agenda topic summaries - washington state east area 92...

67th General Service Conference WSEA AREA 92 Agenda Topic Summaries

AA CONFIDENTIAL-Not for use outside the fellowship 1

2017 General Service Conference Committee

Agenda Topic Summaries

Pre-Conference Assembly

April 7-9, 2017

Chelan, WA.

Disclaimer: The materials in this document are only summaries of the background. Information presented in the

summaries are carefully distilled or extracted to be concise and provide enough information so that all districts

and members can fully participate. These are not the opinions of the WSEA AREA 92 officers and standing

committee chairs.

This includes background for the 67th General Service Conference and as such may be a confidential AA

document; Distribution is limited to AA members. Placement of this material in a location accessible to the

public including aspects of the internet such as web sites available to the public, may breach the confidentiality

of the material and the anonymity of members, since it may contain members’ full names and addresses.



Agenda -Cameron J

Conference Committee: Agenda — Item C

Agenda Topic Discuss workshop topic ideas for the 2018 General Service Conference

Historical Context;

Why is it on the

Agenda?

Every year, three workshop topics are chosen to be discussed at the following years

conference. These topics are typically topics germane to AA as a whole or things the

AA body thinks GSO needs to discuss and evaluate. This has occurred since 1985.

There are 53 topics this year to chose from and a history of all the past topics that

can be found in the background.

What does the

Delegate need to

know?

If area 92 has any suggestions and what our top preferences are.

Conference Committee: Agenda— Item E

Agenda Topic Discuss report on the Conference Agenda Process from the trustees’ Committee on

the General Service Conference.

Historical Context;

Why is it on the

Agenda?

There is a push to find ways to make the time at conference more productive for the

committees. One of the suggestions is to get the materials that committees will be

discussing to the committees ahead of time to prepare. The proposed amendment

reads “All Conference committee chairs will be given a complete set of background

for their corresponding Trustee Committee meeting at the January Board Weekend

(with confidential information removed, i.e. Nominating resumes or works in

progress) and that this background be sent to them prior to the Board Weekend

when background is available for Trustee committee members. This applies to the

Chair of the Conference Committee on the AA Grapevine for his/her attendance at

the GV board meeting where she/he will have a complete set of background, except

for confidential information, and this will be sent out prior to the Conference as

well”

What does the

Delegate need to

know?

How we feel about certain aspects of the conference being more transparent.

Also how we feel about different delegates having different advanced knowledge

based on what committee the delegate is in.

Conference Committee: Agenda — Item F



Agenda Topic Discuss the process of posting the grid of proposed Conference agenda items on

the Dashboard.

Historical Context;

Why is it on the

Agenda?

In addition to increasing communication between the delegates in committee there

is a push to increase transparency on a whole. The 2016 General Service Conference

recommended that “The General Service Office post to the Conference dashboard,

and regularly update information concerning the status of all proposed Conference

agenda items.”

What does the

Delegate need to

know?

How we feel about more frequent updates about the future agenda items

throughout the year.

Cooperation with the Professional Community -Sandra R Conference Committee: Cooperation with the Professional Community — Item C

Agenda Topic Consider development of a LinkedIn page for C.P.C. committees.

Historical Context; Why is it on the Agenda?

Began in Jan. 2016 as forwarded by PI Trustees committee to Trustees Committee of CPC a request to explore the feasibility and potential implementation of an official LinkedIn page for CPC. It would be a platform in which information about A.A. can be brought to professionals who come in contact alcoholics.

What does the Delegate need to know?

Does this sound like a potential tool that can be used in continuing carrying the message?

Conference Committee: Cooperation with the Professional Community — Item D

Agenda Topic Consider request that the title of the pamphlet “Is There an Alcoholic in the Workplace?” be changed to “Is There a Problem Drinker in the Workplace?”


Request submitted by Area 03 Delegate Dave B. (Arizona) Changing the text “Is there an Alcoholic in the Workplace” to “Is there a problem Drinker in the Workplace would help employers not to be wary of distributing the pamphlet which uses language that attempts to diagnose or label an employee.




Does your group agree with changing this after discussion?

Conference Committee: Cooperation with the Professional Community — Item E Agenda Topic Discuss ways of improving communication about A.A. with professionals who

come in contact with Armed Services veterans and men and women in the Armed Services.


A letter written and submitted by Area 57 District 20 in December 2016. They had put together an Adhoc Committee to look into improving communications. Military personnel suffering from alcoholism are limited in their ability to access help from A.A. while overseas, on military bases in the U.S. and abroad as well as after discharge.


Give our Delegate ideas and some great ways on improving in this area

Corrections- Bryan B Conference Committee: Corrections — Item A

Agenda Topic Discuss the Corrections Correspondence Service (C.C.S.) in the U.S. and Canada.


A general discussion of CCS program in particular the newly formed Canadian component.


Conference Committee: Corrections— Item B

Agenda Topic Discuss carrying the A.A. message to incarcerated Native American/First Nations/Inuit People


A discussion of some of the challenges and difficulties Native people have connecting to AA, for example references to God and/or religion that may meet resistance. I will present background on some of the remedies and successes so far and discuss areas that may be lacking. GSC is seeking ideas



and remedies for carrying the message in more effective and culturally appropriate ways to Natives who are incarcerated.


Conference Committee: Corrections — Item C

Agenda Topic Consider request to add text to the committee’s Composition, Scope and Procedure regarding the option to meet by conference call prior to the Annual Meeting of the General Service Conference. D. Review Corrections Kit and Workbook.


Discuss and consider the pros and cons of pre-conference “conference calls” of the committee members. The mechanics of such calls, whether or not a quorum would be necessary etc. I believe we are being asked to discuss the background information and render an opinion either for or against the use of teleconferencing for this purpose.


Finance David R. Conference Committee: Finance — Item A Agenda Topic Consider request to change the committee's current annual review of the

suggested Area contribution for delegate expense for the Conference to every other year.


The 2012 Conference Committee on Finance suggested an additional consideration that the delegate fee be reviewed annually. A motion by Area 29 in Frederick, MD moves that the annual review of the Delegate Fee is changed to every other year, citing that reviewing annually is very time consuming.


