Aug 31, 2019 – Day 4 – Daily Minutes – Convention Committee Closing Report

CLOSING REPORT

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C.A. WORLD SERVICE CONFERENCE 2019

CONVENTION COMMITTEE REPORT

INTRODUCTION AND OPENING COMMENTS

I would like to thank the World Service Conference Convention Committee for allowing me to serve as your Chair this year. It has been a honor and an exciting experience. I cannot say enough about how grateful I am for each one of you, nor thank you enough for all your hard work in making this the best committee at this conference. I would also like to thank the Trustees, and various World Service Convention Steering committee members who took time out of their weekends during the year to attend our conference calls. The work we’ve done throughout the year and in our 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 and were able to substantiate the two 2023 Convention bids.

COMMITTEE INTRODUCTIONS

• Convention Chair – Nathan H
• Convention Vice-Chair – Ryan R

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• Convention Co-Secretary – Tammy L
• Convention Co-Secretary – Shelby D
• Trustee – Jeannette J
• CAWSO Representative –Brenda M
• Albina K
• Carl R
• Carla S
• Charlene S
• Cheryl B
• Ev P
• Earl S
• Gary P
• Joe C
• Joseph N
• Michael S
• Robert H
• Ronald B
• Sam E
• Stu E.
• Teri K

REFERRALS THAT RESULTED IN MOTIONS:

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Convention 2019-4: Please require international convention bids to give their convention bids in the country’s currency and in U.S. dollars.

MOTION: Insert on page 41, item 7: 7) Completed convention bids must be submitted to the WSO, Chairperson of the WSCCC and the Regional Trustee at least ninety (90) days prior to the start of the WSC in order for the bids to be substantiated. Bids should be submitted in the local currency as well as US Dollars when applicable.

Trevor S. – speak to motion? none. VOTE # 45 for 160 / 6 against

Convention 2019-6: Motion: To include the attached Request for Proposal for obtaining Hotel Bids as an Appendix to the Convention Committee Guidelines on page 50 of the 2018 Guidelines and thereafter.

See attached Request for Proposal please (sent to committee).

Note this is the master form which areas wanting to bid would send out to the various hotels and visitors bureaus both BEFORE they bid

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and after they receive the bid from the Conference floor. It is a template of the very important financial and logistical detail we all need to evaluate the bid and to use this information to negotiate the Hotel contract for that year.

MOTION: To insert new language page 52 Convention guidelines

Request for Proposals

Cocaine Anonymous World Services Office, Inc., a California non-profit corporation, hosts its annual World Service Convention each year in a difference city. For 2022, the Convention has been awarded to Atlanta. The Convention can be either over Memorial Day weekend 2022 or over July 4, 2022, the preference is Memorial Day 2022 weekend. Approximately 900 people attend each year (a conservative estimate). We are requesting two proposals please based on the following specifications from your hotel if possible, one using the Memorial Day 2022 weekend dates (May 25 – May 30, 2022) and the second using the July 4, 2022 weekend dates (June 29 – July 4 2022), respectively. Here is some more information:

For Contracting Purposes only:

Yvette H. World Service Trustee

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Cocaine Anonymous World Service Office 21720 South Wilmington Ave. Ste 304 Lon Beach, CA 90810-1641

Phone: 310-559-5833

Fax: 310-559-2554

Primary Contact: for Responses to this Request for Proposal

is_____________ Hotel Liaison – email is______________ phone is _________________ with a copy please to________________ Convention Chair– email is________________ phone is 770 882-9254 and with a second copy please to______________ (WSOB representative) ___________________ emailis phone is________________ .

GUEST ROOM ACCOMMODATIONS NEEDED FOR 2022:

3/2022 4/2022 5/2022 6/2022 7/2022 8/2022 9/2022 0/2022 1/2022
8	25	45	165	300	300	300	30	5

TOTAL NUMBER OF ROOM NIGHTS TO BE CONTRACTED: 1178

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Note, we will in all likelihood need 5 rooms for the Sunday night May 22, 2022.

Note that the July 4th dates would also be from June 29 with an end date of July 4, 2022.

