSC PI, 1 from WSC LCF and 1 from WSC Archives.

Director of Conv & Conf – Robert B.

Highlights:

• For WSC Conference 2022/2023
  • Visited Dallas Hotel on 8-2-22 for last review and walk through, join with Susan

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• • • All equipment purchased and has been received at Conference Coordinator’s House
    • Total Equipment was $6,539.60…$960.40 under the $7,500 budget
    • Developed Inventory tracking sheet for Check-Out and Check-In. ITS GO TIME!!!
  • Room block is now 125% booked
• What is the status of Award Point programs? We will need to set this up in the name of an individual. We Needed This for Austin (Hyatt) and will need for Dallas/Atlanta (Marriott Bonvoy).
• For CAWS 2023
  • The committee is going well
  • Currently at 24 registrations, which is a concern.
• For CAWS 2024
  • Progressing well. Focusing on program development and fundraising.

Director at Large – David C.

Highlights:

• For the Freedom Fund, we will have a rollout during the coming Conference

• The new WSO Translation Committee, which is formed by David as chair and Lolita, Susan, Yves and Earl will have its first meeting in the coming weeks to come up with a plan of actions to be included in or Conference report.

• The World Service Office Board Translation Committee (WSOBTC) held its first meeting on

Director at Large – Susan L.

Highlights:

• WSOB AD HOC Committee to establish formal WSOB processes and procedures (Financial, Operational, Policies, etc.) will have its first meeting this coming week.
• Regarding the income from the CAWS2022, ensure that the donation as stated in the WSC Convention committee guidelines are considered.
• LCF Committee
  • Since I’m the rep for LCF and there seems to be either confusion or lack of communication or both regarding translations. I did let the LCF Committee know that I had their voice on the Ad Hoc committee and would keep them up to speed and get with them if the Ad Hoc group had any questions.

Director at Large – Joanne P.

Highlights:

• CAWS PI Committee highlights
  • The PSA has been ‘scrubbed’. It has been clarified that the music is ‘free to use’. The release forms have signed and there is a accompanying video to support areas to change the accents on the voiceover.
• International Bank Account
  • The application has been submitted to the HSBC. We have resolved the UK mobile numbers requirement; we have set up ‘virtual’ mobile numbers which link to the signatories’ usual numbers so the validation process can be completed
• WSOB Policies and Manual
  • Two meeting were held, we have reviewed the current policies which are available. There are a range of policies some which are ‘true’ policies, others are procedures called policies.
  • We are working on an overarching framework and RACI matrix which will identify the requirements from a legal, operational, and spiritual principles perspective.
• Literature Fulfilment
  • The number of orders is going up (16,000 orders to-date in 2022) we need to evaluate the impact on the workload on the Office and address the issue proactively.

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TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• LEGAL
  • Motion will be made to the WSBT for trademark registrations for the following emerging areas.
    • Thailand
    • Indonesia
  • We will have to register the trademarks for an additional class for the new C.A. app being developed by the WSCIT committee, the trademark will be only for the English version of the app.

WSOT TRUSTEE – Laurie R.

Highlights:

• WSBT
  • Long Term Planning – WSBT LTP subcommittee is doing an exploration of future options for possibly moving the WSO to another state/region. Proposals are being requested.
  • Board-to-Board Meeting at Conference – The WSBT would like to set a meeting during the breakout sessions at conference on Wednesday, August 31st, from 7 pm to 10 pm. Location TBD.

UNFINISHED BUSINESS/PROJECT UPDATES

• Updating the Vacation policy for WSO staff (PTO)
  • Motion: To approve the CAWSO, Inc. Paid Time Off (PTO) Policy to be implementedimmidiately, seconded, passed
• Tabled motion: WSOB host/ coordinate/ publicize a worldwide zoom meeting Celebration of 40 years since the first CA meeting Nov 18^th 1982
  • Motion: to remove the motion from the table, seconded, passed
  • Motion: WSOB host/ coordinate/ publicize a worldwide zoom meeting Celebration of 40 years since the first CA meeting Nov 18th 1982, seconded, passed

REFERRALS

In Committee

WSOB 2017-2 In-conf 2017

Susan B. On-Line Service Area

That the WSO produce foreign language C.A. logo stickers for all the established Areas of our Fellowship. We are a global Fellowship. It seems a great oversight to have stickers available only in English.

WSOB 2017-3 Referred from

Referral by Jason L. referred originally to Finance but Finance referred this to the WSOB

Add or increase a line-item amount to allow for the World Service Office to carry out translations of our World Service Manual for all Areas recognised by The World Service Conference that do not have English as their first language. The amount to be adequate for said translation works to be carried out by the World Service Office without the requirement for participation the individual Areas. The current number of required / outstanding

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translations to have adequate funding to be completed within the next two years and an ongoing line item to allow for newly required translations to be commenced immediately upon the recognition of new Area.

