Toronto Area Service Committee Policies and Procedures

Transcription

1 the Toronto Area of Narcotics Anonymous Toronto Area Service Committee Policies and Procedures Revised and Approved

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4 1. The Toronto Area Service Committee s Policy and Procedures are revised regularly. 2. Only policy motions that are approved at TASC are included in these revisions. 3. This P&P is a collection of the Toronto Area s group conscience decisions from over 25 years of TASC meetings, subcommittee and ad hoc committee meetings, compiled from hundreds of TASC and fellowship policy conscience discussions. 4. You may obtain a copy of this document at also TASC will ensure that three copies are available as loaners during each TASC meeting. 5. A disc with all relevant materials has been placed in our storage facility for archives. 6. Editing has been applied to the table of contents and all motions that have affected TASC policy are included in this document since the last revision. 7. The TASC Policy and Procedures subcommittee has thoroughly reviewed and consulted a wide range of NA members for wisdom and experience during the preparation of this document; this was done to ensure it is clear and concise, user friendly, and available to all who need it. 8. TASC s P&P document, has been crafted by recovering addicts in the Toronto area over the past 25 years; to help us deal effectively with various issues that need addressing in our service endeavors through applying; The Twelve Concepts for NA Service, The Twelve Traditions, and the Twelve Steps of Narcotics Anonymous. This P&P also draws upon other NA service materials that have been approved by our worldwide fellowship to ensure spiritual content and intent. 9. All policies in this document have been thoroughly discussed and approved by either TASC or the home groups of the Toronto Area of Narcotics Anonymous. 10. All procedures in this document have been thoroughly discussed and approved by either TASC or the home groups of the Toronto Area of Narcotics Anonymous. 11. It is strongly recommended in previous versions as with this one that revisions to the P&P include all past decisions made by both TASC and the Groups so we may continue to benefit from our collective wisdom and experience. Eliminating or winnowing text to suit readability could negate the work of our predecessors and often removes our valuable historic experience please proceed with caution. 12. With this latest revision we believe that we have made it easier for those that follow in our footsteps. Lets pray that members of the Toronto Area Service Committee find this P&P to be a useful resource in their collective service efforts.

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6 Toronto Area Service Committee Policies & Procedures Revised ARTICLE 1 - NAME... 1 ARTICLE 2 - SERVICE AREA... 1 ARTICLE 3 - PURPOSE... 1 ARTICLE 4 - THE GROUP... 1 ARTICLE 5 - VOTING CONSCIENCE... 1 Section 1 - Voting Conscience Defined TASC Conscience Group Conscience... 1 Section 2 - Participants Voting Participants Non-voting Participants... 2 Section 3 - Voting Procedures TASC Conscience Vote Group Conscience Vote Abstentions Quorum... 2 Section 4 - Observers... 3 ARTICLE 6 - ELECTION OF TRUSTED SERVANTS... 3 Section 1 - Elected Trusted Servants of TASC Election Time-Frame Service Term Defined Suggested Clean Time for Trusted Servant Positions... 3 Section 2 - Announcing Available Positions Unscheduled Vacancies Nomination Interview Discussion and Election Procedure... 4 Section 3 - Announcement of Upcoming Positions and Nominees... 4 Section 4 - Commencement of Service... 4 Section 5 - One TASC Elected Service Position TASC Trusted Servants Holding Positions at Other Levels of Service... 4 Section 6 - Recognition and Accountability... 4 ARTICLE 7 - REMOVAL OF TRUSTED SERVANTS... 5 Section 1 - Resignation... 5 Section 2 - Removal... 5 Section 3 - Non-compliance... 5 Section 4 - Flagrant Disregard of NA s Primary Purpose... 5 Section 5 - Conflict with Other Trusted Servant Duties... 5 i

