CLOSING REPORT
C.A. WORLD SERVICE CONFERENCE 2009
CONFERENCE REPORT
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INTRODUCTION AND OPENING COMMENTS
Once again, it is apparent that this committee has successfully set out to do what it does best! The success of this Conference is due to outstanding committee that sits before you! Please give lots of money to these dedicated individuals – OOPS – how about just giving them a big hand to those who so graciously are here to serve you. And of course – the delegates and attendees of the 2009 World Service Conference.
Committee Introductions
Brian Tenenbaum – Committee Chair
Siobhan Ayer-Vice Chair
Lori Penrose – Acting Coordinator
Niki Drake – Secretary
Yvette Love – Administrative Coordinator
Under paid, Over Worked, Gracious Committee Members:
Katrina Williams – Delegate
Ian Young – Delegate
Conference Officers:
Kevin Murphy – Conference Chair
Tony Drake – Parliamentarian
Susan Calkins – Conference Co-Secretary
Anne Bouley Meyer – Conference Co- Secretary
Hayward Hunt – World Service Trustee
COMMITTEE WORK THAT RESULTED IN MOTIONS
NONE
REFERRALS THAT RESULTED IN MOTIONS
- 1. Referral #5511
It appears that we could do a better job of informing the delegates about the second half of the conference (Friday through Sunday). Please add some hints, ideas, about, how to ask a parliamentary inquiry, and point of order beyond the mock motion. Perhaps some conference old-timers could be involved. IL&S
Motion to approve “A Guide to the Conference” as a Conference committee document. (See Attachment)
second.
Kevin Murphy: Any debate?
The motion carries unanimously.
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- Referral # 5672
Add Section to Guidelines Covering Selection of future conference sites.
Motion to approve “Proposal for Hosting World Service Conference. (See Attachment)
Second.
Kevin Murphy: Any debate?
The motion passes with substantial unanimity.
REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES
- Referral #5680
Motion: to have the CAWS Conference held in a middle US location (i.e. Memphis, New Orleans’s. Louis) a soon as contractual obligations permit.
Response – We will evaluate the feasibility of alternate Conference locations based on the guidelines resulting from referral #5672.
REFERRALS THAT DID NOT RESULT IN MOTIONS
Referral #6259
As housekeeping, please update the delegate job description power point to match the WSM (this section was revised a few years ago).
Response: Revisions will be made.
Referral #6265
Divide the Delegate registration book into 3 parts on registration day A-J, K-P, M-Z or other division. Have members line up by last name in three lines-it should go faster.
Response: We will take this under advisement; next year’s registration will be quicker and smoother.
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES
Referral #5628
That an international translation committee be established as a standing committee of CAWS Conference.
Response: Referred to Structure and Bylaws
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Referral #6264
Have the option to register for the conference online (Like we do for the world service convention) to make registration smoother at Conference.
Response: Referred to the World Service Office.
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE
Chair: Siobhan Ayer
Vice Chair: Ian Young
Secretary: Katrina Williams
Coordinator – Lori Penrose
Co-Coordinator – Jay Finesilver
CLOSING COMMENTS
In closing, please take the time to complete the evaluation form regarding this year’s Conference. In addition this committee once again offers you the opportunity to complete the Conference participation inventory form, which we feel will spiritually serve future Conferences. Please take the time to reflect individually on the questions found on this form.
I would like to thank the committee for putting up with me at times. Their dedication, passion, and support are showing a direct result of how the conference is running.
I would like to have Lori Penrose announce the location for the 2010 World Service Conference. Lori is currently working in the office and cannot come to the mike, so the 2010 World Service Conference will be held at the Four Points Sheraton.
Finally may we all CONTINUE to experience even more PTA (patience, tolerance and acceptance) that is needed to continue the great work that you all perform at this Conference.
Respectfully Submitted:
Brian Tenenbaum – Conference committee Chair
And the 2009 Conference Committee
Proposal for Hosting World Service Conference
We are excited that you want to put in a bid for the annual World Service Conference of Cocaine Anonymous. Traditionally Cocaine Anonymous World Services hosts an annual conference in Los Angeles the week prior to Labor Day. We are now accepting bids from areas that would like to be the host city.
Please list the reasons why your area should host a WSC Conference and list any prior Conference / Convention experience.
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Here are the following specifications that must be included for your bid for consideration for the conference to be held the week prior to Labor Day (USA)
- Name of the city
- Name of the host area
- Name of contact person or persons
- Hotel room prices
- Nearest Airport
- Nearest places to eat
- Year you would like to host
- Hotel specifications*
Strength of Fellowship:
Area Meetings:________________________
Region Meetings:______________________
Approximate # of membership____________
Any Area wishing to host the World Service Conference of Cocaine Anonymous must submit all bidding to the following members:
a) Regional Trustee
b) Chairperson of the World service Conference Committee.
c) WSO.
The substantiated bid is brought to the WSC conference Committee at the WSC to be considered on the Conference Floor. Each Host City should obtain written bids from 3 different hotels in their area. Bids must be received at no later than 36 months prior to proposed conference.
Note: Areas outside the U.S. should provide proof of charity / non-profit status, in good standing, in accordance with the host country’s laws and regulations.
It is suggested that the proposed hotel be close to a major airport or convenient enough for travelers from out of the area to get to (e.g.. Shuttle service to and from hotel).
