Apr 20, 2024 – WSOB Minutes

WSOB MINUTES APRIL 20, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Justin reads the 4th Tradition.

CONCEPT – Justin reads the 4th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H., Chair
• Jonathan H., Treasurer
• Jesse G., Director of Conv & Conf.
• Yves W., Secretary, NewsGram editor, LCF Liaison
• David C., DAL, WSBT LTP and IS&D Liaison
• Jo P., DAL, PI and Unity Liasion
• Randy G., DAL
• 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 2027 Chair

Guests: Tai B. Dawn C. Leslie R. Wesley B.

• Tai B., Office Manager
• Dawn C., Administrative Assistant
• Leslie R., Kansas City
• Wesley B., New York

CHAIR ANNOUNCEMENTS

• March 16, 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.

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Highlights:

• Registration, we are now at 679 and 2170 room nights.
• 83 days to go
• Elected new General committee members (Hospitality, Banquet/Brunch)
• Working on finalizing memorabilia and check requests
• Finalizing meeting schedule until Convention

CAWS 2025 (Arizona) Jay P. Highlights:

• Hotel space covered and finished up Entertainment and Special events.
• Got approval from the area to use their Audio equipment which will save us money.
• Motion: to approve CR-2025-10 for the amount 1,800$ Salina’s Kitchen, for fundraising event seconded, Passed

CAWS 2026 (Florida) Highlights:

• We now have a Fundraising Chair
• Focusing on getting some fundraising items together. o Small run of pre-convention t-shirts
• ASR focused run of opportunity drawing tickets, drawing in September.

CAWS 2027 (Washington) Highlights:

• We received a revised contract from the hotel.
• Several chair positions have been filled, including vice treasurer, vice program chair, outreach chair, public information, and fundraising chair.

DIRECTORS REPORTS

Chair – Earl H. Highlights:

• Special Mailing from the WSO to the Fellowship sent on April 17th containing updated contact info on WSOB Directors and Staff, the CAWS2024 Newsletter, The latest NewsGram and Board Minutes from the WSBT & WSOB.
• We are on track with preparations to relocate the WSO to Arizona. Our Move sub-committee works online and met April 10th to consider a lease of a prospective property. We concluded it was best to keep looking at other locations.
• The WSOB has developed a plan to tabulate C.A.’s 11th Tradition Ballot results being turned into the WSO from the Area Chairs around the world are being stored on a spreadsheet. Monthly updates to S&B WSC Committee.
• The WSOB has hired a consultant evaluate software packages to recommend a CRM solution.

Treasurer – Jonathan H. Highlights:

• Prudent Reserve and Disaster Recovery Policy
  • Goal is to have updated policies for submission for SR14 in 2024.

• Taxes
  • Have spoken with new potential accountant, but need to provide last 2 years taxes for review to get appropriate quote on tax filing and prep.

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• • We will need to run the consolidated financials through QB ourselves. I will need to get with new Bookkeeper to see if this is a function performed before, if not I will need to get with a new accountant to help.
• Reconciliation
  • 100096 International HSBC – 2/17/24
  • 100097 Convention 2024 – 3/31/24
  • 100098 Convention 2025 – 3/31/24
  • 100099 BofA Operating – 3/31/24
  • 100110 Convention 2026 – 3/31/24
  • 100113 Convention 2027 – 3/31/24
  • 100114 BofA Petty Cash – 3/31/24
  • 100118 BofA Publication Fund – 2/29/24
  • 100119 BofA Prudent Reserve – 3/31/24
  • 200105 BofA Mastercard – 4/10/24
• Financials Included:
  • CAWSO
    • Income Statement
      • 2024 through 3/31/24 
      • YTD through 4/19/24
    • Balance Sheet
      • 2024 through 3/31/24
      • YTD through 4/19/24
    • Statement of Cash Flows
      • 2024 through 3/31/24
      • YTD through 4/19/24
    • Budget vs Actuals
      • 2024 through 3/31/24
      • YTD through 4/19/24

• Motion by Jonathan to move our banking accounts to Chase from BOA, seconded.

Secretary – Yves W. Highlights:

• Archives Committee
  • Backup of CA Digital Archive Files
    • 2024-04-01 – ca.org backup
    • 2024-04-01 – docs.ca.org backup | 1619 records 
    • 2024-04-01 – museum.ca.org backup | 1700 images | 1207 records 
    • 2024-01-02 – audio.ca.org back up | 579 audio files 
    • 2024-04-02 – Thumb drive backup
    • 2024-04-04 – External 120GB Hard Drive (1)
    • 2024-04-04 – External 120GB Hard Drive (2)
    • 2024-04-06 – Cloud account – up-to-date (synced with CF personal computer)
  • Museum
    • 381 users | 365 were NEW users | 776 page-views

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• LCF Committee
  • They are reviewing “Yes You Can Start A C.A. Meeting” at point 6
  • The pamphlet “The Power of PI” is now at point 7, under WSBT review.
  • The pamphlet “Service Sponsorship” is now at point 3.
  • They have a project for HFC III edition in progress, and they will need a landing page on ca.org and email address to receive stories for the book then to be available to the LCF Trustee for anonymization.
• NewsGram
  • For the coming Q22024 edition, the theme is “Emotional Sobriety” and the deadline for submission is April 10
  • I am planning to work on the next edition with Kenny S. as a training session and will be of support after as a proofer.
  • Question: should he be part of our monthly meeting? His status being a volunteer…
    • We will invite to be part once every quarter.