The Delegate needs to decide whether or not to keep the current annual review in place or vote to change the Delegate Fee review to every other year. Additionally, the last time there was increase was in 2012 when the minimum Delegate Fee contribution was increased from $1200 to the current $1600. Are the current finances sufficient to change this to every other year? Or should we continue looking at this on annual basis? What is the group conscience of Area 92?

Conference Committee: Finance— Item B



Agenda Topic Consider request to change the committee's current annual review of the Conference-approved level of $5,000 for bequests to the General Service Board from A.A. members to every other year.


Another motion from Area 29 in Frederick, MD moves that the annual review of the Conference-approved level of $5,000 for bequests to the GSB from A.A. members is changed to every other year. Again, the Area 29 motion moves that reviewing this annually is too time consuming.


The last increase in individual bequests from A.A. members to the General Service Board was in 2012. The amount was increased from $3000 to the current $5,000. The Delegate needs to decide if reviewing this annually is time well used or should it be changed to every other year. Are finances sufficient to review this every other year? What is the group conscience of Area 92?

Conference Committee: Finance — Item C Agenda Topic Consider request to change the committee's current annual review of the

Conference-approved maximum annual contribution of $3,000 to the General Service Board from an individual A.A. member to every other year.


Another motion from Area 29 in Frederick, MD moves that the annual review of the Conference approved annual contribution to the General Service Board from an A.A. member which is currently $3,000 is changed to every other year. Again, the Area 29 motion moves that reviewing this annually is too time consuming.


The Delegate needs to decide is reviewing this annually is time well spent or should it be reviewed annually. Are we financially sound enough to put this review on hold for a year and revisit every other year? Or should we continue reviewing this annually? What is the group conscience of Area 92?

Conference Committee: Finance — Item D Agenda Topic Consider request to add text to the pamphlet “Self-Support: Where Money and

Spirituality Mix” indicating there is no dollar limit to the amount a group may contribute.


A proposal by Area 08 suggest that there is text added to the pamphlet “Self-Support: Where Money and Spirituality Mix” (F-3) that clarifies, there is no limit in the amount of money a group may contribute to GSO. The question, “Is there a limit to the amount of money a group may contribute to the General Service Office?” has been asked several times in Area 08. Their research found that the GSO Guidelines on Finance states, “That because groups are fully self-supporting through their own contributions, there should be no limit on how much a group may contribute for the betterment and support of A.A. as a whole.”


The Delegate needs to know if this added text to the pamphlet “Self-Support: Where Money and Spirituality Mix” (F-3) is needed or necessary to clarify the amount of money (no limit) a group may contribute to the General Service Office. What is the group conscience of Area 92?



Grapevine Debbie H/Sharon H.

Conference Committee: Grapevine — Item B

Agenda Topic Reconsider the 2010 Advisory Action regarding La Viña.

Historical Context;

Why is it on the

Agenda? 1995 GV

board develop spanish

language bi-monthly

publication La Vina.

Review feasibility in 5

years.

2001 Continue

publishing and fiscally

support.

2010 Question of

“spiritual parity”

between Grapevine and

La Vina

2010 Office Report “staff recognizes strong sentiment in the spanish language

AA community that La Vina is treated as the “poor sister” publication. La Vina

moved to full color publication in 2011 after which article submissions doubled.

Staff recommends keeping bi-monthly publication. This is NOT keeping with

“material” parity.

Area 07 email - “I don’t believe the amount of pages in the magazine affects the

spiritual character between Grapevine and La Vina.” GV and LV boards should

be allowed right of decision in how each magazine is published.

Area 14 letter - La Vina no longer be held to meet spiritual parity with

Grapevine. Financially, La Vina subscriptions would have to more than double to

break even. Both magazines are a meeting in print and carry a spiritual

message. The 2010 Advisory action appears contradictory when it connects

material equality with spiritual parity.

What does the Delegate

need to know?

Conference Committee: Grapevine — Item C Agenda Topic Reconsider the 2004 Conference Advisory Action on outside sales. Historical Context; Why is it on the

Agenda? Subscriptions

to the magazines have

historically only been

available through A.A.

Trusted Servants

Currently limits how to address the issues of decreased sales. Unable to access

the possible financial benefits of a larger distribution area. Opportunities to reach

a population outside of the fellowship. Give the AAGV board freedom to explore outside sales.




need to know?

Conference Committee: Grapevine — Item G

Agenda Topic Discuss ways groups can be kept informed about Grapevine and La Viña when they don’t have a GVR or RLV.

Historical Context; Why is it on the

Agenda?

Since 1962 it has been suggested that retiring delegates act as Grapevine and La

Vina representatives and to recruit representatives in their area groups. If this

isn’t working can the addresses of group contact person be used to forward

Grapevine and La Vina information.


need to know?

Conference Committee: Grapevine — Item H Agenda Topic Consider list of suggested Grapevine book topics for 2018 or later.



Historical Context;

Why is it on the

Agenda?

Anthologies to help deepen member’s understanding of the Steps, Traditions,

and history of Alcoholics Anonymous.

1.Stories of Recovery from Hispanic Women in A.A.

2.Writing Together: Stories From LV Workshops

3.Carrying the Message to the Alcoholic Who Still Suffers

These are working titles with projected costs at $2.50 per book of 100 - 180

pages with a run of 10,000 copies to be sold for $11.50. E-books would also be

available.


need to know?

Conference Committee: Grapevine — Item D

Agenda Topic Discuss AA Grapevine, Inc.'s continued exploration of an Instagram account.

Historical Context;

Why is it on the

Agenda? Exploring

benefits of using social

media

Offers a direct and personal line of communication with the organization.

Instagram is a visual photo sharing social network. It’s graphic nature is an

avenue to carrying the message to potential alcoholics or those seeking

information in a very engaging and attractive way.


need to know?



Literature Debbie H/Sharon H.

Conference Committee: Literature— Item A

Agenda Topic Consider request for revisions to the pamphlet “Questions and Answers on

Sponsorship.”

Historical Context;

Why is it on the

Agenda?

Brought by Area 10 in

July 2015

2 lines in pamphlet:

● a file of names, addresses, and phone numbers of newcomers

● Review of newcomers list by steering committee

This contradicts statements made in several other publications that - A.A. does

not keep membership list or files.

