Sep 3, 2005 – Day 5 – Daily Summary – Convention Committee Closing Report

CONVENTION REPORT

INTRODUCTION AND OPENING COMMENTS

Opening Comments

Our committee worked throughout the year to support the upcoming CAWS Conventions. In committee we addressed the referrals sent to us and discussed how we can be of greatest service to the conference floor. Our commitment to you insures that we continue to question our process and how we fulfill the function of our committee. We will be presenting to the Conference Floor the bids from Colorado and Wisconsin for the CAWS 2009. Throughout the year we will be working on internal guidelines and defining the process to substantiate bids. We truly appreciate the opportunity to be of service to the fellowship.

Committee Introductions

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Tammy Peacock – Chair	Carl Warlick – Trustee	Stacy Keyes-Weston
Barry Haynes – Vice Chair	Arnold Montgomery	Mike Gartrell
Susan Calkins – Secretary	Benjamin Shuler	Walter Johnson
Cindy Cougot – Co-Secretary	Esther Bowens	Ray Muir
Kelley Colvin	Sean Dugan	Jim Holder
Ellen Uhlig	Rob Wellhauser	Terry Marsden
Yvette Holman	Alissa Zucker
Waheedah Muhammad	Kathy Jo Rangno – WSOB Director II

Patty Flanagan, In Absentia

2009 Conference Bid Committees

Questions:

Chair – 15 questions total will be allowed and both committees will answer the question.

Chair – No questions? Ok then.

Vote will be taken by a secret written ballot.

Gerald Collard – How was the secret ballot determined?

Chair – It is the chair’s prerogative and the decision was made so that people can vote their conscience.

Kim Sherwan – Point of order – the voter put who they are on the ballot?

Chair – Yes.

Mike Gartrell – Parliamentary Inquiry

John Bodkin – Point of Order – Will the ballot become null and void if they do not have a name. Will the ballots be destroyed after counting the votes?

Chair – Yes and yes

Dan Santa Maria – The order of the city. Chair – Was determined by a coin flip. –

Chair – Was determined by a coin flip.

Tony Drake – Where is it determined who decides how a vote is done?

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Chair – 6.11 in WSM.

Mark Gartrell – How do we make a provision to take questions?

Chair – The normal procedure is for people to ask questions of the bid committees. If there was a question of the bid committee it could have been asked before now.

Kevin Murphy – Reads page 6.11 for methods of voting. Montgomery – Parliamentary Inquiry – are we checking handwriting? –

Break

The winner of the 09 World Convention bid is …. 138 ballots distributed, 137 returned. 4 abstentions; 50 Milwaukee; 83 for Denver

Congratulations Denver!!!

COMMITTEE WORK THAT RESULTED IN MOTIONS

MOTION: To approve the CAWS 2006 budget.

Income	Budget
4000 Youth Registration	150.00
4001 Early Early Registration	1,500
4002 Early Registration	6,000
4003 Registration Convention	22,500
4005 Banquets	35,000
4006 Brunch	8,750
4007 Coffee Rev/Bottomless Cup	7,000
4008 Pre Convention Memorabilia	6,000
4009 Memorabilia Convention	20,000
4010 Fundraising	8,000
4012 7th Tradition Contribuition	3,000
4013 Donations
4014 Auction/Drawing	9,000
4015 Hotel Room Rebate	10,000
4016 Tape Sales	2,500
4019 Special Events
4020 NASA Trip	2,400
4021 Aquarium	1,000

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4022 Houston Experience	600.00
4023 Golf	3,000.00
4024 Fun Run	1,000.00
Total 4019 Special Events
4025 Entertainment	14,500.00
4026 Centerpieces	5,000.00
Total Income	166,900.00

Expense
6000 Registration Expenses	6,100.00
6002 Banquet Expense	26,400.00
6003 Brunch Expense	7,000.00
6004 Coffee Expense	6,250.00
6005 Entertainment Expenses	4,500.00
6006 Speakers	4,800.00
6007 Fundraising Expenses	4,000.00
6009 Printing & Programs	4,000.00
6011 Scholarships Expenses	1,000.00
6012 Centerpieces Expenses	2,500.00
6013 Hospitality Room	1,500.00
6019 Special Events Exp.
6020 NASA Trip	1,300.00
6021 Aquarium	800.00
6022 Houston Experience	300.00
6023 Golf	2,250.00
6024 Fun Run	550.00
Total 6019 Special Events Exp.
6025 Pre Convention Memorabilia	3,500.00
6026 Memorabilia Expense	17,500.00
6027 Auction/Drawing Expense	3,500.00
6030 Postage	1,200.00
6031 Outreach	2,500.00
6032 Insurance	1,000.00
6033 Decorations	1,000.00
6034 Special Needs	1,000.00
6035 Art Work	500.00
6036 Security	800.00
6037 Misc/Office Supplies	2,000.00
6038 NSF Checks	500.00
6039 Telephone	500.00
6040 Marathon Meetings	600.00
6041 Workshop	700.00
6042 Evaluation	200.00
6043 Audio Visual	7,000.00
6045 Upcoming Chair Expense	1,000.00

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6046	Unity	500.00
6048	Bank & Credit Card Fees	1,500.00
6050 Computer Rental		1,500.00
6051 Public Information		500.00
Total Expense		122,250.00
Net Income		44,650.00

Second _–

Walter Johnson Speaks in favor of the budget. The budget has been reviewed by WSO and the Finance Committee.

