Mar 1 – 3, 2024 – WSBT Q1 Meeting Minutes – Approved

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World Service Board of Trustees (WSBT) Q1 Meeting Minutes

March 1-3, 2024, in Dallas, TX, USA

TABLE OF CONTENTS | Page No.

WSBT Meeting Minutes | 3

  • Chair’s Remarks
  • WSBT Officer Reports
  • Trustee Reports
  • WSBT Sub-Committee Reports
  • Trustee Conference Committee Reports
  • WSO Reports
  • CAWS Convention Reports
  • Place Marker / Business Items
  • Old Business
  • New Business

WSBT Correspondence Inquiries & Responses

WSBT Referrals

Attachment A – WSBT Officer Reports | 21

  • Chair’s Report
  • Vice-Chair’s Report
  • Secretary Report
  • Assistant Secretary Report

Attachment B – Trustee Reports with Area Questionnaires

  • Atlantic North Regional Trustee Report | 26
  • Atlantic South Regional Trustee Report | 38
  • European Regional Trustee Report  | 51
  • Mainland Europe Trustee Regional Report | 70
  • Midwest Regional Trustee Report | 88
  • Pacific North Regional Trustee Report | 101
  • Pacific South Regional Trustee Report | 118
  • Southwest Regional Trustee Report | 136
  • Trustee at Large 1 Report | 153
  • World Service Office Trustee Report | 155
  • World Service Trustee | 157

Page 1 of 201

Attachment C – WSBT Subcommittee Reports | 159

  • External Communications
  • Finance
  • International Structure & Development (IS&D)
  • Legal
  • Long Term Planning (LTP)
  • NewsGram
  • Orientation
  • Outreach
  • Trustee Election Committee (TEC)
  • Trustee Negotiation Committee (TNC)
  • World Service Conference

Attachment D – WSC Conference Committee Reports169

  • Archives | 169
  • Conference | 173
  • Convention | 174
  • Finance | 175
  • Hospitals & Institutions | 176
  • Information Technology | 176
  • Literature Chips & Formats | 179
  • Public Information | 180
  • Structure & Bylaws | 182
  • Unity| 183

Attachment E – World Service Office Reports187

  • Chair
  • Vice-Chair – No Report Submitted
  • Treasurer
  • Director of Operations – No Reports Submitted

Attachment F – CAWS Convention Reports194

  • 2024 Holland
  • 2025 Arizona
  • 2026 Florida
  • 2027 Washington State

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Moment of silence followed by the “WE” version of the Serenity Prayer.

10:18 AM Group Sharing

Roll Call – All Trustees were present for the meeting.

  • Richard B. ANRT
  • Chris M. ASRT
  • Stuart J. ERT
  • Johan T. MERT
  • Clay P. MWRT/ WSBT Chair
  • Ruby C. PNRT/ WSBT Secretary
  • Aurora L. PSRT
  • Barry H. SWRT/WSBT Vice Chair
  • Gary P. TAL1
  • Robert B. WSOT
  • Joni E. WST/ WSBT Assistant Secretary

Readings

  • Reading of Twelve Traditions – Richard
  • Tradition 2 & Discuss – Johan
  • Concept 2 & Discuss – Joni

Chair’s Opening Remarks – Clay P.

It has been an active Quarter for the business of the WSBT, and we have a decent amount of work to accomplish at this Quarterly. I would like to thank you all for your dedication and perseverance doing the job that we have been tasked to do by the fellowship. I will also ask you to continue to participate in the debates and to express your opinions freely. Thank you very much for allowing me to be of service as the Chair of the Board.

WSBT Officer Reports

  • Chair (Clay)
  • Vice-Chair (Barry)
  • Secretary – (Ruby)
  • Assistant Secretary (Joni)

Motion – To accept the WSBT Officer Reports as amended. Seconded.

Motion passes unanimously.

Business taken out of order – Reviewing contracts currently with the Trustee Negotiation Committee (TNC).

Motion – To approve the addendum to the 2024 CAWS Conference contract and the addendum to the 2025 CAWS Conference contract. Seconded. Motion passes unanimously.

