July 27, 2024 – WSOB Minutes

WSOB MINUTES July 27, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Earl reads the 7th Tradition.

CONCEPT – Earl reads the 7th 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
• Jason S., DAL
• Jo P., DAL, PI, and Unity Liaison
• Robert B., WSOT, excused and report submitted
• Joni E., WST
• Joost B., CAWS 2024 Chair
• Jay P., CAWS 2025 Chair
• Justin C., CAWS 2026 Chair excused and report submitted.

Guests:

CHAIR ANNOUNCEMENTS

• June 15, 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:

• Already 2 weeks after this great spiritual experience for everyone. It was an amazing ride.
• The event was successful, and our team was overwhelmed. We are working on closing our financials with the final invoice and our Pass it n report

CAWS 2025 (Arizona) Jay P.

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Highlights:

• Our launch in Amsterdam went really well, with our raffle and T-Shirt.

• Hotel reservations are good. We are looking at the rooms especially on Sunday we had less that we thought.

CAWS 2026 (Florida)

Highlights:

• Special Events Chair has submitted a proposed list of events to the Program Committee. These will potentially be on the agenda for discussion during the next General Committee Meeting. The Memorabilia Committee also met to brainstorm strategies and ideas for items..

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• Our WSOB Move sub-committee continues to set up our Arizona Office/Warehouse in Phoenix at 11460 North Cave Creek Road Suite 12.

• Chip inventory, computers, some furniture have been moved to new location. Internet and computers are functioning.

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

Vice-Chair – Randy G.

Highlights:

• A lot of work in the setup has and is still happening with the employees and volunteers for all of the hard work in getting the first “load” to the new office

• 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 June.
• International Bank Account
  • Sent Bookkeeper YTD transactions for entry through 7/26/24
• Taxes
  • Selected accountant working to prepare CAWSO and CAWS 2023 and to be the accountant moving forward.
• Reconciliation
  • 100096 International HSBC – 5/17/24
  • June and July Statements provided to Bookkeeper 7/26/24
  • 100097 Convention 2024 – 6/30/24
  • 100098 Convention 2025 – 6/30/24
  • 100099 BofA Operating – 6/30/24
  • 100110 Convention 2026 – 6/30/24
  • 100113 Convention 2027 – 6/30/24

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• • 100114 BofA Petty Cash – 6/30/24
  • 100118 BofA Publication Fund – 6/30/24
  • 100119 BofA Prudent Reserve – 6/30/24
  • 200105 BofA Mastercard – 7/10/24
• Financials Included:
  • CAWSO
    • Income Statement
      • YTD through 6/30/24
      • YTD through 7/26/24
    • Balance Sheet
      • YTD through 6/30/24
      • YTD through 7/26/24
    • Statement of Cash Flows
      • YTD through 6/30/24
      • YTD through 7/26/24
    • Budget vs Actuals
      • YTD through 6/30/24
      • YTD through 7/26/24

Secretary – Yves W.

Highlights:

• Archives Committee
  • Backup of CA Digital Archive Files
    • 2024-06-29 – ca.org backup
    • 2024-06-29 – docs.ca.org backup | 1624 records
    • 2024-06-19 – 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
    • 2024-07-06 – Cloud account – up to date (synced with CF personal computer)
  • Museum
    • 405 users | 382 were NEW users | 992 page-views
• LCF Committee
  • Recalling the Early Days of C.A (Point 15):
    • LCF will review the electronic copy from the printer for proofing and approval.
• NewsGram
  • Next Theme for Q32024 is “Relationships in Recovery”, deadline for articles submission will be July 30.

Director of Conv & Conf – Jesse G.

Highlights:

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• CAWS 2024 Netherlands
  • The Convention was well attended.
  • Waiting on final hotel bill and will update as soon as possible.
  • Need to pay some of the speakers (were accounted for on check request)
  • Have received pass-it-on from chair, secretary, treasurer, auction/drawing, registration, archives, program and workshop
• CAWS 2025 Arizona
  • Presentation in Holland was phenomenal.
  • Hotel is filling up (per social media).
• CAWS 2026 Florida
  • Focused on Fundraising – sold first run of preconvention T’s.
  • Treasurer working on budget for submission.
  • Vice Treasurer setting up QB for accurate accounting system for 2027
• WSC Conference 2024 – DFW – 28-AUG-2024 to 01-SEP-2024
  • 182 staff room nights to date and 387 room nights to date o 167 +/- credential to date.
  • 131 registrants to date.
• WSC Conference 2026/2027 – TBD
  • Have started working with Teresa on 26/27, sent revisions to her once while in Holland and again on 7.23.24 regarding the following:
    • Another Group name in the K
    • Joni as signer and her MBN
    • New management/ownership

Director at Large – Joanne P.

Highlights:

• WSOB Policies and Manual
  • HSBC bank account
    • I have started to put together some guidelines and procedures for the use of this account for districts and groups operate the 70/30 rule and make payments and donations
  • 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
  • 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

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• • LTP “Print on Demand – North America” sub-committee.
    • At the moment the guidance for the print on demand licence agreement includes ‘online’ meetings, but this has been queried and challenged. We will need to decide the best course of action – I will bring a motion to the August meeting on this matter.

Director at Large – Jason S.

Highlights:

• Ad Hoc Move Committee
  • I have the server, workstations and 1 VoIP phone up and running. I added a network switch, a wireless router and a UPS. Will need to add a larger switch this Sunday. I will be deploying more workstations to more permanent spots as the fresh data drops get completed.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• LEGAL
  • We have completed the filings for the logo, Cocaine Anonymous, and C.A. for the Mobile App in the US, UK, EU, AUS, NZ, Japan, and Canada

WSOT Trustee – Robert B.