Brian Tenenbaum – Speaks in favor of motion. Finance is very very happy with the budget.

Tony Drake – Point of Information – How are you arriving at the numbers for the banquet numbers?

Walter Johnson – That reflects 400 brunches.

MOTION: To approve the CAWS 2006 budget.

Motion carries with substantial unanimity.

MOTION: To approve the CAWS 2007.

CAWS 2007 Proposed Budget

	Budget
Income
Registration Early 400 @$35.0	14,000.00
Registration Late 400 @ 45.00	18,000.00
Banquet 350 @ $55.00	19,250.00
Brunch 200 @ 30.00	6,000.00
Bottom Less Cup	2,000.00
Entertainment/Dances 200	15,000.00
Special Events	8,800.00
Auctions/Drawings	14,500.00
7th Tradition	2,000.00
Donations	1,000.00
Room Credit	11,000.00
Audio Tape Sales	2,000.00
Scholarships	500.00
Pre-Convention Fundraising	6,000.00

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Memorabilia – Convention Sales	25,000.00
Total Income	145,050.00
Expense
Registration	6,000.00
Banquet Expense 350 @ 34.00	11,900.00
Brunch – Brunch Expense 200 @
Expense 200 – 20.00	4,000.00
Entertainment –	10,000.00
Coffee Reserve 350 gal @24.00	8,400.00
Bottom less cup	1,000.00
Printing & Programs	4,000.00
Special Event Expense	6,500.00
Marathons	550.00
Hospitality	2,600.00
Security/Information	1,000.00
Child Care/Youth Events
Memorabilia
pre convention	2,000.00
on site	13,000.00
Audio/Video	5,000.00
Outreach	900.00
Design, Layout & Artwork	500.00
Special Needs	1,000.00
Advance Information	500.00
Computer Rental	200.00
Auction	3,800.00
Public Information	500.00
Decorations	1,280.00
Bad Checks -Bank Fees	1,500.00
Pre-Conv. Fund Cost	2,000.00
Telephone	400.00
Postage	1,100.00
Misc/Office Supplies	1,500.00
Evaluation	70.00
Scholarships Expense	600.00
Speaker	3,500.00
Workshop	1,000.00
Chair Expense	900.00
Insurance	1,000.00
Source Table books	50.00
HFC @ 10
Total Expense	98,250.00
Net Income	46,800.00

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Second

Brian Tenenbaum – Speaks in favor of the motion. We, the finance committee is very happy with the budget.

Bob Lemon – Is the banquet price accurate?

Tony Drake – Yes. It has already been negotiated.

MOTION: To approve the CAWS 2007.

CAWS 2007 Proposed Budget

Motion carries unanimously.

REFERRALS THAT RESULTED IN MOTIONS

1. Referral #2962, 4417 and 4546 – Diversity in CAWS Speaker Selections

Referral #2962 – Suggestion to place in Convention Guidelines to have CA speakers at CAWS Conventions chosen from each of the CA regions, in spirit of unity and to show the diversity within the fellowship.

Referral #4417 – Please consider adding to the CAWS Convention Guidelines (under the Speaker Chairperson description, General Guidelines, or both) a recommendation that a wide variety of speakers be selected_’ in order to reflect the diversity within our fellowship, in terms of each speaker s gender, ethnic background, geographic location, individual speaking style, and experience, strength and hope.

Referral #4546 – After attending the WSC in Memphis, we feel that the procedures for selecting speakers be revisited, CA stories not preachers.

MOTION: Add the following to the Speaker Chairperson and Workshop

Chairperson, revise **NOTE** in Speaker Chairperson_“ on Page 13 and add **NOTE** to Workshop Chairperson on Page 12, Please refer_” to Page 5 of the Unity Workbook, Suggestions on Dealing with Diversity.

Second

Cynthia Cronkhite – Point of Information

Danny Holland – Motion to rescind response of referral #4546 from that motion.

Vinney Martin – Point of Order – Did an alternate delegate with no vote make a motion?

Chair – Yes. that motion is out of order.

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Danny Holland – Parliamentary Inquiry – Can the chair make a ruling that a person without a vote can make a motion?

Chair – the point is moot.

Susan Doch – Speaks against the motion as written. Would like to see something more specific.

David McComb – Parliamentary Inquiry – Is a parliamentary inquiry a motion?

Chair – Yes.

John Whitaker – Motion to amend.

MOTION: Add the following to the Speaker Chairperson and Workshop Chairperson, revise **NOTE** in Speaker Chairperson_“ on Page 13 and add **NOTE** to Workshop Chairperson on Page 12, Please refer to Page 5 of the Unity Workbook, Suggestions on Dealing with Diversity and that a wide variety of speakers be selected_’ in order to reflect the diversity within our fellowship, in terms of each speaker s gender, ethnic background, geographic_” location, individual speaking style, and experience, strength and hope.

