EDMONTON AREA NARCOTICS ANONYMOUS SERVICE COMMITTEE POLICIES AND PROCEDURES

Transcription

1 EDMONTON AREA NARCOTICS ANONYMOUS SERVICE COMMITTEE POLICIES AND PROCEDURES *Updated September 2012

2 TABLE OF CONTENTS SECTION I NAME 3 SECTION II SERVICE AREA 3 SECTION III PURPOSE 3 SECTION IV PARTICIPANTS 4 SECTION V OBSERVERS 5 SECTION VI ELECTION OF OFFICERS 5 SECTION VII REMOVAL OF OFFICERS AND 7 SUBCOMMITTEE CHAIRPERSONS SECTION VIII CLEAN TIME REQUIREMENTS 8 SECTION IX DUTIES OF OFFICERS 8 SECTION X MEETINGS 11 SECTION XI AGENDA 12 SECTION XII STANDING SUBCOMMITTEES 13 SECTION XIII BUSINESS WITH MEMBERS OF THE 15 FELLOWSHIP AND CONFLICT OF INTEREST SECTION XIV SALE OF ASSETS 15 SECTION XV SUBCOMMITTEE P&P 15 SECTION XVI P&P ARCHIVES 15 SECTION XVII SUBCOMMITTEE ALLOTMENTS & INCOMES 16

3 EDMONTON AREA NARCOTICS ANONYMOUS AREA SERVICE COMMITTEE POLICIES AND PROCEDURES SECTION 1 NAME 1.1 In keeping with World Service Conference (WSC) of Narcotics Anonymous (NA) Guidelines, the name of this Committee shall be the Edmonton Area Service Committee of Narcotics Anonymous (EANA) SECTION II SERVICE AREA 2.1 The service area of this Committee shall include the City of Edmonton and its environs and any adjacent or remote cities, towns or municipalities containing WSO registered NA groups where it is found to be mutually desirable to be so associated. SECTION III PURPOSE 3.1 The primary purpose of this Committee shall be to administer and coordinate the activities common to the welfare of the WSO registered NA groups within the Edmonton Area, to support the needs of these groups and the community, to serve as the link between these groups and the AL-SASK Regional Service Committee, and to further the primary purpose of NA as stated in our literature. 14-Mar This Committee will use as guidelines, including but not limited to, the current approved copy of this document, Robert s Rules of Order, WSC Rules of Order, The Twelve Steps, Twelve Traditions, Twelve Concepts, The Temporary Working Guide to the Service Structure (TWGSS), The Guide to Service, and any other WSC approved literature or handbook. 28-Jun A two-thirds (2/3) majority will be required in order to add to or change the Policies and Procedures document in any way. 29-Sept-96 a. This body continues to allow abstention votes and that they not be counted as a No votes. 25-Jan-04

4 b. That any motion which changes or suspends the Edmonton Area of Narcotics Anonymous Area Service Committee Policies and Procedures must be brought back to the home groups before they can be implemented. 11-Jan Where any month s income exceeds the operating costs for that month, 10% of the gross income to be deposited into the Prudent Reserve. 29-Nov This Committee will send 10% of its net monthly income to the RSC as an ongoing practice, and that this amount is calculated on a monthly basis, and that this amount be accumulated then paid to the RSC every three (3) months. Excluding the Area Prudent Reserve. 10-Jun-12 SECTION IV PARTICIPANTS 4.1 This Committee shall be comprised of voting and non-voting members. Only voting members shall have voting privileges. No person shall hold more than one position in either voting or non-voting classification. After fulfilling their duties, a sub-committee representative, who is an elected GSR or GSR Alternate, may be allowed to serve as a voting participant. 22-Sep The voting participants of the Committee shall be the Group Service Representatives (GSR s), or their Alternates. For the purposes of this Committee, the definition and terms of the GSR shall be as stated in the attached GSR handbook and as by the current service publication of NA - The Guide to Service and TWGSS. 4.3 The non-voting participants of the Committee shall be the Area Executive which includes the Chairperson, Vice Chairperson, Secretary, Treasurer, Regional Committee Member (RCM) and RCM Alternate, and all Subcommittee Chairpersons or their designates. 28-Dec Any voting participant, non-voting participant, or observer of this Committee may introduce motions or participate in debate if recognized by the Chairperson. Any motions must be seconded by a GSR or GSR Alternate. 31-May As per WSC Rules of Order, the following procedural protocols can be made only by voting participants:

