Feb. 18, 2023 – WSOB Minutes

WSOB MINUTES FEBRUARY 18, 2023

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 2^nd Tradition

CONCEPT – Earl reads the 2^nd Concept

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H., Chair
• John B., Interim  Vice-Chair
• Lolita S., Director of Operations, excused, on disability leave
• Jonathan H., Treasurer
• Robert B., Director of Conv. & Conf.
• Yves W., Secretary, NewsGram Editior
• David C., DAL, WSBT LTP and IS&D Liaison
• Jo P., DAL, PI and Unity Liaison
• Susan L., DAL, LCF Liaison
• Laurie R., WSOT
• Joni E., WST
• Mike S., CAWS 2023
• Joost B., CAWS 2024
• Jay P., CAWS 2025

Guests: None

CHAIR ANNOUNCEMENTS

• No announcement
• Susan reads the relevant day from ‘A Quiet Peace’.
• January 21, 2023, minutes were approved

SEVENTH TRADITION –

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

CAWS CONVENTION REPORTS

CAWS 2023 (Atlanta) Michael S.

Highlights:

• 221 registrations as of February 15. Marriott Marquis 1250 of 1252 Nights block (7% Attainment), Hyatt Regency Atlanta 310 of 250 Nights block 100 Staff Nights (124.0%

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Attainment), 50 Suite Nights (Auction, Treasury, Hospitality) for a total of 1357 Nights out of 1252 Night Block., we are at 106.8% attainment.

• All the Trustee rooms are now on the right days and right sizes. The overflow hotel is very helpful. Transportation is being worked on to and from the Airport. I can get tickets to the Braves on Saturday. Fun Run is coming along, maybe ending in Piedmont Park downtown. Event rooms were all assigned, and the in-progress schedule is attached. The Starbucks Manager says he doesn’t have the staff to stay open after 8pm, so arrangements are being made for coffee in the hospitality room after hour.
• Motion: CAWS2023 Robert proposed to approve check request CR-2023-14 for “Evendex hardware and software to connect with RegFox to print scannable badges”, for registration, at the amount 7,819.20$ seconded, (No check needed, will come from Convention funds)
• Motion: CAWS2023 Robert proposed to approve check request CR-2023-15 for memorabilia, at the amount 4,254.36$ seconded, passed

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

• Several alignment meetings with chairs
• Social event with the general committee
• Deep dive with treasurer on budget
• Drafted registration form.
• Motion: CAWS2024 Robert propose to approve check request CR-2024-03 for “Don’t be a Fred” T-Shirts (75 black, 75 white), at the amount 1,515.95$, seconded, passed

CAWS 2025 (Arizona) Jay P.

Highlights:

• We are trying to lock down a date to review resumes and go through the selection. Looks like the 24th. People’s schedules and commitments have been pushed it from being this week.
• We are locking down a facility for our General Committee meetings
• We are opening a bank account to act as a bridge for the time being, still waiting for a bank account.
• Last of February, early March we will go back out to market for hotel

CAWS 2026 (TDB)

Highlights:

• Florida, Scotland (almost ready for their bid), and Utah Areas for 2026, and for 2027 Washington Area is working on a bid also.

OFFICE DIRECTOR REPORTS

Director of Operations- Lolita S.

Highlights:

• No report

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

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• Fully engaged with the Office. Working on getting inventory and QuickBooks straighten out. Members have volunteered to help at the Office, so we are organizing to use that help.
• We paid all our currents bills 2-14-23 without the additional transfer of funds from Prudent Reserve.
• Completed required sexual harassment training for the WSO staff, WSOB Directors & WSBT Trustees, due 2-15-23.
• A letter to inform our fellowship of price increases for plastic chips and pamphlets was sent out to our customer base and included in all outgoing box orders.
• Temporarily hired shipping clerk with previous international shipping experience and warehouse inventory knowledge.
• We have issue in matching wire transfers of funds with either invoices, royalties and/or donation. It would be helpful to receive an email with all the required information, including contact information, reason for the funds and the complete wire transfer information and transaction number for the wire.