Second

John Whitaker – Speaks in favor of motion. Would like to have the information right there rather than having to refer to another document.

Tammy Peacock – Speaks against the motion to amend and it is the consensus of the committee to do so. We do not want to dictate to the host cities. There are a lot of reasons to why we decided not to do that. We feel it is very important to leave it to the host city, believe that unity and the betterment of the fellowship is the purpose.

David McComb – Speaks against the motion. Believes that we are on shaky ground to be violating Tradition 2.

Bobbie Harmon – Speaks against the motion to amend.

John Bernardone – Speaks against the motion to amend.

Howard Eley – Speaks in favour of the amendment.

Anne Mosberglia – Speaks in favor of the amendment.

Dan Santa Maria – Calls the question.

Second

Motion passes with substantial unanimity.

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MOTION: Add the following to the Speaker Chairperson and Workshop Chairperson, revise **NOTE** in Speaker Chairperson_“ on Page 13 and add **NOTE** to Workshop Chairperson on Page 12, Please refer to Page 5 of the Unity Workbook, Suggestions on Dealing with Diversity and that a wide variety of speakers be selected_’ in order to reflect the diversity within our fellowship, in terms of each speaker s gender, ethnic background, geographic_” location, individual speaking style, and experience, strength and hope.

Motion to amend fails.

Main Motion: MOTION: Add the following to the Speaker Chairperson and Workshop Chairperson, revise **NOTE** in Speaker _“Chairperson on Page 13 and add **NOTE** to Workshop Chairperson on Page 12, Please_” refer to Page 5 of the Unity Workbook, Suggestions on Dealing with Diversity.

Bobbie Harmon – Speaks against the motion. This does not come up until the_… speakers are all black. We should not have to suggest to an area what they should do the bulk of us practice love and tolerance.

Gloria Bridget – Speaks against the motion. Seems like we are trying to make everyone like what we like. We do_’ not have the right to dictate. Our primary purpose is to carry the message and we don t know whose message someone will hear.

David McComb – Point of Order

Curtis Odem – Point of Order – Extended to a member of the committee.

Walter Johnson – Parliamentary Inquiry – Was the list of people on the main motion used when we finished with the motion to amend?

Chair – Yes, that is what is attempting to be done.

Barry Haynes – Yield time to Trustee.

Carl Warlick – Speaks in favor of motion. The Committee discussed the motion for about three hours and then we went home and prayed about it. When we returned, we received a suggestion on how to deal with diversity which was a great solution.

Tad Smith – Speaks against the motion.

Dave McComb – Speaks in favor of the motion. It only asks for people to refer to the unity guidelines, not dictating what they have to do.

Ethel Thomas – Speaks in favor of the motion. We are confusing the word diversity. We all have the same message. It is not dictating the style of the message.

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Jennifer Scheible – Point of Order – Are we at 5 for and 5 against?

Chair – Not yet.

Deedee McKinney – Speaks against the motion. The information is already there for people to look at.

Arnold Montgomery – Speaks in favor of the motion_’. We were tasked with_’ addressing the referrals and we did answer them. We didn t change the chairperson s duties. If I am truly being open minded and carrying out my duties, then I am sensitive to all the diverse areas. We simply referred you to a place to look if you are putting on a convention.

Walter Johnson – Speaks in favor of motion. For us to deny that we have a diverse fellowship that should be recognized would be a mistake. All this is asking is that, when we do world conventions, our speakers, our workshop speakers should be reflective of our fellowship. Diversity goes far beyond race and gender.

MOTION: Add the following to the Speaker Chairperson and Workshop Chairperson, revise **NOTE** in Speaker Chairperson_“ on Page 13 and add **NOTE** to Workshop Chairperson on Page 12, Please_” refer to Page 5 of the Unity Workbook, Suggestions on Dealing with Diversity.

Motion carries with substantial unanimity.

2. Referral #3553 – Change wording in guidelines in regards to participation in a CA convention.

Kellie Colvin:

MOTION: In the Convention Guidelines, _“amend every reference under each Chairperson’s Past Service Work Required: “Participation on a CA convention” and replace with “Prior experience on a CA convention committee.”

Second

Tad Smith – Speaks against the motion. What happens if we go to a city or area that has never hosted a convention.

Robin Long – Speaks in favor of the motion. It is essential for someone to have prior convention service work.

Brian Tenenbaum – Speaks in favor of the motion. It helps in the suggested guidelines that you have prior work because it is helpful if you have prior experience.

MOTION: In the Convention Guidelines, _“amend every reference under each Chairperson’s Past Service Work Required: “Participation on a CA convention” and replace with “Prior experience on a CA convention committee.”

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The motion passes with substantial unanimity.

3. Referral #3919- Change wording in “convention contract negotiating tools.”

Terry Marsden:

MOTION: On Page 27, Item_” 13 of Suggested Convention Contract_” Negotiating Tools, remove the word “Free” and insert in its place “Complimentary.”

