June 17, 2025 – WSOB Minutes

WSOB MINUTES June 17, 2025

OPEN MEETING @ 8.00 AM PST

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

TRADITION–Jason reads the 6^th Tradition.

CONCEPT–Jason reads the 6^th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Randy G. Chair
• Jonathan H. Treasurer.
• Jesse G. Director of Conv & Conf.
• Yves W. Vice Chair
• Tai B. Director of Operations
• Jason S. DAL
• Kimberly C. Secretary
• Morten V. DAL
• Wesley B. DAL
• Joni E.  WST
• Jay P. CAWS 2025 Chair
• Justin C. CAWS 2026 Chair
• Devin (Sec) CAWS 2027 Chair
• Crawford CAWS 2028 Chair

Guests:

• Kalob T.
• Denise
• Simonne M.
• Maria K

CHAIR ANNOUNCEMENTS

• May 17, 2025,minutes were approved.

SEVENTH TRADITION –

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

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CAWS CONVENTION REPORTS CAWS 2025 (Arizona) Jay P.

Highlights:

• We met and started the pass it on process. Below is some high-level info. Hotel bill: Found a few areas that needed to be addressed. Mostly around the master list and some mistakes that the Hotel made. Nothing that cannot be fixed. Need to collect some funds from people. That is going well and should be completed soon.

• Speakers: We have downloaded the videos for speakers and have created audio files for each. We have asked the trustees to weigh in on how and if to make available.

• Financials: We hope to have the income statement, and all cash receipts reconciled in the next week or two. There is no treasure report on this report. But soon to come.
• Vfairs: We have approached and asked them for a rebate due to several issues.   They countered with 7500 off of the next event. We are asking for money. There is less than 50% percent chance of a rebate to be awarded.
• Early take aways. These numbers are close but not final
• 1500 H&I registrants, 3000 free meals service, thousand of bottle of hydration, about ~1000 over registrations, Countless smiles. So many compliments and thank you(s) that should last a life time.
• Payables: Other than the final hotel bill, I believe we have paid for everything.
• I plan on submitting a more detailed report next month–Final 2025 Meeting late July

CAWS 2026 (Florida) Justin C. Highlights:

• Financial/ Expense report submitted

 CAWS 2027 (Washington) Nathan H. Highlights:

• Fundraising: Fundraising committee meets the 2nd Monday of every month @ 7:15pm in person and via zoom. Ideas are being discussed for larger events, small events, and merch. Budgets, dates, locations, and additional details being discussed for 2025 and for 2026 accordingly.
• Fundraising committee sold merch at CAWS 2025 in AZ.
• Local “Carnival” event to take place on Saturday August 2nd. One of the way to raise funds is for Homegroups to pay and host booths for the carnival. Such ideas as games, photo booth, food, petting

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zoo, dunk tank, pie throw (resentment), and etc. This would help promote HG, sell meeting merch, bragging rights, and to show the newcomer we are not a glum lot.

• Hotel/Events Liaison: All committee members will be meeting at the hotel for a walk through on July 26th @ 11am.
• The hope is for the June Steering/General committee meeting be held at the Hotel. No confirmed date or time. If not able to coordinate, we will hold meeting as scheduled on the 29th at 12 on Zoom. Charise (Hotel Liaison) will confirm with committee via WhatsApp.
• Preliminary CAWS 2027 budget is to be submitted by August of 2025.

CAWS 2028 (Scotland) Crawford B. Highlights:

• We had our committee meeting on the 8th of June and it was filled with great ideas, knowledge and enthusiasm.
• Our treasurer is still in the process of setting up the European bank account and this will allow us to receive the funds already raised so far for the CAWS 2028 Convention which are currently in The Scottish area bank account, to allow us to pay for anything that is required in the interim.
• We have sold all of our first batch of shirts now and created a healthy financial return. We have since had another run of these printed ahead of the Scottish convention which take place in July. There is an approval being submitted to the WSOB for another design for t-shirts and once these are approved and printed, both styles of t-shirts will be for sale at conference as well as one off items of a male and female kilt.

