Tony D. – Next up is archives
Susan B. gives report
CLOSING REPORT C.A. WORLD SERVICE CONFERENCE 2015
ARCHIVE COMMITTEE REPORT
INTRODUCTION AND OPENING COMMENTS
Opening Comments – Well, here we are on the last day of another legacy-making WS Conference. While some standing committees are able to complete much of their work for C.A. at this Conference, we, like others work throughout the year to further our statement of purpose. We also struggle with restraints of time and money. However, unlike every other standing committee, we also struggle with space, temperature and humidity and can only really further our mission at the World Service Office, because that’s where the C.A. Archive is kept – finally transferred into around 85 acid-free boxes. Now we begin the process of cataloging each individual piece in those boxes in detail. By in detail, I mean describing the item in codes reflecting category, Region, Area, year, size, color, event and where applicable, who donated it. This code will be used to track the item’s location in the Archive and be accompanied by a photo of the item. Protecting and preserving our Fellowship’s history is a daunting task. It’s the kind of project that snowballs on its own. We have found that the more we do, the more there is to do!
Committee Introductions – So let me introduce you to the brave souls who have signed up to take on this task! First of all, Cameron F., Henry A., Norma Jean S., Thomas F., Dot T., our 2 new members, Jill E. and Natalie P., the WSO and our WSOL, Frank P. I would also be remiss if I did not mention our muscle men, Tim A. and Chris J. from the WSOB.
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COMMITTEE WORK THAT RESULTED IN MOTIONS
- Susan B. – MOTION: To accept the Uganda Chip flier as the Archive item to be distributed to the Conference attendees.
Tony D. – Motion made and seconded. Any debate?
Vote 049 – passes 101 for, 2 against.
REFERRALS THAT RESULTED IN MOTIONS
(Introduce Jill)
- REFERRAL NUMBER Arc 1 – That the committee develop and produce up to 5 complete 4-piece commemorative chips set displays for purchase and auction. These would serve as a fundraising tool only. Currently there are only 9 of the 24 Hour chips left. One of the complete set displays should be retained in the Master Archive.
Jill E. – MOTION: To develop 3 prototypes of the 4 piece Commemorative Chip displays for purchase and auction.
Tony D. – Motion made and seconded. Any debate? Scott S. – What is the 4 piece Commemorative Display Susan B. – It consist of four of our first chips. Scott S. – What is the difference in the prototypes
Susan B. – We decided to give the fellowship 3 different arrangements to choose from. Tom P. – Who is going to own the prototypes? Susan B. – The WSO.
Lance D. – What is the cost?
Susan B. – $500.00
Richard L. – I am against this motion. No one has seen these prototypes and Archives does not fundraise.
Susan B. – We have had these chips for a while. Our vision was to raise money for the fellowship….not Archives. We can create memorabilia. Devin R-F – How will we order?
Susan B. – Pictures and cost will be on the website.
Michael C. – If Archives is given the go ahead, when would this be available.
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Susan B. – We will be using different vendors. I hope to have them available by 2016 conference.
Elizabeth S. – I am against this motion. This is for the WSOB. I think this is beyond the scope of Archives.
Scott S. – MOTION: to refer to WSO.
Tony D.- Motion has been made and seconded.
Stu E. – I am in favor to refer. (reads the statement of purpose of Archives).
Susan B. – I am for the motion to refer. This is what we hoped for.
Tony D. – Prepare to vote
Vote 050 – Motion passes 123 – 3
- Referral Number ARC 2: That the committee amend their guidelines to include co-chairs, expanded understandings with the WSO, responsibilities of the WSOL and protocols for the displaying of archives.
(Introduce Natalie)
Natalie P. – MOTION: That the following language be added as bullet 6 to the section of our “Procedures for Physical Handling of Archive Materials” on page 8 of our committee guidelines in the “Please don’ts” section to read as follows: Decorate archival display items with anything other than identification or other pertinent historical information.
Second
Tony D.- Motion made and seconded. Prepare to vote on motion 051.
Vote 051 passes 126 – 5.
Natalie P. – MOTION: That the following language be added as paragraph 5 to the “Developing Traveling Archive Displays” section on page 8 of our guidelines to read as follows ”Only duplicate items will travel to preserve the integrity of the Master Archive.”
