Jerico McM. read closing report.
CLOSING REPORT C.A. WORLD SERVICE CONFERENCE 2016 CONVENTION REPORT
INTRODUCTION AND OPENING COMMENTS
I would like to thank the World Service Conference Convention Committee for allowing me to serve as your Chair. It has been a humbling and exhilarating experience for me. I cannot say enough about how grateful I am for each one of you, nor thank you enough for all your hard work in making this the best committee at this conference. I especially want to thank everyone for assisting me by answering the numerous questions I found myself faced with. I would also like to thank the Trustees, CAWSO DOO Linda F. and various World Service Convention Steering committee members who took time out of their weekends to attend our conference calls during the year. The work we’ve done throughout the year and in committee breakout sessions will make planning World Service’s biggest fundraiser easier for the next and all future conventions. All our members spent hours going through referrals that were submitted to this committee. We were also able to finalize the WSCCC guidelines. Additionally, our members were able to substantiate the three 2020 Convention bids.
Committee Introductions
Convention Chair – Jerico McM.
Convention Vice-Chair – Dwanna R.
Co-Secretary – Stella B.
Co-Secretary –
Trustee – Rob W.
Trustee – Ira L.
CAWSO DOO – Linda F.
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 35 of 88
Steve C.
Michael S.
Ronald B.
Carl R.
Blake B.
Robert H.
Benjamin S.
Ev P.
Earl S.
Stu E.
Chris R.
Gary M.
REFERRALS THAT RESULTED IN MOTIONS
Referral CONV2016-2
There is a need for a young persons special events chair at CAWS
*****
Stella B. made a MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 18, add new bullet 10 under SPECIAL EVENTS CHAIRPERSON:
- In order to promote unity, when planning special events please consider the wide demographics (age, race, gender, etc.) of our fellowship and create events geared towards including everyone.
Motion seconded.
Tony D. – Restated motion. Would care to speak to your motion? Any debate on the motion? Vote 22 – 106 for and 2 against, motion passes. *****
Referral CONV2016-4
That a process be put in place by motion or rule that only one area in a region can bid for a convention in any one year. Not two bids from the same region in the same year.
*****
Gary M. made a MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 41, under
BIDDING GUIDELINES:
- It is suggested that the C.A. Convention be supported by it’s region. It is also recommended that the regional assembly support the city, area, region. If more than one area within the same region is interested in bidding to host a World Service Convention in the same year, it is suggested that it is discussed in the Regional Assembly prior to bid submission.
Motion seconded.
Tony D. – Restated motion. Would you care to speak to your motion? Any debate on the motion?
Ian Y. – Please explain does it take away the anatomy of an area with respect to the region? Stu E. – No. We are not trying to restrict the area from putting in a bid for the convention. Kevin M. – I am conflicted. Speaking against the motion. This could limit the bids coming to the Conference. It could restrict the ability of the Conference by limiting the choices.
Jimmy Y. – I speak against the motion. I think there is always communications between the Regions. I think the WS bids will build unity within a Region. Peter O. – Speak for the motion.
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 36 of 88
Jim S. – Speak against the motion.
Jerico McM. – We do not want to discourage any area from submitting a bid.
Paul S. – I speak in favor of the motion.
Devin R-F. – Speak in favor of the motion.
Stu E. – Explained the intentions of the motion.
*****
Rose J. – Call the question
Tony D. – Prepare to vote to call the question.
Vote 23 – 134 for and 9 against, motion passes.
*****
Tony D. — Restated the motion.
Vote 24 – 114 for and 31 against, motion passes.
*****
Suzanne V. – It is a guideline and if the region is healthy everything will be fine. This is just a suggestion.
*****
Gary M. – MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 32, under
GENERAL GUIDELINES:
- It is suggested that the area/city/region bidding for the World Service Convention be supported by its region. It is recommended that the Regional Assembly support the bid.
Motion seconded.
Tony D. – Restated motion. Is there any debate on the motion? Prepare to vote.
Vote 25 – 124 for and 13 against, motion passes.
*****
Referral CONV2016-5
submitted an adjusted bid form. This needs to be inserted into the guidelines- see attachment-Attached is our chart of accounts for the conventions. Whatever is in the guidelines should be modified to conform with our chart of accounts. anything that does not have a line item or is specific to a certain convention should be put under Miscellaneous and the detail can be tracked by the convention treasurer. We can also add subaccounts to the Miscellaneous line item, if necessary, for office tracking purposes. But that is the only modifications we will make to the COA. So, after a bid is accepted and before the final budget is submitted, the office will send a final budget form to the convention committee to fill out and return to us (something similar to the COA attached). That is how we will be handling this going forward.
