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CONVENTION COMMITTEE REPORT
INTRODUCTION AND OPENING COMMENTS:
It was an extremely productive Conference for the Convention Committee. We dealt with 30 referrals, 23 new and 7 tabled. We ended our session with no tabled referrals, unless the Conference Committee finds a missing referral in that
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evil tracking system. As the outgoing chair of the Convention Committee I want to express how proud I am of the hard work, passion, and dedication demonstrated by each and every member of the committee. I also want the conference floor to know that the upcoming World Conventions are in good hands. In my opinion, the Pacific South, Memphis and Calgary Conventions are going to be extremely successful, especially if you, the delegates, get behind these Conventions and their committees. All three committees have heard your concerns about spending and affordability and they have addressed those concerns with more affordable rooms and registration packages. I’m excited about CA and the future CA World Service Conventions, and we hope to see all of you in Universal City next May!
REFERRALS THAT RESULTED IN MOTIONS:
Kay Thomas-Motion: To approve the Kansas City Area bid for the CAWS 2007 Convention.
Second
I speak in favor of the motion
Jahi- Friendly amendment – Change Kansas City to
Greater Missouri Area
Accepted
Motion now reads:
Motion: To approve the Greater Missouri Area bid for the CAWS 2007 Convention.
Discussion:
Shane Merck- Page 7 total expense 117300. does that include expense
Yes it does
Scott Botz- Do you have enough people to do this convention
Kay Thomas- Yes we can do this thing. We are dedicated
John Whittaker – I hope by 2007 there would be Spanish interpreters and or can you look into that
Jahi- Yes
Bob Campbell- Thanks for the bid, It looks good to me. Where did you come up with 1000 registrations.?
Kay- The WSO and our experience
Bryan Seid- Point of information
Can you address the 97.00 for rooms single night?
Kay Thomas- We believe it is reasonable
Main Motion Passes Unanimously
Motion: To approve the Pacific South 2004 CAWS Convention budget as submitted.
Second
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CAWS 2004 PRELIMINARY BUDGET FOR 2003/2004
| Revenue & Support | ||||
| Early Registration | 9,000 | $30 * 300 | ||
| Late Registration | 24,000 | $40 * 600 | ||
| Banquet | 39,000 | $65 * 600 | ||
| Brunch | 12,000 | $40 * 300 | ||
| Entertainment/Dances | 17,000 | 2 Dances plus other events | ||
| Special Events | 26,260 | Universal Studio’s Package + other events | ||
| Raffles, Auctions,Etc. | 10,000 | |||
| 7th Tradition | 1,000 | |||
| Memorabilia-Pre | 8,000 | |||
| Memorabilia- @ Convention | 20,000 | |||
| Room Credit | 10,000 | |||
| Audio Tapes | 3,000 | |||
| Scholarships | 1,800 | |||
| Pre-Convention Fundraising | 6,000 | |||
| Coffee Revenue/Bottomless cup | 3,000 | |||
| Total Receipts: | 190,060 | |||
| Operating Expenses: | ||||
| Registration | 7,300 | |||
| Banquet | 27,000 | $45 * 600 | ||
| Brunch | 9,000 | $30 * 300 | ||
| Entertainment/Dances | 10,000 | |||
| Coffee Reserve | 14,000 | $19.00+ per Gallon | ||
| Special Events | 16,610 | |||
| Raffles, Auctions, Etc. | 4,000 | |||
| Programs & Printing | 3,000 | |||
| Speakers | 3,700 | Includes Rooms + Airfare | ||
| Workshops | 700 | Includes rooms + Airfare | ||
| Marathons | 300 | |||
| Hospitality | 1,000 | |||
| Memorabilia | 17,000 | |||
| Information/Security | 700 | Radio’s + Shirts | ||
| Child Care/youth events | 500 | |||
| Audio/Video | 5,000 | |||
| Outreach | 350 | |||
| Design, Layout & Artwork | 500 | |||
| Special Needs | 800 | |||
| Advance Information | 200 | |||
| Computer Rental, Etc. | 500 | |||
| Transportation | 4,000 | Tour Buses & other Transportation needs | ||
| Public Information | 100 | |||
| Hospitals & Institutions | 0 | |||
| Decorations | 750 | |||
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| Bad Checks | 500 | |
| Pre-Convention Fund Costs | 4,000 | |
| Telephone | 500 | |
| Postage | 400 | Postage for Outreach |
| Miscellaneous/Office Supplies | 4,000 | |
| Bank Service Charges/CR CD Chg | 1,000 | |
| Scholarships | 500 | |
| Unity Brunch | 500 | |
| Memphis Chair Expenses | 1,250 | |
| Insurance | 1,000 | |
| Source table | 100 | |
| Total Operating Expenses: | 140,760 | |
| Surplus ( Deficit) | 49,300 |
Howard Johnson-
I speak in favor of the motion
John Bodkin- I speak in favor of the motion
John Whittaker- We have budget for special needs
Yes
Main Motion Carries Unanimously
Motion: To approve the Memphis 2005 CAWS Convention budget as submitted.