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Trustee Reports

  • Atlantic North Region Trustee (Richard)
  • Atlantic South Region Trustee (Chris)
  • European Region Trustee (Stuart)
  • Mainland Europe Region Trustee (Johan)
  • Midwest Region Trustee (Clay)
  • Pacific North Region Trustee (Ruby)
  • Pacific South Region Trustee (Aurora)
  • Southwest Region Trustee (Barry)
  • Trustee at Large 1 (Gary)
  • World Service Office Trustee (Robert)
  • World Service Trustee (Joni)

Motion – To approve the Trustee reports. Seconded.

Passed unanimously.

WSBT Subcommittee Reports

  • External Communications (Gary/Barry) – Add Ruby to the discussion meeting.
  • Finance (Robert/Richard/all)
  • International Structure and Development (Johan/Chris/Stuart/Robert/Gary) –
    • International fulfilment hub – Idea – Looking into possibly working with a manufacturer that would make the product and hold the inventory for the WSO. Payments would come into WSO like normal, then the WSO would submit the request/info to the manufacturer to pick/pack/ship to the customer.
    • Have had a couple more meetings to discuss the topic of restructuring the Regions, looking towards growth, etc. This will be discussed later in the meeting.
  • Legal (Joni/Ruby) – We are in good shape with our current trademarks. The WSBT has done its due diligence in trying to shut down the sales of the “C.A.” adult coloring books on Amazon. We are getting zero response from Amazon at all, not sure what else to do.

Motion – To approve payment for the legal services Invoice 21407031 for $11,700, Invoice 21439591 for $275, and Invoice 21478969 for $1,685. Seconded.

Motion passes unanimous.

  • Long-term Planning (Gary/Stuart/All) –
    • Book development project –
    • International Development – Items came from the Advisory to the WSBT

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Motion – To move the Implementing Licensing Agreement (for pamphlets) for North America Investigation Project from the WSBT LTP to the LTP Advisory Committee. Motion passes with substantial unanimity.

  • NewsGram (Richard/Stuart) – One resume came in for Editor, then the resume was pulled back. Still looking for a new NewsGram Editor. Aurora and Robert will write articles for the upcoming edition.
  • Orientation (Barry/Johan/All)
  • Trustee Election Committee (TEC) Johan/Chris)
  • Trustee Negotiation Committee (Joni/Aurora/Johan/Clay/Robert/Richard)

Motion – To approve the 2026 CAWS Convention hotel contract. Seconded. Motion passes unanimously.

    • Discussion about the possible need to increase the dollar amount to more than $500/contract as that has been the same amount since at least the 2005 WSM. Also, a need to get wording updated to be more specific on what is a contract vs a service agreement.

Motion – To review the Trustee Negotiation Committee (TNC) criteria for reviewing contracts. Seconded.

Motion passed.

Robert, Joni, Clay, Aurora, Ruby will be on the project team, Joni will be the Lead on the project.

  • Trustee Outreach (Clay/Barry)
  • World Service Conference (Gary/Richard but Barry is who submitted the report) – Discussion again of why this is a sub-committee of the WSBT considering we have now have a Directors of Conferences and Convetions (DoCaC) and two Trustees that sit on the WSC Conference Committee. This has been in the WSM since 2001. Also discussion on the need to change the wording in the WSM as the specific Trustees listed in the current WSM no longer line up with the geographic location of the WS Conference. Gary and Richard will get together to investigate this and will bring some info to the WSBT for our Conference Call the end of April.

Motion – To approve the WSBT Sub-Committee reports as amended. Seconded.

Motion passes unanimously.

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Trustee Conference Committee Reports

  • Archive (Johan/Chris)
  • Conference (Gary/Richard)
  • Convention (Aurora/Johan)
  • Finance (Richard/Barry)
  • Hospitals & Institutions (Stuart/Gary)
  • IT (Chris/Joni)
  • Literature, Chips & Formats (Barry/Ruby)
  • Public Information (Ruby/Aurora)
  • Structure & Bylaws (Joni/Robert) –
  • Unity (Robert/Clay)

Motion – To accept the WSC Conference Committee Reports. Seconded.

Moton passed.

WSO Reports

  • WSOB – Chair
  • WSOB – Treasurer

Motion – To accept the WSOB Reports. Seconded.

Moton passed.

CAWS Convention reports & updates.

