Sep 2, 2000 – Day 4 – Summary of Motions – Conference Closing Report

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81. CONFERENCE COMMITTEE REPORT – Kevin Flaws, Chairperson
82. INTRODUCTION AND OPENING COMMENTS: Once again the members of the Conference Committee come before this body in the spirit of unity and service. We would like to thank everyone for being so helpful to our committee and the patience you have shown as we refine our conference.
83. MOTIONS:
84. Motion 1: In response to Referral #1106, which states “To look into the possibility of adding the position of “Assistant World Conference Secretary” for the purpose of assisting the World Service Conference Secretary in their ever-increasing duties at the conference. We move to add an additional secretary position to the conference officers. Proposed effective date for implementation is upon close of current conference. Second. Motion passes unanimously
85. Motion 2: To amend the WSM Standing Rule 21.a on page 3.8 of the 2000 WS Manual as follows: 21a: There shall be four Conference Officers: Chairperson, Vice Chairperson-Parliamentarian and two Co-Secretaries.

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86. 21d: In the event that Conference Chairperson is unable or unwilling to perform his/her duties, then the Vice Chairperson-Parliamentarian will serve as Conference Chairperson until a permanent Conference Chairperson can be elected by the Conference. In the event that Conference Vice Chairperson is unable or unwilling to serve as temporary Chairperson, then the most senior Conference Secretary will serve as Conference Chairperson until a permanent Conference Chairperson can be elected to a full term. Proposed effective date for implementation is upon close of current conference. Vote on the main motion passes unanimously.
87. Motion 3: To amend the WSM Conference Secretary Description of Duties on page 3.10 of the WS Manual as follows:

CONFERENCE CO-SECRETARY

Description of Duties:

Serve as member of the Conference committee.

• Jointly produce a record of Conference activities as they occur.
• Jointly present proposed minutes of the previous day’s sessions.
• Jointly draft a conference report.
• Jointly provide secretarial services including but not limited to developing a daily seating chart and producing a Delegate Address List.

Proposed effective date for implementation is upon close of current conference. Seconded.

88. Please prepare yourself to vote. Motion passes.
89. Motion 4: In response to Referral #1384, we motion to Amend the CAWS Manual as follows: On page 3.3, in the first paragraph of the section of the World Service Manual titled “WSC Committees Statements of Purpose”, Item #1A, strike the words “and negotiation.” Proposed effective date for implementation is upon close of current conference. Seconded.

Scott: Friendly Amendment after the word hotel and…
Kevin: No.
John: Who will be negotiating then?
Kevin: WSO.
Scott: The practice is currently that there are two board members that sign all hotel agreements.
That policy is designed so that all contracts are signed by Board members.
Motion passes.

90. Motion 5: In response to Referral #1385, we motion to Amend the WS Manual as follows: On page 3.3, in the second paragraph of the section of the World Service Manual titled “WSC Committees Statements of Purpose”, Item #1, strike out the words “Trustee Negotiating Committee” and replace with the words “World Service Office and its Board of Directors.” Proposed effective date for implementation is upon close of current conference. Second. Prepare yourself to vote. Motion passes.
91. Motion 6: As a result of discussion stemming from review of Referral #1391, we motion that: Add to the Conference Committee Guidelines, “At the WS Conference, all WSO, Trustee and Committee reports be submitted to the Conference Secretary on disk, prior to presentation of report to Conference floor.” Proposed effective date for implementation is upon close of current Second.

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Scott: Friendly amendment prior to the beginning of the paragraph the words add to the Conference Committee Guidelines.
Kevin: Parliamentary inquiry – whether or not have we finalized our position on if committee members, who are not voting members, allowed to make motions?
Chair: Yes.
Motion passes.

92. Motion 7: In response to Referral #1465 regarding a response of “no action taken” on referrals to committees, we motion to: Define the conference referral process by adding a standing rule to the WSM as follows: “Referrals are submitted to the WSO, WS Board of Trustees, and/or appropriate committee(s). All referrals require action or an explanation of inaction at the conference level.”

