Gary P.: reports:
CLOSING REPORT
C.A. WORLD SERVICE CONFERENCE 2012 CONVENTION COMMITTEE
REPORT
INTRODUCTION AND OPENING COMMENTS
Opening Comments
I would like to thank the World Service Conference Convention Committee for allowing me to serve as your Chair. It has been an exhilarating experience, tiring at times, but humbling and awesome!! A huge thank you to the WSC Convention
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Committee members, as well as Linda F., who all spent hours on conference calls throughout the year. Also, a SUPER HUGE thank you to Kathy Jo for the countless hours of her own time she spent for the betterment of the WSCCC Guidelines. I feel like the work we’ve done throughout the year and in committee breakout sessions will make planning World Service’s biggest fundraiser of the year easier. All members spent hours going through referrals that were submitted to this committee. We also looked at ways we could enhance the current Guidelines to better serve our members. Additionally, our committee reviewed and substantiated the 2015 and 2016 convention bids. LET’S ALL GO!!
Committee Introductions
Convention Chair – Gary P.
Convention Vice-Chair – Stu E.
Co Secretary – Kathy Jo R.
Co Secretary – Debbie B.
Trustee – Terry M.
WSOB – Linda F.
Vilisia C.
Steve F.
Joy L.
Jordan L.
Reggie L.
Ronald M.
Joseph N.
Michael O.
Chris R.
Rob W.
Jeanne W.
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REFERRALS THAT RESULTED IN MOTIONS
Referral Number 6579: To include the following in the WSCCC Guidelines for future reference for Speaker Committee expenses: It should be clear when speakers are booked what terms are being made for expenses. Unless it is otherwise specified, speakers have a right to assume that all hotel and travel expenses will be paid for the entire trip. Speakers will also expect hotel or motel accommodations as a matter of course; if they’re to be guests in private homes, this should be explained before their arrival.
Vilisia C.: MOTION: Page 14, Modify Bullet #5 under Speaker Chair as follows: Responsible for having confirmed in writing from the speakers their commitment to speak. [strike] , as well as confirms details for travel and accommodations.
Second, Motion carries
Vilisia C.: MOTION: Page 14, Insert new bullet as Bullet #6 under Speaker
Chair, and renumber remaining bullets as necessary. Bullet #6 to read: Confirm compensation package details for each speaker (i.e. travel, hotel, convention registration). Second, Motion carries
Vilisia C.: MOTION: Page 14, Modify Bullet #7 (renumbered) under Speaker
Chair as follows: Purchase airfares at the lowest possible rate, [insert] or provide travel provisions as necessary. Second.
Tony D.: Any discussion?
Elizabeth S.: all travel will go through the WS office, did you want to add, or did you speak to that?
Gary P.: This is just the speaker chair notification process.
Vonya Q.: When we say the best rate, what qualifies as this, does that mean within a radius?
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Elizabeth S.: Not following how this is qualified
Kathy Jo R.: this bullet speaks to the expectation as to what included in the compensation. Simply saying the Speaker chair makes it clear to the speaker. Brian T.: speaks against, motion read and what is being said does not match. Elizabeth S.: FA – to add the language after necessary: and per approval of the WSO as stated in the WSM.
Gary P.: Please strike the motion per the committee.
Referral Number 6817: I would like to see the approved suggested Speed Service Workshop format added to the Convention Guidelines for suggested use at WS Conventions. FORMAT ATTACHED.
Steve F.: MOTION: page 4, to create Unity Chair position, to be added to Suggested Organizational Structure chart under Vice-Chair. Second, motion carries
Steve F.: MOTION: To approve the following Unity Chairperson Qualifications and Duties: add to vice chair subcommittee page 8:
Second, Motion Carries
UNITY CHAIRPERSON
SOBRIETY REQUIREMENT: Three years continuous sobriety.
PAST SERVICE WORK REQUIRED: Prior experience on a C.A. Convention Committee
QUALIFICATION: Strong leadership skills. Have a working knowledge of the 12 Traditions, 12 Steps, 12 Concepts, and the WSC Unity Guidelines
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UNITY CHAIRPERSON DUTIES:
- Work with WSC Unity Committee to create a Unity event at the WS Convention.
