|
|
PARLIAMENTARY AUTHORITY
All business of EVANA ASC shall be conducted in accordance with the Twelve Steps, Twelve Traditions and Twelve Concepts of Narcotics Anonymous and within the limits set by these guidelines. Parliamentary procedure shall be assisted by Robert's Rules of Order as they are applicable to, and not inconsistent with, our Steps, Traditions and Concepts, these guidelines, and any special rules that EVAVA ASC may adopt. The Twelve Steps of Narcotics Anonymous are the spiritual foundation on which we have rebuilt our lives; they enable us to perform selfless service. The Twelve Traditions of Narcotics Anonymous are the spiritual foundation on which our Fellowship has survived; they are not negotiable. The Twelve Concepts for NA Service stem from the spiritual ideals of our Steps and Traditions and are meant to help us deal with one another in a cooperative and respectful way. We should keep to these principles as we conduct our business together so that parliamentary procedure remains a tool we use to help us make our collective decisions and not a weapon we use against one another. (Adopted 9/08) Decorum StatementMeetings will be conducted according to these rules of order, based on Robert’s Rules of Order. This time honored system for conducting business is the clearest way yet devised for getting a maximum amount of business done in a minimum amount of time, and to get it done, regardless of the degree of disagreement among the participants. By following these rules of order, we strive to be sure that we are making our decisions on the basis of principle, rather than personality. In keeping with that spirit, we encourage all members to become familiar with these rules of order and conduct themselves accordingly. Once the meeting is underway, only one matter will be before the committee at any one time, and no other discussion is in order. Please respect the chairperson’s right to be in control of the process of this meeting, so that you can have maximum benefit of it’s content. I. AGENDA:- Moment of Silence - Reading of 12 Traditions and 12 Concepts - Purpose: The Elkhorn Valley Area of Narcotics Anonymous Area Service Committee (EVANA ASC) is to be accountable to, and supportive of all the groups/members of EVANA and its primary purpose, carrying the message of recovery in Narcotics Anonymous. - Roll Call o Chairperson o Vice Chairperson o Treasurer o Secretary o Regional Committee Member o Alternate Regional Committee Member o Sub-committee Chairs § Literature/Website/Newsletter § Activities § Public Relations (Includes PI and H&I) § Policy o Group Service Representatives § Monday § Tuesday § Wednesday § Thursday: Hug Up, Foundation, Wayne § Saturday 7pm § Sunday 7pm § Sunday 8pm § O’Neill § Easy Rider - Approval and Corrections of last meeting minutes (Secretary’s report) - Treasurer’s report - Regional Committee Member report - Sub-committee reports o Literature/Website/Newsletter o Activities o Hospitals and Institutions o Public Information o Policy o GSR reports (these actually come before subcommittee reports) - Nominations and/or elections - Old Business - New Business - Open discussion - Review and Closing: The chairperson will review and outline information to be taken back to groups for a vote or discussion. The chair will also remind anyone of commitments made by members during the meeting. II. EVANA Abbreviations- EVANA: Elkhorn Valley Area of Narcotics Anonymous - ASC: Area Service Committee - RCM: Regional Committee Member - GSR: Group Service Representative - RD: Regional Delegate - H&I: Hospitals and Institutions - PI: Public Information - WSO: World Service Office - RSC: Regional Service Committee - PR: Public Relations III. Qualifications and Responsibilities of Trusted ServantsClean time requirements are only suggestions. Nominations are at the discretion of the Area Service Committee. - Group Service RepresentativeSuggested clean time is 1 year. Recommended length of term is 1 year. However, nomination of GSR’s will be at the discretion of the groups. Nominations will take place in July of the current year, with elections to take place in November and results of said election brought to the December ASC meeting. The elected GSR term will begin in January. This is to allow for the smooth transition and mentoring of the newly elected GSR, and his/her alternate GSR.
