WSOB MINUTES AUGUST 21ST 2021
OPEN MEETING @ 9.05AM
SERENITY PRAYER – Brenda invites the room to open the meeting with the serenity prayer.
TRADITION 8 – Tom P
CONCEPT 8 – Ron D
BIRTHDAYS – Brenda 35 yrs.
ROLL CALL & QUORUM DETERMINATION
Present:
- Brenda – Chair
- Alesia – Vice Chair
- Lolita – DOO
- Cathal – Secretary
- Ron D – DAL
- Robert B – Dir C&C
- David C – DAL
- Tom P- WST
- Kevin – WSOT
- Susan L – 2022 Convention Chair (Austin)
- Mike D – 2023 Convention Chair (Atlanta)
- Joost – 2024 Convention Chair (Holland)
- Charlene S Visitor
Quorum is set.
Brenda reads the relevant day from AQP.
SEVENTH TRADITION –
The 7th tradition is respected in the room and online members encouraged to visit online to donate.
CAWS CONVENTION REPORT
CAWS 2022. (Austin). Susan L click here
Highlights:
In person meeting last month, small meeting but still took place. May need to move back to virtual in order to facilitate.
Room nights have reached 513 nights, 75% towards F&B.
Registration has been slow, but this is expected to improve after conference.
Next meeting is on the 25/26th at the Hyatt in Austin.
To date the programme remains unchanged, which is still on the Yapp app.
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There is a new Speaker chair, Ivan from Austin.
Issue raised by Outreach chair, not being comfortable with encouraging members to plan a trip that may not occur.
This will be dealt with in person at conference.
Lorie P acting as secretary but yet has not been officially elected due to difficulty in getting the steering committee together. This too shall be dealt with at conference.
Tom P asks whether we are planning to use C vent for registration.
Susan adds that the contract runs through the convention, and that discussions with Robert & Lolita resulted in the decision to let this run and then move to another option.
Robert B adds that all of our information is loaded on C- vent, yet does not advocate continuing after Sept 2022.
Susan adds that the new contact is a lot more communicative.
Lolita seeks clarity on the fact if ‘Event in the Box ‘is an additional charger.
Robert B states that is the case.
Brenda entertains a motion to approve the July minutes.
Tom makes the motion, Lolita seconds, minutes are passed.
CAWS 2023 (Atlanta) Michael S not present
Highlights:
Robert B reports that there was a very successful Zoom call, work done on programme aswell as Treasury.
More effort required to get set up with Quickbooks.
Discussions taking place regarding room rebates.
CAWSO 2024 (Amsterdam) Joost van K
Highlights:
Currently quiet, as we are waiting on the date change been confirmed at conference.
Next meeting in 2 months.
There is work to be done on the Bank account as there does not seem to be an easy solution available, meeting with Robert B and treasurer to be planned.
Brenda adds that Holland were the lucky winners of the 1st Anniversary Santa Monica t shirt donated by Howard.
Joost expresses great thanks on behalf of Holland.
Robert B discussed the motion for the date change, adding that it may be necessary to be more general in terms of the date to allow for a greater financial benefit.
Brenda queried the timing of the opening and closing reports, Alesia to contact Trevor to confirm the agenda.
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OFFICE DIRECTOR REPORTS
DIRECTOR OF OPERATIONS – LOLITA S click here
Highlights
The 12-step companion guide is now set at 159 pages, 219 pre-orders.
We now need to set a price for cases of the book.
Kev M adds that he feels historically this is 20%, Lolita adds this is 24%.
Tom P makes a motion to ‘set price 12 step Companion Guide $15 per unit with a 20% discount on each case’.
Kev M seconds the motion.
Motion passed
Lolita states that we also need to set a price for the Kindle version.
Kev M adds that it has to be formatted correctly before we set a price.
Lolita clarifies that this will be formatted by the Kindle.
Kev makes a motion’ to set a price of $10 for the kindle version of the the 12step companion Guide’.
Tom P seconds the motion.
Kev M amends his motion to $9.95.
Motion passed
A thank you card for Joe B will be signed virtually on behalf of the board and sent to the member for all his valuable service with regards to the help on the artwork.
Tom P reads a letter from Watsons pertaining to the lease, how moving forward the necessary repairs will be carried out and the terms of the lease.
Tom P makes a ‘motion to extend the office lease by 36 months with a 15-day rent rebate’.
Kev M seconds
Robert B questions whether the rebate is a fair trade off, with the cost of the repairs now the responsibility of the office. As well as that this extension is unconditional.
The board feels this is a fair exchange and Tom P confirms that there are no conditions which would prevent us from making further claims against the lease.
Motion Passed
DIRECTOR REPORTS
Chair – Brenda M click here
Highlights:
Finance committee meeting is scheduled for tomorrow which is always an issue as it clashes.
All seems to be in place for the opening reports.
Regarding the ‘Bid Vetting Motion’ Brenda suggests that the Finance Chair and the Convention Chair should be present on the stage when Robert B delivers the motion.
Robert B feels this is a great idea and is going to make the relevant arrangements.
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Vice Chair- Alesia F click here
Highlights:
Getting prepared for conference and working on the costing of all parts to be able to provide exact costings.
Brenda seeks clarity on whether Cathal & David require payment of expenses before or after the conference.
