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

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C.A. WORLD SERVICE CONFERENCE 2004

CONVENTION COMMITTEE REPORT

INTRODUCTION AND OPENING COMMENTS

Committee Introductions
Tammy M. – Chair	Johnnie E.	Greg U.
Carl W. – Vice Chair	Dennis H.	Arnold M.
Susan C. – Secretary	Pilar R.	Benjamin S.
Cindy C. – Co-Secretary	Patty F.	Arlene R.
Carolyn Baker	Wilbert L.	Jay G.
Al F.	Morris R.	Esther B.
Cory D.	Joe C.	Kelley C.
Sean D.	Barry H.	Stacy K.
Ellen U.	Larry G.	Mike P.
Rob W.	Tony D. – Trustee	John B. – Trustee

I want to thank all the WSCC members for their hard work and the integrity they brought to the process this year. Their dedication to this fellowship is absolutely amazing. Based on directives of the 10th Concept we found ourselves in un-chartered territory. However with the support of the Trustees, the WSO and the Conference Chair we were able to fulfill our obligation to the Conference floor. In addition to our referrals, subcommittees were established to develop guidelines for our committee. The budgets presented in the bids have been qualified and the process for selection of a host city on the Conference floor was clarified.

We want to thank the Conference members for communicating to your Areas the desire of the Conference to have multiple bids to consider. This year is unique for most of us since we will be selecting host cities for two years. For 2006 we have bids from Texas, Utah, and Wisconsin. For 2008 we have bids from Colorado, Utah and Wisconsin. If Utah or Wisconsin is selected for

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2006 their Area will be removed from the slate for 2008. We will ask the bidding Areas for 2006 to answer final questions from members of the Conference floor. The Conference Chair will explain the selection process. Following selection of the host city for 2006 we will repeat the process for 2008.

Questions regarding process for Host city 2006 Election

Danny_–H.- Parliamentary inquiry- Make the font larger?

Chair Yes we can.

Trevor S.- Every region has hosted 5 conventions with the exception of PN who has hosted 3. I want a response to that.

Bobbie H.- We were invited due to the emergency.

Tony D.- We were invited and we felt we had the experience the ability to pull this off quickly. Howard J.- This was obviously an unusual process . With respect to the question asked I believe that it weighs in favor of Utah as we are in the same region in Calgary. I believe there is some precedent to this, e.g., Irvine

Bryan B.- My question has been answered. Is there a reason that Texas is not allowing themselves to be carried over to 2008?

Bobbie H.- We were not going to bid for 2008 . We are not going to go against someone in our Region. They invited us. And we have the experience.

Cynthia C.- May I ask the Convention Committee, in light of the 10th concept decision, could you explain your reason for not reviewing the most recent items from Utah?

Tammy M. – The Convention Committee was not aware that this information was going to distributed on the floor. We are sticking with the initial bids.

Cynthia C.- Are you saying we are barred from bringing any new information to this body? Tammy M.- It is our ruling, yes.

Cynthia C.- I would like the detail of any new information that would materially affect the bid.

The Chair is ruling that the Convention Committee ruling on the issue of bidding will stand, unless all three cities can and will provide the same

Cynthia C. – Challenge the Chair‘s ruling

Second

Steve B.- Parliamentary Inquiry- Would not SR 14 apply to this additional information? Vice Chair- I can not make a ruling since I have not seen that information.

Vinny M.- Parliamentary Inquiry- I do not think that the chair worded it different than the Chair.

Vice Chair- It is not the same issue .

Vice Chair- As acting Chair I am going to rule that this information is impacted by SR 14.

Cynthia C. – Parliamentary inquiry- what about a verbal statement?

Kevin M. -Point of order. It is not necessary to make a ruling on SR 14 until the challenge to the

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Chair has been settled.

Vice Chair- Thank you Kevin I withdraw my ruling about SR 14. The question on appeal is whether the ruling of the chair was correct. The sole issue of debate is whether the ruling was correct.

Point of order- Tigua N. – I object to consideration.

Vice Chair- I rule your objection to consideration out of order. It only applies to a main motion.

Jay S. –Point_– of order

Vice Chair Point of order out of order

Cynthia C- I have never challenged the chair before- I merely want this to be an informed group conscience. This year’s procedure has been very unusual. The material was received in advance.

Bryan S. -Point of order- Is she in Debate?

Cynthia C.- My objection is as stated about informed group conscience.

Dan S.M. – Point of order.

