Oct 21, 2023 – WSOB Minutes

WSOB MINUTES OCTOBER 21, 2023

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Robert reads the 10th Tradition.

CONCEPT – Earl reads the 10th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H. Chair
• Jonathan H. Treasurer
• Yves W. Secretary, NewsGram Editor, LCF Liaison
• David C. DAL, WSBT LTP and IS&D Liaison
• Jo P. DAL, PI and Unity Liaison, late
• Robert B. WSOT
• Joni E. WST, sickness
• Joost B. CAWS 2024 Chair
• Jay P. CAWS 2025 Chair
• Justin C. CAWS 2026 Chair
• Nathan CAWS 2027 Chair

Guests:

• Anne M.
• Quin B.

CHAIR ANNOUNCEMENTS

• September 16, 2023, minutes were approved, with changes.

SEVENTH TRADITION –

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

CAWS CONVENTION REPORTS

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

• Overwhelmed by the attention and the uptake of registrations and especially hotel reservations. (212 registrations and 2196 room nights)
• Secured an overflow hotel with 80 rooms (20 minutes’ drive to the convention). It’s the same hotel chain and H hotels. We are also looking at a 3rd hotel, with 40 rooms (5 minutes from the convention).
• “open” service positions; 35 of 38 (92%)
• Online – finetuning and marketing (website, registration, marketing, etc.).

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• Program – speaker and workshop slate almost finalized.
• Newcomer – start focusing on P! H&I to attract as much newcomers as possible.

CAWS 2025 (Arizona) Jay P. Highlights:

• Reviewed and revised budget for submission to WSOB.
• We have a Theme AWAKENING! – Logo to be selected next meeting.
• The hotel has been sold and we are investigating if that impacts us in any way. We are trying to find out if they have any renovation plans etc.

CAWS 2026 (Florida)

Highlights:

• They started contract discussions with the hotel Hilton Orlando.
• They are continuing to gather information and our timeline to submit contract to the office is mid-December, late December at the latest.
• They are also working on their technical needs to organize their committees, emails, Group IO, for calendaring, files sharing etc. and finally acquired a FB page from previous CAWS Convention.

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• Collaborated with various board members to prepare a WSO mailing for the fellowship. Collated a PDF with a revised and updated “Gratitude Month” flyer, “WSO Help Wanted” and Director Resume flyer, “Translations process”, Updated “Freedom Fund” Flyer, NewsGram AD for articles and one for a new NewsGram Editor, The CAWS2024 Newsletter from Holland. We emailed out October 7th and posted the materials in the “Box”.
• We continue our search for a Temp Office Mgr. and have scheduled interviews of candidates.
• WSO continues to work closely with Lucky Line, our primary chip/key tag vendor. They delivered October purchase orders on time as promised for second month.
• WSO has improved Customer Service with our new cell phone using WhatsApp to assist our out of North America fellowship.
• The WSOB Move Committee met September 27th and October 18th. We discussed our Timeline to move the office to the Arizona and finetuned our real estate request for proposal.
• We have renewed our search for a Temp Office Mgr. “Indeed ad” has been restarted.

Treasurer – Jonathan H.

Highlights:

• CAWS2023 Post-Convention
  • Refund from one hotel has been issued and remaining has been adjusted in the final bill.
  • 7/8/23 held meeting with Atlanta Treasurer and DOCAC. They have provided access to QB Online to view books for convention. Treasurer was making all updates that could be done.
• CAWS2023 Conference
  • Held successful conference as member of the Finance Committee
  • Passed Amended 2023 Budget
  • Passed 2024 Budget
  • Deactivated all debit cards after event
  • Issued final wire to hotel and confirmed with Bookkeeper that expenses are being entered.
• Bank Access

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• • Updated user access and permissions on BofA
    • WSO Chair
      • Added to have online access for BofA account
      • Recreated profile based on permissions from WSOT
    • WSOT
      • Updated access for transactions and other management such as debit card locking/unlocking and user management.
• International Bank Account
  • Account will need to be added to QB, and determination of additional access so bookkeeper and others can see account activity.
• Freedom Fund
  • We released a new platform for the Freedom Fund that will provide many of the necessities of user management of their payments.
• Financials Included:
  • CAWSO
    • Income Statement
      • YTD through 9/30/23
      • YTD through 10/14/23
    • Balance Sheet
      • YTD through 9/30/23
      • YTD through 10/14/23
    • Statement of Cash Flows
      • YTD through 9/30/23
      • YTD through 10/14/23
    • Budget vs Actuals
      • YTD through 9/30/23
      • YTD through 10/14/23

Secretary – Yves W.

