CA Meeting Agenda: What It Is & How to Write One

A CA meeting agenda is a structured list of topics, speakers, and time allocations used to run a Cocaine Anonymous (CA) business or group conscience meeting. It keeps the meeting focused, ensures all essential items are covered, and allows every member a fair chance to contribute.

Why CA Meetings Need an Agenda

CA meetings generally fall into two types: open speaker/discussion meetings and closed business meetings. The former often follow a simple, repeated format (readings, speaker, sharing) that may not require a written agenda. Business meetings, however, handle group finances, literature orders, event planning, and conflicts—so a clear agenda prevents chaos and keeps the group’s conscience process orderly.

An agenda also supports CA’s tradition of rotating leadership. When the secretary or chair changes, a written agenda provides continuity. It reminds everyone of the group’s purpose and keeps the meeting from drifting into personal grievances or unrelated announcements.

Core Components of a CA Business Meeting Agenda

While groups adapt their own formats, most CA business meeting agendas include the following sections in this order:

• Opening: Serenity Prayer, reading of the 12 Traditions (especially Tradition Two: group conscience), and a moment of silence.
• Review of previous minutes: Read or summarize the last meeting’s notes; members vote to approve or amend.
• Treasurer’s report: Current balance, income from literature or donations, and any expenses (rent, coffee, literature).
• Literature and supplies: Inventory status, orders needed, and costs.
• Group services: Updates on phone line, website, or outreach commitments.
• Old business: Unfinished items from prior meetings—follow up on action items.
• New business: New proposals, event planning, or issues raised by members.
• Announcements and closing: Upcoming events, then the Lord’s Prayer or another closing.

For a speaker or discussion meeting, the agenda is simpler: welcome, readings, speaker (if any), sharing, announcements, and closing. Many groups post this basic order on a wall or read it aloud.

How to Write a CA Meeting Agenda

If you are the chair or secretary, follow these steps to prepare an agenda that respects the group’s time and traditions:

1. Gather input: Ask members for items they want discussed at least a few days before the meeting. Use a shared document or a physical “suggestion box” at your meeting location.
2. List items by category: Group them under old business, new business, reports, and announcements.
3. Assign time estimates: For example, treasurer’s report 5 minutes, old business 15 minutes, new business 20 minutes. Keep the total under the meeting’s allotted time.
4. Identify who leads each item: The treasurer presents the financial report; the literature person gives the inventory update. If no one is assigned, the chair facilitates.
5. Distribute the agenda: Email it or hand it out at the start. Some groups read it aloud so everyone hears it.

Remember that CA meetings are not parliamentary debates. The agenda is a guide, not a rigid script. The chair should allow for group conscience—if a member objects to a decision, the group discusses it until a consensus is reached.

Common Problems and How to Avoid Them

Even with an agenda, meetings can go off track. Here are typical issues and practical fixes:

• Running over time: Assign a timekeeper. If an item is not resolved, table it to the next meeting.
• Dominating voices: The chair should gently remind members that everyone gets a chance to speak. Use a talking stick or a timer if needed.
• Unclear action items: End each discussion by stating who does what and by when. The secretary writes these down.
• No quorum: Some groups require a minimum number of members to vote on financial decisions. Check your group’s bylaws or traditions.
• Personal conflicts: If a disagreement becomes personal, the chair can call for a break or ask the members to speak only about the issue, not the person.

Template for a CA Group Conscience Meeting

Digital vs. Paper Agendas

Some groups use online tools like shared Google Docs or email to distribute agendas before the meeting. Others print a simple paper copy. Both work; the key is that everyone can see the agenda. If you use a digital version, ensure that members without smartphones or internet access can still get a printed copy. For online meetings (e.g., Zoom), the chair can share the screen or paste the agenda in the chat.

Frequently Asked Questions

Do all CA meetings need a written agenda?

No. Speaker and discussion meetings usually follow a simple, repetitive format that doesn’t require a written agenda. Business meetings, where decisions are made, benefit greatly from one.

What if a member brings up an item not on the agenda?

The chair can add it to “new business” if time allows, or suggest it be placed on the next meeting’s agenda. This prevents the meeting from being derailed.

Who creates the agenda?

Typically the group secretary or chair, but any member can volunteer. Some groups rotate this duty to give everyone experience.

How long should a CA business meeting last?

Most groups aim for 60–90 minutes. The agenda should be timed to fit that window. If items overflow, they are carried over.

Can an agenda include a “group conscience” vote?

Yes. Voting on group decisions (like spending money or changing meeting format) is a key part of business meetings. The agenda should list the item and allow time for discussion before the vote.

Final Thoughts

A well-prepared CA meeting agenda is a simple tool that shows respect for members’ time and for the group’s collective wisdom. It does not replace the spiritual nature of the meeting; it supports it. Whether you are a new secretary or a long-time member, using a clear agenda helps your group run smoothly and stay focused on its primary purpose: carrying the message to the addict who still suffers.

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