WSOB 2017-4 Referred from

LCF Referral Number 2016 – submitted by Susan B. was referred by LCF to WSOB

That the Committee revise Newcomer Booklet to include the reading “Who’s A C.A. Member?”

WSOB 2017-5 Referred from

Referral from WSBT to WSOB from a Referral from last Conference as follows

Please allow Areas to produce and distribute C.A. keyrings, medallions and Books under Royalty Agreement.

WSOB 2017-7 In-conf 2017

From Jay F. Colorado Area

A Motion will be brought related to this SR14 Notice which will be addressed to both the WSC Finance Committee and the WSOB to cease (not fund) for two years the participation by CA World Services at the annual United States National Association of Drug Court Professionals (NADCP) Drug Court Conference; and only then reinstated thereafter if and when it can be substantiated that the significant funds which are being spent on CA’s participation each year provide an acceptable return on CA’s investment in terms of measurable results, including without limitation: the number of new meetings started directly after CA Drug Conference participation, new CA cities/states/countries colonized where there is little if any CA now, and judges and referees sending their people specifically to CA (how many people are sent).

WSOB 2017-8 In-conf 2017

Ruby C. Utah Area

Have a contest to see who in the fellowship can make the best computer App. The creator of the winning App would get a designated prize and all rights and ownership of the App would be turned over to WSO. Ideas for apps

1. Meeting Formats and C.A. pamphlets
2. Find a C.A. Meeting
3. A Quiet Peace Daily Meditation App (this one could have a cost associated with it before the user could download the app)

Ideas for prized

1. Full registration to upcoming CAWS Convention

WSOB 2017-11 In-conf 2017

Dawn M. CAUK Area

The fellowship appears to not be informed regarding the cost of managing multiple currencies and converting to USD. Motion: that WSOB Finance Committee monitor, record ad report on the cost to the fellowship 2017 conference to 2018 conference of managing all financial matters in multiple currencies.

WSOB 2018-1 Post-conf 2018

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Heidi J. Washington Area

That the internal WSO guidelines be updated to include under the WSO Treasurer position: WSO Treasurer is responsible for preparing the “Proposed following year WSO Budget, which is then forwarded to the Finance Committee in March of the current year, for the Finance Committee to review before forwarding onto the Office for the June Delegate mailing.

WSOB 2018-2 Pre-conf 2018

Bart CA Holland Area and David C. UK Area

Create guidelines for movements of funds, from World Service to European sub committees. Now although funds are being made available by World Service the process of moving this money is problematic and unreliable. This could involve appointing Treasurers for World Service European subcommittees?

Currently the unreliable movement of money results in members using personal funds to cover costs. European sub-committee Treasurers would open bank accounts in accordance with financial guidelines and hold seed funds for forthcoming events.

Personal experience: As Euro PI Chair I requested CAWSC PI chair on 27th of January for agreed funds for European PI summit. On 31th we received approval from trustees, On the 1st of February CAWSO got involved and agree to wire the money, On 22th February the extra details were received. On 6th of March 2018 we received finally the funds. The event is the end of March. The former European PI chair had the same experience last year!

Please reply to both of us.

Hugs and Love, Bart

WSOB 2018-4 Pre-conf 2018

Kerry-Jane G. CA UK Area

I would like to make a referral for the creation and publication of a brand style guide for our fellowship. I have created a basic document that could be used as a starting point that is open to improvements/amendments/further expansion as the relevant committee deems. I am happy to assign all IP rights to the fellowship accordingly. Due to its size, I will send the editable MS PowerPoint document into the conference committee via email – it is too large to attach to this referral form.

A brand style guide is a document containing the rules and guidelines for the composition, design, and general thematic look-and-feel of all of a brand’s collateral. Developing a consistent brand starts with creating a brand style guide. I believe that the more our fellowship grows, the greater the need for a consistent branding approach with clear-cut directions for our membership to follow, in particular to guide the creation of event flyers, posters and CA websites etc.

In CAUK Area, we are seeing an increasing amount of rogue CA logos appearing on literature – namely, event posters/flyers. In fact, if you Google ‘Cocaine Anonymous Logo’ and click ‘Images’ you will see that the FIRST logo that appears differs from the one that appears in the World Service Manual.

In the process of creating a Welsh CA logo for my local fellowship, I found I had created an editable CA Logo template. Upon the guidance of our Delegate and Regional Trustee, I passed this resource directly onto the WSO who are now utilising it.

