July 21, 2018 – WSOB Minutes

WORLD SERVICE OFFICE BOARD MINUTES

July 21, 2018

OPEN MEETING @ 9:10am

SERENITY PRAYER – Led by Randy M.

TRADITION – 7 – read by Linda F.

CONCEPT – 7 – read by Alesia F.

BIRTHDAYS

ROLL CALL & QUORUM DETERMINATION

Present were Randy M. (Chair), Alesia F. (Vice Chair), Linda F., (DOO), Allison M. (Treasurer), Ron D.

(DAL), Kevin M. (WSOT) and Yvette H. (WST).

Quorum is met.

Guests: Brenda M. and David C.

CHAIR ANNOUNCEMENT(s)-

1. We have 1 Director at Large positions and one Secretary position open that we need to fill.

APPROVE THE MINUTES OF THE PREVIOUS MEETING(s) – 6/16/2018

There are no minutes from the last meeting to review / approve at this time. Randy will prepare for next month’s meeting.

SEVENTH TRADITION – 7^th tradition can was passed.

OFFICE DIRECTOR REPORTS

Director of Operations- Linda – Written report submitted

• Linda discussed reasons why she feels a quarterly inventory is too much. MOTION to change the frequency of office inventory from quarterly to semi-annually made by Linda F..; seconded by Alesia F. Motion passes unanimously.
• Linda F. discussed the difficulties the office has been having with emails. Often times the emails sit in their outbox for hours after they’ve been sent, disrupting the flow of information from the office. They often need to contact Marius to correct the problem. His diagnosis of the problem is that Privateemail is the issue. Kevin M. notes that gmail has a service for business, also Outlook. He recommends we also check into our internet service provider, as sometimes they offer email addresses as well. MOTION to investigate and select an alternate email provider, with an annual cost not to exceed $1,000.00, made by Linda F..; seconded by Alesia F. Motion passes unanimously.
• Linda F. notes that all current board members have been registered for the conference.
• Linda F. brought up the travel expenses for Non-Delegate Conference Chairs. This year we have two – Finance and Archives. The expenses are already in their respective budgets. MOTION to approve the cost for travel for non-delegate conference chairs of Finance and Archives, in the amounts of $558.75 CAD and $600.00 USD made by Linda F..; seconded by Alesia F. Motion passes unanimously.

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• Yvette H. asked if hotel rooms were booked for the trustees for the Sweden convention? Linda F. said she is working on it. She will get info from Anne on dates and be sure we get the correct block of rooms reserved for both the WSBT and WSOB.

DIRECTOR REPORTS

Chair – Randy M. – written report submitted

Comments:

• None

Questions:

• None

Vice Chair- Alesia F – No report.

Treasurer – Allison M – written report submitted.

Comments:

• She’s going through the hotel bill, as well as all of the recent invoices being paid by the Montreal convention.
• Will the trustees need to review the hotel bill? Randy M. comments we will have to get approval from the WSBT to pay the bill, so we will be submitting the bill to them along with the request to fund the payment.
• Yvette H. asked how it looks for the CAWS 2018 convention. Allison reports the convention looks to break at least, and may make up to $15K to $20K. We’re still waiting on final invoices from other vendors (besides the hotel) and revenue coming in from RegOnline.

Questions:

• None

Secretary – Open

Director at Large – Pierre K. – Not present.

Director at Large – Ron D.

Comments:

• First official meeting – no report.

Questions:

• None

Director at Large – Open

TRUSTEE REPORTS

WSO Trustee – Kevin M – written report submitted.

Comments:

• Kevin is working the language contained in the royalty agreements relative to one Area selling pamphlets to an adjoining area. WSOB agrees with the sentiments that each Area should have their own royalty agreement. Kevin M. asked about the timing of royalty payments – when the pamphlets are printed? When the pamphlets are sold? Linda responds that we’re usually paid when the pamphlets are sold – not printed.
• Kevin M. notes the concerns of the WSBT regarding room night guarantees.

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• Kevin M. stated that the WSBT has asked us to look into the ca.org website – does the website plant “cookies” on an individual’s computer? Can we do without that? Benda M. wonders if that isn’t the case for most every website in the world?! And, if so, then there should be an implicit understanding the use of web browsers and visiting web sites has an inherent risk of adding cookies to one’s computer. Kevin M. thinks, perhaps, a disclaimer on the website may suffice to handle the issue.
• The WSBT has adopted a trademark policy.

