Stu E. – Presents the Convention Closing report.
CLOSING REPORT C.A.WORLD SERVICE CONFERENCE 2015 CONVENTION
COMMITTEE REPORT
INTRODUCTION AND OPENING COMMENTS
Opening Comments
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I would like to thank the World Service Conference Convention Committee for allowing me to serve as your Chair. It has been, as always, a humbling and exhilarating experience as well as tiring. Since this is my last conference as your chairperson I cannot say enough about how valuable you all are to me, nor thank you enough for all your hard work in making this the best committee at this conference. I especially want to thank you all for putting up with my scattered ways of thinking. 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 also looked at ways to enhance the current guidelines to better serve our members. Additionally, our members were able to substantiate the 2019 Convention bid. Committee Introductions
Convention Chair – Stu E.
Convention Vice-Chair – Krista B.
Co-Secretary – Jerico Mc.
Co-Secretary – Dwanna R.
Trustee – Ira L.
Trustee – Brian T.
CAWSO DOO – Linda F.
Sheree H.
Sharon Porter
Carl R.
Benjamin S.
Carla S.
Valerie C.
Sandra A.
Chris R.
Jordan L.
Joseph N.
Gary M.
Ira L.
Tony H.
Gary P.
Ronald Mc.
Ev P.
Debbi S.
REFERRALS THAT RESULTED IN MOTIONS
Referral 2015CON11
There has been a disconnect related to the CAWS official website, each year each committee seems to start over and create their own iteration of the website. How about
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we create one template and have it used each year, that would be great, and would make all of our lives easier and save the fellowship some money. From 2014 to 2015 we had to create our own website, only to be told at the very end that the webmaster had made a template, but no one from 2015 even knew about that at all. So, let’s use one template and let everyone know about it, perhaps in the guidelines and beyond.
Tony H. presented motion
MOTION:
Insert new Bullet #11 in the Cocaine Anonymous WSCCC Guidelines under
Information Technology IT Chair page 30:
11) While building a website for the upcoming world service convention, the host area/region may request assistance from the WSOB Web Servant.
Tony D. – Motion made and seconded. Speak to your motion?
Tony H. – No.
Tony D. – Prepare to vote
Vote 085 – 109 for, 10 against – motion passes
Referral 2014CON-1 and Referral 2015CON14
Each time a World Convention is hosted by an Area, that Area is drained financially by the fundraising activities that are necessary to promote the event. I would like to see something given back to that Area. I am suggesting that if the World Convention makes money, that the hosting Area of the World Convention is given back 3% of the total profits.
Stu E. – presents motion
MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 34
Add new Bullet 38 under GENERAL GUIDELINES and renumber remaining bullets:
38) Upon completion of a World Service Convention the host area will be eligible to receive a donation from Cocaine Anonymous in the amount of $2,500, once fundraising goals have been met. Where a convention net receipt is greater than 20% of the final budgeted amount, the donation to the host area will increase to $3,750.
Tony D. – Motion made and seconded. Do you want to speak to your motion?
Stu E. – This is in response to a referral we got this year and the referral that was tabled last year. It was getting some traction, then incorrect info was provided last year. We did get clarification from the WSOB and it is legal to transfer funds from one non-profit
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to another. It can really drain the resources of the Area hosting the convention to put on a World Convention. This helps them get back on their feet.
Heidi J. – Against this motion. The WS Convention is to raise funds for WS. If an area is too small to hold it, then maybe they should not try to hold a WS Convention. My area never recovered after holding a WS Convention. I don’t think the answer is to give money back to the Area. They know what they are getting into when they start.
Scott S. – Friendly amendment – based on the last motions, this could cause issues ….
Friendly amendment to read
MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 34
Add new Bullet 38 under GENERAL GUIDELINES and renumber remaining bullets:
38) Upon completion of a World Service Convention the host area will be eligible to receive a donation from Cocaine Anonymous World Services in the amount of $2,500, once fundraising goals have been met. Where a convention net receipt is greater than 20% of the final budgeted amount, the donation to the host area will increase to $3,750.