“The Group Service Representatives (GSR’s) form the foundation of our service structure. GSR’s link their groups to the rest of Narcotics Anonymous. In keeping with the 2nd Concept of Service: GSR’s take part, on their groups behalf in the ASC and regional assembly, conveying a sense of their groups wishes to the service structure and bringing back information on what is happening in the larger world of NA. GSR are also delegated the authority to serve in their own right as ASC subcommittee members, and as regional assembly participants, exercising their own conscience and best judgment in the best interests of NA as a whole.” (NA Guide to Local Service, p 47) The GSR’s responsibilities include: attending all Area Service Committee (ASC) meetings; study and have a working knowledge the reports of the ASC and its subcommittees; take active, critical parts in the discussions at the ASC meetings, which form the group conscience of the entire ASC; GSR are responsible for being the link between the ASC and the groups by relaying information discussed at ASC meetings and by relaying information discussed at the groups back to the ASC; GSR’s are responsible for making available to the groups announcements for area and regional activities; at the ASC meetings, GSR’s are to make a written report to the ASC – this report is to provide perspectives on group growth vital to the ASC’s work and these reports give our service boards clear guidance to serve EVANA members, and NA as a whole (8th Concept); the reports shall include, but not be limited to: strength of the group, needs, ideas and the group conscience on voting items; as set forth by ASC policy, the GSR’s hold voting positions at the ASC meetings. In order for voting to take place 2/3 of elected GSR’s, or their alternate must be present in order for voting to occur; GSR’s may make motions, or 2nd motions set forth at ASC meetings. GSR’s are responsible for opening meeting facility. As per previous EVANA ASC discussion, GSR’s are to be the key holders for the meeting facility and opening of the meeting facility. If the GSR is unable to attend that meeting, it shall be at the group’s discretion who will open the meeting. GSR’s will be responsible for keeping track of monies collected at meetings and will be responsible for giving monies collected at meetings to the Area Treasurer. The GSR’s main tools are: A Guide to Local Service, the 12 Traditions, the 12 concepts of World Service, and EVANA ASC policy, or a willingness to learn. (adopted 9/08) - Alternate Group Service RepresentativeSuggested length of clean time 1 year. Suggested clean time is at the discretion of the group. Length of term is 2 years. This position parallels that of Group Service Representative, except that it is a two-year commitment, with the first year spent in training and the second year as GSR. (IP #2 “The Group) At the conclusion of the first year of service, groups shall nominate a new Alternate GSR. Responsibilities of Alternate GSR: attend all Area Service Committee (ASC) meetings, as non-voting participants. If the GSR is unable to attend the ASC meeting, the Alternate GSR participates in the GSR’s place as a voting member. Alternate GSR’s may also serve on area subcommittees. Alt. GSR’s, in place of GSR, shall bear the same responsibilities of GSR. The Alternate GSR’s main tools are: A Guide to Local Service, the 12 Traditions, the 12 Concepts of World Service, and EVANA ASC policy, or a willingness to learn. (adopted 9/08) - ChairpersonThree years clean Two years NA service experience Working knowledge of the 12 Traditions, the 12 Concepts and the ASC policies and guidelines, or a willingness to learn (adopted 9/08) Responsibilities: Conducts all business as stated in the agenda to provide better communications of items to be addressed. The Chairperson’s primary tools are the rules of order, a firm hand, a calm spirit and a clear mind. - Vice-chairpersonTwo years clean One year NA service experience Working knowledge of the 12 traditions, the 12 Concepts and the ASC policies and guidelines , or a willingness to learn (adopted 9/08) Responsibilities: Conducts the business meeting if the Chairperson is unable to attend. Calls on persons during open discussion. Notifies Chairperson of violation of policy and/or rules of order. - SecretaryTwo years clean One year NA service experience Responsibilities: Working knowledge of the 12 Traditions, the 12 Concepts and the ASC policies and guidelines, or a willingness to learn (adopted 9/08) The secretary’s first responsibility is to take clear and accurate minutes of the ASC meetings and to distribute them to all on the mailing list, to all trusted servants, all sub-committee chairpersons, and anyone else who requests a copy, within a reasonable amount of time after each meeting. The secretary is responsible for assisting the policy chairperson in updating a log of policy changes. The secretary is responsible for