Highlights:

• I have updated the summary of our motions (WSOB MOTIONS LOG.xlsx) and our current roster (WSOBRoster2023xlsx).
• Archives Committee
  • Backup of CA Digital Archive Files
    • 2023-09-15 – ca.org backup
    • 2023-09-25 – docs.ca.org backup | 1609 records
    • 2023-09-15 – museum.ca.org backup | 1689 images | 1201 records
    • 2023-08-05 – audio.ca.org back up | 579 audio files 
    • 2023-09-12 – Thumb drive backup
    • 2023-09-15 – Computer Hard Drive
    • 2023-09-25 – External 120GB Hard Drive (1) 
    • 2023-09-25 – External 120GB Hard Drive (2)
    • Today – Cloud account – up-to-date (synced with CF personal computer)
  • WSO Move
    • They are working on a Suggested Archive room requirements for Arizona

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• IT Committee
  • Meeting App development
    • They submitted an article to ask the fellowship to be part of building the meetings database.
  • They requested a budget for a Slack Pro license (Project management tool). Through our Techsoup account we provided the committee a Slack Pro license free up to 250 users
• NewsGram
  • The theme for Q42023 will be “A New Beginning” and the deadline for articles was October 10. I started to work on the edition targeting to complete by the end of the month.
  • We receive one resume for the Editor position Kenny S. From SOCA Area.

Director at Large – David C.

Highlights:

• Translations Sub-committee
  • Update on Translations in progress.
    • Sweden has made an inquiry to translate A Quite Peace. The LTC chair was advised to request Copyright Agreement. Request not formally received as yet.
    • Denmark brought a translated and proofread copy of QP to Conference. The Area chair has been sent a copyright agreement to sign. Not returned at this time. The committee agreed the book needed to have “sample pages” and the 12 Steps and 12 Traditions checked by WSOB proofreader. 
    • Portugal. Johan to discuss ongoing translation issues with Alex Area Chair. Recent request from Alex by email to translate 12step Companion Guide.

Developing “ongoing project management” procedures to facilitate project tracking.

• • We are contacting potential proof-readers to obtain quotes. Sample package (First Five Pamphlets) supplied with enquiries.
  • Next meeting November 26, 2023, 6pm GMT
• WEB Update RFP Sub-committee
  • Draft RFP document as presented by Joe B is being edited Jo P for further discussion at next meeting. Regarding ‘content’ and ‘look and feel’ the advantages of supplying sample pages two at a time as we progress was unanimously supported.

Director at Large – Joanne P.

Highlights:

• WSOB Policies and Manual
  • The committee is also looking at the current information regarding the Board as stated within the WSM and is profiling for an update to be presented for approval next Conference. We are looking to not only provide clarity to the fellowship about the WSOB’s roles and responsibilities, for example World Convention. Literature and Global Distribution, Treasury Management, Website and the efficient running of the Office
• Unity Committee
  • Still waiting for further submissions for the artwork for CATW
  • They have organised a unity breakfast for conference, and they have members to support with this
• PI Committee
  • There was a long discussion at the meeting regarding the 8 point process for PSA’s.
    • A revised 8 point process has been developed, but still needs additional work.

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• • There is also work ongoing through the IT Committee regarding use of Social Media, but this is going to be an on-going issue not only through Facebook and Instagram, but the multitude of ‘what app’ groups and now TikTok with which the content mainly relies on the idea of ‘people’ sharing/showing some information. This is a key piece of work for the committee over the next 12 months.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights: No report, sickness

WSOT TRUSTEE – Robert B.