  • CAWS 2024 Holland (Johan) – Workshop approval
  • CAWS 2025 Arizona (Barry)
  • CAWS 2026 Florida (Chris) – Contract approval
  • CAWS 2027 Washington (Ruby)

Motion – To accept CAWS Convention reports. Seconded.

Motion passed.

Place Marker / Business Items (items retained on agenda for every meeting)

  • Copyright and Trademark Protection (Joni)

 

Matter No. Country Mark Renewal Due
59628-0001 Canada WE’RE HERE AND WE’RE FREE September 30, 2027
59628-0002 U.S. COCAINE ANONYMOUS September 4, 2030
59628-0003 Canada COCAINE ANONYMOUS December 13, 2031

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59628-0004 U.S. C.A. December 20, 2028
59628-0005 Canada C.A. June 12, 2032
59628-0006 U.S. C.A. HOPE FAITH COURAGE (logo) April 24, 2030
59628-0007 Canada C.A. HOPE FAITH COURAGE (logo) August 9, 2032
59628-0008 U.S. WE’RE HERE AND WE’RE FREE April 2, 2026
59628-0009 Europe COCAINE ANONYMOUS April 1, 2026
59628-0010 Europe C.A. HOPE FAITH COURAGE (logo) July 26, 2026
59628-0011 Europe C.A. July 25, 2025
59628-0012 South Africa COCAINE ANONYMOUS Provisional Refusal
59628-0013 South Africa C.A. Provisional Refusal
59628-0014 South Africa CA HOPE FAITH COURAGE (logo) June 30, 2027
59628-0015 CA.org October19, 2026
  1. Protection for emerging Areas – Joni (Chart)
  2. App copyright update
  3. Update on re-filing of 2 x registered names Cocaine Anonymous and Logo
  4. Cease and Desist Letter update Amazon Coloring Book update

Standing Business

A. CAWSO Inc and CAWS Inc– signature (Robert)

B. Project Chart (Barry) – overview of Project Chart

  • Regional Restructuring – Project name changed, is with WSBT IS&D, will be discussed more in new business.
  • Book Approval Process Project – With WSBT LTP
  • Fair Use Policy – Still needs to be formatted to fit our template (Ruby will help Joni with this process)
  • Global Fulfillment – Good project, need to get some more info.
  • Suite of Documents – Living, ongoing Project, will need to have a contract with whatever company does the Global Fulfillment
  • Orientation Documents to Upload to ca.org – 10 docs are ready to review in new business
  • Speaker Shares on YouTube with Logo – This is a whack-a-mole. The IT Guidelines state this practice should not happen. We just approved language to submit a Referral to the WSC Information Technologies (IT) Committee for a platform to share speaker recordings to hopefully create an approved place with the necessary oversite to allow recordings to be shared.
  • Amazon – We have done everything we can to try to get the coloring books taken down, with no response from Amazon.
  • 12 Concepts – Will be discussed in new business.

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C. Correspondence (Joni)

  • Q4-02 2023-10-31 – Second email has come in, response will be drafted and brought for a vote later today or tomorrow.
  • Q4-03 2023-11-18 – Response is in draft and could be uploaded for review and vote later today. Also need to consider if we are going to do a referral.
  • Q1-01 2024-01-24 – Response is in draft. Needs to be refined a bit, then will be brought back for a vote.
  • Q1-02 2024-01-29 – Response will be crafted soon and will come to online business. 

D. Referral Tracker (Joni) – review update outstanding referrals.

  • WSBT 2019-07 – Response crafted, need to be voted on during online business, then transferred to Conference.
  • WSBT 2022-04 – Response will be brought to online business.
  • WSBT 2023-01 – Response language was approved and a new referral will be sent to IT.
  • WSBT 2023-05 and WSBT 2023-09 – Project is with IS&D, responses will be crafted and brought to online business.
  • WSBT 2023-06 and 2023-08 – Will be discussed in Old Business.
  • WSBT 2023-07 – Needs to be transferred
  • WSBT 2023-10 – Still in progress
  • WSBT 2023-11 – Discussion ensued about proposed response. Final version will be brought to online business.
  • WSBT 2023-12 – Response needs to be crafted
  • WSBT 2023-13 – Response has been crafted

Motion – To approve the response to referral WSBT 2023-13. Second.

Motion passed unanimously.

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Response to Referral WSBT 2023-13.

