June 16, 2024 – WSOB Minutes

WSOB MINUTES June 16, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Jason reads the 6th Tradition.

CONCEPT – Robert reads the 6th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H. Chair
• Randy G. Vice-Chair
• Jonathan H. Treasurer.
• Jesse G. Director of Conv & Conf
• Yves W. Secretary, excused and report submitted.
• David C. DAL, WSBT LTP and IS&D Liaison
• Jo P. DAL, PI, and Unity Liaison
• 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
• Kenny S. NewsGram Editor

Guests:

• Leslie R. Kansas City
• Wesley B. New York

CHAIR ANNOUNCEMENTS

• May 18, 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:

Page | 1

• Registration, we are now at 931 and 2063 room nights.
• 26 days to go
• Supporting treasurer with cheque requests
• Set-up of Yapp app for the program
• Alignment with steering committee members
• Setting up on-site payment methods
• Finetuning program

CAWS 2025 (Arizona) Jay P.

Highlights:

• Once at the hotel to review the space and layout to make sure we can accommodate our needs.

• We also reviewed the website page by page and the Website and registration committee is refining the product. We are on track.

• Focusing on the Holland Convention in 6 weeks. Presentation video, handing out swag and preregistration. Jordan is taking the lead, but all locals attending really need to help out and bring enthusiasm.

CAWS 2026 (Florida)

Highlights:

• They are continuing with fundraising and our downline committees are meeting and planning. Most of the first run of pre-convention t-shirts sales are sold, and we remain in the background as the ramp up to CAWS 2024 continues.

• Few of our Steering Committee members will be at CAWS 2024 and are looking forward to joining others at the “Great Convention Exchange,

CAWS 2027 (Washington)

Highlights:

• Ongoing Items
  • Elect chair positions for Special Events and Registration
  • Open local chase bank account. (Treasurer, Vice-Treasurer)
  • Coordinate and get the information out to the elected chairpersons regarding the first General Convention Committee
  • Continue to announce that submissions for theme and logo contest. Final date to submit TBD…

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• The Office Manager Job metrics draft document has been delivered to the WSO and is under review.

• Job performance reviews are under way.

• The Move sub-committee working with our Arizona real estate committee found an Office/Warehouse to lease in the North Phoenix area. After careful consideration, evaluation, and negotiations, the WSOB in conjunction with the WSBT approved a lease for 11460 North Cave Creek Road Suite 12.

• The WSOB hired consultant is evaluating software packages to recommend a CRM solution. Choices are forthcoming to Sub-committee for review.

Page | 2

Vice-Chair – Randy G.

Highlights:

• Referral work:
  • I have drafted responses to all of our outstanding referrals and will present them to the WSOB one at a time in our WhatsApp chat group as business times permit.

Treasurer – Jonathan H. Excused report submitted.

Highlights:

• Bookkeeper
  • All reconciliation has been done through the end of May.
• International Bank Account
  • Sent bookkeeper May statement on 6/11/24 to get reconciled o Sent Bookkeeper YTD transactions for entry through 6/11/24
• Taxes
  • Accountant has provided quote of $800 to handle the taxes and will make a motion to approve.
  •  Confirmed that extensions were filed for 2023 taxes, they were done late but have been filed.
• Reconciliation
  • 100096 International HSBC – 4/17/24
    • Statement provided to Bookkeeper 6/11/24 o 100097 Convention 2024 – 5/31/24
  • 100098 Convention 2025 – 5/31/24
  • 100099 BofA Operating – 5/31/24
  • 100110 Convention 2026 – 5/31/24
  • 100113 Convention 2027 – 5/31/24
  • 100114 BofA Petty Cash – 5/31/24
  • 100118 BofA Publication Fund – 5/31/24
    • Reconciled by Treasurer
  • 100119 BofA Prudent Reserve – 5/31/24
  • 200105 BofA Mastercard – 5/10/24
• Financials Included:
  • CAWSO
    • Income Statement
      • 2024 through 5/31/24
      • YTD through 6/11/24
    • Balance Sheet
      • 2024 through 5/31/24
      • YTD through 6/11/24
    • Statement of Cash Flows
      • 2024 through 5/31/24
      • YTD through 6/11/24
    • Budget vs Actuals
      • 2024 through 5/31/24
      • YTD through 6/11/24

Secretary – Yves W.

Highlights:

Page | 3

• Archives Committee
  • Backup of CA Digital Archive Files
    • 2024-05-27 – ca.org backup
    • 2024-05-27 – docs.ca.org backup | 1624 records
    • 2024-05-24 – museum.ca.org backup | 1721 images | 1222 records
    • 2024-04-29 – audio.ca.org back up | 579 audio file1
    • 2024-05-28 – Thumb drive backup
    • 2024-05-23 – External 120GB Hard Drive (1)
    • 2024-05-23 – External 120GB Hard Drive (2)
    • 2024-05-28 – CAWSO Backups of ca.org, docs.ca.org, museum.ca.org, pi.ca.org, audio.ca.org
    • 2024-06-01 – Cloud account – up to date (synced with CF personal computer)
  • Museum
    • 501 users | 477 were NEW users | 931 page-views
• LCF Committee
  • 12 Step Companion Guide 2nd Edition proofreading (Point 17):
    • We received approval for both the text and cover. So, we are ok complete the process for printing.
  • Recalling the Early Days of C.A (Point 16):
  • Tai did provide an electronic copy from the printer for proofing and approval.
• NewsGram
  • Kenny is fully committed for his position, for the coming Q22024 edition, the theme is “Emotional Sobriety” is completed, with we are waiting for approval from WSBT.
  • Next Theme for Q32024 is “Relationships in Recovery”, deadline for articles submission will be July 10.

