Sep 4, 2004 – Day 4, Daily Summary – Conference Committee Closing Report

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C.A. WORLD SERVICE CONFERENCE 2004

CONFERENCE COMMITTEE REPORT

Opening Comments

It has been a pleasure to serve this fellowship as vice chair-“acting chair” these past two years. I am looking forward to serving as your Conference Committee Chair. Our committee worked year-round to bring this conference to you. The outcome has been truly a wonderful, rewarding, and spiritual experience. We are excited about the changes that have taken place and are looking forward to many others, with the understanding that we must remain open minded to the evolving needs of our fellowship. We look forward to working with other Conference Committees and with the WSO as we forge forward addressing new and exciting technology that will enhance the Conference experience.

Committee Members

Kim S.
Gwen F.
Jay S.
Leslie G.
Noelle W.
Scott B.
Scott S.
Steve E.
Kellie F.
Beth R.
John B.
Earl H.

Committee work based on a previous referral resulting in a motion.

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Referral #4100

Please start the conference Monday morning and run through Sunday as most of us take a whole week off of work anyhow.

Referral #3707

Change length of Conference to allow 6 days, because Manuel allows only 5 days and many delegates must leave Sunday AM because of money issues or flight times.

Response: We believe that the Conference Committee could extend the duration of this conference up to a full week based on our reading of the WSM page 3.2 paragraph 2 and Standing Rule 18, however with regards to the 3rd and 4th concept, the’s Conference asking for Committee input as to will be sending out a survey subject to Conference approval to all Area the length of the Conference and days which it should be held

Motion to approve 2004 Survey on Conference Duration for submission to the fellowship. Second

Motion Passes unanimously

Committee work that resulted in a motion.

Motion to:

Strike and replace #11, #12 #13 with new number 11 as follows:

11. Conference committee will coordinate with the WSO the collection of three bids and contracting for audio taping and transcribing services. Renumbering the following numbers in sequence. Effective the close of the 2004 Conference.

Second

Motion-Carries unanimously

Renumber following numbers to continue sequence.

To become effective at the close of the 2005 Conference.

Motion to: _–

Strike under Committee Members the section titled Conference Co-Coordinator completely and replace with:

ADMINISTRATIVE COORDINATOR

1. Works to coordinate efforts of the World Service Office (“WSO“) and Conference Committee.
2. Performs tasks assigned by the WSO Office Manager as well as the Conference Committee throughout the year.
3. Primarily responsible for setup of the Conference prior to the Conference. During the Conference works with the Conference Committee Conference Coordinator to ensure smooth operations following Conference Committee and WSO procedures.
4. The individual fulfilling this position shall be an employee of the WSO and the general qualifications for this position shall be determined by the WSO Office Manager and WSO Board of Directors. However, the WSO should consider the needs of the

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Conference and Conference Committee in determining the qualifications of this individual.

To become effective at the close of 2005 Conference.

Second

Elizabeth S. – Point of information- did the committee train any one and how would the training take place?_–

Jay S. – The Administrative Coordinator, works in conjunction with the WSCC Coordinator.

Scott S.- Yes we have thought_– about it and the committee believes that the …

Kevin F. – Point of order Sound like the chair is engaging in debate.

Chair – No, I am answering a question

Jay G.- Should_– the effective date be 2004?

Chair/Scott – No, it is 2005

John W.- Is this new position being brought to the floor which also is according to bullet point four (4) a_– paid position?

Patty F. – Yes we have considered it, it would be a flat rate for the week.

Bryan B._– Is this position going to be taken from the existing WSO employees?

Patty F.- It is technically a new employee.

John B. What have you taken into consideration, regarding the fact that this is now an employee_– of the WSO. Does this person have to live in California?

Jay S. It _–just makes more sense to have the person live and work here near the WSO.

Patty F. Technically it could be a different person, each year. They are an employee and any of them could be put in that position.

Friendly amendment change to close of 2004, not accepted

Kevin F.- Point of information- I have questions how this position which is not defined under the CC purpose, are we in some form losing the integrity of the fellowship’s role in the conference?

Scott S.- Much debate, the WSO already performs a lot of the tasks that we are looking at and we feel it does not take away from the CC statement of purpose with regard to logistics and facilitation of the WSC. The fact is the problem with control will be more acute if we continue on this path. Up until now we have had members coming on their own dime.

Kevin F.- I speak against the motion

John B.- friendly amendment- strike the word primarily

At the 3_–^rd bullet point.

Kim S. Yes we accept that motion

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John B. – I am in favor of this motion

Bob C. – I speak in favor of this motion- it will help the conference go forward.

Randal O.- Is this going to replace the coordinator?