Second
Eddie Hayes- Speaks in favor of the motion.
We believe 2005 will be a place you will want to come to and come back to…
| Projected Income | Approved | Revised |
| Early Registration (300 @ $35.00) | $14,500.00 | $10,500.00 |
| Late Registration (500 @ $45.00) | $27,000.00 | $22,500.00 |
| Banquet (450 @ $55.00) | $42,000.00 | $24,750.00 |
| Breakfast (200 @ $20.00) | $8,000.00 | $4,000.00 |
| Entertainment | $5,000.00 | $7,500.00 |
| Special Events | $20,000.00 | $20,000.00 |
| 7th Tradition | $1,500.00 | $1,500.00 |
| Pre-Convention Fundraising | $6,500.00 | $7,500.00 |
| Pre-Convention Memorabilia | $2,500.00 | $2,500.00 |
| Scholarship Donations | $1,500.00 | $2,500.00 |
| Memorabilia | $15,000.00 | $20,000.00 |
| Room Credit | $10,000.00 | $24,000.00 |
| Audio Tapes | $1,250.00 | $1,500.00 |
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| Auction/Drawings | $6,500.00 | $7,500.00 |
| TOTAL | $161,250.00 | $156,250.00 |
| Projected Expenses | Approved | Revised |
| Audio/Video | $1,500.00 | $1,500.00 |
| Child Care | $0.00 | |
| Bad Checks | $500.00 | $500.00 |
| Bank/Credit Card Fees | $1,500.00 | $1,500.00 |
| Banquet | $28,000.00 | $23,000.00 |
| Brunch | $6,000.00 | $4,000.00 |
| Centerpieces, Auctions, etc | $2,500.00 | $2,500.00 |
| Coffee Reserve | $7,500.00 | $5,500.00 |
| Decorations | $2,000.00 | $2,000.00 |
| Design, Layout & Artwork | $2,500.00 | $1,000.00 |
| Programs & Printing | $3,500.00 | $3,500.00 |
| Entertainment/Dances | $6,000.00 | $5,000.00 |
| Hospitality | $4,500.00 | $2,000.00 |
| Information/Security | $1,000.00 | $1,000.00 |
| Insurance | $1,000.00 | $1,100.00 |
| Memorabilia | $10,000.00 | $12,500.00 |
| Office Expenses | $500.00 | $500.00 |
| Outreach | $500.00 | $1,000.00 |
| Public Information | $300.00 | $300.00 |
| Pre-Convention Fundraising | $3,600.00 | $2,500.00 |
| Postage | $1,500.00 | $1,500.00 |
| Registration | $10,000.00 | $5,000.00 |
| Room Rental | $0.00 | $14,000.00 |
| Scholarship/Unity Brunch | $500.00 | $500.00 |
| Speakers | $3,500.00 | $2,500.00 |
| Special Events | $17,500.00 | $17,500.00 |
| Special Needs/Hearing Impaired | $500.00 | $750.00 |
| Telephone | $500.00 | $500.00 |
| Transportation | $1,000.00 | $1,000.00 |
| Workshops | $1,500.00 | $1,500.00 |
| TOTAL | $119,400.00 | $115,650.00 |
| Contribution to CAWS | $41,850.00 | $40,600.00 |
Motion Passes unanimously
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Motion: To approve the Calgary 2006 CAWS Convention budget as submitted.
Second
Evan Anderson- I speak in favor of the motion
Bryan Seid- Are these Canadian or US Dollars
US in the report
Howard Johnson- Salt lake City is looking at 2008 and we are looking very closely at the numbers. Line item projected income of 10,000 from the banquet and a cost of 13,000?
Evan that is a good question-
Tony Drake – We are not running at a loss we will fix that
Brian Tennenbaum- I speak in favor of the motion with reservations we would like to see 35,000 plus in profit. We would prefer closer to 50,000.00
Elizabeth Saldebar- I have a question about attendees and the price
Could you tell me how many participants you have in order to meet your budget.
Expected 675
Jackie Schickler- How many of these are going to be from local areas
At least 50 % would come from CANADA
Paulette- Furoy – I speak in favor of this motion
With reservation about the banquet.
Being from Alberta and knowing the force of province in AB and BC next door and Ontario and Quebec and Halifax, our Regional support like Utah, WA and Oregon. I think this can be done.
