Conference Committee – Barbara N
CLOSING REPORT
C.A. WORLD SERVICE CONFERENCE 2013
CONFERENCE COMMITTEE REPORT
INTRODUCTION AND OPENING COMMENTS
The Conference Committee has thoroughly enjoyed working with you and for you this past week to make our 2013 World Service Conference successful. Thank you to all delegates, committee chairs, trustees and both new and outgoing members for your service and participation.
Committee Introductions
Committee Members:
Barbara N – Chair
Mark C – Vice Chair
Sarah T – Secretary (Newly Elected)
Lori P – Conference Coordinator
Susan L- Conference Co-Coordinator
Richard L – Administrative Coordinator
Linda F – Director of Operations
Gregory A
Jay F
Alesia F
Joy H
Robin L
S P
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Conference Officers:
Tony D – Chair
Trevor S – Vice-Chair/Parliamentarian
Deborah W – Co-Secretary
Kim S – Co-Secretary
Conference Committee Trustees:
Ira L – World Service Trustee
Terry M – Pacific North Regional Trustee
Brian T – Midwest Regional Trustee
COMMITTEE WORK THAT RESULTED IN MOTIONS
MOTION: To accept the following changes to the Conference Committee Guidelines:
Second; debate;
Cynthia C; Offer a Friendly amendment –
To have the verbiage relating to the Conference referrals match what was approved and added to the WS Manual last year.
Barbara N; Yes the committee accepts the friendly amendment.
Terry M; Offer a Friendly amendment –add to item 12 (3 mics)
Barbara N – Yes the committee accepts the friendly amendment
- Page 3; WSC CONFERENCE COMMITTEE GENERAL GUIDELINES
- The Conference Committee will use the telephone conferencing service that has been secured by the WSO to conduct business throughout the year.
- Page 5 of the Guidelines, redesign of the organizational chart
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- Page 7 of the Guidelines, under Conference Committee Secretary, strike bullet point 9:
- Responsible to maintain the Conference Referral Matrix.
- Page 7 of the Guidelines, regarding Conference Coordinator regarding Qualifications, bullet one (1), strike the word two (2) and add the word four (4):
- Two Four (4) years continuous sobriety
- Page 8 of the Guidelines, regarding Conference Co-Coordinator, Responsibilities, bullet one (1), strike co-coordinator and add Coordinator:
- Assists the Conference co-coordinator Coordinator in all of the above activities
- Page 8 of the Guidelines, regarding Conference Co-Coordinator, Qualifications, bullet one (1), strike the word two (2), and add the word four (4):
Two Four (24) years continuous sobriety
- Page 8 of the Guidelines, regarding Administrative Coordinator, bullet two (2), add as requested by Conference Committee Chair, and the Conference Committee Coordinator and strike assigned by the WSO Office Manager as well as the Conference Committee throughout the year:
- Performs tasks as requested by the Conference Committee Chair, and the Conference Committee Coordinator.assigned by the WSO Office Manager as well as the Conference Committee throughout the year.
- Page 8 of the Guidelines, regarding Administrative Coordinator, bullet three (3), strike responsible for and add Acts as liaison by WSO and the Conference Committee regarding the…
- Responsible for Acts as liaison between the WSO and the Conference Committee regarding the setup of the Conference prior to the Conference.
- Page 9 of the Guidelines, regarding the Administrative Coordinator, bullet five (5):
The individual fulfilling this position shall be an employee of the WSO and the general qualifications for this position shall be determined by unanimous consent by a subcommittee consisting of one member of the WSOB, one member of the WSBT (Trustee serving to the committee), the Conference Committee Chair, and the Conference Committee Coordinator.the WSO Office Manager and WSO Board of Directors. However, the WSO should considertThe needs of the Conference and Conference Committee should be taken into consideration in determining the qualifications of this individual.