Second

Motion carries with substantial unanimity.

4. Referrals #4001 & 4646 – Create an Archive Committee. Yvette H

MOTION: Create “Archive Chairperson” and “Archive Vice Chairperson” positions to be included in the WSCCC Guidelines on Page 17 after the Memorabilia Chairperson and before Fundraising Chairperson and the duties to read as follows:

ARCHIVE CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee.

QUALIFICATION: Good organizational skills.

DUTIES:

1. Contact WSO Archive representative for archive inventory list upon election/selection
2. Form a strong, security conscience committee.
3. Request inventory from WSO no later than March 1 of the current year convention.
4. Archives should be stored at a secured, licensed and insured storage facility. 
5. Coordinate with Hotel Liaison, Printing Chairperson, Memorabilia Chairperson, Decorations Chairperson and Audio/Tapes person.
6. All items, including an updated inventory list, should be returned to the WSO within fifteen (15) days of the convention closing.
7. Verify shipping and get tracking codes.

ARCHIVE VICE CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

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PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee.

QUALIFICATION: Good organizational skills.

DUTIES:

1. Assist Archive Chairperson as necessary.
2. In the absence of Archive Chairperson will be Acting Chairperson.
3. Contact WSO Archive representative for archive inventory list upon election/selection.

Second

Stacey Keyes-Weston add the section:

Add Archive Chairperson between Memorabilia and Printing to Flow Chart on Page 3.

Motion currently reads:

Friendly Amendment

MOTION: Create “Archive Chairperson” and “Archive Vice Chairperson” positions to be included in the WSCCC Guidelines on Page 17 after the Memorabilia Chairperson and before Fundraising Chairperson and the duties to read as follows:

ARCHIVE CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee.

QUALIFICATION: Good organizational skills.

DUTIES:

1. Contact WSO Archive representative for archive inventory list upon election/selection 
2. Form a strong, security conscience committee.
3. Request inventory from WSO no later than March 1 of the current year convention.
4. Archives should be stored at a secured, licensed and insured storage facility. 
5. Coordinate with Hotel Liaison, Printing Chairperson, Memorabilia Chairperson, Decorations Chairperson and Audio/Tapes person.
6. All items, including an updated inventory list, should be returned to the WSO within fifteen (15) days of the convention closing. 
7. Verify shipping and get tracking codes.

ARCHIVE VICE CHAIRPERSON

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SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee.

QUALIFICATION: Good organizational skills.

DUTIES:

1. Assist Archive Chairperson as necessary.
2. In the absence of Archive Chairperson will be Acting Chairperson.
3. Contact WSO Archive representative for archive inventory list upon election/selection.

Add Archive Chairperson between Memorabilia and Printing to Flow Chart on Page 3.

John Whitaker – Friendly Amendment

MOTION: Create “Archive Chairperson” and “Archive Vice Chairperson” positions to be included in the WSCCC Guidelines on Page 17 after the Memorabilia Chairperson and before Fundraising Chairperson and the duties to read as follows:

ARCHIVE CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee.

QUALIFICATION: Good organizational skills.

DUTIES:

1. Contact WSO Archive representative for archive inventory list upon election/selection 
2. Form a strong, security conscience committee.
3. Request inventory from WSO no later than March 1 of the current year convention. 
4. Archives should be stored at a secured, licensed and insured storage facility.
5. Coordinate with Hotel Liaison, Printing Chairperson, Memorabilia Chairperson, Decorations Chairperson and Audio/Tapes person.
6. All items, including an updated inventory list, should be returned to the WSO within fifteen (15) days of the convention closing. 
7. Verify shipping and get tracking codes.

ARCHIVE VICE CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee.

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QUALIFICATION: Good organizational skills and basic computer skills.

DUTIES:

1. Assist Archive Chairperson as necessary.
2. In the absence of Archive Chairperson will be Acting Chairperson.
3. Contact WSO Archive representative for archive inventory list upon election/selection.

Add Archive Chairperson between Memorabilia and Printing to Flow Chart on Page 3.

Accepted

Nick Alexander – Point of Information – Has the committee thought about making this a subcommittee under new standing archive committee.

Susan Doch – Friendly amendment. Change archive to memorabilia?

Not accepted.

David McComb – Point of information – Has the financial impact of this been explored? Stacey Keyes-Weston – Yes.

Nick Alexander – Friendly amendment. That this subcommittee be moved from this committee to the new Standing Committee.

Not accepted.

Joni Etue – Friendly Amendment – Change name to Convention Committee Archive.

Not accepted.

Susan Bredau – Speaks in favor of motion. Believes that archives are important enough such that they should be taken care of by their own committee as opposed to memorabilia.

Nick Alexander – Speaks against the motion. We just voted in a new standing archive committee and this would be a perfect thing for them to take on.

Susan Dock – Point of information – Will there be any direct communication with the new standing archive committee.

Stacey Keyes-Weston – No. This is just for the convention committee.

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Patty Flanagan – Speaks in favor of the motion. No one was bringing the memorabilia to us. This will help with our long-term goal to gather and protect this. The office will connect the communications of the committees with the same goals.