maintaining the ASC mailing list. Copies of the mailing list should be mailed to WSO once per year so that WSO is able to provide groups, subcommittees, and administrative officers, with information pertinent to their area of service. Secretary is to be reimbursed for postage/copies/etc. by submitting a receipt to ASC treasurer, who will then issue the secretary a check. - TreasurerThree years clean Two years of NA service experience Responsibilities: Working knowledge of the 12 Traditions, 12 Concepts, or a willingness to learn (adopted 9/08) and the ASC policies and guidelines. Signer on bank account; makes payments and deposits on behalf the ASC; gives written report of expenses and income at all ASC meetings, and whenever requested by any member of EVANA. The treasurer’s main tool is the Treasurer’s Handbook distributed by the World Service Office, and the ASC policies and guidelines. - Regional Committee Member and Alternate Committee Member4 years clean, 3 years for Alt. RCM Two-year term Two years of NA service experience Responsibilities: RCMs serve as the core of the regional service committee, a body that coordinates service forums throughout the region. The RCM is responsible for keeping his/her area in touch with the larger world of NA by providing information on activities in neighboring areas and regional functions. The RCM reports relevant information to sub-committees, and important issues being discussed at various levels of service. The RCM should be well versed in NA service practice and principles. The RCM should also have a working knowledge of the ASC policies and guidelines. RCM’s should be closely acquainted with the 12 Traditions, 12 Concepts , or a willingness to learn (adopted 9/08) and the fundamentals of service in Narcotics Anonymous. The RCM shall attend all regional business meetings. The RCM is responsible for sharing the ASC experiences with the RSC. The RCM is responsible for taking the ASC position of voting items to the RSC meetings. The RCM will be reimbursed gas money for travel (voted $0.40/mile) to the RSC meetings. The Alt. RCM has the same responsibilities in the event that the RCM is unable to attend ASC meetings or RSC meetings. In the event that the RCM is unable to attend RSC meetings, he/she will be reimbursed gas money for travel. RCM must submit receipt to Area Treasurer for reimbursement. The RCM’s main tool is the Guide to Local Service, distributed by WSO. - Subcommittees: - All subcommittees are autonomous. However, they are accountable to the ASC. Each subcommittee chairperson is required to attend EVANA ASC meetings. If the chairperson is unable to attend, a proxy may be sent.- Each subcommittee chairperson is responsible for bringing a written report, and submitting said report to the secretary for inclusion in the ASC meeting minutes.- Discussion from each subcommittee will be no longer than 15 minutes. - Each subcommittee chairperson should have a working knowledge of the 12 Concepts, 12 Traditions, and the ASC policies and guidelines.- The chairpersons for the subcommittees are to be elected by the ASC. Each subcommittee can have a co-chair or vice-chair, if desired. The vice-chair will move to the chair position in the event of the chair’s resignation/removal.- If a subcommittee needs reimbursement, a receipt must be brought to the ASC and given to the ASC treasurer. The exception to this would be a subcommittee that has its own prudent reserve.- It is highly recommended that all subcommittee, chairpersons, or a proxy attend regional business meetings.- Each subcommittee is to have its own meeting. The ASC meeting is for reports only. After the subcommittee meeting, any issues, questions or concerns can be brought to the ASC meeting. Each subcommittee is responsible for setting up and announcing subcommittee meetings.- Updated December 2005: any subcommittee chairperson, or administrative personal (chairperson, vice-chairperson, secretary, treasurer, RCM, alternate RCM) not present for 2 consecutive ASC business meetings, said person or persons will be impeached at the 2nd ASC meeting. A 2/3 majority vote is necessary for approval of impeachment. Said person may send a proxy. In that case they will not be considered absent, and will maintain their position. § Hospitals and Institutions CoordinatorClean time requirement is 1 year. Term is 2 years. The H&I subcommittee is responsible for conducting panels that carry the message to addicts who have no other way of hearing our message. This includes treatment facilities, correctional facilities, and hospitals. The H&I subcommittee’s main tool is the H&I Handbook distributed by WSO. It is