Proposed effective date for implementation is upon close of current conference. Second.
Discussion ensued.
Call for the vote. Passes.
Vote on main motion. Motion fails.

93. ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR:

• Develop Conference Committee Guidelines
• Continue to develop Credential Process

94. ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVCIE OFFICE, OR BOARD OF TRUSTEES:
95. In response to referral #1064. Following review of this referral, the Conference Committee believes that providing a secretary for the Board of Trustees is a Trustee issue and not a function of the Conference Committee. This referral has been forwarded to the Board of Trustees for their consideration.
96. In response to referral #1111, regarding using legal numbering for the summaries of minutes. This has been implemented at this conference. We recommend that the WSO follow the same procedure in producing the final draft of the conference transcripts.
97. In response to referral #1391, it is the intention of this committee is to comply with the spirit of this referral and provide all materials to be distributed through the WSO in electronic form and in the formats requested. It is beyond the scope of this committee to dictate such a requirement to other conference committees, although we recommend that all committees comply with this request. We are referring this to the WSO to reach other committees.
98. In response to referral #1477, we feels it is beyond the scope of this committee to state an “official position” on the prayer issue or any issue brought to the floor. We have forwarded this referral to Structure and Bylaws and to the Trustees for further investigation.
99. In response to referral #1467. This referral has been addressed in a subcommittee. This has resulted in the following recommendation to the WSO:
100. The Conference Committee recommends that a WS Conference web page be linked to the WSO

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web page. The WS Conference web page would include, but not be limited to:

• Conference information
• Conference hotel information
• Proposed conference agenda
• Statement of purpose of the WSC
• Printable files for the following forms:
• Delegate registration form
• Alternate Delegate registration form
• Delegate list
• Alternate Delegate list
• Proxy form
• Room Share form
• Petition to Become an Area form
• Petition to Become an Region form

101. In response to a referral from the end of last years’ conference, regarding creating a standing committee for fundraising, we have concluded the following: It is not part of our function as the Conference Committee to create standing committees. We therefore refer this matter to the WSO and the Board of Trustees for determination.
102. ITEMS THAT DID NOT RESULT IN MOTIONS:
103. In response to referral #1006, Conference Committee fellowship business correspondence is exempt from the 12-point process. (i.e.: orientation tape, summary of motions, minutes, etc.) as it is not meant for general distribution.
104. In response to referrals #1023 and #1031, addressing the issue of not receiving conference body mailings, there is a process currently being implemented as follows:
105. It is the responsibility of the WSC Conference Committee to process all credentials for the upcoming conference. All delegate credentials are to be sent to the WSO. WSO will send original credential materials to the Conference Committee, keeping a copy for their records. At the close of the conference, the committee will also supply the WSO with complete information available about the conference body. The information will be submitted to the WSO on paper and electronically. This information will be broken down by region, by committee, and alphabetically. At the close of the conference, the original credential materials will also be returned to the WSO.
106. In addition to the conference information, the Conference Committee will procure information regarding the Area Chairperson and Area offices for the purpose of being included conference mailings. Each mailing to the conference body will include the following:

• Delegate Registration Form
• Alternate Delegate Registration Form
• Proxy Form
• Delegate Deletion Form
• Alternate Delegate Deletion Form

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It is the responsibility of the WSO to receive updated information from the conference members during the year following the conference. The WSO will continually update the conference mailing list and incorporate these changes into any correspondence with the conference body. The WSO will supply the updated mailing list to the conference committee no later than 120 days prior to the next conference.

