Jan 20, 2024 – WSOB Minutes

WSOB MINUTES JANUARY 20, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 1st Tradition.

CONCEPT – Robert reads the 1st Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H., Chair
• Jonathan H., Treasurer
• 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
• Justin C., CAWS 2026 Chair

Guests:

• Jason S.
• Randy G.
• Sam E.
• Stan J.

CHAIR ANNOUNCEMENTS

• December 17, 2023, minutes were approved, with changes.

SEVENTH TRADITION –

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

CAWS CONVENTION REPORTS

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

• We saw a registration uptake at the end of December, we are now at 303.
• Program – speaker and workshop slate are completed, is submitted with my report.
• Motion: by Robert, to approve the Speakers slate as presented, seconded. Passed CAWS 2025 (Arizona) Jay P.

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Highlights:

• We are evaluating different registration platform, leaning towards Vfair. Will provide a check request when final decision.
• General Committee meet on the first Sunday of each month. We met in person and had good attendance. All positions are filled.
  • Entertainment and Special events is getting close to approval.
  • Fundraising, getting regional involved and working with SWRT to get the word out.

• All previous check requests have been submitted. Ensure that they are numbered under CAWS2025-XX

CAWS 2026 (Florida)

Highlights:

• Draft convention budget has been submitted to WSOB as well Carib Hotel draft hotel agreement to WSBT TNC.
• Artwork for pre-convention logo for fundraising has been submitted.
• Motion: by Robert, to approve the pre-convention logo, seconded. Passed

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• We are continuing our interviews for the DAL position. We are looking to complete these after this meeting.
• Results from the year end inventory report are posted with the report
• In order to minimize fees for the Fellowship for Trustees expenses during quarterly in Europe, we will provide them with prepayment checks for per diem, with the amount in US$.

Treasurer – Jonathan H.

Highlights:

• 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.
• Debit cards
  • Have received list of cards from Trustees and will have them cancelled by next meeting.
• Credit cards
  • Need to be added as a signer on the credit card accounts.
• Taxes
  • Have re-requested the consolidated financials but have yet to receive.
• International Bank Account
  • Account will need to be added to QB, and determination of additional access so bookkeeper and others can see account activity.
• Taxes
  • Need to begin process of hiring new accountant due to last minute work being unacceptable.
  • Have re-requested the consolidated financials for 2023 but have yet to receive.
• Budget
  • 2024 Budget has been added to QB.

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• • Needs to be edited to monthly for easy comparison.
• Freedom Fund
  • Currently we have 65 active recurring donations.
• Financials Included:
  • CAWSO
    • Income Statement
      • 2023 through 12/31/23
      • YTD through 1/18/24
    • Balance Sheet
      • 2023 through 12/31/23
      • YTD through 1/18/24
    • Statement of Cash Flows
      • 2023 through 12/31/23
      • YTD through 1/18/24
    • Budget vs Actuals
      • 2023 through 12/31/23
      • YTD through 1/18/24
• Motion by Jonathan to add the international HSBC account on our chart of accounts, seconded. Passed.

Secretary – Yves W.

Highlights:

• Archives Committee
  • Backup of CA Digital Archive Files
    • 2024-01-02 – ca.org backup
    • 2024-01-02 – docs.ca.org backup | 1617 records
    • 2024-01-02 – museum.ca.org backup | 1697 images | 1206 records
    • 2024-01-02 – audio.ca.org back up | 579 audio files 
    • 2024-01-02 – Thumb drive backup
    • 2024-01-03 – External 120GB Hard Drive (1)
    • 2024-01-03 – External 120GB Hard Drive (2)
    • Today – Cloud account – up to date (synced with CF personal computer)
• LCF Committee
  • New Companion guide:
    • They are anxious to review the new book before printing.
  • Early Days of CA Book
    • They are reviewing the Early Days of CA version from our Editor (Point 13 of the Book process).
  • Service Sponsorship Pamphlet
    • They will complete the review by the end of January (Point 12 of the Pamphlet Approval Process).
• IT Committee

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• • App
    • All the verification for google has been submitted for the google licenses.
    • They will have to figure out how to build and upload the app, but all is ready to go, and the upload and publishing will take place when everything is set up.
    • They will be working on making the onboarding area meetings to the database easier.
  • Virtual Services
    • They have all the material to make up virtual services handbook, and right now they want to pull it together and review it for submission for SR14.
• NewsGram
  • The theme for Q12024 edition is “Surrender and Acceptance” and the deadline for articles will be February 10, 2024.
    • We received 2 articles.

Director at Large – David C.

Highlights:

• Translations Sub-committee
  • No meeting was held in December.
• WEB Update RFP Sub-committee
  • A CRM Consultant has information on more suitable CRMs for C.A. A Zoom meeting with committee members is being arranged which will include WSO staff members.
  • Decided to request a Business Case 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 January 2024. This choice of slot to be reviewed at the next meeting.

Director at Large Joanne P.

Highlights:

• HSBC Bank Account
  • Stuart J, European Regional Trustee was added, and Sarah T. removed from the HSBC account. There is a need to reflect the change to mandate from Sarah to Stuart, the account.
  • I have also received a request for European areas to use this for transactions to the Office such and Tradition 7 and Literature costs. I have at this stage referred them to the ERT. As requested at the last meeting I have started to put together some guidelines and procedures for the use of this account. Still need to complete this action.
• 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.
  • I have developed a process for the print on demand literature.
    • I will collate the number of meetings information from the Q4 trustee reports so this will complete the spreadsheet for the Office.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

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• TNC
  • The 2026 CAWS Convention Hotel contract has been submitted from FL. The contract is currently being reviewed by the TNC.
• Translation
  • I have now limited my focus to the Danish A Quiet Peace. I have 2 very preliminary quotes for the proofreading of excerpts of the translated book.
• Trademark Registrations in Emerging Areas
  • List of the emerging areas we motioned register our logo:
    • Indonesia – recognized Area
    • Thailand – recognized Area
    • China – recognized Area 
    • Australia
    • New Zealand
    • Mexico
• 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:

• Action Items from Q4 Trustee Quarterly
  • Need to Complete 2024 Corporate Documents:
    • CEO/President – Aurora L.
    • Vice-President – Johan T. 
    • CFO – Robert B. 
    • Secretary – Richard B. 
    • Registered Agent – Joni E.
  • Remove the International Referral Number 800-347-8998 in gray box at https://ca.org/meetings/ – WSO to provide an update in 90 Days of how many calls have come into the hotline after it has been removed from the website.
• WSBT
  • WSO Chair & Treasurer Quarterly Reports Due – 14-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

SPENDING COMMITTEE REQUEST:

NONE

MONTHLY MEETING MOTIONS

ONLINE MOTIONS

NONE

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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 P
• Web site domain names, WSBT has requested these two:
  • cocaineanonymous.org
  • cocaineanonymous.com (in process with WSBT)

NEW BUSINESS

• 12 Step Companion Guide 2nd Edition
  • Set a price per copy and case discount.
  • 2, 5, or 10 thousand 1st printing

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

Motion: from Robert, that we maintain the current price (15$) 234$ per case, for the updated edition, seconded. Passed

• Re-Order HFC Vol 1
  • 50 left in stock 40th Anniversary edition.
  • New cover required.
  • Demand? Quantity & Cost of current copies printed.

Executive session – 3 DAL Interviews

Motion: to submit the current slate for the Director of Conventions and Conferences position to the WSBT for election accompanied by the WSOB recommended choice, seconded. Passed

Motion: to adjourn at 13.10pm

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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