Elizabeth S. – I speak against the challenge of the chair. Under the 4th concept I believe all participants should have a right to participate

Jay F.- Point of order- Can you explain what happens?

Vice Chair- As you have the floor, you may certainly address that in debate.

Jay F.-Sustaining is agreeing with the chair’s ruling.

I ask that the chairs ruling be sustained.

A vote in the negative will mean that you are voting to overturn the Chair

Bryan S.- I against the appeal of the Chair. I believe we must trust the Chair’s Guidance. Bryan B.- I speaking in favor of overruling the chair’s decision. I believe the chair’s ruling is stifling.

Cynthia C.- Parliamentary inquiry- I do not understand, there was no underlying motion. I do not know how to speak to the ruling with out speaking to the motion. I do not understand the distinction. _–

Vice Chair Subject matters other than the content of the material that the chair ruled on. Items such as Robert’s Rules, Concepts, and Charter would be considered.

Howard J.- I_…am_.. not sure I understand the ruling of a Chair sustaining the motion of the Chair. I believe that

Point of order- Elizabeth S.- I believe that Howard was speaking to motion and not to the challenge- I believe he should be ruled out of order.

Vice Chair- Howard, I am going to rule you out of order.

Bryan S.- Point of order- Can the Convention Committee come to order?

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Tigua N.- Point of Order – He lost his chance, he recused himself. He has spoken by choosing not to speak.

Vice Chair – I agree.

Jay B.- I speak in favor of sustaining the chair.

John B.- I would ask that God – Grant us the serenity.

Danny H. -Call the question

Second

Motion Passes Unanimously.

David M.- Parliamentary Inquiry- I would ask that you remind everyone what they are actually voting for.

Vice Chair- Trust me, I will.

Motion to sustain the Chairs ruling

Chair is sustained.

Kevin M.- Given the information we have regarding the 2006 in Salt Lake City and if one accepts that the rotation of regions, does it seem odd in the interest of Unity that we award conventions in neighboring cities?

Point of_– Order- Dan S.M.- Are we discussing 2008 or 2006?

Chair We are discussing 2006.

Parliamentary Inquiry-Debbie D.

Chair- Debbie, your question is out of order.

Point of order- Pilar R.

Terry M.- We drew those boundaries for a reason. It is not our fault that those cities are close to each other.

Bryan S.- I love kicking dead horses- If we go forward with the 2006 voting slate year for the convention and a particular city, would the other two be willing to withdraw there 2006 nomination and move forward to 2008 and maybe even move on to 2010 or even 2011?

Bobbi H.-No

Tony D.- No

Parliamentary_– Inquiry- Susan B., was it not discussed on the first day regarding the,,, Chair Out of order

Pilar R.- Do you have your region’s support?

Roy B.- Yes

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Tony D. – Yes

Howard J.- Yes

Pilar R.- Will each of you be participating with other areas within your region?

Howard J.- Yes we are looking to add committee members from other areas within our region.

Roy B.- Yes

Tony D.- Yes

Parliamentary Inquiry- Felicia A.- Is all this line of questioning going to lead to a motion to accept a bid?

Chair- No, it is intended to allow you to arrive at an informed group conscience.

It will lead to an election, not a motion.

John W.- Parliamentary Inquiry- is there a way to limit the questioning?

Chair – No there is not.

Ann?- What_– is being done to carry the message and embrace the newcomer?

Tony D. We feel our prices are low for newcomers and plan lots of workshops and activities that will be low priced.

Freeman_– H.- So this questioning is going to go all night?

Chair In theory, yes it could go all night.

Bobbi H.- Texas is going to do what we always do and we make sure we have one to two suites available for newcomers. Lots of workshops and meetings, coffee, donations for the newcomer.

Leslie G.- Texas, I am looking into special considerations, and you have a $15.00 room rebate. Would you_–consider lowering that?

Bobbie H. If we were allowed that opportunity, I am sure we would.

John B.- Are you going to have trips and outings, like Arizona and Los Angeles? Tony D.- Yes we have many items planned including items for children.

Bobbie H.- Yes we are planning some but our concern was more about staying together, we are going to have golf and a fun run.

Howard J.- We have planned a trip to the gateway area of Salt Lake, the Olympic Village, and we thought about marathons, golfing.

Brian T.- From the information provided to the delegates pursuant to SR14 what is your best case scenario?

Tony D.- Best Case is $84,058.00, 1200 attendees.

Bobbie H. $89,500.00, 1200 attendees.

Howard J.- Best Case is $68,340.00, 1300 attendees.