• The Steering committee chairs have had a great response in resumes for their respective sub committees from all over the European region and after ratifying more chair positions, we now have 20 general committee chairs in place.
• Our hotel liaison has attended all 3 hotels on the bid document and is awaiting pricing from them. He also exploring possibilities of other hotels in Edinburgh and Dunblane as an option. The hotel liaison has been given contracts from the hotel group (Hilton) for other conventions that have taken place in England and Wales to see if this helps in the initial negotiation process and we hope to have something in writing soon.

OFFICE DIRECTOR REPORTS Director of Operations- Tai B.

Highlights:

• Office update:
  • Working with WST and registered agent to complete California to Arizona transition. Need Taxes CAWS 2019 and 2020, Bookkeeper to compete. Wants permission to complete 2024. (Transferred to do to Bookkeeper)
  • CAWS2026 Acct. Complete for Chase account, RegFox access, Stripe and Paypal Complete.
  • CAWS2026 Added to CA.org, flyer updated as well.
  • Add new Wire Payment information to Website.
  • Revised Royalty Agreement in process.

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• • Convention 2025 Tours were a major success, thank you to all the WSOB who helped the WSO.
  • SR-14 delivery made.
  • Delegate Mailing Delivery made. (Translation Letter
  • Scheduled budget with WSOB Treasurer August 13^th.
  • Conference fundraiser discussion.
• Merchandise:
  • UK Distribution communications going well. Next order of 50K units should take place early July.
  • Recalling The Early Days of C.A.; Vendor hired
  • Banner solution found and made
  • New revised and corrected books arrived, 2^nd order made. –
  • Swedish Chips in process.
  • Copyright agreements arrived for CACO, Sussex, Sweden, CAUK.
• Translation
  • Meeting June 11th, 9AM PST
  • Swedish Chip design (LOGO), approved and will be revised. Sent to Vendor for new Key tags order.
  • Agreement by Sweden to purchase all key tags in stock was NOT done. Have an open balance.
  • Tradition 11 language request to international language sent. -20250331, have French, Danish. DAL to help. (NEED ALL MEETING TRANSLATION FORMATS, also Pamphlets and Books)
  • Translation Files NEED to be given to WSO, (Copyright Material is WSO Owned and need WST and WSOT to communicate this to MERT, PNRT and ERT) Request was made.
  • Received  Translations  of  11^th Tradition  (Danish,  Swedish,  French,  German  and  Spanish), Thank you Morten. Waiting for Meeting Formats/Readings.

DIRECTORS’ REPORTS Chair–Randy G.

Highlights:

• Attended 2025 CAWS Conference Committee Monthly meeting, 2025 World Convention Committee Meeting, 2025 World Convention mid-month steering committee monthly.
• Jonathan and I have also met once a week with Tai to go over finances.
• I also participate in a Chair-to-Chair call with Barry at least once a month. Attended and worked the CAWS2025 World Convention.
• The excitement of the World Convention and opportunity to showcase the World Service Office was truly one of the highlights of the week.
• Tai, Dawn and Ashley went above and beyond touring hundreds of people through our facility all weekend. While most of the fellowship was “playing” at the hotel, our staff were “workin it”.
• Thanks to all of the board members that assisted in effort as well. Nothing short of tears in my eyes as I watched our fellowship wander in awe of our home.
• Hubspot, Shopify and Quickbooks are in motion. The development of the actual implementation plan for training, planning, more training, more planning–then execution is underway.
• There was a time only a year ago that it was hard to imagine everything this board has accomplished would ever get done.I’mso grateful for all of your hard work and effort to get these things accomplished.

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Vice-Chair–Yves W. Highlights:

Ongoing

• I have updated the summary of our motions log (2025 WSOB MOTIONS LOG.xlsx).
• I took back my role regarding the referrals.

NewsGram:

• The theme for the Q32025 Edition is“Choosing Friends While Working the Program”and the deadline is June 30, 2025

LCF:

• At their last monthly  meeting  last  Saturday,  they  voted  the  following  motion: To remove  the Meeting Formats from the appendices of all C.A. books in future printing.
• I make a motion that we as a board we support this motion:
• As liaison, my view is that the WSO doesn’t have neither the knowledge, the tools nor the time to be involve in changing our literature.
• Since the Meeting Formats are the biggest moving part of our literature and also that it does exist as a standalone package and available to download, it doesn’t make sense that we keep this in our books both in term of complex process to manage, from an inventory management and reordering and finally from a cost perspective.