Yvette Hollman – call the question.

Chair – The motion is out of order. There is no one else prepared to debate.

MOTION: Create “Archive Chairperson” and “Archive Vice Chairperson” positions to be included in the WSCCC Guidelines on Page 17 after the Memorabilia Chairperson and before Fundraising Chairperson and the duties to read as follows:

ARCHIVE CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee.

QUALIFICATION: Good organizational skills.

DUTIES:

1. Contact WSO Archive representative for archive inventory list upon election/selection 
2. Form a strong, security conscience committee.
3. Request inventory from WSO no later than March 1 of the current year convention.
4. Archives should be stored at a secured, licensed and insured storage facility. 
5. Coordinate with Hotel Liaison, Printing Chairperson, Memorabilia Chairperson, Decorations Chairperson and Audio/Tapes person. 
6. All items, including an updated inventory list, should be returned to the WSO within fifteen (15) days of the convention closing. 
7. Verify shipping and get tracking codes.

ARCHIVE VICE CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee.

QUALIFICATION: Good organizational skills and basic computer skills.

DUTIES:

1. Assist Archive Chairperson as necessary.
2. In the absence of Archive Chairperson will be Acting Chairperson.
3. Contact WSO Archive representative for archive inventory list upon election/selection.

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Add Archive Chairperson between Memorabilia and Printing to Flow Chart on Page 3.

Motion carries with substantial unanimity.

5. Referral # 4205 – Due to lack of copies of 2003 referral #3650, which had attachments, I re-refer as best to my knowledge. Change Convention Guideline under Outreach and Special Needs as follows: Outreach Item 6: after coordination with Special Needs Chair, Registration Chair. Local H&I needs etc., upon evidence of special need coordinate and provide simultaneous translators for languages and sign language_– interpreters_– for main speakers meetings and selected workshops. Special needs change to Upon evidence of special needs after coordination with Outreach chair, Registration Chair, Local H&I etc.

Susan Caulkins

MOTION: On Page 9, Item 1 under Special Needs Chairperson, delete enlist_”and supply contractually_“ bound professionally certified Sign language interpreters and replace with “Upon evidence of special needs, and in coordination with the Outreach Chair, Registration Chair and local H&I, provide simultaneous translators for languages and professionally certified contractually bound sign language interpreters_” for main speaker meetings and selected workshops, to the extent practicable.”

Second

Dave McComb – Point of information – what constitutes evidence of special needs?

Susan Caulkins – Information from the registration forms.

Motion carries unanimously

6. Referral #4331 – Remove Fun Run Walk as committee. Reasons: 1) Should fall under Special Events as do all other off-site activities (e.g. golf). 2) Creating a committee to deal with an activity that only serves 15-25 members is overkill.

Esther Bowens

MOTION: Eliminate the Fun Run/Walk Coordinator as a committee on the Convention Committee_“. On Page 14 under Special Event Chairperson, add Item 6 which shall read Has responsibility for coordinating Fun Run/Walk by ensuring all proper state/city procedures are followed, ensuring all applicable insurance requirements_” are met and coordinating the completion of applicable releases for all entrants. On Page 11, Item 2 under Program Chairperson, remove Fun Run/Walk.

Second

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Ether Bowens – Speaks in favor of motion. Having a whole committee for this is overkill Dave McComb – Friendly amendment. Can you make it optional?

Not accepted.

MOTION: Eliminate the Fun Run/Walk Coordinator as a committee on the Convention Committee_“. On Page 14 under Special Event Chairperson, add Item 6 which shall read Has responsibility for coordinating Fun Run/Walk by ensuring all proper state/city procedures are followed, ensuring all applicable insurance requirements_” are met and coordinating the completion of applicable releases for all entrants. On Page 11, Item 2 under Program Chairperson, remove Fun Run/Walk.

Motion carries with substantial unanimity.

7. Referral #4334 – This referral comes in rebuttal_’ to the_’no action item as noted in the 2004 referral #4631 and presented by the 03 and 04 Program chairs. Move Entertainment Chair from Hotel Liaison to Program Chair in the CAWS Convention Guidelines organizational chart. Reasons: 1) Experience has shown that not having Entertainment Chair as an active_’ participant in Program Committee severely limits this Committee s ability to create a comprehensive program of events in a timely manner.

Cindy Cougot

MOTION: Move Entertainment Chair from Hotel Liaison to Program Chair in the CAWS Convention Guidelines organizational chart. On Page 11, Item 2 under Program Chairperson, add Entertainment after Registration.

Second

Motion carries unanimously.

8. Referrals #4343 and #4632 – Creation of Program Vice Chair

MOTION: Create a Program Vice Chairperson position to be included in the WSCCC Guidelines on Page 11 to insert under the Program Chair, add the following:

PROGRAM VICE CHAIRPERSON

SOBRIETY REQUIREMENT: Three (3) years

PAST SERVICE WORK REQUIRED: Prior experience on a CA convention committee

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QUALIFICATION: Strong leadership and organizational skills, familiarity with computers.

