June 17, 2023 – WSOB Minutes

WSOB MINUTES JUNE 17, 2023

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 6th Tradition

CONCEPT – Earl reads the 6th Concept

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H. Chair
• John B. Interim Vice-Chair
• 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
• Laurie R. WSOT
• Joni E. WST
• Mike S. CAWS 2023 Chair
• Joost B. CAWS 2024 Chair
• Jay P. CAWS 2025 Chair

Guests:

Sarah T. WSBT Chair

Wolter S. CAWS2024 Vice-chair

Erica D., CAWS2025 Vice-chair

Anne M. guest

CHAIR ANNOUNCEMENTS

• Sarah T. WSBT Chair will address the Board

• Laurie reads the relevant day from ‘A Quiet Peace’.

• June 17, 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:

• We are now working on finalizing the PASS-it on report. It’s probably the most humbling Service position I’ve ever had in C.A. Putting on something like this and having It work it just it’s it’s amazing,

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you know. And that right now I realized that. I didn’t have a. Lot to do with it. It was all. It’s all God of the fellowship mostly, you know, and it is pretty amazing.

• We are still selling memorabilia, so how long should we continue?

CAWS 2024 (Amsterdam) Joost van K. Highlights:

• Less than 400 days to go. Just after Atlanta we took off as a rocket, we already have 127 registrations and most are for the full 5 days package, including all the events. We already have more than 1,200 room nights booked.
• We are not sold out in the hotel, but the rooms that they had blocked for us are sold out. So, we are looking with the hotel looking to opportunities to sell out and other venues for rooms.
• We are now finalized our budget for review steering committee

CAWS 2025 (Arizona) Jay P. Highlights:

• We’re not going to meet in person until the 1st, 6th of August

• Fundraising is going strong

• We received a contract from DoubleTree Paradise Valley Scottsdale and we’re going through that We will have a meeting with Robert and me and a few others to go through it, there’s a lot left unsaid.

CAWS 2026 (TDB) Highlights:

• There are not really any updates. We’ll know more once they get voted on a conference,

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• We have stayed in constant contact with Lucky Line, our primary chip/key tag vendor. We continue to modify our purchase orders to remedy our out-of-stock situation on certain chips. We are making progress but more to do.
• All WSOB Directors have been credentialed for the World Service Conference.

• The Long-Term Planning of WSBT has turned over the Office move project to the WSO. A committee is forming to handle logistics, manage timelines, monitor, and report progress

Interim Vice Chair – John B.

Highlights:

• The upcoming SR-14 Delegate mailing content has been compiled and currently in the hands of the WSBT. If all goes well, we expect to see this mailing distributed on June 30th.

• WSOB Referrals are currently being inventoried and addressed by Yves and Me. We will be forwarding responses to WSOB members to review and weigh in on as needed

Treasurer – Jonathan H.

Highlights:

• CAWS2023 Convention preparation
  • Have been reviewing emails and communications from:
    • Bookkeeper
    • Atlanta Treasurer
    • Interim Office Manager
    • DoCaC

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• • Majority of funds deposited and transferred. Will have update of final funds to be transferred.
  • Refund from one hotel has been issued
  • I will be reviewing the final financials once completed with the Atlanta Treasurer

• International Bank Account
  • Bank account has now been opened in the last few days and I will be working with Jo to get the access for myself as the treasurer, so we have the required access/oversight of the bank account.

• Financials Included:
  • Income Statement
    • YTD through May 2023
    • YTD through 6/16/23
  • Balance Sheet
    • YTD through Mal 2023
    • YTD through 6/16/23

Secretary – Yves W. Highlights:

• Our summary of our motions (WSOB MOTIONS LOG.xlsx) is updated.

• Archives committee
  • Backup of CA Digital Archive Files
    • 2023-04-25 – ca.org backup
    • 2023-04-25 – docs.ca.org backup | 1583 records
    • 2023-06-03 – museum.ca.org backup | 1674 images | 1191 records
    • 2023-04-01 – Thumb drive backup
    • 2023-05-25 – External 120GB Hard Drive
    • 2023-06-03 – Cloud account – up to date (synced with CF personal computer)

• CAWS 2023 Convention Update, Atlanta, Georgia – Chris W., Dot T.
  • Flip Books were prepared by Chris W. and are ready to be shipped to Atlanta.
  • Electronic History presentation for CA and CA Atlanta completed. Rendered into jpegs to be display on a rotating loop at the CAWS 2023 Archive Kiosk.

• IT Committee
  • They have completed a revision of their “IT Workbook and Guidelines”
  • App development
    • The demo available at the Convention during the LTP meeting was well received.

• NewsGram
  • The current edition is completed and was sent for proofing and approval by the WSBT.
  • The theme for Q32023 edition is “Being of Service” the deadline for article will be July 8.

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Director of Conv & Conf – Robert B.

Highlights:

• CAWS 2023
  • Atlanta Rocked the House
  • Preliminary Hotel Bill for the Marriott Marquis is under review
  • Final Hotel Bill for the Hyatt Regency has been approved.