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Rick H.- Is it a ….

Chair- Out of order

Parliamentary inquiry- Danny H. – is it possible to entertain a motion to suspend the rules to limit questioning to say a number of 10?

Chair-Yes (cites prior conference action as a basis for such a ruling). You may bring a motion to suspend the rule and limit it to a certain number of questioners.

Rick H.- Have you had some experience with your working with hotels to help these committees to help drive down the costs?

Yes.

Tigua N.- Motion to suspend a rule to limit the number of questioners to 5.

Second _‘

Point of order- Ivan L.- he can t make a motion because he does not have a vote.

Chair- We have always allowed alternate delegates to make motions.

Tigua N.- Parliamentary Inquiry- Is it possible to yield the microphone to someone else? Chair- Yes

Bryan S.- Point of order – There is a motion on the floor.

Tigua N.- Motion to suspend a rule to limiting the number of questioners for convention bids, limiting that number to Five.

Second

Motion Passes with some opposition.

Tad S. – Are any of your committees willing to set aside the rebate per room?

Bob L.- Parliamentary Inquiry- In regards to SR 1, who is able to make a motion here? Chair- It has always been the case that alternate Delegates fall under SR 1.

Howard J.- We would gladly take off the rebate- it is a WSO rebate.

John B.- As a matter of procedure, I believe I reported earlier about being the chief contract negotiator. I would communicate with the hotels. Therefore no competing city can say what those would be. If it is in the best interests of CAWS that a room rate be adjusted, CAWS will do so, but it is not the business of this conference to dictate that.

Tony D.- We planning to offer a strong program of recovery. The property that we picked is centrally located.

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Mark T.- What is the current room rate?

Howard J.- At this point, all the host cities only have a proposal. Currently the rate is $99.00 per night.

Tony D.- Room rate $95.00 single double or triple, including the $10.00 rebate for WSO.

Roy B.-Texas- $94.00 at one and $100.00 at another.

?- Will there_– be lots of coffee?

Roy B. Yes

Terry M.- Yes

Tony D.- Yes

2006 Convention Election

All those in favor of Salt Lake City for 2006 WS Convention.

All those in favor of Milwaukee Wisconsin for 2006 WS Convention.

All those in favor of Houston Texas for 2006 WS Convention.

Total number of Votes is 130: Utah 45, Milwaukee 36, Texas 49.

Utah and Texas will have a runoff.

All those in favor of Salt Lake Utah raise your hands-

All those in favor of Houston Texas please raise your hands-Utah 59, Texas 72.

Congratulations Texas.

Bryan S.- Motion to suspend the rules to extend hear a motion to extend this evenings session

Motion passes

Bryan S. Motion to extend this evenings session to complete the Convention Committee‘s Report

Second.

Bryan S. – Parliamentary inquiry – Can I make a motion to limit debate too?

Chair – No.

Bryan S.- Speak in favor of the motion.

Elizabeth S.- I am concerned with this motion and do not think we can do so much tomorrow. Tad S.- Speak for the motion,

Kevin M.- Parliamentary Inquiry- Are you willing to accept a motion to limit debate? Chair- Yes, on this_–motion

Call the question Kevin M.

Second

Motion to call the question Passes

Bryan S. -Motion to extend this evenings session to complete the Convention Committee‘s Report

Motion Passes with some opposition.

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Chair – We will now take bids for 2008

Kevin M.- I make a motion to suspend the rules in order to limit questions to 7. Second

Parliamentary Inquiry- Dave M. _‘

Parliamentary inquiry- Tammy M. – How does this affect Colorado s right to participate since the other_– cites have answered several questions?

Chair Yes it would affect their right to participate.

Kevin M.- Parliamentary Inquiry – it seems to be entering into debate.

Colorado will accept only 7 questions_‘.

Danny H.- Point of order – Isn t there a motion on the floor?

Diane W.- Parliamentary inquiry – Is it out of line to ask for the screen to roll back?

Motion to suspend the rule in order to limit questions to 7.

Motion Passes with minor opposition.

Bryan S.- Can the 3 hosting cities give me a 30 second pitch on what makes them different from all the others_–.

Tony D.- Its on a lake, it hip.. The theme is, it’s in the book. We love newcomers.

Terry M.- Utah is one of the best supported areas in our region. We have a strong committee and fellowship. Come together in Salt Lake City.

Jahi B.- Denver- What is your net gain for High and Low?

Mike P.- High is 1000 attendees, net gain $76,315.00. Low would be 500 attendees, net gain $37,040.00.