5 Motion to amend Motion to recess Point of personal privilege Point of order Appeal to the Chair Division of question Point of information Revise the motion Withdraw the motion Suspend the rules Change the order of the day To lay on the table Call question Limit or extend debate Postpone definitely or indefinitely 4.6 Any motion passed or defeated at the monthly ASC meeting returned to the table as a new motion within a six-month period, will not be entertained and ruled out of order by the Chair. Including, but not limited to, the subject matter of the motion, not the particular wording. 26-Jan In the event of a tie vote of the assembly, the procedure shall be: 28-Dec-97 a. A ballot vote by any three of the five executive members, with respect to the Chairperson, Vice-Chairperson, and Treasurer b. The Regional Committee Member and Area Secretary to participate in the absence of any of the three set forth in article 4.7a c. Only YEA or NAY votes be cast d. The majority of the three votes are used to break the tie. SECTION V OBSERVERS 5.1 NA members not addressed elsewhere in these bylaws shall he classed as observers. NA members shall have the specific right to request the floor. The Chairperson has the exclusive right to grant or deny such requests. The Chairpersons decision is subject to an immediate appeal by a voting participant and may be overturned if the appeal is upheld by a two-thirds (2/3) majority of voting participants. SECTION VI ELECTION OF OFFICERS 6.1 The officers of the Executive Committee shall be a Chairperson, Vice- Chairperson, Secretary, Treasurer, Regional Committee Member (RCM), and a Regional Committee Member Alternate (RCM Alt). 28-Dec-97

6 6.2 ASC officers will be elected through a three-month election process, with the nominations opening in September of each year, and the election taking place at the November ASC of each year. 10-Jun The officers are to be elected by ballot for a term of 15 months from November until February of the following year with the last three months of the term overlapping with the newly elected persons first 3 months. The term of office will commence at the start of the regular ASC meeting following the one at which they were elected. 13-Jan No NA Member shall hold more that one Executive Position at a time and no NA Member shall be eligible to serve more than two terms consecutively in the same position. Upon election, the NA member should resign from any conflicting service position as soon as it is practical. 11-Aug An election to fill a vacancy in an office shall occur within two regular meetings after the vacancy arises. Notice of intent to fill a vacancy shall be provided in the ASC minutes as well as the agenda. In the case of a vacancy in the office of Chairperson, the Vice-Chairperson shall assume the duties of Chairperson until the start of the regular meeting following the election of a new Chairperson. In the case of a vacancy in the RCM, the RCM Alternate will assume the duties. 28-Dec Any member of the Edmonton Area of Narcotics Anonymous may nominate a qualified individual for an ASC position. 22-Feb Intent to stand for a position must be given in person prior to the election process. 22 Sep-98 a. Intent to stand for any ASC Executive position must be given in person one month prior to the election. A nominee who does not give their intent will be considered to have withdrawn from the election process. 8-Aug-04 b. Accepted questions that may be asked of a nominee while giving their intent are; 14-May -06 i. Why do you want to hold this position of Service? ii. What do you feel you can personally give to this position? iii. Do you have the time in your schedule to commit to this service position? iv. Can you commit to the length of this service position? v. *if for Vice-chair position, are you aware that one of the duties is