107. In response to referral #1080. Upon further discussion in our committee regarding this referral, we have concluded that Conference Committee’s responsibility lies in organizing and conducting the business of CA and the World Service Conference. We feel that the Unity lunch lies outside the scope of our duties and should remain entirely a function of the Unity Committee.
108. In response to Referral #1110, regarding budget changes to accommodate Conference Committee members’ early arrival at the conference for conference preparation. This has been addressed and has been implemented into our budget.
109. In response to Referral #1386, information provided in this referral regarding the duties of the Conference Coordinator has been reviewed and will be included in committee guidelines as appropriate. The Conference Committee does not believe guidelines such as these should be included in statement of purpose in World Service Manual.
110. In response to Referral #1392, regarding printed materials for distribution at the conference. We recommend that all printed material be on 8-1/2”x 11” paper, and bear a title, date, name of the committee, and sequential numbering when appropriate. We strongly recommend that each committee supply their material already 3-hole punched. This will require the purchase of more 3-hole punches to better facilitate this process. Funding for additional punches has been included in our current proposed budget. The Conference committee will advise all conference members of these four requirements in pre-conference communications.
111. In response to a referral from the end of last years’ conference, regarding liaisons between committees during breakout sessions, we have implemented the following: Our new referral forms and process has begun to eliminate the communication breakdown between committees during breakout sessions. We will continue to refine the process for next years’ conference. There was also a reference to provide additional identification on name badges to signify positions, areas and committees. In response, we have begun to use colored badge holders to identify voting members, trustees and committee chairs. We will begin using “name badge inserts” to identify committees at next yours’ conference.
112. In response to a referral from the end of last years conference, regarding the conference adopting a policy similar that of the convention committees policy on selling memorabilia, we have concluded the following: The Conference Committee recommends that all memorabilia for sale at the World Service Conference be sanctioned for sale by each district and/or area.
113. NEWLY SELECTED COMMITTEE TRUSTED SERVANTS:

• Chairperson: Kevin Flaws
• Vice Chairperson: Jeff Schachter
• Secretary: Jean Ferretti
• Conference Coordinator: Jay Finesilver
• Vice Conference Coordinator: Lorna Byers.

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114. CLOSING COMMITTEE COMMENTS:
115. Thank you for allowing us to be of service. Please fill out an evaluation form before you leave, and have a safe trip home.
116. Questions:
117. Jim: Congratulations to your committee – was there a reason why you didn’t mention the referral number?
118. Kevin F.: Tried to save trees.
119. Deneen: Are the expenses paid for the conference coordinator and vice coordinator?
120. Kevin F.: Yes
121. Deneen: Is the position a delegate position
122. Kevin F: Yes, until otherwise defined
123. Deneen: have installed position on your committee?
124. Kevin: yes
125. Brenda B: Item 5, linking web pages. Are delegate lists putting names and numbers on the web?
126. Kevin: No. That was a mistake. Our committee wishes to strike that.
127. Chair: Clarify?
128. Kevin: It was not our intent to list the names of our delegates or alternate delegates. The forms will simply be provided so that you can fill out and send in to register your delegate.
129. Brenda: Page 5 item 6. Did your committee review the option to buy paper pre-punched?
130. Kevin: Yes. Cost of paper and loading paper properly is too confusing and expensive. Drill is also expensive. 3 hole punch will punch 150 pages. Committee feels this is adequate.
131. Scott: Good job. Items that did not result in motions—clarification is it the intention that quarterly mailing lists will be sent out? Do you wish the WSO to send out updated forms and contact list on a quarterly basis?
132. Kevin: No. If someone wants a listing they can request it. Will be updated regularly.
133. Scott: Will phone list remain a conference document for conference use only?
134. Kevin: Yes
135. Scott: Sent only to delegates?
136. Kevin: I am certain that the process will be refined. The phone list will only be available to the conference body.
137. Scott: Memorabilia sales guidelines included in your guidelines?
138. Kevin: Yes
139. John Rosa: Thank you. Regarding the referral form. When a referral goes through multiple committees, have the referral forms worked so far?
140. Kevin: Please fill out the evaluation form regarding referral form. Our concern is to  follow the paper trail as referrals go from committee to committee.
141. John Rosa: When are evaluation forms available?
142. Kevin: Later today and tomorrow.
143. Chair: Thank you for your report.