suggested that there be at least one male and one female H&I subcommittee member. Voted 8/08 the H&I subcommittee will be responsible for writing a set of guidelines to be included in the EVANA policy. H&I subcommittee has its own set of guidelines, available from the H&I chairperson or the Policy chairperson, upon request. (adopted 9/08) § Public Information Coordinator Clean time requirement is 1 year. Term is 2 years. The general mission of the PI subcommittee is to inform addicts and others in the community of the availability of recovery in Narcotics Anonymous. The PI subcommittee is responsible for conducting public information meetings, distributing public service announcements, distributing fliers, etc. The PI subcommittee also works closely with professionals in the community, with the intent to increase awareness of recovery in Narcotics Anonymous. The PI subcommittee’s main tool is A Guide to Public Information distributed by WSO. PI will maintain a prudent reserve of $50.00. ASC treasurer will reimburse PI subcommittee up to $50.00 for purchases. Addendum: November 2009, EVANA voted to combine the efforts of the H&I and PI subcommittees to for the EVANA Public Relations Subcommittee. Budgets will be combined, and there will be co-chairs for the subcommittee. The PR subcommittees main tool is the PR Handbook by NAWS, and the guidelines of the PR subcommittee.§ Literature/Newsletter/Website Clean time requirement is 1 year. Term is 2 years. The literature subcommittee is responsible for maintaining stock of NA literature (books and pamphlets, etc.) that can be purchased. The newsletter subcommittee is responsible for compiling and distributing the ASC newsletter. The newsletter subcommittee is required to ensure that the newsletter has a responsible editorial policy. The newsletter subcommittee’s main tool is the Handbook for Newsletters distributed by WSO. The website subcommittee is responsible for maintaining the EVANA website. The fee for the website is to be paid with EVANA ASC funds. The Webmaster is responsible for ensuring that the website has a responsible editorial policy. This committee has a reserve of $400.00 § Activities Clean time requirement is 1 year. Term is 1 year. The activities subcommittee is responsible for organizing EVANA events, such as dances, picnics, campouts, etc. The activities subcommittee works closely with other subcommittees for special projects (workshops, special speaker meetings, etc.). The main purpose of the activities subcommittee is to provide a better sense of community for the local NA fellowship. It should always be kept in mind that any function is designed to enhance NA’s primary purpose, not to replace group contributions in funding area services. The activities subcommittee can have fundraising events for RSC (NRCNA). Activities is to have a prudent reserve of $500.00 to ensure funds available to start up upcoming functions. § Policy Updated December 2005: There is a one-year clean time requirement to hold this position. Term is 2 years. The policy subcommittee is responsible for the development of proposed changes or modifications to the structural guidelines of the ASC. The committee provides guidance for the understanding and application of group conscience and the relationship of trusted servants to the group conscience. The committee assists in the development of policies, guidelines and special procedures utilized by the ASC and its standing committees (subcommittees). The policy subcommittee is the general recorder of the policy set by the ASC. The ASC secretary is to assist the policy chairperson in recording the policy changes made (running log) When the actions of the trusted servants are outside of the policies and guidelines, it is the responsibility of the policy chairperson to inform the ASC chairperson. The main tools for the policy subcommittee are the 12 Concepts and the Guide to Local Service distributed by WSO. June 2008: Policy subcommittee was voted to be dissolved now that the policy is in place. Current Policy subcommittee will continue to be responsible for updates to policy. Secretary will forward running log of policy changes to the chairperson for policy updates. August 2008 the policy subcommittee was reinstated. Current policy will remain in effect. III. Voting positionsUpdated 5/21/06 - At ASC meetings, the GSRs have the only voting positions. In the event of a tie, the Chairperson will have a vote. If there is a tie after the chairperson votes, the vice-chairperson will have a vote. 2/3 of the GSRs will need to be present in order for a vote to take place. The GSRs will need to attend all business meetings or send a proxy. The GSRs are responsible for taking voting items and discussion items back to their groups. They shall bring to the following meeting the results of the vote/discussion. - Any group not represented at 2 consecutive meetings of the ASC will forfeit voting privileges. The GSR will resume voting privileges at the 2nd consecutive ASC meeting attended. - Any trusted servant shall be limited to being proxy for only one person required to be at ASC meetings. Intent is to encourage full participation of trusted servants at ASC meetings; to allow for required 2/3 GSR present for voting issues. (Updated 8/08)