7 training for the Chair position? vi. Do you have a good working knowledge of the steps? vii. Do you have a good understanding of the traditions and Concepts? viii. Have you a sponsor? ix. If you do not get this position, would you be willing to stand for another position? *if no Why? x. Have you ever held other NA service positions? *If yes Which and did you leave the position before the term was complete? *If yes Why? xi. Have you ever been asked to resign a service position? *If yes Why? xii. Do you have other service positions at this time? *If yes What are they? xiii. Have you ever misappropriated NA funds? If for a Treasurer position xiv. Are you financially responsible in your personal life? xv. Have you ever kept a set of record books before? xvi. What is your book keeping knowledge and experience? 6.8 The annual elections for standing Area Subcommittee s will be held as follows; October of each year Outreach and Hospitals & Institutions, Edmonton Service Office Society 11-July-04 February of each year Public Information, Literature, Activities and Newsletter July of each year Convention 11- July All Chairpersons and Treasurers of the Area Subcommittees shall be ratified at the regular meeting of the ASC following the Subcommittee meeting at which they were elected. a. All Chairpersons and Treasurers of Area Subcommittees shall be requested to answer the questions outlined in Section 6.7b that apply to the position of service to which intent is given. 14-May 06 b. After ratification, All treasurers are required to attend the next scheduled BOT meeting for a brief accounting workshop. 30-September Elections for positions of the Edmonton Service Office Society will follow the guidelines outlined in the attached Bylaws of that body In the event that only one individual is standing for any executive position at the

8 Area level, a two-thirds majority of voting participants is necessary for their election Elections for Executive positions for Area Sub-committees are to be held at the committee s regularly scheduled meeting as per meeting list. 30-Nov-03 SECTION VII REMOVAL OF OFFICERS AND SUBCOMMITFEE CHAIRPERSONS 7.1 A service member may be removed from their position for non-compliance. A two-thirds vote is required. Non-compliances include but are not limited to: a. Non-fulfillment of the duties of their position. b. Conduct unbecoming/unacceptable to the fellowship of Narcotics Anonymous as a whole. 27-Apr An officer of the ASC may resign by providing written notice to the ASC Chairperson at least four weeks prior to the ASC meeting when the resignation is to be effective from 7.3 A service member will immediately be removed from their position for misappropriation of NA funds. Misappropriation to be deemed as withholding, theft, unaccountability, and/or to apply funds without proper authorization. 10-Feb-98 a. Any service member that is removed for misappropriation not be allowed to hold any executive position at the area level for one year except the Treasurer position where they are not allowed to hold this position for at least 3 years starting from the time when funds are completely paid back. 8-Feb-09 SECTION VIII CLEAN TIME REQUIREMENTS 8.1 Clean time requirements for Area Executive positions are as follows: 28-Dec-97 Chairperson Three years Vice-Chairperson Two years Secretary One year Treasurer Three years RCM Three years RCM Alternate Two years

9 8.2 If a suitable nominee with sufficient clean time is not available, the clean time requirement can be altered by a two-thirds majority of the voting participants at the ASC. SECTION IX DUTIES OF OFFICERS 9.1 Duties of officers and Subcommittee Chairperson shall be as described in current NA service manuals, and the current version of this document. a. It is the duty of the Chairperson of the ASC to: i. Open the meeting at the appointed time by taking the chair and calling the meeting to order. ii. Announce in proper sequence the business that comes before the assembly or becomes in order in accordance with the prescribed order of business, agenda or program and with existing orders of the day. iii. Recognize members or observers who are entitled to speak. iv. State and to put to a vote all questions that legitimately come before the assembly as motions or that otherwise arise in the course of proceedings except questions that relate to the Chairperson, and to announce the result of each vote; or, if a motion that is not in order is made to rule it out of order. v. Protect the assembly from obvious frivolous and dilatory motions by refusing to recognize them. vi. Enforce the rules relating to debate and of order and decorum within the assembly when appropriate. vii. Expedite business in every way compatible with the rights of members and observers. viii. Decide on all questions of order, subject to appeal-unless, when in doubt, the Chairperson prefers to submit such a question to the assembly for decision. ix. Respond to inquiries of members relating to parliamentary procedure or factual information bearing on the business of the assembly. x. Authenticate by the Chairperson s signature, when necessary, all acts, orders, and proceedings of the assembly. xi. Declare the meeting adjourned when the assembly so votes or, when applicable, at the time prescribed in the agenda, or at any time in the event of a sudden emergency affecting the safety of those present. xii. Chair the Operating Committee to ensure the agenda for the next regular ASC meeting. xiii. Be a co-signer of the Committee s and Subcommittee s bank accounts. 28-Dec-97 xiv. Ensure that the general correspondence of the Committee is