Scott S.- No

Arnold M.- Call the question

Second

Passed

Motion to: _–

Strike under Committee Members the section titled Conference Co-Coordinator completely and replace with:

ADMINISTRATIVE COORDINATOR

5. Works to coordinate efforts of the World Service Office (“WSO“) and Conference Committee.
6. Performs tasks assigned by the WSO Office Manager as well as the Conference Committee throughout the year. 
7. Responsible for setup of the Conference prior to the Conference. During the Conference works with the Conference Committee Conference Coordinator to ensure smooth operations following Conference Committee and WSO procedures.
8. The individual fulfilling this position shall be an employee of the WSO and the general qualifications for this position shall be determined by the WSO Office Manager and WSO Board of Directors. However, the WSO should consider the needs of the Conference and Conference Committee in determining the qualifications of this individual.

To become effective at the close of 2005 Conference.

Motion Passes with minor oppositions

Minority Opinion- Jay G.

5^th Concept _‘Statement

I still haven t received a satisfactory explanation why the WSO should have someone within a month as stated by Miss Patty , but these months do not become effective until after the WSC 2005

Motion to:

Under Committee Members strike the following duties from the Conference Coordinator: The 2^nd, 3^rd, 6^th, 7^th, 8^th _–and 10th bullet points and include in the Conference Committee Procedures Handbook a committee guide to Conference operations.

Add to the beginning of the 4^th bullet point “Works with the Administrative Coordinator“.

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Add a final bullet point as follows:

Will perform duties outlined in the Conference Committee_“ Procedures Handbook in coordination with the Administrative Coordinator.

Under Qualifications:

1st bullet point: change two-year continuous sobriety to 4 years.

Add bullet point to include non-voting status at Conference.

SECOND

Kevin M.- I would like you to read the original bullet points.

Scott S.- Reads the bullet points.

Kevin M.- Where is the procedures handbook?

Scott S.- That is being done specifically, so that we can take those duties and move them off the guidelines and into a procedures manual that can be changed by committee.

Jay G.- Friendly amendment

Not accepted

David B._–– Re SR 14 you sent out a copy of the Conference Committee Guidelines.

Scott S. _–All the specifics were sent out in the delegate mailing, June 2003.

David B_–. Why does that not match what I have here from the mailing?

Kim S. We satisfied SR 14 by proving the we were making changes.

Motion to:

Under Committee Members strike the following duties from the Conference Coordinator: The 2^nd, 3^rd, 6^th, 7^th, 8^th _–and 10th bullet points and include in the Conference Committee Procedures Handbook a committee guide to Conference operations.

Add to the beginning of the 4^th bullet point “Works with the Administrative Coordinator“.

Add a final bullet point as follows:

“Will perform duties outlined in the Conference Committee Procedures Handbook in coordination with the Administrative Coordinator.”

Under Qualifications:

1st bullet point: change two-year continuous sobriety to 4 years.

Add bullet point to include non-voting status at Conference.

Motion carries with substantial unanimity.

Challenge the quorum

Chair- Quorum is fine

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Motion to:

Add to the responsibilities of the Committee Chairperson:

1. Meeting times will be determined and submitted to members at least two weeks prior to meeting times.
2. Agendas will be submitted to members at least 7 days prior to the meeting.
3. Agendas will include reports from officers/members. Minutes from previous chat/calls should be reviewed and accepted at the next meeting.
4. Timelines will be met continually throughout the year.
5. Follow up on delegated committee business. Also follow up on items from chats and calls. Know what tasks have been assigned to which members.
6. Keep discussion to topics or motion on floor. Not allow members to burst into discussion.

To become effective at the close of 2004 Conference.

Second

Motion Passes, with minor opposition

Motion to:

Add to the statement of purpose paragraph discussing the Conference Coordination subcommittee:

The Administrative Coordinator shall serve on this Committee.

To become effective at the close of 2005 Conference.

Second

Motion to:

Add to the statement of purpose paragraph discussing the Conference Coordination subcommittee:

The Administrative Coordinator shall serve on this Committee.

To become effective at the close of 2005 Conference.

Motion passes unanimously

Motion to: Add Under the Secretary

Add the bullet points

1. Responsible to maintain the seating chart at the \conference.

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2 Responsible to maintain the Conference Referral Matrix.

To become effective at the close of 2004 Conference

Second

Motion Passes

Referrals or items tabled until next year; and items the committee will continue working on through the year.

Referral #4009

Conference held every other year.

Response: Committee has formed an Ad Hock Committee in 2003 Conference to research the possibilities of this.

Referral #4030

Investigate the feasibility of using new video and telephone technologies to provide remote conferencing. Remote areas or other CA members may be able to participate via the rental of teleconference room facilities that can now be found around the world. Participation, perhaps, could be limited to observations, but the number 2 communication may be viable as well.