Rana D.-_–How do we deal with the Hotels and dates with the two years?

Tony D. _–We checked for both dates.

Terry M. We turned in a bid book for 2008 and I believe the room rate was 89.00 per night

Elizabeth S- Can you speak to the line item for coffee, other areas have free coffee. Can you negotiate for free Coffee?

Colorado- At this point we have an offer of 6000.00 of free coffee, and also will offer free coffee in hospitality. I would like to make coffee a non issue.

Tony D.- I do not have the numbers , I think it was in the mid 50 had 900 registrants and 1100 room nights

Rob W. – We had 880 Registrants 1300 room nights $32,478.00

Terry M.- Our bid booklet is not here and I am going to try to recall, we made $28-29,000.00

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Ronald A.- We are looking for a big party. We want to be locked into the Hotel. Could you keep that under_–consideration?

Colorado Yes

Patricia_– J.- Are you in a position to provide room space for H and I panels?

Tony _– We will pass it on

Terry We will pass on the information

Mike P.- we will pass on the information

All those in favor of Wisconsin for 2008 WS Convention Raise your hands

All those in favor of Denver Colorado 2008 WS Convention please raise your hands All those in favor of Salt Lake City please raise your hands. Total Votes 145: Wisconsin 46, Colorado 44, Utah 45.

All those in favor of Milwaukee 2008 please raise your hands. All those in_…favor of Salt Lake City, Utah please raise your hands. 67 to 67 tie

Chair chooses a coin toss (of his own 19-year CA medallion) rather than cast his vote.

Congratulations Utah.

COMMITTEE WORK THAT RESULTED IN MOTIONS

MOTION: To approve the CAWS 2005 (Memphis) budget.

Projected Income	Approved	Revised
Early Registration (400 @ $40.00)	$10,500.00	$16,000.00
Late Registration (400 @ $45.00)	$22,500.00	$18,000.00
Banquet (600 @ $50.00)	$24,750.00	$30,000.00
Breakfast (200 @ $20.00)	$4,000.00	$4,000.00
Entertainment	$7,500.00	$10,000.00
Special Events	$20,000.00	$20,000.00
7th Tradition	$1,500.00	$3,000.00
Pre-Convention Fundraising	$7,500.00	$7,500.00
Pre-Convention Memorabilia	$2,500.00	$2,500.00
Scholarship Donations	$2,500.00	$3,000.00
Memorabilia	$20,000.00	$20,000.00
Room Credit	$24,000.00	$24,000.00
Audio Tapes	$1,500.00	$2,000.00
Auction/Drawings	$7,500.00	$15,000.00
TOTAL	$156,250.00	$175,000.00
Projected Expenses	Approved	Revised
Advanced information		$700.00
Audio/Video	$1,500.00	$2,000.00

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Child Care		$0.00
Bad Checks	$500.00	$700.00
Bank/Credit Card Fees	$1,500.00	$1,500.00
Banquet	$23,000.00	$25,000.00
Brunch	$4,000.00	$4,000.00
Calgary Chair Expense		$1,250.00
Centerpieces, Auctions, etc	$2,500.00	$3,500.00
Coffee Reserve	$5,500.00	$6,500.00
Computer rental		$1,000.00
Decorations	$2,000.00	$2,000.00
Design, Layout & Artwork	$1,000.00	$1,000.00
Programs & Printing	$3,500.00	$3,500.00
Entertainment/Dances	$5,000.00	$5,000.00
Evaluation		$500.00
Fun Run/Walk		$750.00
Hospitality	$2,000.00	$3,500.00
Information/Security	$1,000.00	$1,000.00
Insurance	$1,100.00	$1,100.00
Marathons		$500.00
Memorabilia	$12,500.00	$12,500.00
Office Expenses	$500.00	$500.00
Outreach	$1,000.00	$1,750.00
Public Information	$300.00	$300.00
Pre-Convention Fundraising	$2,500.00	$2,500.00
Postage	$1,500.00	$1,500.00
Registration	$5,000.00	$9,000.00
Room Rental	$14,000.00	$14,000.00
Scholarship	$500.00	$500.00
Source Table		$100.00
Speakers	$2,500.00	$4,500.00
Special Events	$17,500.00	$17,500.00
Special Needs/Hearing Impaired	$750.00	$750.00
Telephone	$500.00	$500.00
Transportation	$1,000.00	$1,000.00
Unity Brunch	$1,500.00	$500.00
Workshops		$1,500.00
TOTAL	$115,650.00	$133,900.00
Contribution to CAWS	$40,600.00	$41,100.00

Second.