The Following is an example format and hotel specifications* need to be included in your bid as the host area for the World Service Conference of Cocaine Anonymous
GUEST ROOM ACCOMMODATIONS:
| Dates | Day 1 | Day 2 | Day 3 | Day 4 | Day 5 | Day 6 | Day 7 | Day 8 |
| Rooms | 10 | 20 | 50 | 50 | 50 | 50 | 50 | 5 |
TOTAL NUMBER OF ROOM NIGHTS: 285
MEETING ROOMS
Our needs as follows:
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Trustee Meeting – Saturday week prior to Labor Day noon to midnight – Board room set up – 24 hour hold
WSC Office – Tuesday before Labor Day noon to midnight – 24 hour hold
Foyer of WSC Office – Tuesday to Labor Day
Ballroom set for 200 Class room style Tuesday to Sunday 24 hour hold – coffee service
Breakout rooms – Wednesday 8am to midnight – 24 hour hold – conference set up
- Trustee Election Committee (TEC)– may need to increase Trustee room 20 people (number of days subject to change)
- Structure & Bylaws (S & B) – 50 people breaks into smaller groups to work – can room accommodate or other spaces available?
- Literature, Chips & Format (LCF) 20 people
- Finance – 20 People –
- Hospitals & Institutions (H&I) 50 people
- Convention – 50 people – breaks out into smaller groups
- Public Information (PI) – 50 people
- Conference – 20 – room needed intermittently (have used ball room)
- Unity – 20 people
- Information Technology (IT) – 10 people internet access
- Archive – 10 people – computer scanning 2 stations
| Date | Start Time | End Time | Function | Setup | # OF PEOPLE | End Date |
| 8am | Midnight | Board Meeting | Conference | 15 | ||
| 7:00 AM | 24 hr hold | Office | Computer/Copiers – Office | |||
| Noon | 11:00 PM | Registration | Foyer – tables – electrical outlet | 6 – 6 ft tables | ||
| Noon | 24 hur hold | Main Meeting | Class room/Stage | 200 | ||
| 9:00 PM | 11:00 PM | Break | No host
“bar” |
50 | ||
| 8am | Midnight | Committee Meeting 1 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 2 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 3 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 4 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 5 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 6 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 7 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 8 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 9 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 10 | Conference/Squares | 20 – 50 | ||
| 8am | Midnight | Committee Meeting 11 | Conference/Squares | 20 – 50 |
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Office:
- Room used as an office will need to be re-keyed for security (equipment will be brought in) and four keys provided
- Three 20AMP dedicated circuits in the room used as the office
- up to 15-Six foot tables
- 2-Sixty inch Rounds
- Trash Can/Recycle Can
Discount food/beverage in restaurant
Group parking rate with in/out privileges
Stage in classroom style conference room with 2 microphones
Internet access
Foyer – for registration electrical access – cash register and computers, and phone line for credit card machine
Suggested Conference Contract Negotiating tools
- Free or discounted coffee and iced tea and the ability to charge for coffee and iced tea, if necessary.
- Room rate to include approximately $10.00 per night rebate to CAWSO conference. Reservation cut-off date to be 30 days or less and rate shall be honored if rooms are still available.
- Address the issue of internet/discounted room rates.
- One free room with each 40 to 50-room nights based on “total room nights.”
- Free meeting space.
- Hotel to provide A\V equipment at no charge.
- No fees paid for set-up or break down.
- Room rate to be in effect 5 days prior and 5 days after the conference.
- Late check out on final day of conference.
- Free or reduced parking rates.
- 24-hour use of pool, spa, health club.
- Whenever possible, hotel room rates should not exceed $125 per night.
Suggested Conference Checklist
Hotel
Stage Configuration
Room for large screen
Tables on stage
Stage tables skirted
Stairs for stage in place
Chairs on stage (4 Executive chairs)
Light for Conference Chair
Garbage containers
Referral box on main table
Projection screen stage left
AV cart in place
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Projector in place
Two mikes on main table
Podium Configuration
Right and left side stairs
Room between podium stage and wall
Chairs between podium stage and wall
Sound System
Gooseneck microphone/stand for center of room
Audio feed to tapers table
Confirmed audio system working
Main Room Set Up
Classroom seating for 160+ double spaced for comfort
Skirted 8′ banquet table in back of room for taper
Three, 8′ skirted banquet tables in back of room for literature/handouts
Coffee and water station (hot and cold)
Two, 60″ skirted rounds near front of room
Business Office
Dedicated circuits in place (3)
Confirm office layout
Tables set up and skirted per layout
Computers set up and running
Internet capability
Three local equipment rental contacts (computers, copiers)
Thank you for submitting your proposal for World Service Conference of Cocaine Anonymous.
Kevin Murphy: Any questions for the Conference Committee?
Thank you.
Before we call the next committee, there is another item being passed out on the floor. I was asked about and I asked them not to do this, but they did it anyway. I mentioned we did not have time to bring it to the floor.
Tony Drake: We don’t have time SR 22 says you cannot distribute to the conference without approval. So not distribute something to the conference floor unless you have permission. We don’t have time for this.
Kevin Murphy: Next up is Trustee Election Committee (TEC)
Kim Sherwan: Before I begin, I’d like to give a hand to the TEC Committee. On Tuesday we met to interview for the TEC. The process was completed. I would like to announce that the TEC process did not elect a WST Trustee at this time.
Elizabeth Saldebar: The TAL will act in that capacity until that position is filled. Have you made any arrangements in that the TAL does not have a vote?
Kim Sherwan: That is correct and we haven’t made a decision about that yet.
Kevin Murphy: Thank you TEC. Next up is the World Service Board of Trustees.
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