Both members agree that expenses can be paid after the event.
Discussion to take place offline between Cathal, David & Lolita in order to be more specific with the costs for the accommodation as well as the conference Hub expenses.
Robert B asks what is the policy regarding the wearing of masks and what is the procedure if one of our members refuses to adhere.
Tom P clarifies that masks must be worn at all times in the hotel and if a member refuses to comply, it will become an issue for the hotel security.
This information to be passed onto the Conference committee.
Treasurer – Michael T. not present
Highlights:
Profit and Loss sheet has been provided, if there any questions, recommended to email Michael.
Robert B questions the availability of QuickBooks for Atlanta and Holland.
This is to be completed in the upcoming week.
Secretary – Cathal
Highlights
IT committee has prepared their reports, contained in which will be an update on the mobile app.
Director at Large – Ron D.
Highlights:
No update, still experiencing issues with accessing the committee meetings.
Director at Large: Robert B. click here
Highlights
Already covered the update on the Conference.
Work being done on the convention opening report.
Alesia asks if there is an update on the query over convention funds being in the wrong bank account.
Roberts adds that he has had no information relating to this point.
Tom P adds that historically this has been a problem, as it does not give a true account of the finances.
Moving forward, this issue will be discussed with Michael as there seems to be a solution available.
This item to be put on the WSOB project list.
Charlene ( visitor), introduces herself to the Board and expresses her thanks for the opportunity to serve.
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Brenda invites Charlene to attend the WSOB meeting planned for the upcoming Conference.
Director at Large – David C click here
Highlights:
PI will be making lots of motions at conference, too many to discuss today but prepare to vote at conference.
The Adhoc Committees main area of work at conference will be the Bid Vetting Process.
David shows his thanks to all of the hard work done by Robert B regarding this motion.
There was also some discussion surrounding the motion from LCF regarding new chips (Keyrings), which is felt to be a great idea and David encouraged the Board to support the motion
David highlights that Robert B will be presenting the Freedom Fund but will require help from the Board to be present at the table.
Brenda states that this will be arranged.
In the October WSOB meeting, there will be a PowerPoint delivered by Joe B and Joost to show how we can promote the Freedom Fund and generate more funds.
Robert B adds that the t shirts from the Freedom Fund should be arriving this friday.
TRUSTEE REPORTS
WSOT Trustee – Kevin M
Highlights –
This is the last meeting for the WSOT, he expresses his gratitude for being able to serve the fellowship.
With respect to the Conference Committee, there has been some amazing work.
Kev M would like CA to send a thank you letter to the Conference committee so that they can be thanked officially.
He intends also to discuss this point with the WSBT.
Brenda agrees that the efforts of the committee has been outstanding, as has been the effort of all committees.
Members of the board express their thanks and wish Kev M well in the future.
WST Trustee – Tom P.
Highlights:
Tom expresses his thanks for being able to serve CA, and a privilege to be able to be part of both the WSOB & WSBT.
Tom is looking forward to the upcoming conference and all of the new people that will come on board.
Kev M questions whether the 12-step guide has the potential for sales outside of CA.
Tom P feels that it may but only minimal.
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Brenda opens a discussion on the 12-step companion guide, it was felt that the concept was excellent but that the presentation was poor, and therefore there will oot be a physical book ready for conference.
Instead, there will be an image presentation and a promotion made at conference.
Cathal enquires as to whether the Kindle version would be ready for conference, as this would be a good aid when promoting the guide.
Lolita states that it can be ready if we so wish.
Brenda adds that 1st October may be the date to launch the physical copy.
Tom P adds that here needs to be alterations made to the online store to reflect the new product aswell as the case discount.
Brenda talks about the opening reports and asks if there is any issues that can be identified.
Robert B adds that he has forwarded an email with points and comments.
Brenda thanks David, Lolita & Yve for their help in producing the opening report.
Robert B adds that there are 2 motions in the report, the first is to do with the Bid Vetting process, the second is to do with the date change for the convention.
The date change motion needs to be altered to allow for a greater date range.
Robert B questions whether we can change the motion as it has already gone out with the SR14’s.
Kev M adds that he can see no problem with altering the motion.
Tom P agrees that such changes are possible.
Brenda suggests that somebody makes a friendly amendment from the conference floor.
Robert B is going to restate the new motion in the opening report and if questioned, revert to the original motion and have somebody make a friendly amendment from the floor.
Brenda requests the new motion to be emailed to her account.
David C makes a ‘motion for the WSOB to show support for the date change for the convention in Holland 2024’.
Robert B seconds.
Motion passed.
Brenda asks if we are comfortable with the presentation of the Pie chart.
Robert B suggests that it needs to be a little bit more descriptive.
David C suggests changing the wording on the Licensing agreement to be more explanatory.
Brenda clarifies that all the alterations will be made to the opening report.
Brenda states that it is not possible to open a bank account which would cater for Holland so it is necessary to investigate further in order to arrive at a solution.
Debit cards will be given to members for their expenses instead of handing out cash.
Brenda entertains a motion to adjourn.
Tom P makes the motion.
Lolita seconds.
Brenda invites the Board to close the meeting with the Serenity prayer.
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Cathal M
WSOB Secretary
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