7 Toronto Area Service Committee Policies & Procedures Revised ARTICLE 8 - DUTIES OF TRUSTED SERVANTS... 6 Section 1 - Group Service Representative (GSR)... 6 Section 2 - Chairperson... 6 Section 3 - Alternate Chairperson... 7 Section 4 - Secretary... 7 Section 5 - Alternate Secretary... 7 Section 6 - Treasurer Related Experience... 8 Section 7 - Alternate Treasurer... 8 Section 8 - Regional Committee Member (RCM)... 8 Section 9 Alternate Regional Committee Member (RCM)... 8 Section 10 - Subcommittee Chairpersons... 8 Section 11 - ORCNA Core Committee Representative... 8 ARTICLE 9 - TASC MEETINGS... 9 Section 1 - Meeting Location... 9 Section 2 - Scheduled Meetings TASC Meeting Start & Finish Times Extending Scheduled Meeting... 9 Section 3 - Nomination Meetings... 9 Section 4 - Election Meetings... 9 Section 5 - Conference Agenda Report (CAR) Meeting... 9 Section 6 - Special Meetings... 9 ARTICLE 10 - SUBCOMMITTEES...10 Section 1 - Formation Section 2 - Subcommittee Guidelines (Policies & Procedures) Section 3 - Annual Guideline Reviews & Financial Audits Section 4 - Monthly Reports Section 5 - Subcommittee Mandates (Subcommittees Defined) Activities Clean Times Toronto Area Convention Committee (TACC) Helpline Hospitals and Institutions (H&I) Toronto Area Literature Committee (TALC) Policies and Procedures (P&P) Public Relations (PR) Section 6 - Additional Considerations (Appointment, Suspend and Dissolve) Appointment of an Acting Subcommittee Chairperson When a Subcommittee is defined as Suspended ii

8 Toronto Area Service Committee Policies & Procedures Revised On-going Nomination Period When is a Subcommittee Dissolved Gathering Archives Addressing On-going Business from a Suspended or Dissolved Committee. 12 ARTICLE 11 AD HOC COMMITTEES...13 ARTICLE 12 - REVISING POLICIES AND PROCEDURES...13 ARTICLE 13 - PRUDENT RESERVE & MANAGING FUNDS...14 Section 1 - Prudent Reserve Amount Section 2 - Below Prudent Reserve - Financial Disbursements Procedure Fixed Operating Costs - Defined Expense Reimbursement - Defined Reduced Available Funds for Subcommittees Falling Below Half of Prudent Reserve Section 3 - Above Prudent Reserve Donations to Other Levels of Service Disbursal Amounts Disbursal Time Frame Additional Disbursements Changing the Percentage Amounts Section 4 - Managing Income ARTICLE 14 - TASC BUDGETING & TREASURER S REPORTS...15 Section 1 - Creation of the Monthly Treasurer's Report Section 2 - Creation of the Annual Budget for TASC Creating the Budget Presenting the Proposed Budget to TASC Voting on the Proposed Budget Amending the Proposed Budget, Prior to TASC Approval Amending the Budget After It Has Been Approved by TASC Interim Budgeting Guideline ARTICLE 15 - MISCELLANEOUS ITEMS & GUIDELINES...17 Section 1 - Group Fundraising and Personal Accolades Section 2 - Additional Handling of Motions Section 3 - Other Items APPENDIX 1 - TASC MEETING FORMAT (AGENDA)...18 APPENDIX 2 - TASC SERVICE RESOURCES...19 Section 1 - Orientation for New Group Service Representatives TASC Policies and Procedures A Guide to Local to Services in Narcotics Anonymous iii

9 Toronto Area Service Committee Policies & Procedures Revised The Twelve Concepts for Service in NA The Group Booklet Clean Times Literature Subcommittee Helpline Monthly GSR Reports Section 2 - Monthly Group (GSR) Report APPENDIX 3 - NOMINEE QUESTIONNAIRE...21 APPENDIX 4 - TENTH CONCEPT REDRESS APPENDIX 5 - LIABILITY INSURANCE POLICY PROCEDURES APPENDIX 6 - TAKING THE AREA MINUTES Section 1 - What is Included in The TASC Minutes Introduction & General Information Motions Vote Results Summary of GSR Reports Trusted Servants APPENDIX 7 - MOTION LOG PROCEDURES Section 1 - Keeping the Log APPENDIX 8 - SERVICES PROVIDED TO TASC BY OUTSIDE ORGANIZATIONS Section 1 - Services Provided to TASC Section 2 - TASC Meeting Location Section 3 - TASC Postal Mailbox TASC Mailbox Location Mailbox Access Section 4 - TASC Storage Locker TASC Storage Locker Location TASC Storage Locker Access Section 5 - TASC Website and Address Section 6 - TASC Helpline Telephone Service Section 7 - TASC Bank Account APPENDIX 9 - MOTION TABLE APPENDIX 10 - RULES OF ORDER Section 1 - Decorum Statement Section 2 - Debate Limits Section 3 - Motions Overview iv

