May 18, 2024 – WSOB Minutes

WSOB MINUTES May 18, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Justin reads the 5th Tradition.

CONCEPT – Justin reads the 5th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H., Excused
• Jonathan H., Excused
• Jesse G., Director of Conv & Conf
• Yves W., Secretary, NewsGram editor, LCF Liaison
• David C., DAL, WSBT LTP and IS&D Liaison
• Jo P., DAL, PI and Unity Liaison
• Randy G., DAL
• Jason S., DAL
• Robert B. WSOT, acting Chair
• Joni E., WST
• Joost B., CAWS 2024 Chair
• Jay P., CAWS 2025 Chair
• Justin C., CAWS 2026 Chair
• Nathan, CAWS 2027 Chair

Guests:

CAWS2024 Steering commitee

• Leslie R.         Kansas City
• Wesley B.       New York

CHAIR ANNOUNCEMENTS

• April 20, 2024, minutes were approved.

SEVENTH TRADITION –

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

CAWS CONVENTION REPORTS

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

Page | 1

• Registration, we are now at 821 and 2063 room nights.
• 54 days to go
• They have 15 Check Request to be voted

CAWS 2025 (Arizona) Jay P. Highlights:

• They covered the hotel space and finished up Entertainment and Special events.
• They got approval from the Area to use their Audio equipment which will save us money.

CAWS 2026 (Florida) Highlights:

• Focused on Fundraising (t-shirts and oppty drawings) and are excited about newly elected fundraising chair.
• Special Events are being planned.

CAWS 2027 (Washington) Highlights:

• Contract has been approved by TNC
• Fundraising chair working on pre-convention fundraising ideas..

DIRECTORS REPORTS

Chair – Earl H. Excused report submitted

Highlights:

• Job metrics documents for the Office Manager duties is due to be completed June 1st 2024. Treasurer – Jonathan H. Excused report submitted

Treasurer – Jonathan H. Excused report submitted

Highlights:

• Bank Contact
  • Motion passed to move all CA bank accounts to Chase.
  • Have spoken with Business Banker at Chase Bank and they will begin the process as soon as we are ready to open all necessary accounts.

• Bookkeeper
  • She spent time catching up on all transactions and is working to fix the undeposited funds account to ensure it is accurate.
  • International Account has been entered and reconciled through 4/17/24.
  • ll reconciliation has been done through the end of April.

• International Bank Account
  • Entries have been created and reconciled through 4/17/24
  • Sent Bookkeeper YTD transactions for entry through 5/16/24
• Taxes
  • Have spoken with new potential accountant, provided last 2 years taxes for review to get appropriate quote on tax filing and prep.
• Reconciliation
  • 100096 International HSBC – 4/17/24
  • 100097 Convention 2024 – 4/30/24
  • 100098 Convention 2025 – 4/30/24
  • 100099 BofA Operating – 4/30/24
  • 100110 Convention 2026 – 4/30/24

Page | 2

• • 100113 Convention 2027 – 4/30/24
  • 100114 BofA Petty Cash – 4/30/24
  • 100118 BofA Publication Fund – 4/30/24
  • 100119 BofA Prudent Reserve – 4/30/24
  • 200105 BofA Mastercard – 5/10/24
• Financials Included:
  • CAWSO
    • Income Statement
      • 2024 through 4/30/24
      • YTD through 5/16/24
    • Balance Sheet
      • 2024 through 4/30/24
      • YTD through 5/16/24
    • Statement of Cash Flows
      • 2024 through 4/30/24
      • YTD through 5/16/24
    • Budget vs Actuals
      • 2024 through 4/30/24
      • YTD through 5/16/24

Secretary – Yves W.

Highlights:

• Archives Committee
  • Backup of CA Digital Archive Files
    • 2024-04-29 – ca.org backup
    • 2024-04-29 – docs.ca.org backup | 1624 records 
    • 2024-04-29 – museum.ca.org backup | 1703 images | 1208 records 
    • 2024-03-29 – audio.ca.org back up | 579 audio file1
    • 2024-05-02 – Thumb drive backup
    • 2024-04-30 – External 120GB Hard Drive (1)
    • 2024-04-30 – External 120GB Hard Drive (2)
    • 2024-05-01 – CAWSO Backups of ca.org, docs.ca.org, museum.ca.org, pi.ca.org, audio.ca.org 
    • 2024-05-04 – Cloud account – up to date (synced with CF personal computer)
  • Museum
    • 501 users | 479 were NEW users | 1281 page-views
• LCF Committee
  • 12 Step Companion Guide 2nd Edition proofreading (Point 16):
    • They have finished proofreading and corrected errors. Will need to go back to the printer for a final LCF approval and then it will be at Point 17 for authorisation to publish from WSBT.