Interim Vice-Chair – John B.

Highlights:

• I have focused on recently include office involvement in the delegate mailing list, automation of the same. Public Information committee PI Summit access to next year’s survey.
• Conference committee would like to have a centrally managed repository for the credentialing of members to the Conference and for the Delegates mailings
• We did receive 1 new referral, #12084212
• Motion: John proposed to pay 400$ for ESurvey Pro for 2023 Fellowship survey on the web, seconded, passed

Treasurer – Jonathan H.

Highlights:

• Issued $10k transfer from Publication Fund
• Issued $20k transfer from $40k approved transfer in hopes the entirety of the funds were not needed
• Had appointment with business banker on 1/25/23 and took the following actions:
  • Closed 4 debit cards with fraud and reissued. The office has confirmed receipt.
  • Additional debit cards issuance was held back due to voice identification issues during call.
  • Closed old Operating Account
  • Opened 2 additional checking accounts that will be used for conventions past the 2 upcoming designated as even year and odd year conventions.
• Items remaining to be completed:
  • Planning to have 2022 books closed by end of March 2023 and able to be sent to accountant early.
  • Entry of 2023 budget into QuickBooks
  • International bank account setup.
  • Finalized 2022 financials and 2023 budget entered in QuickBooks

Secretary – Yves W.

Highlights:

• Our summary of our motions (WSOB MOTIONS LOG.xlsx) for 2022 and up to our last meeting is updated.
• Proposed Repository structure and naming convention.

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• Worked with Cynthia C. from LCF, and I have shared our Intellectual Property folder to validate and synchronize all our books and pamphlets between us and LCF. We are now in complete sync with LCF.
• Archives committee
  • Ray G’s archive 6 boxes were transferred to WSO
  • Shipped 3 boxes of Archival CDS, Cassettes and documents from Bob L.
  • Backup of CA Digital Archive Files
    • 2023-01-28 – ca.org backup
    • 2022-12-26 – docs.ca.org backup | 1552 records
    • 2023-01-31 – museum.ca.org backup | 1639 images | 1168 records
    • 2022-12-18 – Thumb drive backup.
• IT Committee
  • Web site clone: I discuss with Cameron and as soon as the IT committee provide a space, he will then install a copy of the current website for their needs
• NewsGram
  • I received 7 articles, 1 for Trustee corner, 1 for Archives committee and 5 personal stories. I will be working on the edition next week.

Director of Conv & Conf – Robert B.

Highlights:

• CAWS 2023
  • Staff Room Successfully Reallocated with Marriott Marquis
• CAWS 2024
  • Will be focusing on program and registration to ensure preparedness for kickoff in Atlanta.
• CAWS 2026
  • Have been working with Florida, Scotland, and Utah Areas for 2026 Submission
  • Conducted preliminary review of Scotland bid; then presented feedback via Zoom to the Scotland Bid Committee
  • Florida Area plans to submit to me early for same type of preliminary review
• CAWS 2027
  • Have been working with Florida, Scotland, Utah, and Washington Areas for 2027 Submissions
• WSC Conference 2023
  • Zoom call with hotel on 16-FEB-2023 to begin contract addendum possibilities.
• WSC Conference 2026/2027 – TBD
  • RFP Process is Underway for Presentation at 2023 Conference
  • Preliminary 2026/2027 Bids received: working on in Conference RFP Sub-Committee.

Director at Large – David C. Highlights:

• Update on new Translations Policy
  • David and Johan to polish-up presentation of New Translations Policy for delivery and Conference 2023.
• Update on Translations in progress.
  • Requests from Holland and Quebec Areas to translate Companion Guide to be formally agreed and Copyright Agreement sent for Area Chair to sign.

• Next meeting: February 18^th, 2023, 6pm GMT

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Director at Large – Susan L.

