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
§
Hospitals and Institutions
§ Public Information
§ 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 Servants
Clean time requirements are only suggestions.
Nominations are at the discretion of the Area Service Committee.
- Group Service
Representative
Suggested
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.
-
Alternate Group Service Representative
Suggested 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.
- Chairperson
Three years clean
Two
years NA service experience
Working knowledge of the 12 Traditions, the 12 Concepts and the ASC policies and guidelines
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-chairperson
Two years clean
One
year NA service experience
Working
knowledge of the 12 traditions, the 12 Concepts and the ASC policies and guidelines.
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.
- Secretary
Two years clean
One year NA service experience
Responsibilities: Working
knowledge of the 12 Traditions, the 12 Concepts and the ASC policies and guidelines. 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.
- Treasurer
Three
years clean
Two years
of NA service experience
Responsibilities: Working knowledge of the 12 Traditions, 12 Concepts 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 Member
4 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,
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
Clean 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.
§ Public Information
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.
§
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 positions
Updated 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.
Impact: change to current policy. (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.
IX. Rules
of order
In 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 Statement
Meetings 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
limits
Debate 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 procedures
Show 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.
XII. Finances
Motions 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.
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).