DUTIES:

1. Assist Program Chairperson as necessary and assume responsibility in absence of Chairperson. 
2. Stay current on all activities of committee and Program Chairperson oversight. 
3. Serve as floor coordinator, working closely with Hotel Liaison on logistics for function space.
4. Filling of this position is left to the discretion of the host city.

Second

Kathy Jo Rangho – Speaks in favor of motion. Will help the committee staff

Motion carries with substantial unanimity.

9. Referral 4405 – Pass it On at World Service Conventions be required to give more detailed information.

Mike Gartrell

MOTION: Amend guidelines on Page_” 30, Item 8 to read “List of memorabilia items ordered, sold by quantity and type.”

Second

Motion carries unanimously.

10. Referral #4451 – Steering committee needs to be defined: 1) participants; 2) duties/responsibilities; 3) obligation to fellowship/accountability to committees.

Walker Johnson – _’

MOTION: On Page 5 of the Convention Guidelines, under Chairperson s Duties, Item 1, amend the first sentence to read: Within ninety (90) days of the above mentioned appointment, the WS Convention Chairperson shall submit a minimum of two (2) candidates with resumes along with the recommendations for offices of the Steering Committee consisting of Chairperson, Vice Chairperson, Secretary, Treasurer, Program Chair and Hotel Liaison to the above board for approval.

In the Convention Guidelines on Page 5 under Chairpersons Duties, add a new **NOTE** that reads:

CONVENTION STEERING COMMITTEE

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The Convention Steering Committee will consist the following: Chairperson, Vice-Chairperson, Treasurer, Secretary, Program Chair, Hotel Liaison, and Regional Trustee.

Duties/Responsibilities

1. Oversee all activities of the General Committee.
2. Receive and review resumes for all General Committee positions and make selections. 
3. Assumes responsibility for any General Committee Chair vacancies, within their respective oversight as outlined on Page 3 of these Guidelines, until filled.
4. Review all committee work with respect to potential and/or broader impact of actions/decisions on the overall CAWS Convention and the fellowship at large. 
5. Review and provide guidance on all local bids and budgets prior to submission to Spending Committee.
6. Provide monthly progress reports to WSOB and WSBT.
7. Ensure that all Pass-It-On forms are completed within sixty (60) days of the close of the convention and forwarded to the WSOB and WSBT for preparation for submission to the WSC.

Second

Walter Johnson – Speaks in favor of motion. This is an effort to define what the steering committee is currently doing.

Kim Sherwan – Speaks in favor of the motion.

Dan Santa Maria – Point of Information

Brian Tenenbaum – Point of information – Will there be housekeeping regarding the 45 days and 60 days.

Dan Santa Maria – Is there going to be a pass it on from Memphis?

Chair – Question is out of order.

MOTION: On Page 5 of the Convention Guidelines, under Chairperson’s Duties, Item 1, amend the first sentence to read: Within ninety (90) days of the above mentioned appointment, the WS Convention Chairperson shall submit a minimum of two (2) candidates with resumes along with the recommendations for offices of the Steering Committee consisting of Chairperson, Vice Chairperson, Secretary, Treasurer, Program Chair and Hotel Liaison to the above board for approval.

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In the Convention Guidelines on Page 5 under Chairpersons Duties, add a new **NOTE** that reads:

CONVENTION STEERING COMMITTEE

The Convention Steering Committee will consist the following: Chairperson, Vice-Chairperson, Treasurer, Secretary, Program Chair, Hotel Liaison, and Regional Trustee.

Duties/Responsibilities

1. Oversee all activities of the General Committee.
2. Receive and review resumes for all General Committee positions and make selections.
3. Assumes responsibility for any General Committee Chair vacancies, within their respective oversight as outlined on Page 3 of these Guidelines, until filled. 
4. Review all committee work with respect to potential and/or broader impact of actions/decisions on the overall CAWS Convention and the fellowship at large. 
5. Review and provide guidance on all local bids and budgets prior to submission to Spending Committee. 
6. Provide monthly progress reports to WSOB and WSBT.
7. Ensure that all Pass-It-On forms are completed within sixty (60) days of the close of the convention and forwarded to the WSOB and WSBT for preparation for submission to the WSC.

Motion carries unanimously.

11. Referral #4539 – Develop guidelines for substantiating bids

Susan Caulkins –

MOTION: Make the following revisions to Bidding Guidelines, on Page 32 of the 2005 Convention Committee Guidelines:

A. Revise Item 1 to read: 

1. Any Area wishing to host the Convention must submit all bidding communications in writing to the following members: Regional Trustee, Chairperson of the WSCCC and the WSO.

 B. Revise 2^nd sentence of Item 6 to read:

6. Areas outside the U.S. should provide proof of charity/non-profit status,_’ in good standing, in accordance with the host country s laws and regulations.

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C. Strike Item 8 and insert the following language: 

8. Completed Convention bids must be submitted to the WSO, Chairperson of the WSCCC and the Regional Trustee at least 90 days prior to the start of the WSC in order for the bids to be substantiated.

 D. The first sentence of Item 9 shall read as follows:

9. The substantiated bids will be brought to the WSC to be

considered on the Conference Floor.