Scott S. – I thinks this is structured poorly. True, that many Areas are put in financial risk when they finish.
Duane M. – Point of Order – Did I miss something? He made a friendly amendment and is speaking to it?
Scott S. – The host city is put at risk, many are, not all.
Maria M. – Parliamentary inquiry – a motion was made, then a friendly amend was made. This sounds like debate. What is the process? Tony D. – He is allowed to speak to his amendment.
Scott S. – If you look at the convention budget, there is a section in there for fundraising. That is generated out of the host city with events held in their area/region, they also get memorabilia paid for by WSO, then sold in the region. They raise money directly, that is a lot of work. They have held conventions, golf tournaments, etc, to raise money that would have normally gone to the Area but is now going to the WS Convention. Long time ago, WSO couldn’t fund the WS Convention, seed money used to came from the host areas. The host city puts in a lot of time, effort, money and get no financial benefit from it. I think they should get some of that back, that is the purpose of this motion. I still have an issue with some of the language.
Brian T. – Point of Information – Can you define to me what the definition is and what the fundraising goals are and final budgeted amount? What are those figures? What do they mean?
Stu E. – Once you have met your fundraising goal that was submitted in the bid, then expect the fellowship will have gain from meeting those goals. We don’t want to give funds back to an area that hasn’t met those net goals. Brian T. – And the other part of that?
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Stu E. – If they expected to net $87,000 and exceeded $100,000… exceeded over 20%.
The idea is to spur the host area on to surpass what they put in the bid.
Richard L. – Just so you know, we did talk to an attorney about this, 3 non-profit attorneys and two other 12 Step organizations and this is a common practice and is legal. Just like when CAUK donates to CAWSO, it is legal. Speak in favor.
Rob W. – Not in favor, we have had a few areas in the past negatively impacted, but if we could put info in there about what could happen so they are aware of it, that would be more helpful. A lot of money doesn’t come from the Area. An example is Las Vegas. What if we had given a ‘donation kickback’ to Las Vegas even though most of the work was done outside of the Las Vegas area?
Stu E. – We were very specific in the wording to say Area. That would not apply to the Las Vegas convention situation.
Daniel G. – In favor, with our Area, we had to bypass our area convention to do the WS Convention. for two years we didn’t have an area convention and it was a strain. To have this as an incentive, I speak in favor.
Susan B. – Against this motion, the idea that something would seem to be a kickback for hosting a WS Convention is not sitting well with me. Think a better idea would be to just provide $2,500 seed money to each host city. WS convention is the big fundraiser. Award on the front end, not the back.
Scott S. – offers a friendly amendment to read
MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 34
Add new Bullet 38 under GENERAL GUIDELINES and renumber remaining bullets:
38) Upon completion of a World Service Convention the host area will be eligible to receive a donation from Cocaine Anonymous World Services in the amount of $2,500, once conference approved budgeted net increase in assets have been met. Where a convention net receipt is greater than 20% of the conference approved budgeted net increase in assets, the donation to the host area will increase to $3,750.
Stu E. – We accept
Scott S. – Financial reporting is not my area of expertise, net profit is actually net assets. Each convention submits a budget and often modified, then conference approved, this is the bottom line and is the basis for the friendly amend.
Michael C. – In favor of the motion as amended, the British Columbia Area is going to be putting on the Regional convention and we get seed money from the previous area that held the convention. Considering the amount of money that can be made, I see no problem helping out the host city. Could get more areas interesting in hosting.
David C. – In favor of motion. Agree with Scott with fairness to the host area. I was Chair of CAUK when the WS Convention came to the UK and we had to move our Area convention and the impact was significant as our convention was a loss. The
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problem was with fundraising as it was being siphoned off to the WS Convention. This motion shows consideration/gratitude to the host city. This is fair and unified.
Brian T. – In favor of motion, I’m all for CAWS getting as much money as possible, but it is a drain on the host city. This is benefit to the host area. Lots of work and fundraising done to put on a WS Convection, that does effect local host area. If they go above and beyond, this would help them.