Member should be encouraged to participate without concern that they are

being tracked.


need to know?

Conference Committee: Literature — Item B

Agenda Topic Consider request to retire the pamphlet “Too Young.”

Historical Context;

Why is it on the

Agenda?

Forwarded from 2016

literature committee

* Comic book format seen as insulting and infantile

* Seen as fiction compared to true life experience put forth in Pamphlet - Young

People and AA


need to know?

Conference Committee: Literature — Item J

Agenda Topic Consider requests for literature and/or language regarding safety.



Historical Context;

Why is it on the

Agenda?

Problem needs to be

addressed

Develop information and/or guidelines on dealing with bullying, sexual

harassment and offensive behaviour in meetings. Establish a safe environment.

Protect the vulnerable newcomer. Should language be added to pamphlet “AA

Group” or additional literature. Is working in the Traditions and using “group

conscience” enough to facilitate a safe environment?


need to know?

Conference Committee: Literature — Item K

Agenda Topic Discuss request for a revision to the pamphlet “The A.A. Group.”

Historical Context;

Why is it on the

Agenda? No current

literature on this

specific topic

To add language to pamphlet concerning group relations with “landlord” at

meeting places. Be a responsible tenant - cleanup after meetings; good relations

with landlord. Give a positive image of A.A. and it’s members.


need to know?

Policy/Admissions – Debbie T

(see Jake’s inclusion at the end of the entire document)

(Debbie’s full inclusion at the end of the entire document)

Conference Committee: Policy/Admissions — Item B

Agenda Topic

Review final report on the translation of Conference background.


Two Options added from last year: Each Conference Committee will be responsible for the translation of the background for their committee. Option 1: volunteer translators are identified by the members of the conference committee. Option 2: Provides a standing team of translators who are divided up to serve translation needs of each conference committee Both plans:

• Allow for GSO to provide professional translation where volunteer translation not available

• Recommend that the deadline for submission of conference agenda items be moved up from December 15th to September 15th

• Estimated 25 members for each Spanish and French



Consider developing a Translation Committee Workbook. Because it is hoped that volunteer efforts will translate most of the Conference background, minimal financial support to cover the service of background translation would be necessary.


Will the use of volunteers meet the need for this service? Is the translation of all background material into French and Spanish necessary or should it be handled on a regional basis where needed?

Conference Committee: Policy/Admissions — F

Agenda Topic

Dates for future Conferences be committee considerations rather than Advisory Actions


2018 GSC contract with the Rye Town Hilton has been terminated at a cost of $106,000 and the GSC will now be held at the Crowne Plaza Times Square.


Why was the contract terminated when the dates are set 3-years in advance? Does the Conference want to delegate this responsibility to G.S.O. management like it did with site selection?

Conference Committee: Policy/Admissions — Item I

Agenda Topic Advisory Action (2008) delegating site selection for the General Service Conference to G.S.O. management be rescinded


• Initially brought forward in a letter requesting that the Conference be willing to look at a three-state area for site selection of the GSC because of finances. It ended in the Conference delegating responsibility to the management team.



• The Advisory Action circumvents the Conference Charter, which states, “The Conference will meet yearly in the city of New York, unless otherwise agreed upon.”

• If the Conference really means to permanently abdicate this responsibility, the Charter needs to be changed. Otherwise, Conference by Conference, a non-New York City site needs to be agreed upon.


Does the Conference need to once again take a more active and interested role in this responsibility?

Conference Committee: Policy/Admissions — Item J

Agenda Topic Consider a request to add a “YPAA Subcommittee” to the service structure. Historical Context; Why is it on the Agenda?

• Young People’s groups began appearing in 1945.

• The first ICYPAA was held in 1957.

• Objective is to better inform the GSC with solutions from the YPAA perspective.

• YPAA members are frequently met with both objection and questions about being a part of A.A.

If YPAA is established as subcommittee it is the hope that it will answer the question.


Is it necessary to add another committee to the service structure for YPAA to be heard or does our current structure adequately provide an avenue for YPAA to voice opinions just like everyone else? Would the committee just be a token to prove that YPAA belong to AA? Would YPAA be a Conference committee and how would that work? Would this open the door for other “special” committees to be added?

Public Information Jean P

Conference Committee: Public Information — Item E

Agenda Topic Review report from the trustees’ Public Information Committee on the Implementation of a Google for Nonprofits account focused on the YouTube Nonprofit Program.

Historical Context; At the request of the General Service Conference in July 2016 the trustees’ Committee on Public Information appointed a subcommittee to oversee the following: (1) develop a plan to implement a Google for Non-Profits, and (2) determine the scope of services to be utilized.



The subcommittee reviewed an array of tools provided to Non-Profits by Google and submitted its report to the trustees’ Committee recommending a staged approach over the next 3 years to utilize just 2 of these tools, with the initial focus on utilizing the YouTube for Non-Profits Program. The subcommittee further recommended continued research and discussion of using the Google Ad Grants tool In January 2017 the trustees’ Committee agreed to forward that report to the Conference Committee on Public Information for their review.

Why is it on the Agenda?

The purpose of Agenda Item E is to focus our discussion on how Alcoholics Anonymous can leverage available technology, resources and platforms to more effectively achieve our underlying purpose; that is, carrying the message of A.A. to the public via YouTube. With over 1 billion users YouTube is the second largest internet search engine after Google. YouTube overall, and even YouTube on mobile devices alone, reaches more 18-34 and 18-49 year olds than any cable network in the U.S. This is one of several agenda items with a focus on the future which necessarily draws our attention to the history of our Traditions, our Concepts and Warranties. This agenda item affords us the opportunity to experience the true ‘heartbeat’ of AA as we move through the process of arriving at substantial unanimity. In short, the purpose is to approve the request to implement a Google for Non-Profits Account.


Discussions for example might include the following:

• Who are we trying to reach? What role ought social-media have for A.A. in ‘carrying the message’?

• Should PSA’s be reformatted for use on the internet, specifically YouTube?

• As a conservative, cautious ‘non-profit’ organization can Alcoholics Anonymous hope to reach the countless still suffering alcoholics who have a drink in one hand and a mobile device in the other?