Second

Motion carries unanimously.

12. Referral #4540 – Develop guidelines for ratifying and/or removing CAWS convention chair.

Stacey Keyes-Weston

MOTION: On Page 5 of the Convention Guidelines, add an Item 4 under Chairperson Appointment: If a CAWS Chairperson fails to meet the duties as outlined in the WSCCC Guidelines or no longer meets the sobriety requirements, a board consisting of the Trustee of the Region, the WSCCC Chairperson, the WSCCC Vice Chairperson and WSCCC Secretary will vote to remove said CAWS Committee Chairperson for just cause. CAWS Committee Chairperson removal requires a 2/3 majority vote. If the CAWS Committee Chairperson is removed, the local delegate(s), within sixty (60) days of removal, shall submit three (3) nominations with a minimum of two (2) to fill the vacant CAWS Chairperson position. The above mentioned election committee will elect a new CAWS Chairperson for the vacant position within thirty (30) days of receipt of resumes by group conscience.

Second

Tony Drake – Points of information – Is there a reason why it is addressed only to the chairperson and not to the other committees?

Stacy Keyes-Weston – No.

Tony Drake – Have you considered having the Vice Chair as opposed to the delegates submitting the resumes?

Walter Johnson – We just reversed the process. The delegates originally submitted the resumes.

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Dan Santa Maria – Point of information – re number of resumes. Answered.

Motion carries unanimously.

13. Referral #4574 – Add line item added to Workshop Chairperson

MOTION: Add to the Budget format on Page 37, a Workshop line item to the budget after Literature and before Marathon Meetings. Second

Motion carries unanimously.

14. Referral #3719: To add on page_– 29 of the General Guidelines on item 27 add “An early registration package (add that is determined by host committee of what is included) be offered for under $100.00.

Rob Wellhauser

Motion: In General Guidelines, Page 29, Item 27 under revise as follows: An early registration package be offered for under $100.00, items to be included is determined by the host city.

Second

Motion carries with substantial unanimity.

REFERRALS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR

1. Referrals 4534 & 4539 – Develop standardized financial format & convention finance subcommittee; develop guidelines for substantiating bids.

Throughout the remainder of 2005 and into 2006, the WSCCC will be creating Internal Guidelines. Within the context of the Internal Guidelines, the WSCCC will be creating a standing subcommittee, Bid Substantiating Committee. The Bid Substantiating Committee will be charged with verifying each bid as it pertains to all items requested in the Bidding Guidelines in the Convention Committee Guidelines.

2. Referral #4538 – Develop internal guidelines for how the WSCCC operates. Internal Guidelines for the WSCCC will be worked on throughout the year.
3. Referral #4741 – To develop a set of standardized questions to be answered by all bidding Areas. This would be a supplement to the bidding form and guidelines and the answer would be given to the floor at the time the bids are passed out.

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Committee work will continue throughout the year and in the meantime refer to Pages 33 through 37 of Convention Committee guidelines.

REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES

There were no referrals sent to other Committees, World Service Office, or the Board of Trustees.

REFERRALS THAT DID NOT RESULT IN MOTIONS

1. Referral #2961 – Request to change convention guidelines to not charging fees for convention auction events.

This issue is addressed in the Guidelines on Page 19 and should be left to the discretion of the host city as to which events are considered paid events.

2. Referral #2963 – Suggestion to have a special World Service Convention on a cruise ship every five years aside from the yearly CAWS convention. This could help raise funds for worldwide outreach, literature translation, and World Services. Any region/area/city can submit a bid for this CAWS convention cruise.

Within the current Bidding Guidelines, any region/area/city can make such a bid as there are no exclusions in this regard.

3. Referral #2968 – Please have bottomless coffee cup purchasers be on a honor system (no coffee police). At Memphis, it was inhospitable having coffee police, felt judged and belittled. Only had 2 cups of coffee and used coffee shop at hotel. They were nice and had hospitality. Next CAWS Convention, I will wait to see if coffee police will be stationed before I purchase any bottomless cup.

Coffee service procedures should be determined by the host city.

4. Referral #3693 – To write a guideline on World Service convention outside of the United States telling members what travel documents and other requirements are needed.

Since required travel documents may vary from country to country, the host city should provide information on such documentation.

5. Referrals #3967, #4132, #4311 and #4560 – Receipt of Multiple Bids for CAWS Conventions.

Referral #3967 – This referral is being sent because of a previous motion that was passed during the convention committee report (2003) (REFERRAL 3167) addressing the WSO and WSOB to plan and execute a World Service Convention

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in the event that no bids are brought to the conference or no bids are approved. Question: Would the office and board observe the spirit of rotation in the regions when selecting a host region (city) as stated in the WSCCC Guidelines, Page 29, Item 4 under bidding guidelines? Even though this is a suggestion I would like to see some verbiage in the motion stating that so all regions that have become eligible to host a would convention would be given the first opportunity to do so.

