Feb 17, 2024 – WSOB Minutes

WSOB MINUTES FEBRUARY 17, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 2nd Tradition.

CONCEPT – Earl reads the 2nd Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H., Chair
• Jonathan H., Treasurer
• Jesse G.,Director Conv & Conf
• Yves W., Secretary, Newsgram editor, LCF Liaison
• David C., DAL, WSBT LTP and IS&D Liaison
• Jo P., DAL, PI and Unity Liaison
• Robert B., WSOT, excused
• Joni E., WST
• Joost B., CAWS 2024 Chair
• Jay P., CAWS 2025 Chair
• Erica D. CAWS 2025 Vice-Chiar
• Justin C., CAWS 2026 Chair

Guests:

• Jason S.
• Jay F.
• Greg B.
• Ginger L.

CHAIR ANNOUNCEMENTS

• January 20, 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:

• Registration, we are now at 305.
• Start focusing on the details of the event itself (roadmap document)

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• Online – finetuning and marketing (website, registration, marketing, etc.)
• Newcomer –focus on PI-H&I to attract as much newcomers as possible.

CAWS 2025 (Arizona) Jay P.

Highlights:

• We have chosen VFair as our registration platform, our spending committee has approved. We have a check request.
• Fundraising, getting regional involved and working with SWRT to get the word out, we raised approximately 3000$ at the Huddle and Hugs Superbowl event and other Superbowl events.

CAWS 2026 (Florida)

Highlights:

• The notes from TNC were promptly sent to our contact at the Hotel and a revised agreement with all suggestions corrected was returned to the Hotel Liaison. It was sent to DOCAC and TNC for final review. The signing date was extended an additional two weeks to allow for TNC review.
• We have a check request for Pre-Convention Fundraising T-Shirts.

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• Welcome to our new Director for convention and conference, Jesse G.
• New Statements of Information with the Office of the Secretary of State California were filed for CAWS, reflecting new Officers and for CAWSO making the WST the Agent for Service of Process
• The training of our new Office Manager and Customer Support Services Representative, continues and is progressing well.
• We are on track with preparations to relocate the WSO to Arizona. A visit for some potential office sites is scheduled in Phoenix on February 26th with an advisory Committee made up from members of the Arizona fellowship.

Treasurer – Jonathan H.

Highlights:

• CAWS2023 Convention
  • Will do final review of accounting as part of annual review to finalize and close books for 2023.
• CAWS2024 Convention
  • No expenses in account other than fees
• CAWS2025 Convention
  • Have met with Chair and Treasurer to discuss access to the 2025 BofA account.
  • Have contacted bank to send account paperwork to office for adding Treasurer to account.
  • Need to transfer any funds from existing local Arizona account to CAWSO account for accurate recordkeeping and visibility, once access has been provided
• Taxes
  • Need to begin process of hiring new accountant due to last minute work being unacceptable.
  • Have re-requested the consolidated financials for 2023 a final time as of 2/13/24. If they are not completed by the end of this month we will seek another accountant to finish the report and close out 2022.

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• International Bank Account
  • Account has been added to QB – 100096 International HSBC (2043)
• Taxes
  • Need to begin process of hiring new accountant due to last minute work being unacceptable.
• Financials Included:
  • CAWSO
    • Income Statement
      • 2024 through 1/31/24
      • YTD through 2/13/24
    • Balance Sheet
      • 2024 through 1/31/24
      • YTD through 2/13/24
    • Statement of Cash Flows
      • 2024 through 1/31/24
      • YTD through 2/13/24
    • Budget vs Actuals
      • 2024 through 1/31/24
      • YTD through 2/13/24

Secretary – Yves W.

Highlights:

• Archives Committee
  • Backup of CA Digital Archive Files
    • 2024-02-01 – ca.org backup 
  • Museum
    • Google Analytics for the January 2024
      • 389 users | 373 were NEW users | 911 page views
• LCF Committee
  • New Companion guide:
    • They received the printer ready proof copy for their validation and approval.
  • Service Sponsorship Pamphlet
    • Was voted that the pamphlet be moved to point 1of the pamphlet publication process, it was sent to the WSO on January 23rd.
• IT Committee
  • App
    • Google Play account finally verified!
  • Worldwide Websites review:
    • CA Norway was approved.
• NewsGram
  • The theme for Q12024 edition is “Surrender and Acceptance” and the deadline for articles will be February 10, 2024.
    • We have 7 articles from members, 1 from Archives and waiting for 2 from WSBT.
    • I will work on the edition in the next weeks.

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Director of Conv & Conf – Jesse G.

Highlights:

• CAWS 2023 Atlanta
  • Need to get CAWSO Items Shipped Back to WSO
    • I spoke with Melissa D. she got me a list of items and also requested that CAWSO pay for items to be shipped. 
• CAWS 2024 Netherlands
  • Currently at 305 registrations as of Feb-2024.
  • Discuss Convention Budget as Reported by the Finance Committee.
• CAWS 2025 Arizona
  • Registration and streaming platform
    • The steering committee has had several meetings with different vendors and decided with vFairs; the Convention Spending Committee has approved a check request for vFairs.
• CAWS 2026 Florida
  • With all (alleged) changes requested, the updated hotel contract was sent to TNC on 2/14/24, and the signing date was extended to 3/14/24.
• WSC Conference 2023
  • Finished with 175 Registrations
  • Finished with 627 room nights.
• WSC Conference 2024
  • Former DoCaC finalizing contract terms and Vicki working on space requirements.
• WSC Conference 2026/2027 – TBD
  • Awarded to DFW Airport Marriott at Conference 2023

Director at Large – David C.