• CAWS 2024
  • Hotel currently at 1367 nights as of 12-JUN-2023
    • Contract requires 122 staff room nights and 300 regular nights – 323.9% to Contract
    • There is an additional 773 nights available in the original block – 78.2% to Available
    • Fri/Sat/Sun have 285 nights (165 Available + 100 Contracted + 20 Staff)
    • Worked with Hotel liaison to secure an additional 350 Nights available on All Nights –
  • In essence, all contractual obligations to the hotel have already been met

• CAWS 2025
  • Currently reviewing Contracts for DoubleTree Paradise Valley Scottsdale and Sheraton Phoenix Downtown.

• CAWS 2026
  • Florida Area and Utah Area bids have been formally approved by Convention Committee and submitted for SR-14 Mailing.

• CAWS 2027
  • Florida Area and Washington State Area bids have been formally approved by Convention Committee and submitted for SR-14 Mailing
  • Florida Bid approved by Bid Vetting Sub-Committee
  • Washington Bid still under review by Bid Vetting Sub-Committee

• WSC Conference 2023
  • 2023 Hotel Contract Addendum signed by WST on 19-MAY-2023 and submitted to hotel; fully executed copy received from the Hotel on 06-JUN-2023 and Forwarded to WSO and Conference Committee
  • Currently at 43 Registrations as of 12-JUN-2023
  • Hotel currently at 131 nights as of 12-JUN-2023
    • Does not include any Staff reservations – 131 Staff Nights
    • 28.7% Booked w/out Staff Nights
    • 57.5% Booked w/ Staff Nights

• WSC Conference 2026/2027 – TBD
  • Top 3 Bids will be presented at 2023 Conference with Recommendation to stay at the DFW

Director at Large – David C.

Highlights:

• WEB Update RFP Sub-committee
  • Motion: Yves W. proposed David C. as chair, seconded. Passed

• Update on new Translations Policy
  • David and Johan have completed ‘brand style’ presentation of New Translations Process assisted by Joe B. Copy posted on WSOBTC repository for comment. The revised version is expected imminently for WSOB approval.

• Update on Translations in progress.

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• • Holland have returned the signed documents.
  • Ireland is looking to translate the CA logo in Gaelic. Earl H. will send a copyright agreement.

• Next meeting: June 25th, 2023, 6pm GMT

Director at Large – Joanne P.

Highights:

• International Bank Account
  • This is at the top of my report as I am so pleased to confirm that the last 12 months hard work on this matter has finally come to fruition!!! We have been accepted by HSBC for a bank account under the name CAWS.
  • Motion: Jo. P. proposed to add access for Chair, Treasurer, WST and bookkeeper, to the International Bank Account seconded. Passed

• WSOB Policies and Manual
  • We have met with the consultant to make sure that we do not duplicate efforts and we will be supporting with the review being completed of the Office policies and procedures.
  • In this meeting I was also reassured about the literature, number of orders and processes. I have also linked her to the ex CAUK Literature Chair who can provide some overseas insight.
  • I have collated all the information I can find regarding Spending Committee and other financial guidelines for the Office and WSOB – continuing to collate additional information

• Unity Committee
  • Still waiting for further submissions for the artwork for CATW

• PI Committee
  • No change from last month

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • Nothing to report

• LEGAL
  • Registration of C.A. Logo in Emerging Areas
    • As a first step, we are going to file a new application for the C.A. Logo and C.A. word mark in the US to change to a more general description of the associated service. This is necessary to avoid issues with future filings in conservative jurisdictions as the US applications serve as the basis for filings in emerging areas.
    • The revised applications were filed on April 18, 2023. At the moment, trademark applications are taking between 6-8 months to be assigned and examined by USPTO.
  • Registration of the Mobile App
    • The WSBT approved the filing of the mobile app copyright registration for the Cocaine Anonymous and the logo for the US, EU, UK, AU, NZ, JP, and Canada. I am working with the attorney to get the filings done after we put together a final cost estimate

• Suite of Legal Documents
  • We are definitely making progress on the Suite of Legal Documents. The suite consists of the following:

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• • • C.A. Release for Original Works
    • C.A. Translation Copyright Agreement
    • C.A. Work for Hire Agreement
    • Royalty Agreement
    • Licensing Agreement.

WSOT TRUSTEE – Laurie R.

Highlights:

• WSBT
  • Please update the CAWS and CAWSO Statement of Information with the Secretary of State removing the former DOO as agent for service of process. Because the office will be moving out of state, it is recommended that the office look into getting an outside agent as registered agent in California
  • Newsgram – can you please make sure that the current Newsgram is included in all the delegate mailings. What is the office doing to reach out to the fellowship for a new Newsgram editor?
  • Freedom Fund – Can you please figure out a way to notify customers when their card is expiring so they don’t get dropped from the program.