Highlights:

• The 40^th Anniversary Zoom meeting rebroadcast:
  • Nothing new to report. Inquiries regarding rebroadcasts and/or release of recordings are being handled on an individual basis. I am still very interested in the idea of developing another event. Reminder that Zoom has numerous formats to record events and we could work out ahead of time how to deal with the anonymity of our members.
• WSOB AD HOC Committee to establish formal WSOB processes and procedures (Financial, Operational, Policies, etc.)
  • The committee will resume our meetings on February 19.
• LCF Committee
  • Recalling the Early Days of C.A – is currently at Point 12, arranging for professional editing. Motion: Susan propose to approve $1,100 to Sherri H. Hoffman for professional editing of Recalling the Early Days of C.A. (Invoice attached), seconded, passed

Director at Large – Joanne P.

Highlights:

• WSOB Policies and Manual
  • The Ad Hoc committee is also looking at the current information regarding the Board as stated within the WSM and is profiling for an update to be presented for approval next Conference. We are looking to not only provide clarity to the fellowship about the WSOB’s roles and responsibilities, for example World Convention. Literature and Global Distribution, Treasury Management, Website and the efficient running of the Office, but also how the election process for DAL’s and the Chair, Vice Chair and Treasurer is undertaken so there is a clear process with no ambiguity.
• Unity Committee
  • Preparations are underway for Celebrate Around the World for 2023
  • The flyer for the 2024 logo for Celebrate Around the World has been created with the theme “Hope Faith and Courage”
• PI Committee
  • Professionals’ week has been this week 16th-20th Jan 2023. It was successful.
  • PI Summit planning is well underway. Both summits will be called ‘Wings to Fly with PI’. European Summit to be held at ERC in Wales 24-26 March 2023. North American Summit to be held in Denver 16-19 February 2023.
• Motion: Jo proposed to approve David C. as signer/owner to the International HSBC bank account, seconded, passed

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • No activity.

• LEGAL
  • Registration of C.A. Logo in Emerging Areas
    • We are in the process of registering the C.A. Logo in the emerging areas

• C.A. App Development and Registration

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• • Efforts are also underway to develop a plan for registering the future mobile app to ensure we are adequately protected without exceeding requirements to keep costs reasonable.
  • More info will be brought to the WSBT and WSOB by next month
• Suite of Legal Documents
  • Revised the C.A. Translation Copyright Agreement and provided to WSOBTC.
• Trademark Infringement Amazon Coloring Books
  • Submitted a complaint to Amazon in accordance with their infringement reporting process and am awaiting a response

WSOT TRUSTEE – Laurie R.

Highlights:

• WSBT
  • Virtual Board to Board meeting for February 11, 2023, at 8 a.m. PST. Please send me any items you would like added to the agenda.
  • WSBT Q1 meeting will be virtual and is scheduled for March 2 – 5
  • We need to put together a slate from existing board members for World Service Office Trustee to send to the TEC in March.

UNFINISHED BUSINESS/PROJECT UPDATES

• Motion: to extend the meeting to the remaining of business, seconded, passed
• WSOB succession planning:
  • Motion: To make a referral to S&B to make the following changes to the World Service Manual (WSM) as it applies to the World Service Structure, passed
  • Motion: To make a referral to S&B to make the following changes to the World Service Manual (WSM) as it applies to the election process for the World Service Office Board (WSOB), seconded, passed

NEW BUSINESS

• Motion: to open the nominations for the WSOT Slate:
  • David C.
  • Robert B.
  • Laurie R.
  • Susan L.
• Motion: to close nominations

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Motion: to adjourn at 2:35pm

Yves W., WSOB Secretary

 

NEW REFERRALS RECEIVED:

None

CLOSED REFERRALS:

WSOB 2018-6 In-conf 2018

Katie B. Arizona Area

I am concerned that Montreal lost so much money. I understand some of the reasons due to Airbnb and not meeting the hotel block, getting across the border, etc. I request that the WSOB take a long hard look please at what can be changed to ensure that the lessons learned from Montreal will not be repeated ever.

So, is there a better way, from the big to the small, maybe no banquet or brunch, or price registration differently. What can we do differently to meet the charge of the Conventions to promote enthusiasm and still raise funds for program services, to think outside the box. Also are there perhaps other ways to raise funds so that CA is not so reliant on the success of conventions to survive. Can/should the WSOB perhaps form an Adhoc committee of its members, some past convention trusted servants and delegates to sincerely explore all of these options and more? I would volunteer to serve on such a committee.