MEETING ROOMS

Our meeting room needs are as follows please:

• -rustee Meeting – Sunday of the week prior to Memorial Day May 22, 2022 noon to midnight – Board room set up – 24 hour hold (for 12 people) for the entire week
• Convention Office – Monday afternoon before Memorial Day May 25, 2022 noon to midnight – 24 hour for the entire week
• One or two large Suites which we can use for staff and special guests for the entire week
• Two rooms for registration and memorabilia from Tuesday May 24, 2020
• Two rooms for Hospitality suite for the week
• Ball Room set for theater style for 800 24 hour hold – coffee service
• Stage – podium with microphones – computers- projector screen

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• Ball room, perhaps separate for dinner/banquet on Sunday May 29, 2022 to feed 400 (40 rounds of 10) people and seat 400 more people also theater style; same ballroom for a brunch/banquet on Monday May 30, 2022 for 200 people to eat and seat 200 more people. We will need a quote please for the banquet and brunch with a cap too please and menus for a plated meal and a buffet for each please.

Breakout rooms – Wednesday 8am to midnight – 24 hour hold –set up tbd (detailed below)

1. Marathon Meetings room for up to 80 people 

2. Two Workshops rooms for up to 80 people 

3. Co-Anon room 40 people 

4. Two other break out rooms for general meetings seating 50 people each 

5. Suite for Treasurer with table and chairs with adjoining bedroom

 also

6. Hospitality/general overflow room (can be a large meeting room)

OTHER ITEMS TO BE ADDRESSED IN YOUR PROPOSAL PLEASE:

• Room rate per night, single, double, triple and quad.

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• Late checkout needed on the final day of the Convention (2pm) On Monday

• Food and beverage minimum

• Current menu prices for a plated dinner and for a plated breakfast, and buffet for both please with range of prices and menus too and whether the prices will be locked at the time the contract is signed 

• Whether there is a coffee (Starbucks, Peets) shop in the hotel (and related hours)

• Airport transportation logistics and costs since over 85% of attendees are from outside of the hot city

• Discounts available on food and items purchased by registrants at your Hotel outlets

• Other restaurants, amenities and services available nearby to your Hotel

• Cost for coffee and tea during the Convention, note many times our group will receive a significant amount of free coffee and tea as an incentive to book the Convention at a particular hotel

• Cost if any for the meeting space we need

• Cost if any for the set-up of the meeting space we need

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• Service charge, if any, for room set ups even if the meeting space is free/comped

• Group parking rate with in/out privileges 

• Valet charges per day/night 

• Cost of internet access in the meeting space and during the Convention both in the meeting rooms and in the guest rooms 

• Ability to have electrical access in the foyer during registration including a cash register and computers, and phone line for credit card machine

• Room rate to include approximately $10.00 per night rebate to CAWSO convention1 free room night for every 40 rooms booked

• Staff rooms – 10 rooms per night at a discounted, non-commissionable rate for the entire week (Sunday to Monday of the next week) 

• Reservation cut-off date to be 15 days or less and rate shall be honored if rooms are still available. 

• The issue of internet/discounted room rates arises every year, we need to be able to ensure that during our Convention no-one can get a less expensive room online than they could by registering with our group 

• Possible free room upgrades depending upon room pickup 

• Fees, if any, paid for set-up or break down.

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• PSAV or similar charges for stage, podiums, microphones

• Cost to our group if we opt to bring in our own sound and light and staging

• Room rate to be in effect 5 days prior and 5 days after the Convention. 

• Hotel to provide certain A\V equipment at no charge and allow our group to bring in its special equipment at no charge. 

• 24-hour use of pool, spa, health club

• Ability of our local planning group to be able to meet at the hotel up to

6 times for no charge for a meeting room during the year before the convention at mutually agreeable times 

• Clearly defined registration method with a special code for hotel link

• 20% attrition clause for both food and beverage as well as 20% attrition for room block also. 

• What is the current service charge and anticipated service charge for 2022 please? 

• We may need 4 banners hung, preferably at no additional charge for the week 

• One room locked and separately keyed for the week

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• Podium with microphone complimentary in all ballrooms and meeting rooms each day

• Dance floor use free for the week including installation and removal

• Deposit requirements -amounts and dates

• Any affinity points for the meeting planner and how are these calculated please? 

• Does your Hotel have a portal for on-line registrants and for the planning committee to readily access to get real time numbers and rooming lists

• Any signing bonus or other incentives 
• We would request please ten complimentary valet parking passes per day for convention week

Trevor S. – any objections of waiving the reading of this motion as it was presented in the SR14. Any debate? Seeing none.

