Apr. 15, 2023 – WSOB Minutes

WSOB MINUTES APRIL 15, 2023

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 4^th Tradition

CONCEPT – Earl reads the 4^th 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
• 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
• Laurie R., WSOT
• Joni E., WST
• Mike S., CAWS 2023 Chair
• Joost B., CAWS 2024 Chair
• Jay P., CAWS 2025 Chair excused, report submitted.

Guests: Justin C.

CHAIR ANNOUNCEMENTS

• No announcement
• Susan reads the relevant day from ‘A Quiet Peace’.
• March 18, 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:

• 320 registrations as of April 10. Marriott Marquis 1228 of 1252 Nights block (9% Attainment), Hyatt Regency Atlanta 445 of 250 Nights block (178% Attainment).

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• Banquet menu looks very close and should be finalized by the thee first of next week.
• Outreach is getting better, and the Vice Chair knows what needs to be done.
• 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.
• Several alignment meetings with chairs. o Hotel Liaison is back and on top.
• Work on website, completing the registration form. o Deep dive on budget with treasurer.
• Big event around the world will be held online hosted by 8 areas a month after the launch in Atlanta.

CAWS 2025 (Arizona) Jay P.

Highlights:

• Hotel is still a challenge. The goal is to have a contract by Conference. The Food and Beverage is a challenge.

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:

• Signed and sent Translation Copywrite Agreements to Sweden, Holland and Quebec. Retrieved and forwarded to WSOBTC Chair for processing.
• WSO continues escalating and working to get earlier chip production dates for all our backorders with the Lucky Line vendor trying to shorten delivery intervals.
• Worked with JH2H consultant to analyze the payroll budget and benefits budget to accommodate our changing personal needs.
• We have almost completed on Phase II of the Project and started Phase III, the restructuring the Office staff. We are suspending the Director of Operation position. We have opened an Office manager position and received 70 resumes. After interviewing the 4 top candidates, I have selected Patricia M. for the position. She will be starting soon. We will have a training program in place for her.

Interim Vice Chair- John B.

Highlights:

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• The cleaning up our delegates’ mailing list is complete, down from 612 entries to 541 all validated (including past conference members).
• Future Steps will include scrubbing the list again using an email client with opt out features that will allow our list to be scrubbed and tallied automatically. Only then will we begin to see the true list reveal itself.
• We will explore using the BOX for future mailings

Treasurer – Jonathan H.

Highlights:

• Bookkeeper has been able to finalize reconciliation through March of 2023, Credit Card account which has been reconciled through 3/10/23.
• HSBC Account verification letter to go in person to a local branch led to booking of a flight for 4/14/23 to fly to LA to handle the required verification. Call was made to the branch to confirm items needed for verification and set an appointment. Was told that the branch has no access to the UK systems and would not be able to help without a contact person and address to send the copies of documents (none of this was on the letter).
• Bookkeeper has created 2 new accounts in QB matching the bank accounts for the future conventions.
• Accountant contact
  • Confirmed sending of the 2022 financial statements this upcoming week.
  • Confirmed resubmission of California state returns for 2020 that were apparently not transmitted 3 years ago. This should solve the communication received from the California Dept of Revenue and place CA in good status.
• Items remaining to be completed:
  • 2022 books will be closed and sent to accountant upcoming week.
  • Confirm entry of 2023 budget into QuickBooks
  • Prudent reserve calculations
• Financials Included:
  • February 2023 Balance Sheet
  • February 2023 Profit/Loss
  • YTD Balance Sheet 3/17/23
  • YTD Profit/Loss 3/17/23
• Motion: Robert B. proposed that the 3 Convention accounts (2024, 2025 and 2026) be seeded with 1,500$, seconded. Passed
• Motion: Robert B. proposed that the current account use for 2022 Austin nickname be changed to 2026 TBD, seconded. Passed

Secretary – Yves W.