• Is the practice of anonymity changing?

• Can our deliberative conference-style model of governance respond to real-time internet information gathering.

Conference Committee: Public Information — Item F

Agenda Topic Review the final report from the trustees’ Public Information Subcommittee on Twitter Implementation.



Historical Context; At the request of the General Service Conference in July 2016 the trustees’ Committee on Public Information appointed a subcommittee to develop a plan to implement a Twitter account for carrying the message of A.A. to the public. The subcommittee recommended a plan for implementation of a Twitter account by the General Service Office of Alcoholics Anonymous, focused on sharing information about A.A. with the general public, still suffering alcoholics and caring professionals. The proposal presents a practical step-by-step approach, budget, and timeline for consideration. In January 2017 the trustees’ Committee agreed to forward the report to the 2017 Conference Committee on Public Information for review.


The purpose of Agenda Item F is to focus our discussion on how Alcoholics Anonymous can leverage available technology, resources and platforms to more effectively achieve our underlying purpose; ‘carrying the message’ on the internet via Twitter with over 300 million active monthly users. Twitter is a social network known for 140-character messages called tweets broadcast by users and content providers and predominantly accessed on mobile devices. Twitter offers an online platform for A.A. to convey information about A.A. to followers and interested Twitter users informing them of what A.A. is, what A.A. is not, how A.A. can help the problem drinker and how to find A.A. Twitter may also contain images or videos and hashtags (#hashtag) that can direct you to related postings on Twitter. This is one of several agenda items with a focus on the future which necessarily draws our attention to the history of our Traditions, our Concepts and Warranties. Agenda item F like the others affords us an opportunity to experience the true ‘heartbeat’ of AA as we move through the process of arriving at substantial unanimity. In short, the purpose is to approve the request to implement a Twitter account.



• Who are we trying to reach? What role ought social-media have for A.A. in ‘carrying the message’?

• What do we want to say? How do we say it? Should PSA’s be reformatted for use on the internet, specifically Twitter?

• As a conservative, cautious ‘non-profit’ organization can Alcoholics Anonymous hope to reach the countless still suffering alcoholics who have a drink in one hand and a mobile device in the other?

• How would individual Twitter users’ hashtags be anonymous? Is the practice of anonymity changing?

• Can our deliberative conference-style model of governance respond to real-time Twitter feeds and internet searches?



Conference Committee: Public Information — Item G

Agenda Topic Review report from the trustees’ Public Information Subcommittee on the 2017 A.A. Membership Survey

Historical Context; At the request of the General Service Conference in July 2016 the trustees’ Committee on Public Information appointed a subcommittee to review the timing and process of conducting the A.A. Membership Survey and to review the survey questionnaire. After extensive discussion of the merits of the random survey methodology and the online survey potential, the subcommittee recommended:

(1) the 2017 A.A. Membership Survey be conducted by area, on a random basis, as was done for the 2014 A.A. Membership Survey, and

(2) that a professional survey consultant be engaged to review the current A.A. Membership Survey methodology, possible methods for surveying the membership electronically and any reasonable hybrid of the two methods and to request a report for the July 2017 trustees’ Committee on Public Information meeting.

In January 2017 the trustees’ Committee took no action on the subcommittee’s recommendation that an A.A. Membership Survey be conducted in 2017 and agreed to forward the report of the subcommittee to the 2017 Conference Committee on Public Information.


The purpose of Agenda item G is twofold: (1) there be no change in either method or content of the 2017 A.A.

Membership Survey, and (2) the conference Committee on Public Information will review the

subcommittees’ full report including a request from the subcommittee that the staff secretary engage a professional survey consultant to review the current A.A. Membership Survey methodology, possible methods for surveying the membership electronically and any reasonable hybrid of the two methods, and to request a report for the July 2017 trustees’ Committee on Public Information meeting.

In short, the purpose is to continue the survey as was done in 2014 and forward the Subcommittee’s report to the conference Committee on Public Information for consideration.



• What is the purpose of the A.A. Membership Survey?

• How is the survey data used?

• Would a broader electronic survey of the membership provide more accurate results?

• Are any of the questions out-of-date or biased?

• What do we really want to learn? Why?



Report and Charter Rick K

Conference Committee: Report & Charter — Item A

Agenda Topic Consider request to add text to the committee’s Composition, Scope and Procedure regarding the option to meet by conference call prior to the Annual Meeting of the General Service Conference.



Conference Committee: Report & Charter— Item B

Agenda Topic The A.A. Service Manual/Twelve Concepts for World Service, 2018-2020 Edition: 1. Review list of editorial updates. 2. Consider request to add text regarding area websites to Chapter Four of The A.A. Service Manual/Twelve Concepts for World Service. 3. Review request to add the bylaws of A.A. World Services, Inc. and AA Grapevine, Inc. as appendices. 4. Review request to add a footnote to Concept VIII to accurately reflect the current ownership of the service corporations.



Conference Committee: Report & Charter — Item C

Agenda Topic Consider request that changes to The A.A. Service Manual/Twelve Concepts for World Service be made available to the Fellowship in years that a revised edition is not published.





Treatment and Accessibilities Rex H Conference Committee: Treatment— Item A Agenda Topic Review the revised draft pamphlet

“A.A. for the Alcoholic with Special Needs.”


Being retitled and revision made that are more “politically” correct


Content is not changed. Title is changed and some of the person first language is proposed to be changed

Conference Committee: Treatment — B

Agenda Topic Discuss the accessibility of the A.A. message for Armed Services veterans.


Dist. 20, Area 57 proposed that the pamphlet be revisited so that “ESH” section would be more identifiable with the current solider. The Conference previously took no action on this proposal. The district proposing the changes states they work with current vets who don’t identify with the soldiers sharing from Korean conflict or other older conflicts and wars.


50 page pamphlet. I would support at least forming a subcommittee to propose draft changes. That doesn’t mean it has to be changes. Most pamphlets eventually get overhauls.

Conference Committee: Treatment — Item C



Trying to find a way for committees to do work in a more effective manner by allowing conference calls prior to the General Service Conference.