Highlights:

• Translations Sub-committee
  • Sweden – 3 items. Logo, Quiet Peace and Companion Guide. Completed but not returned signed.
  • Portugal – 2 items. Quiet Peace and Companion Guide. Completed but not returned signed.
  • Denmark – 1 item. Quiet Peace. Completed but not returned signed.
  • Holland — 1 item. Companion Guide
  • Quebec — 1 item. Companion Guide .
• WEB Update RFP Sub-committee
  • Further discussion on CRM choices. HubSpot, Zoho and Dynamics 365.
  • The committee will review a proposal from Joe B to act as a special worker to support WSO staff during the move to Arizona and commence work on the look and feel of the new website. This would be for a limited time.
  • Date of next meeting Sunday 18th February 2024.

Director at Large – Joanne P. Highlights:

• WSOB Policies and Manual
  • Disaster recovery
    • I have submitted the matrix of documentation required to review, but it may be more beneficial to complete this as part of the Office move to Arizona.

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• • I have developed a process for the print on demand literature.
    • I have completed the spreadsheet based on the Q4 trustee reports for those that I have received. This has included the MERT and ERT. I have completed for the other regions on the Literature tracker document.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • After further negotiations with the hotel a revised contract was prepared that included all the requested revisions. The updated contract is now with TNC and I am hoping we can get final WSBT approval during our Q1 meeting.
• Translation
  • Proofread validation.
    • This project status remains unchanged at this time pending additional materials to be proofread.
    • Copyright agreements have been prepared for the following:
      • Holland: Companion Guide
      • Quebec: Companion Guide
• Office Move Ad Hoc Committee
  • The committee met on January 17, and we discussed general location preferences and the timeline revisions to accommodate potential Tenant Improvements.

WSOT Trustee – Robert B.

Highlights:

• Trustee Conference Call
  • Requested LTP Project for rollout of Pamphlet Licensing Agreement to North America
  • Presented WSOB Slate and Recommendation for DoCaC
  • Reported on finalization of CAWSO, Inc. and CAWS, Inc. updated corporate documents.
  • WSOB referrals for WSM changes are progressing and will be reviewed by WSBT at Q1 meeting.
• WSBT
  • WSO Chair & Treasurer Quarterly Reports Due – 18-FEB-2024
  • 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. (Awaiting policy/procedure guidelines) Jo
• 12 Step Companion Guide 2nd Edition
  • Price per copy set at $15and $234 case discount.
  • 2, 5, or 10 thousand 1st printing

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Book(s), Number Copies	Cost	Shipping	Per Book
2000	$ 7,217.00	$1,101.00	4.159
5000	$14,899.00	$1,839.00	3.3476
10000	$28,310.00	$ 2,931.00	>3.1241

• Re-Order HFC Vol 1
  • Out of stock 40th Anniversary edition.
  • New cover required.
  • Demand? Quantity & Cost of current copies printed.
    • Price will remain at $15 per copy

NEW BUSINESS

• Shipping Solution
• Copier repair- Stapler

MOTIONS

SPENDING COMMITTEE

• Motion: to approve CR-2025-08 for the amount 15,586$ to vFairs LLC for Registrations and streaming platform, seconded, Passed
• Motion: to approve CR-2027-001 for the amount 450$ to Top Notch Custom Screenprinting for pre-convention fundraising, seconded. assed.

MONTHLY MEETING

• Motion: to approve the WSB travel policy, seconded. Motion: to table, seconded. Passed
• Motion: to approve that we order 2000 copies of the coming Twelve-step Companion Guide 2nd Edition, seconded. Passed
• Motion: to approve the new cover for Hope. Faith and Courage Volume I on the front, and on the spine with white lines, seconded. Passed
• Motion: to approve the increase of our domestic shipping costs from 7$ to 10$, seconded. Passed
• Motion: to approve the change the UK shipping process to include a 23% of merchandise charge at the time of ordering on the website, seconded. Motion: to table, seconded. Passed

ONLINE MOTIONS

• Motion: to approve CAWS2024 workshops program as presented, seconded. Passed

 Yves W., WSOB Secretary

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NEW REFERRALS RECEIVED:

None

SUMMARY OF COMMITTEE MOTIONS):

WSOB 2022-11 Pre-conf 2022

Ruby C. Utah Area

The WSOB create and implement a procedure for the review of the entire ca.org website at least once a year. The review of the ca.org website would include all sub-sites and web pages originating from ca.org, including the C.A. Virtual Museum and the P.I. Members Area. The review would include but not be limited to the following –

• Ensure the functionality of all hyperlinks and forms.
• Ensure the ca.org website, sub-sites, and web pages originating from ca.org are compliant with the most current version of the WSC Information Technology Guidelines
• Ensure no Tradition violations are present.

A. Motion: WSOB to create an Ad hoc committee that would be live for a month, chaired by a WSOB member that would proceed to a complete audit of the ca.org website including the following a representative for each of the following:

• WSBT for Tradition violation audit
• LCF for our literature content audit
• IT committee for WEB Site functionalities and guidelines audit
• Archives committee for Virtual Museum audit
• PI Committee for PI member page audit
• Webmaster

From the audit, the ad-hoc committee will provide a report with the findings, an action plan and recommendations if needed. The report would be part of the WSOB Conference report.

PASSED

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

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

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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. ”

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.”

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.

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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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