10 conducted by delegating the task to the appropriate Subcommittee or member. xv. Conduct the meetings with impartiality and fairness. xvi. Appoint all Ad-hoc Committees. xvii. Give a closing report to the ASC upon completion of term of office. b. It is the duty of the Vice-Chairperson to: i. In the absence of the Chairperson act as Chairperson. ii. Coordinate the functions and of the Subcommittees. iii. Be a co-signer of the Committee s and Subcommittee s bank accounts. 28-Dec-97 iv. Be an ex-officio, non-voting member of all Subcommittees. v. Act as parliamentarian for the ASC meetings, unless this task is specifically assigned to another individual. c. It is the duty of the Secretary to: i. In the absence of the Chairperson, Vice-Chairperson, and the RCM, to call the meeting to order and preside until the immediate election of a Chairperson Pro-Tem. ii. Keep a record of all the proceedings of the Committee. iii. Keep on file all Subcommittee reports. iv. Maintain the Committee s tiles and archives. v. Keep and update the Committee s official membership list and to call the role where it is required vi. Make the minutes and records available to NA members upon request, and in the manner prescribed by the Committee vii. Notify officers, Subcommittee members and delegates of their election or appointment and to furnish the Subcommittees with whatever documents are required for the performance of their duties. viii. Sign all certified copies of acts of the Committee. (may be referred to the BOT) ix. Maintain records books in which the guidelines, special Rules of Order, Standing Rules and minutes are entered, with any amendments to these documents properly recorded, and to have current books on hand at every meeting. x. Notify the participants of each special meeting utilizing such methods of notification as are agreed upon by the Committee. xi. Conduct any correspondence of the Committee that may be assigned. xii. Prepare prior to each meeting, and in conjunction with the Chairperson, an order of business for the use of the presiding officer, showing the exact order, under each heading, all matters known in advance that are due to come up and, if applicable, the times which they are set. xiii. Have available for each group, officer, and Subcommittee, copies of the previous meetings minutes as determined by the Committee.

11 xiv. Attend all meetings of the Operating Committee. xv. Account for and maintain a $75.00 float to cover office expenses 8-Oct-06 d. It is the duty of the Treasurer to: i. Be the custodian of the Committee s and Subcommittee s funds. 28-Dec-97 ii. Be a co-signer of the Committee s and Subcommittee s bank accounts. 28-Dec-97 iii. Make a report of receipts and disbursements at each regular ASC meeting. iv. Make a full financial report at the annual meeting to be audited, as well as having the books available for auditing at any time. v. Disburse funds as necessary in accordance with Committee decisions when the funds are available. vi. Attend all ASC Operating Committee meetings. e. It is the duty of the Regional Committee Member (RCM) to: i. In the absence of the Chairperson and Vice chairperson, to serve as Chairperson ii. Represent the Committee at each ALSASK Regional Service Committee (RSC) meeting. iii. Provide the Chairperson with additional agenda items, if appropriate, for the next regular meeting of the AL-SASK RSC two weeks prior to the ASC that precedes that meeting. iv. Make a report to the ASC at each regular meeting covering the business of the previous RSC meeting. v. Attend all ASC and Operating Committee meetings. f. It is the duty of the Alternate Regional Committee Member (RCM Alt) to: i. In the absence of the RCM, serve as the RCM. ii. Attend each ALSASK RSC. iii. Attend each ASC and Operating Committee meeting. g. It is the duty of Subcommittee chairs to: i. Attend all ASC and Operating Committee meetings. 28-Mar-99 ii. Attend and chair their respective subcommittee meetings. 28-Mar-99 iii. Send a delegate from their subcommittee to attend and represent them at any meeting which they are unable to attend.

