Patrick P. reports:
CLOSING REPORT
C.A. WORLD SERVICE CONFERENCE 2012
ARCHIVE COMMITTEE REPORT
INTRODUCTION AND OPENING COMMENTS
What a wonderful conference, I don’t know if anyone else has had the same experience. We’ve had nothing but amazing interactions this year. We had amazing assistance from the Conference Committee, Thank you! We had an amazing meeting with the IT Committee researching ways to Cloud the archive as means for the Archive Committee to do more work during the year. We had amazing assistance from Linda F. and the WSOB Chair this year with the facilitation of Archives to the conference. Thank you all for your assistance and support.
With lots to do and we can say with confidence that we were able to address all our agenda items for this conference. Some of our agenda items have been tabled for on-going committee work. We were able to categorize the boxes provided by the office. Scanned, filed and organized some incredible pieces of history, it has been a great year.
You will notice that we have included the Area Request for Oral Archives Information as an attachment to this report. We would like to start conducting
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these oral interviews at the next WS Convention. We need all Areas to provide us with the information on the form so that we can make arrangements for this to happen!
| Committee Introductions: | |||
| Patrick P. Chair Outgoing | (curator@cawsarchive.org) | ||
| Susan B. incoming chair | (chair@cawsarchive.org) | ||
| Frank P. vice chair | (vicechair@cawsarchive.org) | ||
| Kathy M. secretary | (secretary@cawsarchive.org) | ||
| Ira L. | (archivist1@cawsarchive.org) | ||
| Dwight J. | (archivist2@cawsarchive.org) | ||
| Shannon H. | (archivist3@cawsarchive.org) | ||
| Cameron . | (outreach@cawsarchive.org) | ||
| Richard L. WSO Liaison | (WSOL@cawsarchive.org) | ||
Susan B.: You may see the “Connection”. This is the first newsletter for C.A.; it was written by Richard L.
While working with the WSOB we were able to agree on several important issues, which have resulted in the following motions:
COMMITTEE WORK THAT RESULTED IN MOTIONS:
- Susan B.: MOTION: To transfer the archive from the office to an offsite, climate controlled; secure facility per the Archive Guidelines. Second.
Patrick P: We talked to the WSOB about this; we currently have archives stored.
Bill H.: POI. What is it going to cost?
Patrick P: About $100 per month. This will be a part of the WSOB budget.
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Robin L.: How will the fellowship be able to enjoy it if it is stored away? Elizabeth S.: Has the committee created guidelines as to who will have access
Patrick P.: The WSO liaison will be responsible for contacting the facility when items needed and the transporting of the items to and from.
Joy H.: Where is the 1200.00 going to be found in the WSO budget?
Nevermind
Michael C.: Can you elaborate on the facility?
Patrick P.: It is off-site, climate controlled, accommodating for access
Bob C.: Who has access to the records and materials in this facility?
Patrick P.: The WSO liaison and office as designated.
Robin L.: What has to be treated so delicately?
Frank P.: We have some original works that are deteriorating and needs special care for preservation.
Jennifer S.: I speak in favor. Let’s do this right.
Teresa R.: I speak against the motion. I have to explain to my Area what donation goes towards. We could scan this information. Michael C.: Do you have any sites?
Patrick P.: The sites we looked at met our needs.
Brian T.: I speak in favor. I am a fan. This is an inexpensive way to preserve our history.
Bob C.: When materials are removed, they are just taken to the office. They are taken directly where they are needed. I speak in favor.
Paul M.: I speak in favor. I would love to be able to see archived material and I assume this process is going to make that happen. Patrick P.: Yes.
Richard S.: Already said
Susan B.: Call the question
Tony D.: All in favor, motion passes. Back to main motion. All in favor, Motion passes
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- Susan B.: Motion: To approve the new commemorative chip flier. Second.
Tony D.: Motion made and seconded
Susan B.: We have a bulk discount for the purchase of the chips now. Motion withdrawn
We hope you’ll be happy to know that the combo discount is available NOW!
- (Shannon) In response to a previous referral, we are moving forward, as promised, with plans for a travelling Archive. We have created a concept for a Historical Timeline banner for use at C.A. workshops and conventions.
We would like to reveal that concept to you now:
SHOW GRAPHIC OF TIMELINE
a. Shannon H.: MOTION: To approve the concept of the C.A. Historical Banner. Second, motion passes.
(After the vote) Thank you!
You will find an information sheet for the travelling Archive Banner attached to our report. This is the information I need to complete this project, so please return the form as soon as possible!
- RE: REFERRAL NUMBER 6888: To protect the Archives this committee has generated and documented for our fellowship, it is believed that at this stage
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of our Archives we no longer need to or should not transport the entire Cocaine Anonymous Archives to each conference. The Archives Committee should provide a request of what selection of the Archives the committee wants work on 90 days prior to each year’s conference to the WSO.
a. ACTION TAKEN: We will amend our guidelines to reflect the 90 days The current guidelines provide a procedure for the transfer of the Archives which is currently in place. In line with these guidelines, we will create an Archive ID Form to be used to document the chain of custody of the Archives that are transferred from either off-site storage or office to Conference.
REFERRALS THAT RESULTED IN MOTIONS–
None
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE Elections:
Per our agenda, we held elections for 2012/2013 committee positions. Our Chair is Susan B., Vice Chair is Frank P. and Secretary is Kathy M.
Our newest member is Cameron F. and our continuing members: Dwight J., Ira L. and Shannon H. Richard L. has been appointed as the WSO Archive Liaison and is now responsible for facilitating Archive Committee needs to and from the WSO.
CLOSING COMMENTS
In closing we have had a productive year, we are grateful to the conference for your continued support and we look forward to a new year. Thank you for letting us be of service. Any questions?
Respectfully Submitted:
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Patrick P., outgoing Archive Committee Chair &
The WSC Archive Committee
Bill H.: I have a concern about the price. We approved the price last year of $10.00. If we are going to drop the price, the projected profit will be impacted. Do we have new numbers?
Patrick P.: We have sold 620 24hour chips; twenty-five of the 30day. The WSO decides that the pricing.
Bob L.: Is there any plan to make mini displays of our history?
Patrick P.: Once we have laid out all our material and see what we have, we can create those displays for different areas. Elizabeth S.: Are the guidelines on the website?
Cynthia C.: I am not familiar with the “traveling banner” idea.
Patrick P.: The banner is going to be something to be used for Regionals and other conventions as memorabilia.
Jackson H.: I received a disc from the WSO that had archived items on it to show at the convention.
Jon M.: Is there a way to get the prices converted to euros?
Patrick P.: yes
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