Devin R-F- Parliamentary inquiry – Should this not go under SR-14?
Stu E. – It was.
John W. – Call the question.
Tony D. – Vote to close debate
Vote 086 – 111 for, 11 against – motion passes.
Tony D. – Vote on original motion
Vote 087 – 112 for, 22 against – motion passes.
COMMITTEE WORK THAT RESULTED IN MOTIONS
Benjamin S. – MOTION: in the Cocaine Anonymous WSCCC Guidelines on page 8 under Chairperson:
12) Convenes a post-convention general World Service Convention meeting to receive wrap-up reports and copy of “CAWS Convention Pass It On Fact Sheet” from each committee chairperson to be incorporated in the final chairpersons’ post convention final report. Meeting should be held within fifteen (15) days of the conclusion of the convention and report, including the “Pass It On” sheet, should be submitted to the
WSCCC Chairperson and the WSO within forty-five (45) days after that. Financial figures shall be provided to the WSO, for its use in the June 30th Financial Reports, as soon as possible after the convention, but no later than June 30th. within 60 days of the closing of the convention.
Tony D. – Motion made and second. Do you wish to speak to the motion? Any debate? Benjamin S. – Not at this time.
Tom P. – Has the office been consulted?
Susan B. – Friendly Amendment – I would like to add where ever possible added Stu E. – Not accepted
Tony D. – Vote 088 carries 108 – 11
Unknown person presents the motion
MOTION: in the Cocaine Anonymous WSCCC Guidelines page 31 under Cash Handling Procedures bullet 3:
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One member from the Host/Information Committee and two members from the onsite Treasury Committee (one representing the WSO and one representing the host city)The
Host Treasurer and 2 (two) assistants and the WSO Treasurer and 2 (two) assistants using dual control methods will pick up money from each committee’s point of sale.
Tony D. – Do you care to speak to the motion?
Jay P. – Is that six people?
Stu E. – Yes.
Laurie R. – I speak against this motion as written. There are problems with staggering for breaks and things.
Jay P.- Motion to refer to committee
Tony D. – Motion made and seconded
Stu E. – May we withdraw our motion?
Tony D. – yes.
Valerie C. – MOTION: in the Cocaine Anonymous WSCCC Guidelines Page 25 under
Hotel Liaison bullet 9b:
b) Treasury Room Suite with a parlor area containing conference table and chairs along with a safe large enough to secure monies collected each day. With two separate adjoining bedrooms having separate door entries for WSO and Convention Treasurer.
Tony D. – Motion made and seconded. Do you care to speak to the motion? Valerie C. – No
Laurie R. – Friendly Amendment – to read as – Treasury Room Suite with a parlor area containing conference table and chairs along with a safe large enough to secure monies collected each day. With two separate adjoining bedrooms having separate door entries for WSO and Convention Treasurer, if possible. Valerie C. – Amendment accepted
Tony D. – prepare to vote on Vote 089. Motion carries 111 for, 12 against.
Sandra A. – MOTION: in the Cocaine Anonymous WSCCC Guidelines Page 37Vendor Bidding Process under 1.b.:
RFPs should clearly state that CAWSO Inc. will require a W9 for any labor or service expense in the amount of $600 or more during a fiscal year (July 1 – June 30).
(January 1 – December 31).
Tony D. – Motion made and seconded. Would you like to speak to the motion? Sandra A. – Not at this time
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Heidi J. – Friendly Amendment – would you consider changing fiscal year to calendar year – to read as –
MOTION: in the Cocaine Anonymous WSCCC Guidelines Page 37Vendor Bidding Process under 1.b.:
RFPs should clearly state that CAWSO Inc. will require a W9 for any labor or service expense in the amount of $600 or more during a fiscal year (July 1 – June 30).
(January 1 – December 31).
