Nov. 18, 2023 – WSOB Minutes

WSOB MINUTES NOVEMBER 18, 2023

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Robert reads the 11th Tradition.

CONCEPT – Earl reads the 11th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H., Chair
• Jonathan H., Treasurer
• Yves W., Secretary, NewsGram editior, LCF Liaison
• David C., DAL, WSBT LTP and IS&D Liaison
• Jo P., DAL, P{I and Unity Liaison, late
• Robert B., WSOT
• Joni E., WST
• Joost B., CAWS 2024 Chair
• Jay P., CAWS 2025 Chair
• Justin C., CAWS 2026 Chair
• Natalia F. CAWS 2026 Vice-Chair

Guests:

• Anne M.
• Quin B.
• Ginger L.
• Jay F.
• Jesse G.
• Jonathan M
• Stan

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. (238registrations and 2196 room nights)

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• 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).
• Program – speaker and workshop slate almost finalized.
• And one of the things we will next month really should focus on is the online experience. So we also want to, make a nice online experience for people that are just not able to travel to the Netherlands..

CAWS 2025 (Arizona) Jay P.

Highlights:

• Our Treasurer and I met with your Jonathan H.. We went over and got some clarity about banking and spending reports and authorizations.
• We have Logos propositions to be selected next meeting, and to send you after for approval.
• 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:

• Site visit we went to the Hilton Orlando and also, we visited the Caribe Royale. We have narrowed it down to Caribe Royale and one of the things we really loved about it, it is a resort. It’s privately owned, and they seem to be willing to accommodate our concessions.
• 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.
• Motion: Robert B. proposed that we approved the steering committee approved theme “A Last

CAWS 2027 (Washington)

• Report submitted. All steering positions filled and voted for at WSC Convention committee. They are started, they are working on their hotel.

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• We hired a new Office Manager, Tai B. She begins Nov. 27th.
• We are also bringing a new Customer Support Services Rep. Start date December 11th.
• WSO to work with Lucky Line, our primary plastic chip/key tag vendor. We have resolved our out-of-stock situation on most chips. They have increased production capacity to meet our orders. Volumes on orders have increased exponentially along with the growth of our fellowship, they have responded positively.
• WSO has improved Customer Service with our new cell phone using WhatsApp to assist our out of North America fellowship.
• The WSOB Move Committee is on track with preparations to relocate the WSO to Arizona. Our Move sub-committee works online and meets monthly.
• The WSOB has activated the International Banking Account with HSBC. We are now creating policy concerning our use of this account with its features and applications. Working on how we can train staff to apply accounting protocols.

Treasurer – Jonathan H.

Highlights:

• CAWS2023 Post-Convention
  • Have transferred what was expected to be final funds from convention.

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• International Bank Account
  • Funds transfer access has been provided to my user for future wires.
  • WSOT has just received his access to account and new signer Stuart has been added to replace Sarah after her Trustee position has ended.
• Freedom Fund
  • We released a new platform for the Freedom Fund that will provide many of the necessities of user management of their payments.
• Taxes
  • Was able to get both sets of financials (CAWS and CAWSO) to the accountant as of 8/12/23.
  • Accountant contact
    • Final version of all financial statements for both CAWS and CAWSO have been sent to the accountant.
    • Awaiting receipt of taxes for review.
    • Once confirmed taxes will be filed and consolidated financial statement will be provided.
  • Accountant has not finished taxes as of 11/14/23 when writhing this report but I have been in contact and promises they will be completed and available for my review on 11/15/23.
• 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 10/31/23
      • YTD through 11/14/23
    • Balance Sheet
      • YTD through 10/31/23
      • YTD through 11/14/23
    • Statement of Cash Flows
      • YTD through 10/31/23
      • YTD through 11/14/23
    • Budget vs Actuals
      • YTD through 11/14/23
• Motion: Jonathan H. propose to create a new account and chart of accounts to differentiate, give butter freedom fund donations from standard freedom Fund donations, seconded
• Motion: Robert B. proposed to table, till later in the meeting, seconded, passed

Secretary – Yves W.

Hightlights:

• Archives Committee
  • Backup of CA Digital Archive Files
  • 2023-10-23 – ca.org backup
  • 2023-09-25 – docs.ca.org backup | 1609 records
  • 2023-10-23 – museum.ca.org backup | 1691 images | 1202 records 
  • 2023-08-05 – audio.ca.org back up | 579 audio files
  • 2023-10-22 – Thumb drive backup

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• • 2023-11-04 – Computer Hard Drive
  • 2023-10-22 – External 120GB Hard Drive (1) 
  • 2023-10-22 – External 120GB Hard Drive (2)
  • 2023-11-04 – Cloud account – up to date (synced with CF personal computer)
• WSO Move
  • They are working on a Suggested Archive room requirements for Arizona, asking for 250 to 300 square feet and 10-foot ceiling 
• LCF Committee
  • Questions from Chair, regarding Companion guide:
    • Who the current publisher is and does said publisher has an online interface or will they be producing a hand full of hard copies. 
    • Why was the original hands design dropped?
• IT Committee
  • I did not attend, because of another commitment.
• NewsGram
  • The theme for Q42023 will be “A New Beginning” is now completed. We received 9 articles from members and 1 each from IT Committee, Archives and WSBT. We had to remove two articles, at the WSBT request, one from Archives presenting an article from the Boston Globe, but they didn’t have a reprint permission, the other one was a poem, having some Christian references.
  • The theme for Q12024 edition is “Surrender and Acceptance” and the deadline for articles will be February 10, 2024.