10 Toronto Area Service Committee Policies & Procedures Revised Section 4 - Main Motions Section 5 - Parliamentary Motions Motion to AMEND Motion to call the PREVIOUS QUESTION Motion to TABLE Motion to REMOVE FROM THE TABLE Motion to REFER Overview of Motions to RECONSIDER or RESCIND Motion to RECONSIDER Motion to RESCIND (or AMEND something previously adopted) Request to WITHDRAW A MOTION Offering a SUBSTITUTE MOTION Motion to ADJOURN Section 6 - Other Procedures Order of the day Point of Order Point of Appeal Parliamentary Inquiry Point of Personal Privilege Point of Information Section 7 - Options for Voting Procedures Show of Hands Roll Call Vote Secret Ballot APPENDIX 11 - GSR GUIDE Section 1 - Important Documents Needed for Participation at TASC TASC will Provide: GSR Duties: Section 2 - TASC Meeting Format Section 3 - Voting Section 4 - GSR Orientation Session APPENDIX 12 - ARCHIVES RETENTION SCHEDULE Section 1 - TASC Original Monthly Minutes TASC Final Approved Minutes Subcommittee Documents Cleantimes Section 2 - TACC Minutes, Associated Reports, Registrations and Banners Registration Packages Convention banners v

11 Toronto Area Service Committee Policies & Procedures Revised Section 3 - Other NA Service Documents Section 4 - Disposal APPENDIX 13 - TASC ACCOUNTS Section 1 - Administration Section 2 - Usage Section 3 - End of Term vi

12 ARTICLE 1 - NAME The name of this committee is the Toronto Area Service Committee of Narcotics Anonymous, also referred to as TASC. ARTICLE 2 - SERVICE AREA The service area includes that geographical area bounded by Highway 407, Lake Ontario, Brock Road and Winston Churchill. Within those boundaries and except where specific Area Service Committees of Narcotics Anonymous have become operational, anyone may request the services of the Toronto Area Service Committee. For details regarding TASC Meeting Location and Times please refer to Article 9 TASC Meeting. ARTICLE 3 - PURPOSE The purpose of this committee is to administer and coordinate the activities common to the welfare of the Narcotics Anonymous Groups within the boundaries of the Toronto area, to support the needs of the Groups, to serve as a link between these Groups and the Ontario Regional Service Committee of Narcotics Anonymous, and to foster unity. For the purpose of these guidelines, the term "Narcotics Anonymous Group'' shall be defined as stated in the approved service manual of Narcotics Anonymous. TASC assists the Groups in carrying the message of recovery, and is to be of service, never of government. ARTICLE 4 - THE GROUP The primary purpose of a Narcotics Anonymous Group is to carry the message of recovery to the addict who still suffers. NA groups, not NA meetings are the foundation of the service structure; it is the groups coming together to provide services that create this structure. The second concept states that NA groups bear the final responsibility and authority for all the services of the extended NA fellowship. Each group should send stable, active Group Service Representatives to participate in the work of the service structure on the group s behalf. It is recommended that the Home Groups provide their GSR with the following items: A Guide to Local Services in Narcotics Anonymous, The Group Handbook, The TASC Policies & Procedures Handbook and any available past minutes of TASC. These should be passed from the outgoing to the incoming GSR in order to maintain continuity. Each group considers how it will provide the support the NA service structure needs to do its work. ARTICLE 5 - VOTING CONSCIENCE The Toronto area groups have created the TASC service structure to serve the common needs of the groups. Group conscience as well as TASC conscience are the means by which spiritual guidance is brought to bear in making service related decisions. It is not simply a method for voting, nor are they the only considerations in the decision making process. Section 1 - Voting Conscience Defined The full participation of all TASC members and groups is of great value as we seek to express the collective conscience of the whole. Our services must consider all viewpoints when making plans essential to a balanced service structure that best enable us to fulfill our primary purpose. All of us have been entrusted to each other in our recovery. May our Higher Powers guide us in our service efforts? The two types of voting consciences are defined below TASC Conscience TASC conscience is a service decision not directly affecting the groups. This conscience is best expressed in areas of the dayto-day operations of TASC, for example, TASC meeting structures, TASC responsibilities to Subcommittees, etc Group Conscience Group conscience is a service decision that will or may affect the groups directly, requiring that TASC seek guidance from the groups. This conscience is best expressed as the ways and means of the groups to convey to TASC their collective decision as to what services the area will support and in what way or manner. TASC will seek this guidance from groups in a responsible method, taking into consideration TASC s entrusted freedom and responsibility to exercise its best judgment and the groups right to final authority. Any issues forwarded to TASC from the Ontario Regional Service Committee or from a World Conference as a question to the groups will be immediately referred to the Toronto Area Groups for a group conscience. Page 1 of 35