VOTE # 46 for 163 / 6 against. Motion passes substantial unanimity

Convention 2019-7: Motion to Add to the list of information in the Convention Guidelines top of page 43 (2018 edition) related to Hotel information to include the new language as well.

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Hotel Accommodations (list this information for each of the three hotels please)

Deposit information due upon signing

Cost of wireless internet in the meeting space Cost of wireless internet in the rooms

Any other concessions including free suites or upgrades for the suite auctions by the Host Areas

Background, I have been working with the Georgia Area on the Atlanta Hotel contracts and have found that this additional information is very important for this analysis. It would be great to have this as part of the bid package.

MOTION: In the Convention Committee Guidelines on page 44

HOTEL ACCOMMODATIONS: (List 3 possibilities)

1. Hotel:

• Number of Rooms:
• Size of Banquet Facilities:
• Meeting Space:
• Approximate Room Cost:
  • Single:
  • Double:
  • Triple :
  • Quad :

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• • Family Suite:
  • Suite:
• Approximate food and beverage minimum :
• Cost of meeting space (if any) :
• Current Hotel Service Charge :
• Cost of plated banquet (high and low) :
• Cost of plated breakfast (high and low) :
• Cost of any staff rooms (include complimentary rooms to be provided by hotel) :
• Cost of over night parking per day (self and valet) :
• Attrition clause for rooms and food and beverage totals :
• A/V costs, if any (check with vendor) :

Hotel accommodations :

Deposite information due upon signing :

Cost of wireless internet in the meeting space :

Cost of wireless internet in the room :

Any other concessions (free suites/upgrade) :

2. Hotel:

• Number of Rooms:
• Size of Banquet Facilities:
• Meeting Space:
• Approximate Room Cost:
  • Single:
  • Double:

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• • Triple :
  • Quad
  • Family Suite:
  • Suite:

Approximate food and beverage minimum :

Cost of meeting space (if any) :

Current Hotel Service Charge :

Cost of plated banquet (high and low) :

Cost of plated breakfast (high and low) :

Cost of any staff rooms (include complimentary rooms to be provided by hotel) :

Cost of over night parking per day (self and valet) :

Attrition clause for rooms and food and beverage totals :

A/V costs, if any (check with vendor) :

Hotel accommodations :

Deposite information due upon signing :

Cost of wireless internet in the meeting space :

Cost of wireless internet in the room :

Any other concessions (free suites/upgrade) :

3. Hotel:

Number of Rooms:

Size of Banquet Facilities:

Meeting Space:

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• Approximate Room Cost:
  • Single:
  • Double:
  • Triple :
  • Quad
  • Family Suite:
  • Suite:

Approximate food and beverage minimum :

Cost of meeting space (if any) :

Current Hotel Service Charge :

Cost of plated banquet (high and low) :

Cost of plated breakfast (high and low) :

Cost of any staff rooms (include complimentary rooms to be provided by hotel) :

Cost of over night parking per day (self and valet) :

Attrition clause for rooms and food and beverage totals :

A/V costs, if any (check with vendor) :

Hotel accommodations :

Deposite information due upon signing :

Cost of wireless internet in the meeting space :

Cost of wireless internet in the room :

Any other concessions (free suites/upgrade) :

seconded

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Trevor S. – Does anyone object to reread the motion? Seeing none. Debate?

Jason L. – I have a question – you put “cost of the meeting rooms, if any”, but I assume given the room block and the F&B, what happens if we don’t make those requirements? Do we have to pay for them? I don’t think this statement applies. What is the cost of the meeting rooms if you don’t make your hotel block requirements?

Stu E. – I agree with what you said, you are referring to existing language in the guidelines. You can submit a referral and we will review for you.

Dawn M. – I am familiar with the traditions and contracts and it is disturbing that we are going to put somewhere that we have “free” rooms. Does this not contradict the 7th tradition? We do not take handouts.

Trevor S. – There was no question, no need to respond.

John R. – This is way overdue. Thank you. Freebees are not freebees, they are deals made for the contracts. Therefore, to invite our other countries to bid, they don’t give free rooms and by including that language, you are ensuring that our overseas countries are included in these guidelines. I speak in favour.

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Rob W. – I would like to make a Friendly Amendment – deposit information – as i understand we are providing staggered deposits. Is it fair to know what those deposits are so that the fellowship is better informed?

Trevor S. – Rob, as a non-voting member you cannot make a Friendly Amendment, but someone else can.