Tony Drake – I speak in favor of this motion and yes there has been some concerns. This committee is committed to tackle those concerns and the border issues .
I think it is time to go International
Terry Marsden– I Make a motion to refer to committee
Second
Terry Marsden- I am concerned that the budget was just whipped together
Bob Campbell- I speak against the motion to refer. I want to make it clear that these budgets come to WSO and they are looked over and over. This is just a place to start.
Evan Anderson- I Speak against the motion to refer. There are many issues and they will be addressed in 90 days.
Tony Drake- I Speak against the motion to refer. A lot of good people put this together.
Terry Marsden – Withdraw motion
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Don – I speak in favor of the motion
John Bodkin- I speak in favor and I have met with this committee and I believe we have our ducks in a row and we approved Calgary already as a host city. Lets get behind them
Trevor Shceilbe- Motion to call the question
Second
Motion to close debate carries
Motion: To approve the Calgary 2006 CAWS Convention budget as submitted
| 2005 Year ending Calgary | |||||
| Convention Revenues and Expenses: | |||||
| CONVENTION | CONVENTION | CONVENTION | CONVENTION | CONVENTION | |
| Budget Line Items | Program Service | Program Service | Program Service | Program Service | Program Service |
| 1st Quarter | 2nd Quarter | 3rd Quarter | 4th Quarter | ||
| Revenue & Support | |||||
| Early Registration | 12,000 | 3,000.00 | 9,000.00 | ||
| Late Registration | 10,000 | 2,500.00 | 7,500.00 | ||
| Banquet | 10,000 | 2,500.00 | 7,500.00 | ||
| Brunch | 9,600 | 2,400.00 | 7,200.00 | ||
| Entertainment/Dances | 9,000 | 2,250.00 | 6,750.00 | ||
| Special Events | 7,000 | 1,750.00 | 5,250.00 | ||
| Raffles, Auctions,Etc. | 15,000 | 3,750.00 | 11,250.00 | ||
| 7th Tradition | 2,000 | 500.00 | 1,500.00 | ||
| Memorabilia-Pre | 5,000 | 1,250.00 | 3,750.00 | ||
| Memorabilia- @ Convention | 22,000 | 5,500.00 | 16,500.00 | ||
| Room Credit | 10,000 | 2,500.00 | 7,500.00 | ||
| Audio Tapes | 3,000 | 750.00 | 2,250.00 | ||
| Scholarships | 1,800 | 450.00 | 1,350.00 | ||
| Pre-Convention Fundraising | 4,000 | 1,000.00 | 3,000.00 | ||
| 0.00 | 0.00 | ||||
| Total Receipts: | 120,400 | 0 | 0 | 30,100.00 | 90,300.00 |
| Operating | |||||
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| Expenses: | |||||
| Registration | 5,000 | 1,250 | 3,750 | ||
| Banquet | 13,000 | 3,250 | 9,750 | ||
| Brunch | 7,600 | 1,900 | 5,700 | ||
| Entertainment/Dances | 6,000 | 1,500 | 4,500 | ||
| Coffee Reserve | 5,000 | 1,250 | 3,750 | ||
| Special Events | 3,000 | 750 | 2,250 | ||
| Raffles, Auctions, Etc. | 2,500 | 625 | 1,875 | ||
| Programs & Printing | 3,000 | 750 | 2,250 | ||
| Speakers | 8,000 | 2,000 | 6,000 | ||
| Workshops | 3,000 | 750 | 2,250 | ||
| Marathons | 300 | 75 | 225 | ||
| Hospitality | 500 | 125 | 375 | ||
| Memorabilia | 12,000 | 3,000 | 9,000 | ||
| Information/Security | 1,000 | 250 | 750 | ||
| Child Card | 0 | 0 | |||
| Audio/Video | 2,000 | 500 | 1,500 | ||
| Outreach | 350 | 88 | 263 | ||
| Design, Layout & Artwork | 500 | 125 | 375 | ||
| Special Needs | 1,000 | 250 | 750 | ||
| Advance Information | 0 | 0 | |||
| Computer Rental, Etc. | 500 | 125 | 375 | ||
| Transportation | 500 | 125 | 375 | ||
| Public Information | 300 | 75 | 225 | ||
| Hospitals & Institutions | 1,000 | 250 | 750 | ||
| Decorations | 750 | 188 | 563 | ||
| Bad Checks | 100 | 25 | 75 | ||
| Pre-Convention Fund Costs | 6,000 | 1,500 | 4,500 | ||
| Telephone | 1,000 | 250 | 750 | ||
| Postage | 0 | 0 | |||
| Miscellaneous/Office Supplies | 1,500 | 375 | 1,125 | ||
| Bank Service Charges/CR CD Chg | 1,500 | 375 | 1,125 | ||
| Scholarship | 500 | 125 | 375 | ||
| Insurance | 1,100 | ||||
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| Total Operating Expenses: | 88,500 | 0 | 0 | 21,850 | 65,550 |
| Surplus ( Deficit) | 31,900 | 0 | 0 | 8,250 | 24,750 |
Motion passes with substantial unanimity
Referral 2729 – That negotiation guidelines for Hotel Liaison be established.