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 37 of 88
*****
Stu E. – MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 44-45, under
Convention Bidding Budget Form:
Year of Convention | Expense | Revenue | Net Gain
Early Registration
of early reg.____ @ _______ each Registrations
of regular reg. _____@ _____ each Online Registration
of Online reg. _____@ _____ each Early Youth Registration
of Early reg. _____@ _____ each Youth Registration
of Youth reg. _____@ _____ each
Printing of _________ reg forms
Name Badges
Packets
printing of programs
Computers
Meals
#of ___ Banquets@______ each
#of ____Brunch@ _____ each
Coffee
#of gal.____ @ each
Entertainment
Thursday First Day
Friday Second Day
Saturday Third Day
Sunday Fourth Day
Memorabilia
Pre-Convention
Convention
Speakers
Airfare for ___# of speakers
Hotel for ____# of speakers
Registration Meals for ____# of speakers
Recognition gifts Per Diem of ____# of speakers
Fundraising
Pre-Convention Fundraising
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 38 of 88
Events
Memorabilia
Special Events
Friday First day
Transportation
Saturday Second day
Transportation
Sunday Third Day
Transportation
Scholarships
Centerpieces
of centerpieces
7th Tradition
Hospitality Room
Auctions/Drawings
Opportunity Drawing
Live Auction
Silent Auction
Raffle
Suite Auction
Postage
Outreach
Public Information Registration Give-Aways
Hospital & Institutions Insurance
Decorations
Special Needs Art Work Security
Office Supplies
NSF Checks
Telephone
Literature
Workshop
Marathon Meetings
Bank & Credit Card Fees
Hotel Room Rebate
Evaluations
Tape Sales Credit
Audio Visual
Opportunity Drawing
Cash Registers
Upcoming Chair Expenses
Pre-Con Reg’l Trustee Expense
Credited Room Nights (e.g. 1 in 40)
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 39 of 88
Unity Event
Miscellaneous
Family and Child Care
Required Staff Rooms
TOTALS
Motion seconded.
Tony D. – Would you like to speak to the motion?
Stu E. – No.
Rose J. – You slashed out the badge and holders, so when we are at a convention we won’t get those anymore?
Response not captured.
Petra L. – Question regarding the forms.
Stu E. – Answered question.
John W. – Why did we take these out?
Laurie R. – I submitted this motion. The conventions will be addressed by class and year. We get these budgets from each convention committee and they are all different. This is a standard form that we will use for all conventions.
David ??? – Question regarding the youth registration.
Laurie R. – It has been on the registration form for a long time.
Jason L. – Should this issue being brought out on SR-14?
Tony D. – response not captured
Tony D. – Stu, do you have anything to add to the debate?
Stu E. – Anyone that attends the convention or participate should be registered for the convention. There are liability issues associated this. Tony D. – Prepare to vote.
Vote 26 – 128 for and 13 against, motion passes.
*****
Referral CONV2016-7
Guidelines around sending the chair of the upcoming to the current convention. Outlines of expectations.
*****
Robert H. made a Motion: in the Cocaine Anonymous WSCCC Guidelines on page 8, under
CHAIRPERSON, insert new bullet number 15:
15) Attends CAWS convention one year prior to their convention to learn and assist that host city. Participation will be coordinated with that host committee.
Motion seconded.
Tony D. – Restated motion. Do you care to speak to your motion? Any debate?
Ian Y. – Is this implying that the Convention Chair attend the convention the year before?
Stu E. – This already happens. We do not have any direction to what role does the Convention Chair have at the Convention.
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 40 of 88
Suzanne V. – I speak against the motion. I think two years prior would be more appropriate than one year.
Susan L. – I speak against the motion. It says the same thing that it said before.
Tony D. – Prepare to vote.
Vote 27 – 109 for and 34 against, motion passes.
*****
Referral CONV2016-9
Any area presenting a bid at the conference will need to submit all presentation materials to the convention committee prior to the conference. This will allow the convention committee to be organized at the start of conference. Ex. Videos, PowerPoint, bid packet, etc.
*****
Earl S. made a MOTION: in the Cocaine Anonymous WSCCC Guidelines page 41 under BIDDING GUIDELINES add new bullet 10 and renumber remaining bullets.
