WSOB MINUTES
JULY 17TH 2021
OPEN MEETING @ 9:05 a.m.
Brenda (Chair) opens with the serenity prayer, inviting the room to join.
TRADITION 7 – Ron D
CONCEPT 7 – Lolita
BIRTHDAYS. – None
ROLL CALL & QUORUM DETERMINATION
Present:
- Brenda Chair
- Alesia Vice Chair
- Lolita DOO
- Cathal Secretary
- Robert B Dir Conf & Conv
- Ron D DAL
- David C DAL
- Kevin WSOT
- Susan L 2022 Convention Chair (Austin)
- Joost 2024 Convention Chair (Holland)
CHAIR ANNOUNCEMENT(s)
A reading from ‘ A Quiet Peace’. For respective day July 17th
Pierre K tendered his resignation as DAL, which was regrettably accepted.
Position is now open, to be announced via flyer with the trustees so that this can be communicated to the various areas.
There have been 2 resumes already received, Susan L & Charlene
Resumes to be sent out to the board for to be viewed.
Susan L has put herself forward for the vacant DAL position.
The other interested member to attend the upcoming meetings.
David C proposes a ‘Thank You to Pierre K for his service.
Kev M suggests sending a card, Brenda adds that a virtual card will be sent to all members to sign.
Lolita to arrange both physical and virtual card.
(Roll call amended to include Alesia and Robert B)
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s)
Brenda entertains a motion to approve the June 2021 minutes, motion made by Lolita, seconded by Alesia.
Motion passed.
SEVENTH TRADITION
Respected in the office, online attendees directed to CA.org
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CAWS CONVENTION REPORT
CAWS 2022 (Austin) Susan L. click here
Highlights:
There is not a great deal to report this month as the next general convention meeting is due for tomorrow, July 18, the steering committee is meeting tonight.
There are now 494 room nights booked.
A new contact is being set up as the previous person has changed jobs.
Some alterations due to covid conditions such as 8 out of 10 at tables as well as to the menu.
Jay would like Susan to point out that the Food attrition went from $80K to $70k and that the Food & Beverage went from $40k to $30k.
All is in good shape, meeting will become monthly in 2022and the Zoom calls will be reinstated.
Robert B clarifies that the F&B went from $40K to $24K.
Also adds that up to now all bills have been paid.
David C requests a Facebook link for the convention.
CAWS 2023 (Atlanta) Michael S (Not present).
The next meeting is due on July 21st, Robert B to attend & George (Trustee).
Getting QuickBooks in place, a bank account is to be set up to facilitate this item.
Brenda clarifies that the minute format is correct, and all is good with how they are delivered.
Brenda to liaise with convention programme chair.
Alesia informs Mike that regarding the bank account, the WSOB treasurer needs to be kept informed and involved in the process.
Brenda would like to add that Michael (Treasurer) has family health concerns and would like the Board to keep this in mind.
Robert B asks if Atlanta is set up with the main bank of America account?
Brenda confirms that there is an account set aside for the convention.
Roberts suggests to set up a local account within the same bank to make it easier to transfer funds.
CAWSO 2024 (Amsterdam) Joost van K.
Highlights:
General committee meeting last week, some great work with artwork. There is a definite theme around inclusion.
We are going to have a brainstorm session on how to attract more newcomers.
Still waiting on the motion outcome before we can negotiate with hotel on date change.
Brenda adds that the bank issue surrounding international transfer is still to be set up in the bank.
Robert B adds that there is now a SR14 on the date change, questions where there should come from. Should it be from the WSOB?
Kev M states that once the host city is approved it is no longer part of the Conference committee and therefore the SR14 should come from the WSOB. Robert B agrees with Kevin M.
Kev M adds that motions may be allowed in the opening reports at conference to ease the process.
May be a good idea to talk to Trevor Conference chair to the exact situation.
David C adds that in the mailing it looks as thought the WSOB would be delivering the motion.
Robert B requests SR14 mailing, Alesia to address this and ensure all members receive SR14 mailing.
OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S.
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Highlight.
LCF has sent over the new CA companion guide, and we need to decide on how many copies we order.
The is an attached report from Smith printing.
There were no specific dimensions within the LCF directions.
Kevin M suggests that it should be 8.5cm x 11cm, with spiral binding to allow ease of use.
Queries over the number of pages if the size is increased from 6×9 to 8.5x 11.
Robert B confirms that most printers can cater for spiral binding.
Also questions if we have the position to change the dimensions.
Brenda and Kevin M confirms it is within our scope to make such changes.
The aim is to have some type of pamphlet at the conference, but it is unlikely that the physical book will be delivered at conference.
David C feels it is better to get it right and wait, rather than to rush it through.
Robert B questions whether it will actually cost more to print the altered size, as there may be fewer pages.
Lolita to investigate these changes.
Brenda restates the question regarding how many we print?
Lolita suggests 750.
Kev M , all books we have previously printed have sold out quite quickly, so 1500 is good.
Brenda asks about a suggested price.
Alesia suggests $15.
David C makes motion ‘ to print 1500 copies at a cost of $15 at 8.5cm x 11cm with spiral binding’.
Alesia seconds the motion. Motion passed
Lolita to contact Joe B to discuss the changes and see if there is any issues.
