Oct 19, 2024 – WSOB Minutes

WSOB MINUTES OCTOBER 19, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 10^th Tradition.

CONCEPT – Robert reads the 10^th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Randy G. Chair
• Jonathan H. Treasurer.
• Jesse G. Director of Conv & Conf
• Yves W. Secretary
• Jason S DAL
• Robert B. WSOT
• Joni E. WST, excused, report submitted
• Jay P. CAWS 2025 Chair
• Justin C. CAWS 2026 Chair
• Nathan CAWS 2027 Chair

Guests:

• Jeanette J.
• Morton V.
• Simonne M.
• Wesley B.

CHAIR ANNOUNCEMENTS

• September 21, 2024, minutes were approved.

SEVENTH TRADITION –

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

CAWS CONVENTION REPORTS

CAWS 2025 (Arizona) Jay P.

Highlights:

• Sent addendum via DoCaC to TNC for more hotel rooms (94% occupancy)
• Registration and website glitches, working on these. Hotel is sold out.
• Contract needs and submissions.
• Program and hotel needs (like if we can install our tent for the Homegroup Café)
• Coffee strategy

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• Registration reports
• 2 check requests

CAWS 2026 (Florida)

Highlights:

• The Steering Committee was unfortunately unable to meet during October. Our first scheduled meeting was postponed due to Hurricane Helene, then our rescheduled date was cancelled due to Hurricane Milton.

• The General Committee will meet on site at Caribe Royale on October 26th, with many expected to attend. We’ll be shooting more B-Roll footage for the revamp of our unveiling video to be displayed at CAWS 2025.

• We focused on our fundraising strategy this month, speaking at length with the Treasurer who obtained a recommitment from the current Fundraising Chair.

CAWS 2026 (Florida)

Highlights:

• Working on fundraising, couple of events: a mystery dinner and a calendar fundraising, where people bid on the month for their sobriety date, with minimum expense to CA.

• Deadline in December for the theme and logo contest.

DIRECTORS REPORTS

Chair – Randy G.

Highlights:

• The staff and I appreciate the support of the WSOB and WSBT in the on-going completion of the structure for the office.
• Staff has been hired and trained and fitting in nicely.
• Tai and I continue to work off a master checklist to stay on top of the many items that need to be addressed. We are asking the board members that have some responsibility to these items to understand the importance of consistent effort moving forward.

Treasurer – Jonathan H.

Highlights:

• Bookkeeper
  • International Account has been entered and reconciled through 9/17/24.
  • Will provide the 10/17/24 statement once available and they will be reconciled for the next meeting.

• Bank Contact
  • Need to provide operating paperwork to the bank to have the accounts finally opened.

• Conference
  • Will confirm with Bookkeeper that budgets are updated into QB.

• International Bank Account
  • Entries have been created and reconciled through 9/17/24. o New statements will be to sent to bookkeeper for October.
  • Have made all transfers of funds back to US from account, final amount will post this coming week.
  • Still need to transfer funds to local Holland area for their portion of the convention funds.

• Taxes
  • Will have taxes filed on time by next meeting in November.

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• Reconciliation
  • 100096 International HSBC – 9/17/24
    • October Statement to Bookkeeper. o 100097 Convention 2024 – 9/30/24
  • 100098 Convention 2025 – 9/30/24 o 100099 BofA Operating – 9/30/24
  • 100110 Convention 2026 – 9/30/24
  • 100113 Convention 2027 – 9/30/24
  • 100114 BofA Petty Cash – 9/30/24
  • 100118 BofA Publication Fund – 9/30/24
  • 100119 BofA Prudent Reserve – 9/30/24
  • 200105 BofA Mastercard – 9/10/24
• Financials Included:
  • CAWS
    • Income Statement
      • YTD through 9/30/24
      • YTD through 10/18/24
    • Balance Sheet
      • YTD through 9/30/24
      • YTD through 10/18/24
    • Statement of Cash Flows
      • YTD through 9/30/24
      • YTD through 10/18/24
    • Budget vs Actuals
      • YTD through 9/30/24
      • YTD through 10/18/24

Secretary – Yves W.

Highlights:

• I have updated the summary of our motions (WSOB MOTIONS LOG.xlsx) and our Referral log (2024 WSOB MOTIONS LOG.xlsx).

• Archives Committee
  • Backup of CA Digital Archive Files
    • 2024-09-30 – ca.org backup
    • 2024-10-03 – docs.ca.org backup | 1625 records
    • 2024-09-24 – museum.ca.org backup | 1802 images | 1270 records
    • 2024-07-30 – audio.ca.org back up | 580 audio files
    • 2024-09-30 – Thumb drive backup
    • 2024-09-28 – External 120GB Hard Drive (1)
    • 2024-09-28 – 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
    • Today – Cloud account – up to date (synced with CF personal computer

• • Google Analytics for the April 2024

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• • • 719 users | 659 were NEW users | 1743 page-views

• LCF Committee
  • Recalling The Early Days of C.A., last editor updated printer proof has been forwarded to LCF per Point 15 of the Book publishing process.

• NewsGram
  • The Q42024 edition, the theme is “2024 World Service Conference” is completed and sent for proofing and WSBT.
  • Next Theme for Q12025 is “How Resentments Affect Us”, deadline for articles submission is December 18, 2024

Director of Conv & Conf – Jesse G.