Motion: After Cash Handling Procedures on Page 24 and before General Guidelines, add new page 25 titled Convention Contract Negotiating Tools, which shall state the following:
- Free or discounted coffee and iced tea and the ability to charge for coffee and iced tea, if necessary
- Room rate to include approximately $10.00 per night rebate to CAWS
- Reservation cut-off date to be 30 days or less and rate shall be honored if rooms are still available
- Address the issue of internet/discounted room rates
- One free room with each 40 to 50-room nights based on “total room nights”
- Free meeting space
- Hotel to provide A\V equipment at no charge
- No fees paid for set-up or break down
- Room rate to be in effect 5 days prior and 5 days after the convention
- Late check out on final day of convention
- Free or reduced parking rates
- Have the right to bring food and beverages into Hospitality room
- Free meeting space for Host Committee monthly for up to 2 years prior to event
- 24-hour use of pool, spa, health club
- Whenever possible, hotel room rates should not exceed $125 per night
Don- I speak in favor of the motion. These tools were in use all along they are just now included in the guidelines.
John Bodkin- I am strongly in favor of the motion.
Teri Knight- I am in favor of the motion . I commend the committee for taking the effort
Paulette Furoy- Point of information
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I understand we need good working tools. My question is under item #13 free committee meeting space for up to 2 years . Is that necessary?
Evan Anderson- For some sites it may or may not be needed and will vary from location to location.
Mark Petit- Point of Information- Is numbering pages housekeeping?
Chair- It is logical to assume that it is.
Nick Lynn- Point of information – Maximum 150.00 dollars and I am wondering if that is short sited .
Evan Anderson – That is a good point , this is just suggested rate and we feel that this is good price for a good hotel.
Nick Lynn- So this is not a fixed amount
Evan – No
Alan Siegel – I would like to make a friendly amendment that these be suggestions Insert the words are suggested.
Not accepted
Skip Beck – Call the Question
Second
Motion to close debate passes
Main Motion Carries unanimously
Referral 3668 – Speaker meetings at the convention be designated as “Open” CA meetings and as such will follow the 7th Tradition.
Motion: On Page 26, General Guidelines, add Item 26 – Speaker meetings are open to anyone who wishes to hear the message.
Second
Motion Carries unanimously
Referral 3641 – Addition of Cities to Cities of Departure list.
Motion: From Page 32 to 33 under City of Departure, add London, Glasgow, Amsterdam, Calgary, and Hong Kong.
Second
Friendly amendment –
Add From 32 to 33
Jackie Schickler – Friendly amendment –
I would like to strike Glasgow and Amsterdam from the Motion
We decline
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I speak against the motion
I believe it is important to have main international cities on list yet I think it is a burden to get prices from these cities.
Paulette Furoy – I offer a Friendly amendment.
I would like to offer Toronto and Vancouver BC
Decline.
Barry Haynes. I speak in favor of the motion
This is just an example.
Paulette Furoy- I speak against this motion . You refused the two largest international airports in Canada.
David Booth- Call the question
Second
Motion to close debate carries
Motion: Page 33 under City of Departure, add London, Glasgow, Amsterdam, Calgary, and Hong Kong
Main motion Passes with substantial unanimity.
Referral 3547 – CAWS Conventions only offer coffee in the hospitality suites.
Motion: On Page 20 under Hotel Liaison Chairperson duties, add Item 12 which states:
It is suggested that CAWS convention only offer coffee in hospitality room. In addition, consider limiting the time that the coffee is served and consider different options for charging for coffee.
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Second
Morris- I speak in favor of this motion- The budget is up and we have be asked to cut it we believe coffee is an area we can save on.
John Bodkin- In favor of the motion.
Howard Johnson- I am against the motion
It should be a negotiating point at the hotel. I think it is micro management
Nicholas – FRIENDLY AMENDMENT –
Could we strike coffee and write beverage
Rejected
John Cook- I am in favor of the motion I see too much waste in this area
Shane Merck – I am in favor of the motion
I think coffee is too costly at Hotels and the prices are too high
Kim Sherwan- I think this body must understand that Coffee is not Free
Evan Anderson- Once again this is only a guideline
Pilar – I speak in favor of the motion – this is a good place to reduce cost. This is a suggestion not a must do.