Thank you for your referral. After review and consideration by the WSBT, it is the position of the WSBT that No Action Be Taken. Extensive work is done during the year by WSC Committees to develop and submit their proposed budgets to the WSC Finance Committee. The WSC Finance Committee then presents a complete proposed budget to the World Service Conference for review and approval. These proposed budgets are done in detail according to typical Generally Accepted Accounting Principles (GAAP) formats and detailed to various General Ledger Codes. The items being requested in this referral are already being provided at the Conference.

These approved budgets are then used throughout the year to review and approve expenditures by the WSOB and the WSBT. Any requirements that may need to go above and beyond the Conference Approved Budgets must go through the WSBT for review and approval as outlined in Concepts 61, 72, and 83. Actual budgeting results for year-end financials are then provided and reviewed at the following year’s Conference. Delegates are allowed to ask any and all questions which they may have to actual fiscal results and/or proposed budgets.

The WSBT is committed to full financial transparency to the World Service Conference and the Fellowship as a whole. The WSBT feels this transparency is evident through the current process and no additional reporting would aid in this transparency. The WSBT suggests that anyone interested in diving deeper into the financial reporting of the fellowship should consider joining the WSC Finance Committee or ask more extensive questions of the elected Area Delegates for information upon returning from the annual Conference.

____________________

  • Concept 6 – “On behalf of C.A. as a whole, our World Service Conference has the principal responsibility for the maintenance of our world services, and it traditionally has the final decision respecting large matters of general policy and finance. But the Conference also recognizes that the chief initiative and the active responsibility in most of these matters should be exercised primarily by the Trustee members of the Conference when they act among themselves as the World Service Board of Cocaine Anonymous.”
  • Concept 7 – “The Conference recognizes that the Charter and the Bylaws of the World Service Board are legal instruments; that the Trustees are thereby fully empowered to manage and conduct all of the world service affairs of Cocaine Anonymous. It is further understood that the Conference Charter itself is not a legal document; that it relies instead upon the force of tradition and the power of the C.A. purse for its final effectiveness.”
  • Concept 8 – “The Trustees of the World Service Board act in two primary capacities: (a) With respect to the larger matters of overall policy and finance, they are the principal planners and administrators. They and their primary committees directly manage these affairs. (b) But with respect to our separately incorporated and constantly active services, the relation of the Trustees is mainly that of custodial oversight which they exercise through their ability to elect all Directors of these entities.”

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Referral WSBT 2023-13

Be it resolved:

In order to ensure the best possibility of enhanced transparency in financial reporting, ESPECIALLY IN RELATION TO EXPENSES OR BUDGETARY COSTS MADE OUTSIDE OF THE VOTE OF THE GENERAL BODY, is of utmost importance. It allows all members of an organization to understand where the money is being spent and the projected costs for the upcoming fiscal year.

In line with this resolution, the proposed appendix would include the following details:

  1. A line-by-line itemization of all expenses and future budgetary needs: This would lay out each expense incurred or to be incurred, the party responsible for the expense, the date of the expense, and what the expense was/is for.
  2. A detailed cost projection for the next fiscal year: This proposal would force those in charge of finances to think about the costs for the next year and make financial plans accordingly. This should include both expected income and expenses. This also ensures that the General body is appropriately educated to make an informed decision in voting for the upcoming budget and financial obligations.
  3. Explanations for expenses made without the approval of the general body: This would provide insight into why certain costs were incurred without majority approval, which is vital for any organization’s transparency and accountability.
  4. A summary of all budgetary needs and costs of money: This information would help to understand the financial demands of the organization and how best to meet those demands in the coming year.

This approach can strengthen trust within the organization and improve its financial management by providing greater oversight. Everyone involved would have a clear understanding of the organization’s current financial situation and its forecast for the future. Promoting transparency and accountability can only lead to better decision-making and governance.

This will also prevent unnecessary floor discussion as all budgetary and financial obligations are accounted for and made available.

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E. Long Term Planning (Gary)

 Motion – To have the LTP Advisory Committee look into the NewsGram Revamp project. Seconded.

Motion passed unanimously.

F. International Structure & Development (Johan) – Covered earlier.

G. Status of World Service Office (Robert)

 Motion – To send the WSOB Chair a directive to send out a Delegate Mailing which contains the WSBT Minutes. Seconded.