13 Section 2 - Participants This committee shall have two types of participants only: one is voting, the other non-voting. Only voting participants shall have voting rights Voting Participants The voting participants of the Toronto Area Service Committee are listed below: a) GSRs or their alternates. GSRs or their alternates carry their home group s conscience on any Group Conscience matter. b) Regional Committee Members (RCM) or their alternate, (part of TASC Executive ) c) TASC Treasurer or their alternate, (part of TASC Executive ) d) TASC Secretary or their alternate, (part of TASC Executive ) e) TASC Sub-Committee Chairperson or their alternate Non-voting Participants a) The TASC Chairperson and Alternate Chairperson or any member acting in those roles will not vote at TASC. The duties of those positions are outlined elsewhere in this P&P. b) Other than the TASC Chairperson and Alternate Chairperson, all other non-voting participants are permitted to debate, question, enter (but not second) motions or nominations, present reports, present personal points of privilege, call for points of order and query the Chairperson. Such participants shall not be allowed to cast a vote on any matter requiring such, nor will they be permitted to appeal decisions of the Chairperson. NOTE: a voting member must second all motions. c) Some other examples of non-voting participants are (but are not limited to) NA members interested in a certain topic or TASC and/or service in general, the Ontario Regional Convention of NA Committee Core Representative and the Chair People of Temporary Ad hoc Committees. d) Non-addicts and/or non-na members are required to identify themselves to TASC when they arrive. Typically these individuals do not have the privileges accorded to other non-voting participants, although from time to time TASC may call upon one of them to address TASC or to do specific work for TASC. In these circumstances, these Non-addicts and/or non-na members may at the discretion of TASC be accorded some or all of the privileges of other non-voting participants see Article 5, Section 4 Observers. Section 3 - Voting Procedures The following outlines procedures and methods for voting at TASC TASC Conscience Vote Matters concerning TASC conscience require a simple majority of all voting participants Group Conscience Vote a) Matters concerning group conscience require a two-thirds majority of GSRs. b) On CAR motions the abstentions shall not be counted in calculating the 2/3 majority, as long as the count of the for and against votes totals quorum (see below Section 3.4) Abstentions a) Abstentions do not count in the vote except as an indication of the need for more discussion when a decision cannot be reached due to the number of abstentions. b) In this case a motion may be reopened for discussion or tabled in an effort to provide more information to these abstentions. c) To decide whether or not to abstain during a vote, the voter might ask themselves this question; if I were given more information, would I be able to vote either yes (for) or no (against) on this topic? If more information would help the voter decide, then a vote to abstain is useful to indicate the need for more information. If no amount of additional information will enable the voter to decide, it is recommended that the person not vote on the topic at all. d) In the event that the issue is reopened and discussed further, all eligible voters are welcome to vote again, keeping in mind the merits of the vote to abstain and the choice to not vote at all Quorum a) This is the minimum number of voting participants that must be present in order to vote on any motion. b) Groups Conscience 20 % of the number of groups represented on the most current meeting list. c) TASC Conscience 20 % of the number of groups represented on the most current meeting list, plus four subcommittee chair people plus one of the voting members of the TASC Executive. Page 2 of 35