Speaks in favor of motion. Increases represent additional information from pass it on reports

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Elizabeth S. – Question – Can you detail what the advance information?

This is a line item from WSO to send out flyers.

Elizabeth – Friendly amendment:

MOTION: To approve the CAWS 2005 (Memphis) budget. Change Calgary Chair expense to CAWS 2006 chair expense.

Dee Dee – Point of information – What does that line item cover?

Joe C. – That covers the next chair’s mentoring process. Airfare, etc. to another conference for experience.

Elizabeth S. – Point of information – Can you explain the $24,000 income from the rebate from hotel?

When you look at income vs. projected expenses, it actually nets $10,000 Sheri H. – Do you have a coffee deal?

Joe C. – It is about a $9,000 difference from LA, but Chicago only spent $4,600 on coffee.

Main motion: To approve the CAWS 2005 (Memphis) budget. Change Calgary Chair expense to CAWS 2006 chair expense.

Motion carries unanimously.

Wilber L. – MOTION: Accept the artwork for Celebrate Around The World. –

Bryan S. – Point of Information. You are taking triangle out and put the full CA logo?

Wilber L. – Correct.

REFERRALS THAT RESULTED IN MOTIONS

Referrals #4001 & 4646 – Create an Archive Committee.

Pilar R. –

MOTION: Create “Archive Chairperson“ position to be included in the WSCCC Guidelines on Page 18 after the Memorabilia Chairperson and before Fund Raising Chairperson and the duties to read as follows:

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ARCHIVES CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Participation on CA convention.

QUALIFICATION: Good organizational skills.

DUTIES:

1. Contact WSO Archive representative for archive inventory list upon election/selection.
2. Request inventory from WSO no later than March 1 of the current year convention.
3. Archive should be stored at a secured, licensed and insured storage facility.
4. Coordinate with Hotel Liaison, Printing Chairperson, Memorabilia Chairperson, Decorations Chairperson and Audio/Tapes person.
5. All items, including an updated inventory list, should be returned to the WSO within fifteen (15) days of the convention closing.
6. Verify shipping and get tracking codes.

Second

Kevin M. – Point of Order – The printed copy has another second with no attached motion? Pilar R. – we realized that and will correct it.

Greg B. – Motion to suspend the rules to limit debate… Chair – Out of order because we have a motion on the floor.

Greg B. – Motion to limit debate to three for and three against.

Second.

With some minor opposition the motion carries with substantial unanimity, meeting the requirement for 2/3 passage.

Bob L. – Speaks against motion because it is unclear as to how this is going to be administrated and funded. How is this going to be done and who is going to be the overseer is not explained. If there is an explanation to that, I would like to hear it.

Jahi B. – If this motion passes, will it create a new line item in the budget.

Dan S.M. – Are points of information debate?

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Kathy Jo R. – Parliamentary Inquiry – Please explain item No. 4. What does archives have to coordinate with any of them other than hotel liaison?

Tammy M. – We believe that things will be collected from existing conventions. We just ask that they coordinate with everyone. Anything that is a printed piece of material is considered archives.

Bryan S. – Parliamentary inquiry – Can you help me make a motion to refer.

Chair – You can offer a friendly amendment; You can make a motion to refer; You can make a motion to postpone

Tammy M. – Speaks in favor as it stands. The maker of the motion was on committee and has intimate knowledge of the working of the WSO. There should not be anything that needs to be funded.

Dan S.M. – Point of Information – Can the committee speak to who ultimately has the responsibility of the wellbeing of the archive materials if something bad happens. Is it the chair of the archive committee or someone at the location? Danny H. – Yield to Jay S.

Trevor S. – Parliamentary Inquiry… never mind.

Jay S. – Point of information – If this is going to be shipped to the WSO, should the WSO archives be involved in some manner since they are charged with archiving the materials.

Pilar R. – No 1 address that specifically.

Ivan L. – Yield to Elizabeth S.

Elizabeth S. – Motion to refer this motion back to Committee.

Second

Tad S. – I’m in favor of this to go back to Committee.

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Susan B. – Speaks against Motion to refer. Believes that Convention Committee made the position and we should support them.

Tammy M. – Motion to call the question.

The motion passes by 2/3

With some opposition the motion is referred back to committee.

Greg B. – Motion to suspend a rule and limit all further debate this evening on all motions to a maximum of 10 minutes per motion.

Second.

