Mar. 18, 2023 – WSOB Minutes

WSOB MINUTES MARCH 18, 2023

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 3^rd Tradition

CONCEPT – Earl reads the 3^rd Concept

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H., Chair
• John B., Interim Vice-Chair
• Lolita S., Director of Operations, excused, on disability leave.
• Jonathan H., Treasurer, delayed
• Robert B., Director of Conv & Conf, delayed
• Yves W., Secretary, NewsGram Editor
• David C., DAL, PI and Unity Liaison
• Jo P., DAL, PI and Unity Liaison
• Susan L., DAL, LCF Liaison
• Laurie R., WSOT
• Joni E., WST
• Mike S., CAWS 2023 Chair
• Joost B., CAWS 2024 Chair, excused, report submitted
• Jay P., CAWS 2025 Chair, excused, report submitted

Guests: Justin C.

CHAIR ANNOUNCEMENTS

• No announcement
• Susan reads the relevant day from ‘A Quiet Peace’.
• January 21, 2023, minutes were approved.

SEVENTH TRADITION –

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

CAWS CONVENTION REPORTS

CAWS 2023 (Atlanta) Michael S.

Highlights:

• 264 registrations as of March 15. Marriott Marquis 1227 of 1252 Nights block (8% Attainment), Hyatt Regency Atlanta 391 of 250 Nights block 100 Staff Nights (156.4% Attainment).

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• The registration “experience” is coming along and is looking to be as easy and seamless as it was last year. There will be training before the equipment is delivered on Tuesday at the hotel where it can be set up and tested by Thursday.
• We need all the Trustee’s to push back to their Regions (Areas) about the events and getting registered for them before the cutoff date. Probably 2 weeks prior.
• The program is coming along, we will receive a draft in the coming week.

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

• Focus on the coming month.
  • Online (website, registration, marketing, etc.) for the launch in Atlanta
  • Program
  • Budget.

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

• At the next meeting we will go over timelines, roles, and responsibilities. An overview of how we will work as a team. We will have an open dialogue on when and where group conscience is important and when we need the committee to get on with it, we will encourage our Steering Committee leaders to have their downline ready for each meeting and do committee work beforehand.

CAWS 2026 (TDB)

Highlights:

• Florida, Scotland (almost ready for their bid), and Utah Areas for 2026, and for 2027 Washington Area is working on a bid also.

OFFICE DIRECTOR REPORTS

Director of Operations- Lolita S.

Highlights:

• No report, information coming from Chair report

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• Sent Letter to the London Area Fellowship responding to their concerns regarding the WSO.
• We are escalating and working to get earlier chip production dates for our Dutch and Swedish backorders with Lucky Line.
• Completed review of consultants recommendations regarding our E-Commerce options to improve ordering on Website
• Requested another inventory be done at the end of 1st Quarter March 30th-31st to resolve discrepancies. There was issue with the end of year inventory report (not received).
• Reached out to complete licensing agreements and issued QB Invoices to Areas.

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• Confirmed US mail has been picked up at PO Box in Brentwood and that the forwarding request was submitted.

Interim Vice Chair – John B.

Highlights:

• I am exploring software that will help to integrate a more efficient e-commerce element to our CA.org website and improve not only transactional activity with our members but also support inventory and ordering process. This is a priority issue for WSO to address.
• Working in cleaning up our delegates mailing list. A big thank you to Ruby that is a big help with this.

Treasurer – Jonathan H.

Highlights:

• Bookkeeper has been able to finalize reconciliation through February of 2023, Credit Card account which has been reconciled through 2/10/23.
• HSBC Account verification 2nd attempt was still not successful. Will be contacting HSBC to schedule meeting at closest branch (most likely CA) to confirm everything needed and then will make the trip to finalize the verification process. Same process will be needed for MER trustee.
• Have emailed the bookkeeper to create 2 new accounts in QB for the future conventions.
  • Transferred $100 each into the new convention accounts.
• Items remaining to be completed:
  • Planning to have 2022 books closed by end of March 2023 and able to be sent to accountant early.
  • Entry of 2023 budget into QuickBooks
  • Will create updated Prudent Reserve Policy for the Boards review. I have ideas of the best method of calculation, but also want to discuss and review the concept of having a disaster policy separate from prudent reserve policy. Estimated completion by Q2 2023 depending on meetings with Policies and Procedures sub-committee and LTP subcommittee.

Secretary – Yves W.

