Sept 21, 2024 – WSOB Minutes

WSOB MINUTES SEPTEMBER 21, 2024

OPEN MEETING @ 8.00 AM PST

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

TRADITION – Yves reads the 9th Tradition.

CONCEPT – Robert reads the 9th Concept.

ROLL CALL & QUORUM DETERMINATION

Present:

• Randy G., Chair
• Jonathan H., Treasurer
• Jesse G., Director of Conv & Conf
• Yves W., Secretary
• Jason S., DAL
• Robert B., WSOT
• Joni E., WST
• Jay P., CAWS 2025 Chair
• Justin C., CAWS 2026 Chair
• Nathan, CAWS 2027 Chair
• Kenny S., NewsGram Editor

Guests:

• John R.
• Jeanette J.
• Wesley B.

CHAIR ANNOUNCEMENTS

• August 17, 2024, minutes were approved.
• Requested Tai to participate in Translation Committee’s efforts. o
• Final truck has been unloaded and office is on track for deadlines.
• Archive crew came in for a few days and put their world together.

SEVENTH TRADITION –

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

CAWS CONVENTION REPORTS

CAWS 2025 (Arizona) Jay P.

Highlights:

• Working through some glitches on the website regarding the hotel. Hotel is sold out.

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• The next few months we will be super focused on executing any contracts.

CAWS 2026 (Florida)

Highlights:

• The Memorabilia Committee with the Artwork Committee to collaborate on the use of the already approved graphics/images, and to discuss how these, and other potential artwork, would translate to the memorabilia we’ll offer.
• As of now, there is no single “main logo” for the convention.
• We have our web domain secured, and the Registration Chair is currently building the site.

CAWS 2027 (Washington)

Highlights:

• The Sheraton Hotel contract has been fully executed. The details and timeline of the payment schedule has been passed on accordingly.

• Vice-Chairperson will be coordinating committee meeting with current elected chairpersons and review Duties/Responsibilities for each position.

• Treasurer will be coordinating committee meeting, including the expectations of obtaining bids, submitting check requests, & money handling.

DIRECTORS REPORTS

Chair – Randy G.

Highlights:

• The move of the office is getting closer and closer to a finished product. The staff and I appreciate the willingness of the WSOB in their assistance in getting us to the finish line.
  • Motion is currently on the floor for the conference table and we look forward to procuring the chairs next.
  • Glass for the conference room is in the hands of the schedule for the installation group. As is the vinyl coverings for the windows to be completed. We anticipate both to be done in time for the open house.
  • The archives folks spent time in the office and have completed their efforts to organize their area and provide the office with some amazing showcase items.
• I am in the office a minimum of three times a week and Tai and I have produced a master checklist to stay on top of the many items that need to be addressed. We are asking the board members that have some responsibility to these items to understand the importance of consistent effort moving forward.

Treasurer – Jonathan H.

Highlights:

• Bookkeeper
  • International Account has been entered and reconciled through 7/17/24.
  • Provided the 8/17/24 and 9/17/24 statements on 9/20/24 and they will be reconciled for the next meeting.
  • All reconciliation has been done through the end of August.

• Bank Contact
  • Motion passed to move all CA bank accounts to Chase.
  • Have spoken with Business Banker at Chase Bank and they began the account opening process. I should have the initial paperwork this week to sign. Once complete, we will send out paperwork to

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Randy, Robert, and Joni to have them added to the accounts. All will be added prior to transferring any funds. The accounts will be open this week prior to new office official opening.

• Conference
  • Completed Amended 2024 and 2025 budgets that were passed on the floor.
  • Will have budgets updated by next meeting into QB.

• International Bank Account
  • Entries have been created and reconciled through 7/17/24
  • New statements to sent to bookkeeper on 9/20/24 for August and September
  • Will be making a motion to determine final balance to leave in the account and move funds back into the US.

• Taxes
  • Confirmed that extensions were filed for 2023 taxes, they were done late but have been filed.

• Prudent Reserve and Disaster Recovery Policy
  • Determination at Conference to submit final policies for approval by WSOB and then WSOT. o Spoke with WSOB and will be using the following process:

• • Make updates to policies

• • Submit policies for WSOB approval

• • Upon WSOB approval, submit for Trustee approval.

• Reconciliation
  • 100096 International HSBC – 7/17/24
    • August and September Statement to Bookkeeper.
  • 100097 Convention 2024 – 8/31/24
  • 100098 Convention 2025 – 8/31/24
  • 100099 BofA Operating – 8/31/24
  • 100110 Convention 2026 – 8/31/24
  • 100113 Convention 2027 – 8/31/24
  • 100114 BofA Petty Cash – 8/31/24
  • 100118 BofA Publication Fund – 8/31/24
  • 100119 BofA Prudent Reserve – 78/31/24
  • 200105 BofA Mastercard – 9/10/24

• Financials Included:

• • CAWSO
    • Income Statement
      • YTD through 8/31/24
      • YTD through 9/20/24
    • Balance Sheet
      • YTD through 8/31/24
      • YTD through 9/20/24
    • Statement of Cash Flows
      • YTD through 8/31/24
      • YTD through 9/20/24
    • Budget vs Actuals
      • YTD through 8/31/24
      • YTD through 9/20/24

Secretary – Yves W.

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Highlights:

• I have updated the summary of our motions (WSOB MOTIONS LOG.xlsx) and our Referral log (2024 WSOB MOTIONS LOG.xlsx), and I did submit our After Conference report to the Box

• Archives Committee
  • Next meeting on October 5.

• LCF Committee
  • Next meeting on September 22nd.