This has already been in a subcommittee and that committee has 2 recommendations:

1) In order to do business more effectively committee members should be allowed to use conference calls prior (60 days) to annual GSC

2) Trustees committee should create a more equitable distribution of the workload of conference committees by combining or creating committees

Conference Committee: Treatment— Item D

Agenda Topic Review Treatment Kit and Workbook.


Always reviewed


No changes

Conference Committee: Treatment — Item E

Agenda Topic Review Accessibilities Kit and Workbook.


Always reviewed


1) French and Spanish text changes will be translated and appear in the next printing

2) Addition of an “Accessibilities Checklist” 3) Minor changes (grammatical in nature) to the workbook 4) New pamphlet “Alcoholics with Special Needs” will be added when it is

complete

Trustees Allen D

Conference Committee: Trustees — Item A – NOT TO BE DICUSSED

Agenda Topic A. Review resumes of candidates for: 1. East Central Regional Trustee 2. Southeast Regional Trustee 3. Trustee-at-large/U.S.





Conference Committee: Trustees — Item E

Agenda Topic Discuss voting procedures for electing trustee-at-large/U.S.


Panel 65 Area 40 Montana submitted this proposal. It has continuously come up for discussion with no finalization. There is a need of clearly defining a way of voting the best possible candidate for the position. To give equal opportunity to each region to have participation with a Trustee at Large in order to be in line with Concept XI, and elect the best candidates. Current practice (tradition}, in all practicality, eliminates the participation of the Regions with fewer Areas for the Trustee At Large position. If the first vote automatically goes to your region's candidate; the 3rd legacy procedure removes the lowest vote getters. This immediately eliminates any candidate from those regions with fewer Areas.


Should we continue with the process that is stated in the service manual or restructure the process?

Conference Committee: Trustees — Item F

Agenda Topic Consider request regarding the number of regions and number of regional trustees serving on the General Service Board.


MEMO FROM CAROL B. GENERAL SERVICE TRUSTEE The General Service Conference Inventory Report Compendium 2013-2015 questions the size of regions within the following excerpts. It also hints at the fact that it is difficult for regional trustees to be effective for the entire region. There is a process in place to split areas when they become too big, but nothing similar for regions; nevertheless, regional divisions should not necessarily be made on membership numbers or number of groups; it is critical that the regional trustees be able to visit all areas in their region


Is there a need to restructure the number of regions and number of regional trustees serving on the general service board?

Conference Committee: Trustees — Item G

Agenda Topic Review revisions to the General Service Board bylaws.




Trustees committee on nominating Review a 2016 Conference Advisory action on unexpected vacancy of regional Trustee.


Does the revision look correct in the Bylaws as it is written?

Archives Sarah B

Conference Committee: Archives — Item A

Agenda Topic Consider proposal for a new publication, Unity in Action: Bill W.’s General Service Conference Talks, 1951 – 1970 (working title).


This is material from General Service Conference that will give new insights into AA's history. It will also move archival information to the general body.


My committee agreed it would be quite an interesting read and we would support publishing it.

Conference Committee: Archives — Item B



In light of the increasing workload during the Conference and having the technology available to use, this will provide a means to take care of some of the details prior to the Conference.


We support helping the Delegate make informed decisions and being able to take care of details 60 days prior to the Conference seems like a good idea.

Conference Committee: Archives — Item C

Agenda Topic Review Archives Workbook.


It's always a good idea to review the workbook so it can remain current


Review any suggested changes or additions, if any, to keep it current.

International Conventions/Regional Forums -Jan R

Conference Committee: Int’l Conventions/Regional Forums — Item A



Agenda Topic Discuss ways to encourage interest in Regional Forums and attract first-time attendees.


The Conference Committee on ways to encourage and increases interest and participation in Regional Forums has made suggestions annually since 2007.


How can Area 92 become more involved with participation and interest in Regional Forums? Is Area 92 interested in bidding to host a Regional Form? Does Area 92 have access to facilities that are capable of taking on a Regional Forum? How can we motivate first time attendees to participate and attend a Regional Forum? There are several solid suggestions on the background material but our Area presents unique challenges with its large geographic area, therefore we would need to develop and implement suggestions specific to Area 92. What is the group conscience of Area 92?

Conference Committee: Int’l Conventions/Regional Forums — Item B

Agenda Topic Review 2030 International Convention Site-Selection Procedures


The International Convention is held on Independence Day (July 4) weekend. The 2020 IC in Detroit and the 2025 IC in Vancouver will both be held over the Independence Day weekend; however, the trustees’ International Convention/Regional Forums Committee requested that this date is reviewed for the upcoming 2030 International Convention. There is no formal policy requiring that International Conventions are held on this day and it is suggested that the date be change to anytime from May 1 through September 15. This more flexible scheduling date will allow hosting committee more opportunity for venue, hotel and transportation scheduling and reservations.


Should this new scheduling date of the International Convention be given serious consideration? What does area 92 think about this suggestion? What is the group conscience of Area 92?

Conference Committee: Int’l Conventions/Regional Forums — Item C

Agenda Topic Consider request to add text to the committee’s composition, Scope and Procedure regarding the option to meet by conference call prior to the annual Meeting of the General Service Conference.


The trustees’ Committee on the General Service Conference accepted the report of a Subcommittee on Conference Committee Workload. It was suggested that if a conference committee thinks it helpful in order to complete their work at the Conference, they may hold a conference call 60 days prior to the General Service Conference. The goal would be to decide how to conduct their business, including the means of voting within the committee, re-ordering the items on their agenda if needed, and holding preliminary non-voting discussions on what they consider to be priority items




Does Area 92 think this a useful tool for our Delegate? Does the Delegate think that this may be helpful in terms of helping complete his or her conference workload in a timely fashion? What is the group conscience of Area 92?

Policy/Admissions -Jake R

Conference Committee: Policy/Admissions — Item B

Agenda Topic

Review final report on the translation of Conference background.


Implement 2015 Conference Finance Committee recommendation resulting in a 2015 Advisory Action

to translate pre-Conference and Conference material into French and Spanish beginning with the 2016

GSC.