Highlights:

• WSBT
  • Upcoming Trustee Conference Call on 28-OCT-2023
    • A full review by the WSBT on the World Service Office Board election procedure..
  • Attended CAWS2024 General Committee Meeting at Convention Hotel in The Netherlands on 14-OCT-2023. Excellent meeting, group is squared away.
  • Working with DFW Marriott and WSC Conference Committee Conference Coordinator to finalize Contract Addendums for 2024 and 2025 Conferences
  • There will be discussion around the 11th Tradition motion to change, to go forward with polling process and how to follow-up from start to finish.
  • The next Board-to-board meeting will be held on Zoom January 13,2024, from 9am PST

SPENDING COMMITTEE REQUEST:

NONE

MONTHLY MEETING MOTIONS

• Motion to add Stuart Johnston, European regional trustee to the mandate and remove Sarah Taylor from the mandate for the HSBC account, seconded,

ONLINE MOTIONS

NONE

UNFINISHED BUSINESS/PROJECT UPDATES

• WSOB reimbursement policy for conventions and conference.
• Nominations for Vice Chair are open.
• Referrals: See 9-2022 folder spreadsheet; divide up or set up ad hoc committee.
• Succession plan for Chair, Vice Chair, DALs of WSO.

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NEW BUSINESS

Print on demand, licensing and invoicing:

• There is no policy for the management and invoicing for these agreements, like those based on the # of meetings when signed and then yearly when renewed this being a yearly invoicing. We need to address this in order to have this resolve before the move to Arizona.

Motion: to adjourn at 13:01pm

Yves W., WSOB Secretary

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NEW REFERRALS RECEIVED:

None

SUMMARY OF COMMITTEE MOTIONS):

WSOB 2022-11 Pre-conf 2022

Ruby C. Utah Area

The WSOB create and implement a procedure for the review of the entire ca.org website at least once a year. The review of the ca.org website would include all sub -sites and web pages originating from ca.org, including the C.A. Virtual Museum and the P.I. Members Area. The review would include but not be limited to the following —

• Ensure the functionality of all hyperlinks and forms.
• Ensure the ca.org website, sub-sites, and web pages originating from ca.org are compliant with the most current version of the WSC Information Technology Guidelines
• Ensure no Tradition violations are present.

A. Motion: WSOB to create an Ad hoc committee that would be live for a month, chaired by a WSOB member that would proceed to a complete audit of the ca.org website including the following a representative for each of the following:

• WSBT for Tradition violation audit
• LCF for our literature content audit
• IT committee for WEB Site functionalities and guidelines audit
• Archives committee for Virtual Museum audit
• PI Committee for PI member page audit
• Webmaster

From the audit, the ad-hoc committee will provide a report with the findings, an action plan and recommendations if needed. The report would be part of the WSOB Conference report.

PASSED

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

REFERRALS STILL IN COMMITTEE:

WSOB 2023-08 Post-Conf 2023

Nadz L. Ireland

Can a full audit of the ca.org website to streamline its content and remove so many of the hyperlinks to documents are added. There are discrepencies from one page to another with different versions of the same document.

WSOB 2023-09 Post-Conf 2023

Nadz L. Ireland

I am not sure if this should go to the WSOB or to the WSITC but here is my referral.

I would like to see the website supporting the WCAG 2.1, in support of our disabled community (e.g. learning

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difficulties, visual impairement, …).

WSOB 2023-10 Post-Conf 2023

Wade G. Utah Area

“Be it Resolved:

That the new website of CA:

1-be centered to be a resource for the general public unfamiliar with CA first.

2-information for existing members of CA, CA delegates, WSBT, etc be secondary to the meeting the needs of the general public

3-that public information be the primary aim for the website”

WSOB 2023-11 Post-Conf 2023

Renzo P. Holland Area

“To put an option to buy the Quit Peace in the app. It can be a paid add-on. But it would be amazing if get an pop-up every day. Thanks for considering it. ”

WSOB 2023-12 Post-Conf 2023

Catherine A. E. CAUK Area

“I would like the WSOB, working with the collaboration of H&I to look into the creation of a distinct “”newcomers”” H&I chip. For those newcomers who “”got the message in H&I”” this could be a metal chip or a new coloured chip to give to potential new members and to honour the special relationship for those that meet Cocaine Anonymous in hospitals, institutions, treatment centres etc. Thank you for reading my referral.”

CLOSED REFERRALS:

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