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SPENDING COMMITTEE REQUEST:

MONTHLY MEETING MOTIONS

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-43 in the amount of $148.10 to Robert Bird for reimbursement for purchased tickets Civil rights Museum event at the convention, seconded, passed
• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-44 in the amount of $94.72 to Robert B. for reimbursement SD Cards for speaker recordings at the convention, seconded, passed

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-45 in the amount of $26.55 to Derek F. for last minute purchase at the convention, seconded, passed

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-46 in the amount of $237.50 to Derek F. for additional coffee at the convention, seconded, passed

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-47 in the amount of $75 to Derek F. for parking Audio/Video van at the convention, seconded, passed

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-48 in the amount of $419.92 to Fred J. for Companion guides from local group to sell at the convention, seconded, passed

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-49 in the amount of $846 to Fred J. for invoice not previously submitted at the convention, seconded, passed

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-50 in the amount of $311.87 to Barbara L. for items for Registration at the convention, seconded, passed

• Motion: CAWS2023 Robert B. proposed to approve check request CR-2023-51 in the amount of $221.96 to Leslie R. for memorabilia additional jewelry at the convention, seconded, passed

ONLINE MOTIONS

20230622

• Motion: Jonathan H. proposed to purchase 2000 HFC2 for $5,726 (shipping included) and 1000 12 Step Companion Guide for $5,250 + $576 for shipping. Total approval request is $11,552,

seconded, passed

20230623

• Motion: Jonathan H. proposed to wire the 50% down payment to the DFW Marriot for the Conference bill for $17,657.29. Bill estimate is attached, seconded, passed

• Motion: Jonathan H. proposed to transfer $15,005.56 from the publication fund account to the main operating account, seconded, Motion: Robert B. propose to table until Saturday’s meeting, seconded, passed.

UNFINISHED BUSINESS/PROJECT UPDATES

• Nominations for Vice Chair are open

• Referrals: WSOB Business\Motion Referrals Log folder spreadsheet; divide up or set up ad hoc committee.

• Succession plan for Chair, Vice Chair, DAL’s of WSO.

• Cell Phone for WSO- WhatsApp & SMS capable for two factor verification. Staff use to talk with overseas fellowship

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• • Motion: WSOB Laurie R. proposed that we obtain a cellphone for the WSO for WhatsApp & SMS capable for two factor verification. Staff use to talk with world Fellowship, seconded, passed.

NEW BUSINESS

• Motion: Robert B. to approve the “World Service Office Board (WSOB) Travel/Hotel/Per Diem Policy for Conventions and Conferences”, seconded – tabled

Motion: to adjourn at 10:10pm

Yves W., WSOB Secretary

NEW REFERRALS RECEIVED:

WSOB 2023-01 Pre-Conf 2023

Ruby C. Utah Area

Referral – Provide the Suggested Meeting Formats and Readings download document on ca.org in languages other than English.

We currently have meetings in several countries where English is not the first language. Meeting formats and the readings currently provided in the Conference approved Suggested Meeting Formats and Readings document have already been translated by the local fellowships. Obtaining those translations could be easily facilitated by reaching out to various Regional Trustees. Not even everyone in a country where English is the first language read/speak English. Providing this document in languages other than English will help encourage growth within the fellowship.

WSOB 2023-02 Pre-Conf 2023

WSBT

Referral#: WSBT 2022-05

Formsite: 11450913

From: Kevin M.

Email: km@nativesun.com

Move ownership of “ca.org” domain from CAWSO to CAWS, as we do with other intellectual property, and track the registration renewal at the WSBT level, as we do with trademarks.

WSOB 2023-03 Pre-Conf 2023

Russell S.

Hi! For many years the WSO would supply a report from an independent financial auditor (Roger Brown). These documents allowed for an additional layer of ‘checks and balances’ and, from my experience and observations, reassured our conference that accounting at the office was robust and proven.

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The RB’s stopped a few years ago…I personally believe simply because someone forgot :/ although there may be other factors… nah, they forgot or couldn’t be bothered.

To supply such an audit would help and would be a healthy practice. At a time that we have ongoing concerns with regards WS operations I would suggest you at least discuss and consider returning to such a practice. (I’m not saying it should be by Roger Brown….just that type of external audit).

My suggestion to supply such independent audits are in no way an accusation toward our treasurers and/or bookkeeper … such an audit would be to support and protect them.

I look forward to your response and hope you consider the benefits of supporting such healthy practice.

WSOB 2023-04 Pre-Conf 2023

Jesse SCTA

That the board be as diverse as the fellowship to include AGE, gender, race, ethnicity, sexual orientation, gender identity, education level, history of incarceration and any other relevant factor.

WSOB 2023-05 Pre-Conf 2023

Justin C.

Florida

Referral that the World Service Office Board will make available to the Fellowship all contracted or authorized audio recordings of speakers and workshops from past and future CAWS Conventions.

WSOB 2023-06 Pre-Conf 2023

Glenn P.

Southwest central Dorset UK

I would like to propose a motion in regard to how CA banks funds. Can we add into the financial guidelines about being mindful with banking ethically as opposed to banks that invest in the fossil fuel and arms industries. Whilst acknowledging tradition 10, I feel we have a internal responsibility as a spiritual entity to bank with institutions that divest from these corporations. Spiritual principles in all our affairs.

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

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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

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

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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 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.

Summary Action – No Action Taken

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

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for the delay in your package.

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