IV. Meeting time/date- EVANA ASC meetings are to be held on the 2nd Sunday of each month at 4:00pm. Each meeting shall take place as scheduled unless prior notice is given. If it is desired that the meeting time, date or place be changed a simple consensus is all that is needed. V. Elections and nominations for the ASC- The process of electing trusted servants for the ASC shall be as follows: 1. Notification of need. The secretary shall keep record of length of each term, and shall notify the ASC of any terms ending months in advance. Description of the service position shall be read from the appropriate service manual. (1st meeting). GSRs are responsible for taking notification of need back to their groups for nominations. 2. Nominations are then presented and qualifications read. (2nd meeting) 3. Vote taken at next ASC meeting. If only one nominee, 2/3 majority vote is required. (3rd meeting). - Nominations under normal circumstances for Chairperson, Vice-chairperson, Secretary and Treasurer are open every ODD year in July. All other positions will be filled as needed. If a nominee cannot be present to accept nomination, a written acceptance letter shall be provided by the nominee, and presented at the ASC meeting. VII. Resignation or removal of trusted servants- Voluntary: Given in writing to ASC chairperson prior to next ASC meeting. - Involuntary: Two consecutive meetings missed (will require a vote with 2/3 majority to approve), relapse during terms of office, gross negligence or fraud, with 2/3 majority vote. VIII. Motions- Any member of Narcotics Anonymous may attend ASC meetings and participate in discussion. Motions can be made and seconded only by the following trusted servants: chairperson (or vice/co chairperson), any GSR, RCM, Secretary, or Treasurer. Discussion after a motion is made is limited to 10 minutes, with the option to increase by an additional 5 minutes. The chairperson can extend the debate at their discretion on items requiring clarification. All voting members (GSRs) shall familiarize themselves with the rules of order for a smooth running meeting. Motions that require additional input shall be tabled until the next meeting. The intent of a motion will be included in the motion and will be included in the minutes. A 2/3 majority vote is required for all financial matters. When a motion is made as an amendment to ASC policy, the policy change intent is to be announced by the chairperson, or acting chairperson.- Any member of the ASC, or visiting members of EVANA, may call for discussion of a motion, for clarification. Any member of EVANA may call for a motion to be brought back to groups for discussion.(adopted 9/08)- All motions that require change to existing policy are to be brought back to the groups for voting (direct polling of group members) Adopted 9/08IX. Rules of orderIn the following you will find a simple set of rules of order. They have been adapted from Robert’s Rules of Order, which in turn are based on the rules of the U.S. House of Representatives. These rules can be adapted or changed to meet a subcommittee’s particular needs. Decorum StatementMeetings will be conducted according to these rules of order, based on Robert’s Rules of Order. This time honored system for conducting business is the clearest way yet devised for getting a maximum amount of business done in a minimum amount of time, and to get it done, regardless of the degree of disagreement among the participants. By following these rules of order, we strive to be sure that we are making our decisions on the basis of principle, rather than personality. In keeping with that spirit, we encourage all members to become familiar with these rules of order and conduct themselves accordingly. Once the meeting is underway, only one matter will be before the committee at any one time, and no other discussion is in order. Please respect the chairperson’s right to be in control of the process of this meeting, so that you can have maximum benefit of it’s content. Debate limitsDebate is the