Referral #4132 – Add to bidding guidelines pg 29, in Conf. Convention_“ Committee 2003 edition, new item: To be added after existing item 4, It is highly suggested that multiple AREA BIDS be invited and that the Regional Trustee and Regional Assembly solicit, submit, and support these multiple bids.

Referral # 4311 – To let another city in the same region host the CAWS Convention in case of an emergency (ie: Calgary)._“Let only cities of_” the same region submit bids for that convention to keep the spirit of rotation in play.

Referral #4560 – I believe it is important to use stronger language regarding having multiple bids at the WS Conference for World Service Conventions. We need strong competition for these conventions so we may get the best product for the future health of the fellowship.

For Referrals #3967, #4132 and #4311, refer to General Guidelines of Convention Committee Guidelines, Page 28, Item 6 and for Referral #4560, refer to the World Service Manual, Page 3.9, Standing Rule 22.

6. Referral #4173 – Convention to implement a process (fair) that will allow the WSCCC to at least make a recommendation if needed to the Conference floor. This will at least keep the committee unified; and eliminate the chaos on the floor. Remember fair.

This referral will be addressed in Internal Guidelines to be created under Referral #4538.

The selection of a Webservant to be left to the discretion of the host city. Refer to Internet Workbook, Page 10, Appendix II: World Service Office policies for posting World Service Convention Information on the WSO website.

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8. Referral #4404 – After each CAWS convention, the area in which the convention is held is left depleted of resources. I suggest that $2,000.00 be given back to the host area as long as that convention was profitable. This will help us in the unity of our fellowship.

On Page 4 of our Statement of Purpose states “The purpose of the World Service Convention is to promote enthusiasm and unity within_’ the fellowship of Cocaine Anonymous and financially support_” World Services effort to carry the message to the addict that still suffers.

9. Referral #4406 – Request that golf tournament be changed from tournament to outing.

This issue is addressed in the Guidelines on Page 13, Special Events Chairperson and left to the discretion of the host city.

10. Referral # 4439 – Require an H&I workshop at WSC.

The Guidelines currently lend themselves to facilitating such a workshop if desired by host city.

11. Referral #4484 – That the convention workshop schedule include a public information workshop or panel discussion to facilitate an exchange of ideas.

The Guidelines currently lend themselves to facilitating such a workshop if desired by host city. An idea exchange takes place during the World Service Office Forum held at each World Service convention.

12. Referrals #4633, 4642 & 4710– Motion to create “Floor Coordinator” under Hotel Liaison.

This issue was addressed in Referrals #4001 and #4632 on Page 4 of this report. The duties of the floor coordination were included under the position of Vice Program Chair.

13. Referral #4738 – To establish a rule that once bids for CAWS Convention are submitted to the floor by handout, no additional information can be presented or considered by the WSCCC or floor.

The committee’s recommendation is that this referral is covered under Bidding Guidelines, Page 32, Item 8.

14. Referral #4739 – That a new process be devised for consideration of bids by the WSC floor including a process for debate, questions, and voting and how to break a tie in that voting (for use at WCS 2005).

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The maker of the referral has withdrawn the referral from consideration.

15. Referral #4742 – To include a list of all past host cities and their region to be included in the Convention Guidelines.

This list is available upon request to Chairperson of WSCCC.

NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE

Barry Haynes – Chair
Cindy Cougot – Vice-Chair
Kelley Colvin – _–Secretary
Yvette Holman Co-Secretary

CLOSING COMMENTS

I want to personally thank Susan Calkins for her years of service as our Committee Secretary. We would have been lost without you. I also want to thank Barry Haynes as the Vice Chair, Carl Warlick and Tony Drake for always being available for guidance and Patty Flanagan for being a friend and a valuable servant to this fellowship. To all the committee members I thank you for allowing me to lead the committee. You are a wonderful group. Your commitment to serve the conference floor and the fellowship is amazing.

Respectfully Submitted:

Tammy Peacock

Questions:

Kim Sherwan – Has the office received a pass-it-on from Memphis?

Patty Flanagan – No. The hotel liaison has passed on info, but not the other committees.

Kim Sherwan – When will it be available.

Patty Flanagan – By the next Conference.

Tad Smith – Guidelines for smoking hospitality rooms?

Jay Finesilver – What is the process of substantiation of the bids and why there was no reference as to what that was prior to the vote?

Tammy Peacock – Describes the process. Went down the 13 point list and asked if things were done. Because there are no process specifically in place, we thought it would be more confusing than beneficial.

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Jay Finesilver – What will next year’s bid committees be requested to do?

Tammy Peacock – Whatever we do, we will bring it to the floor. What we are trying to do is move to a place where the numbers are real numbers.

Jay Finesilver – Was there a minority opinion that wanted to come to the floor to give information.

Tammy Peacock – They could have.

Dan Santa Maria – to incoming chair – regarding the substantiation process, will the committee, as it works on the process, establish a cut off point so we can have a static snapshot.

Barry Haynes – We will be working on this through the year so we can have something available.

Tony Drake – Parliamentary Inquiry – Can a 5^th concept statement be made if there isn’t a motion?

Chair – Yes.

Mike Gartrell –

Motion to recess for dinner – until 8:00

Passes.