May 17, 2025 – WSOB Minutes

WSOB MINUTES MAY 17, 2025

OPEN MEETING @ 8.00 AM PST

SERENITY PRAYER – Randy invites the room to open with the Serenity Prayer.

TRADITION – Robert reads the 5^th Tradition.

CONCEPT – Jason reads the 5^th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Randy G.        Chair
• Jonathan H.   Treasurer.
• Jesse G.         Director of Conv & Conf.
• Yves W.          Vice Chair
• Tai B.              Director of Operations
• Jason S.         DAL
• Kimberly C.   Secretary
• Morten V.       DAL
• Wesley B.      DAL
• Robert B.       WSOT
• Joni E.            WST
• Jay P.             CAWS 2025 Chair
• Justin C.        CAWS 2026 Chair
• Devin (Sec)    CAWS 2027 Chair
• Crawford        CAWS 2028 Chair

Guests:

• Kalob T.
• Simonne M.
• Axel

CHAIR ANNOUNCEMENTS

April 15, 2025, minutes were approved.

SEVENTH TRADITION –

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

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CAWS CONVENTION REPORTS

CAWS 2025 (Arizona) Jay P.

Highlights:

• Registration to Date:
  • Desert Awakening: 53 Sold
  • Grand Canyon Package: 106 Sold
  • Sedona Package: 121 Sold
  • Saguaro Package: 241 Sold
  • Breakfast Package: 333 Sold
  • Brunch: 170 Sold
  • Banquet Dinner: 279 Sold
  • Dance Rave: 24 Sold
  • Golf Tournament Single: 12 Sold
  • Golf Tournament Group: 17 Sold
  • Horseback Riding Friday at Cave Creek Outfitters: 17 Sold
  • Horseback Riding Saturday at Cave Creek Outfitters: 19 Sold
  • Friday Evening Hike: 35 Sold
  • Canyon Lake Steamboat Tour with Goldfield mine Excursion: 56 Sold
  • LalaPOOLooza Pool Party: 28 Sold
  • Nighttime LalaPOOLooza Pool Party: 24 Sold
  • Crackhead Family Feud: 16 Sold
  • Magician General Seating: 29 Sold
• Special Events are sold out or near sold out
• Banquets are about 100 short to date but hopeful they will sell at the convention.
• Breakfast are being discussed to count towards or Food and Beverage. Decision soon
• Hotel is practically sold out withstanding last minute cancellations and a push to the fellowship
• Homegroup café is locked in, and hotel has accommodated most requests.
• Had 2 hr. cash handling and strategy for event meeting last week. All systems go—Except last minute money requests—as usual
• Memorabilia has arrived.
• Robust Auction list. (This list Is not final, but it’s close)
• ~500 volunteer shifts covered.

CAWS 2026 (Florida) Justin C.

Highlights:

• In a good position for the roll out on May 25^th.
• RegFox has been populated, tested and is operational hotel’s passkey is also confirmed as operational.
• Our convention website is complete with the necessary information including contact info.
• A flyer with convention info and CR codes for website and fundraising is under draft and will be sent to Tai this week.
• Also, the event was submitted on ca.org for the webmaster to post at the appropriate time.

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• Fundraising is going well, we’ve nearly broken even on the last round of purchased items, with lots of inventory to generate revenue from remaining
• The CAWS26 at CAWS25 Ad Hoc committee has t-shirts, raffle tickets for Royal Package plus some room nights (1000 at 25.00 each or 5 for 100.00), and some trinkets for our on-site presence.
• Districts are planning and holding events, including the Spiritual retreat this Fall which continues to move forward.
• We are lining up items for online auction, hopefully to include a couple of villas and other cool stuff.
• Program has everything in line for registration to go live, just one outstanding contract remains for the Blues guitarist.
• Up to date with timeline.

CAWS 2027 (Washington) Nathan H.

Highlights:

• Fundraising committee meets the 2^nd Monday of every month @ 7:15pm in person and via zoom. Ideas are being discussed for larger events, small events, and merch. Budgets, dates, locations, and additional details being discussed for 2025 and for 2026 accordingly.
• Local fundraising event took place on May 3^rd, “Tacos & Talent”. Event took place and was successful. Proceeds reflected in current Treasurers Report.
• The hope is for the June Steering/General committee meeting be held at the Hotel. No confirmed date or time. If not able to coordinate, we will hold meeting as scheduled on the 29^th at 12 on Zoom. Charise (Hotel Liaison) will confirm with committee via WhatsApp.
• Preliminary CAWS 2027 budget is to be submitted by August of 2025.