Highlights:

• Our summary of our motions (WSOB MOTIONS LOG.xlsx) for 2022 and up to our last meeting is updated.
• Will work on reorganizing our Repository in line with proposed structure and naming convention.
• Archives committee
  • Backup of CA Digital Archive Files
    • 2023-02-22 – ca.org backup
    • 2023-02-22 – docs.ca.org backup | 1569 records
    • 2023-02-22 – museum.ca.org backup | 1654 images | 1180 records
    • 2023-02-26 – Thumb drive backup
    • Today – Cloud account – up-to-date (synced with CF personal computer).

• IT Committee
  • The committee is looking at WIKI (as a documentation process) and Slack as an equivalent than WhatsApp, but with more capabilities.
• NewsGram
  • Completed the draft for the current edition. Will send it for proofing next week and to WSBT for Traditions validation.

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Director of Conv & Conf – Robert B.

Highlights:

• CAWS 2023
  • Currently estimating we have met (59.7%) of Food & Beverage Spend contract.
  • Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-16 for Events (Braves baseball event), for the amount 510$ (out of local account), passed
  • Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-17 for memorabilia, Leslie Reeder, for the amount 896.80$, passed
  • Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-18 for memorabilia, Promoleaf, for the amount 904.90$, passed
  • Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-19 for memorabilia, 4AllPromos, for the amount 183.04$, passed
  • Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-20 for Entertainment Comedian, Derek Fleming, for the amount 1,609.40$, passed
  • Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-21 for for memorabilia, for the amount 712.30$, passed
• CAWS 2024
  • Progressing Well. Focusing on Program development, Fundraising, and rounding out the general committee
  • Will be focusing on program and registration to ensure preparedness for kickoff in Atlanta.
• CAWS 2025
  • Focus is on hotel negotiation strategy
• CAWS 2026
  • Have been working with Florida, Scotland, and Utah Areas for 2026 Submission
  • Florida Area plans to submit to me for preliminary review near end of March or early April.
• CAWS 2027
  • Have been working with Florida, Scotland, Utah, and Washington Areas for 2027 Submissions
• WSC Conference 2023
  • Zoom call with hotel on 16-FEB-2023 to begin contract addendum possibilities.
• WSC Conference 2026/2027 – TBD
  • Detailed RFPs sent to finalist hotels; 2 in Texas, 1 in Florida, 1 in Washington, D.C., 1 in London, and 1 in Germany.

Director at Large – David C.

Highlights:

• Update on new Translations Policy
  • David and Johan to complete ‘brand style’ presentation of New Translations Policy. Final draft to be presented at next WSOBTC meeting.
• Update on Translations in progress.
  • New Copyright Agreement (REV 2) approved.
  • Requests from Holland and Quebec Areas to translate Companion Guide to be formally agreed by sending Copyright Agreement from WSOB Chair sent for Area Chair to sign.
• ‘Steady partner’ WSOB proof-reader being sought.
• Next meeting: April 30^th, 2023, 6pm GMT

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Director at Large – Susan L.

Highlights:

• WSOB AD HOC Committee to establish formal WSOB processes and procedures (Financial, Operational, Policies, etc.)
  • The team met Sunday, February 19. We discussed items that we were currently working on and then got into the discussion about what the Consultant is working in the office currently. In an effort to not overlap or recreate work, we set up a meeting on March 5, 2023. We are all on the same page now and work is moving forward.
• LCF Committee
  • Twelve Step Companion Guide – the Companion Guide is currently at Point 13, the professionally edited draft has been returned to LCF for their final approval of edits. They have 90 days from receipt (May 16, 2023).
  • Recalling the Early Days of C.A – is currently at Point 12, and the professional editor is working on the document and has yet to come across anything unexpected. She plans to have the work in on time by mid-April.
• Motion: To adopt the CAWS Publication Guidelines as submitted on February 18, 2023, WSOB meeting, seconded.
  • Motion: to table by John, seconded.

Director at Large – Joanne P.