Tony D. – Motion made and seconded. Prepare to vote on motion 052. Vote 052 passes 126 – 5
The following 6 motions are changes to the section entitled “Archive Committee Understandings with the WSO and WSOB” on Page 14 of our Guidelines
(Introduce Cameron)
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Cameron F. – MOTION: Amend bullet 2, to read: The WSOB will handle payment of an invoice from the upcoming CAWS Convention Committee for 2 of each piece of pre-convention fundraising items at wholesale cost Add: and supply the Archive Committee with a copy of the invoice.
Tony D. – Motion made and seconded. Prepare to vote on motion.
Scott S. – What invoice do you want?
Susan B. – Amended Motion: Cameron MOTION: Amend bullet 2, to read: The WSOB will handle payment of an invoice from the upcoming CAWS Convention Committee for 2 of each piece of pre-convention fundraising items at wholesale cost Add: and supply the Archive Committee with a inventory of the sale. Jim S. – Motion to object
Susan B. – I think the time for consideration of the motion has past.
Tony D. – It has.
Susan B. – Motion withdrawn
Scott S. – I speak against the motion. This seems to be redundant and unworkable.
Susan B. – in the guidelines…
Tom P. – I speak against the motion. Each committee has a relationship with the Office.
Michele D. – Speak for the motion. We were requested to give 2 shirts.
Unknown Person – Friendly Amendment . . . . .
Susan B. – Friendly Amendment denied
Henry A. – ?
Brian T. – I speak against the motion. The idea to have an invoice is a waste of time. Susan B. – May I confer with my committee? Tony D. – Yes.
Susan B. – Can we amend the motion?
Cameron F. MOTION: Amend Bullet 3 to read as follows: The WSO will provide 2 pieces of all WSO and WS Convention memorabilia items with an inventory document for protection and preservation.
Tony D. – Motion has been made and seconded. Any debate?
Laurie C. – What would you want them for if not to protect and preserve? Susan B. – The document itself does not protect or preserve. Scott S. – Friendly Amendment . . . . .
Susan B. – Motion withdrawn.
Cameron F. – MOTION: Amend bullet 4 to read – The C.A. webservant will provide and maintain an email address and password for the Archive Committee and advise the Archive Chairperson of the same.
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Tony D. – motion made and seconded. Prepare to vote on 053.
Vote 053 passes 98 – 27
Cameron F. – MOTION: Amend bullet 6 to read: The Archive Committee Chairperson or WSOL will submit a written request for archive items for the WS Conference no later than – Strike 90 add 45 days prior to the Conference.
Tony D. – Motion has been made and seconded.
Vote 054 passes 113 – 20.
Cameron F. – MOTION: Add bullet 7: Archive items displayed at the WSO will not be presented with anything other than identification or pertinent historical information.
Tony D. – Motion made and seconded.
Tom P. – What problem is this intended to address?
Susan B. – It is addressing the preservation of an item and to display them with the respect they deserve. The display case was covered in hearts and flowers.
Richard L. – If the case had something on it, I apologize. The Conference is not the place to handle this.
Jim S. – Speak against motion. This is disrespectful of the conference’s time
Henry A. – This is just a small language change. These are not personal requests via motions.
Susan B. – There was a communication with the Office and there was no resolution.
That is why there is a motion.
Cameron F. – MOTION: Add bullet 7: Archive items displayed at the WSO will not be presented with anything other than identification or pertinent historical information.
Tony D. – Vote 055 passes 65 – 63
Cameron F. – MOTION: Add bullet 8: The WSOB will provide updates of monies available in the Archive budget when requested.
Tony D. – Motion made and seconded. Any debate?
Carla S. – What is this motion for?
Susan B. – We have a different relationship with the Office than any other committee. But in terms of being a committee chair and trying to get a balance…. we are just trying to be able to know what we have to spend.
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Ira L. – Friendly Amendment – Have the WSOB Liaison provide budget balance. The WSOB Liaison will provide updates of monies available in the Archive budget within a reasonable amount of time.
Tom P. – I speak against this motion. If every committee did this, there would be a big problem. Refers to Concept 10. We need to entrust the Office to do their job.
Laurie R. – I speak against the motion. Anyone that calls me about financial matters, gets a response. There is no need for this. I urge you to vote no on this.
Susan B. – Speaks for motion. Refers to Concepts 9 and 10. We are trying to get an understanding. The Office has made requests of us and we are happy to oblige. Richard L. – Motion to table
Tony D. – This motion requires a simple majority. Prepare to vote.
Vote 056 passes 90 – 35, motion is tabled.
