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Conference Committee Reports:
World Service Conference Conference Committee
INTRODUCTION AND OPENING COMMENTS:
Looking around the room today, you can see the most obvious evidence of our committee’s work. This Committee is responsible not only for putting on the Conference, but also for keeping the delegates and other attendees informed of issues affecting CA as a whole, through periodic mailings. This year we have attempted to get
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that information to the World Service Office in a timely manner, insuring and providing you with what you need to address the business of CA.
Our Committee began working soon after the 2003 Conference. Since September we have addressed several internal issues and situations, as well as setting a year long vision to stay on task and be of full service to the fellowship. In October of last year we welcomed our new Co-Coordinator Leslie G. Continuing our work, the ‘dailies’ were completed and distributed to the office for the December mailing. Also in December, our Conference Committee Coordinator, Jay S., presented the results of his search for a new location for future Conferences. Taking into consideration the evaluations from last year, as well as other years, we evaluated several hotels. After much discussion, the Committee voted to recommend a new location for the 2005 and 2006 Conferences. We will announce our new location on Sunday. Additionally this year, we have addressed and completed our post Conference referrals, completed the World Service 2003 Conference Report, and are working on changes to our committee guidelines. Our committee secretary Gwen F. has facilitated an ad-hoc committee looking into the feasibility of having the Conference every other year. Please take the time to complete our questionnaire in your registration packet. This will assist us in our study of this issue. We have researched potential fundraising ideas for the Conference Committee. This committee would appreciate if everyone would purchase a ticket for our ’30/70 Opportunity Drawing.’ The additional funds that are generated will go into the Conference Committee budget and will allow the committee and the World Service Office to upgrade current services and provide additional services to the fellowship attending the Conference. We have been working closely with the World Service Office to provide information regarding our committee structure, guidelines, and Conference updates to you via the CA website www.ca.org. Lastly, we reviewed our mailing distribution methods and the associated costs, and have decided the following:
Effective at the closing of the 2004 Conference, with an attempt to minimize the high cost of the mailings distributed by the World Service Office, the only members that will receive the quarterly mailings will be current delegates, trustees, non-delegate chairs, office board members, alternate delegates, and conference committee members. Also included, for up to one year after their terms, will be outgoing trustees and outgoing chairs. Anyone else requesting the mailing will be asked to make a donation to cover the cost of the mailings (i.e., printing and postage) at the rate of $10.00 per year for Domestic mailings and $20.00 per year for Canadian mailings. Requests for electronic receipt are half price.
We are very excited about these changes and are looking forward to others, with the understanding that we must remain open minded to the evolving needs of our fellowship. This committee is determined to provide the best possible service to the fellowship, especially the attendees of the Conference. We are attempting to get the business of… CA done efficiently and effectively. Those responsible for all the mentioned work are
COMMITTEE INTRODUCTIONS:
Conference Committee
Kim S.-VC – “acting chair”
Jay S. – Coordinator
Leslie G. – Co-Coordinator
Gwen F. – Secretary
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Noelle W.
Scott B.
Conference Officers
Scott S. – Chair
Steve E. – Parliamentarian
Kellie F. – Secretary
Beth R. –Secretary
John B. – WS trustee
Earl H. – WSOB-VC
REFERRALS THAT WERE WORKED UPON DURING THE YEAR:
All post Conference referrals were addressed; no referrals resulted in motions, and action was taken as stated in this opening report. We ask that this be accepted and submitted into the minutes as written.
Conference #3529
At the WS Conference’s New Delegate Orientation replace the introduction to Robert’s Rules and the 12 Concepts with an introduction to the World Service Manual.
Response: We are continuing to revise the orientation to meet our needs. Visit us at the Conference in 2005 to see what we are doing. We have implemented some of these things for this Conference and will continue to revise them in 2005. The suggestion is appreciated and we will continue to work it out.
Conference #3556
That the Conference consider giving each committee 2.5 hours of time on the Conference floor. After 2.5 hours the committee leaves the floor. If there is time after new business the committee can come back up pm the floor – or – committees who don’t use 2.5 hours can ‘grant’ the remaining amount of their time to another committee – (or sell it, proceeds go to WSO). – Or – possibly limit debate to 3 min/person
Response: No action taken. While we understand the intent behind the referral, we do not believe that limiting committee time on the conference floor would be time-saving for the Conference. A committee who needed more time would have to do the procedural gymnastics to get that time, rather than just plugging through with their report. Some committee reports will necessarily be longer than others, and they should not be penalized for doing the work that they have come to the conference to do. In addition, anyone can make a motion to limit debate.