Highlights:

• General Activities
  • WSOB Election Process did NOT get into S&B SR-14 Package. WST (S&B Lead Trustee) is working with S&B Committee to still possibly present at Conference.
  • Finalized 11th Tradition Balloting process in Coordination with the WSO and WST for Presentation to the WSBT.
• WSBT
  • WSO Chair & Treasurer Quarterly Reports Due – 14-AUG-2024
  • WSO Chair & Treasurer Quarterly Reports Due – 19-NOV-2024
  • WSBT Q4 Meeting (Phoenix) – 06-DEC-2024 to 08-DEC-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 P
  • So what we want to do is put together a really clear communication plan then, but one of the things that we do need to bottom out, which we’d like to bring to next meeting.
• UK Chip manufacturing update-Earl
  • General Plastics is the vendor that we’re using in the UK. We had sent them over a purchase order and some funds and then they were they have sent us the artwork which we have approved for them to use and they’re in the process of making the sample, for us
• CRM Software update-Earl
  • Consultant and two of the vendors that he sent to us, one of them Zoho, is able to incorporate QuickBooks, so the consultant is moving on to find another software provider that could give us what we need.
• AZ Move Update-Jason/Randy

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• • We had a great group of volunteers help unload the truck. Dawn has had a group of volunteers, a five or six of them there that are sorting all of those boxes. We did get all the chips and literature, not just the chips, but we had room on the truck and I gave permission to Tai to essentially fill the truck. So the only thing left in the office now to move, are the desk, refrigerator and the archives. There’s still a truckload of stuff that needs to come over, but we are essentially fully functional.
• WSC Referrals for approval-Randy
  • All of our referrals have been addressed and approved. We have one with a motion to approve WSOB resume form to be added to the Website in the Service document Download section and two referred back to LCF. All the rest have been closed.
• 12 step companion update/ Early Days of CA-Earl
  • The 12 Step companion update : 2nd edition shipment is on its way to our new office in Phoenix
  • The early days of CA. LCF will inform us as to what the status of that is and we can get it printed and have a grand launch for these for October 1st WSO official opening.

NEW BUSINESS

• Licensing agreement/ review… Jo
• WSOB Want Ad roll out/ Fillable resume for DALs
  • We will send out a special mailing with an Ad for candidates to submit resumes that we can put in our folder of possible candidate selections for Dal.

MOTIONS

SPENDING COMMITTEE

• MONTHLY MEETING MOTIONS
  • NONE
• ONLINE MOTIONS
  • NONE

MONTHLY MEETING

• Motion: to allow a digital version of check runs to be sent to account signers for approval and then checks will be signed by single approved signer (Treasurer) and the Vice Chair to meet the 2-signatory requirement, seconded, Passed.

ONLINE MOTIONS

NONE

Yves W., WSOB Secretary

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NEW REFERRALS RECEIVED:

None

SUMMARY OF COMMITTEE MOTIONS:

Jay F. Colorado

Please add a blank service resume to ca.org

A. Motion: to approve the WSOB Position Resume Form 202309V2F (as a template for those positions requesting such and to be added to the Service Document Downloads section of the website upon Conference approval.

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

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 response:

Referred to LCF Committee – motion was originally missed but is not a decision to made by the WSOB.

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:

None

CLOSED REFERRALS:

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.

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Response: No action taken: The WSOB appreciates this input and we are in the process of constructing a new website and the issues brought to light in this referral will be considered, included or addressed in that process. No conference action is necessary prior to the web site’s completion for conference approval.

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 impairment, …).

Response: No action taken: The WSOB appreciates this input, and we are in the process of constructing a new website and the issues brought to light in this referral will be considered, included or addressed in that process. No conference action is necessary prior to the web site’s completion for conference approval.

WSOB 2023-12 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

Response: No action taken. The WSOB appreciates this input. CA’s 5^th tradition is “ Each group has but one primary purpose — to carry its message to the addict who still suffers.” In line with the group’s primary purpose, the WSOB maintains that same priority in construction of the website. The WSOB does recognize the importance of our public information efforts and our responsibility to that information as well. We have always given an avenue to the public on our website to learn more about our efforts. The WSOB is in the process of constructing a new website and the issues brought to light in this referral will be considered, included or addressed in that process. No conference action is necessary prior to the web site’s completion for conference approval.

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. “

Response: No action taken. The WSOB appreciates this input and we are in the process of constructing an app for our fellowship. The possibility of providing access to the Quiet Peace brought to light in this referral will be considered, included or addressed in that process. No conference action is necessary prior to the app’s completion for conference approval.

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

Response: No action taken. The WSOB appreciates this input. The physical delivery of our literature is a very complex issue and is always open to consideration of new avenues. It is currently cost prohibitive to provide our literature through these distribution avenues. No conference action is recommended.

WSOB 2023-16 Post-Conf 2023

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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.

Response: No action taken. The WSOB recognizes the importance of timely recognition of our group’s donations and the accountability to respond quickly with the confirmation of those donations with a receipt. The WSOB welcomes and appreciates the fellowship’s efforts to make us aware of how we can better serve the fellowship. As we actively refine our processes and procedures, the WSOB will address these concerns and continue to get better in our efforts. No conference action is recommended.

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.

Response: No action taken. The WSOB shares the concerns regarding the utilization of our logos and trademarks. Though it is cost prohibitive to send that out with every starter kit that is requested. We trust our area delegates and representatives to inform our new groups as to the proper use of our logos and trademarks.

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.

Response: No action taken. The WSOB believes that the current release form inherently gives permission to take any “released” articles to be translated in languages other than English at our discretion. Since 2018, the NewsGram already has a practice of taking any submission from our international fellowship and publishing it in the submitter’s language with an English translation.

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