Mar 16, 2024 – WSOB Minutes

WSOB MINUTES MARCH 16, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 3rd Tradition.

CONCEPT – Earl reads the 3rd Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H., Chair
• Jonathan H., Treasurer
• Jesse G., Director of Conv & Conf
• Yves W., Secretary, NewsGram editor, LCF Liaison
• David C., DAL, WSBT LTP and IS&D Liaison
• Jo P., DAL, PI and Unity Liaison
• Randy G., DAl
• Jason S., DAL
• Robert B., WSOT
• Joni E., WST
• Joost B., CAWS 2024 Chair
• Jay P., CAWS 2025 Chair
• Justin C., CAWS 2026 Chair
• Nathan, CAWS 2027 Chair

Guests:

CHAIR ANNOUNCEMENTS

• February 17, 2024, minutes were approved.

SEVENTH TRADITION –

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

CAWS CONVENTION REPORTS

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

• Registration, we are now at 608 and 2170 room nights.
• 120 days to go
• Amazing fundraising events coming up:
  • 12 CA Around the world online events with different Area’s

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• • All types of workshops and meetings organizing events
  • Spiritual Retreat in April
• Start focusing on the details of the event itself (roadmap document)
• Online – finetuning and marketing (website, registration, marketing, etc.)
• Newcomer –focus on PI-H&I to attract as much newcomers as possible.

CAWS 2025 (Arizona) Jay P. Highlights:

• Invoice received for vFair registration platform.
• They have selected an Entertainment event which will involve an online check request.

CAWS 2026 (Florida) Highlights:

• The Carib Royale Hotel Agreement was executed and returned from the hotel.
• The Facebook account has been transferred from ATL.

CAWS 2027 (Washington) Highlights:

• Everything’s gone pretty good right now. We have a a handful of general committee members in place. We got our vice treasurer in place.
• We’re we just got our contract from the Sheraton back, we will now go over it.

DIRECTORS REPORTS

Chair – Earl H. Highlights:

• WSOB Welcomes Jason S. and Randy G. our two new D.A.L.
• We now have a new part-time Bookkeeper Laurie R. She has reconciled all bank accounts for both January and February. We are current.
• The training of our new Office Manager and Customer Support Services Representative, continues and is progressing well.
• Job metrics documents for the Office Mgr. & Bookkeeping duties is nearing completion. We are approaching completion of our restructuring plan.
• We are on track with preparations to relocate the WSO to Arizona. Our Move sub-committee works online and met February 21st. I visited some potential office sites in Phoenix February 26th with a real estate professional and the advisory Committee made up from members of the Arizona fellowship.
• The WSOB continues to look at software packages for the WSO to include a CRM/ERP for Inventory Management, Accounting and Operations.

Treasurer – Jonathan H. Highlights:

• Prudent Reserve and Disaster Recovery Policy
  • Goal is to have updated policies for submission for SR14 in 2024.
  • Spoke with WSOB and will be using the following process:
  • Make updates to policies
    • Submit policies for WSOB approval
    • Upon WSOB approval, submit for Trustee approval
    • Once approved by both boards, send out in SR14

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• Taxes
  • Need to begin process of hiring new accountant due to last minute work being unacceptable.
  • Have re-requested the consolidated financials for 2023 a final time as of 2/13/24. If they are not completed by the end of this month we will seek another accountant to finish the report and close out 2022.
•  Budget
  • 2024 Budget has been added to QB.
  • Needs to be edited to monthly for easy comparison.
• QuickBooks
  • New HSBC account has been added – 100096 International HSBC
  • Name on Convention 2023 Atlanta account has been updated to Convention 2027.
• Reconciliation
  • 100096 International HSBC – N/A
  • 100097 Convention 2024 – 2/29/24
  • 100098 Convention 2025 – 2/29/24
  • 100099 BofA Operating – 2/29/24
  • 100110 Convention 2026 – 2/29/24
  • 100113 Convention 2027 – 2/29/24
  • 100114 BofA Petty Cash – 2/29/24
  • 100118 BofA Publication Fund – 2/29/24
  • 100119 BofA Prudent Reserve – 2/29/24
  • 200105 BofA Mastercard – 3/10/24
• Financials Included:
  • CAWSO
  • Income Statement
    • 2024 through 2/29/24
    • YTD through 3/15/24
  • Balance Sheet
    • 2024 through 2/29/24
    • YTD through 3/15/24
  • Statement of Cash Flows
    • 2024 through 2/29/24
    • YTD through 3/15/24
  • Budget vs Actuals
    • • 2024 through 2/29/24
      • YTD through 3/15/24

 Secretary – Yves W. Highlights:

• Archives Committee
  • Backup of CA Digital Archive Files
    • 2024-02-26 – ca.org backup 
    • 2024-02-26 – docs.ca.org backup | 1619 records
    • 2024-02-26 – museum.ca.org backup | 1700 images | 1207 records

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• • • 2024-01-02 – audio.ca.org back up | 579 audio files
    • 2024-02-26 – Thumb drive backup
    • 2024-02-26 – External 120GB Hard Drive (1)
    • 2024-02-26 – External 120GB Hard Drive (2)
    • 2024-03-02 – Cloud account – up to date (synced with CF personal computer)
  • Museum
    • Google Analytics for the February 2024
      • 415 users | 398 were NEW users | 819 page views
• LCF Committee
  • Next meeting on March 117
• IT Committee
• App
• Google Play account finally verified!
• NewsGram
• The theme The Q12024 edition is completed and published in the BOX.
  • We had 8 articles from members and 1 from Archives and 1 from WSBT.
• For the coming Q22024 edition, the theme is “Emotional Sobriety” and the deadline for submission is April 10.

Director of Conv & Conf – Jesse G. Highlights:

• CAWS 2023 Atlanta
  • Need to get CAWSO Items Shipped Back to WSO
• Melissa D. was given the UPS info to send boxes to CAWSO
• CAWS 2024 Netherlands
  • Currently at 305 registrations as of Feb-2024.
  • Discuss Convention Budget as Reported by the Finance Committee.
• CAWS 2025 Arizona
  • Registration and streaming platform
    • I received the invoice for vFair for registration software as a follow-up.
• CAWS 2026 Florida
  • With all (alleged) changes requested, the updated hotel contract was sent to TNC on 2/14/24, and the signing date was extended to 3/14/24.
• WSC Conference 2023
  • Finished with 175 Registrations
  • Finished with 627 room nights.
• WSC Conference 2024
  • Contracts for 2024 are finalized, waiting on fully executed copies.
• WSC Conference 2025 – DFW – 27-AUG-2025 to 31-AUG-2025
  • Contracts for 2025 are finalized; waiting on copies of fully executed copies
• WSC Conference 2026/2027 – TBD
  • Awarded to DFW Airport Marriott at Conference 2023
• CAWS 2027 – Washington State

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• • Meet on the 1st Sunday of the month.
  • Waiting to be added to CAWSO bank account.
  • Contract to be reviewed by the TNC.
  • Several chair positions have been filled, including vice treasurer, vice program chair, outreach chair, public information, and fundraising chair.
• CAWS 2028
  • Bids coming from Scotland and Toronto, Canada

Director at Large – David C. Highlights

• Translations Sub-committee
  • The committee discussed a revision to the Translation Process suggested by the WSIT committee to include digital materials. Committee members agreed that the suggested revision was in the wrong place and lacked clarity.
  • Johan MERT to draft an additional heading to page six of the Translations Process, referring specifically to digital materials for consideration.
• WEB Update RFP Sub-committee
  • The committee considered a Business Case proposal from Joe B to act as a special worker to support WSO staff during the move to Arizona and commence work on the look and feel of the new website and help implement the new CRM.

Director at Large – Joanne P. Highlights

• WSOB Policies and Manual
  • Disaster recovery
    • I have submitted the matrix of documentation required to review, but it may be more beneficial to complete this as part of the Office move to Arizona.
  • Process for the print on demand literature.
    • I have completed the spreadsheet based on the Q4 trustee reports for those that I have received. This has included the MERT and ERT. I have completed for the other regions on the Literature tracker document.
    • There are three types of areas under this: there are those who have signed the print on demand agreement, we have additional areas who it is thought have signed the print on demand agreement, but there is no evidence, then we have those areas who have not yet signed up, these fall into two categories, those inside and those outside of North America.

TRUSTEE REPORTS

WST Trustee – Joni E. Highlights:

• TNC
  • The 2026 CAWS Convention Hotel Contract has been approved and executed. We have also approved the 2024 and 2025 Conference Hotel Addendums. Looking forward to getting the 2027 CAWS Convention contract underway.
• LEGAL
  • Trademark Filing Status – Registered Marks

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• • • All markers are registered and up to date with the exception of CA in South Africa o Trademark Registration for the New C.A. App

• • We have completed the registrations of the logo, Cocaine Anonymous, and C.A. for the Mobile App in the US, UK, EU, AUS, NZ, Japan, and Canada
• Translation
  • Nothing new still waiting for proofing documents.