CAWS 2028 (Scotland) Crawford B.

Highlights:

• We had our committee meeting on the 4th of May, and it was filled with great ideas, knowledge and enthusiasm.
• Our treasurer is in the process of setting up the European bank account to receive the funds already raised
• We have sold almost all of our shirts now and created a healthy financial return. We are looking to do another run of these ahead of the Scottish Campvention and convention which take place in the next couple of months.
• The Steering committee chairs have had a great response in resumes for their respective sub committees from all over the European region, and after ratifying more chair positions, we now have 18 general committee chairs in place.
• Our hotel liaison has attended all 3 hotels on the bid document and is awaiting pricing from them. He is also exploring possibilities of other hotels in Edinburgh and Dunblane as an option. We hope to have a pricing structure in place before our next meeting from the 3 hotels.

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OFFICE DIRECTOR REPORTS

Director of Operations- Tai B.

Highlights:

• Office update:
  • Working with WST and registered agent to complete California to Arizona transition.
  • NewsGram Subscription canceled, will notify membership of cancelation of subscription. (Cost is high and only 8 members currently subscribing).
  • Revised Royalty Agreement in process.
• Merchandise:
  • UK Distribution communications going well. Next order of 50K units should take place early July.
  • Tradition 11 change. Vendor contacted for revision to 11^th Tradition, Update Address, revise
  • CAWS Copyright Citation. All books complete for printing with 2024 copyright date added. – Change information attached.
• Translation
  • Swedish Chip design (LOGO), approved and will be revised
  • Copyright Agreements to be sent and revised. 2 Added
  • Tradition 11 language request to international language sent
  • Meeting May 15th, 9AM PST
  • Swedish Chip design (LOGO) approved and will be revised. Sent to Vendor for new Key tags order.
  • Tradition 11 language request to international language sent.
  • Enlisted past DAL for New and updated Royalty Tracker.
  • Translation Files NEED to be given to WSO, (Copyright Material is WSO Owned and need WST and WSOT to communicate this to MERT, PNRT and ERT) Request was made.

DIRECTORS REPORTS

Chair – Randy G.

Highlights:

• Exciting developments took place last month with the passing of the motion to go forward with the CRM HubSpot, take our finances to QuickBooks Online and begin migrating our online store to Shopify.
• Looking forward to supporting the convention down the street from us soon and hosting our friends as the WSO.

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Vice-Chair – Yves W.

Highlights:

As secretary with Kim in training

• I submitted April 26, 2025, minutes. The next one will come from Kimberly
• I have updated the summary of our motions log (2025 WSOB MOTIONS LOG.xlsx).
• I have updated the WSOB Roster with our 2 new members (202504 WSOB Roster.xlsx).
• Working with Kim re: responsibilities and presenting our toolkit (mainly Microsoft Office) and our repository. We worked together to complete the minutes for our April meeting. We are having some technical issue with email account transfer and connection with our repository.
• We received 1 new referral, updated our referral log updated our referral log (2024-25 WSOB REFERRAL.xlsx)

Treasurer – Jonathan H.

Highlights:

Activities and duties performed this quarter:

General

• Been in communication with the DOO, Asst. Manager, WSO Chair, Bookkeeper, WST and WSOT throughout the last month. Bookkeeper
• International Account has been entered and reconciled through 4/17/25. 2024 Convention been reviewed by the Finance committee, DOO, and Bookkeeper.

2025 Convention

• Still need to transfer any funds from existing local Arizona account to CAWSO account for accurate recordkeeping and visibility, once access has been provided.
• Funds have been moved to Chase Bank.

Banking

• Created Bank Transfer “To Do List” with DOO, Asst. Mgr., WSO Chair All Bank accounts are open at Chase
• All signers have been added to all accounts.
• All convention treasurers submitted as signers to the convention accounts.
• AZ and Scottland needed IDs to be added, IDs were sent to Chase, awaiting confirmation they have been added

Conference

• 2025 budget have been loaded into QB
• Proposed Amended 2025 Budget sent from Finance Committee for SR-14 Finance Committee
• No April meeting.
• Have been signing check runs and process has been going smoothly.
• Have made myself available for Tai and Dawn for any help needed.

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QuickBooks

• New chase account for Convention has been added Chase International account will be added.
• Will finalize review prior to transfer to QB Online
• Will determine if a “fresh start” is better than creating the complex set of books currently used.