• NewsGram
  • Next Theme for Q42024 is “2024 World Service Conference”, deadline for articles submission is October 1, 2024.

Director of Conv & Conf – Jesse G.

• CAWS 2024 Netherlands
  • Chair has confirmed that from their perspective the numbers they sent are final and has checked in with me to verify
• CAWS 2025 Arizona
  • Sent addendum to TNC for more hotel rooms (94% occupancy) o 80 registrants
• CAWS 2026 Florida
  • Refining registration packages.
  • Filling chair positions.
  • Working on “main logo”
• CAWS 2027 Washington state
  • Meet every other month so continued with
    • Filling chair positions.
    • Working on theme/artwork; submissions to be submitted to WSOB and WSBT soon.
    • Forming a fundraising committee
• WSC Conference 2024 – DFW – 28-AUG-2024 to 01-SEP-2024
  •  Received final bill 9/5/24.
  • Sent bill to Tai on 9/9/24.
  • Have sent bookkeeper information as requested concerning 2 hotel rooms to finalize payment on 9/17/24
  • Hotel bill is ready to be paid and requested that office pay hotel bill which is due on 10.5.24.

Director at Large – Jason S.

Highlights:

• Ad Hoc Move Committee
  • A few more visits to the office to get the computers and phones working.

• Ad Hoc Tech and Website
  • Met at Conference to discuss the Website.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

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• TNC
  • 2026 and 2027 Conference Hotel Contracts
    • Both contracts have been reviewed by TNC and approved by WSBT.
  • CAWS 2025 AZ Overflow Hotel Contract
    • Contract is being reviewed by TNC with a deadline for comments set for 09/20/24. Upon receipt of any comments, we will address any further changes, if any, and then submit to WSBT for final approval.

• Translation Committee
  • We have received several recent inquiries requesting permission to translate the 12 Step Companion Guide and A Quiet Peace

WSOT TRUSTEE – Robert B.

• New Trustee COI Documents to be completed at Q4 Meeting – WSOB Members need these done by the end of this year as well.
• WSBT
  • WSO Chair & Treasurer Quarterly Reports Due – 19-NOV-2024
  • WSBT Q4 Meeting (Phoenix) – 06-DEC-2024 to 08-DEC-2024
  • Board to Board Meeting – 08-FEB-2025
  • WSO Chair & Treasurer Quarterly Reports Due – 07-MAR-2025
  • WSO Chair & Treasurer Quarterly Reports Due – 02-MAY-2025
  • WSO Chair & Treasurer Interviews – 21-MAY-2025
  • WSO Chair & Treasurer Quarterly Reports Due – 06-AUG-2025

UNFINISHED BUSINESS/PROJECT UPDATES

NONE

NEW BUSINESS

NONE

MOTIONS

SPENDING COMMITTEE

• MONTHLY MEETING MOTION
  • Motion: to transfer 3500 U.S. dollars at the appropriate currency conversion. To the Holland Local Area, seconded, Passed.

• ONLINE MOTIONS
  • Motion: to spend up to $1500 on shirts and $500 on food and drinks for the Open House. T-Shirts to be sold at $20 each, and other items at best rate possible; all revenue to GL 400409 and expenses to GL 500103, seconded, Passed
  • Motion: to accept bid 1 for $1832.50 for a conference table, delivery, and installation for the WSO, seconded, Passed
  • Motion: to approve the purchase of 18 mesh chairs from Costco, at 119.99$ each for a total of 2152.82$ total, before taxes, seconded, Passed

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• • Motion: to approve $880.00 expense to get rid of the rest of the junk at the Long Beach office, seconded, Passed

MONTHLY MEETING

• • Motion: to transfer 115,299.70 GBP from HSBC to BofA Operating Account, leaving a balance of
  • Motion: to transfer $50,085.48 from Operating Account to prudent reserve account bringing the balance to $175,000. Transfer $14,441.28 from operating account to publication fund account bringing balance to $25,000, Passed.

ONLINE MOTIONS

• • Motion: to allow the 2024 Convention to sell their remaining memorabilia to assist the CA fellowship, Passed.

Yves W., WSOB Secretary

NEW REFERRALS RECEIVED:

WSOB 2024-01 pre-Conf 2024

Patrice H F. Ohio area

Under box instructions, it states a change was made to the way information would be disseminated. “The World Service Office will no longer send out quarterly emails to delegates. Instead, all information will be uploaded to Box.” in the world Service Manual under World Service Office it states ” The World Service Office (WSO) is the main contact and distribution point of C.A. Its main purpose is to maintain contact with members, Groups, Districts, and Areas. Contact is sustained through correspondence, newsletters, e-mail, the website www.ca.org, and representatives within our service structure.

I have some questions I would like to have addressed. 1. Who had the authority to make this decision? 2. Why was this decision made? 3.What has to happen to continue to get the quarterly emails?

It was my understanding the Box was a tool used for conference information (which is good for the conference by the way). The emails sent quarterly makes it easier to share the information with our members. We are able to print important information for announcements/events etc.

Most of the fellowship is not aware of the Box and although as of now, there doesn’t seem to be any restrictions to who can have access to the Box, it is not easy to navigate. We have many members who prefer to keep it simple.

WSOB 2024-02 pre-Conf 2024

Maggie M. CA UK

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I am hoping somewhere along the way it could be taken serious 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

SUMMARY OF COMMITTEE MOTIONS:

None

REFERRALS THAT WERE FORWARDED TO OTHER COMMITTEES:

None

REFERRALS STILL IN COMMITTEE:

None

CLOSED REFERRALS:

None

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