Treasurer–Jonathan H. Highlights:

Activities and duties performed this quarter:

• General
  • Been in communication with the DOO, Asst. Manager, WSO Chair, Bookkeeper, WST and WSOT throughout the last month.

• 2025 Convention
  • Still need to transfer any funds from existing local Arizona account to CAWSO account for accurate recordkeeping and visibility, once access has been provided.
  • Final hotel bill received and is being reviewed and discussed with the hotel for any minor corrections.
  • Check cut against master bill for WSOB and WST Expenses
  • Treasurer is finishing financials and once complete we will update in CAWSO financials.
• Banking
  • Created Bank Transfer“ToDo List” with DOO, Asst. Mgr., WSO Chair▪ All Bank accounts are open at Chase
  • All signers have been added to all accounts.
  • Remaining accounts will be closed upon finalization of everything at Chase
  • Some deposits have been transferred over to new operating account at Chase▪ All convention treasurers submitted as signers to the convention accounts.

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• Conference
  • 2025 budget have been loaded into QB
  • Proposed Amended 2025 Budget sent from Finance Committee for SR-14
• Finance Committee
  • May meeting completed.
  • New Proposed Amended 2025 and Proiposed 2026 budgets have been created and sent for SR14
• Office
  • Have been signing check runs and process has been going smoothly.
  • Have made myself available for Tai and Dawn for any help needed.
• QuickBooks
  • New chase account for Convention has been added
  • Chase International account will be added.
  • Books cleanup has been progressing and is almost complete for 2024.▪ Will finalize review prior to transfer to QB Online
  • Have determined a mix of “fresh start” and pulling existing data is appropriate. This will be finalized as the links between CRM and Online Store are established
• Quickbooks Online
  • Determining if Accountant version that was planned to be used as main company can be used due to ability to sync through API to CRM and Online Store. Might need to purchase a 5^th company to use as the main account. Cost is minimal through Tech Soup.
• Taxes
  • CAWS taxes 2019-2020.
  • Have submitted all financials for CAWS to accountant for him to prepare and file past due taxes.▪ Once complete we can resolve CAWS California AG reporting issue.
  • This will be processed now that Convention is completed.
  • Will begin preparing financials for 2024 taxes for both organizations after completion of 2025 World convention as accountant is treasurer and busy.
  • Filed extension by May 15^th
  • Goal to have them filed on time July 15^th
• Prudent Reserve and Disaster Recovery Policy
  • Will draft final version of separate policies and send to both Boards for approval.
  • Will be submitted prior to July WSOB meeting for approval.
• Software and Website Sub-Committee
  • Attended May meeting.
  • Have selected best options for software package (CRM, Inventory, Store, Accounting) and motion passed both boards.
  • Implementation has begun for all new software.
  • Ran into issue with QB sync and could need to purchase standard company. This is solvable and minimal expense to the fellowship.
• GiveButter
  • Created new GiveButter campaign for 7^th Tradition

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• • This has been placed on the website for future donations.
• Freedom Fund
  • GiveButter has been added as the main donation platform in the website.

Reconciliation

• 100050 Chase Main Operating–5/31/25
• 100051 Chase Prudent Reserve–4/30/25
• 100052 Chase Publication Fund–5/31/25
• 100053 Chase Petty Cash–4/30/25
• 100054 Chase Conv 2025–5/31/25
• 100055 Chase Conv 2026–5/31/25
• 100056 Chase Conv 2027–5/31/25
• 100057 Chase Conv 2028–5/31/25
• 100058 Chase International–N/A (Created)
• 100120 International HSBC–5/17/25
• 200104 Chase Visa–5/31/25
• ****** International Chase–N/A
• 100096 BofA Operating–5/31/25
• 100099 BofA Old Operating–5/31/25
• 100114 BofA Petty Cash–5/31/25
• 200105 BofA Mastercard–6/10/25
• Closed Accounts
  • 100097 Convention 2024–4/30/25
  • 100098 Convention 2025–4/30/25
  • 100110 Convention 2026–4/30/25
  • 100113 Convention 2027–4/30/25
  • 100118 BofA Publication Fund–4/30/25
  • 100119 BofA Prudent Reserve–4/30/25

Financials Included:

• CAWSO
  • Income Statement
    • YTD through 5/31/25
    • YTD through 6/18/25
  • Balance Sheet
    • YTD through 5/31/25
    • YTD through 6/18/25
  • Statement of Cash Flows
    • YTD through 5/31/25
    • YTD through 6/18/25
  • Budget vs Actuals
    • YTD through 5/31/25
    • YTD through 6/18/25

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Director of Conv & Conf–Jesse G. Highlights:

CAWS 2025 – Arizona

• No report

WSC Conference 2025 – DFW – 27-AUG-2025 to 31-AUG-2025

• Contracts for 2025 are finalized; have fully executed copies.