formal exchange of views or ideas. Unless otherwise specified, debate on both main motions and parliamentary motions is usually limited to 2 or 3 pros and cons. Speakers addressing the motion in debate usually have 2 or 3 minutes in which to speak their mind. In order to be recognized on the floor by the chairperson, please raise your hand. Motions- Main motions: A motion is a statement of an idea by a committee member who wants the committee to put it into practice. After raising one’s hand, and being recognized by the chair, the member says “I make a motion that such and such be done under these terms” The person making the motion then briefly speaks about why he/she feels the idea is important. This is called speaking to the intent of the motion. - Because the exact wording of the motion shall be included in the ASC meeting minutes, the maker of the motion shall submit it in writing. The written motion shall be given to the secretary. A written motion shall be given to the policy subcommittee chairperson if the intent of said motion is a policy change. This is especially important for long or complicated motions. - Every motion requires a second – the backing of another person who also wants the idea put into practice, or who simply wants to see further discussion of the idea take place. After a motion has been made, the chairperson will ask whether the motion has a second. The person seconding the motion simply raises his/her hand to be recognized by the chair, and says, “I second the motion.” If no one seconds the motion, the chairperson says, “The motion has died for lack of a second” This means that the idea will not be discussed any further because there is lack of interest in it. The committee then moves on to other business. If the motion has been seconded, the chairperson will call for a vote. (See voting procedure) - Once a motion has been made, the chairperson may rule it “out of order”. A motion may be ruled out of order for the following reasons: the motion goes against the committees standing policy, contradicts the 12 Traditions or 12 Concepts, or is inappropriate at that particular point in the meeting. Anyone may appeal the chairperson’s decision. The person making the appeal states “I appeal the decision” and then states on what grounds. The chairperson then briefly speaks to the intent of his/her ruling. A vote is then taken to override the chairperson. A 2/3 majority vote is required to overrule the chairperson. If no appeals are made, the decision of the chair is upheld and the committee moves on to new business. - Parliamentary motions: can be best understood by the term “sub-motions”. These motions are made during debate of a main motion, which may affect the main motion in some way. 1. Motion to amend: the committee member states “motion to amend” then states what part of the main motion they wish to amend. The motion to amend requires a second, and a vote, with 2/3 required to amend the motion. 2. Call to Vote: This is a very important motion, and is non-debatable. It will eliminate lengthy and needless debates of a motion, once the issue is understood by all. You do not need to be called on by the chair to make this motion. The chair must recognize you, and a vote must be taken immediately, with no debate. If everyone feels that additional debate is not necessary, the item is then voted on, with 2/3 majority needed to pass. If you are confused about an issue it is important that you say so. This will eliminate half-baked decisions about half understood questions. The liberal use of this motion makes it unnecessary for the chairperson to be heavy handed in stopping discussion, as he/she knows it will stop soon enough. 3. Motion to table: This is one way to dispose of a motion, and is non-debatable. The member states, “ I move to table this motion until (date and time)” This motion needs to be seconded and voted upon immediately. If it fails, debate continues. If it passes, it is tabled until the stated date, and the committee moves on to the next point of business. 4. Motion to remove from table: This motion removes the original motion from the table. The motion to remove from the table is debatable. Simple majority is needed to remove motion from the table. If the motion is not removed from the table, the committee moves on to the next point of business. If it is removed, debate continues. 5. Motion to refer: Sometimes the committee does not have enough information to make an immediate decision on a motion. Such motions can be removed and sent to a subcommittee for further study. This motion can be made by saying “ I move that such and such motion be referred” If the motion to refer passes (requires 2/3 majority vote), then the motion is referred to the appropriate subcommittee, studied, and information brought back to the next ASC meeting. 