Questions:

• None

WS Trustee – Yvette H

Comments:

• Yvette H. said WSBT will now assist the office (WSOB) in keeping track of, and paying for, Cocaine Anonymous trademarks.
• It looks like the trademark for the CA logo in South Africa may need some additional steps to complete.
• Yvette H. notes the Board of Trustees has recommended that the office look into the possibility of having a convention contract committee, which would step in once the host city has selected it’s 3 preferred hotels to negotiate the hotel – convention contract. They note that while the committee members may indeed be business people, most are not practiced or familiar with the art and nature of hotel negotiations. Brenda M. points out that CALA (which has hosted many conventions) has found a company (consultants) who provide this service for a fee. Linda F. would recommend the committee consist of no more than 3 people. Yvette H. noted that the most progress in the New York city negotiations came when Jay F. went to New York to negotiate the contract and brought the Austin contract as an example of what we expect. The WSOB agreed this could be an office function and will take it up in upcoming meetings.
• There is also concern at the WSBT regarding the amount of money CAWS is contracted for over 4 conventions. This could be a considerable problem down the road. We may need to look at other options. Yvette H. says they have discussed the possibility of conventions every two years, in lieu of every year. Kevin M. concurs, saying local areas could then plan events for these off years and there would still be income to the fellowship. Allison M. said we should have the host area candidates make a more pronounced statement about hotel costs and local costs during the presentation so that the fellowship can be better informed during the selection process. Also, perhaps the convention committees or the WSOB can propose some sort of incentives for convention attendees when purchasing rooms. (Discounts for multiple nights; discounts when made with registrations, etc.). Randy M. said that during the convention, it was proposed that the office should consider a payment option for convention attendees, which would mandate a staying at the hotel as a prerequisite for the payment plan. Kevin M. voiced opposition to the payment plan. Brenda M. thinks people are already comfortable with non-refundable deposits – it’s nothing new. Allison M. agrees, and stated we already experience some of those same problems.

Questions:

• None

COMMITTEE REPORTS –

Finance – Allison M – No report.

Structure & Bylaws – Kevin M.

Comments:

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• He discussed the SR14 mailing regarding the request to come up with a process to change a Step or Tradition. He has input from the trustees to provide to the committee in its upcoming meeting.
• Also, the committee is looking at how delegates are apportioned throughout the fellowship as it seems the conference is getting quite large – and expected to grow as European Region grows.

Questions:

• None

Convention– Alesia F. – no report.

Comments:

• She has still not been notified of upcoming conference calls. Linda F. will follow up with the committee.

Conference –Linda F. and Alesia F.

Comments:

• There is a conference call tomorrow, July 22, 2018.
• MOTION to hire Wings again this year to move office equipment to and from the conference hotel for the amount of $499.99 made by Linda F. Seconded by Alesia F. Motion passed unanimously.

Unity– Kevin M. – no report.

Comments:

• New Director at Large Ron D. will take over as liaison to the Unity Committee.

Literature, Chips & Formats – Pierre K. – not present.

• Color Printing on demand.

Hospitals & Institutions – Pierre K. – not present.

Public Information– Linda F.

Comments:

• She had a conversation with Skins and Richard B. on the Drug Court.
• There will be a Public Information program at the conference hotel the day prior to the star of conference.

IT – Randy M.

Comments:

• Contact the Committee Button on ca.org.
• direct download of available meeting material using one click.

Archives – Yvette H.

Comments:

• Cameron brought flip books and information on the CA Virtual Museum to the convention in Montreal.
• There will be an Archives committee meeting next Saturday here at the World Service office.

European sub – committee – Randy – no report.

Comments:

• Noted that Wade S. will be taking over as Chair for International Structures and Development.

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CAWS CONVENTION REPORTS:

A. CAWS 2018 -Montreal – Robert F.

– Progress on final convention numbers

– Hotel Invoice

B. CAWS 2019 – Sweden –Johan T. – no report.

C. CAWS 2020 – Austin – Susan L. – no report.

D. CAWS 2021 – New York – Alan S. – no report.

GUEST REPORTS:

• Brenda M. – notes there will be a Regional Convention at Joshua Tree in 2019.

ONLINE BUSINESS:

• None

UNFINISHED BUSINES

A. Process and procedures updated in the book – Linda (April) Deadline 

B. Office assignments

a. Language on Royalty Agreements – (meaning the way the agreement is worded)

b. “Smart” option for recurring donations. This is already present on the CA.org website.

c. Offsite back up of office computer files. Linda F. believes we already have one form of offsite back up of office data files, but she will check with Marius to confirm.