QuickBooks Online

• Accountant version has been created that will be used as the main QB instance Will be purchasing 4 companies to be used as the 4 conventions
• Accountant version will oversee all sub companies

Taxes

• File extension by May 15^th
• Goal to have them filed on time July 15^th

Prudent Reserve and Disaster Recovery Policy

• Will draft final version of separate policies and send to both Boards for approval.

Reconciliation

• 100050 Chase Main Operating – 4/30/25
• 100051 Chase Prudent Reserve – 4/30/25 100052 Chase Publication Fund – 4/30/25
• 10053 Chase Petty Cash – 3/31/25
• 10054 Chase Conv 2025 – 4/30/25 10055 Chase Conv 2026 – 4/30/25
• 10056 Chase Conv 2027 – 4/30/25 10057 Chase Conv 2028 – N/A
• 100096 International HSBC – 4/17/25
• ****** International Chase – N/A
• 100099 BofA Operating – 4/30/25
• 100114 BofA Petty Cash – 4/30/25
• 200105 BofA Mastercard – 4/10/25
• Closed Accounts
  • 100097 Convention 2024 – 4/30/25
  • 100098 Convention 2025 – 4/30/25
  • 100110 Convention 2026 – 4/30/25
  • 100113 Convention 2027 – 4/30/25
  • 100118 BofA Publication Fund – 4/30/25
  • 100119 BofA Prudent Reserve – 4/30/25

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Financials Included:

• CAWSO
  • Income Statement
    • YTD through 4/30/25
    • YTD through 5/17/25
  • Balance Sheet
    • YTD through 4/30/25
    • YTD through 5/17/25
  • Statement of Cash Flows
    • YTD through 4/30/25
    • YTD through 5/17/25
  • Budget vs Actuals
    • YTD through 4/30/25
    • YTD through 5/17/25

Director of Conv & Conf – Jesse G.

Highlights:

CAWS 2025 Arizona

• Hotel-
  • Breakfast buffet location in place
  • Hospitality signed release
  • Working on live stream – $25 for the weekend
  • $40 suggested donation for day registration option.
• Fundraising
  • Kickass auction list
  • Working on live stream – $25 for the weekend
  • $40 suggested donation for day registration option

WSC Conference 2025 – DFW – 27-AUG-2025 to 31-AUG-2025

• Contracts for 2025 are finalized; have fully executed copies.

CAWS 2026 – Florida

• Treasurer – not yet set up with Chase and Randy is asking to me to “push the urgency.”
  • Fundraising – districts holding events; Spiritual retreat in the fall
  • Online auction being set up to include a couple of hotel villas.
  • Working with memorabilia for a non-t-shirt fundraiser item
  • Opportunity drawing to be sold at convention
• Registration
  • Will be ready at close on banquet 2025; regfox tested and operational.
  • Video sent to 2025 to be presented to generate excitement for rollout
  • Using local account to for RegFox

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• Registration Packages
  • Sabal Package – Early $115 – Regular $125 – Late $140:
    • Sabal package includes all marathon meetings, speaker meetings, workshops and free entertainment, as well as $5.00 in C.A. bucks to be used for memorabilia or auctions.
  • Bismarck Package – Early $205 – Regular $220 – Late $245:
    • Bismark Package includes everything in the Sabal Package plus Brunch, the Entertainment Package and $15.00 in C.A. bucks.
  • Royal Package – Early $325 – Regular $350 – Late $390
    • Royal Package includes everything in the Bismark Package, plus the Banquet and $20.00
  • Entertainment – working on getting bids for comparison
  • Special Events – look fun
  • Marathon meetings – working on choosing topics for the MM.
  • Workshops – a couple chosen at this time
  • Speakers – some of the speakers are speaking in AZ and needs more options
• Hotel
  • Secured BEOs for all hotel meals
  • Meeting at hotel on 5.3.25 to determine set up to include trustee hideout, hospitality, etc.

WSC Conference 2026/2027

• 2026/2027 contracts fully executed

CAWS 2027 – Washington State

• Considering using RegFox for registration
• Most committee chairs are filled
• Fundraising

CAWS 2008 – Scotland Area

• Treasurer working with Jonathan on setting up European bank acct.
• Sold most of the first run of the shirts and will need to do another run for Scotland’s area Campvention in May.
• Meet on 1^st Sunday of the month
• 18 gen cmte chairs ratified
• Hotel liaison has visited all 3 hotels on on bid document as is awaiting to get a response; still looking t Edinburgh and also Dunblane as an option

Bid Vetting Committee

• Sent 2029 Ontario bid to bid vetting committee on 4.21.25 and asked for feedback by 4.28.25 at 12 noon Texas time so that I can provide to Ontario area in a reasonable amount of time.