Motion passes unanimously.

H. Trustee Election Committee. (Johan) MWRT

I. Financial Overview (Robert) – The CAWSO Cash-Flow Analysis will start being emailed to the WSC Financial Committee Chairperson on a weekly basis.

Yearly budget is different than cash-on-hand. We all need to help educate the Fellowship on this. We started the 2024 year with a profit, which is helping us stay out of the red, but we have some large upcoming expenses for 2024.

J. Directors and Officers Insurance Renewal (Q1) – Need to check on this in Q2.

K. Monitor Tax Preparation and filing (Q1) – We need to verify that the extension date was met. (Robert)

Old Business Items

1. WSOB Referrals (Johan)

In reference to Referral WSBT 2023-08

Motion: To refer the following changes to the WSC S&B Committee to update the World

Service Manual (WSM) as it applies to the election process for the World Service Office

Board (WSOB) to the WSC Structures & Bylaws Committee. World Service Manual – 2023 Edition – Page 71-72

Seconded.

After lengthy discussion, this it was motioned to refer back to the Project Team.

Seconded. Passed.

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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 unanimously.

World Service Manual – 2023 Edition – Page 72-75 (Updated to 2024 Edition, Pages 73-76)

WSO Board Qualifications And Responsibilities

Chairperson

  1. Elected by vote of the World Service Board of Trustees (WSBT) from one of the existing Directors, excluding Paid Directors, World Service Office Trustee (WSOT) and World Service Trustee (WST).
  2. Overall administration and coordination of all WSO activities.
  3. Develops candidates for future openings of the World Service Office Board of Directors and forwards all qualifying service resumes to the Board of Trustees WSBT after a ratifying vote by the existing Board of Directors.
  4. Directly responsible for supervising managing the office personnel; all tasks the office workers perform should be coordinated through the Chairperson with direct supervision by the Director of Operations and/or Office Manager.
  5. Chairs the WSO board WSOB
  6. Sets the Agenda for the Board WSOB
  7. Sits on a WSC committee.
  8. To have all Directors credentialed upon election, but no later than 30 days prior to the WSC, using the current credentialing platform.

Vice-Chairperson

  1. Assists the Chairperson.
  2. Chairs WSOB board meeting when the chair is not present.
  3. Sits on a WSC committee.
  4. Administrates the coordination of the Conference with the WSC Conference Committee.
  5. Responsible for administration of WSOB referral tracking
  6. In the event the WSOB Chair position becomes vacant; the Vice-Chairperson will assume all Chair duties and responsibilities until the position is filled.

Secretary

  1. Maintain records of all proceedings of the WSOB Board meetings (Minutes).
  2. Maintain files of all committee reports.
  3. Make minutes and records available to CAWSO Board WSOB and WSBT. Make minutes available to Delegates via Delegate mailing.

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  1. Maintain record book(s) in which the bylaws, special rules of order, standing rules, and minutes are entered with any amendments to these documents properly recorded and to have the record book(s) on hand at every meeting.
  2. Provide the Chairperson minutes of the previous Board WSOB meeting at least 2 days prior to the next scheduled meeting, in order that the Chairperson can prepare an Agenda.
  3. In the absence of the chairperson and the vice-chairperson, call the meeting to order and preside until the immediate election of a Chairperson.
  4. Sits on a committee of the WSC.

Treasurer

1. Should Shall have prior Area or District, service committee Treasurer experience or and professional experience in the fields of finance and/or accounting.

2. Responsible for supervising all financial matters at the WSO including:

  1. Accounts payable
  2. Accounts receivable
  3. All bank accounts
  4. Coordinates negotiations with vendors
  5. Contacts outside accounting firms
  6. Supervises all tax filings
  7. Prepare the next year’s proposed WSO Budget
  8. Chairperson of the WSO Finance/Spending committee.
  9. Supervises policies regarding financial matters.

3. Has prepared by outside firm of Certified Public Accountants annual financial statements for CAWSO Board WSOB and WSBT in time to be distributed at the World Service Conference. In addition, prepare any additional reports or explanations to describe noteworthy changes or trends in the financial condition of C.A. World Services.