(Introduce Thomas)
Thomas F. – MOTION: Add at the end of paragraph 1 in the section entitled WSC Archive Committee Structure on page 15 of the guidelines: It is preferred that either the Chair or Vice Chair reside within 120 miles of the WSO.
Tony D. – Motion made and seconded. Prepare to vote.
Vote 057 passes 75 – 48
Thomas F. – MOTION: Amend bullet 1 under Chairperson Responsibilities to read: To be the general oversight of all committee activities Add: at the WSO, including scanning, photographing, organizing, separating the archive between what is to be returned to a member versus Add: and documenting what is being sent to long term storage.
Tony D. – Motion made and seconded. Any debate?
Michael C. – How will the new chair oversee if they live in Toronto?
Susan B. – We stated the Chair or Vice Chair.
Scott S. – Speak for the motion
Jim S. – Motion to table indefinitely
Susan B. – Objection to consideration
No second
Nick A. – Point of Order, WSM, Objection to Consideration does not need a second
Tony D. – We are voting on the motion for the objection to consideration.
Vote 058 fails 61 – 60
Carla S. –
Jim S. – Motion to table indefinitely
Susan B. – Speaks against the motion to table.
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Michael C. – Speaks for the motion to table…the motion needs to be re crafted.
Jill E. – Why did you make the motion to table indefinitely?
Jim S. – The information seems unnecessary and unclear.
Stu E. – The motion is unclear.
Jill E. – I’m against the motion to table. I am getting the feeling that there is personal issues with people on the WSOB and the Archives committee. This is childish. Duane M. – Should internal guidelines be brought to the floor? Tony D. – Typically they do not come to the floor.
Tammy L.- Are these duties already your duties? Why is there a motion?
Susan B. – We are trying to clarify the guidelines.
Tammy L. – I’m against the motion to table indefinitely.
Tony D. – Prepare to vote.
Vote 059 passes 81 – 41, motion has been tabled indefinitely.
Thomas F. – MOTION: Strike bullets 4 and 5 of the Chairperson responsibilities.
Tony D. – This motion is out of order…the body does not know what that is.
Thomas F. – MOTION: Add a final bullet to Vice Chairperson responsibilities – To create or solicit submissions for the Archive Corner in the NewGram.
Tony D. – Motion has been made and seconded. Any debate?
Sheyan S. – MOTION to refer to committee all motion pertaining to Archive
Committee guidelines at 2016 WSC.
Susan B.- Objection to consideration.
Tony D. – Motion has been made and does not require a second. Prepare to vote.
Vote 060 fails.
Sheyan S. – MOTION: to refer to committee all motion pertaining to Archive Committee guidelines at 2016 WSC.
Tony D. – Motion has been made and seconded. Any debate?
Sheyan S. – I speak for the motion. This would give the body time to consider the changes.
Sheree H. – We just took 3 hours with another committee and we need to do the same here.
Devin R-F – Speaks for the motion. I believe this is the spirit of the fellowship Laurie C. – I speak for the motion. I would like to see all these changes next to one another.
Stu E. – I think we gave the LCF committee consideration and this committee should get the same.
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Tony D. – Prepare to vote.
Vote 061 passes 75 – 52
(Motion not brought to the Conference Floor)
Norma Jean S. – MOTION: To amend bullet 1 of the Vice Chair responsibilities to read: including scanning, photographing, organizing, separating the archive between Add: as to what is to be returned to a member versus what is being sent to long term storage.
(Motion not brought to the Conference Floor)
MOTION: On page 17 of the guidelines, add bullet 2 to the to the Co-Secretary position: The Co-Secretary will adhere to all secretary responsibilities when performing secretarial service to the committee. (Motion not brought to the Conference Floor)
MOTION: To add bullet 6 to page ?? of our guidelines in the World Service Office Liaison as follows: The WSOL is responsible for providing Archive Committee agenda items to the WSOB Chairperson and obtaining any additional information needed for or required by the WSOB with regard to Archive Committee business.
REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR –
ARC 1 – – That the committee develop and produce up to 5 complete 4-piece commemorative chips set displays for purchase and auction. These would serve as a fundraising tool only. Currently there are only 9 of the 24 Hour chips left. One of the complete set displays should be retained in the Master Archive.
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES – NONE
REFERRALS THAT DID NOT RESULT IN MOTIONS – NONE
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE
Chairperson – Cameron F.
Vice-Chair – Norma Jean S.
Secretary – Henry A.
Co-Secretary –
Special Project Lead – Jill E.
CLOSING COMMENTS
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Respectfully Submitted Susan B.
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