John I speak against this motion
Terry Denmark- Call the question
Second
Motion to close debate Passes
Motion: On Page 20 under Hotel Liaison Chairperson duties, add Item 12 which states:
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It is suggested that CAWS convention only offer coffee in hospitality room. In addition, consider limiting the time that the coffee is served and consider different options for charging for coffee.
With some opposition motion passes with substantial unanimity
Referral 3167 – That the Convention Committee address the issue that it be mandatory that the WSC have a minimum of 2 bids for the World Service Convention.
Motion: Insert into the World Service Manual, Standing Rules, Page 3.7, add new Item 22: Each year, a minimum of two (2) bids for the CAWS convention be presented to the World Service Conference for consideration. If two (2) bids are not received, the Conference may approve the single bid. If the single bid fails to be approved, the CAWS convention for the proposed year will be left vacant. If not filled at the following conference, the CAWS convention for that year will be turned over to the World Service Office and the World Service Office Board to plan and execute.
Second
Tony Drake- I speak in favor of the motion . In the 4 years I have been here there has been one bid every year and there isn’t much options for the fellowship.
Bryan Seid – Speak against the motion- I do not believe it belongs under standing rules
Scott Botz- I speak against this motion- It is not the place to put this kind of motion I do not believe it belongs in S rules
Jay Blasingame- I speak against the motion – I don’t see any need to add more words to the WSM
Teri Knight-
FRIENDLY AMENDMENT – To strike the sentence if 2 bids are not received the conference may approve a single bid
Decline the amendment
Jay Statland- I speak in favor of this motion
It will stimulate excitement through competition
Brain Bell- I speak against the motion- I don’t see the need for this motion or verbiage.
Brain Tennenbaum- I speak in favor of the motion
It is good to have more than one. I believe if one is good two is better
Terry Denmark- I call the vote
Second
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Motion to close debate passes with some opposition
Motion: Insert into the World Service Manual, Standing Rules, Page 3.7, add new Item 22: Each year, a minimum of two (2) bids for the CAWS convention be presented to the World Service Conference for consideration. If two (2) bids are not received, the Conference may approve the single bid. If the single bid fails to be approved, the CAWS convention for the proposed year will be left vacant. If not filled at the following conference, the CAWS convention for that year will be turned over to the World Service Office and the World Service Office Board to plan and execute.
Motion Passes Yes 72 No 33
Referral 3006 – Motion to limit dances at the conventions to one per night.
Motion: On Page 21, under Entertainment Chairperson, add Item 8, which reads: It is recommended that dances do not overlap each other (e.g. one adult dance per night).
Second
Leon Mason- I speak against the motion. It seems harmless, yet I feel it is micro management.
Kim Nelson- Point of Information what do you mean by adult dance?
The reason we put adult dance is we included for younger people
Sean Phillips- I speak in favor of the motion . I believe it will save us money.
Daivd Booth Friendly amendment –
Underline the word Recommended Suggestion
Accepted
David Booth I am now in favor of the motion
Brian Bell- I speak against this motion . I think we should leave these choices up to the convention committees
Tony Drake- In favor of the motion – All we are doing is offering a suggestion. We are just sharing our experience.
Steve Edwards- Point of Information-
Did anyone every go to
Ron Antwon- I speak against this motion – I too have been to WS Conventions – if they stop planning trips and Broadway shows they might get there boogie on
Elizabeth Saldebar
Point of information– When you speak of Dances are you speaking to both dances and live bands
Stacey Keyes– Call the vote
Second
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Motion to close debate Passes
Motion: On Page 21, under Entertainment Chairperson, add Item 8, which reads: It is recommended that dances do not overlap each other (e.g. one adult dance per night).
Motion passes with noted opposition with substantial unanimity
Referral 3174 – Room for the Hotel Liaison due to the importance and necessity that the Hotel Liaison is on site during the convention 24 hours per day.
Motion: On Page 20, under Hotel Liaison duties, Item 9, change the wording to read: Coordinate rooms paid by CAWS and charged to master account. Rooms to be made available for (per CAWSO policy):
- Speakers
- Treasury Room
- Hotel Liaison
- Committee Chairperson
- Convention Room Giveaway
- Trustees
Second
Trevor friendly amendment –
Strike Items 3 and 4 and
Decline amendment
Trevor Sheible- I speak against this motion
Leon Mason- I speak in favor of this motion
Howard Johnson- I make a friendly amendment –
After rooms to be available per CAWSO policy ,
With rooms to be shared
Declined the amendment
Howard Johnson- I still speak in favor of the motion. Especially the Hotel Liaison
Jim Holder- I speak in favor of the motion. My question is- with adding per CAWSO policy on this motion which is rooms are paid at 50%
Evan Anderson- The answer is no
Bryan Tennenbaum- I speak in favor of the motion
Tony Drake- I speak in favor of the motion especially for the Liaison reason.