14 Section 4 - Observers a) Narcotics Anonymous members not addressed elsewhere in these guidelines shall be considered observers. Narcotics Anonymous members only shall have the specific right to request the floor. The Chairperson has the exclusive right to grant or deny such requests. ARTICLE 6 - ELECTION OF TRUSTED SERVANTS Leadership qualities need to be carefully considered when selecting trusted servants, to provide the trust necessary to delegate the authority required for them to fulfil their purpose. It is the responsibility of all members of TASC to become familiar with our Fourth Concept and elect trusted servants keeping this in mind. Section 1 - Elected Trusted Servants of TASC The elected officers of the committee shall include, but not be limited to: a) Chairperson and Alternate Chairperson (members of the TASC Executive ) b) Regional Committee Member and Alternate Regional Committee Member (members of the TASC Executive ) c) Treasurer and Alternate Treasurer (members of the TASC Executive ) d) Secretary and Alternate Secretary (members of the TASC Executive ) e) ORCNA Core Representative f) All Subcommittee Chairpersons Election Time-Frame With respect to Sections 2 and 3, TASC will undertake the election of officers as follows: a) The procedure to elect the Secretary, Alternate Secretary, Treasurer, Alternate Treasurer will commence (announce open positions) in July of each year; b) The procedure to elect the Chairperson, Alternate Chairperson and the Regional Committee Member and Alternate Regional Committee Member, will commence (announce open positions) in November of each year; (RCMs serve two year terms, one elected in odd numbered years the other in even years) c) The procedure to elect all Subcommittee Chairpersons will commence (announce open positions) in March of each year, except the TACC Chairperson d) The TACC Chairperson will be elected for the duration of each convention, with the election process for the next convention chair beginning one month after the completion of the last convention. e) The procedure to elect the Ontario Regional Convention Committee Core Representative will begin one month after the completion of the ORNCA Service Term Defined TASC elected servants are eligible to serve up two consecutive terms in the same position. When a trusted servant is elected with more than one third of the term remaining, it shall be considered a full term. Length of Terms shall be as follows: a) Administration and Subcommittee Chairs 1 year b) RCM and Alternate RCM 2 years c) TAAC Chair This term ends upon submission to TASC; the final TACC report and donation cheque (if any). d) ORCNA Core Rep This term ends upon the ORCNA wrap-up meeting Suggested Clean Time for Trusted Servant Positions To elect a candidate who does not meet the clean time guideline as indicated below, 80% of those voting must be in favour. a) Chairperson 5 years b) Alternate Chairperson 4 years c) Secretary 2 years d) Alternate Secretary 1 year e) Treasurer 3 years f) Alternate Treasurer 2 years g) Regional Committee Member 3 years h) Alternate Regional Committee Member 3 years i) Subcommittee Chairpersons 3 years j) ORCNA Core Representative 2 years Page 3 of 35

15 Section 2 - Announcing Available Positions a) All available positions are to be announced at the TASC meeting one month prior to the meeting at which nominations are to be held. See Section 1.1 above. b) Duties of the available Trusted Servants positions will be read out at this meeting. c) It is suggested and desired by TASC in the case of Subcommittee Chair nominations that standing Subcommittees submit a Letter of Nomination in support of any candidate Unscheduled Vacancies a) When a vacancy arises at a time other than that described in Section 1.1 above, the TASC Chair will give notice of intent to fill the vacancy and ask that nominations be brought to the next TASC meeting. b) With regard to subcommittees, the TASC Chair will appoint an acting Chairperson, see Article 10. c) The nominations to fill the vacancy will be held at the following TASC meeting. d) The election will be held one month after nominations Nomination Interview a) At the close of nominations for each position, each nominee states qualifications and the TASC Chair conducts the nomination interview see Appendix 3 Nominee Questionnaire, after which any member may ask questions. b) A member must be in attendance in order to be nominated Discussion and Election Procedure a) Elections are TASC conscience decisions. All voting members of TASC are permitted to vote in the TASC elections. b) Immediately prior to elections taking place for each position, the Secretary shall read each nominee's qualifications from the minutes of the previous meeting, and further questions may be asked. c) Following the discussion, nominees are to leave the room and voting takes place immediately, by a show of hands. d) The vote count is recorded and the position declared filled or still vacant. e) When the candidate with the most votes has less than a simple majority of the votes cast, a second vote will be done with the top two candidates only. Section 3 - Announcement of Upcoming Positions and Nominees Names of all nominees and any available service positions shall be announced as GSR points. Section 4 - Commencement of Service Newly elected officers and trusted servants will assume their responsibilities at the close of the meeting at which they are elected. Section 5 - One TASC Elected Service Position TASC elected Trusted Servants shall hold only one TASC elected position at a time. They may serve only two consecutive terms in the same position. Also no administrative officer of TASC shall hold an administrative position on any TASC subcommittee TASC Trusted Servants Holding Positions at Other Levels of Service TASC Trusted Servants may hold service positions in other levels of NA service, as long as TASC is made aware of that members multiple positions. TASC may from time to time determine that a Trusted Servant has taken on duties that conflict with their duties at TASC. TASC may decide to remove a person from a position for this reason as outlined in Article 7. Section 6 - Recognition and Accountability The names and TASC addresses of elected TASC Trusted Servants will be published in the Toronto Area newsletter (called the Clean Times ) and in the monthly minutes of TASC. Page 4 of 35