Cynthia Cronkite – I have been making Friendly Amendments as a non-voting member.

Trevor S. – Then if the committee will accept the Friendly Amendment we will allow it.

Rob W. – My Friendly Amendment is to have it say: deposit information: (remove Due Upon Signing)

Stu E. – We accept

Trevor S. – No objections from the floor. I ask for unanimous consent to waive rereading the motion. Seeing none, please prepare yourselves to vote.

Vote #47

for 166/ against 3

motion passes with substantial unanimity

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Convention 2019-12: Under steering committee please add that steering committee not hold any other world service level positions to ensure the focus on our largest fundraising event.

MOTION: In the Convention Committee Guidelines on page 5 under

Convention Steering Committee: The Convention Steering Committee will consist of the following: Chairperson, Vice-Chairperson, Treasurer, Secretary, Program Chair, Hotel Liaison, and Regional Trustee. It is suggested that any Host Area/Region Convention Steering Committee member not be selected for more than one steering committee position. In addition, that member should not hold election to an officer position on the any WSC Convention Committee.

Seconded

Trevor S. – Any debate?

Ian Y. – What is being achieved by this motion?

Gary P. – There have been committee chairs that have also sat on steering committees as well. I they shouldn’t.

Ian Y. – Has that happened?

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Gary P. – As the former chair of 2017 I can attest to this. It is an important role and you cannot be a chair on either and be of maximum service.

Trevor S. – Seeing no further debate, please prepare to vote.

Vote #48

for 155/ against 19

motion passes with substantial unanimity

COMMITTEE WORK THAT RESULTED IN MOTIONS:

MOTION: Insert new page 49 and renumber accordingly:

Vetting CAWS bids

One of the responsibilities of this Committee is to facilitate the selection of the Host City for the annual CAWS Convention each year.

• Committee members will have access to the bids in the SR14 Mailing prior to conference
• A subcommittee is identified to substantiate the bids.
  • The subcommittee ensures that the bid is in compliance with the Bidding Guidelines as found in the WSC Convention Committee Guidelines.
• Identify where information may be lacking or not complete (if possible before Conference, a member of our Committee would

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reach out to the Bidding Host City to request the missing or lacking information)

• During the World Service Conference itself, each Bidding Host City would meet with this Committee during the non-floor Conference time to present in full its bid presentation and to also answer any questions which any members of this Committee may have.
• After the presentation and meeting with our Committee of each Bidding Host City, our Committee would vote on each bid as to whether the bid complied with the bidding guidelines. If there was a no vote, then this Committee would immediately work with that Bidding Host City to help those members fix the areas in the bid and/or presentation which had been lacking. After this time, this Committee would vote again. Note that this vote would not be taken as recommending any bidding Host City, rather it would just ensure that the respective bids were compliant with the Bidding Guidelines.
• The Chair of this Committee will work with the Conference Committee to schedule a time when the bids would be presented to the Conference floor. A blind drawing of all bids would occur to pick the order of presentation. The Chair of this Committee would also let each Bidding Host Committee know the time and presentation order/schedule, and amount of floor time allotted to their presentation.

Substantiation Checklist for CAWS Bids

1. Was the bid sent to the WSO, Applicable Regional Trustee and Convention Chairperson

90 days before the start of the World Service Conference for that year?

2. Was there a certification that the bid was supported by the applicable Region?

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3. Was there a certification that the applicable Regional Assembly supports the bidding City/Area/Region?
4. Are there at least three bids from hotels in the area?
5. Is there a spreadsheet of proposed convention revenue and expenses for each designated number of paid registrants – for 600, 900, and 1200 paid registrants respectively?
6. Does the net income for each number of paid registrants (600, 900, 1200) exceed at least 40% of the convention expenses?
7. Does the bid format match the format as set forth in detail in the Bidding Guidelines? Note, at this time, this format is five pages in length. If there are any sections missing, list them and then have the Bidding Host Area submit the missing information as soon as possible.
8. Is there a slate of at least two (preferably three) nominations for convention chairperson?
9. Is their bid detail adequate specifically as to prior convention experience, including but limited to, convention net gain, prior fundraising experience, event and monies raised, and number of span of years of prior conventions hosted in the City/Area/Region?
10. Do the figures and calculation add up?

****Keep in mind that a bid is only a projection****

Seconded

Trevor S. – Is there any objection to not rereading at this time? Seeing none. Any debate?