- Coordinate with the Hotel Liaison and the Program Chairperson to facilitate a Unity event at the World Service Convention.
- Obtain 3 bids for any expense which is estimated to exceed $500 per vendor/subcontractor.
- Complete a WSO Check Request Form for all expenditures over $100.
- Submit all Check Requests and bids to the Chair of the Steering Committee which oversees their committee.
Reggie L.: MOTION: page 23, amend Bullet #11 under Hotel Liaison as follows: [strike] “Reserve room and arrange food and beverages for annual Unity breakfast.” [insert] “Work with Unity Chair to reserve space for a Unity Event.” Second, debate:
Ray M.: FA – work with vice chair to match our guidelines?
Gary P.: We do not accept
Point of information: Clarify what position this is?
Paul M.: In the Unity guidelines states that our vice chair work with the hotel liaison.
Gary P.: We are talking about a whole new position in our guidelines.
David B.: FA: work with the unity committee to reserve space at the hotel.
Gary P.: No
Bill : Add WSCCC before Unity chair.
Gary P.: No
Maurice S.: Confusion between the two positions: FA: reads as follows: Unity convention Chair.
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Motion: page 23, amend Bullet #11 under Hotel Liaison as follows: [strike] “Reserve room and arrange food and beverages for annual Unity breakfast.”
[insert] “Work with Unity Convention Chair to reserve space for a Unity
Event.”
Motion Carries
Referral Number 6849: Allow the host steering committee to open a petty cash account with funds being turned over to WSO when the balance exceeds $500.00
Chris R.: MOTION: Page 30, To add the following under General Guidelines, Bullet #14: [insert]
a) Prior to the opening of the official WSO petty cash account, if a Host Area/Region generates WS Convention income from a pre-convention fundraising event, the Host Area/Region may open a local bank account.
i) These funds can be used for general operating expenses, however, any request for expenditure should follow the procedures as outlined in these guidelines (e.g. any request exceeding $100 requires a Check Request and Spending Committee approval).
ii) Copies of the bank statements must be forwarded to the WSO on a monthly basis.
Second, debate,
Randy G.: Concern for the need for a petty cash account, already in the guidelines, speaks against
Susan D.: Housekeeping of the motion.
Randy G.: The creation of an account needs additional info that is nebulas.
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Elizabeth S.: Why?
Rob W.: Once the committee is in place, there is no place to put monies, to get funds, and send the WSO the statements.
Elizabeth S.: –Speaks against, exposes our host committees for theft. Opens the local fellowship to concerns.
Brian T.: Speaks against, same reasons….
Bill H. : Speaks against, explanation does not speak to the concerns. Kenny W.: Speaks against the motion, the WSConvention guidelines has provisions for this.
Joy H.: Point of information: Wouldn’t be easier to ask the office to open the account earlier?
Rob W.: Guidelines have timelines…they are not always followed, this motion will insure that the local fellowship will have access to the funds.
Barry J.: Speaks against, there is already a petty bank account guideline.
Earnest M.: Call the question. Second, motion carries.
Vote on main motion fails.
Referral Number 6893: C.A. is turning 30 years old this year. I have been to a lot of CAWS conventions. I believe it’s time to use C.A. speakers who carry the message of the 12 Steps and 12 Traditions out of our basic texts and of Hope, Faith, and Courage. We are all inclusive. Thank you so much.
Referral Number 7090: All C.A. speakers at CAWS Conventions should be C.A. members who attend C.A. meetings on a regular basis. Second, debate
Stu E. Motion: to modify the **NOTE** under speker Chair as Follows: All speakers should meet our 3rd Tradition “The only requirement for membership is a desire to stop using cocaine and all other mind altering substance”. It is suggested to draw speakers for [strike] within [insert[ the active membership of C.A. (e.g. members who currently attend C.A. meetings). Also,
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Kenny W.: Making or stating that speakers be a CA member rather than another fellowship?
Stu E.: Stating that they are active members of CA.
Jennifer S.: What is considered an active member?
Stu E.: This is just a guideline; we hope that the Speaker Chair would take into consideration a good CA message.