16 ARTICLE 7 - REMOVAL OF TRUSTED SERVANTS Section 1 - Resignation A trusted servant of this committee may resign whenever necessary. TASC requests that written notice be given to the TASC Chairperson at least 15 days prior to the next regular TASC meeting. Section 2 - Removal A motion for dismissal with due cause stated (as in but not limited to Sections 3 through 5 below) must be entered and seconded. The Trusted Servant will be notified by means of the contact information they have provided to TASC, and shall be afforded the opportunity to speak on their own behalf at either the current or next TASC meeting. A two-thirds vote is required for removal. Section 3 - Non-compliance A service member, with the exclusion of GSRs, may be removed from a position for non-compliance. Non-compliance includes, but is not limited to: a) Relapse b) Non-fulfilment of the duties of the position c) Absence from two consecutive regular meetings of the committee without prior notification to the TASC Chairperson or Alternate Chairperson d) Violence or threats of violence (including violent behaviour, words or actions) while acting as a TASC Representative or in other NA Meetings, NA Functions or NA Events. Section 4 - Flagrant Disregard of NA s Primary Purpose For the duration of any TASC service commitment with TASC or any TASC Subcommittee, a trusted servant/member shall not engage in any business or conduct clearly contrary to our primary purpose of carrying the message of possible recovery from active addiction in Narcotics Anonymous. Members found to be so engaged shall be immediately suspended from service until such time as the responsible committee may address the issue as a body. Examples of such conduct shall include but are not limited to, the manufacture or distribution or sale of illegal, illicit or un-prescribed drugs by an inappropriate or unlicensed professional. Section 5 - Conflict with Other Trusted Servant Duties Members may hold only one TASC elected position. Although permitted to hold positions at other levels of service, in the event that TASC identifies a conflict between a TASC Trusted Servant position and a duty elsewhere in the fellowship; the member will be offered the opportunity to step down from any position deemed in conflict. In the event that this does not occur in a timely fashion, TASC may remove the person from their TASC position. Page 5 of 35