RFP Committee

• To commence in Oct of 2025.

Director at Large – Jason S.

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Highlights:

• CRM:
  • Hubspot – Shopify – QBO passes both boards. HS instance converted from demo to production. Shopify has also been converted to production. Kalob suspects we may need to do a slight upgrade to Shopify.
• Jonathan has spun up an Accountant version of QBO. He is beginning to explore/test a on prem to online migration will look like

Director at Large – Wesley B.

Highlights:

North American/Euro PI

Discussed submissions for SR-14 – including posters, summit handbook and other materials.

WS Committee PI

• discussed, being developed by WSITC was discussed as the process PI should use as well for the recordings, as well as concerns about bringing the recordings to the Conference Floor. Housekeeping/Other

Secretary’s Report- Kimberley C

Highlights:

• Prepared my first set of WSOB minutes, with guidance from Yves and have submitted them on June 18 after a quick last review.
• I will be attending my first Archives Committee meeting this month. Waiting to get the Committee meeting information from Chris W.
• Still learning the ropes and going through the documents that need to be updated each month.

 

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

Mobile APP Trademark Registration

• have filed the statements of in connection with the following marks:
• Cocaine Anonymous (word)
• C.A. (word)
• CA Hope Faith Courage (logo)
• All three registered marks have been approved.

Releases for Original Works and Speaker Recordings

• WSCIT Draft release reviewed, modifications applied. To be brought back before WSBT for final approval.

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• Have added proposed WSCIT Speaker Recording Approval Process to the WSOB one drive for board review.

WSOB Translation Committee

• Translation Policy added to OneDrive for review.
• Each area requesting a translation must complete a Copyright Agreement.

WSOT TRUSTEE – Robert B.

Highlights:

• Attended WSBT Q! Quarterly Meeting at ERC in London
• WSBT requesting WSOB review requirements for DAL and WSOB members. (formal referral to be made)
• Upcoming Meetings of Note:
  • WSBT –Q2-MAY 19, 2025, to May 21, 2025
  • WSO Chair, DOO & Treasurer Interviews – 21-MAY-2025
  • WSO Chair, DOO & Treasurer Quarterly Reports Due – 06-AUG-2025 o WSBT Q3 meeting (Conference 2025) 22 Aug 2025 to 24 Aug 2025
  • Board to Board Meeting (Conference 2025) – 28-AUG-2025 **TENTATIVE**

UNFINISHED BUSINESS/PROJECT UPDATES

None

NEW BUSINESS

• Committees’ assignment:
• Robert B.: S&B, Archives
• Joni E.: IT and Translation sub-committee
• Randy G.: Conference
• Jesse G.: Conference and Convention
• Yves W.: LCF
• Jonathan H.: Finances
• Kim C.: Archives
• Jason S.: IT
• Wesley B.: PI
• Morten.: H&I and Translation sub-committee

MOTIONS

SPENDING COMMITTEE

• MONTHLY MEETING MOTION
  • Motion to bring back the motion to purchase 50 of the three birthday cards at $37.50, with a sale price to $2.00, seconded.

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• • Motion to approve CR 2028-02 for T-shirts to European Regional Convention for $1,284.97, to Customized Print. Confirming the new logo
• ONLINE MOTIONS
  • Motion to approve CR2026-018 in the amount of $127.57 for reimbursement for shipping supplies, seconded. Passed
  • Motion to approve CR2026-019 for $800.00 to Cardell Frye, seconded. Passed
• MONTHLY MEETING
  • Motion to approve the three-sobriety celebration card format to be added to our merchandise offer, seconded. Passed.
  • Motion to send a referral to S&B to changes to the World Service Manual (WSM) as it applies to term limits for the World Service Office Board (WSOB), seconded. Passed.
• ONLINE MOTIONS
  • Motion to approve using NCCI as our Worker’s Compensation Insurance provider, seconded. Passed.

NEW REFERRALS RECEIVED:

WSOB 2025-07 pre-Conf 2025 Assigned to Jason, Wesley, & Kaleb

Larissa O. Manitoba Area

I would love to see a section on the website dedicated to each WSC Committee. The purpose being – each committee could update when their subcommittees meet with their purpose/what they’re working on, zoom links and contact information – members in the fellowship wanting to be of service can do so. Each Committee could have a designated person able to update their own page as to not put work on the Office.