• • HFC III edition:

Page | 3

• • • In progress, the email is created for submission or stories. The team is gathering information for the flyer and landing page, to hopefully have it done for the next LCF meeting.

• • Translation Glossary of terms
    • The have created a subcommittee to build the English version. I will be part of this subcommittee.

• NewsGram
  • For the coming Q22024 edition, the theme is “Emotional Sobriety” we are a little late, working with Kenny S. as a training session and then I will be of support after as a proofer for the next one. Should be completed by the coming weekend.
    • We did receive 9 articles, 6 from members, (one in Swedish, we include an English translation), 1 from Archives, 1 from WSBT and 1 from WSCIT.

Director of Conv & Conf – Jesse G.

Highlights:

• CAWS 2024 Netherlands
  • Currently at 800+/- registrations of various kinds deals and 2063 room nights as of May 2024.
  • Working on finalizing memorabilia and check requests
• CAWS 2025 Arizona
  • Program is progressing.
    • Focus on special events and entertainment.
• CAWS 2026 Florida
  • Focused on Fundraising (t-shirts and oppty drawings)

• WSC Conference 2025 – DFW – 27-AUG-2025 to 31-AUG-2025
  • Contracts for 2025 are finalized; have of fully executed copies.

• WSC Conference 2026/2027 – TBD
  • Since the 2024 and 2025 contracts are executed, I will begin working on these soon. Hope to start by May 31

• CAWS 2027 – Washington State
  • Contract has been approved by TNC.

• Bid committee vetting.
  • Scotland has confirmed they received the comments concerning their bid and their committee will be making changes to their proposal and resubmitting.
  • Ontario has confirmed they received the comments concerning their bid and their committee will be making changes to their proposal and resubmitting.

• Conference committee
  • They are preparing for conference on day to get an update the other day, there is 117 votes from 32 areas and boards, 47 registrants. They’re working through referrals. They’re adding new BOX participants, and the hotel liaison is working on setups for committees.

Director at Large – David C.

Highlights:

• Translations Sub-committee
  • Johan MERT presented draft additional heading to page six of the Translations Process, referring specifically to digital materials for consideration at May meeting.

Page | 4

• • Joni is currently working on a ‘quick view’ sheet to help both the WSOB and Areas to monitory the translations process.
  • Joni and I will be Training Tai (Office Manager) in the translations process etc. before being invited to the WSOBTC permanently.
• WEB Update RFP Sub-committee
  • WSOB approved the appointment of a CRM consultant to enable the selection from 3 CRM platforms suitable for the WSO.
• Long-term planning Advisory
  • WSBT created an advisory sub-committee to look at “Revamping / Remodeling the NewsGram”.

Director at Large – Joanne P. Highlights:

• WSOB Policies and Manual
  • Process for the print on demand literature.
    • We ask the trustees for guidance regarding the North America areas whether this should now be cascaded to those areas and the best way to proceed with this. This has been raised by the WSOT to see whether this needs to go into WSBT long term planning.
• We need to work on last year motion to conference:
  • WSOB to create an Ad hoc committee that would be live for a month chaired by a WSOB member that would proceed to a complete audit of the ca.org website including the following:
    • WSBT for tradition violation audit
    • LCF for our literature content audit
    • IT committee for WEB site functionalities and guidelines audit 
    • Archives committee for Virtual Museum audit
    • PI committee for PI member page audit 
    • WebServant
    • From the audit, the ad-hoc committee will provide a report with the findings, an action plan and recommendations if needed. The report would be part of the WSOB Conference Report
• Long-term planning Advisory
  • WSBT Created an advisory sub-committee “Print on Demand – North America” to focus on the feasibility of rolling out the Print on Demand process, including pamphlets and books across North America. I have agreed in the interim to chair this project and we have planned our first meeting for Sunday 26th May.