Highlights:

• CAWS 2025 Arizona
  • Sent addendum to TNC for more hotel rooms (94% occupancy) o
• CAWS 2026 Florida
  • Survived not 1, but 2 hurricanes and getting back on track
  • Working on “main logo”
  • Excited about in person meeting last weekend in Oct at convention hotel
  • Special events being planned.
• CAWS 2027 Washington state
  • No report
• WSC Conference 2024 – DFW – 28-AUG-2024 to 01-SEP-2024
  • Bill paid.

Director at Large – Jason S.

Highlights:

• Ad Hoc Tech and Website
  • We met. Joe was unavailable. So we discussed about web building and we talked about the app.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • 2026 and 2027 Conference Hotel Contracts
    • Both contracts have been reviewed by TNC and approved by WSBT.
  • CAWS 2025 AZ Overflow Hotel Contract
    • Contract reviewed by TNC and approved by WSBT.
• Mobile APP Trademark Registration
  • We have filed the statements of use for the mobile application in connection with the following marks:
    • Cocaine Anonymous (word)
    • C.A. (word)
    • CA Hope Faith Courage (logo)

WSOT TRUSTEE – Robert B.

Highlights:

• WSBT
  • WSO Chair & Treasurer Quarterly Reports Due – 19-NOV-2024

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• WSBT Q4 Meeting (Phoenix) – 06-DEC-2024 to 08-DEC-2024
• Board to Board Meeting – 08-FEB-2025
• WSO Chair & Treasurer Quarterly Reports Due – 07-MAR-2025
• WSO Chair & Treasurer Quarterly Reports Due – 02-MAY-2025
• WSO Chair & Treasurer Interviews – 21-MAY-2025
• WSO Chair & Treasurer Quarterly Reports Due – 06-AUG-2025

UNFINISHED BUSINESS/PROJECT UPDATES

None

NEW BUSINESS

None

MOTIONS

SPENDING COMMITTEE

• MONTHLY MEETING MOTION
  • Motion: to approve CR-2025-16 for the amount $525 to Becca R. Food trucks for banquet, seconded. Passed
  • Motion: to approve CR-2025-17 for the amount $1,725 for Kevin H. for Awakening Retreat fundraising, seconded. Tabled.
  • Motion: to reimburse $249.11 for ORDER # F7QJ3 which was cancelled in June due to emergency surgery, seconded. Passed

• ONLINE MOTIONS

• • Motion: Proposed to procure the printer from Fruth through the 36-month lease to own option at $529.96 per month with the maintenance agreement at $201 per month, seconded, Passed
  • Motion: to approve the CR 2025-18 for the upcoming chair request (CAWS2026) for $634.95. Passed
  • Motion: to approve the CR 2025-17 in the amount of $1725 for cabins for the awakening retreat final invoice. Passed

MONTHLY MEETING

• Motion: to approve that while we update the pamphlets for the 11 Tradition we also remove the old PO box address, seconded. Tabled
• Motion: to amend the motion that we replace the PO Box to the actual address of the WSO on the pamphlets and allow to change the 11 Tradition as approved by the Conference, seconded, Passed
• Motion: to replace the PO Box to the actual address of the WSO on the pamphlets and allow to change the 11 Tradition as approved by the Conference, seconded, Passed
• Motion: to replace the current Store order form for the new ORDER FORM UPDATE PHX 101624, seconded, Passed
• Motion: to replace the current Stater kits order form with the STARTER KIT SALES ORDER SAMPLE, seconded, Passed
• Motion: to approve the Thank You letter included in the NewsGram and on the website, seconded, Passed

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ONLINE MOTIONS

None

Yves W., WSOB Secretary

NEW REFERRALS RECEIVED:

WSOB 2024-01 pre-Conf 2024

Patrice H F. Ohio area

Under box instructions, it states a change was made to the way information would be disseminated. “The World Service Office will no longer send out quarterly emails to delegates. Instead, all information will be uploaded to Box.” in the world Service Manual under World Service Office it states ” The World Service Office (WSO) is the main contact and distribution point of C.A. Its main purpose is to maintain contact with members, Groups, Districts, and Areas. Contact is sustained through correspondence, newsletters, e-mail, the website www.ca.org, and representatives within our service structure.

I have some questions I would like to have addressed. 1. Who had the authority to make this decision?

2. Why was this decision made? 3.What has to happen to continue to get the quarterly emails?

It was my understanding the Box was a tool used for conference information (which is good for the conference by the way). The emails sent quarterly makes it easier to share the information with our members. We are able to print important information for announcements/events etc.

Most of the fellowship is not aware of the Box and although as of now, there doesn’t seem to be any restrictions to who can have access to the Box, it is not easy to navigate. We have many members who prefer to keep it simple.

WSOB 2024-02 pre-Conf 2024

Maggie M. CA UK

I am hoping somewhere along the way it could be taken seriously and looked at that conference can become hybrid or online only how would I get this voted on and up for discussion please yours truly a very grateful CA member

SUMMARY OF COMMITTEE MOTIONS:

None

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

None

REFERRALS STILL IN COMMITTEE:

None

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CLOSED REFERRALS:

None

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