17 ARTICLE 8 - DUTIES OF TRUSTED SERVANTS When taking any service position it is important to carefully consider the responsibilities and accountabilities of that position. A working knowledge of the Twelve Steps, the Twelve Traditions, and the Twelve Concepts for Service of Narcotics Anonymous is helpful in all of the service positions, as is a clear understanding of these Policies and Procedures. A trusted servant will know which service meetings to attend and will attend them in their entirety. Narcotics Anonymous service is a team effort and the full participation of each member is of great value, no member is more important than any other. Selfless service is our spiritual endeavour. Section 1 - Group Service Representative (GSR) a) A GSR should have the willingness and desire to serve, b) An active participation in their home group, c) Knowledge of the Twelve Steps and Twelve Traditions, d) An understanding of our NA service structure, service literature and the responsibilities of this position. Obtain and become familiar with the most recent Policies and Procedures guidelines in effect, e) The GSR keeps the Group informed each month of what happened at the TASC meeting, the needs of the Area, and any activities or subcommittees that have been started or need support, f) To discuss the progress and needs of their Group with members and trusted servants of other Groups at TASC meetings, g) Submit a GSR Report to TASC h) Deliver Home Group Area donation cheques to the TASC Treasurer at TASC meetings, i) Deliver payments to and pickup literature orders from the Literature Chairperson at TASC meetings, j) Bring matters requiring group conscience to the Group and return this conscience to TASC, k) The GSR should take part in the planning and implementation of any functions that affect the members of their groups, l) Members of a group should always be able to speak with their GSR for information regarding activities, other groups, and our NA service structure, m) It is strongly suggested that a GSR include the GSR alternate in all aspects of these responsibilities, n) To aid the Alternate GSR in learning all aspects of the GSR position. Section 2 - Chairperson a) The Chairperson must be capable of conducting a TASC meeting with a firm, yet understanding hand. The Chair will know and understand the Twelve Steps, Twelve Traditions and the Twelve Concepts of Narcotics Anonymous, the Policies and Procedures of TASC, and be familiar with the service literature as applied in our Area and Region, provided by the WSO of NA. b) In conducting a meeting with impartiality and fairness, the Chair is responsible for opening on time, c) Providing and following an Agenda, d) Maintaining the focus of discussion according to the approved format, e) The Chair recognises or rules as out of order (see Appendix 10, Section 4c ) any motion presented to the committee, f) Enforces the rules relating to debate, g) States and puts to vote all questions legitimately brought forward, and rules on all such votes following the applicable policy, h) These duties include refusing to recognise frivolous or deliberately obstructive motions i) Responding appropriately to questions concerning procedural rulings or appeals, j) In the instance where no clear guideline exists, the Chair will submit the question to the Committee, drawing on the experience and collective wisdom of the members when making a decision, k) The Chair may refer a motion to the appropriate Subcommittee for wisdom, l) Appoint a suitable Acting Chairperson for any subcommittee where no one has been elected to fill that position. m) The Chair has the authority to strike an ad hoc committee for a specific purpose when the committee indicates a need, n) Declares the meeting adjourned when the committee so votes, or upon completion of the agenda or in an emergency affecting the safety of those present, o) The Chairperson is required to be a signing officer on the TASC, TACC, TALC and Activities bank accounts, p) Is authorised to conduct the general correspondence of TASC, including, when necessary, authenticating all acts, orders, and proceedings of the Committee by signature, q) It is the responsibility of the Chairperson to interview each Nominee during the discussion period of each Nomination and Election Meeting, r) During the Election Meeting in January, or at any time when a Chairperson resigns, a written Annual Report must be presented to TASC, s) The Chairperson will perform an Annual Audit in conjunction with the Treasurer, Alternate Treasurer RCM and the Alternate RCM, to be presented at the September TASC meeting. t) The Chair will include the Alternate in all aspects of the Chairpersons position. Page 6 of 35

18 Section 3 - Alternate Chairperson It is the duty of the Alternate Chairperson of this committee: a) In the absence of the Chairperson, to serve as Chairperson. b) To assist the Chairperson in making a report of the year's work at the annual election meeting. c) To keep a back-up file of all committee minutes and reports. d) To maintain the committee's archives. e) To participate in meetings of the Policies and Procedures subcommittee. f) To brief new GSRs on their duties and responsibilities, to ask for volunteer GSR buddies, and to identify the RCM and Alternate RCM who can provide assistance. Also refer to Appendix 2, 9, 10 and 11 for important information about participation at TASC. g) Maintain, supply and have on hand three sets of new GSR packages which consists of i) TASC P&P, ii) A Guide to Local Services in Narcotics Anonymous, iii) The Twelve Concepts for Service in NA. h) Maintain supply and have on hand blank GSR Report forms. i) To hold one mailbox key and ensure mail is picked up monthly and distributed at each TASC meeting. j) Tracks storage locker keys and provides TASC Chair with current key assignments to be reported at each TASC meeting. Section 4 - Secretary It is the duty of the Secretary of the committee: a) In the absence of the Chairperson, the Alternate Chairperson, and the Regional Committee Member, to call the meeting to order and preside until the immediate election of a temporary Chairperson. b) To keep a record of all proceedings of the committee, see Appendix 6 Taking the Area Minutes and Appendix 7 Motion Log Procedures. c) To keep on file all committee reports. d) To maintain the TASC's files. e) To keep and update the committee's official membership list, and to call the roll where it is required. f) To make the records and minutes of meetings available to NA members and in the manner prescribed by the committee. g) To remove all personal information (i.e. members phone numbers or personal addresses) from the minutes, including reports, prior to distributing. h) Mail by post and/or two weeks prior to the next scheduled TASC meeting the previous month s TASC meeting minutes to all interested NA members, including GSRs, Subcommittee Chairs & TASC Executive members. i) Receive by mail and/or any recommended amendments to the aforementioned minutes and review them with the TASC Chair prior to the next TASC meeting. j) To provide committee members and delegates with whatever documents are required for the performance of their duties. k) To notify the participants of each special meeting, utilizing such method of notification as is agreed upon by the committee. l) To type and mail all correspondence of the committee that is not a function of other officers or subcommittees. m) To aid the Alternate Secretary in learning all aspects of the secretary s position. n) Collect the GSR reports from the RCM, to be summarized in the TASC minutes. o) The Secretary will receive the applicable budgeted amount from the TASC Treasurer as a float to pay for printing. Section 5 - Alternate Secretary It is the duty of the Alternate Secretary of this committee: a) In the absence of the Secretary, to serve as Secretary. b) To assist the Secretary in the performance of the duties described in Section 4. Section 6 - Treasurer It is the duty of the Treasurer of this committee: a) To be the custodian of the committee's funds and distribute funds in accordance with TASC conscience. b) The Treasurer is required to be a signing officer on the TASC, TACC, and Activities bank accounts, c) Creation of the Monthly Treasurer's Report. d) To make a full financial report annually in the September TASC meeting. This report will include all data from the previous September up to and including the current month. e) To perform an audit of the previous year s finances, in conjunction with the Alternate Treasurer, Chairperson RCM and Alternate RCM. f) Creation of The Annual Budget for TASC. g) To follow all other guidelines for Prudent Reserve, Budgeting & Miscellaneous Funding Items as set out in this P&P. h) To include the Alternate Treasurer in the preparation of all reports, and in learning all aspects of the Treasurer s position. Page 7 of 35