Scott S. – Friendly Amendment to read – MOTION: in the Cocaine Anonymous WSCCC Guidelines Page 37 Vendor Bidding Process under 1.b.:
RFPs should clearly state that Cocaine Anonymous World Service Office Inc. will require a W9 for any labor or service expense incurred by US vendors in the amount of $600 or more during a calendar year (July 1 – June 30). (January 1 – December 31). Stu E. – Accepted Friendly Amendment from Scott S. Tony D. – prepare to vote.
Vote carries 090 122 for, 10 against.
REFERRALS THAT DID NOT RESULT IN MOTIONS Referral 2015CON7
I’d like there to be a guideline please that at a minimum, the evaluations from the CAWS convention be available at the Conference that same year for the Convention committee and future committees to learn from. The evaluations from CAWS 2015 which were done electronically for the most part have still not surfaced. This is of concern.
No action taken:
Thank you for the referral; please refer to the 2015 World Service Convention Committee Guidelines, Survey and Evaluation Coordinator Duties, page 20 #4: “Completes the process within thirty (30) days of the close of the convention.”
Referral 2015CON8
I’d like there to be a guideline please that no more than two of the speaker slate be from the host area, or in the case of 2015 from the planning area. There are lots of available speakers with CA being an international fellowship now, more people should be given the chance.
No action taken:
Thank you for the referral; please refer to the 2015 World Service Convention Committee Guidelines, Speak Chairperson Duties, page 17 #1a:
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“Final selection of the speakers for each slot filled will be chosen by groups conscience by the Host Area/Region Program Committee and submitted to the General Convention Committee for approval at least nine (9) months prior to convention.”
Also refer to the 2015 World Service Convention Committee Guidelines, Page 17 #14, and “It is recommended that all Cocaine Anonymous World Service Convention Speakers should be drawn from within the fellowship of Cocaine Anonymous. Speakers should be encouraged to focus on sharing their Hope, Faith and Courage based on their ongoing attendance at C.A. meetings, a working knowledge of C.A.’s 12 Steps, and that they carry a message consistent with our Fifth Tradition (“Each group has but one primary purpose to carry its message to the addict who still suffers.”).”
Referral 2015CON9
I’d like there to be a guideline please that members of the steering committee do not speak or present workshops at the convention they are planning. This year the program chair presented two workshops, it doesnt seem right, there needs to be other participants given a chance versus the hometown team getting to select their captain.
No action taken:
Thank you for the referral; please refer to the 2015 World Service Convention Committee Guidelines, General Guidelines Page 34 #37:
“It is suggested that the structure of convention programming be left to the discretion of the host city.”
Referral 2015CON10
I’d like us to somehow require pass it ons to be completed by the conference just after the convention, for CAWS 2015 this will not occur, it is immensely helpful if it could be please. These needs to go in the guidelines.
No action taken:
Thank you for the referral; please refer to the 2015 World Service Convention Committee Guidelines, Convention Steering Committee Page 7 #8:
“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.”
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Referral 2015CON11
This year the website for CAWS 2016 was not ready at CAWS 2015 and if I am right, the reg on line was not either. This needs to happen every year, a huge missed marketing opportunity without this. I’d like to see us require that the website, reg on line and registration forms for the next year be required to be available and the convention the year before, not thereafter please
No action taken:
Thank you for the referral; please refer to the 2015 World Service Convention Committee Guidelines, General Guidelines Page 34 #30:
“It is recommended that a registration form be prepared for distribution at the World Service Convention previous to that convention. If the host area/region requires prior registration samples, the WSO should be contacted.”
Also refer to the Registration Chairperson Duties Page 19 #1:
“Upon election contact the WSO to get the current registration program and procedures including online registration setup procedures. This should be the first order of business after the registration chair is elected.”
Referral 2015CON13
At this years convention the original plan was to collect $5.00 per person for H&I attendee registration costs. I feel that this was a barrier which prevented some of our more indigent prospective members from attending. I’d like to see this addressed in the Convention guidelines that committees are encouraged to provide free registration to patient members of the H&I community.
No action taken:
Thank you for the referral; please refer to the 2015 World Service Convention Committee Guidelines,H & I Chairperson Page 9 #3:
“Coordination with Registration Chairperson to ensure that all H & I attendees are pre-registered at no cost so that resources are not overwhelmed upon their arrival.”
REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR
Referral 2015CON4
There were many practices which were changed for CAWS 2015 since it was for all intents and purposes hosted by the WSO. It would be great if somehow these changes could be codified into the Convention guidelines going forward. Thanks
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Referral 2015CON5
There is now some great data about what concessions need to be given to CA from the hotels we negotiate with each year. There is a long list of this information. I have it as do others. This information should be put together and then included into the CA Conference Convention Committee’s Guidelines for ease of reference and use. Thanks
Referral 2015CON6
I believe that the great convention exchange has lost its way. Can the committee pls look at this could become more meaningful, relevant and helpful to those planning future conventions pls. It has gotten away from its original scope and purpose these past several years. Thanks
Referral 2015CON12
I believe that the allowance and budgeting of the next CAWS chair to come to the previous convention the year before the convention they are the chair of has lost its meaning. It now seems to be a free ride to come and to do nothing. That is not what was intended, it was supposed to be that the chair of the next year would actively be involved in the current year’s logistics and planning. Nothing like that happened this year, it needs to be restructured or removed from the budget and guidelines.
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE OR BOARD OF TRUSTEES
Referral 2015CON-1
UNITY- Suggest UNITY events be held Thursday, Friday, and Saturday. I worked on 2 CAWS Conventions in a row. Steering Committee literally put the UNITY events as low priority items. Suggest more emphasis & budget priority on UNITY. Suggest world wide UNITY input & coordination for the CAWS events
REFERRED to Unity
Referral 2015CON-3
That the committee consider offering a basic registration and 4-5 shared room nights for a designated representative from the Archive Committee to oversee the Archive display
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chain of custody, display set up and tear down. This would ensure the safety of the archive items and provide assistance to the convention archive chairperson. Thank you for your consideration.
REFERRED to Finance
SELECTION OF HOST AREA FOR 2019 CAWS CONVENTION
At this time I would like to call on Sweden to present a short summary of their proposal. Would C.A. Sweden please come to the podium?
***C.A. Sweden presents PowerPoint at this time.***
Tony D. – Any questions for C.A. Sweden about their bid?
Maurice S. – Is the $500.00 line item on the budget…
Calle O. – The budget is not finalized yet
Scott S. – What was the attendance of the local conventions?
Calle O. – 360 people
Jay P. – What will the participation from the UK be like?
Maria M. – I really don’t know. I believe Sweden will grow greatly in the next 4 years. Bill D. – The presentation was great. Thank you!
Jim S. – I would estimate 200-300 people from the UK would attend.
Daniel G. – What is the distance between the venue and the hotels?
Sandra A. – Everything is fairly close
John W. – Can you help explain that there is not a language barrier.
Sandra A. – Everyone will understand you.
Jay P. – Does anyone know how many registrations we had in the UK in 2012. Linda said about 300.
Tony D. – Is there a motion?
Stu E. – MOTION to accept Sweden’s bid for the 2019 World Convention Tony D. – Tony reads SR-22. Prepare to vote. Vote 091 passes 124 for and 16 against .
Stu E. – Congratulation to Sweden. We encourage Areas to submit their bids before 2016
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. I understand that there are
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numerous areas interested in bidding to host the 2020 CAWS Convention and I am thrilled at the prospect of hearing all those wonderful proposals.
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE
Chair – Jerico Mc.
Vice-Chair – Dwanna R.
Co-Secretary – Debbi S.
Co-Secretary – Sheree H.
CLOSING COMMENTS
Statement of Purpose
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.
At this time I’d like to invite the 2016 Convention Committee to come up and tell us how awesome this event is going to be.
*** 2016 CAWS Convention presentation at this time ***
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.
In my last action as chairperson of the World Service Conference Convention
Committee 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,
Stu E.
WSCCC Chair
*********************************
Rob W. – When do bids need to be in?
Stu E. – By June 2016.
Tony D. – Next up is Unity.
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