Teri Knight- Point of Information is this all speakers or only the Keynote speakers?
Evan Anderson_ as far as we know that is in keeping with this CAWSO policy
Sean Dugan– Call the question
Second
Motion to close debate Passes with minor opposition
Motion: On Page 20, under Hotel Liaison duties, Item 9, change the wording to read: Coordinate rooms paid by CAWS and charged to master account. Rooms to be made available for (per CAWSO policy):
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- Speakers
- Treasury Room
- Hotel Liaison
- Committee Chairperson
- Convention Room Giveaway
- Trustees
Motion Passes with substantial unanimity
Shane Merck – Parliamentary Inquiry –
Yesterday when we limited debate was it only for one day
Chair – It actually failed
Referral 3154 & 3211 – Address the need for certified sign language interpreters at CAWS conventions.
Motion: On Page 9, Special Needs Chairperson, Item 1, strike entire statement and replace with the following: Enlist and supply contractually bound professionally certified sign-language interpreters for main speaker meetings and selected workshops.
Second
John Bodkin- I speak in favor of this motion
Point of Order- Tony Drake – Discussion off point
John I am for the motion
John W. Friendly amendment – When deemed necessary
Decline
I now am against the motion
Scott – I am in favor of the motion I believe we need this
Tish Une- I am in favor of this motion I believe that we need certified professionals . All people deserve to hear our message of recovery.
Kay Thomas-Call the question
Second
Motion to close debate carries
Motion: On Page 9, Special Needs Chairperson, Item 1, strike entire statement and replace with the following: Enlist and supply contractually bound professionally certified sign-language interpreters for main speaker meetings and selected workshops.
Motion Passes unanimously
Notice of a motion to Rescind- Sherri Hoffman
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DINNER BREAK
Referral 3225 & 3344 – Request that banquet seating be pre-assigned
Motion: On Page 23, Banquet Coordinator, add Item 4, which reads: Pre-assign banquet seating
Second
Kevin Murphy- friendly amendment – ,with a procedure for couples and groups to sit together.
Accept the friendly amendment
Motion: On Page 23, Banquet Coordinator, add Item 4, which reads: Pre-assign banquet seating, with a procedure for couples and groups to sit together.
Howard Johnson- I speak against the motion, it seems as though we are once again micro managing
Jackie Schickler, I speak against the motion .
Susan Doch- I speak against the motion.
Evan Anderson- I speak in favor of the motion . It allows for people to be together who want to be, and after all these are just suggestions.
Jennifer Jaques- I am in favor of the motion. I would like to know I can sit with my spouse or partner.
Sean Dugan- I speak in favor of the motion, I believe it allows for more flexibility
Shane Merck- I speak in favor of the motion , after all it is just a suggestion.
Carl Warlick- Call the question
Second
Motion to close debate passes with minor opposition
Motion: On Page 23, Banquet Coordinator, add Item 4, which reads: Pre-assign banquet seating, with a procedure for couples and groups to sit together.
Motion carries with noted opposition with substantial unanimity.
Referral 1503 – Request to develop a more specific Convention Closing List
Motion: On Page 23, Closing Coordinator, Item 7, add a colon (:) at the end and add the following:
A. Sunday Night
- Determine rooms no longer in use
- Cross reference with spreadsheet
- Walk through rooms and inspect condition
- Clean up rooms, look for personal belongings left behind and determine if additional housekeeping is needed
- Shut down those rooms
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- Ensure that all material for shipping is inventoried and properly stored
B. Monday
- Coordinate with Evaluations Chair to pick up forms
- Complete shut down of rooms
- Cross reference with spreadsheet
- Walk through rooms and inspect condition
- Clean up rooms, look for personal belongings left behind and determine if additional housekeeping is needed
- Breakdown Hospitality rooms, Registration room, Memorabilia room, and Source Table room
- Final determination of room shutdown
- Coordinate/confirm hotel shipping of material back to LAX and/or other local storage. Ensure storage of material. Verify with ( Miss Patty)
C. Tuesday
- Verify hotel shipping. Get tracking codes.
Second
Friendly amendment – Remove Miss Patty
Accepted
Tammy McGahee- I speak in favor of the motion and this was in your delegate mailing
Bryan Seid- Friendly amendment – Add [The Current Office Manager]
Decline
Carolyn Kane- In favor of the motion
John Burton- In favor of the motion
Cynthia Cronhkite- Point of information I am wondering about the shipping costs, the previous hotel charged us to receive packages?