Lolita states the inventory needs to be updated more regularly.
Brenda adds that all members should fill out the registration forms which was sent out by Lolita.
David C says the guide should include the wording ‘First Printing’.
This is to be considered when dealing with the printers.
DIRECTOR REPORTS
Chair – Brenda M.
Highlights:
The finance meeting has changed to a time which is proving difficult for me to attend.
Contact will be made to see how to remedy this.
Next month we will discuss which WSOB members will be attached to each of the sub committees as there are now 2 committees, LCF and H&I which are unattached to the WSOB via a DAL.
Vice Chair- Alesia F.
Highlights:
New price for AQP set at $25.
Brenda adds that most of the tasks laid down are now either completed or near completion.
There has been extensive work regarding the costs of certain items.
Roberts seeks clarity on the payment for the virtual component, Alesia confirms a payment has been made on the July 3, for 50%.
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Alesia voices her concerns over the change in some of the tech, but this is at the request of Russell.
It is all coming together and Brenda states that we need to be respectful with our expectations.
Secretary – Cathal
Highlights.
The update from the IT committee is that the App is being moved forward by using what it an established framework from AA.
This should make it deliverable in a shorter time frame.
In addition, the committee needs clarity on whether this is a free or paid app?
Brenda clarifies that this will be a free app.
Kev M adds it depends upon what it contains.
This is to be investigated for the next meeting, clarifying what the conference required.
There will be an ongoing cost so this too has to be considered.
Kevin M adds that the model of the website is how this will be positioned and managed.
Treasurer – Michael T. Not Present
Highlights:
Robert B questions an item on the balance sheet, seems to be confusing.
100110 checking account has $197, but this should be Austins account and should contain approx $50K.
Yet there is a a line 200261 with $71k.
This may be easily explained by the treasurer.
Lolita to ask Frank the book keeper to clarify this issue.
Lolita feels that it may have the wrong code which is leading to this problem.
A meeting to be arranged between Frank & Robert B.
Director at Large – Ron D.
Highlights:
Attended both committee meetings but nothing to report.
Director at Large: Robert B.
Highlights
Some grumblings within the conference committee regarding whether the conference should be even happening. May be best to keep an eye on this.
All going good with Austin convention. Cheque request submitted.
May need to look at the close of the upcoming conference considering it will be the last in LA.
Concerns regarding 2023 Atlanta, not a great deal of participation in the general meeting, intention is to spend more time involved with this convention.
2024 Netherlands is all gong good.
Arizona bid for 2025 will be reviewed over conference.
Conference committee very active and some upcoming meetings.
Convention committee meeting has been set for July 18.
Director at Large – David C.
Highlights:
PI have finished a very impressive handbook for approval at conference.
Attempts are being made to further promote the Freedom Fund.
A member from NY called Tammy, is tasked with setting up a strategy moving forward, and she has experienced the same problems.
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This issue has also caused problems for Russell S trying to set it up from Thailand.
Issues being experienced with regards to payment, oversea members are having difficulty with setting up contributions.
Cameron to be contacted to make it a more obvious section as to allow this to be more straight forward.
Brenda and Lolita to look at a new payment platform to facilitate members from overseas.
David C suggests putting this issue on our project list, to ensure that making contribution is as seamless as possible.
Robert B discusses the types of t shirts which are available to us, 2 grades of item, $9.50 & $11.50.
Robert B makes the motion ‘to make 50 at the high grade at various sized’.
David C seconds.
Brenda questions if we are giving these away why we don’t go for the cheaper option.
Both David C & Robert B state that it will not be a free giveaway as the member will be signing up to a recurring donation.
Motion Passed
TRUSTEE REPORTS
WSOT Trustee – Kevin M
Highlights:
Most of the points have been covered.
Concern shown by international members regarding the upcoming conference, and if there was any need for it to happen.
Hindsight is great thing; we may do things differently if we had known the situation.
The Hybrid version is coming along quite well, thanks to Alesia & Russell.
45 days to go!
Brenda informs Kev M that the subject of CA using international interns was addressed in an email tom Jason L (Trustee).
It was decided that this is not something that we want to take forward.
Kev M confirms this is the situation, it has been discussed and clarified.
Alesia adds that the cut off date for the AVP contract is August 25.
Both Kev M & Robert B accept this point but it is a very late date as members will either be on their way or already in the city.
WST Trustee – Tom P. Not Present
NEW BUSINESS
Brenda suggests that Robert B & Lolita send in the Bios so that they can be included with the opening reports to allow them to be introduced to the fellowship.
Work to be done on how we set up the opening report, it will be necessary to discuss with Trevor so that we know when its best to make our motions.
Resumes to be sent out for Pierres replacement to each WSOB member in next few weeks.
Cheque request from Robert B ( 20022034 ), made payable Robyn Long.
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Robert B adds it is a build up of items over time for the live auction.
Brenda entertains a motion .
Robert B makes ‘a motion to approve the cheque request for 20022034’.
David C seconds.
Alesia asks where the money is coming from, Robert B confirms it is being debited from the relevant convention account.
Motion Passed.
Kevin M makes a motion to adjourn.
Alesia seconds.
Brenda invites the board to close the meeting with the serenity prayer.
Next meeting August 20th
Cathal M
WSOB Secretary
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