The following, at the minimum, would be translated:

• Welcome correspondence to new panel delegates

-Letter; Memo to a Delegate from a Delegate; The Role of the

Delegate

• Communications Kit (71 pages total)

• Committee Material”

-Agenda 1-3 pages per committee; Composition, Scope and

Procedures for 13 committees (17 pages total); History and

Actions of 13 committees (484 pages total)

• Pre-Conference documents

-Board reports (G.S.B, A.A.W.S, A.A. Grapevine); Trustee Committee reports

• Conference Kit

This initial phase of translations would be coordinated by G.S.O. departments, including Staff and

Publishing department personnel. Costs are currently estimated by G.S.O for the initial phase would be

included in the G.S.O./A.A.W.S budget at approximately $80-120,000 for the year. Actual cost may be

higher or lower upon receiving competitive bids.

2016 Policy/Admissions Committee recommendation that resulted in a 2015 Advisory Action:

Implementation of Phase 1 of the Conference Translation Project to translate pre-Conference and

Conference material into French and Spanish, as described in the 2015 Advisory Action, continue with

an estimated cost of $50-$100,000.

A 2016 Policy/Admissions committee recommendation to continue providing the background material

in only English because it is not feasible at this time to move forward with translation of the Conference

background into French and Spanish failed.



• Additional Committee Consideration suggested that the trustees’ Committee on the GSC as

well as the GSO explore ways to provide information to local translation committees and

encourage a coordinated effort among local committees

in translating Conference background into French and Spanish.

2016 Floor Action resulted in an Advisory Action that the Trustees’ Committee on the GSC create a plan

to translate Conference background material, considering all possible methods, with a progress report

forwarded to the 2017 Conference Committee on Policy/Admissions describing the process at costs.

January 28, 2017 Trustees’ Committee on the GSC forwarded the final report from the Subcommittee

on the Translation of Conference Background to the Conference Policy and Admissions Committee.

This contained two plans to translate the GSC background in French and Spanish:

1. Consider developing a One-Page GSC Agenda Item Submission form as a means to aid French

and Spanish Translation of Conference background information

2. Consider Developing a Translation Committee Workbook

Both plans rely primarily on volunteer translator coordinated by the Conference committee chair.

-In one plan the volunteer translators are identified by the members of the Conference Committee,

aided, if necessary by the regional trustee of the region where the committee chair lives.

-The second plan provides for a standing team of translators divided between French and Spanish

translation needs

It is hoped minimal financial support will be required as volunteers will translate most of the Conference

background information.

Both plans allow for G.S.O to provide professional translation where volunteer translation is not

available.

Both plans recommend the deadline for submission of Conference Agenda Items be moved up from

December 15th to September 15th.

Option 1 is a proposal to translate all background information for the GSC.

Each Conference Committee will be responsible for the translation of the background for their

committees so that it is available in English, French and Spanish.

Below is a Process Timeline and a Workflow Chart detailing the process:




Details regarding dates and specifics are found in the full background

report

Option 2 is a proposal to translate the background for the GSC in which

each Conference Committee is responsible for the translation of its own

background through volunteer members so that is available in English,

French and Spanish and the creation of a standing translation team

made up of member translators who are chosen through an

application/resume process.

Translation Team Members are actual service positions with a

commitment to serve a period of three (3) years.

After each GSC, the Conference Coordinator will assign a Translation

Team leader, one for French and one for Spanish for each of the 13

Conference committees to manage the translation of its background.

The Conference Committee Secretary will be responsible for assembling

the background and forwarding to the Translation Team leader for the

corresponding Conference Committee.

Conference Committee chairs are responsible to monitor the progress

of the Translation team for their respective committees.

The committee agenda items will be posted to the Conference

Dashboard with background in English, French and Spanish.

Each Conference Committee will work with their Translation Team

leaders to decide how to approach the task of translation.

If the Translation Team is not able to complete all of the translation,

Conference Committee Chair will notify the Conference Coordinator.

Background that cannot be translated by the Translation Team will

revert to the GSO for coordination with professional translation.

A.A.W.S. will provide financial support to cover the professional

translation.

Translation Timeline:

Within 15 days of each quarterly GSB meeting

• Conference committee secretaries will assemble, research and

review the background information with the corresponding

trustees’ Committee chairperson and forward to the

Conference committees’ Translation Team leaders and the

Conference Coordinator



• The Conference committee chair will post the Translation Team

leader’s schedule of agenda items and target dates to the

Conference Coorinator for post on the Conference Dashboard

in the appropriate committee folder.

• The Conference Coordinator will post the agenda items and

background to the Conference Dashboard in the proper folder

and update the status on the “Proposed Agenda Items” sheet

including columns “Submitted for Translation” and “Estimated

Translation Completion Date”.

A September 15 submission deadline will allow the trustees to review

the majority of these items at the October meeting rather than the

January meeting.

Review, Follow Up and Completion:

The Conference Committee Chair is responsible to review the schedules

set with their Translation Team leader and follow up to be sure targets

will be met.

The topic of translation can be added as a standing item on the agenda

for each Trustee Committee Chairs call to their Conference Committee

Chairs after the Conference and each quarterly board meeting with the

goal of enhancing communication and participation.

Two deadlines for completion:

January 15 for round one – Translations established during the July and

October quarterly board meetings

February 15 Conference Coordinator will post all round one committee

background in English, French and Spanish in their proper folders and

update the posted translation schedule

March 15 for round two – Translation established during the January

quarterly board meeting. Round two translation will be posted as they

become available as soon as possible before the March 15 deadline date

The Conference coordinator arranges for any translations not complete

by their deadline dates to be translated by professionals with updates

posted to the Conference Dashboard. Completed translations will

posted to the Dashboard once a complete translation is complete.

A detailed Process Timeline is available in the provided background

Establishment of a Translation Team:



Composition: The translation team is comprised of A.A. members

through the US/Canadian structure and serves on a rotational basis

Terms of Service: Each member of the translation team serves for a

three year term beginning immediately following the GSC

Responsibilities: Translate all background material for all conference

committees

Number of Team Members: Translating conference background

requires a significant amount of time and effort. Because this task is a

new undertaking, it is difficult to know how many translators will be

needed. The translation plan proposed to the 2016 GSC included the

following estimates to completed the background translation:

Number of pages: 800

Words per page: 450

Estimate translation time: 1440 hours

The 2016 plan also proposed the translation being done is a set 21 day

period.