Highlights:

• Our summary of our motions (WSOB MOTIONS LOG.xlsx) is updated.
• Working on reorganizing our Repository in line with proposed structure and naming convention.
• Archives committee
  • Ray G’s archive 6 boxes were transferred to WSO
  • Shipped 3 boxes of Archival CDS, Cassettes and documents from Bob L. o Backup of CA Digital Archive Files 2023-04-01 – ca.org backup

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• • 2023-04-01 – docs.ca.org backup | 1583 records
  • 2023-04-01 – museum.ca.org backup | 1654 images | 1180 records
  • 2023-04-01 – Thumb drive backup
  • Daily – Cloud account – up-to-date (synced with CF personal computer)
• IT Committee
  • I didn’t attend their last meeting, and no minutes were provided.
• NewsGram
  • The current edition is completed and was approved by the WSBT, it will be published next week.
  • The theme for Q22023 edition is “Recovery Through and Through” the deadline for article will be April 28.

Director of Conv & Conf – Robert B.

Highlights:

• CAWS 2023
  • Currently estimating we have met (73.3%) of Food & Beverage Spend contract.
• 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
  • Finalizing 2023/2024/2025 Contract Addendums…very favorable terms to CA.
  • Registration and Hotel Links will go live Mid-April
  • SR-14 Deadline is 01-JUN-2023
  • Registration and Credentialing Deadline is 31-JUL-2023
• 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.
  • Requests from Holland and Quebec Areas to translate Companion Guide have been formally agreed by sending new Copyright Agreements to Area chairs to sign and return.
  • A more recent request from the Swedish LTC seeking permission to translate the Companion Guide also approved by an online vote, and Copyright Agreement sent to Swedish Area chair for signature.

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• Next meeting: April 30^th, 2023, 6pm GMT

Director at Large – Susan L.

Highlights:

• Pursuant to Earl’s request, I created a Request for Proposal (“RFP”) to be used in acquiring information from potential cities/landlords/properties who are interested in working toward a lease agreement with the CAWSO, Inc
• WSOB AD HOC Committee to establish formal WSOB processes and procedures (Financial, Operational, Policies, etc.)
  • Nothing new at this time
• LCF Committee
  • Twelve Step Companion updated layout is currently underway.
  • 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 bring this motion: adopt the CAWS Publication Guidelines as submitted on February 18, 2023, WSOB meeting off the table, seconded.

Director at Large – Joanne P.

Highlights:

• WSOB Policies and Manual
  • Nothing new at this time
• 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
  • Meeting has been rescheduled for April 16.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • No activity
• LEGAL
  • Registration of C.A. Logo in 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.
• Licensing agreements
  • We need to review the overall status for old and new agreements to be up to date and current.

WSOT TRUSTEE – Laurie R.

Highlights:

• WSBT

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• • Submitted insurance renewal forms for the CAWSO and CAWS general liability and D&O insurance policies. Binders should be in place by next week.
  • There will be one-on-one for WSOB Chair and Treasurer at Convention.

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SPENDING COMMITTEE REQUEST:

MONTHLY MEETING MOTIONS

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-24 for Hospitality suite, Schelly Septda, for the amount 2,109.75$, seconded, passed
• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-25 for Drape, projectors, screens and camera, Production Drape LLC, for the amount 5,500$ paid following instructions, seconded, passed
• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-26 for 8 Security shirts, Joe Reef, for the amount 120$, from local account, seconded, passed
• Motion: WSOB Robert B. proposed Approve SRV Contract for 2023/2024/2025 Conference AV Services (will still need to go to TNC for Signature After Approval) – SRV and Inspire Quotes Attached:
  • SRV 3-Year Cost – $9,000 Total ($2,750 in 2023, $3,000 in 2024, $3,250 in 2025)
  • Inspire 3-Year Cost – $83,964.75 ($27,988.25 per Year), seconded, passed