I believe that logos have been recreated by local fellowships in the absence of availability of high-resolution

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logos that can be used for print purposes. I know from experience, when I emailed the WSO for a copy of a high-resolution logo, my response was not fulfilled for several months and indeed until a trustee became involved in the issue. I know that the creation of the WSPI website – www.pimembersarea.org will go a long way to solving this issue, however I still believe our fellowship could benefit from some really clear-cut directions in creating CA branded literature.

I believe we also need some clarification around the exact Pantone the WSO uses…the WSM states; “Although not officially adopted, when using the green color traditionally used by CAWSO Inc., the Pantone # is 3292 and the calibrated CMYK values be used.”

I believe this sentence is missing some vital information. Which Pantone 3292 are we referring to? From a graphic design perspective, there are actually 2 different options – Coated and Uncoated (potentially more if we included Extended Gamut) and the CMYK values vary depending on which one you choose.

Many thanks for your consideration. Do not hesitate to contact me should you have any further questions or if I can be of any further assistance.

WSOB 2018-5 In-conf 2018

Susan B OSA

That the WSO provide info on who received starter kits for publication in the NewsGram. Thank you for your consideration!

WSOB 2018-6 In-conf 2018

Katie B. Arizona Area

I am concerned that Montreal lost so much money. I understand some of the reasons due to Airbnb and not meeting the hotel block, getting across the border, etc. I request that the WSOB take a long hard look please at what can be changed to ensure that the lessons learned from Montreal will not be repeated ever.

So, is there a better way, from the big to the small, maybe no banquet or brunch, or price registration differently. What can we do differently to meet the charge of the Conventions to promote enthusiasm and still raise funds for program services, to think outside the box. Also are there perhaps other ways to raise funds so that CA is not so reliant on the success of conventions to survive. Can/should the WSOB perhaps form an Adhoc committee of its members, some past convention trusted servants and delegates to sincerely explore all of these options and more? I would volunteer to serve on such a committee.

WSOB 2019-3 Post -conf 2019

Greg I H&I Conference Committee

The 2018 World Service Conference H&I Committee requests the WSOB place the already approved H&I survey link. www.esurveypro.com/s/407611/CAWSHISURVEY2018 on the www.ca.org website, prominently to simplify access for our CA global H&I users.

WSOB 2019-5 Post -conf 2019

Daniel H. Arizona Area

Is the WSOB able to implement a guideline in terms of how many days after the close of a World Convention final figure would be available so the entire body has the same expectations.

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WSOB 2019-6 Pre-conf 2019

Stuart E. Nevada Area

I would like the WSOB to do a financial impact study on the possibility of holding a World Service Convention every 2 years instead of every year as we do now. I have supported this idea for some time now and was moved by the impassioned speech made by the WSOB chair at conference this year. I believe that once the fellowship can see actual numbers we might be able to support this change. We might even see an increase in attendance due to the change. AA does a convention every 5 years and gets 100,000 attendees. While we probably won’t approach those numbers, I think we can more than double our current attendance and also increase attendance at our regional and area conventions as well…

WSOB 2019-7 Pre-conf 2019

David J. Germany Area

Will conference recommend that the WSO examine and act on the European Data Protection Regulations and amend their data storage procedures, accordingly, offering members in the European Region reassurance that the legislation is being adhered to.

As of 25th May 2018 the European Union has implemented new laws for Data Protection. The data of all European citizens is now protected under the General Data Protection Regulations (GDPR). The law applies to organisations outside of the European Union (EU) who may record and store personal information. These regulations may affect the running of C.A. services where personal data is recorded. Thus, the purchase of literature, the PI Members area of our web-site, donations via the WSO or the website, Convention and Conference Registrations etc. It does not mean that the Fellowship cannot store personal information but rather should inform anyone entering data of its storage procedures and acknowledgment of the GDPR. GDPR guidelines here <https://gdpr-info.eu>

WSOB 2020-01 In conference

Stu E – Nevada

Request for OnLine WS Convention Evaluation Form

WSOB 2020-02 Pre-conference

Cynthia C – Washington

Please consider renaming the contribution program the Virtual Basket rather than the Freedom Fund. The name Freedom Fund is already associated with an organization to end modern slavery, an organization funding abortion, and likely others. The Virtual Basket easily identifies and explains the concept without risking affiliation or confusion with outside entities. Thank yo

WSOB 2020-03 Post-conference 2019

Ian Y – Thailand

“Could World Service Office create a new sub committee that can utilise all levels of Digital Communications and Social media, for instance:

Facebook for Outreach and event promotion.