To meet this goal it was estimate 10 translators for each language would

have to work 7 hours per day.

With the Agenda item submission deadline of September 15, 17

translators would work one hour a day or 7 hours per week to complete

the work.

These estimates are based on professional translation times.

It is recommended each translation team consist of 25 members for

each Spanish and French.

This plan, if approved, could adjust the number of members after some

experience is gained.

Quality Control: The integrity of the translations is of high importance.

Common Glossary: The Translation Team would develop a common

glossary for standardized items.

Recheck: Each team leader coordinates a recheck translations with the

other team leaders

Committee Governance: Upon approval of the formation of the

translation teams, documents outlining Composition, Scope, Procedure



and Standards, would be developed. Trustees Nominating would create

a procedure for selection of team members including a plan for a

staggered rotation of team members.

Options 3, 4, 5 and 6



Plan 3 (or A in the above background material):

• September 15th proposal deadline

• Full background provided

• October/November GSB meeting –Agenda Items Approval

• October 6 items and final background are posted to the

appropriate trustees’ committee prior to their next meeting

(12 days to review)

• October 29-30 GSB Weekend: trustees committee meetings

• January 26 Dashboard posting date

• 19 Weeks – Pre-Conference Review

• $310,000

• Requires two verifiers in each language

Time for task is 95 business days/19 weeks/ 4.5 months

Total cost is approximately $331,2000

Gives the Fellowship 3 months to review the background before

Conference

Option 4 (or B in the above background material):

• A two page Conference Proposal form will be used to

submit new agenda item proposals

• Staff will compile up to six pages of essential background

• September 27th proposal deadline




(12 days to review)

• October 29-30 GSB Weekend: trustees committee meetings

• January 25 Dashboard posting date

• 18 Weeks – Pre-Conference Review

• $207,000


Time for task is 84 business days/18 weeks/ 4 months


Gives the Fellowship 3 months to review the background before

Conference



Option 5 (or C in the above background material):



• September 15 proposal deadline




(12 days to review)

• October 29-30 – GSB Weekend: trustees committee

weekend

• October 31 GSB approves agenda items being forwarded to

the Conference

• November 21-28th Dashboard posting date with

background information

• 20.5 Weeks – Pre-Conference Review

• $45,680


Time for task is 40 business days/10 weeks/ 2.25 months


Gives the Fellowship nearly 5 months to review the background

before Conference

Option 6 (or D in the above background material):



• December 15 proposal deadline

• Jan-Feb GSB meeting –Agenda Items Approval

• February 23 Dashboard posting date with background

information

• 7-8 weeks - Pre-conference review

• $45,680

Time for task is 39 business days/10 weeks/2.25 months


Gives the Fellowship less than 2 months to review the background

before Conference



Conference Committee: Policy/Admissions — Item F

Agenda Topic

Consider proposing the dates of future General Service Conferences as committee considerations rather than requiring that the dates be considered as Advisory Actions.


Management terminated the 2018 contract with Rye Town Hilton at a

cost of $106,000.

The relationship with the Rye Town Hilton continues to be positive.

The 2018 Conference will be held at the Crowne Plaza Times Square.

Management hopes to reduce the financial impact of terminating the

2018 contract through future events held in Rye.


The committee agreed to forward to the 2017 Conference Policy and Admissions Committee a request to consider proposing the dates for future General Service Conference as Committee Considerations, rather than Advisory Actions.

Conference Committee: Policy/Admissions — Item I

Agenda Topic Consider a request that the Advisory Action delegating site selection for the General Service Conference to G.S.O. management be rescinded.


This is a “money” issue. -1956 A proposal was made that GSC be “rotated from NYC in even years to difference locations in odd years be tabled -1969 GSO was considering relocating its office in New York. This prompted a request to reconsider the GSC site to control/reduce the rising costs of the annual meeting - 1970 It was recommended GSO have the right to choose the hotel for the 1971 GSC without conferring with the delegates -1988 The committee recommended GSO look into alternative hotels and report back with the information gathered -1989 The committee recommended an immediate investigation into other facilities in and outside of New York in which to hold the GSC and a report be presented at the October committee meeting -1990 The GSC members agree that in 1991 and 1992 the GSC would be held at the Rye Town Hilton, Rye, New York -1991 it was recommended the 1992 GSC meeting be held in NYC. -2007 The CFO advises of holding the GSC outside of NYC but within the Tri-State area due to the Rye Town Hilton’s efforts to position itself as a high-end hotel comparable to those in NYC. Rates for the 2010 GSC were 35% higher than 2009 rates. He asked if this matter could go to the Trustees’ Committee on



GSC and Conference Policy and Admissions Committee to consider options in the greater Tri-State area (New York, New Jersey and Connecticut) -2008 -February it was recommended the GSO Conference site be delegated to GSO management, subject to GSB approval and that a report be forwarded to the 2009 GSC resulted in an Advisory Action -November the committee recommended to the GSB the 2010 GSC be held at the Rye Town Hilton -2013 The Conference Committee on Finance suggested that the appropriate committee reconsider the policy concerning GSC site selection and that the Conference members consider the spiritual and financial aspects -2014 -The CFO sent an email describing the GSC site selection and says both The Rye Town Hilton and Crowne Plaza Times Square Hotels have been contracted with since 2010; contracts have been signed with the Crowne Plaza Times Square Hotel for 2015 and 2016 GSC -The trustees’ committee on the GSC agreed to forward to the 2014 Conference Policy and Admissions Committee this reconsideration as an agenda item. -2017 The trustees’ committee on the GSC agreed to forward to the 2017 Conference Policy and Admissions Committee request that the 2008 advisory action be rescinded


This agenda item proposes to rescind the GSC site be decided upon by the GSC rather than GSO management with the intent on reducing the cost of the GSC.

Conference Committee: Policy/Admissions — Item J

Agenda Topic Consider a request to add an “YPAA Subcommittee” to the service structure.


