Minutes of Conference Committee Thursday October 3, 1985
ATTENDEES:
Scott S.
Gil M.
Mike F.
Each person attending the meeting read the agenda for the meeting a copy of which is attached to these minutes.
The following items were discussed and agreed upon; to be presented to the C.A.W.S. Board of Directors for approval.
Regarding the items A. & B. of the agenda:
1. Delegate representation:
A. Voting power:
1-9 meetings
10-19 meetings
20-29 meetings
and so on.
Other alternatives discussed were to use a smaller number of meetings for each vote but in the interest of maintaining representative voting power for each delegate(s) this was ruled out.
B. Number of delegates:
1. 1 delegate for each vote
2. 1 delegate for the total voting power of each “area”
3. Either of the above.
The committee recommends that number 3 be used. Each delegate area would make its own decision as to how to distribute the vote(s) of its area to the delegate(s).
C. Definition of area:
1. An area would be the equivalent of a General Service Organization.
2. An area would be any cluster of meetings or a city plus any outlying meetings wishing to associate with the city or cluster.
3. An area would equal a region, of a state, including a number of individual meetings which are not close, geographically, together.
4. An area would equal a state.
There are the above possibilities for defining an area and the committee felt that the definition may be decided by the Board or left to the various areas which recieve the communication from this committee.
Mike F. volunteered to find a map of the U.S. and indicate the number and location of meetings in the country to assist the Board in deciding if it should make the determination of what alternative(s) should be selected and whether the individual areas should make a decision or the Board decide on what constitutes an area for the first conference.
D. Selection procedure:
1. General Service Organization selects its delegate(s).
2. Where there is no GSO:
A. Each meeting selects an area representative. The representatives then select the delegate(s) for that area.
B. Where there is a small number of meetings or where the meetings in an area are scattered then the selection of the delegate(s) would be by lot ( Mail, phone )
C. Where there are a large number of meetings, especia¬lly close together, then it is recommended that the meetings’ area representatives meet and elect the delegate(s).
2. Other voting members:
The committee recommends that the Board of Trustees and a number of World Service Directors, the exact number to be determined by the Board but recommended by the committee to be small, each have a vote at the conference.
3. Non-Voting members:
The committee feels that other attendees, who do not have a vote at the conference, should be there for the present¬ation of reports, to answer delegate questions and help the operation of the conference. Possible non-voting attendees ( unless they are selected as voting World Service delegates ) would be the Secretary, Treasurer, Literature Chairperson, Chips Chairperson, and Public Information Chairperson. The Board may also have others attend specifically to help “run” the conference.
Regarding item C of the agenda:
1. What should be included in the first letter to each potential area/ delegate? The committee recommends the following
A. Notification of the exact dates and location ( perhaps
without the hotel – but at least the city ) of the Conference.
B. The designation/defination of an area which will be represented by the delegate(s).
C. Each delegate(s) voting power, with explanation of reasoning.
D. How an area should go about ( suggested ) selecting the delegate(s). Guidelines for delegate selection.
E. A breakdown of who the voting and non-voting members
of the Conference will be.
F. A request that each area that is sending delegate(s) respond to World Services Conference Committee before December 31, 1985 with delegate name and other pertinent information.
G. Preview of coming attractions. What will be sent out with the second communication from the Conference Committee ie, the agenda of the conference, structure of the conference ( or lack thereof ) and how the conference should work.
The committee did not flesh out what it will put together for an agenda for Board approval but discussed what is anticipated to be accomplished.
The committee adjourned at about 9:30 PM, or was it later, and will meet again after the Board meeting of October 10, 1985, to complete the letter and start the agenda work.