LCF-WSOB 2024-06 pre-Conf 2024 Assigned to Tai B.

Gillian M. R.

Southern Alberta area.

I would like to see a milestones celebration card (birthday card) available for purchase from the chips n literature order form. Some of us are not so savvy on the computer and birthday cards from stores have gotten really expensive. Something simple, but able to be purchased along with chips, pamphlets, medallions and books. Something with the CA logo and a space for the number of years a person is celebrating. I have seen them in other 12 step programs. I have attached a rough idea for a card. I am not that good with publishers. I couldn’t get Cocaine Anonymous inside the chips inner circle on the metal coin on page 2 of my suggestion. I am sure someone with a background in graphics could fix it or whip one up. Thank you for considering my request.

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WSOB 2025-06 pre-Conf 2025 Assigned to Wesley B. @ Randy G.

Peter McG. Central UK Area

I propose the WSOB create a director position for International Operations, that focuses on the requirements and needs of the Fellowship outside of North America. There is a massive growth in the Fellowship in Europe and beyond, but a huge amount of Tradition 7 money is lost in inefficient practices. A Director whose role would be purely focused on improving operations internationally would help generate more funds for the growth of our Fellowship and the downward flow of funds to the WSO.

WSOB 2025-07 pre-Conf 2025

Larissa O. Manitoba Area

I would love to see a section on the website dedicated to each WSC Committee. The purpose being – each committee could update when their subcommittees meet with their purpose/what they’re working on, zoom links and contact information – members in the fellowship wanting to be of service can do so. Each Committee could have a designated person able to update their own page as to not put work on the Office.

SUMMARY OF COMMITTEE MOTIONS:

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

WSOB 2024-04 pre-Conf 2024

Maggie M. CA UK

I am hoping somewhere along the way it could be taken seriously and looked at that conference can become hybrid or online only how would I get this voted on and up for discussion please yours truly a very grateful CA member

Referred to the WSC Conference Committee

WSOB 2025-01 pre-Conf 2025

Lewis E. CAUK Area

To Whom it May Concern,

I have been asked by multiple members from my local district if the new piece of AA literature ‘Plain Language Big Book’ is approved for use in C.A. meetings in the same way the ordinary Big Book and 12 & 12 are. Any guidance on this matter would be greatly appreciated. Kind Regards

Referred to the WSBT

REFERRALS STILL IN COMMITTEE:

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LCF-WSOB 2024-05 pre-Conf 2024 Assigned to Jason S.

Parthi T. Southern Ontario area

Add the QR codes for the CA Meeting App to our pamphlets.

Motion to Table, Seconded. Passed.  (Referred back to committee for further review)

WSOB 2025-03 pre-Conf 2025 Assigned to Tai B. & Robert B.

Nadz L. C.A. Ireland

One of our Area meetings reached out to the WSO to request a starter kit. This was passed back on to our delegates via the trustee, with the assumption that it will not be fulfilled. My referral is to specify on the Starter Kit page(https://ca.org/contact-cawso/request-more-info-starter-kit/) which areas/countries can avail of the starter pack from the WSO.

CLOSED REFERRALS:

WSOB 2025-05 pre-Conf 2025 Assigned to Robert B.

Johnny I. London Area

It is nice to see the 2025 WSM on the website however, I believe there are some inserts that were not approved at the 2024 World Service Conference. The organogram for example, this was not approved and a revised version, which I’ve attached, was approved at the end of Conference after being referred back to committee. Please can our WSM be referred back to S&B for reviewing and correcting. Thank you kindly.

Motion to approve response: No Action Taken, seconded. Passed

WSOB 2025-04 pre-Conf 2025 Assigned to Robert B. & Wesley

Clay P. Ohio Area

It has become increasingly hard to obtain the minutes of the WSOB and WSBT. I understand the “delegate mailings” are only going in the box now, but this does not provide a mechanism for the minutes of the two Boards to be available to the fellowship’s membership as they should be. I would like to request that the minutes of the Boards be placed in some place on ca.org.

Motion to Approve response: No Action Taken, seconded. Passed

WSOB 2025-02 pre-Conf 2025

Wesley B. CA New York area

Asking each committee and the boards to adopt pp15-17 of the Archives handbook to unify naming

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conventions for saved materials (literature, documents, handbooks, files, digital assets, etc.). Further, that each committee/board determines that their current files/documents etc. confirm the naming convention.

Motion to approve response: No Action Take, seconded. Passed

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