Directory of Conv & Conf – Jesse G.

Highlights:

• CAWS 2024 Netherlands
  • Currently at over 900 registrations of various kinds deals and 2063 room nights as of June 2024.
  • Continued and diligent work on finalizing memorabilia and check requests. o Finalizing meeting schedule until Convention.
  • Working on timeline/items that need to be completed 30 days before conference.
• CAWS 2025 Arizona
  • Focus on final budget, fundraising and presenting in Holland.
  • Coin approval is urgent.
• CAWS 2026 Florida
  • Focused on Fundraising – sold first run of preconvention T’s. o Special Events are being planned.
  • Treasurer working on budget for submission.
• CAWS 2027 – Washington State
  • General committee meeting to start meeting this month.

Page | 4

• • Working on filling open chair positions.
• WSC Conference 2025 – DFW – 27-AUG-2025 to 31-AUG-2025
  • Contracts for 2025 are finalized; have of fully executed copies.
• WSC Conference 2026/2027 – TBD
  • Have started working with Teresa on 26/27, considering increasing number of room nights due to actual pickup number.
• Bid committee vetting.
  • Sent Ontario and Scotland bids to WSCCC for SR-14.
• Conference committee
  • They are preparing for conference on day to get an update the other day, there is 117 votes from 32 areas and boards, 47 registrants. They’re working through referrals. They’re adding new BOX participants, and the hotel liaison is working on setups for committees.
• Convention Committee
  • Bids approved for SR-14:
    • Scotland
    • Ontario

Director at Large – David C.

• Translations Sub-committee
  • Inventory of Copyright agreements to Areas.
    • Sweden, Portugal, Denmark, Holland, and Quebec
  • Joni and I will be Training Tai (Office Manager) in the translations process etc. before being invited to the WSOBTC permanently.
• Website and Software sub-committee
  • The CRM Consultant is working on Presentations from Zoho and Notforprofit platforms to Office staff.
  • Looking for a special worker to assist with the CRM installation and work up look and feel pages for the new website.

Director at Large – Joanne P.

Highlights:

• WSOB Policies and Manual
  • Process for the print on demand literature.
    • We ask the trustees for guidance regarding the North America areas whether this should now be cascaded to those areas and the best way to proceed with this. This has been raised by the WSOT to see whether this needs to go into WSBT long term planning.
• We need to work on last year motion to conference:
  • 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:
    • 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
    • WebServant

Page | 5

• • 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
• Long-term planning Advisory
  • LTP “Print on Demand – North America” sub-committee.
  • First meeting held on May 25th and next one on June 22nd.
    • Brainstorm brought ideas about pamphlets printing.
    • I have provided the committee with additional information in preparation for the next meeting, but I need to work with the Office to run a report (previously one was completed) regarding the amount of monies spent by North America on pamphlets.
    • Next meeting will have a focus on the licensing for books.

Director at Large – Jason S.

Highlights:

• Ad Hoc Move Committee
  • Final selections reviewed. Voted upon. Cave Creek selected and our recommendation submitted to WSOB.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • We reviewed both the AZ Office Lease and an Awakening Retreat Campground Agreement.
  • We have a new office space leased at 11460 N Cave Creek Rd., Ste 12, Phoenix, AZ
• LEGAL
  • Suite of Documents
    • The final version of our Fair Use Policy is in the process of being formatted in the same template as the WSM. Upon completion, the policy will be ready for distribution and a referral will be submitted to S&B to incorporate into the WSM. The policy provides guidance on C.A. Intellectual Property, licensing, and reprint policy.

WSOT TRUSTEE – Robert B.

Highlights:

• General Activities
  • Finalized Several SR-14 Motions that affect the WSOB:
    • WSOB Ratification Process
    • WSOB Election Process
    • WSOB Roles and Responsibilities
  • Continue to monitor 11th Tradition Balloting process.
• 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

Page | 6

• 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 P
• WSOB reimbursement policy for conventions and conference. Motion to approve, seconded, Motion to Table, seconded, passed. Jo P
  • Motion: to approve the WSOB reimbursement policy for conventions and conference as submitted, seconded. Passed
• Referrals from conference, 13 need review and work.
• UK Chip manufacturing update
• CRM Software update
• AZMove Update
• SR-14 Items – none would be required.

NEW BUSINESS

• Website/CRM Specialist Proposal – This will be moved to our June meeting.

• Rooming at WSC – Discussion occurred.