Vote #49

for 169/ against 2

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Motion passes with substantial unanimity

REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES:

Convention 2017-3: I would like to see the fellowship create an online process for the convention evaluation form so that we can just send out an email to all the registrants with a link to this evaluation form. It just seems that from year to year very few people participate in the evaluation yet it can have a tremendous impact on what works and what doesn’t work.

Referred to IT

Convention 2018-6: At WS Conventions, unexpected costs occur. Traditionally, these are paid by check, but in international situations this is unacceptable to the vendor due to the inability to collect in US funds. The temptation is to pay for these in cash from current receipts in the host country’s currency, but this is not a good practice.

Referred to Finance

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Convention 2019-3: My referral is to propose to have two world conventions every year. One of them would be in North America (Canada or USA) and the other would be in Europe. Both the European region and North American region (including USA & Canada) are strong enough to put on a successful world convention. This would make it easier for the European region as Memorial day and 4th of July is not a recognized holiday in Europe. Also it would make it more affordable for our members in both Europe and North America to attend the World Conventions. This could also bring in more money to CAWSO holding two successful World conventions each year.

Referred to WSOB

Convention 2019-8: Consider, with the costs of telecommunications down to next to nothing, having a live broadcast of World Convention Events of at least the main speaker, events of potential universal appeal (upcoming convention meetings, other planning events) that take place at the World Services Convention in the upcoming years.

Referred to WSOB

Convention 2019-9: I suggest that each Conventions committee gather registrations and hotel reservations history on a month by

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month basis to help coming conventions for better bids and to monitor the flow and make decisions on financial matters easier during the last year before convention. The information gathered should be added to a master file to be supplied to the next convention to add their won year.

I am including what I built for CAWS2018. (there is an attachment).

Referred to WSOB

Convention 2019-10: Prohibit the practice of “room rebates” at CAWS Conventions. They drive up the room cost to members, increase the incentive for alternative lodging, and decrease the room night total as a result. Since most of the contracts peg getting the room rebate money to meeting the room block, this is largely self-defeating. To quote Bob Newhart: “Stop it.”

Referred to WSBT

REFERRALS THAT DID NOT RESULT IN MOTIONS:

Convention 2017-22: The Printing/Design Chairperson description currently says in paragraph 8, “It is recommended that the Convention

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Statement of Anonymity be printed in the programs of all World Service Conventions.” Are there other required elements that should appear in every CAWS Convention program, such as the Steps or Traditions, etc.? If so, please consider including all suggestions/requirements under both Printing/Design and Program, including the use of any required disclaimers. The language currently listed as #24 under General Guidelines (“It is required to print A.A. disclaimers on any A.A. material adapted for C.A. use”) might easily be overlooked.

No action: all conventions are autonomous and each convention committee will decide what is to be included in their registration program

Convention 2017-23:

Please consider adding a paragraph under each job description about the responsibility to complete a pass it on report, rather than relying on paragraph 4 in the General Guidelines (“Each Chairperson is responsible for filling out the “CAWS Convention Pass It On Fact Sheet” and submitting it with the committee wrap-up report at the post-convention General Convention Committee meeting.”).

No action: it is already outlined in the chairperson’s responsibility.

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Convention 2017-24: Please consider housekeeping throughout the Guidelines so that the references in the Table of Contents (TOC) match the subcommittee names (for example, Theme/Artwork in subcommittee description vs. Theme/Logo in TOC, Vice Treasurer vs. Co-Treasurer, etc.). Please also address the subcommittee order; Unity and H&I got dropped from the TOC and should be listed in appropriate subcommittee order (Unity, then H&I) per the downline chart rather than immediately following the Vice Chairperson description. Part of the Treasury downline is also out of order.

House keeping, action will be taken as needed

Convention 2019-1: Suggest that a ceiling is set for room rates. If a bidding area cannot find more affordable rates, then Areas should be encouraged to seek venues outside major urban centers. How can we, as trusted servants, justify amounts as $322.05 (tax included) per night to stay at a convention hotel?

No action: this was addressed in last year’s closing report and we continue to believe that we need to leave it up to the hotel liaison to negotiate the best rates possible.

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Convention 2019-2: In the 2018 Cocaine Anonymous WSCCC Guidelines, on page 43 under BIDDING GUIDELINES AT CONFERENCE, HOTEL ACCOMMODATIONS: Insert new under hotel nights, or as an “and/or” the language “Hotel Room Nights.”