4. Sits on WSC Finance Committee.

Director-At-Large

  1. Should have publication or communications experience.
  2. Coordinates and Supports the various WSO committees.
  3. Sits on a committee of the WSC.
  4. Willing to fulfill other WSOB positions as needed.

Director of Conventions And Conferences

  1. Provide contract assistance in bidding, negotiating and then administering the respective hotel contracts for the CAWS conventions each year as the successful bids are awarded to the various host cities.
  2. Work closely with the host cities in crafting and then circulating requests for proposal (RFPs) to obtain bids for hotels, as well as for equipment and vendor goods and services as appropriate.
  3. Provide ongoing contract administration of previously negotiated CAWS contracts for the upcoming CAWS conventions including, but not limited to, allocation of room nights to WSOB / WSTB WSBT / speakers / staff / host city members; review and approval of all bBanquet eEvent oOrders (BEOs) in conjunction with the Trustee

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  1. Negotiating Committee (TNC) and WST; review all contracts to be executed after approval by the WSOB and related execution.
  2. Sits on all active steering committees (as a non-voting member (fa)*) of all CAWS conventions in the planning stages.
  3. Works closely with the respective hHotel lLiaison of the various CAWS conventions for planning interface, room assignments, review of final invoicing, daily charges and signoffs during the convention.
  4. Works with the Conference Committee when needed to help obtain hotel bids for any and all cities which might want to host the conference, and then is the key contract negotiator with the members of the conference committee to finalize the contracts for review by the TNC.
  5. Serves as an active member of both the wWorld sService cConference cConvention cCommittee and the World Service Conference Conference Committee.
  6. Works closely with the WSOB to craft revisions to the existing guidelines and manuals to allow for expanded and more robust regional programming and perhaps programming around the C.A. world hosted /sponsored by the WSO.

Director of Resources & Project Development

  1. Duties/job description of the WSO Director of Resources & Project Development shall be determined and administered by the WSBT and the CAWSO Board WSOB

Director of Operations

  1. Duties/job description of the WSO Director of Operations shall be determined by the CAWSO Board WSOB and administered through the WSOB
  2. A current job description shall be maintained on file at the WSO.
  3. Sits on a committee of the WSC.

“It is suggested that all WSOB directors step down from, and refrain from participation as a World Service Conference Committee Chairperson, or in regional, area, and district commitments other than group level or H&I panel level.”

In the event the WSOB Chair and Vice-Chair positions are both vacant, the WSOT will assume all Chair duties and responsibilities. The WSOT Trustee shall not concurrently serve as Chairperson of the CAWSO Board WSOB except on a temporary basis, not to exceed 120 days. The WSOT Trustee shall not serve as the Chair or Vice-Chair of the WSBT in order to eliminate any possible conflict of interest.

Each CAWSO board member shall serve a two-year term and be ratified no less than once per year at a meeting by each of the CAWSO board and WSBT. Such ratification vote or votes can be called for by a two-thirds majority of members of either board. If a CAWSO board member is not ratified and does not resign at the request of the WSBT the WSBT may remove said CAWSO member by a two-thirds majority vote. The first term of each CAWSO Board member begins upon ratification by the WSBT and ends at the close of the third WSC. No member shall serve more than three consecutive terms. For the purposes of this paragraph the term “CAWSO Board member” is synonymous with “WSOB member” and shall not include paid Directors,

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nor the World Service Trustee. In the case of the World Service Office Trustee, when elected

Trustee, the WSOT Trustee shall not serve more than four consecutive years on the WSBT and:

  1. If less than two terms remain as a CAWSO Board member, the WSOT Trustee term will not exceed the remaining years on the CAWSO Board or;
  2. If more than two terms remain as a CAWSO Board member, the WSOT Trustee term will not exceed the four-year WSBT limitation.

All actions regarding the CAWSO Board WSOB terms, nominations and elections shall be reflected in the CAWSO Board WSOB minutes.

The CAWSO Board WSOB as a whole shares responsibility for reviewing and publishing all WSO publications, i.e., the NewsGram, directories, etc.

The WSO and the CAWSO Board WSOB also have specific responsibilities with regard to Conference approved literature as set forth in the C.A. Pamphlet Approval Process, C.A. Pamphlet Publication Process, and C.A. Book Approval Process, all of which may be found in the WSC Literature, Chips, and Formats Committee Guidelines.

