WSOB MINUTES
May 15th 2021
OPEN MEETING @ 9:05 a.m.
SERENITY PRAYER – Brenda
TRADITION 5 – Ron D
CONCEPT 5 – Lolita
BIRTHDAY. – Mike S. ( 24 years)
ROLL CALL & QUORUM DETERMINATION
Present:
- Brenda Chair
- Alesia Vice Chair
- Lolita DOO
- Cathal Secretary
- Ron D DAL
- David C DAL
- Pierre K DAL
- Tom P Interim WST
- Kevin WSOT
- Susan L 2022 Convention Chair (Austin)
- Mike D 2023 Convention Chair (Atlanta)
- Joost 2024 Convention Chair (Holland)
CHAIR ANNOUNCEMENT(s)
A reading from ‘ A Quiet Peace’. BB pg 132
APPROVE THE MINUTES OF THE PREVIOUS MEETING(s)
Tom P puts forward motion to approve minutes. David C seconds the motion.
Motion passed.
SEVENTH TRADITION –
Observed in the office, donations can be made online at CA.org.
CAWS CONVENTION REPORT
CAWS 2022 (Austin) Susan L.
Highlights:
Not much to report as there has been no meeting.
Steering committee meeting tonight (15th May).
No resolution on the C-vent.
Still waiting on Trustee approval for the Virtual event.
CAWS 2023 (Atlanta) Michael S
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Highlights:
Next meeting is on Wednesday (19th May).
Very successful fundraiser 2 weeks ago.
Committee positions are being taken up.
Still require Robert B to send Quickbooks.
CAWSO 2024 (Amsterdam) Joost van K
Highlights:
Quiet month, some hotel negotiations with Jason & Robert B.
Committee require update on the Bank account.
Brenda addresses the issue with the bank account, adding that another visit is planned.
The bank has informed us that a specialist is being appointed to deal with us directly.
Further details to be given to Joost by Brenda.
OFFICE DIRECTOR REPORTS
Director of Operations- Lolita S
Highlight.
Ongoing discussions in relation to the building lease by Tom P.
AQP has been received from the printers.
On May 4th the printer informed us that they initiated a reprint of the HFC2 and to await delivery.
Attempts were made via email and phone to contact them, but there is no response.
There is no definitive answer to whether they are charging for the reprint or replacing the first batch of 2,500 due to poor quality.
Kev M suggests involving our lawyer, as by reprinting them, they know that the first batch is faulty and not chargeable.
Also that we should attempt to cancel the order.
Brenda adds that we should contact via post, as to get confirmation of contact, signed receipt of correspondence.
A request for the HFC 2 to be put in PDF was denied.
Kev M that all products on Amazon were easily converted to a Word doc.
Brenda adds that HFC 2 for sale on Amazon at $39, Tom clarifies that this is a 3rd party seller.
Brenda adds that work to be carried out to allow HFC2 to be sold on Amazon by CA.
DIRECTOR REPORTS
Chair – Brenda M.
Highlights:
The project list had 15 items, 2 remain open, CPA search and one which has been added.
A new action item has been added to the project list which is the reconfiguration of the warehouse.
Some memorabilia has been picked up by palm Springs and Kansas City. Houston has also placed some orders.
Some unsold merchandise will be brought to conference.
Warehouse in the process of being cleared out.
Efforts are now being made for process improvements on the conference.
Contact made with Jessie & Trevor to facilitate with this.
One on one phone Calls are still working well and this will aid in setting up the WSOB opening report.
First draft to be ready in July.
All attempts will be made to have a string connected opening report.
Finance committee meeting rescheduled for May 23rd, no report to be given.
Kev M asks if there is a Project list copy available
Project list to be forwarded to the WSBT for next quarterly.
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Vice Chair- Alesia F NO WRS
Highlights:
Work being carried out on the history of CA.
Much discussion and work to be done.
Tom P adds that in the closing report we need to include all the details of all referrals.
To get a template of the closing report.
Brenda discussed a referral concerning the proposed date for the conventions, this is to be addressed directly.
David C, adds that any referral concerning conventions can now be answered with,’ we now have Robert B in place, who deals with these matters’.
Treasurer – Michael T.
Highlights:
Not present.
Secretary – Cathal No WRS
Highlights
Not able to attend IT, spoke with Robbie (chair) and Bob S inrelation to the projects.
Still in the process of acquiring quotes for the front-end developers.
Discussions with Bob S, in how to deliver a presentation to all committee secretaries at conference.
Brenda adds that we aim to do a ‘roadshow’ to each committee to promote the use of Teams.
Kev M adds that each service position requires a specific Microsoft ID, and this should be put in place.