12 SECTION X MEETINGS 10.1 The regular meetings of the ASC shall be held on the second Sunday of each month at 1:15 pm at the Edmonton Service Office unless ordered otherwise by the Committee 11-July The regular meeting in the month of May shall be known as the election meeting and shall include in the agenda the election of officers as previously stated 10.3 Special meetings may be called by the Chairperson of the ASC and shall be called upon the written request of voting members of the ASC. The purpose of the meeting shall be stated. No business other than that which is stated will be conducted. At least one week s notice of the meeting shall be given An active group is defined as any NA group that: 27-Sep-98 a. Is accepted as such by the Edmonton ASC b. Is currently registered with WSO c. Has an elected GSR or GSR Alternate that is either present at the ASC or requests ratification by the ASC in writing 08-Aug-04 d. Has been having regular meetings for a period of 90 days immediately prior to the ASC e. That a group or meeting not be listed in the meeting list until it has been ratified at the Edmonton Area. 30-Nov Any new group to the Edmonton Area of Narcotics Anonymous will be entitled to a Group Starter Kit from the Literature Committee Edmonton Narcotics Anonymous (LCENA). 14-Nov Operating Committee meet regularly once per month on the Tuesday before the ASC at 7:30 pm. 11-July-04 SECTION XI AGENDA 11.1 Copies of the agenda will be made available to participants at the start of each ASC meeting.

13 11.2 The agenda is a list all items of old business to be voted on as well as any known items of new business States place and time for each ASC and is set at the end of the previous meeting. Once set this cannot be changed. The regular meetings of the ASC shall be held on the second Sunday of each month at 1:15 p.m. At the Edmonton Service Office unless ordered otherwise by the Committee. 11-July The format of the agenda is as follows: 25-Oct-98 a. Call to order by the Chairperson b. Moment of silence followed by the Serenity Prayer c. Reading of the Twelve Traditions of NA and the Twelve Concepts of NA Service d. Round table introductions e. First call for motions f. Introduction of new GSR s, GSR Alternate and new groups g. The assembly is asked to accept any new groups as active groups in the Area h. Speaker to the new members i. Ask the new members if they have received the GSR handbook and the Policies & Procedures document from their former GSR (if not, provide at this time); j. Acceptance of previous month s minutes k. Executive Reports: Chairpersons Report Vice Chairperson s Report Treasurer s Report (switched the order to reflect what we do now) Secretary s Report Regional Committee Member or RCM Alt Report Following each report, questions arising from the report are called for followed by a motion to accept the report as given. A written copy of the report is to be given to the Secretary for inclusion in the minutes l. Standing Subcommittee Reports Public information Retreat Hospitals and Convention Institutions Newsletter Outreach Any ad-hoc committees Literature Edmonton Service Office Activities Society Public Relations

14 Following each report on the agenda items above, there will be a call for questions arising from the report. This will be followed by a motion for accepting the report as given. All written copies of reports as well as a financial statement for the month are to be submitted to the Secretary to be for inclusion in the minutes. Following the committee reports, a 10-minute recess will be called by the Chairperson m. Seventh tradition n. Reading of GSR Rule of Order o. Group concerns - relating to problems the groups are experiencing. Not to include opinions, comments, or announcements p. Last call for motions q. Set quorum r. Old business s. New business t. Group Discussion 10-Dec-06 u. Announcements v. Call for a motion to adjourn w. Chairperson closes the meeting by calling for a moment of silence followed by the Third Step Prayer. SECTION XII STANDING SUBCOMMITTEES 12.1 The ASC will establish Subcommittees, as necessary, to perform certain duties. These standing Subcommittees shall be formed upon approval by the voting members of the ASC Standing Committees include, but are not limited to: Operating Committee Newsletter Public information 4-Nov-07 Hospitals and Institutions Activities Retreat Literature 18-Apr-04 Convention Outreach Public Relations 9-Dec-07 and other Subcommittees as shall be deemed necessary by the ASC to carry out the work of the ASC. a. At the inception of a Subcommittee, a Chairperson will be elected by the Subcommittee members. This Chairperson and the Treasurer of the Committee must be ratified by the ASC at its next regularly scheduled meeting. 14-May-06