All WSO Directors serve on the WSO Spending Committee. The Spending Committee guidelines are as follows:

  1. The purpose of the Spending Committee is to research and approve all expenditures over $500.00.
  2. Purchasing guidelines are:
    1. A minimum of three independent bids per item over $500.00 shall be obtained.
    2. A majority vote by the CAWSO Board WSOB is required for approval of expenditure and must be obtained after an informed discussion.

The CAWSO Board WSOB has authority during the CAWS fiscal year to authorize spending relative to a specific line item, money greater than authorized in the Conference approved budget, so long as:

  1. The specific Committee, office, or Trustee total period budget is not exceeded; and
  2. The total period CAWS budget is not exceeded with the following exception:
  3. Spending on purchases of books, chips, literature, and merchandise when a line item’s sales have exceeded its budgeted amount. In no case shall the line-item expense exceed a 10% increase.

The CAWSO Board WSOB has the authority to determine pricing of inventory items.

————————

In reference to Referral WSBT 2023-13.

Motioned – To approve the response of ‘No action taken.’ Seconded. Passed with substantial unanimity.

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  1. Recordings/uploads of members shares/pod cast (Joni/Gary) – Has the referral to IT been completed? No, will be sent after the Quarterly.
  2. Moving Office WSBT (Joni) – The Ad Hoc Committee got it down to nine viable locations in the Phoenix/Scottsdale vicinity.
  3. Lead Trustee Roles and Responsibilities & Non-Addict Trustee Duties (Barry/Johan/Ruby) – There are 10 Orientation Documents for Review and Approval. These will be handled after Quarterly.
  4. Ratification process to be reviewed (Clay) – will be handled through online business.
  5. Tradition 11 change (Joni/Ruby) – Please ask Areas to send ballots signed by the Area Chair as soon as possible. Please ensure that all the necessary info on the top of the ballots is completed so we know what Area the ballots are from.
  6. Print on Demand for North America to LTP Advisory Committee – already discussed.
  7. Per Diem (Barry) – Guidance is for $59/day. Expense report will be updated.
  8. Issue of fliers being created and sent out but not approved by Conference (Ruby). – SR-21 is the one that references material to be approved. The full WSBT will continue to review/approve any fliers created by WSC Committees that cannot wait until the following Conference.

Motion – To reduce the establishing WSBT online voting process to a 48 hour review and a 24 hour voting period when reviewing WSC Committee fliers. Second. Passes with substantial.

New Business Items

  1. Do releases work for video and audio submissions as well as written and artwork — Joni will look into getting a new release form. This has been added to the Project Chart.
  2. 12 Concepts – Draft version of the Twelve Concepts of Cocaine Anonymous (Short Form) has been created. Draft version of Article 10 has been created.

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Motion – To adopt the Twelve Concepts of Cocaine Anonymous (Short Form) to replace the current version of the Twelve Concepts of Cocaine Anonymous (Long Form).

Seconded. Motion passed.

Barry will craft what will be presented for SR-14. For context, will need to add the letter from AA in regard to the authorized usage of the 12 Concepts and the need for the change.

Motion – To replace the existing Article 10 in the CAWS Conference Charter with the

proposed Article 10 CAWS Conference Charter Concept 12 (Short Form), including

spelling out the Six Warranties.

Seconded. Motion passes.

  1. Election of WSOB Directors-at-Large –

Motion – For Randy G. to be elected as a WSOB Director-At-Large. Seconded. Motion passed.

Motion for Jason S. to be elected as a WSOB Director-At-Large. Seconded. Motion passed.

  1. Mailings and Minutes from the Boards

The Conference Committee is requesting to know about everything going out in the Mailing so the Table of Contents is correct and complete.

There are questions about what the WSO Guidelines state about the Delegate Mailing and what the Conference Committee has in their internal or external guidelines in regard to WSO Guidelines.

It is the view of the WSBT that the WSOB Minutes and the WSBT Minutes are not Conference materials and do not go through the Conference Committee Delegate Mailing approval process.

  1. Regional use of the Box – Brought up in the ERT. Could there be a Regional section in the Box? This question was taken to a member of the WSC Conference Committee and the response received was No. Currently each Region is keeping their items in different locations such as group.io, google drive, etc.