Also would like the data to be stored in the cloud.
Lolita clarifies that data will be stored in the server and the cloud.
David c states that Marius was of great help, and to ease the transition to make contact with him.
Robert B has not had the same experience but attempts will be made to follow up on this matter.
Kev M asked if we could have a simpler means of communication.
Cathal M adds that Teams is the solution.
Not to get into the weeds of this problem, we all need to get trained and then we will have an effective tool by which we can all communicate and store our information.
Director at Large – Pierre K.
Highlights:
No highlights, all the information is outlined in report.
Director at Large – Ron D. No WRS
Highlights:
Attended the Unity committee, no highlights, next meeting today.
Also attended S&B meeting.
Working through referrals.
Director at Large: Robert B.
Highlights
Arizona to bid for 2025, Houston is contemplating a bid for 2026, so there is a lot of activity for the next few years.
Conference committee meeting next week, narrowed down to 3 bids.
Not a great deal to report on the Convention committee.
Requires a status update on the online event.
Kev M adds that the board has yet to decide.
Board meeting in 2 weeks at which this event will be discussed.
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Tom P adds that the details of the cost was not provided.
Robert B clarifies that the cost of the event was included in the presentation delivered last month.
Robert B adds that time is becoming a problem.
Tom P states that the WSBT feel there are a lot of events around this time and it may get lost in the calendar.
David C points out that the committee were content with it being a free event.
This is to be passed onto the board.
Brenda adds that it is of great benefit for Robert to assess what the feeling is regarding the Bidding process as to ascertain what the possible push backs would be from the fellowship.
An executive summary’ Bidding Process’ was rewrote and be ready to go out with SR14’s.
David makes motion’ that the Director of Convention & Conference Bid Vetting Proposal Committee is sent out with the SR14 mailing’.
Kev M seconds the motion.
Kev M adds that it should be as close to the eventual proposal.
Tom P enquires whether this should be a referral that comes from the convention committee?
Robert B states that the convention committee is fully on board, also, we don’t want this is to get stuck in the process.
Brenda suggests that Robert B clarify the stance of the respective committees.
Motion passed
Director at Large – David C click here
Highlights:
Adhoc committee referral concerning the convention committee in the process, work still to be done.
David C asks the question about whether the WSOT & WST had all relevant information concerning the Virtual event before they have their quarterly meeting?
Tom P confirms that they have all that is required.
Work being done to allow the ‘Freedom Fund’ to become a very present feature of all areas.
Links on area websites etc..
Summary to be delivered on all tasks completed which will aid the Boards opening report.
Brenda suggests that the Pie chart is presented at Conference as opposed to being include in the mailing.
This is to allow an explanation to accompany its delivery.
Regarding Pi, lots of work over the past 18 months, valuable work, there is a new PI handbook to be delivered an the upcoming conference,
Quite a few proposals which the chair has been advised to prioritized.
The audio pamphlets from Portugal are on their way to the Office so that they can be checked.
A Portuguese speaker is to be sought by the office.
Regarding YouTube, we are to attempt to optimize our chances of being found by being more considerate when it comes to the title of such videos.
More descriptive words will allow the videos to be found more easily.
Kev M passes on details of a Portuguese speaker in the fellowship.
Tom seeks clarity on the Virtual event, regarding the number.
Robert B confirms that it is the 250 quote which is to be considered.
TRUSTEE REPORTS
WSOT Trustee – Kevin M
Highlights –
Main area of work was the Conference committee, determination to be made at next quarterly whether the conference will be in person, virtual or Hybrid.
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Currently polling all delegates as to whether or not they can attend.
Hotel has confirmed that they can host the event as normal.
The IT committee are still working on the website mobile app.
More to be revealed at next WSOB meeting.
Brenda adds that it will good to know, so that plans can be made.
Kev M states that a clause needs to be inserted into all future contracts.
Robert B, adds that such a clause needs to cover all eventualities, ‘force majeure’.
Serious consideration should be given to this, with unilateral ability.
WST Trustee – Tom P.
Highlights:
Work been done on renewing the building lease, liaising with Lolita regarding this issue.
More details will be available at next meeting, after action taken at next board meeting.
Recommendations sent from a member regarding new printers.
NEW BUSINESS
Lolita enquires the frequency of sending thank you letters, Brenda advises that Lolita should move forward and make the decision.
Cathal seeks clarity on the use of Amazon as a fulfillment center, this will be decided when we know the cost involved.
This is to be reported back at the next meeting.
Brenda entertains motion to adjourn.
Tom makes the motion.
Kev M seconds.
Next WSOB meeting 19th June 2021.
Meeting closed with Serenity Prayer.
Cathal M
WSOB Secretary
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