C. 800 Number – Earl / Linda

D. Ad Hoc Committee – Kevin M., Randy M., Alesia F. and Linda F.

E. Conference referrals 

a. WSOB 2017 1 – DONE!

b. WSOB 2017 2 – DONE! 

c. WSOB 2017 3 – (Referred from Finance 2016 1) – Add or increase a line item amount to allow for the World Service Office to carry out translations of our World Service Manual for all Areas recognized by The World Service Conference that do not have English as their first language. The amount to be adequate for said translation works to be carried out by the World Service Office without the requirement for participation of the individual Areas. The current number of required / outstanding translations to have adequate funding within the next two years and an ongoing line item to allow for newly required translations to be commenced immediately upon the recognition of a new Area. Thanks for the referral. This item has been reviewed by both the WSOB and WSBT, and it has been determined to be cost prohibitive, due to both the cost of translations and the frequency of changes. Further, investigation by the European Trustees found no real demand for this. Please also note that an audio version is available.

d. WSOB 2017 4 – DONE! 

e. WSOB 2017 5 – DONE!

f. WSOB 2017 6 – (Referral from IT 2016-1) – Digital delivery of Speaker Audio files – as we proceed in the digital world, and as more and more conventions are transitioning toward uploading digital files from workshops and speakers, should there not be a WS

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standard (bit rate, frequency, format, compression and production origin) for these files? Furthermore, is it possible to create on the CAWS site a file distribution system, or at least a link to a page, so that members worldwide can access the media as it is produced and posted? Thanks for the referral. This item has been reviewed by both the WSOB and WSBT. At this time, due to the problems of anonymity, copyright infringement, as well as who shall “represent” Cocaine Anonymous, the plan to post these recordings on the ca.org website for all to download is on hold.

g. WSOB 2017 7 – NADCP Funding – A Motion will be brought related to this SR14 Notice which will be addressed to both the WSC Finance Committee and the WSOB to cease (not fund) participation by C.A. World Service at the annual United States National Association of Drug Court Professionals (NADCP) Drug Court Conference; and only then reinstated thereafter if and when it can be substantiated that the significant funds which are being spent on C.A.’s participation each year provide an acceptable return on C.A.’s investment in terms of measurable results, including without limitation: the number of new meetings started directly after CA Drug Conference participation, new C.A. cities / states / countries colonized where there is little, if any, C.A. now, and judges and referees sending their people specifically to C.A (how many people were sent). As this is a referral to the conference, and remains a conference decision, the WSOB will await a decision by the WS conference on this issue.

h. WSOB 2017 8 – Best C.A. App – Have a contest to see who in the fellowship can make the best computer App. The creator of the winning App would get a designated prize, and all rights and ownership of the App would be turned over to the WSO. A contest of this nature would tap into the great technical skills that many of our members have as well as eventually providing much desired services to our entire fellowship. If an App was created for the meditation book, it could even help generate income for CAWS. Thank you for this referral. As it turns out, the WSC IT Committee has been working on a mobile phone app for CA, and is nearing completion. There will be no need for a Best App Contest at this time.

i. WSOB 2017 9 – Draft Publications Guidelines – Please consider adopting the attached draft Publication Guidelines (or something similar). (These Guidelines are available for review related to this Referral. Inquire to the Conference Committee for a copy please. These Guidelines are NOT attached here to this report.)

j. WSOB 2017 10 – Publication Information Repository – If this has not already been done, please consider creating a central repository for all information related to the publication of C.A.’s books. This would include source files (from original publishing software, where applicable, as well as PDF and / or “e-book” formats), lists of fonts types and sizes for each element of the book, cover art and colors, etc. Ideally, this information would be readily accessible to members of both Boards and backed up to multiple secure locations. Thank you for your referral. The WSOB does have this information, and is now in the process of creating this central depository.

 k. WSOB 2017 11 – DONE!

l. WSOB 2018 01 – Translation Guidelines – I would like to refer the attached Translation Process document into conference for subsequent editing, approval and publishing wherever the conscience of the conference deems fit. It is designed to be fellowship-facing document as I am aware there is already an internal process document.

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m. WSOB 2018 02 – Brand Style Guide Creation – Request the creation and publication of a brand style for our fellowship.

NEW BUSINESS

A. DAL Resumes are being accepted.

B. WSOB Meeting Dates to the end of the year.

1. August 18, 2018
2. September 15, 2018
3. October 20, 2018
4. November 17, 2018
5. December 15, 2018

Executive Session – Benda M. was interviewed, and has been voted in as Secretary of the World Service Office Board. Her resume will be forwarded to the WSBT for ratification.

Motion to Adjourn was made at 11:45 AM by Alesia F., seconded by Linda F.

For all attached documents and reports see: 2018-07-21_WSOB_Minutes_final.pdf

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