6. Motion to reconsider or withdraw: At times a motion was made that may prove harmful. Anyone can make a motion to reconsider. Only the person who made the original motion can make a motion to withdraw. 7. Motion to adjourn: anyone can make a motion to adjourn. This motion is always in order, is not debatable, and requires 2/3 to pass. Obviously frivolous motions to adjourn may be ruled out of order. After all business is finished, the chairperson may declare the meeting adjourned without a motion. X. Other procedures- Call to order: If a committee member feels that discussion is going astray, he/she may proceed with a call to order, by saying “I call to order”. This means that the chairperson brings the meeting back on track and proceeds, adhering to the agenda. This does not require a second, is not debatable, and does not need a vote. The chairperson simply brings the meeting back on track. - Recognition on the floor: In order for the chairperson to recognize any member, the member must raise their hand before proceeding. The vice-chairperson shall keep track of who has hands raised, and call on them accordingly.XI. Voting proceduresShow of hands: this is the most commonly used method of voting. The chairperson will count all in favor, all opposed, and all abstaining. The minority shall have a voice. Roll call: members may call for a roll call vote. When this is done, it shall be honored, whether or not it was made before or after a show of hands vote. The secretary then reads off each voting position, and their vote is recorded in the meeting minutes. DIRECT POLLING OF GROUPS. In the event that an issue comes before the assembly that directly affects the groups or is thought to be of such importance to the NA Fellowship that the groups should be polled directly, a motion to that effect can be made by any EVANA ASC participant. Intent: to allow for full participation of all members of EVANA at ASC meetings. (Adopted 9/08) XII. FinancesMotions made regarding financial matters, should be in writing, and must speak to the intent of the motion. Motions having a financial impact of $50.00 or less do not need to be taken back to the groups for approval. They may be voted on at present meeting. Any motion having a financial impact of $50.00 or greater will be taken back to the groups to be voted upon. Anyone requesting reimbursement from the ASC, is to submit a receipt to the treasurer in order to be reimbursed. No reimbursement will be made without a receipt. August 2006: Activities and area bank accounts are to be combined. Updated September 2007: Activities is to maintain its own bank account. 2 signatures are required on checks. See Activities section for prudent reserve information. ASC voted to send a minimum of $75.00, or 20% of Area funds to Region. CHECKING ACCOUNT. Any EVANA ASC checking account shall require:(a) Dual signatures on all checks (Jim stated that as it is there is a co-signer on the account, however for future reference the bank may not want to have a co-signer. They did this as a courtesy to us because the account was already established. However, we do, as it is, have the ability to have 2 people sign the checks. In the event that the treasurer is unable to sign a check, someone else is available.)(b) Duplicate statements sent to the Treasurer at his/her residence and the Chairperson (or some other trusted servant that the EVANA ASC decides upon) at the EVANA ASC post office box. (c) No ATM cards FINANCIAL RECORDS. All EVANA ASC financial records must be kept in a neat, accurate and orderly fashion and be available for inspection at the request of any participant at every regular EVANA ASC meeting.FINANCIAL REVIEW. Twice a year (or however often EVANA ASC decides), EVANA ASC, through a select committee, will conduct a thorough review of EVANA ASC finances. This select committee shall be coordinated by the Vice‑Chairperson (or whoever the ASC decides) and shall include the Treasurer and five members. If necessary, this committee may hire a professional accountant as a special worker to assist the committee in its review. The committee will present a report of its findings at the April and October meetings of the general assembly. REVOLVING FUNDS: These are funds of a set amount provided to the ASC and each standing subcommittee to cover normal administrative costs for each month. Normal administrative costs include rent for a meeting space, copying of the subcommittee's minutes, etc. but do not include