10) All bid packets (PDFs, PowerPoints, videos, etc.) must be submitted to WSCCC steering committee 24 hours prior to conference kick off.
Motion seconded.
Tony D. – Restated motion. Do you care to speak to the motion? Any debate?
John W. – Speak against the motion.
Jerico McM.– We put this motion in here because we did not have any videos, etc.
Henry A. – If we are making changes to guidelines that are not the WS Manual, could you tell me where your guidelines are?
Jerico McM. – response not caputured
John H. – Does the Chairperson of the WSCC have a copy of the bid before WS Conference? Jerico McM.– Yes, but the videos and such that are shown here just before the voting process are what we are having problems obtaining ahead of time. We want to make sure that someone on the WCC Convention have a copy of those materials before the Conference. Michael C. – Questioned wording of motion.
Peter O. – Add at least 24 hours to wording.
Jerico McM. – It is already part of the motion.
Russell S. – I speak against the motion.
Ricky W. – For example, if this was already in the guidelines, and New York did not bring their materials 24 hours before that conference, what would be the consequences?
John H. – According to the WSCC guidelines, the materials should be in 90 days before the WS Conference.
Jericho McM. – Again, this isn’t about the actual bid. We are looking for the videos and other presentation items that the bidding Area wants to show here on the Conference floor. *****
Kevin M. – Call the question.
Tony D. – Prepare to vote.
Vote 28 – 126 for and 11 against, motion passes.
*****
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 41 of 88
Tony D. – Restated motion.
Vote 29 – 119 for and 23 against, motion passes.
*****
Referral CONV2016-10
PDF proof required for check request form
*where applicable.
*****
Ronald B. made a MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 47 check request form:
Note: Funds will only be dispersed upon approval of completed Check Request Form along with supporting documentation. , and/or PDF proof.
Motion seconded.
Tony D. – Restated motion. Do you care to speak to your motion? Any debate? Vote 30 – 137 for and 3 against, motion passes. *****
Referral CONV2016-15
Please consider reassigning the Vice Chair’s responsibility #5 (“Obtains 3 bids for audio recording”) to the Program Chair or somewhere on the Program downline. The Program subcommittee has direct knowledge of the anticipated speaker and workshop schedule, which is necessary to obtain an accurate bid. Additionally, some vendors want to both record and provide A/V services, which would overlap with entertainment. Information is also needed from the Hotel Liaison to coordinate all recording, audio, and visual services to help make sure nothing falls through the cracks. If you determine that the Vice Chair responsibility should remain as is, please provide guidance on what is to be done with the recording bids once obtained, since they often do not involve an expense in excess of $500. Thank you.
*****
Benjamin S. made a MOTION: in Cocaine Anonymous WSCCC Guidelines on page 9, under
VICE-CHAIRPERSON:
5) Obtains 3 bids for audio recording. Coordinates with Hotel Liaison and Program Chair to determine the needs of the convention.
Motion seconded.
Tony D. – Restated motion. Do you care to speak to your motion? Any debate? Vote 31 – 137 for and 4 against, motion passes.
*****
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 42 of 88
Referral CONV2016-17
We allow cities within a region to have a convention with no time restriction between.
*****
Michael S. made a MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 32, under BIDDING GUIDELINES:
8) It is suggested that the convention rotate from region to region. It is recommended that the convention not return to any region during any three-year period.
Motion seconded.
Tony D. – Restated motion. Do you care to speak to your motion? Any debate?
Jason L. – Why was this not in the guidelines in the first place?
Rob W. – Originally it was put in to promote unity in the region. We should not eliminate cities based on individuals.
Jay P. – I speak in favor of this motion. Some of our regions are very large, and I think that it inhibits the fellowship on a couple of different levels if we do not have that flexiblility. Peter O. – Speak against the motion. Example, if you have a region like Europe, I do not see why you could not have it in Sweden one year and Germany the next year.
Kevin M. – I think part about of the reason it was in there was because we had a bulk of the fellowship in one Region. I think that people wanted to go somewhere else.
Rose J. – Speak against the motion. At an area and regionally level, we do a spirit of rotation. I do not believe that one region should have two or three conventions in a row.
Ernest M. – Our trustees said why this was in place so that this would promote the convention.
Ian Y. – When I was on the convention committee, was this spirit of rotation due to fundraisers
being held at the same time in the region?