Director of Conv & Conf – Jesse G. Highlights:

• CAWS 2023 Atlanta
  • Items have been shipped.
• CAWS 2024 Netherlands
  • Currently at 679 registrations and 2170 room-nights as of April-2024.
• CAWS 2025 Arizona
  • Check request for entertainment approved and mailed.
  • Program is progressing.
• CAWS 2026 Florida
  • Focused on Fundraising (t-shirts and oppty drawings and are excited about newly elected fundraising chair.
  • Special Events are being planned.
• WSC Conference 2024
  • Contracts for 2024 are finalized and executed.
• WSC Conference 2025 – DFW – 27-AUG-2025 to 31-AUG-2025
  • Contracts for 2025 are finalized; waiting on copies of fully executed copies
• WSC Conference 2026/2027 – TBD
  • Contracts for 2025 are finalized; have gully executed copies
• CAWS 2027 – Washington State
  • I have received the revised contract, will be reviewing and then send it to TNC.
• Bid committee vetting.
  • Will be reviewing Scotland and Toronto, Canada

Director at Large – David C. Highlights:

• Translations Sub-committee
  • A request from Poland to translate the logo has been received. Update. Poland has now prepared a ‘Petition to become an Area’ to present to Conference so their request can be processed.

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• • Johan MERT to draft an additional heading to page six of the Translations Process, referring specifically to digital materials for consideration.
• WEB Update RFP Sub-committee
  • WSOB approved the appointment of a CRM consultant to enable the selection from 3 CRM platforms suitable for the WSO.
• 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..

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • We are still awaiting a revised version of the 2027 CAWS hotel contract. We are imminently expecting the updated contract and will expedite through the review process upon receipt.

• LEGAL
  • 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.

WSOT TRUSTEE – Robert B. Highlights:

• Trustee Conference Call
  • Completed and Approved final WSOB Referral for updates to WSM
  • Working on updating the WST election process with knock-on effects from Office move
  • Presented new WSBT travel policy for review; however, it was sent back for additional work on a few definitions.
  • Reviewed and approved CRM Consultation.

• 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

• 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
• Referrals from conference, 14 need review and work.

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NEW BUSINESS

• 12X12 Poster pricing
• AQP reorder: Just had 8 cases now down to 4 cases. We sell for $12.50 each.
  • Sold 1400 copies over last 6 months.
  • Here is the pricing for this reorder:
  • 500 books = $2956.00 costs: 7.50 income $5.00
  • 1000 books = $4574.00 costs: 5.53 income $6.97
  • 2000 books = $7986.00 costs: 4.57 income $7.93
• CRM Software next steps
• Royalty Agreements
• UK Chip manufacturing proposal.
• Freedom Fund Shirts… Holland? Dallas?

MOTIONS

SPENDING COMMITTEE

• Online Motion: to approve the appointment Steve Bavister as CRM consultant to enable the selection of 3 CRM platforms suitable for the WSO For a fixed fee of $1999 as quoted, seconded. Passed
• Online Motion: to approve CR 2025-09 in the amount of $3950 to Allen Dalton Productions LLC (W-9 submitted) for entertainment, seconded. Passed
• Motion: to approve CR-2025-10 for the amount 1,800$ Salina’s Kitchen, for fundraising event, seconded. Passed
• Motion: to reorder 2000 copies A Quite Peace books for the amount of 7986$, seconded. Passed
• Motion: to spend 2000$ for T-shirts with a new logo/graphics and QR for the Freedom Funds to use at CAWS2024, seconded. Passed

MONTHLY MEETING

• Motion: to approve CAWS2026 following artwork: One will be the main logo and the other is a “retro” style logo, seconded. Passed
• Motion: to accept the WSBT recommendation to select Great Central Plastics Limited to supply plastics Keyring in Europe, seconded. Passed
• Motion: to move our banking accounts to Chase from BOA, seconded. Passed

ONLINE MOTIONS

• Motion: to transfer referral 2023-12 Post-Conference to LCF Committee, seconded. Passed

Yves W., WSOB Secretary

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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 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 discrepencies from one page to another with different versions of the same document.

WSOB 2023-09 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 2023-10 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”

WSOB 2023-11 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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WSOB 2023-13 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 2023-14 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.

CLOSED REFERRALS:

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