No action: our committee was unable to locate where to make the suggested change in the guidelines

Convention 2019-5: Motion: To include in the Chair and Steering Selection Committee referenced on page 37 of the 2018 Guidelines (Appointment and Removal of CAWS Convention Chairperson) a person designated by the WSOB with an equal vote and voice in the selection and removal of the Chair.

As a result, the selection Committee would include the WSCCC Chair, the WSCCC Vice Chair, WSCCC Secretary and the applicable Regional Trustee and the WSOB designated person.

So the actual Motion would be in insert on the 4th line of Page 37 after Secretary(s) the words “WSOB designated representative”; also to insert after the word Secretary(s) in the Removal section 3rd line “WSOB designated representative”.

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Also, this would affect item 1 under Chairperson duties referencing the Selection Board page 6 of the 2018 WSCCC Guidelines to also insert the words on the 5th line of item 1 after Secretary(s) the following phrase:

“WSOB designated represented”.

No action: the board is involved in the day to day running of the convention

Convention 2019-11: Over the past few years, as I’ve grown older in my own life and recovery, sadly I’ve noticed more and more of my other Fellowship friends pass away, usually (though not uniquely) sober. At CAWSC in Sweden this July we had a Memorial for 4 members from 4 different Areas who had passed away over the previous 12 months.

This was a moving, dignified and unifying event, although it was noticed by many members of other members who had passed away that year who were not recognised.

I’d like to propose that CAWSC schedules a memorial workshop (or other name) at each CAWSO for us to make a tribute to those who’ve passed away the previous year.

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I would suggest that names, details and photos are nominated and supplied by each District / Area and turned into either their Regional Trustee or to an assigned person who is known to each geographical zone for submission to the relevant person on the host city’s CAWSC committee (a new position to be created).

No action: all conventions are autonomous; workshops and convention content are left up to the individual conventions

SELECTION OF HOST AREA FOR 2023 CAWS CONVENTION

At this time, I would like to call on the areas that are bidding for the 2023 Convention to make their presentation.

Would Arizona please come to the podium?

(video)

(PowerPoint)

Trevor S. – Any questions for the committee? Seeing none, thank you Arizona.

Next, let’s welcome Netherlands to the podium.

(video)

(PowerPoint)

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Trevor S. – Any questions for the committee?

Tom P. – Thank you for all the work you put into this. Do you have any sense at all as to why the poor participation at the most recent convention.

Bart VDP – I don’t know, we have not seen these numbers.

Sarah T. – To my knowledge, we are not sure as to the demographics at the most recent convention. We do not have it at this time and would have to come from the office.

Linda F. – We have those figures but I do not have it off the top of my head. There were people there from nearly every European country.

Stu E. – I’ve attended nearly every CAWS convention since 1984. Stockholm was very memorable. My question is the amount of neglect in the European region is, why there was such poor representation of the European region?

Bart VDP – YES.

Paul S. – This may not be directed to the committee but to Tom. Where do you get that data?

Trevor S. – i will not allow debate at this time.

Paul S. – I think this may affect people’s opinions.

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Stuart J. – There is an assumption that Europe did not participate in the Stockholm convention. I was there. There were a lot of people there from Scotland and the UK, Netherlands, Ireland, Russia, members there from Russia for the first time ever, etc. I could go on, I don’t think this is fair to judge Holland on this.

George M. – How cigar friendly are you?

— very friendly

Rob W. – What is transportation like from the airport to the hotel, and then to Amsterdam

Greg B. – At the former convention we had transportation service for all members and regarding the other things in the bid, we can provide a bus tour as it is only a half hour from the hotel.

Rob W. – What is the closest train station?

Bart VDP – it is 10 min from the hotel.

Ian Y. – In 2023 CA will be 20 years old in Holland. Holland is one of the largest areas in Europe. It was a shame that there are not many people from the UK there, but it was in Sweden. It is unfair to say there were none. The European region showed up in Sweden, and Mainland Europe will be in Amsterdam. Sweden really had the European spirit. Would you agree?

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Robin L. – Point of Information – I’ve asked several people in the room, is this convention planned to be in Amsterdam or the Hague?

Bart VDP – It is in between. The city name is N-o-r-d-v…

Robin L. – So it is in between – thank you

Earl S. – holland or arizona? do you promise to afford me a good time?