Rob W. – We have it in the guidelines.
Ian Y. – It does state the fundraising guidelines.
Jim S. – I speak in favor of the motion.
John W. – I speak in favor of the motion.
Stu E. – I speak in favor of the motion.
Ginger L. – I speak in favor of the motion.
Tony D. – Prepare to vote.
Vote 32 – 112 for and 25 against, motion passes.
*****
*****
Michael S. made a MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 41, under BIDDING GUIDELINES:
4) It is suggested that the convention rotate from region to region. It is recommended that the convention not return to any region during any three-year period.
Motion seconded.
Tony D. – This is the same as the previous motion, just on a different page of the guidelines. As the previous motion passed, this change would become housekeeping. Michael S. – Motion rescinded.
*****
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 43 of 88
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES
Referral CONV2016-1
Clear guideline around the free and/or discounted rooms. how to distribute the rooms and what not to do
REFERRED TO CAWSOB
Referral CONV2016-16
Please add a clear process for the attribution or use of the required rooms by CAWS, the free and/or discounted rooms.
(DUPLICTE OF CONV2016-1)
REFERRED TO CAWSOB
Referral CONV2016-8
CAWS and Celebrate Around the World use the same logo. This year and some past conventions have had logos that include the city or state in the logo tag line. When this occurs it is hard to use the same theme and logo at the Celebrate Around the World.
- We would like convention to be part of the final logo decision.
- Should the city or state be in the theme/logo or should Celebrate not use the same theme or logo.
REFERRED TO UNITY
REFERRALS THAT DID NOT RESULT IN MOTIONS
Referral CONV2016-3
From WSOB Insert the chart of accounts
NO MOTION
Referral CONV2016-6
Insert the proposed timeline (from Ira) into the guidelines
NO MOTION
Referral CONV2016-11
Host city or region be able to open up a local account to use for pre-convention fundraising with three signers, treasurer, vice treasurer, and WSO treasurer account not to exceed $500
NO MOTION
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 44 of 88
Referral CONV2016-12
Off proof required for check request form
(DUPLICATE OF CONV2016-10)
NO MOTION
Referral CONV2016-13
This referral has to do with the auction before the speaker meeting at the WS convention. We know the auction raises a lot of money, but it is held at the wrong time. We think it is very rude to the speaker and it holds a very large majority of the fellowship hostage, especially the newcomers. Our suggestion would be an hour to an hour and a half before the banquet starts. Also consider another day or time for the auction.
NO MOTION: The host city is autonomous and can hold the auction whenever they want. Nothing in our guidelines states when the auction must take place.
Referral 2016-14
Although we recognize long term sobriety in any person, in any fellowship, our committee thinks at the WS convention the person with longest sobriety in Cocaine Anonymous should be the member handing the book to the newcomer. One of the reasons is we have long term recovery in CA… and when an old timer from another fellowship has the most sobriety in the room, it takes away from the person that got sober in CA and stayed in CA. Thank you for considering our suggestion. It is submitted with a loving spirit.
NO MOTION: Tradition 3. No one can decide for another whether he or she is a member of Cocaine Anonymous.
SELECTION OF HOST AREA FOR 2020 CAWS CONVENTION
Jerico McM. – At this time I would like to call on the areas for bidding for the 2020 convention to each present their short summary of their proposal.
Austin 2020 Bid Committee showed a video and provided information.
Tony D. – Are there any questions for Austin?
Dane T. – Did you check the dates of music festivals?
Susan L. – We made sure that the dates we selected did not conflict with large music festivals.
Gary P. – How many prior conventions were held in your city?
Response not captured.
Ian Y. – What is the likehood of Austin moving to the dates of the convention to May?
Susan L. – We were reviewing the dates with members when we were in Chicago. The stats were high with members wanting the convention back on Memorial Day weekend. Russell S. – Will it be sunny?
Loni S. – I am from Chicago. I know there is a big different in the weather during Memorial Day
weekend in Austin and Chicago.
David ??? – Can we smoke cigars?
Beverly M. – Has parking been negotiated?
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 45 of 88
The Denver 2020 Bid Committee showed a video and provided information.
Tony D. – Are there any questions for Denver?
Gary P. – How many World Conventions have you hosted?
Stella B. – Two conventions.
Sarah T. – Did you hit your figures financially in the past?
Jay F. – We were up 131% over our budget.
William D. – Is there cigar smoking in Colorado?
Stella B. – Yes, within walking distance.