Kim Sherwan- We investigated the cost and we used an outside shipper and we absorbed that cost with in committee.
Cynthia friendly amendment –
Delete the words Hotel in Item 8
Accepted
Motion as now modified by the friendly amendments :
A. Sunday Night
- Determine rooms no longer in use
- Cross reference with spreadsheet
- Walk through rooms and inspect condition
- Clean up rooms, look for personal belongings left behind and determine if additional housekeeping is needed
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- Shut down those rooms
- Ensure that all material for shipping is inventoried and properly stored
B. Monday
- Coordinate with Evaluations Chair to pick up forms
- Complete shut down of rooms
- Cross reference with spreadsheet
- Walk through rooms and inspect condition
- Clean up rooms, look for personal belongings left behind and determine if additional housekeeping is needed
- Breakdown Hospitality rooms, Registration room, Memorabilia room, and Source Table room
- Final determination of room shutdown
- Coordinate/confirm hotel shipping of material back to LAX and/or other local storage. Ensure storage of material. Verify with WSO. ( Miss Patty)
C. Tuesday
- Verify hotel shipping. Get tracking codes.
Motion Passes Unanimously
Referral 2260 – Revise Convention Budget Template
Motion: Replace old budget template on Page 35 with the following:
| Convention Bidding Budget Form | |||
| Convention Revenues and Expenses: | |||
| Year of Convention | Expense | Revenue | Net Gain |
| Early Registration | |||
| # of early reg.____ @ _______ each | |||
| Registrations | |||
| # of regular reg. _____@ _____ each | |||
| printing of ______ reg. Forms | |||
| name badges | |||
| Packets | |||
| printing of programs | |||
| Computers | |||
| Meals | |||
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| #of ___ Banquets@______ each | |||
| #of ____Brunch@ _____ each | |||
| Coffee | |||
| #of ga.____ @ each | |||
| Entertainment | |||
| Thursday | |||
| Friday | |||
| Saturday | |||
| Sunday | |||
| Memorabilia | |||
| pre convention | |||
| Convention | |||
| Speakers | |||
| airfare for ___# of speakers | |||
| hotel for ____# of speakers | |||
| registration for ____# of speakers | |||
| per diem for ____# of speakers | |||
| Fundraising | |||
| Events | |||
| Memorabilia | |||
| Special Events | |||
| Friday | |||
| Transportation | |||
| Saturday | |||
| Transportation | |||
| Sunday | |||
| Transportation | |||
| Scholarships | |||
| Centerpieces | |||
| # of centerpieces | |||
| 7th Tradition | |||
| Hospitality Room | |||
| Auction | |||
| Postage | |||
| Outreach | |||
| Insurance | |||
| Decorations | |||
| Special Needs | |||
| Art Work | |||
| Security | |||
| Office Supplies | |||
| NSF Checks | |||
| Telephone | |||
| Literature |
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| Marathon Meetings | |||
| Bank & Credit Card Fees | |||
| Hotel Room Rebate | |||
| Evaluation | |||
| Tape Sales Credit | |||
| Audio Visual | |||
| Opportunity Drawing | |||
| Cash Registers | |||
| Upcoming Chair Expenses | |||
| Misc. | |||
| Totals | |||
Second
Skip – Point of Information
Motion: Replace old budget template on Page 35 with the following (see above)
Motion Passes unanimously
Referrals 1589 & 1942 – Add $500 line item in Convention budgets for Unity Brunch
Motion: Revise the Convention budget template on Page 35 to include a $500 line item for a Unity Brunch
Second
Kevin Flaws friendly amendment – Replace the word Brunch with Event
Accept
Motion: Revise the Convention budget template on Page 35 to include a $500 line item for a Unity Event
Motion Passes with Some opposition
Referral 2924 – Establish that the Treasurer must determine a quorum for Spending Committee.
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Motion: Page 16, Treasurer, add line item 8 that reads as follows: Determines the quorum for the Spending Committee and ensures that a quorum is present regarding all decisions for expenses over $100.00.
Second
Evan Anderson- The motion was actually crafted by our WSO manager. I speak in favor
Motion Passes unanimously
CATW Art work and questions and answers
Point of information is this CAWS or CATW
Chair It is both
Rick Delgado- The Art work was available to us in the past for our purposes
Yes
Stacey Keyes- do we all have to do the same artwork
Chair- It would be in the spirit of Unity . Yes
Stacey Keyes- Do we all do it at the same time?
Chair- It is suggested yes
Beth Reinhardt
I thought it was on a weekend? Here it is on one day
Chair – It is only a suggestion
MOTIONS OUT OF COMMITTEE:
Motion: On Page 30, Bidding Guidelines, add Item 12, which states: The CAWS convention expense budget should not exceed $110,000, with expected net income to exceed 30% of the expenses.