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. WSOBTC agreed to send Copyright agreement.
• QP issue. Copyright agreement to be sent for signature plus evidence of local proof reading. MERT to follow up.
• New requests to translate. Sweden Logo and QP. Portugal QP and Companion Guide. Quebec. Holland and Sweden require new Copyright Agreement for new Companion Guide.
• For the new tracking chart. Decision to start with contemporary activities.
• Next meeting November 26, 2023, 6pm GMT
• WEB Update RFP Sub-committee
• Software and Website Requirements Chart and Project Plan were presented and discussed with revisions made.

• The aim is to recommend 3 software options with pros and cons to the December WSOB for approval.
• Date of next meeting Sunday 10th December. Meetings to be held on the Sunday before the WSOB monthly.

Director at Large – Joanne P.

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Highlights:

• HSBC Bank Account
  • Robert B. has been added to the account.
  • I have also received a request for European areas to use this for transactions to the Office such and Tradition 7 and Literature costs. I have at this stage referred them to the ERT. As requested at the last meeting I have started to put together some guidelines and procedures for the use of this account. Still need to complete this action.
• WSOB Policies and Manual
  • Ongoing
• PI Committee
  • There was a long discussion at the meeting regarding the 8-point process for PSA’s.
    • This is a key piece of work for the committee over the next 12 months.
  • The committee would like us to consider in our website discussions having a Chat Web function, which may be the direction of travel we need to take. Through the advances in AI we could set up ‘model’ responses.
  • PI continues to have some challenges regarding finances, there has been a lack of clarity from the committee regarding the approved budget at Conference despite the PI Trustee’s best efforts to advise them.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • The 2024 CAWS Convention Hotel contract addendum for Holland is in the review process.
• Translation
  • I have drafted and finalized the packet to be submitted to potential proofreaders for translated materials to include the new Translation Procedure, the 5 initial pamphlets for translation, and a sample of past translated materials.
• Mobile App Registration
  • We have filed a combination of the “C.A.” mark, the Logo and the “Cocaine Anonymous” mark in the US and abroad.
• Licensing & Royalty Agreements
  • We now need to put together a summary chart showing when agreements were activated, the agreement entered into by each area, and the status of payments. As soon as we have a handle on the current agreements for each area we can begin the process of ensuring all areas have update agreements and we can develop a process for monitoring and issuing annual agreements or at least a schedule for reviewing same

WSOT Trustee – Robert B.

Highlights:

• WSBT
  • Trustee Conference Call on 28-OCT-2023
    • Reviewed WSM for WSOB Election Process and Procedures.
  • Board-to-Board meeting – 13-JAN-2024 – 9:00am to 12:00pm (PST).
  • WSO Chair & Treasurer Quarterly Reports Due – 14-FEB-2024
  • WSO Chair & Treasurer Quarterly Reports Due – 19-JUN-2024
  • WSO Chair & Treasurer In-Person Review – 10-JUL-2024 (at CAWS 2024)

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• • WSO Chair & Treasurer Quarterly Reports Due – 14-AUG-2024
• WSBT Finance sub-committee.
  • Motion: Robert B. proposed that WSOB adopt the three following tools: Developed Cash Conversion Cycle (CCC) Tracking, Developed Cash Flow Projection and Developed Multi-Year Parsimonious Growth Tracking, seconded, passed

SPENDING COMMITTEE REQUEST:

NONE

MONTHLY MEETING MOTIONS

ONLINE MOTIONS

NONE

UNFINISHED BUSINESS/PROJECT UPDATES

• HSBC Training for Office board and staff
  • Completed, removed
• Royalty, Copyright, Translation, Licensing agreements-step by step process for initial and then annual renewal, review, and invoicing.
• WSOB reimbursement policy for conventions and conference.
• Nominations for Vice Chair remain open.
• Succession plan for Chair, Vice Chair, DALs of WSO.

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NEW BUSINESS

• Ballot creation, election process, fellowship mailing for proposed Tradition 11 change. o We aimed to have this in the December mailing planned on December 15.
• Web site domain names, WSBT has requested these two:
  • cocaineanonymous.org
  • www.cocaineanonymous.com .
    • We need further investigation on this.
• Motion: Robert B, proposed to take off the table the previous motion, seconded, passed.
• Motion: Jonathan H. propose to add an additional account in the chart of accounts number to be determined, to separate. Give butter Freedom fund to donations from the original Freedom Fund donations, seconded, passed.
• Motion: Jonathan H. propose to eliminate the Debit cards connected to the petty cash account, excluding trustee debit cards. Four other debit cards to be held by the World Service office for emergency usage, seconded,

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.

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