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  1. Legal Services Invoice approval – done
  2. Past-due Licensing invoices – done
  3. Past-due WSC Committee Guidelines – Discussed and the Lead Trustees are all working on this issue to get the newest Committee guidelines. Discussion on how to possibly get the various guidelines to look a bit more uniform and cohesive.

Motion – To create a project to codify the WSC Committee guideline cover pages and the naming conventions of these documents for the ca.org website.

Seconded. Motion passes unanimously.

  1. WST election process – The next time the WST will be elected is 2025. The current WSM requirements for the WST position do not match the geographic location where the WSO will be located. There are several things that need to be looked at with this position.

Motion – To start a project to investigate changing the wording of the WST requirements in the WSM to be ready for the 2024 SR-14 deadline. Seconded. Motion passed unanimously.

  1. Interviewing and Report by Director of Conferences and Conventions (DoCaC) – This is a very important position. Discussion about having this person have a yearly interview with the WSBT the same as the WSOB Chairperson and WSOB Treasurer do. Discussion also about receiving a report from the DoCaC each quarter the same as the WSOB Chairperson and Treasurer currently do.

Motion – To start annual interviewing procedures for the Director of Conferences and Conventions (DOCAC) and consideration of reporting.

Seconded. Motion does not pass.

  1. 2024Q1 Conference Call Minutes

Motion – To approve the WSBT 2024Q1 Conference Call Minutes. Seconded. Motion passed unanimously.

  1. Distribution of WSBT minutes

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  1. Sharing of rooms and room cost — Concerns about not accurately reporting cost of rooms using the process we are doing now. This is about the need of reflecting accurate expenses. Some past Trustees never reported their expenses, and that was their choice. This is reflected in the Actuals vs Budgetted. All of us are trying to be fiscally responsible and save the fellowship funds. There is a concern that if the funds haven’t been used for an extended period of time by a certain Trustee, then Finance starts adjusting budgeted funds based on that. The next person in that Trustee position should not have to feel obligated to self-pay all of their expenses if they can’t afford to do that. Robert will put something together.

Note – Expense Reports are due 60 Days after the event.

  1. Domain name – A member of the fellowship currently holds the ownership of seven internet domains. The member is willing to turn over ownership of these domains to

CAWSO.

Motion – To accept ownership of the seven domains and add them to the WSBT Marker List.

  • cagroup.com
  • cocaine-anonymous.com
  • cocaine-anonymous.net
  • cocaine-anonymous.org
  • cocaineanonymous.com
  • cocaineanonymous.net
  • cocaineanonymous.org

Seconded. Motion passed.

  1. Guidance from the WSBT to the fellowship on prudent reserve
  2. Approval of newest NewsGram edition.

Motion – To approve the Q12024 NewsGram. Seconded. Need to update the CAWSO Personnel on page 2. Motion passes.

Any Other Business

Global representation

Lead with the Need, where is the real need? Suggestion for the sub-comm to do some more work to gather some more options to the WSBT to consider, but we need input from the whole

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WSBT to know which direct to look into this. Cost of bringing on another Trustee is a definite concern. Activation of the TAL-2 is not necessarily going fix the representation issues. Cultural considerations need to be taken into account as well. This is an obvious long-term growth discussion, but do we need a new Trustee position now in the short term? This really needs to be something that comes from the Areas/Regions.

Group Inventory in relation to Tradition 2

Moment of silence followed by the “WE” version of the Serenity Prayer.

Meeting is adjourned.

Dates and Times for Conference Calls and Quarterlies 2023-2024

  • WSBT Conference Call April 13, 2024, tentative date for call 8am – 12pm PDT (4pm UK, 5pm Sweden)
  • WSBT Conference Call June 8, 2024, tentative date for call 8am – 2pm PDT (4pm UK, 5pm Sweden)
  • 2024 – WSBT Q2 Meeting July 8-10, 2024– Convention July 11-15, 2024 (TEC interviews to be included?)
  • 2023– Q3 – Conference (Dallas) Q3 August 23-25, 2024, TEC August 26-27, 2024, Conference August 28-September 1, 2024

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For all attached reports: https://documents.historyofca.org/wp-content/uploads/2024/04/2024-03-01-03-WSBT-Q1-Minutes-Approved.pdf

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