Director at Large – Jason S.

Highlights:

• Ad Hoc Move Committee
  • Many properties reviewed. Some were targeted for onsite inspections. There is a lot to report. The team has worked diligently to find our spot. A lot of stops and go. We have some LOI(s) submitted currently waiting to hear back on 2.

Director at Large – Randy G.

Highlights:

• Conference Committee meeting went well with no specific requests for the WSOB above and beyond normal practices.

Page | 5

• • There was mention of the possibility of email addresses for Committee positions to be consistent with the position instead of the individual. This would allow for smoother transitions with new people coming in and out of roles. Definite advantages and we may want to look into making that part of our CRM integration.

• Referral work:
  • I have drafted responses to all of our outstanding referrals and will present them to the WSOB one at a time in our WhatsApp chat group as business times permit

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • There are currently no contracts submitted for TNC review.

• LEGAL
  • Suite of Documents
    • The final version of our Fair Use Policy is in the process of being formatted in the same template as the WSM. The policy provides guidance on C.A. Intellectual Property, licensing, and reprint policy.

WSOT Trustee – Robert B.

Highlights:

• General Activities
  • Working with WSO to kick-off UK key tag manufacturing
  • Finalized update for WSBT travel policy. Should be able to finalize WSOB travel policy with benchmark on this document.
  • Continue to monitor 11th Tradition Balloting process.
  • Worked with WSOB Chair to finalize all Insurance Requirements

• WSBT
  • WSO Chair & Treasurer Quarterly Reports Due – 19-JUN-2024
  • WSO Chair & Treasurer In-Person Review – 10-JUL-2024 (at CAWS 2024)
  • WSO Chair & Treasurer Quarterly Reports Due – 14-AUG-2024

UNFINISHED BUSINESS/PROJECT UPDATES

• Royalty, Copyright, Translation, Licensing agreements-step by step process for initial and then annual renewal, review, and invoicing. In process (Awaiting policy/procedure guidelines) Jo P
• WSOB reimbursement policy for conventions and conference. Motion to approve, seconded, Motion to Table, seconded, passed. Jo P
• Motion: to approve the WSOB reimbursement policy for conventions and conference as submitted, seconded. Passed
• Referrals from conference, 13 need review and work.
• UK Chip manufacturing update

Page | 6

• CRM Software update
• AZMove Update
• SR-14 Items – none would be required

NEW BUSINESS

• Website/CRM Specialist Proposal – This will be moved to our June meeting.
• Rooming at WSC – Discussion occurred
• Per Diem Check Advances – Discussion occurred (Either check, cash or PayPal through a request to the Chair

MOTIONS

SPENDING COMMITTEE

MONTHLY MEETING MOTIONS

• Motion: to approve CR 2024-14 in the amount of $267 to Promothing.nl for memorabilia, seconded, Passed.
• Motion: to approve CR 2024-15 in the amount of $415 to Promothing.nl for memorabilia, seconded, Passed.
• Motion: to approve CR 2024-16 in the amount of $203 to Promothing.nl for memorabilia, seconded, Passed.
• Motion: to approve CR 2024-17 in the amount of $203 to Promothing.nl for memorabilia, seconded, Passed.
• Motion: to approve CR 2024-18 in the amount of $798 to Tegeltjes.com for memorabilia, seconded,.Passed
• Motion: to approve CR 2024-20 in the amount of $1753 to St. werelderfgoed Kinderdijk for special event, seconded,
• Motion: to approve CR 2024-21 in the amount of $2567 to Amsterdam Boat Experience for special event, seconded, Passed
• Motion: to approve CR 2024-22 in the amount of $101 to KLD Graphics for decoration, seconded, Passed.
• Motion: to approve CR 2024-23 in the amount of $407 to HvO Music and Books for entertainment event, seconded, Passed
• Motion: to approve CR 2024-24 in the amount of $186 to Marcel B. for entertainment event, seconded, Passed
• Motion: to approve CR 2024-25 in the amount of $310 to Temu.com (Klarna) M. for decoration, seconded, Passed
• Motion: to approve CR 2024-26 in the amount of $571 to rami.io GmbH for registration, seconded, Passed.
• Motion: to approve CR 2024-27 in the amount of $533 to Daelmans Stroopwafels for memorablia, seconded,
• Motion: to approve CR 2024-28 in the amount of $1169.79 to Amsterdam Royal FloraHolland for special event, seconded, Passed