Bart VDP – yes

Kevin M. – What can I find in Holland that I cannot find in the other bid city?

Greg B. – To travel our whole country takes 3 hours. It is beautiful because it is not a desert. We have water. We have Dutch people.

John R. – Thank you for showing us your video – how many hotels have you worked with?

Bart VDP – We only are working with 1 hotel only because we want the best for CA. The other 2 hotels from our bid last year could not even compare to what we have in store for you.

Greg B. – We are going to negotiate even better if you agree to come to Holland.

Yvette H. – You have no set room nights, no f&b and I want to know how this is going to work? The contract in Sweden didn’t work out. How can you prevent this from happening?

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Bart VDP – To answer, this is what we can tell you. If we win the bid tonight, we will include more negotiation committee to assist with ensuring what we get. We will learn as a fellowship and will give the best bid that we can on this floor.

Jason L. – Holland has been around for a long time, 20 years. They put on amazing conventions with a lot of people who turn up and they come from all over Europe. They do this every year. The contracts with the hotel, this is just a bigger version of the same thing.

Peter O. – European attendance is always lower at our conventions in comparison with US conventions. We want to expand our fellowship. This is a worldwide fellowship. What is the problem now? How do we get there and how do we expand into this worldwide convention.

Bart VDP – yes

Rick K. – Arizona eluded to being very active in bringing newcomers, do you have a plan for that?

Greg B. – In Holland we have many treatment centres and we encourage them to attend. We have funding for them to come for free

— do you believe that the new world service office trustee will make this more successful?

Bart VDP – Yes

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Tom P. – We are to generate unity and fund the WSO – access to financial information for the host city is imperative. Have you given consideration to this?

Bart VDP – Our treasurer had lots of contact with the WSO.

Robby S. – As the next 3 years are in the US, will you take the opportunity to learn from what is going to transpire here in the next three years and what happened in Sweden?

Bart VDP – yes

Jay F. – Everything you had tonight was in paper form. Are these numbers accurate and what you expect to have happen?

Bart VDP – Yes it is

Mellisa L. – What month will you hold the convention?

Bart VDP – It will be on the last weekend of May which runs into June.

Stu E. – The train is 10 min from the hotel. Do you have Uber?

Bart VDP – yes

Deloris B. – What are the room rates?

Bart VDP – 150 euros per night / $165USD incl taxes

John R. – Is there a 10 euro rebate to the fellowship on the room nights?

Bart VDP – yes

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Ernest M. – Do you have the same room rates for people who wish to come to the convention early and stay late?

Bart VDP – yes

Paul S. – Can we please vote?

Trevor S. – Yes, as soon as questions stop.

Nathalie L. – Do you feel like you are being scrutinized as a result of what happened in Sweden?

Bart VDP – Definitely!

Trevor S. – Would the the floor yield to the TEC and move to the vote?

Dawn M. – Would like to speak in favour of the Dutch bid. I have been to their events, I was impressed. It was comparable to some of the other world conventions I have attended.

Tom P. – I speak in favor to AZ convention. uncertain of the ability of a convention in another country. I am concerned the Americans will not show up. We will get information from the finance committee that it was not to the projected amount financially. I don’t think it will hit the numbers it needs to hit and I believe Arizona will.

Deloris B. – Call for the vote, and now we are debating, and I am confused.

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Trevor S. – There was no debate, and so it was allowed, but now there is a lot of debate, so we are allowing it as well.

Robby S. – I speak to dutch, there are three american conventions and a position in place to assist with this convention bid to solidify its success.

Earl H. – The most profitable convention raised 108k, it says in the WSConvention guideline, (states purpose) of the world service convention. I speak in favor of AZ, I found that the dutch made no commitment as to how much they would bring to the fellowship. I am concerned there was little to no money raised in montreal. I am concerned that we are considering this, but until this body comes up with a better business plan to support WSO, if someone wants to write more books, etc for fundraising, this has not provided a good outline as to how to make the finances for WSO. Until then make good financial decisions here.

Misty C. – Speak to holland, against the fear of the unknown, and give them an opportunity to succeed as they will.

Paul S. – I speak favor holland, you will see when uploaded to the box, the 19 financials, the anticipated income is 54k. it is quite a substantial contribution. this is exactly why the reoccuring WSO contribution is in place, and we as members of the C.A. fellowship are responsible. the convention should be for fellowship, carrying the msg, and enjoying

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them. if we truly want to become a WORLD fellowship we need to host the convention a minimum of once every four years.