Second
Pilar – Speaks in favor of the motion
John Van Horne- ( Oliver) I speak in favor of the motion
I would like to see a ceiling for expected registrations
Friendly amendment – The convention expense budget be cost per participant.
Decline
Motion passes with minor opposition
Motion: On Page 26, General Guidelines, add Item 27, which states: It is suggested that an early registration package be offered for under $100.00.
Second
Pilar – I speak in favor of the motion, feel it will promote unity and allow for more registrations
Elizabeth Saldebar- I have to speak against this motion
The package include so many things that I feel it would not be financially responsible.
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Rick Delgado- Point of Information
Would this not be item number 27?
CC Chair No this one is right.
Allan Siegell, Point of information- Does this include breakfast, dinner and events
Pilar- It is up to the host city
Sean Dugan- Speak in favor of the motion, caws 2004 has a 99.00 package.
Tony Drake- Call the question
Second
Motion to close debate Passes
Motion passes with substantial unanimity
John Bodkin- 5th concept statement
Teri Knight – 5th Concept statement
Elizabeth Saldebar- 5th concept statement
John B- NY- 5th concept statement
Bryan Sied – Parliamentary Inquiry – SR 13 any rule which changes or which has a major effect on a WS committee or ** Insert
Would the motion be out of order?
I believe a motion was passed that effected new business
Chair- we are not in new business.
REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR:
There are no tabled motions.
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES:
Referral 3664 – Proposal that cities hosting the World Service Convention keep 10% of the proceeds.
Referred to Finance.
Referral 2689 – Holding a World Level women’s conference in order to promote growth and unity among women in the fellowship.
Referred to Unity.
REFERRALS THAT DID NOT RESULT IN MOTIONS:
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Referral 3148 – Set up table in common area in hotel or convention center to attract non-CA conventioneers with pamphlets provided in English, Spanish and French (e.g. What is CA?, To the Newcomer, Self Test, Higher Power).
No action taken. Please see Page 7, Item 4 under Public Information Chairperson.
Referral 2309 – Workshop Chairperson duties: require workshops to be related to 12-step recovery and that workshop speakers be members of CA.
No action taken. Please see Page 11, Workshop Chairperson, Items 2 and 6.
Referral 3536 – Convention concerns. Does the convention to make money? Do we still care about the newcomer? Has the cost made the convention exclusive? Shouldn’t the convention be something special?
No action taken as issues in this referral have been addressed in other referrals presented before this committee.
Referral 3561 – Apply spirit of rotation in regard to choosing speakers for convention.
No action taken. This should be left up to the Host City’s discretion.
Referral 2700 – Coordination of comp rooms by priority (1. Speakers, 2. Treasury Room, 3. Convention room/giveaways/donations, 4. Housing room for CA stuff).
No action taken. Current allocation is appropriate.
Referrals 3083 & 3542 – Convention hotel room rate caps be added to the guidelines (e.g. $125.00/night)
No action taken because this issue has already been addressed through Referral 2729 which addressed Convention Contract Negotiating Tools.
Referral 1450 – CA’s History of Hotel Room Rental from past conventions in order to prepare a room rate database.
No action taken because of inability to research or access information.
Referrals 2172, 2827 & 2928 – Explain and/or amend the section in the Convention Guidelines that outlines Chairperson and Steering Committee Selection Timelines and possibly allow for more time to compile a more suitable number of resumes especially since the conventions are selected more than 2 years out.
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No action taken because these issues are already addressed in our guidelines on Page 5, Chairperson.
Referral 3226 – Address Chairperson qualifications specifically that a person being considered as Chair of a World Service Convention have experience serving on a World Service Convention.
No action taken because existing guidelines on Page 5, Chairperson, are adequate.
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE:
Chairperson: Tammy MeGahee
Vice-Chairperson: Carl Warlick
Secretary: Susan Calkins
Celebrate Around the World Chair: Wilbert LaFleur
CLOSING COMMENTS:
Thank you all for allowing us to be of service.
Committee Members:
Evan Anderson
Dennis Harmon
Sean Dugan
Tony Drake
Morris Richardson
Joe Cook
Susan Calkins
Johnnie Etherly
Tammy MeGahee
Cindy Cougot
Kay Thomas
Carolyn Cain
Arnold Montgomery
Carl Warlick
Barry Haynes
Cory DeYoung
Wilbert LaFleur
Greg Urantowka
Pilar Ruiz
Jennifer Jacques
Patty Flanagan
Earl Henderson
Matt Reilly
Al Furoy
Questions: answered