Hightlights:

• WSOB Policies and Manual
  • We have met with the consultant to make sure that we do not duplicate efforts and we will be supporting with the review being completed of the Office policies and procedures.
    • In this meeting I was also reassured about the literature, number of orders and processes. I have also linked her to the ex CAUK Literature Chair who can provide some overseas insight.
  • I have collated all the information I can find regarding Spending Committee and other financial guidelines for the Office and WSOB.
    • We also must ensure that the check request process if followed for WSBT, WSC committees to ensure that we receive a completed paper trail, and follow-up regarding their budgets.
• Motion: to have the spending committee meeting, part of our monthly WSOB meeting, chaired by the Treasurer, seconded, passed
• Unity Committee
  • The flyer for the 2024 logo for Celebrate Around the World has been created with the theme “Hope Faith and Courage.”
• PI Committee
  • Professionals’ week has been this week 16th-20th Jan 2023. It was successful.
  • PI Summit ‘Wings to Fly with PI’. European Summit to be held at ERC in Wales 24-26 March 2023. North American Summit took place and there are clear activities which will be taken forward for Conference, some will be further worked on at the European Summit.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

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• TNC
  • Signed off on EventDex & Choose 2 Rent contracts for CAWS2023 Convention
  • Signed the Dallas Marriott Direct Bill agreement for 2023 Conference
• LEGAL
  • Registration of C.A. Logo in Emerging Areas
    • We are in the process of registering the C.A. Logo in the emerging areas. As a first step, we are going to file a new application for the C.A. Logo and C.A. word mark in the US to change to a more general description of the associated service. This is necessary to avoid issues with future filings in conservative jurisdictions as the US applications serve as the basis for filings in emerging areas,
  • C.A. App Development and Registration
    • Efforts are also underway to develop a plan for registering the future mobile app to ensure we are adequately protected without exceeding requirements to keep costs reasonable.

WSOT TRUSTEE – Laurie R.

Highlights:

• WSBT
  • Working on the insurance renewals with Earl for the CAWSO and CAWS general liability and D&O insurance policies. The renewal date is 4/24 and we expect to have them in place by then.

UNFINISHED BUSINESS/PROJECT UPDATES

• Motion: to extend the meeting to the remaining of business, seconded, passed
  • Motion: To refer the following changes to the World Service Manual (WSM) as it applies to Qualifications and Responsibilities for the World Service Office Board (WSOB) to the WSC Structures & Bylaws Committee. seconded, passed

NEW BUSINESS

• E-Commerce solution for our website
  • To resolve issue around our store
    • Backorders, double entries, no direct connection with our accounting.
  • Motion: to adopt the Shopify e-commerce solution to be integrated to ca.org, four our store, seconded
  • Motion: to table, seconded, passed

Motion: to adjourn at 1:30pm

Yves W., WSOB Secretary

NEW REFERRALS RECEIVED:

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None

CLOSED REFERRALS:

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.

Summary Action – No Action Taken

In the time since this referral was written; the Director of Conferences and Conventions position has been created to oversee these activities. Additionally, a new Convention Financial Bid Vetting Committee was created to properly review and predict financial performance of potential convention bids. It is the opinion of the WSOB that these two initiatives; along with better monitoring of convention progress, will allow better oversight of current and future conventions.

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.

Summary Action – Transfer to Convention Committee with Suggested Action

Modify World Service Convention Committee Guidelines to include Post-Convention activities as this currently doesn’t exist. These activities would include the following: The WSO will strive to conclude all financial reporting for the Convention for presentation at the following World Service Conference.

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

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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…

Summary Action – No Action Taken

In the time since this referral was written; we were able to experience first-hand what a lack of conventions looks like to our fellowship. Without the extremely generous nature of our fellowship to financially support World Services during this time; we would of experienced a much larger loss than what was actually realized. It is the current opinion of the WSOB that an annual convention is absolutely necessary to support our organization for the foreseeable future.

WSOB 2020-01 In conference

Stu E – Nevada

Request for OnLine WS Convention Evaluation Form

Summary Action – Transfer to Convention Committee with Suggested Action

Modify World Service Convention Committee Guidelines, Page 21 Survey and Evaluation Coordinator

1) Coordinate evaluation process at convention. Insert New Language [It is suggested that coordinators focus on evaluation techniques utilizing the most current technological platforms (i.e. – Online Evaluation Methods, Formsites, etc.) to produce the most meaningful feedback in the easiest possible method of recovery from our fellowship. The easier it is to use, the more likely we are to receive responses.]

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.

Summary Action – No Action Taken

While the WSOB appreciates the intent of this referral, we believe it adversely affects our global fellowship as a whole to limit the Convention to a single US Holiday weekend. Prudent guidance and oversight of all convention activities; put into place since the writing of this referral, should ensure completed convention financials in time for the WSC regardless of timing.

WSOB 2022-1 Pre-conf 2022

Russell S. Thailand ASC

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

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