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- Page 9 of the Guidelines, add the following new language:
REFERRAL DISTRIBUTION PROCESS:
In-Conference:
An “In-Conference” referral is any referral received within 119 days prior to the Conference or that is handed in at the Conference prior to the announced cutoff time at the current WSC. As a function of the WSC Conference Committee, they will enter all referrals on a master list for tracking purposes and then distributed them to the appropriate WSC committee for action. Each committee deals with referrals as they see fit, however they are guided in this process by the Standing Rules. With each referral, the committee may bring a motion to the Conference floor for approval, keep it in committee for further work or research, or decide that the referral is not currently in the best interest of C.A. to pursue at the present time.
Post Conference:
A referral that is handed in at the Conference, post the “cutoff” mentioned above, and prior to the close of the Conference, is considered a “Post Conference” referral. Again as a function of the WSC Conference Committee, these referrals are collected, logged to a master list for tracking purposes and then distributed to the appropriate WSC Committee Chairs within 30 days following the Conference. They are then dealt with by the committee in much the same fashion as an “In-Conference” referral; however any resulting action(s) will take place at the next annual WSC. All World Service Conference Committees are encouraged to work throughout the year on their “Post Conference” referrals so they are free to handle all new “In-Conference” referrals, plus any “Pre-Conference” referrals the following year.
Pre-Conference:
A “Pre- Conference” referral is any referral submitted following the close of the WSC, but prior to 120 days before the next WSC. These referrals are generally received at the World Service Office throughout the year. They are logged by the WSO on a master list, and then sent out to the appropriate committees. The master list is copied to the WSCConference Committee Chair for the tracking purposes.
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All motions resulting from referrals are subject to the Standing Rules, particularly SR 13
- It is the responsibility of all WSCC(s) to provide the World Service Office with all motions they intend to bring at the next WSC, at least 120 days prior to the Conference. This allows the information to be distributed to the fellowship through the delegate mailings, and be presented and distributed to the meetings/districts/areas for feedback on all possible actions.
- Page 10 of the Guidelines, under PROPOSAL FOR HOSTING WORLD SERVICE CONFERENCE, add the following language to the last paragraph:
The Following is an example format and hotel specifications* needs to be included in your bid as the host area for the World Service Conference of Cocaine Anonymous .
Please note: the bid/host city will work in cooperation with the current Conference Committee officers; see COMMITTEE STRUCTURE.
- On Page 11 of the Guidelines, under PROPOSAL FOR HOSTING WORLD SERVICE CONFERENCE, MEETING ROOMS, add:
All meeting space requires Internet access.
- On Page 12 of the Guidelines, under PROPOSAL FOR HOSTING WORLD SERVICE CONFERENCE, Office, add:
Discount food/beverage in restaurant Group parking rate with in/out privileges
Stage in classroom style conference room with 3 microphones
Internet access required
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Motion passes with changes
MOTION: To make the World Service Conference Committee Co-Coordinator a funded position unless he or she is a returning delegate.
Second; debate
Susan B; Point of information – what does funded mean?
Barbara N; – Similar to a non-delegate.
Tony D; To clarify – this is for airfare, hotel and meal allowance.
Tom P; Concern that we are mandated for future conference.
Susan L; As Co-Coordinator, I pay my own way – happy to do it. Opinion that you shouldn’t have to do this – speaks in favor of the motion.
Vonya Q; Speaks against – During the opening of Conference there was discussion regarding finances – concerned about the expense and how it effects us.
Susan B; Speak in favor – Coordinator positions are important – Delegates have not stepped up – due to the expense. We should honor their request – not taking this lightly –
Brian T; Speak in favor, lots of debate on this during the year – the goal is to have a 3rd year delegate in this position – and roll into the position – and that is what the committee is doing this year – but it should be made available to the best qualified person.
Tony D; This does not really effect the overall Conference Committee budget – expenses have been reduced –total expense is about $300.
Jason L; Defer
Motion passes
REFERRALS THAT RESULTED IN MOTIONS
None
REFERRALS THAT DID NOT RESULT IN MOTIONS
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Referral #7249 – On the PowerPoint page “standing committees Chairperson’s welcome”, could you please correct the name of the Literature, Chips, and Format Committee? Thank you. (also, committees should probably be singular)
Response: Thank you for your referral. The Conference Vice Chair will make sure to correct this unfortunate oversight.