separately budgeted items such as H&I literature purchases or seed money for an Area‑sponsored event. The amount of a revolving fund is determined by the approved budget for each subcommittee and replenished as necessary up to the approved budget limits. No reimbursement shall be made without proper receipts or proof of payment. Questionable items for reimbursement shall be decided upon by the ASC and, if refused, may be appealed to the EVANA ASC general assembly. (These are the funds that we have available to keep NA alive in our Area. From this fund we pay rent, buy coffee, pay for the hotline, etc.) FIDUCIARY RESPONSIBILITY. In order to protect EVANA participants, the EVANA Area groups, and NA as a whole, EVANA shall strive to meet its financial obligations to society before its internal needs. To maintain fiduciary restraint, EVANA will make every effort to avoid debt, thereby minimizing the number of financial obligations incurred outside the Fellowship. After meeting its external debts, EVANA will disburse the funds it has been given according to the principles of our 5th Tradition and our 11th Concept (for example, H&I or PI needs, or possible donations to regional and world services would be accommodated before authorizing spending for a social event.). The following non‑deficit spending guidelines shall be used to pay expenses in the order given below:(a) Payment of debts or expenses outside the NA Fellowship. (i.e. rent, telephone, etc.)(b) Payment of debts or expenses within the NA Fellowship. (reimbursement of RCM to region.)(c) EVANA secretarial or administrative expenses. (i.e. stamps, copies, bank fees, etc.)(d) Approved budgets of EVANA subcommittees and officers.(e) Regional and world service donations.(f) All other approved EVANA expenses. MISAPPROPRIATION OF FUNDS. All participants shall be held accountable for funds and merchandise entrusted to them. Misappropriation will not be tolerated and will be grounds for immediate removal from any position. Legal action may be appropriate and required in the fulfillment of EVANA’s fiduciary responsibilities. A decision to take legal action is merely an option and does not compromise the spiritual principles of our Steps, Traditions or Concepts. However, resorting to a legal remedy in an instance of misappropriation should be an action of last resort and undertaken only after having previously followed a number of steps. These steps should include the following:(a) Conducting a thorough investigation to determine if misappropriation has indeed occurred.(b) Inviting the parties responsible to state their side.(c) Working out a plan for restitution with the parties responsible.(d) Making it clear that the consequences of not fulfilling the agreement could include legal action being taken against them.(e) If the previous four steps have been followed without resolving the matter, the EVANA ASC general assembly may then consider the appropriateness of taking legal action. Such a measure shall be passed only by a two‑thirds majority vote of the general assembly at EVANA ASC meeting. Adopted 9/08 XIII. Miscellaneous- Only questions of clarification will be allowed during subcommittee reports. Anything else needs to be brought up during new business. - A running log of amendments and/or addendums will be kept by the policy chair, (June 2008- policy subcommittee dissolved.) Secretary is to keep a running log, and make such log available to the chairperson for purposes of updating the policy, and make such log available to any committee member, or member of EVANA. - Current policy guidelines and running log of amendments will be posted by the Webmaster on the EVANA website. A paper copy of the policy guidelines shall be available to all committee members, and a copy will be posted on the bulletin board at Trinity. Any other groups who wish to have a copy, shall request one from the policy chairperson. (June 2008: policy subcommittee was dissolved. Any member of EVANA may request a copy of the policy from the Area Secretary; August 2008 policy subcommittee was reinstated). AREA INVENTORYEVANA ASC will conduct a yearly inventory of EVANA Area services. The voting participants of EVANA will decide how and when this inventory will take place (e.g., whether it will occur as part of a regular meeting or as a special workshop or learning day). Voting and non‑voting participants will come to the inventory prepared to review the performance of EVANA over the past year and discuss how the committee can better serve the NA groups and the Fellowship at large. The main guide and tool for the Area Inventory will be the Area Planning Tool. (adopted 9/08) |