CAWS 2026 – Florida

• Treasurer
  • memorabilia has selected approved graphics for t-shirts and the transportation has pricing for off-site event shuttles.
  • Givebutter donation platform is up and running now with many members having pledged one-time or recurring donations.
• Registration
  • Sabal – 19
  • Bismarck – 2
  • Royal-   41
  • Total = 62
• Hotel
  • 1306 room nights
  • Working on logistics for transportation, decorations, and hospitality items
• Program
  • General entertainment events and activities are being decided upon. Currently looking at a pool party, scavenger/geocache hunt, alligator calling competition, and trivia game, hostage (negotiation) karaoke.
  • speaker slate is nearly ready to submit for committee approval and the workshops are beginning to fill out.
  • Several workshops are confirmed
  • Looking into convention app

WSC Conference 2026/2027

• 2026/2027 contracts fully executed

CAWS 2027 – Washington State

• Most committee chairs are filled
  • Fundraising -Next fundraiser on 8/2–Carnival – Homegroups to pay and host booths for the carnival. Such ideas as games, photo booth, food, petting zoo, dunk tank, pie throw (resentment), and etc. This would help promote HG, sell meeting merch, bragging rights, and to show the newcomer we are not a glum lot.

 CAWS 2028 – Scotland Area

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• Chair
  • 20 gen cmte chairs ratified

• Treasurer
  • working with Jonathan on setting up European bank acct.
  • Sold most of the first run of the shirts and will need to do another run for Scotland’s area Campvention in May.

• Hotel liaison
  • has visited all 3 hotels on on bid document as is awaiting to get a response;
  • still looking at Edinburgh and also Dunblane as an option;
  • will use contracts from England and Wales conventions as a comparison.

WSC Conference Committee (WSCCC)

• all referrals addressed
• SR-14 scheduled to go out end of June
• Conference 2025
  • Credentialling website is live.
  • Registration is live
  • Meeting with Conf chair and committee chairs and secretaries x 2
  • Agenda is completed

WSC Convention Committee (WSCCVC)

• Answering new referrals
• New release form concerning artwork
• Guidelines regarding chairing of the great convention exchange

Bid Vetting Committee

• Bid presented by Southern Ontario was approved by cmte after requested revisions were completed.

RFP Committee

• To commence in Oct of 2025.

Director at Large–Jason S. Highlights:

WSCIT

A document has been submitted as a working flow for streaming approval–a work in progress.

Ad HOC Tech & Website Committee

▪ 4/18 was well attended

CRM:

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• Meet with sona trainer. Meet with the CRM Team (Jonathan, Kalob, Dawn and Tai)
• We finally have a framework for integration mono not bi directional sync.
• So, Shop to HS, Shop to QBO, QBO to HS
• Kalob and Dawn kicked ass. The Shop is up (shop.ca.org), the inventory is loaded.
• Shop is syncing inventory with HS, in a little pickle- can’t really sync customers with Shop and HS until we turn on Shop for real.
• Have another CRM Team meeting 6/20- I expect wonderful things, I will try to update this report.

Director at Large–Wesley B. Highlights:

North American/Euro PI

• Confirmed SR 14 submissions
• Discussed need for PImedia@ca.org

Virtual Services

• General conversation about future plans for subcommittee work

Additional work:

• Participated in office tours, connected with members across the fellowship
• Attended LTP meeting with other WSOB folks
• Communicated Logo/” CAWSO Inc” need for review/correction to PI (posters and materials) and IT (websites, ca.org and app)
• Worked with Tai/Randy on finalizing health insurance coverage. Spoke to Justin at ADP regarding question of whether dependent/spouse coverage plays a role in pricing. WSOB need to consider options to help control health coverage costs
• Workers Comp coverage finalized

 Secretary’s Report- Kimberley C

Highlights:

• Prepared my second set of WSOB minutes, submitting them after a quick review from Yves. I am working to develop a little discernment about what should be in the minutes and what should not.
• Still learning a lot from Yves about the process. Still sorting out the technical side of things. Encountering a few challenges.
• I did not attend the Archives Committee meeting this month as I was in Vancouver that weekend. However, I did get the minutes from Cameron.