Cynthia C.: Speaks against, their share is the message, rather than where they attend meetings. Would like this change to address the message David B.: FA: strikes what in parentheses.
Tony D.: Friendly amendment accepted.
Richard S.: with all the changes, motion to refer back to committee.
Second, motion carries
Referral Number 7069: On page16 of the 2011 edition of guidelines, Special Events Chairperson section, bullet #3 should be modified to better reflect the process a committee chair must follow; convention committee chairs go thru a “chain of command” from steering to spending to WST. The special events chair does not present their event costs directly to the WST negotiator.
Jordan L.: MOTION: To change Special Events Chairperson, Bullet #3 as follows: Investigate cost of events to be proposed to the [strike] WST negotiator [insert] Program Chair, then Spending Committee. Second, debate:
Elizabeth S.: Spending committee of the WSO or the convention committee.
Jordan L.: The convention.
Elizabeth S. – FA – insert after spending committee the WSOB Jordan L.: No
Elizabeth S.– Speaks against the motion, WST negotiates the contracts – with the WSOB.
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Randy G.: speaks in favor
Motion Carries
Referral Number 7072: In the 2011 guidelines, pg 26, Transportation Coordinator Bullet #5, alludes to affiliation. Is this bullet still appropriate?
Joseph N.: MOTION: Page 24, Delete Bullet #5 from Transportation Chairperson Duties, [strike] Works with Chairperson to obtain bids for preferred air carrier for convention attendees, if any. Second, debate
Rob W.: We are removing because we do not want to affiliate with any airline.
Motion carries.
COMMITTEE WORK THAT RESULTED IN MOTIONS
Michael O.: MOTION: page 4, To create an H&I Chairperson position, to be added to Suggested Organizational Structure chart under Vice-Chair. Second, debate, none, motion passes.
Michael O.: MOTION: page 8, to approve the following H&I Chairperson
Qualifications and Duties: Second, waive re-read, debate:
Don D.: Who is going to qualify?
Debbie B.: We just created the position.
Ernest M.; re: secure transportation, what does that mean?
Debbie B.: The area has insurance.
Point of Information;
Bob C.: The convention is a World Event, not area.
Kenny W.: Point of information: where does this fall in structure?
Debbie B.: Vice chair
Erika D.: FA- strike item four (4)
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Debbie B.: will accept.
Randy G.: speaks in favor, the opportunity for one individual to work on this will help to have this happen.
Bob C.: FA – under past service required, ask that you take out CA committee…
Committee: No
Dan J.: re: item 3, can this be reviewed…this may be impossible to do.
Beverly M., items 6,7, can this clarify…H&I clients
H&I CHAIRPERSON
SOBRIETY REQUIREMENT: Three years continuous sobriety.
PAST SERVICE WORK REQUIRED: Prior experience on a C.A. Convention Committee or H&I committee.
QUALIFICATION: Strong leadership skills. Have a working knowledge of the 12 Traditions, 12 Steps, 12 Concepts, and the WSC H&I Committee Guidelines and Information
H&I CHAIRPERSON DUTIES:
- Work closely with all committee chairpersons.
- Contact hospitals and treatment centers to seek interest in having clients attend convention.
- Coordinate with Registration Chairperson to ensure that all H&I attendees are pre-registered so that resources are not overwhelmed upon their arrival.
- Secure transportation, if needed, from treatment centers and/or institutions to and from the convention.
- Work with Hotel Liaison to arrange any space requirements.
- Work with Program and Workshop Chairpersons to coordinate speaker meetings and/or workshops to be conducted while the H&I guests are attending the convention.
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- Organize volunteers to assist H&I guests from arrival to departure.
- Obtain 3 bids for any expense which is estimated to exceed $500 per vendor/subcontractor.
- Complete a WSO Check Request Form for all expenditures over $100.
- Submit all Check Requests and bids to the Chair of the Steering Committee which oversees their committee.