Chair – This is not debatable and requires 2/3 for passage.

With some opposition, the motion passes with 2/3. Polling the house.

58 for, 43 against. The motion fails.

Convention Committee passes on the next two motions

ARCHIVES VICE CHAIRPERSON

SOBRIETY REQUIREMENT: Three years

PAST SERVICE WORK REQUIRED: Participation on CA convention.

QUALIFICATION: Good organizational skills.

DUTIES:

1. Assist Archive Chairperson as necessary.
2. Voting member of general convention committee and in the absence of Archives Chairperson will be Acting Chairperson.
3. Contact WSO Archive representative for archive inventory list upon election/selection.
4. Request inventory from WSO no later than March 1 of the current year convention.
5. Archive should be stored at a secured, licensed and insured storage facility.
6. Coordinate with Hotel Liaison, Printing Chairperson, Memorabilia Chairperson, Decorations Chairperson and Audio/Tapes person.
7. All items, including an updated inventory list, should be returned to the WSO within fifteen (15) days of the convention closing.
8. Verify shipping and get tracking codes.

MOTION: Add Archives Chairperson between Memorabilia and Printing to Flow Chart on Page 3.

Referral #4026 – Create standard resume form.

MOTION: After the Convention Bidding Budget Form template and before the Spending Committee Request for Expense, add the standard service resume form. With the addition of the heading to read WSC Convention Committee Resume and add Country to the right of state. Second

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See PDF page 75: Conference-2004-09-04-Day-4-Redacted.pdf

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Revision 9/2004

Mike G. – Point of Information – can you explain “/time“ when below you have sobriety.

? – That is the time your home group meets.

Main motion: After the Convention Bidding Budget Form template and before the Spending Committee Request for Expense, add the standard service resume form. With the addition of the heading to read WSC Convention Committee Resume and add Country to the right of state.

With some minor opposition the motion carries with substantial unanimity.

Chair – Quorum count.

The vote was out of order. We only had 97 in our quorum count.

Main Motion again: After the Convention Bidding Budget Form template and before the Spending Committee Request for Expense, add the standard service resume form. With the addition of the heading to read WSC Convention Committee Resume and add Country to the right of state.

With some minor opposition the motion carries with substantial unanimity. (Second time)

Danny H. – Parliamentary Inquiry – Would it be in order to make a motion to limit the process to two for and two against.

Chair – You can make a motion to suspend the rule. That will require a 2/3 for passage. The last one failed.

Danny H. – Motion to suspend the rules to limit the debate to two for and two against.

Danny H. – Withdrawal of the motion.

Chair – With the concurrence of the Convention Committee, we are going to adopt by unanimous consent six motion: 4059, 4116, 4117, 4639, 4640, and 4641. Please read them.

This body may adopt by motion of unanimous consent the above six motions. They are adopted by unanimous consent.

Susan C. – Motion to withdraw the two motions related to the following referrals : 4632, 4633, 4642, 4710.

With some opposition, the motion carries with substantial unanimity.

Referral #4059 – Additional requirements for Area’s submitting CAWS convention bids.

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1. Convention Net Gain
2. Prior Fundraising Experience
3. Event & Monies Raised

On Page 35, add item “Support of Adjacent Area/Region.

Referral #4116 – Uniformity of Convention Bidding Budget Form MOTION: On Page 32, add item 13 which shall state the following:

13. Submit budgets for 600, 900 and 1,200 registrants.

Referral #4117 – Add estimated costs for lowest priced suite to Bidding Guidelines.

MOTION: Add to Page 33, Convention Committee Guidelines, under Hotel Accommodations,

Item 1, Approximate Room Cost, add the following: Single, Double, Family Suites and Suite.

Referral #4632 – Create Vice Program Chairperson

MOTION: Create a Program Vice Chairperson position to be included in the WSCCC Guidelines on Page 11 to insert under the Program Chair, add the following:

PROGRAM VICE CHAIRPERSON

SOBRIETY REQUIREMENT: Three (3) years

PAST SERVICE WORK REQUIRED: Participation on a CA Convention

QUALIFICATION: Strong leadership skills

DUTIES

1. Assist Program Chairperson as necessary
2. Voting member of General Convention Committee and in the absence of the Program Chairperson will be the Acting Chair.
3. Conducts meetings of the program committee.
4. Oversees activities and is voting member of the Speaker, Special events, Marathon, Workshop, Registration, Fun Run/Walk, and Evaluation Committees.
5. Coordinate space requirements with Hotel Liaison.
6. Coordinates physical production of the program with Printing Chairperson.
7. Coordinates space to present information regarding functions of the WSC Standing Committees and the WSO.
8. To print AA conditions on AA material adapted for our use.