Referral #7262 – It would be nice and very organized if each committee would be assigned a specific color. All of the committee reports and info would be very easily recognized in many different ways – specifically colored paper for opening and closing reports for thumb drives and other purpose you see fit.
Response: Thank you for your referral. After much consideration, the Committee is of the opinion that such an endeavor, which may sound prudent, would prove more than burdensome. The logistics of attempting to purchase the correct amount of each committee’s needs, or the very real possibility of over purchasing, creating additional storage for our World Service Office. There is also additional cost to purchase colored paper over plain white to consider, making such a decision difficult to justify.
Referral #7313 – Please consider creating a spreadsheet containing contact details for all members of the Conference listing their positions and date of completion of their service terms. I believe this would be beneficial to Conference with respect to unity and good clear lines of communication to support members to be able to ask others to share their experience, ask for help or to offer support throughout the time between conferences. This may increase our productivity and make better use of the wealth of human resources we possess. Our Area has started compiling a similar kind of spreadsheet which I would be happy to share.
Response: In the past, the Conference Committee has collected contact information from each committee and compiled a group contact list. Unfortunately, some members have abused the privilege of having this list and breached anonymity of members. Therefore, it has been decided that we would no longer provide a contact list. If you wish to have anyone’s contact information, please approach them personally and ask for their information.
REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR
Referral #7298 – Please consider creating a word document referral form that would be easy to complete digitally – it is difficult to type into a PDF as such that we currently use.
Response: The Committee will work on this referral during the next year.
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Referral #7300 – Please consider creating a fully digital referral form that can be keyed and submitted through our CAWS website therefore bringing our fellowship more in line with basic business practice whilst saving resources thus saving money and protecting our environment.
Response: The Committee will work on this referral during the next year.
Referral #7349 – Add a translation coordinator to accommodate our international delegates.
Also add to registration form to ask if a translator is needed.
Response: The Committee will work on this referral during the next year.
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES
Referral #7278 – My referral is that the “Hope, faith, and Courage CA” logo that is on the Conference Chair Table be presented in all languages that CA now currently serves. The French approved version is “Eporie, foi, Courage CA”. All the other languages that CA now serves should be added as CA continues to grow internationally.
Referred to WSOB
Referral #7283 – Can we get guidebook for the conference to save money and earth?
Referred to WSOB
Referral #7297 – Please consider commissioning a banner which could be draped over the podium for conference to include our trademark logo and title “World Service Conference.” I notice the podium we currently use carried “The Four Points Hotel” logo which whilst I am sure we all acknowledge this is nothing to do with our fellowship or conference it could “imply” affiliation. Furthermore it would be aesthetically pleasing creating a better ambience and environment to conduct CA business.
Referred to WSOB
CONFERENCE COMMITTEE STRUCTURE AT OF THE END OF THIS CONFERENCE:
Chair: Barbara N
Vice-Chair: Mark C
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Secretary: Sarah T
Coordinator: Susan L
Co-Coordinator: S P
CLOSING COMMENTS
Thank you to everyone who came out and made this Conference successful!!
Please take a moment to fill out the evaluation form; we want to know your thoughts on how we can make the Conference even better for you. Also, at the request of the Conference Chair, we are re-distributing the Conference Duration Survey. Please take a moment to let us know your thoughts on the new start date.
I would like to take this moment to thank the Conference Committee for making this job simple for me. We work closely together, we care about each other and take care of one another. We have a good time doing our job and taking care of the Conference is our priority.
It’s such an honor and a privilege for me to serve on this committee. The experience and love I get from my fellow members is unlike anything I have ever felt. It allows me to go back to my area with a renewed energy and appreciation for this wonderful fellowship. Thank you to the committee for giving me this amazing gift.
Now, Lori P will announce the location and dates for the 2014 World Service Conference.
In Love and Service, Barbara N
WSC Conference Committee Chair and The Entire Conference Committee.
Conference Committee Rocks!
Questions – NONE
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