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• I have taken some general information from the minutes, however, I would like to be sure that I am not repeating information already known by the WSO, also would like to confirm if I am on archives:

TRUSTEE REPORTS WST Trustee–Joni E.

Highlights:

CAWS Corporate Filing Status

• We are still awaiting the CAWS tax returns for 2019 and 2020 from the accountant. Upon completion, we will file annual filings to CA DOJ which should restore our good standing with CA and allow us to complete the AZ filings
• We have reviewed our options for the issues with the CAWS entity name. A decision has been made to keep it as Cocaine Anonymous World Services. It is important that we get this info out to the fellowship as Cocaine Anonymous World Services, Inc. has been used throughout our literature, guidelines, etc.

Releases for Original Works and Speaker Recordings

• The WSBT reviewed and approved a revised version of the Original Works Release and a new release for Speaker Recordings.

WSCIT Speaker Recording Approval Process

• I met with the WSCIT Subcommittee working on the Speaker Approval process and the need to streamline the process to hopefully make it easy for recordings to get reviewed and approved for uploading. Kalob has also looked into various platform ideas. The goal is to have the next rendition and any additional information ready by the next WSBT Conference Call so we can continue the development of the process.

WSOB Translation Committee

The translation process is moving along although there have been many hurdles. I have added to the WSOB OneDrive the C.A. Translation Policy for review. To get the process moving, it is important that each area requesting a translation complete a Copyright Agreement. The Licensing and Royalty Agreements have been revised and are ready to go out to the areas requesting translations or licensing/royalty agreements.

WSOT TRUSTEE–Robert B. Highlights:

Summary of General Activities:

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• Attended WSBT Q2 Quarterly Meeting at CAWS2025 in Phoenix
  • Completed In-Person Status Updated for WSO Chair, DOO, and Treasurer
  • All WSOB Members were Ratified by the WSBT
  • WSO Health Insurance Motion passed
  • Finalized WSBT SR-14 Motions
• Attended CAWS2025 in Phoenix. Participated in WSO Open House. What an awesome experience
• Attended LTP, Convention Exchange, and Meet the Boards

WSBT Finance Sub-Committee (Lead Trustee):

• Presented Full financial reporting for presentation at WSBT Q2 Meeting
• Presented and approved preliminary WSBT Budget for SR-14 Submission (2025 Revised and 2026

Long Term Planning (Member):

• Attended Meeting on 01-JUN-2024
• Several projects in process; the following are projects currently being worked on:
  • Book Development and Approval Process
  • Investigation of North American Roll-Out for Pamphlet Licensing
  • NewsGram Updating
  • Global Growth Initiatives

UNFINISHED BUSINESS/PROJECT UPDATES

• Conference Committee Assignments
• Reviewed current assignments
• There is an unfilled Director Position-potential to split workload of Director of Conferences and Director of Conventions

NEW BUSINESS – None

MOTIONS

SPENDING COMMITTEE

• MONTHLY MEETING MOTION

Motion to approve CR2028-03in the amount of $522.57seconded. Passed.

Motion  to  approve CR2027-002in the amount of $310.00 for highlighters, seconded. Passed.

ONLINE MOTIONS

Motion to approve CR 2027-001 for $831.42 for t-shirts, seconded. Passed.

Motion to approve CR 2027-003 for t-shirts with already approved design, seconded. Passed. Motion to approve CR2026-020 for $1242.50 for t-shirts, seconded. Passed.

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• MONTHLY MEETING

Motion to approve the May minutes, seconded. Passed.

Motion to approve T-shirt design (logo for convention items), seconded. Passed.

• ONLINE MOTIONS

NEW REFERRALS RECEIVED:

SUMMARY OF COMMITTEE MOTIONS:

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

Referred to the WSBT

REFERRALS STILL IN COMMITTEE:

CLOSED REFERRALS:

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