Originated by Jane G. Panel 66 in San Diego-Imperial Area 08. She says in an email YPAA service committees in the greater San Diego Area are extremely active and attend the monthly area committee meetings and five (5) assemblies. They keep that Area’s AA community informed and invited to their activities. Despite a highly visible profile and service YPAA members are met with both rejection and questions regarding being part of AA. In the 1940’s Bill W began a four year discussion regarding the need for Bill & Bob to turn over the fellowship as eventually they would die. 1945 saw YPAA, known then as Young People’s Groups (YPGs), appeared in Los Angeles and brought the newcomer into AA by people their own age and showed the newcomer they could live a lasting and comfortable sober life by implementing AA’s Steps, Traditions and Concepts In 1950 the GSC was agreed upon as an AA experiment to presser.ve the future of AA. In 1958 the International Conference of YPAA launched organically.



Bill wrote the 1969 ICYPAA that he found no greater inspiration than knowing AA’s future will be safe and magnificent in the future because of the younger generations of AA found in the ICYPAA. Today YPAA has a growing service structure at state, regional, national and international levels. However the two structures hardly communicate, coordinate or participate with each other. Inclusion of YPAA into mainstream AA would increase participation, contributions and connection with our World Services. The GSB wants to be more involved with YPAA conferences.


The motion asks the Young People be added to an AA GSC subcommittee to create a mutual cooperation and understanding between YPAA and AA; to coordinate with YPAA Conference structure and activate YPPAA GSRs to gather action and/or feedback for the GSC to consider. This motion is an effort to preserve AA’s future.

Debbie’s full Inclusion:

Policy & Admissions

A. Review final report on electronic voting at Conference B. Review final report on the translation of Conference background. C. Consider request to create a plan for the equitable distribution of the workload of

conference committees by combining and/or creating committees. D. Consider request that an anonymity-protected, digital Final Conference Report be

published, starting with the 67th General Service Conference. E. Review dates for the 2020 General Service Conference. F. Consider proposing the dates of future General Service Conferences as committee

considerations rather than requiring that the dates be considered as Advisory Actions. G. Consider a request that the General Service Conference be held in New York City every

other year. H. Consider a request to allow regional service committees to bid to host the General

Service Conference. I. Consider a request that the Advisory Action delegating site selection for the General

Service Conference to G.S.O. management be rescinded. J. Consider a request to add a “YPAA Subcommittee” to the service structure. K. Consider request to add test to the committee’s Composition, Scope and Procedure

regarding the option to meet by conference call prior to the Annual Meeting of the General Service Conference.



AGENDA ITEM SUMMARY What does Delegate need to know?

B. Translation Two Options added from last year: Each Conference Committee will be responsible for the translation of the background for their committee. Option 1: volunteer translators are identified by the members of the conference committee. Option 2: Provides a standing team of translators who are divided up to serve translation needs of each conference committee Both plans:

• Allow for GSO to provide professional translation where volunteer translation not available

• Recommend that the deadline for submission of conference agenda items be moved up from December 15th to September 15th

• Estimated 25 members for each Spanish and French

Consider developing a Translation Committee Workbook. Because it is hoped that volunteer efforts will translate most of the Conference background, minimal financial support to cover the service

Will the use of volunteers meet the need for this service? Is the translation of all background material into French and Spanish necessary or should it be handled on a regional basis where needed?



of background translation would be necessary.

F. Dates for future Conferences be committee considerations rather than Advisory Actions

2018 GSC contract with the Rye Town Hilton has been terminated at a cost of $106,000 and the GSC will now be held at the Crowne Plaza Times Square.

Why was the contract terminated when the dates are set 3-years in advance? Does the Conference want to delegate this responsibility to G.S.O. management like it did with site selection?

I. Advisory Action (2008) delegating site selection for the General Service Conference to G.S.O. management be rescinded

• Initially brought forward in a letter requesting that the Conference be willing to look at a three-state area for site selection of the GSC because of finances. It ended in the Conference delegating responsibility to the management team.

• The Advisory Action circumvents the Conference Charter, which states, “The Conference will meet yearly in the city of New York, unless otherwise agreed upon.”

• If the Conference really means to permanently abdicate this responsibility, the Charter needs to be changed. Otherwise, Conference by

Does the Conference need to once again take a more active and interested role in this responsibility?



Conference, a non-New York City site needs to be agreed upon.

G. GSC be held in New York City every other year

This would clear up existing policy as well as leave it open to have the GSC anywhere on odd years.

H. Regional Service Committees bid to host the GSC

• Due to modern technology, the GSC no longer needs to be held in close proximity to the General Service Office.

• Each AA region in the US & Canada would have an opportunity to host the GSC on a rotating basis in much the same manner that areas within a region currently rotate to host regional forums.

• Rotation to begin in 2019 with the West Central Region as the host region for 2019.

Would this really save money? “Qualifying bids to host the GSC would be required to save the General Service Office at least as much money as would be saved by holding the conference in Rye” – how do you determine that? How would we know how much it would cost to hold Conference in Rye, if it’s not held in Rye? Prices change every year.

Items F, I, G, & H related to each other. Currently the Conference sets dates through Advisory Actions (F) yet asks GSO management to select site (I). If held in New York City every other year (G) this would allow Regional Service Committees to bid to host the Conference (H)

Is it practical, considering time restraints of negotiating contracts with venues, to have the Conference set dates and locations? Does the Charter need to be changed to allow GSC to be held out of New York City? Is Regional hosting the answer?



Is there a spiritual value that is worth the $150,000-$200,000 cost to be in New York? Should the Conference or the General Service Office have final authority over the dates and locations of the Conference?

J. Add “YPAA Subcommittee to the service structure

• Young People’s groups began appearing in 1945.

• The first ICYPAA was held in 1957.

• Objective is to better inform the GSC with solutions from the YPAA perspective.

• YPAA members are frequently met with both objection and questions about being a part of A.A.

• If YPAA is established as subcommittee it is the hope that it will answer the question.

Is it necessary to add another committee to the service structure for YPAA to be heard or does our current structure adequately provide an avenue for YPAA to voice opinions just like everyone else? Would the committee just be a token to prove that YPAA belong to AA? Would YPAA be a Conference committee and how would that work? Would this open the door for other “special” committees to be added?

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