Yvette H. – It’s not fear, we look at the numbers. we look at not making room nights every year and having to pay the hotel money the last three years, we cannot keep taking a loss. will c.a. have any money when we get back. I want to make sure it’s financially stable enough to come. we cannot take anymore losses. I don’t know.

Claudia W. – I do very much speak in favor of the dutch bid. I heard the msg of C/A. at the Hague, it’s heartbreaking how money holds us hostage. I love what Paul said, and I know that for my area, so many people couldn’t fly to Sweden and can make it to Holland. but I don’t want it to be about how many people and how much we can make. It’s time to act like a worldwide fellowship and we don’t and that’s really sad. I have newcomers that would like to go to a worldwide convention and holland would make that possible for them

Tye S. – i speak for holland, reasons pre stated.

Ian Y. – In 2012 world’s first convention in birmingham, massive and significant growth in memberships, fellowships, UK, WALES SCOTLAND, and other parts of western europe. march 2018, first euro region hosted by small central UK 100kusd raises. we can raise capital. but more importantly a surge in membership and awareness of C.A. in UK. if we can break even and help one person surely we are heading

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in the right direction. if we can help more and raise a small profit that is great. Holland is not the same area as sweden, it’s very different. it is imperative to have a convention outside of the US in order to have world wide fellowship. it is the spirit of rotation.

Ernest M. – In favor, I do not believe anyone here would like to be blamed for something someone else has done. holland has shown determination last and this year. we don’t care where you came from to go to the convention, it would still be successful. when i went to sweden and i came back and told people the good news, they had it going on, all the people that wish they could’ve went, it’s like the program states we are driven by a hundred forms of fear, if we are doing it by numbers and security, that’ll run out too. the whole dream is from my heart. we need to trust them to do what they can do. Implore to not think so fiscally, practice letting go. when i was in sweden, people were so kind they walked me everywhere, denmark showed me loved. why don’t we let holland love the world?

Shelby D. – Call the question.

Trevor S. – This does require ⅔ vote

MOTION to close debate

VOTE for 148 / 12 against

A – Arizona / 44

C – Holland / 127

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Congrats Holland!

Trevor S. – TEC before our break.

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See TEC Closing Report – Page 173 to 175 of 208

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Trevor S. – Alright, back to Nathan to complete his report.

NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE

Convention Chair – Nathan H

Convention Vice-Chair – Shelby D.

Convention Co-Secretary – Tammy L

Convention Co-Secretary – Albina K

At this time, I would like to invite the 2020 Convention Committee to come up and tell us how awesome our next convention is going to be. We’re headed to Austin to keep it weird ya’ll!

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Susan L. – There is an issue with the registration platform, as we are attempting to have all attendees stay in hotels, so we can marker our budget, if you do confirm your confirmation without a room reservation, you will get 10 C.A. bucks to redeem at the WSO swag table at convention. we have pre-rented over 588 room nights at the hotel. so we would like to have the registration match the room numbers, we are absolutely thrilled to have y’all come to atx. It’s on lady bird lake, you can walk everywhere. We have 264 days until we gather.

Trevor S. – Any questions? None. Raffle Drawn. We are at 75% of our fundraising goals!

Nathan H. – I would like to thank the World Service Conference and the membership of Cocaine Anonymous for their continued support at our annual world conventions. I would like to take a moment and thank the convention committee for allowing me to be of service for the past year and look forward to being the chair for the following year and I would also like to welcome the new Officers and new committee members.

Lets remember to PARRRTTYY

Respectfully Submitted,

Nathan H.

Trevor S. – Any questions?

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Robby S. – I am wondering with all of this talk about blocks, air bnb and hotels, how to better educate our members as to how to better reach them.

Nathan H. – All delegates, go back to your area and encourage the attendance in the hotel as we encourage and fund the fellowship.

Tom P. – Question about the Ad Hoc report, suspending the convention for a year, did you all talk about that?

Nathan H. – We did, they wanted us to wait.

Kevin M. – Are you aware they are selling the hotel rooms in Austin for $500 now compared to our room rate? we are getting a bargain then right?

Nathan H. – We are.

Trevor S. – Thanks convention committee.

The report for WSBT is being loaded in the box.

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