15 b. All Subcommittees meet regularly once per month at the EANA office at a time specified on the Meeting List. 8-Aug Ad-hoc Subcommittees will be set up as per section 12.1 above. The difference with Ad- hoc Subcommittee s is that these have a set purpose that has a beginning and an end. The Ad-hoc is terminated at the completion of the task assigned All standing or Ad-hoc Committees of the ASC shall create and adopt guidelines that are consistent with current WSC approved literature 12.4 The guidelines for any Subcommittee are subject to ratification by the ASC and no Subcommittee is to attempt activities contrary to their approved guidelines or to the ASC Bylaws without approval of the ASC All activities, assets, and monies of each ASC Subcommittee shall remain the responsibility / property of the ASC and under the complete direction of the ASC All Subcommittees that are involved in tendering for services to the fellowship should obtain several bids for the same work from different vendors, and follow good business practice in awarding of such bids. All vendors should be given the same opportunity and information when a bid is requested. All bids should be evaluated in the same manner. The decision to choose a vendor should be based on what is best for the fellowship in the Edmonton Area. 28-Apr-96 SECTION XIII BUSINESS WITH MEMBERS OF THE FELLOWSHIP AND CONFLICT OF INTEREST 13.1 Any individual who owns, operates, or has vested interest in any firm doing business with the Edmonton Area Service Structure, should not be involved in any committee which is in negotiation in any form with said business. Furthermore, committee meetings where details of the negotiations are being discussed should be closed to individuals who are in any way connected to businesses which are being considered to supply services to the Edmonton Area Service Structure. 28-Apr-96

16 SECTION XIV SALE OF ASSETS 14.1 The sale of any Edmonton Area Narcotics Anonymous assets will be performed by sealed bid open to the Edmonton fellowship. It will be on a first bid, best bid basis. 18-Dec-94 SECTION XV SUBCOMMITTEE P & P 15.1 All subcommittee ratified Policies and Procedures be included in the Edmonton Area Policy and Procedures Section XV Subcommittee P&P. 8-Aug The Outreach Committee Develop an Out of Edmonton contact list and verify meeting status yearly. 8-Aug The Board of Trustees be referred to as the Edmonton Service Office Society or Service Office. 11-July-04 SECTION XVI PAST P&P 16.1 The ASC Executive copies of the P & P document contain the past P&P documents in SECTION XVI Past P&P. 11-Jul-04 a. A member of the ESOS has signing authority on all EANA bank accounts. 11-Jan-04 SECTION XVII YEARLY SUBCOMMITTEE ALLOTMENTS AND INCOME 17.1 The Literature Committee s mark up on literature will be an average of 25 percent. 30-May-99 a. The Literature Depot to pay rent EANA in the amount of $ Oct-06 b. The Literature Committee shall carry a reserve balance of the following: Bank and cash total of $5,000.00; Inventory (valued at U.S. Prices) of $14, Maximum inventory levels shall not exceed $16,000. The Literature Committee shall donate bank and cash funds in the excess of $5,000, to the EANASC as per the following quarterly schedule: January 31, April 30, July 31, and October 31.

17 Payment of the funds shall be made at the next occurring ASC following the above schedule dates. 8-Feb Increase the monies transferred to the ESOS account to cover monthly rent - $ and yearly insurance approximately $ Jan-09 a. ESOS when acquiring financial records from any Subcommittee for the propose of auditing, shall return the records to the Subcommittee from which they came within 45 days of receipt of the records 10-Dec-06 b. Two members of the ESOS have signing authority on all EANA Sub-committee bank accounts. 12-Nov That Subcommittee s requesting funds submit a motion rather than include them on their committee reports 25-Jan The EANA Executive and Subcommittee chairs will be reimbursed for the costs due to making copies for reports for distribution to a maximum of 30 copies 14-May The EANA to provide the RCM and RCM Alt. $ each pre trip to cover travel expenses (food, gas and lodging) to attend ALSASK RSC meeting outside Edmonton. 15-Apr The Subcommittee working budget amounts are to be as follows 8-Oct-06 a. Hospitals and Institutions $ Apr-09 b. Public Information $ c. Outreach $ d. Activities shall carry a working balance of $ in their Bank account 11-Jun-06 e. Ad-Hoc Annual Christmas Marathon Meetings $ Dec-08 f. Retreat Committee $ , working balance of $ in their bank account

18 and $ in deposits to be carried by the facility where the Retreats are held. 5-Apr-09