• Per Diem Check Advances – Discussion occurred (Either check, cash or PayPal through a request to the Chair)

MOTIONS

SPENDING COMMITTEE

MONTHLY MEETING MOTIONS

• Motion: to approve CR 2024-30 in the amount of $921.50 to NH hotel Noordwijkerhout for Meeting space for the hospitality room for 3 days, seconded, Passed.
• Motion: to approve CR 2024-31 in the amount of $486.17 to Promothing.nl for 75 mugs with text and logo for Memorabilia, seconded, Passed.
• Motion: to approve CR 2024-32 in the amount of $7718.13$ to Work Planet for memorabilia, seconded, Passed.
• Motion: to approve CR 2024-34 in the amount of $242.75 to CAWSO for Source Table (Chips and Coins), seconded, Passed.
• Motion: to approve CR 2024-35 in the amount of $382 to Chairs Auction for reimbursement for E-CHOPPERS, 3*2 days for Auction and drawing, seconded, Passed.
• Motion: to approve CR 2024-36 in the amount of $114 to Chairs Auction for reimbursement for 2 CA bathrobes as part of auction hotel room for Auction and drawing, seconded, Passed.
• Motion: to approve CR 2024-37 in the amount of $84 to Klompjes.com for 2 Woodend shoes for Auction and drawing, seconded, Passed.
• Motion: to approve CR 2024-39 in the amount of $18.95 to Peter for 2 Foam bords for Auction and drawing, seconded, Passed
• Motion: to approve CR 2024-40 in the amount of $153.99 to Christos F. for Karaoke machine for Unity Committee, seconded, Passed.

Page | 7

• Motion: to approve CR 2024-44 in the amount of $116.42 to Marcel B. for wooden shoes for price at pubquiz or Dutch night for Entertainment, seconded, Passed
• Motion: to approve CR 2024-46 in the amount of $413.81 to Shenzen JMS Craft for Dices with recovery related words/text for Memorabilia, seconded, Passed
• Motion: to approve CR 2024-48 in the amount of $125.23 to Jasper Z. for wood for decorations for Hotel liaison, seconded, Passed
• Motion: to approve CR 2024-50 in the amount of $1848 to Hèt EvenementenTeam for Comedians for Entertainment, seconded, Passed.
• Motion: to approve CR 2024-51 in the amount of $240 to Rika V. for download and sell the 12 fundraising speakers for Entertainment, seconded, Passed.
• Motion: to approve CR 2025-XX in the amount of $835 to China 500 T-Shirt for fundraising, seconded, Passed
• Motion: to approve hiring Tom Shannon, CPA to file the 2023 taxes for 800$, seconded, Passed

ONLINE MOTIONS

• Motion: to approve CR 2024-52 in the amount of $1307 to Partyzaan, Kleine Tocht 38-39 for Audio video for Programming, seconded, Passed
• Motion: to approve CR 2024-53 in the amount of $8219 to Speakers expenses reimbursement for Programming, seconded, Passed

MONTHLY MEETING

ONLINE MOTIONS

• Motion: to reconsider the motion regarding Studio Global contract. I voted on the prevailing side and some new information has been presented at the Website Ad-Hoc meeting that the Board needs to be made aware of. I am hoping for this motion to reconsider, and the further discussion can be completed online. We are within the 24-hour period of when the original motion was made and passed, seconded, Passed
• Motion: to hire Joe and Studio Global for the scope of work and ensure concerns from the WSOB are addressed withing the scope of work, seconded, Passed
• Motion: move our next monthly meeting to July 27th, seconded, Passed

Yves W., WSOB Secretary

Page | 8

NEW REFERRALS RECEIVED:

None

SUMMARY OF COMMITTEE MOTIONS:

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

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.”

Referred to LCF Committee

REFERRALS STILL IN COMMITTEE:

WSOB 2023-08 Pre-Conf 2023

Maggi. UK

It was brought to my attention whilst hosting my home group that the Preamble along with other readings state we are a Fellowship of Men & Women, I was asked if we could say ‘People’ however it’s not for me to say.. The world is evolving an we are all inclusive, therefore we would like to propose that it’s read as … we are a fellowship not stating ‘Men or Women’

WSOB 2023-09 Pre-Conf 2023

Jay F.. Colorado

Please add a blank service resume to ca.org

WSOB 2023-10 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 discrepancies from one page to another with different versions of the same document.

WSOB 2023-11 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 difficulties, visual impairement, …).

WSOB 2023-12 Post-Conf 2023

Page | 9

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 2023-13 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 2023-15 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 2023-16 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.

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.

WSOB 2024-01 Pre-Conf 2024

Susan B. OSA

Please include a copy of the most current conference-approved C.A. Brand Guide in all Starter Kits sent out from the C.A. World Service Office. In the spirit of our 1st Tradition, proper use of the C.A. logos and trademarks should be encouraged and begin with the source.

Page | 10

WSOB 2024-02 Pre-Conf 2024

Susan B. OSA

Please update the C.A. NewsGram Release Form to include permission to translate and publish content in languages other than English.

CLOSED REFERRALS:

Page | 11