Referrals #4633, 4642 & 4710– Motion to create “Floor Coordinator“ under Hotel Liaison. DRAFT ONLY – NOT CONFERENCE APPROVED

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MOTION: Create “Floor Coordinator” position to be included in the WSCCC Guidelines on Page 20 after the Hotel Liaison position and its duties to read as follows:

FLOOR COORDINATOR

SOBRIETY REQUIREMENT: Eighteen (18) months

PAST SERVICE WORK REQUIRED: Participated on CA Convention

QUALIFICATION: Strong leadership and organizational skills

DUTIES:

1. Works directly with the Hotel Liaison & convention chair
2. Has a copy of the hotel contract in their possession at all general convention meetings on-site.
3. Responsible for coordination of hotel space and required materials with individual committee chairpersons and WSCCC committee chairpersons and WSO.
4. Responsible for allocation of rooms and meeting times for Long Term Planning, World Service Conference, WSBT Quarterly, TEC meetings and Concepts Workshop.

MOTION: Insert Floor Coordinator on Page 3 of the WSCCC Guidelines onto the flow chart under Hotel Liaison Chair.

Referral #4639 – Update Check Request Form in Guidelines

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MOTION: Insert revised Check Request form that is currently being used by the WSO.

Check Request Form

CA World Service Convention Committee

NOTE: Funds will only be disbursed upon approval of completed check request form along with supporting documentation.

See PDF page 79: Conference-2004-09-04-Day-4-Redacted.pdf

Referral #4640 – Add count sheet to forms in Guidelines.

MOTION: Insert count sheet on Page 26 of WSCCC Guidelines after bulleted items listed under NOTES.

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See Attached Count Sheet

Referral #4641 – Require the Convention Chair to conference regularly with the WSO.

MOTION: On Page 6, Chairperson Duties, Item 3, revise to read as follows:

“Regarding regularly scheduled contacts between WSCCC and WSO, initiates communications_“ via email and/or telephone and makes sure that all minutes are sent on a regular basis.”

Referral #4704 – Convention bids each year would be subject to Standing Rule 14 and its applicable deadlines.

Tammy_“ M. – MOTION: On Page 32, Bidding Guidelines, add new Item 8 which_“ shall state Convention bids are subject to Standing Rule 14 and its applicable deadlines.   Renumber all items thereafter.

Second

Tammy M. – Speaks in favor of motion. If someone were to come in the week before the conference with budgets, we would not have time to review and let the Conference Floor have adequate knowledge. It will serve the entire Conference. It will allow the ad hoc committee to have time to qualify the bids and make sure everything is in line.

Kevin M. – Speaks against the motion. I’m concerned that this is three months ahead of Conference and that is a long time in which drastic things could happen in that timeframe. I understand why they are doing it, the last minute, last day thing is

Elizabeth S. – Parliamentary inquiry – Would any member of the conference floor be able to ask to waive SR 14.

Chair – Yes by 2/3 vote.

Carl W. – Speaks in favor of motion. If something happens within 90 days of bid then there was something wrong with the hotel anyway. If we implement this then we would not have to go through all the things we went through last year.

Dan S.M. – Speaks in favor of motion. Having been a treasurer, I advocate this type of action so we are not doing 11^th hour types of things.

Bobbie H. – Speaks in favor of the motion. My understanding of SR 14 is for the Conference as a whole. The committee is a part of the Conference and they should have the information in the packet at the same time as others.

Barry H. – Call the Question.

Second

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Motion carries unanimously. Satisfying the 2/3 for passage.

MOTION: On Page 32, Bidding Guidelines, add new Item 8 which_“ shall state “Convention bids are subject to Standing Rule 14 and its applicable deadlines. Renumber all items thereafter.

With minor opposition, that motion carries with substantial unanimity.

REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR

Referrals #4649 & 4700 – Meaningful draft program or events be available online each year by February 1 for upcoming convention with bi-weekly updates.

Table the motion.