Page | 7

• Motion: to approve CR 2024-29 in the amount of $1331.14 to Amsterdam Museum Ons’ Lieve Heer op Solder for special event, seconded, Passed
• Motion: to approve CR 2025-10 in the amount of $1800 to Salina’s Kitchen for fundraising, seconded, Passed
• Motion: to approve CR 2025-11 in the amount of $791,14 to Passport Coffee for fundraising, seconded, Passed
• Motion: to approve CR 2025-12 in the amount of $2625 to Whispering Pines Camp for fundraising, seconded, Passed
• Motion: to approve CR 2025-13 in the amount of $500 to Starfire Golf Club for special event, seconded, Passed

ONLINE MOTIONS

• Motion: to approve CR 2024-33 in the amount of $1604 to World Planet for memorabilia, seconded, Passed

MONTHLY MEETING

ONLINE MOTIONS

• None

Yves W., WSOB Secretary

Page | 8

NEW REFERRALS RECEIVED:

None

SUMMARY OF COMMITTEE MOTIONS:

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

WSOB 2023-12 Post-Conf 2023

Catherine A. E. CAUK Area

“I would like the WSOB, working with the collaboration of H&I to look into the creation of a distinct “”newcomers”” H&I chip. For those newcomers who “”got the message in H&I”” this could be a metal chip or a new coloured chip to give to potential new members and to honour the special relationship for those that meet Cocaine Anonymous in hospitals, institutions, treatment centres etc. Thank you for reading my referral.”

Referred to LCF Committee

REFERRALS STILL IN COMMITTEE:

WSOB 2023-08 Post-Conf 2023

Nadz L. Ireland

Can a full audit of the ca.org website to streamline its content and remove so many of the hyperlinks to documents are added. There are discrepencies from one page to another with different versions of the same document.

WSOB 2023-09 Post-Conf 2023

Nadz L. Ireland

I am not sure if this should go to the WSOB or to the WSITC but here is my referral.

I would like to see the website supporting the WCAG 2.1, in support of our disabled community (e.g. learning difficulties, visual impairement, …).

WSOB 2023-10 Post-Conf 2023

Wade G. Utah Area

“Be it Resolved:

That the new website of CA:

1-be centered to be a resource for the general public unfamiliar with CA first.

2-information for existing members of CA, CA delegates, WSBT, etc be secondary to the meeting the needs of the general public

3-that public information be the primary aim for the website”

WSOB 2023-11 Post-Conf 2023

Renzo P. Holland Area

“To put an option to buy the Quit Peace in the app. It can be a paid add-on. But it would be amazing if get an pop-up every day. Thanks for considering it.”

Page | 9

WSOB 2023-13 Post-Conf 2023

Nadz L. Ireland

I was wondering if there could be an option to have the physical books available via Amazon (or another similar worldwide distributing company), as the Kindle versions are, so that it helps reduce the shipping and custom costs from Areas outside the US. This has been a constant struggle at least for Ireland to get easier access to the physical C.A. books

WSOB 2023-14 Post-Conf 2023

Russel S. Thailand

After discussion with key members/groups within CA Thailand I must notify you of our decision to address a continuing lack of attention by our WSO with regards donations from groups here. The commitment from WSO to provide a simple and timely confirmation of receipt of money is lacking.

While I’m sure you may have what seem like legitimate reasons and excuses as to why a donation is not acknowledged within a period of 7 days none of them are credible or respectful of the concern shared by members after many handling failings at WSO. As a small business owner with a turnover larger than CAWSO and with multiple payments received each day (using several payment transfer platforms) I am staggered that such a simple task cannot be prioritised and managed in a timely manner.

At WSC this year (2023) the floor was assured that this issue was dealt with, yet this is obviously not the case.

*I there ask that you please clarify the SOP regarding timelines for donation receipts and present this concern, with a clear solution, at WSC 2024*.

After much consideration please also accept this as notice that no further donations will be made under CA Thailand until this issue is resolved accordingly. While we await a receipt of a donation, we will not be sending another. If the timeline exceeds 7-10 days, we may sadly cease donations to CAWSO.

CLOSED REFERRALS:

Page | 10