In other words, poorly funded or physically remote groups or areas may gather at a remote teleconference facilitate as a way to participate. Perhaps those remote groups could then even be present electronically via remote video/telephone technologies.

Response: We recognize the hardships many areas currently face in participating in the WSC process. We also understand that with our growth through the world, as seen this year with so many exciting new area petitions, that this difficulty will become more acute. We believe that the use of this and other emerging technologies will become not just a vital, but also a necessary part of the WSC.

This committee will be looking into the feasibility of the use of this technology to allow for remote participation of delegates, with the likely assistance of the Internet committee, we will also be looking into the cost of using this avenue of participation, as well as the security and anonymity issues.

Referral #4703

Please create two new credential forms and have them available each year to be included in both the February and June Conference delegate mailings.

One form is a credential form for use by the Trustees, office board members, and non-delegate conference chairs.

One form is a credential form for use by non-delegate attendees who attend the conference and serve on a committee for the conference week.

Response: We are currently reviewing our Credentialing Registration form to encompass these needs.

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Referrals or items referred to other committees; world service office, or board of trustees.

Referral #2701

I would like the conference to vote on: If an audio committee has been created operating under the 9th tradition, with the sole purpose of fundraising, and creating unity through the fellowship, shouldn’t we be able to propose to tape any CA event as long as each party has an agreement or contract that is acceptable to each party involved. The Trustee Board suggested that A.C.A.D. only tape in their own district. So that is why I’m sending this referral. Can an Audio Committee function throughout our fellowship meeting, district, area, region, etc.

Response: Motion to refer to Trustees.

Referral #4083

Create a new conference subcommittee to deal with all aspects of fundraising at the world level. This would help small areas host world conventions by reducing the financial expectations of a convention.

Response: Referred to Structure and Bylaws.

Referral #4709

That any separate country which has not achieved status/designation by the WSC be given one vote at the conference for that specific year. Their credentials would be signed by the newest regional trustee to that country. This would be given at the start of the conference when new area petition are considered. (Pursuant to SR 14.)

Response: Not within the scope of this committee. Referred to Structure and Bylaws.

Referral #4736

 

Develop simple, easy to understand orientation overview of the WSC, WS structure, traditions and concepts aimed at the fellowship as a whole. Have it be a visual presentation like PowerPoint, could use caricatures to illustrate.

Reason for use: Delegates could take back to local areas. Use to communicate in a uniformed.

Friendly way about service, etc.

Response: Referred this to LCF Committee and plan to cooperate with them to develop this.

Referrals that did not result in motions

Referral #3793

Some of the delegate mailings arrive too late to be properly addressed by Area, i.e., pamphlets for review, census form. Please send out earlier, so we have time to make copies to get to all groups for members to review.

Response: We currently comply with Standing Rule 14.

Referral #4040

I would like to see the name of the states on our name tag because we are growing world wide, and would like to see the different countries involved in Cocaine Anonymous.

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Response: We will be happy to comply with these requests.

Referral #4071

To make available to every delegate on the last day of the conference a complete listing of all delegate contact information including email addresses beginning at the 2004 conference.

Response: We will issue a draft copy of Delegate Mailing List to Delegates to take home with them in order that we receive any corrections and up to date Delegate List will be sent out with first Delegate mailing. The Conference Committee wishes to reiterate that the Delegate Mailing List is a confidential document for the use of Conference business only.

Referral #4654

Co-coordinator WSO staff to finance cost of same.

Response: We are unable to respond to this referral. We do not understand this referral. There is no maker listed on this referral to provide additional information.

New committee structure as of this conference

Chair: Vice-Chair: Secretary
Kim S.
Gwen F.

WE NEED SOMEONE!

Closing comments

In closing, please take the time to complete our questionnaire regarding the feasibility of having the conference every other year. The committee will study this issue throughout the year. Also, please fill out the evaluation forms, available after the dinner break, regarding this Conference.

Please turn them in before you leave the conference. We truly appreciate your attendance, and participation at this Conference. We are grateful to see the work of CA advance further at each Conference, and to those that serve. A special thanks to those who have completed their service commitment at this Conference and are rotating out. We look forward to seeing you next year.

Questions

Jay S. – We have negotiated for the next 2 years and it may not be so easy to change those contracts. We are looking for Areas’ input as well, since they fund the delegates.

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Pilar R.- So it would not be feasible to change it to 2007?

Jay S- That’s right.

David B.- Where are we going with the structure of the Conference organization? You have taken a volunteer position and replaced it with a paid position? Kim S.- Yes

David B_–.- Do you have guidelines as to who does what?

Kim S. We are working on that and we also have our guidelines on the website www.ca.org