ONLINE MOTIONS

• Motion: WSOB Yves W. proposed to approve the CAWSO OM Training Documentation Contract proposal at the cost of 65$ per hour for a maximum of 65 hours for a total 4,225$, seconded, passed
• Motion: WSOB Jonathan propose to transfer $20,000 from the main operating account back to the prudent reserve account to replace the funds removed at the beginning of the year, seconded, passed
• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-23 in the amount of $437.36 to Stokes Sign Company for the Atlanta Main Stage back drop, seconded, passed
• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-27 in the amount of $136.71. Decorative ribbons to go on name badges for convention committee, speakers, workshops, etc., seconded, passed
• Motion: Robert B. proposed to approve the payment to the Hyatt. In the amount of $3107.70$ per invoice. 30126043-1 that we received from the Hyatt and has been previously sent, seconded, passed
• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-30 in the amount of $500 to Stevie Ray Vaughn for DJ services during the convention. This is an adder to his current contract for A/V that does not include the DJ services. This would be paid out of the WSO 2023 Account; payable at the end of the convention, seconded, passed

UNFINISHED BUSINESS/PROJECT UPDATES

ONLINE MOTIONS

• Motion: Susan L. proposed: In regard to the revisions and reprinting of the Twelve-Step Companion Guide, we are requesting permission to get pricing for the following revisions:

1. Add new Part C and current Part C becomes Part D
2. Increase outer margins to 0.75, leaving the inside margin the same
3. Shift all new “Chapters” and “Actions” to a right-page start
4. Increase the page numbers up to a maximum of 225 pages
5. Use thicker weight of paper, so print doesn’t show through

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6. Remove “A collective experience and exercises to enhance your journey” from the front cover, add “Second Edition” or something similar to cover, and revise cover art (i.e. larger C.A. logo)
7. We are checking to see if we need to change the ISBN# and the Library of Congress Control number. seconded, passed

NEW BUSINESS

• E-Commerce solution for our website
  • We have implemented short-term solutions for validation purposes

Motion: to adjourn at 1:10pm

Yves W., WSOB Secretary

 

NEW REFERRALS RECEIVED:

WSOB 2023-01 Pre-Conf 2023

Ruby C. Utah Area

Referral – Provide the Suggested Meeting Formats and Readings download document on ca.org in languages other than English.

We currently have meetings in several countries where English is not the first language. Meeting formats and the readings currently provided in the Conference approved Suggested Meeting Formats and Readings document have already been translated by the local fellowships. Obtaining those translations could be easily facilitated by reaching out to various Regional Trustees. Not even everyone in a country where English is the first language read/speak English. Providing this document in languages other than English will help encourage growth within the fellowship.

WSOB 2023-02 Pre-Conf 2023

WSBT

Referral#: WSBT 2022-05

Formsite: 11450913

From: Kevin M.

Email: km@nativesun.com

Move ownership of “ca.org” domain from CAWSO to CAWS, as we do with other intellectual property, and track the registration renewal at the WSBT level, as we do with trademarks.

WSOB 2023-03 Pre-Conf 2023

Russell S.

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Hi! For many years the WSO would supply a report from an independent financial auditor (Roger Brown). These documents allowed for an additional layer of ‘checks and balances’ and, from my experience and observations, reassured our conference that accounting at the office was robust and proven.

The RB’s stopped a few years ago…I personally believe simply because someone forgot :/ although there may be other factors….nah, they forgot or couldn’t be bothered.

To supply such an audit would help and would be a healthy practice. At a time that we have ongoing concerns with regards WS operations I would suggest you at least discuss and consider returning to such a practice. (I’m not saying it should be by Roger Brown….just that type of external audit).

My suggestion to supply such independent audits are in no way an accusation toward our treasurers and/or bookkeeper ….such an audit would be to support and protect them.

I look forward to your response and hope you consider the benefits of supporting such healthy practice.

WSOB 2023-04 Pre-Conf 2023

Jesse SCTA

That the board be as diverse as the fellowship to include AGE, gender, race, ethnicity, sexual orientation, gender identity, education level, history of incarceration and any other relevant factor.

WSOB 2023-05 Pre-Conf 2023

Justin C.

Florida

Referral that the World Service Office Board will make available to the Fellowship all contracted or authorized audio recordings of speakers and workshops from past and future CAWS Conventions.

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

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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 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

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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

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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