Summary Action – No Action Taken

In the time since this referral was written; the Director of Conferences and Conventions position has been created to oversee these activities. Additionally; a new Convention Financial Bid Vetting Committee was created to properly review and predict financial performance of potential convention bids. It is the opinion of the WSOB that these two initiatives; along with better monitoring of convention progress, will allow better oversight of current and future conventions.

WSOB 2019-5 Post -conf 2019

Daniel H. Arizona Area

Is the WSOB able to implement a guideline in terms of how many days after the close of a World Convention final figure would be available so the entire body has the same expectations.

Summary Action – Transfer to Convention Committee with Suggested Action

Modify World Service Convention Committee Guidelines to include Post-Convention activities as this currently doesn’t exist. These activities would include the following: The WSO will strive to conclude all financial reporting for the Convention for presentation at the following World Service Conference.

WSOB 2019-6 Pre-conf 2019

Stuart E. Nevada Area

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I would like the WSOB to do a financial impact study on the possibility of holding a World Service Convention every 2 years instead of every year as we do now. I have supported this idea for some time now and was moved by the impassioned speech made by the WSOB chair at conference this year. I believe that once the fellowship can see actual numbers, we might be able to support this change. We might even see an increase in attendance due to the change. AA does a convention every 5 years and gets 100,000 attendees. While we probably won’t approach those numbers, I think we can more than double our current attendance and also increase attendance at our regional and area conventions as well…

Summary Action – No Action Taken

In the time since this referral was written; we were able to experience first-hand what a lack of conventions looks like to our fellowship. Without the extremely generous nature of our fellowship to financially support World Services during this time; we would of experienced a much larger loss than what was actually realized. It is the current opinion of the WSOB that an annual convention is absolutely necessary to support our organization for the foreseeable future.

WSOB 2020-01 In conference

Stu E – Nevada

Request for OnLine WS Convention Evaluation Form

Summary Action – Transfer to Convention Committee with Suggested Action

Modify World Service Convention Committee Guidelines, Page 21 Survey and Evaluation Coordinator

1) Coordinate evaluation process at convention. Insert New Language [It is suggested that coordinators focus on evaluation techniques utilizing the most current technological platforms (i.e. – Online Evaluation Methods, Formsites, etc.) to produce the most meaningful feedback in the easiest possible method of recovery from our fellowship. The easier it is to use, the more likely we are to receive responses.]

WSOB 2020-05 Pre-conference 2020

Zach A – SCTA

I would like the WSOB to consider having the CAWS convention on only the Memorial Day weekend to allow the finance committee enough time to process funds. This is in hopes of having the proper financial information available to the delegates by the WSC.

Summary Action – No Action Taken

While the WSOB appreciates the intent of this referral, we believe it adversely affects our global fellowship as a whole to limit the Convention to a single US Holiday weekend. Prudent guidance and oversight of all convention activities; put into place since the writing of this referral, should ensure completed convention

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financials in time for the WSC regardless of timing.

WSOB 2022-1 Pre-conf 2022

Russell S. Thailand ASC

Please can you amend all invoices and shipping documentation to remove the word COCAINE ANONYMOUS. This has, and will continue, to cause unnecessary concern when shipping items into countries that have a different social attitude. I’m sure there will be a flurry of verbal defence along the lines of ‘that’s our fellowship name’ and I respect and value that. However, legally there is nothing to stop you using CAWSO Inc. I anticipate members speaking against this based on lack of awareness with regards differing attitudes around the world. I trust the WSOB have the maturity to pause, reflect, discuss and support this required change.

Response – Referral # 2022-1

It does not say it on the commercial invoice that is sent to internationals customers, but a copy of our QuickBooks invoice was enclosed in your last package, which should not have happened. We will make the change on our QuickBooks invoices. Thanks for bringing this to our attention and I apologize again for the delay in your package.

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