Instagram for display of archived materials Mailing List (eg.Mailchimp) for messaging members around the world

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with exciting news / Newsgram

Twitter for PI to carry its message to the general public and press

WSOB 2020-05 Pre-conference 2020

Zach A – SCTA

I would like the WSOB to consider having the CAWS convention on only the Memorial Day weekend to allow the finance committee enough time to process funds. This is in hopes of having the proper financial information available to the delegates by the WSC.

WSOB 2021-02 Pre-conference 2021

Finance Committee jonphx602aa@gmail.com

We believe there should be a rebranding of the “Freedom Fund” to be called the “Online Basket”. This was discussed on the floor at last conference, and we feel that this better represents the nature of the contributions. This should help the fellowship understand the contribution process better, remove any negative connotations, link better with the current Covid online climate, and hopefully lead to larger contributions.

WSOB 2021-04 Pre-conference 2021

Jason L. CA London

Please would you look at the possibility of providing a domain for each region such that this could be used as a ‘Landing Place’ where those seeking recovery could more easily find contact information for the Area that will best serve them.

This could provide a link to Area websites, helplines an meeting finders etc. An example would be MER@CA.ORG, which could be used as the landing place for anyone in mainland Europe. Any Area websites would have to be vetted in the same way that they are if linked to our world website.

By the World Service Office providing the domain it means that a Region would not have to create a committee to pay for this and administrate for a Region.

WSOB 2022-02 Pre-conf 2022

Arizona ASC

Please consider automatically including 10 free copies of the NewsGram when filling orders from Areas. I think it is an incredible publication that shockingly few people know about. I live in Arizona which is a pretty active and informed fellowship and when I brought it up recently at our Area meeting very few people had heard of it. I know there will be a cost to this, but believe it would be worth it. The publication provides important information about our fellowship and upcoming events, as well as articles about our experiences, steps, traditions, and concepts that would benefit our local areas, our individual members and C.A. as a whole.

WSOB 2022-03 Pre-conf 2022

In 2021, Structure & Bylaws received a referral regarding gender neutral language in the WSM. Since then, a subcommittee was formed and has been working on gender neutral language in the WSM and other areas. These other areas fall outside the committee scope, and so the S&B committee kindly asks that you consider the following motion as relates to the original referral.

Motion to make all future and reprinted literature published by Cocaine Anonymous gender neutral, excluding

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literature that Cocaine Anonymous doesn’t hold the rights to/not published by Cocaine Anonymous, and/or

personal stories as submitted by

members.

WSOB 2022-04 Pre-conf 2022

Ruby C. Utah Area

Create and document procedures for creating more complete WSOB Meeting Minutes which will include all attachments/documents referenced during the meeting.

Reason – I was recently looking through WSOB Meeting Minutes attempting to find a specific piece of information. The piece of information was referenced several times within the WSOB Meeting Minutes but was not attached to the Minutes.

Objective – To better capture necessary and important information, to better preserve archival information, to offer more transparency to the Fellowship.

WSOB 2022-07 Post-conf 2022

Jay F. Colorado

Please detail the terms of all WSOB officers and directors, when they were selected, when they were renewed, when their two-year terms and four year terms end. Please make this information available once a year to the delegates in a delegate mailing and perhaps even in the Newsgram so that all are informed about possible vacancies and timing of any open positions.

As an adjunct to this, if there is an opening on the WSOB, that opening is well posted for a period of at least two months before selection.

thank you

CLOSED REFERRALS:

WSOB 2022-1 Pre-conf 2022

r.sedman@yahoo.com Thailand ASC

Please can you amend all invoices and shipping documentation to remove the word COCAINE ANONYMOUS. This has, and will continue, to cause unnecessary concern when shipping items into countries that have a different social attitude. I’m sure there will be a flurry of verbal defence along the lines of ‘that’s our fellowship name’ and I respect and value that. However, legally there is nothing to stop you using CAWSO Inc.

I anticipate members speaking against this based on lack of awareness with regards differing attitudes around the world. I trust the WSOB have the maturity to pause, reflect, discuss and support this required change.

Response – Referral # 2022-1

It does not say it on the commercial invoice that is sent to internationals customers, but a copy of our QuickBooks invoice was enclosed in your last package, which should not have happened. We will make the

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change on our QuickBooks invoices. Thanks for bringing this to our attention and I apologize again for the delay in your package.

---

NEW BUSINESS

• We need to look at our vacations and sick time policy for our employees: Jonathan, Robert and Laurie will work on a proposal

• MOTION: to move our next meeting forward to Sunday August 14, from 8am to 11pm PST, seconded, passed

Motion to adjourn at 5:50pm

Yves W., WSOB Secretary

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