		CAWS 2007 (Kansas City) budget in development
INCOME:
Registration			$ 25500			$30*250E	$40*350L
Banquet			$14000			$40*350
Breakfast			$6750			$30*225
Entertainment/Dances			$8,000
Special Events			$15,000
7th Tradition			$700
Memorabilia			$20,000
Information Shirt			$5,600
Room Credit			$7,000
Audio Tapes			$2,100
Pre-Convention Fundraising			$3,000
Pre-Convention Memorabilia			$2,000
Bottomless Coffee Cup			$6,000
Scholarship Donations			$1,500
Auction/Drawings			$7,500
TOTAL INCOME			$124,650
EXPENSE:
Registration			$5,118
Banquet			$10,500			$30*350
Breakfast			$4,500			$20*225
Entertainment/Dances			$8,400
Special Event			$8,000
Decorations/Banner/Centerpieces			$2,000
Programs			$2,100
Speakers			$2,500
Workshops			$1,500
Hospitality			$2,000
Insurance			$1,000

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Memorabilia	$11,000
Information/Security	$1,000
Audio/Video	$1,500
Outreach	$700
Design/Artwork	$1,000
Printing	$2,000
Special Needs	$600
Office	$500
Coffee Reserve	$5,000
Raffles, Auctions, Etc.	$2,000
Transportation	$2,000
Bad Checks	$500
Pre-Convention Fundraising	$2,500
Telephone	$500
Postage	$400
Misc./Office Supplies	$1,000
Bank Services Charges/ CR CD Ch	$1,000
Scholarships	$500
Unity Brunch	$500
2006 Chair Expenses	$1,250
TOTAL EXPENSE	$83,068
NET INCOME	$41,582

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

Referral #4638 – Method to request/invite bids to ensure multiple bids at Conference.

Referred to Structures and Bylaws (requires a change to the WSM).

Referrals #3452 & 4643 – Move Celebrate Around the World to a subcommittee of Unity.

Referred to the Unity Committee.

REFERRALS THAT DID NOT RESULT IN MOTIONS

Referral #3520 – Revise the expenses versus net income percentages.

No Action Taken. On Page 32, Bidding Guidelines, Item 12, a net income of 30% is sufficient at this time.

Referral #3563 – Introduction of Convention Committee Members at the banquet.

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No Action Taken. This issue should be left to the discretion of the Host City.

No Action Taken. This issue should be left to the discretion of the Host City.

No Action Taken. The Convention Committee guidelines are easily adaptable for smaller conventions.

Referral #4092 – Add to Convention Guidelines that Registration form include Contribution Program forms.

No Action Taken. This issue should be left up to the discretion of the Host City.

No Action Taken. It is the opinion of the Convention Committee that this item remain in place in order to honor the spirit of rotation.

Referral #4109 & 4110 – Revise Convention Committee Statement

No Action Taken. There has been no actions by this committee to constitute a change in our Statement of Purpose.

Referral #4119 – Discontinue room rebates on Convention hotel room nights.

No action taken. The rebates are used to support CAWS’ and the current taxes are already included in hotel bids.

Referral #4631 – Move Entertainment Chairperson from Hotel Liaison to Program Chair.

No Action Taken. The position is feasible where it stands.

Referral #4644 – Define scope of spending versus steering in guidelines.

No Action Taken. The referral maker rescinded this referral.

Referrals #4645 & 4658 – Task or create subcommittee for Convention Bid budgets.

We have created an Ad Hoc Committee to ensure all bids adhere to guidelines from Convention Committee and qualify budgets.

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Referral #4647 – Give guidance to Area’s hosting World Conventions to use adjacent Areas to perform the many tasks of the World Convention.

No action taken. Referral is covered in Item 4 of Outreach Chairperson Duties in WSCCC Guidelines.

Referral #4648 – Add Webservant to chart or define PI with subcommittee webmaster.

No Action Taken. This issue is already covered under Public Information Chair duties on Page 8, Item 7.

Referral #4724 – World Service Convention candidates submit resume and letter of approval from their Area.

No action taken. Referral is covered in the Chairperson Nomination Guidelines.

NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE

Chair Tammy M.
Vice-Chair Barry H.
Secretary Susan C.
Co-Secretary Cindy C.

CLOSING COMMENTS

The WSCC met the many challenges this year with passion and an unwavering commitment to fulfilling our purpose. I am honored to have the opportunity to work with this committee and look forward to a productive year ahead of us. I want to especially thank Carl W., Vice Chair and Susan C., Secretary for their constant support throughout the year. As a committee we ask for your continued support in generating multiple bids for CAWS Conventions.

Respectfully Submitted:

WORLD SERVICE CONFERENCE CONVENTION COMMITTEE

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For Count Sheet – See PDF page 85: Conference-2004-09-04-Day-4-Redacted.pdf

No questions.

End of session.