Aug 17, 2024 – WSOB Minutes

WSOB MINUTES AUGUST 17, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Robert reads the 8th Tradition.

CONCEPT – Earl reads the 8th 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:

• Leslie R.
• Morten V.
• Susan B.
• Wesley B.

CHAIR ANNOUNCEMENTS

• July 27, 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:

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• The event was successful, and a pretty good fundraiser. We are working on closing our financials with the final invoice and our Pass-it-on report. The target is end of August.

CAWS 2025 (Arizona) Jay P.

Highlights:

• 10 months to go, our launch in Amsterdam went really well, with our raffle and T-Shirt.

• Takeaways at the 2024 Convention in Holland. Special thanks to Terry M and Jordan H for bringing the vibe and fundraising to 2024. And Michelle M for making sure registration was up and running, Becca R for making sure the hotel was live, David S & Eric O for getting the handoff video done.

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

• Working on the speakers slate, and the workshop’s topics was approved.

• Final budget is presented for approval.

CAWS 2026 (Florida)

Highlights:

• The Program Committee has recently met and is sure to have some exciting stuff for our upcoming meeting General Committee Meeting.

• The current budget has been submitted to WSOB, WSCCC, and the WSCFC.

• We remain on track with items on the timeline and we are looking forward to the upcoming on-site meeting at Caribe Royale on October 26th. The General Committee will get to see the property and we will do a walk through so that the members can being to visualize the convention.

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• The new World Service Office:
  • We started on some of our own tenant improvements, constructing a repository for our Archives. Operational support continues uninterrupted as Board members helped to get our computers and phones up within 48hours. Shipping of Chip orders has resumed.
  • We have set a target date to close down Long Beach by mid- September, lease is up September 30th.
  • We are recruiting and accepting resumes for a new employee to help with customer service/ shipping duties in Arizona.

• We have updated the “Want Ad for DAL” and distributed it along with a current WSOB resume fillable form. Candidates have been contacted for interview.

• The 2nd edition of the 12 Step Companion Guide has been printed and delivered to the new WSO. The Early Days of C.A. has been returned to LCF for further proofing.

• We are waiting for Great Central Plastics, the vendor of choice for token, keyring, chip manufacturing in the United Kingdom, to send us some initial proofs for us to examine in order to approve the quality before the go ahead of the initial 50,000 chip order.

Vice-Chair – Randy G.

Highlights:

• The kick start of the new office has not been without its hurdles, but we have managed to get out all of the chips and lit orders in the time frame we committed. The hard work of everyone

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involved, including the volunteers has kept us above water in some very difficult working conditions.

• I’ve made it to the office a few times every week to assist however I can and begin to get a real sense of how to be of maximum service to this effort.

Treasurer – Jonathan H. Excused report submitted.

Highlights:

• Bookkeeper
  • All reconciliation has been done through the end of July.
    • Except Publication Fund – will remind bookkeeper

• Bank Contact
  • Motion passed to move all CA bank accounts to Chase.
  • Have spoken with Business Banker at Chase Bank and they are starting the process to create the needed accounts. Have provided a screenshot of everything we have at BofA to the Chase banker to duplicate.
  • This will be completed in September prior to new office official opening.

• International Bank Account
  • Sent Bookkeeper YTD transactions for entry through 7/17/24.

• Taxes
  • Confirmed that extensions were filed for 2023 taxes, they were done late but have been filed.

• Reconciliation
  • 100096 International HSBC – 7/17/24
    • August Statement not ready yet o 100097 Convention 2024 – 7/31/24
  • 100098 Convention 2025 – 7/31/24
  • 100099 BofA Operating – 7/31/24
  • 100110 Convention 2026 – 7/31/24
  • 100113 Convention 2027 – 7/31/24
  • 100114 BofA Petty Cash – 7/31/24
  • 100118 BofA Publication Fund – 6/30/24
  • 100119 BofA Prudent Reserve – 7/31/24
  • 200105 BofA Mastercard – 8/10/24

• Financials Included:
  • CAWSO

• • • Income Statement
      • YTD through 7/31/24
      • YTD through 8/11/24
    • Balance Sheet
      • YTD through 7/31/24
      • YTD through 8/11/24

• • • Statement of Cash Flows
      • YTD through 7/31/24
      • YTD through 8/11/24
    • Budget vs Actuals
      • YTD through 7/31/24
      • YTD through 8/11/24

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Secretary – Yves W.