Debbie B.: MOTION: To select Illinois Area as the Host Area for CAWS Convention 2016. Second, no debate, motion passes
REFERRALS THAT DID NOT RESULT IN MOTIONS
Referral Number 6537: Page 33, #1 – “Appointment and Removal of the WSC Convention Chairperson”. Line 3 states, “will be reviewed by a board consisting of the Trustee of the Region, the WSCCC Chairperson, Vice-Chairperson, and Secretary (2) who will vote and choose the “Chairperson” by group conscious.
Question: How do the Trustee and WSCCC Board members have the knowledge in their region of qualified or experienced candidates? These five people actually know all capable people in the chosen host area. Bid winner please add Area Chair and Vice Chair of Host/Area to the “board review” and “group conscience”. Add to Convention Guidelines!
No Action Taken. Refer to Bidding Guidelines, #15. Resumes should already have been ratified through the Area, i.e. people who know the nominees/volunteers.
Referral Number 6754: That the committee examine and modify its current notification of selected trusted servants for the host committee of each CAWS Conventions as to ensure that all applicants are notified whether they were selected or not timely by the committee, not by anyone else or not at all. This
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past year at least one chair candidate was never notified by the committee at all, which is simply not right or proper to the unity provision in … Concept 9.
Referral Number 6755: Inquiring why the Chair for CAWS 2013 was not selected until Feb 2011. Well after the timelines prescribed in the Convention Committee Manual. How can this be? So the timelines either need to be followed, or the fellowship needs to know why they weren’t. Or maybe the guidelines need to be modified to reflect a process. All that is needed is for the committee to follow its process in fairness to everyone.
No Action Taken by This Year’s Committee: Action was taken by previous chair to make amends to the said parties and the conference as a whole.
REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR Referral Number 6917: The Convention Guidelines have numerous **NOTE** references within the various convention committee Chair ”Duty” sections. These notes do not typically reflect an actual Chair duty relative to the committee section in which it is found. Please make every effort to move the **NOTE** information into the appropriate section of the Guidelines OR change text in a manner that reflects an actual committee duty associated with the committee chair section associated with the **NOTE**.
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES
NONE
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE
Chair – Gary P.
Vice-Chair – Stu E.
Co-Secretary – Debbie B.
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Co-Secretary – Vilisia C.
CLOSING COMMENTS
As discussed during our Conference Opening Report, Standing Rule 22 suggests that there be multiple bids for each World Service Convention: “…Each year a minimum of two bids for the CAWS Convention should be presented to the Conference for consideration. If two bids are not received, The Conference may approve a single bid. If a single bid is not approved, the host for CAWS convention for the proposed year will be left vacant until the next Conference. If qualified bids are not received or no host is selected at the next Conference, the CAWS convention for that year will be turned over to the World Service Office and World Service Office Board to plan and execute.”
The WSCCC urges delegates to consider asking their Area/Region to host a World Service Convention. There seems to be an increasing trend of only one bid being presented each year. It is preferable to have multiple bids submitted for upcoming conventions so that this body has options when selecting Host Area/Regions. Please, if your Area has ever talked about hosting a convention, it’s time for you, their elected delegate, to show your leadership skills and form a site selection committee to get the bid process started.
In conclusion, it has been a great honor to be a part of this process throughout the year. We had some struggles earlier in the year, followed by large growth in our committee which gives us a new hope and enthusiasm. I look forward to another productive year and lots more laughs.
Respectfully Submitted:
Gary P.
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Elizabeth S. – MOTION: to amend the guidelines on page 14, bullet 5, the World Service Office will be responsible for all travel arrangements as stated in the WSM. Second, discussion
Elizabeth S.: The original motion did not correspond to the guidelines.
Point of Information: Please clarify pages, and bullet.
Debbie B.: Speaks against
Elizabeth S.: Clarified
Don D.: It should be point 6
Debbie B.: FA: To add to general guidelines
Elizabeth S.: No – Under speaker chairperson, would like to strike
Purchase airfares at the lowest possible rate. Insert: the World Service Office will be responsible for all travel arrangements as stated in the WSM. Gary P.: Speaks in favor.
Motion passes.
No questions.
Tony D.: Call the session to order 7:34 pm. Welcome back. Unity will be up next.
Order please.
Robin L.: Beth from Kansas is missing her hoodie.
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