Loni S. – Where did you get your logo?
Stella B. – We created this theme in our committee. We would be totally opened to redoing our logo.
Sarah T. – Is Texas and Colorado in the same region?
Stella B. – Yes, I think we would support each other no matter who won the bid.
Kevin M. – How far is our foreign friends?
Stella B. – 20 hours in the car.
The New York 2020 Bid Committee showed a video and provided information. Tony D. – Any questions?
Dane T. – You stated the other fellowship is hosting their convention in New York in July. Are you worried about members not making our convention? John W. – I have a question about parking.
Alan S. – The parking is expensive, like Chicago. But, you don’t need a car as public transit is readily available.
Ian Y. – Are we looking at $250 per night at the hotel? Would it be possible that we have the convention at a lower rate hotel for some of our other international members?
Alan S. – I don’t think that is possible in New York. Our members want to be close to Manhattan.
John R. – The prices that we are talking about are much lower than other rates in New York. Ian Y. – You will not have a cheaper hotel that is a lower price for our international members? John R. – We can’t make differences in our members to negotiate hotel rates.
Gary P. – How many times have you hosted the convention?
Alan S. – Two conventions.
Gary P. – Reminder to everyone, until a hotel contract is signed, those prices are not locked in.
John R. – I would not make a bid with one hotel rate and bring back a higher room rate price.
Kevin M. – I like arts. How far is the hotel from arts and other events?
Alan S. – The hotels that we have selected are close to the arts and places to visit.
Peter O. – I am still concerned about the hotel rates.
Rose J. – Do you think that the hotel rooms in New York would be comparable to the rate that
we are receiving in Seattle next year?
John R. – Yes, they are comparable.
Peter O. – Would the committee and organizers of the New York bid consider taking the
Convention outside of Manhattan?
Alan S. – It could be.
Kevin M. – My attraction to the New York bid is because it will be held in Manhattan.
Tony D. – Please ask questions only.
Devin R-F. – What kind of show are you putting on that will be worth the amount you are asking for?
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 46 of 88
Alan S. – It will definitely be worth it.
Norma Jean L. – Will I have transportation to attend the Special Events?
Alan S. – Yes, we will provide transportation.
?????– In the past, when a bid city doesn’t win the bid, they generally come back the next year to bid. Would all of you be willing to do that?
Cliff W. – I would have to take this back to the bidding committee to find out if Austin would be willing to bid for the convention the following year if we don’t win the bid.
*****
Tony D. – The first vote we will vote for one city only. Denver, button (A), Austin, button (C) and New York, button (E).
Vote 33 – Denver has been eliminated in the1st round. Thank you, Denver.
*****
Tony D. – We will now vote for Austin, button (C). If you vote for New York, button (E). Vote 34 – 88 Austin and 63 New York. We are going to Austin! *****
Jerico McM. – I would like to say congratulations to Austin. I would like to thank the other areas who submitted bids.
I would also like to encourage any Area that is considering hosting our convention to please submit your bid prior to next year’s conference. We are thrilled at the prospect of hearing all those wonderful proposals.
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE
Chair- Jerico McM.
Vice-Chair- Gary M.
Secretary – Robert H.
Secretary –Stella B.
CLOSING COMMENTS
At this time I’d like to invite the 2017 Convention Committee to come up and tell us how awesome the next CAWS is going to be.
Seattle in the House!!!!
Gary P. – Did anyone get sober to be bored? We are going to have a good time! What we do have $205 room nights, which sounds like the cheapest room nights that we will have for the next five years. The banquet tickets are going fast. Please register early. We going to send out inflatable whales to every area to sign and bring to the Convention as a fundraiser. The parking is $10 overnight parking. You are going to be doing one of a kind events. Any questions?
Jericho McM. – In preparation for going to Montreal next year, we handed out a document at lunch time for people with criminal backgrounds to help them be able to cross the border. I want to thank you for your time!
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 47 of 88
We would like to thank the World Service Conference and the membership of Cocaine Anonymous for their continued support of our annual World Service Convention.
I just want to take a moment to thank the conference for allowing me to be of service and to wish the new Convention Committee Officers well in the coming year.
Respectfully Submitted:
Jerico McM.
– – – – – – – – – – – – –
Tony D. – Any questions for the convention committee?
Break at 3:37 p.m. PDT
APPROVED REDACTED Day 4 Daily Summary Corrected on 27-Mar-2017 Page 48 of 88