WSOT TRUSTEE – Robert B. Highlights:

• Trustee Conference Call
  • Presented WSOB Slate and Recommendations for two DAL Positions
  • WSOB referrals for WSM changes were reviewed by WSBT at Q1 meeting; results varied
  • Still working on getting new signed COI documents from a few Trustees.
• WSBT
  • WSO Chair & Treasurer Quarterly Reports Due – 19-JUN-2024
  • WSO Chair & Treasurer In-Person Review – 10-JUL-2024 (at CAWS 2024)
  • WSO Chair & Treasurer Quarterly Reports Due – 14-AUG-2024

UNFINISHED BUSINESS/PROJECT UPDATES

• Royalty, Copyright, Translation, Licensing agreements-step by step process for initial and then annual renewal, review, and invoicing. In process (Awaiting policy/procedure guidelines) Jo
• WSOB reimbursement policy for conventions and conference. (Awaiting policy/procedure guidelines) Jo P
• UK Shipping process- Motion to include a 23% of merchandise charge at time of ordering on website, seconded. Motion to Table, seconded, passed
  • Motion to remove from the table seconded, passed
  • Motion to amend, to add for 180 test period, passed
  • Motion to include a 23% of merchandise charge at time of ordering on website, for a 180 days period seconded, didn’t pass

NEW BUSINESS

• WSO Mailing, what, when….
  • WSBT Q4 Minutes
  • WSBT Inter Q1 Conference call minutes
  • WSOB January and February 2024 minutes o Reminder of the Balloting
  • Conference stuff
• Monthly Budget Breakdown
  • Monthly budget breakdown
• WSC Committee liaison assignments
  • Should be chosen by the Chair
• Zoom accounts.
  • One account per World Service Committee only
• Referrals from conference, 14 need review and work.

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• WSC registration live… o Started March 1st

MOTIONS

SPENDING COMMITTEE

• Motion: to approve CR-2026-04 for the amount of 2500$ to Caribe Hotel as initial deposit for hotel contract, seconded. Passed
• Motion: to approve CR-2024-08 for the amount 689$ to artist Rika for 2 paintings for Auction, seconded. Passed
• Motion: to approve CR-2024-09 for the amount 1464$ to PartyZaan for DJ Mixer, Smoke machine and boxen, seconded. Passed
• Motion: to approve CR-2024-10 for the amount 4549$ to MR tours for rental of buses for transportation special events, seconded. Passed
• Motion: to approve CR-2024-11 for the amount 150.40$ to Martijn de Kok for Printing of the H&I letter; to be send to institutions in The Netherlands, seconded. Passed
• Motion: to approve CR-2024-12 for the amount 298.16$ to Wolter Schnabel for Post stamps for the H&I letter; to be send to institutions in The Netherlands, seconded. Passed
• Motion: to approve CR-2024-13 for the amount 193$ to Jurriaan van Duin for subscription at Mailchimp to still to send out our newsletter, seconded. Passed
• Motion: to approve CR-2026-04 for the amount of 2500$ to Caribe Hotel as initial deposit for hotel contract, seconded. Passed
• Motion: to approve changing the UK shipping process to include a 23% of merchandise charge atthe time of ordering on the website for a 190 days testing period, seconded. Didn’t passed

ONLINE MOTIONS

• Motion: to approve CR 2025-09 in the amount of $3950 to Allen Dalton Productions LLC (W-9 submitted) for entertainment, seconded. Passed

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

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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 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.”

WSOB 2023-13 Post-Conf 2023

Nadz L. Ireland

I was wondering if there could be an option to have the physical books available via Amazon (or another similar worldwide distributing company), as the Kindle versions are, so that it helps reduce the shipping and custom costs from Areas outside the US. This has been a constant struggle at least for Ireland to get easier access to the physical C.A. books

WSOB 2023-14 Post-Conf 2023

Russel S. Thailand

After discussion with key members/groups within CA Thailand I must notify you of our decision to address a continuing lack of attention by our WSO with regards donations from groups here. The commitment from WSO to provide a simple and timely confirmation of receipt of money is lacking.

While I’m sure you may have what seem like legitimate reasons and excuses as to why a donation is not acknowledged within a period of 7 days none of them are credible or respectful of the concern shared by members after many handling failings at WSO. As a small business owner with a turnover larger than CAWSO and with multiple payments received each day (using several payment transfer platforms) I am staggered that such a simple task cannot be prioritised and managed in a timely manner.

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At WSC this year (2023) the floor was assured that this issue was dealt with, yet this is obviously not the case.

*I there ask that you please clarify the SOP regarding timelines for donation receipts and present this concern, with a clear solution, at WSC 2024*.

After much consideration please also accept this as notice that no further donations will be made under CA Thailand until this issue is resolved accordingly. While we await a receipt of a donation, we will not be sending another. If the timeline exceeds 7-10 days, we may sadly cease donations to CAWSO.

CLOSED REFERRALS:

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