Highlights:

• Archives Committee
  • Backup of CA Digital Archive Files

• • • 2024-07-30 – ca.org backup

• • • 2024-07-30 – docs.ca.org backup | 1624 records

• • • 2024-07-28 – museum.ca.org backup | 1721 images | 1222 records

• • • 2024-07-30 – audio.ca.org back up | 579 audio file1

• • • 2024-07-31 – Thumb drive backup

• • • 2024-07-30 – External 120GB Hard Drive (1)

• • • 2024-07-30 – 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

• • • 2024-08-08 – Cloud account – up to date (synced with CF personal computer)
  • Museum

• 1. • 679 users | 648 were NEW users | 1548 page-views

• LCF Committee
  • Recalling the Early Days of C.A.
    • The committee return the book to point 15 with a two-week window of review as many members as possible of the LCF committee, from the time the proof is made available.

• NewsGram
  • The Q32024 edition, the theme is “Relationships in Recovery” is completed, and sent for proofing and WSBT.
  • Next Theme for Q42024 is “2024 World Service Conference”, deadline for articles submission is

Director of Conv & Conf – Jesse G.

Highlights:

• CAWS 2024 Netherlands
  • Waiting to hear from vendors about refunds.
  • 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)

• CAWS 2025 Arizona
  • Sent addendum to TNC for more hotel rooms (94% occupancy)
  • 36 registrants
  • Focused on programming and speaker slate and takeaways from Holland convention.

• CAWS 2026 Florida
  • Submitted preliminary budget.
  •  Refining registration packages.
  • Filling chair positions.

• WSC Conference 2024 – DFW – 28-AUG-2024 to 01-SEP-2024
  • 101 staff room nights to date and 527 general room nights for a total of 628 room nights to date

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• • 167 +/- credential to date.
  • 164 registrants on time.

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.
    • One of the challenges that has become clear, is how are groups defined?

• Long-term planning Advisory
  • LTP “Print on Demand – North America” sub-committee.
    • This committee agreed unanimously that this needs to be rolled out for North America, with a clear communication and process plan.
    • Report has been submitted to the LTP committee for their review and further work is being completed so this can be submitted by the next meeting on the 6th October.

Director at Large – Jason S.

• Ad Hoc Move Committee
  • A few more visits to the office to get the computers and phones working.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • 2026 and 2027 Conference Hotel Contracts
    • Reviewed the contracts and we are now waiting for full WSBT review and approval that I am expecting before we leave for Conference.
  • Mobile APP Trademark Registration
    • Now that the Apple version of the C.A. App launched we have triggered a date of that requires we report first used dates with the deadline of October 24.

WSOT TRUSTEE – Robert B.

Highlights:

• WSBT
  • 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

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• • 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
  • 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 MOTION
  • Motion: to approve the $2000 worth of expenses necessary to complete the installation of World Service Office, seconded, Passed.

• ONLINE MOTIONS
  • Motion: to spend up to $1500 on shirts and $500 on food and drinks for the Open House. T-Shirts to be sold at $20 each, and other items at best rate possible; all revenue to GL 400409 and expenses to GL 500103, seconded, Passed

MONTHLY MEETING

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• Motion: to update the license agreement from number of groups to number of meetings, seconded, Passed.

ONLINE MOTIONS

NONE

Yves W., WSOB Secretary

NEW REFERRALS RECEIVED:

None

SUMMARY OF COMMITTEE MOTIONS:

None

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

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 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

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REFERRALS STILL IN COMMITTEE:

WSOB 2023-09 Pre-Conf 2023

Jay F. Colorado

Please add a blank service resume to ca.org

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.

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. “

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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

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.

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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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