Conference #3651
Move the ‘Elections of Conference Officer’ to Saturday’s agenda and have that reflect as a Standing Rule with the help of S&B. There are not enough voting members on the Sunday by the time we get around to elections. I believe we need an informed and full delegation to vote on these very important positions within the conference structure.
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Response: No action taken. All business before the conference is important.
Conference #3713
This Conference needs to start a day earlier, end by 12noon on Sunday because check-out is at 1pm. We spend too little time in the beginning and then force the delegates to stay up late in the end. As of this Conference the gavel will fall closing the Conference @ 1pm/the same time hotel check-out is required. PLEASE REVISE THE AGENDA!
Response: No action taken. We will try to change the check out time to 2:00.
Conference #3734
To have available a Hospitality committee to be of service to the delegates, and Sec’y the CA meetings held during the conference.
Response: No action taken. This is being done. We have changed the registration form to include a question “are you available to chair a meeting.” There will not be a hospitality committee. We do not have the bodies.
Conference #3835
Please draft something to members explaining the importance of going to the microphone with the knowledge of how to do what you want and also with the knowledge of what you want to say prior to getting there. Also advise members of the disservice to the Conference they create when they feel the need to share every 5 minutes and for more than 5 minutes. Keep it brief and don’t hog the mic.
Response: No action taken: The Conference chair reminds the conference members of the importance of being prepared and concise when speaking at the microphone at various times throughout the Conference. We also suggest that all delegates participate in the delegate orientation as a reminder of the procedures to help keep things moving. It is the responsibility of Conference members to be prepared and to be aware of the time constraints we have at the Conference.
Conference #3918
To include as part of the New Delegate Orientation an introduction of the members of the WSBT and WSOB when introducing the service arms of the CA service structure.
Response: Action was taken to do this.
Conference #3950
Please begin and end each session of the Conference (opening sessions, lunch and dinner breaks, smoke breaks, stress breaks, etc.) By identifying the day, date, and time at which the session is active. This process will help identify different segments of the Conference for the transcribing process and facilitate quicker searches of information.
Response: Yes. We will do this
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Conference #3968
That the Conference committee make available PAPER RECYCLING BINS to save the trees and clean out our Delegate Notebooks.
Response: We have recycling bins available in our office, but we are not going to put them in the Conference room.
Conference #3979
Add language to Conference Guidelines that when a sub-committee wants to make motions concerning other sub-committees, that they contact the other sub-committee or refer the referral to the appropriate committee. IE: the WSC Convention Committee made a motion to change the WSM standing rules without contracting S&B prior to bring the motion to floor. Let us do our job. Standing Rule #13.
Response: This issue has been addressed during the 2002 Conference with the new referral form, which directs each referral to the proper Committee. Further, it always has been the goal of the Conference Committee to continue to encourage communication between committees. Therefore, no action needs to be taken.
Conference–#4000
Search out negotiate for 2004 WSC hotel location closer to shopping and restaurants, possibly close to a beach.
Develop WSC power point presentation for the delegates to use in their Areas, districts, groups to show importance of sending delegates not proxy votes, and show what happens during WSC.
Response: Part 1 – No action taken. We have a contractual obligation that we cannot break for 2004.
Response: Part 2 We are keeping this in committee and are continuing to work on it.
CLOSING COMMENTS:
In closing, I wish to express my gratitude to those who have helped during my current transition of position on this committee. The Conference Officers and the Conference Committee are looking forward to a successful 2004 World Service Conference.
Developing and maintaining the World Service Conference every year takes a group of dedicated and committed individuals. We are seeking and encouraging all members to join our committee. While we do a lot of work, it is extremely rewarding, and we have a fun doing it.
Billy H. – On the Delegate mailing are we not putting the email address? Is that something that could go to the conference floor? Chair –Your complaint is noted. My copy has them.
Jay S. The reason is because we have had problems trying to fit all that information on the page.However the original list does have the email list attached.
Billy H–. I believe that should be available to the Conference
Jay S. The information does not fit on the 8 X 10 sheet. Even legal size.
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Chair – We will get your information for you.
John B–. Why are the areas eliminated from the badge?
Jay S. It is difficult and time consuming.
David L. – The rate for anyone else will be $10.00 U.S. or $20.00 Canadian. How did you come– up with those rates?
Kim S. – We conferred with the WSO on that.
David L. – Why can’t we download that information from ca.org?
Kim S. I am currently working with the webmaster to get those online.
Billy H. Have you seen the 2002 Delegate list? It has all that information.
Chair please see Jay S.
Freeman H. Jay, reconsider putting the areas back on the badges for next year.
Kim S. We will take it into committee and work on it.
Elizabeth S. – I want to be clear that you are not putting the delegate email list on line, merely reports?–
Kim S. Yes that is correct.