19 6.1 - Related Experience It is strongly suggested that the Treasurer have some accounting experience and has served as Alternate Treasurer. Section 7 - Alternate Treasurer It is the duty of the Alternate Treasurer: a) In the absence of the Treasurer, to serve as Treasurer. b) To assist the Treasurer in the performance of the duties described in Section 6. c) Aid in performing the annual audit and reports. Section 8 - Regional Committee Member (RCM) It is the duty of the Regional Committee Member of this committee: a) In the absence of the Chairperson and Alternate Chairperson, to call the meeting to order and preside until the immediate election of a temporary Chairperson, b) To represent the committee at each Ontario Regional Service Committee meeting, c) To submit a written report to TASC covering business of the previous ORSC meeting, d) To attend all TASC meetings where such meetings do not directly conflict with ORSC business, e) To inform the Secretary, after receiving and reviewing GSR Report forms, of any items requiring group conscience to be included on the agenda of the upcoming TASC meeting, f) To aid in performing the annual audit, in conjunction with the Alternate RCM, Treasurer, Alternate Treasurer, and Chairperson. g) The RCM in conjunction with the Alternate RCM, will be responsible to organize and host the CAR workshop meeting, held in the month of February prior to the World Service Conference (WSC). See Article 9, Section 5 Conference Agenda Report (CAR) Meeting. h) The RCM will receive $50.00 per quarter from the TASC Treasurer as a float to pay for printing. Section 9 Alternate Regional Committee Member (RCM) It is the duty of the Alternate Regional Committee Member: a) In the absence of the RCM, to serve as RCM. b) To assist the RCM in the performance of the duties described in Section 8. c) The Alternate RCM in conjunction with the RCM, will be responsible to organize and host the CAR workshop meeting, held in the month of February prior to the World Service Conference (WSC). See Article 9, Section 5 Conference Agenda Report (CAR) Meeting. Section 10 - Subcommittee Chairpersons The duties and responsibilities of each Subcommittee Chairperson include, but are not limited to: a) Act as liaison between the Subcommittee and the TASC, b) Provide a written monthly report, which will include a full financial statement of income and expenses to the regular TASC meeting. c) Be a signing officer, along with the Subcommittee Treasurer, on any bank accounts TASC has authorized for the Subcommittee s use (along with any other TASC assigned signing officers). d) Attend in its entirety each of the Subcommittee and TASC meetings. e) Subcommittees that require Storage Locker or mailbox access refer to Appendix 8, Sections 3.2 and 4.2 f) Assist the out-going TASC Treasurer in the preparation of the annual budget of the Subcommittee. Section 11 - ORCNA Core Committee Representative This position is a non-voting participant position at TASC however there are certain duties. Ontario Regional Convention of Narcotics Anonymous Core Committee Representative or ORCNA Core Rep is responsible to attend all ORCNA Core Committee meetings and report on these meetings to TASC. The ORCNA Core Rep may at times spearhead fundraising events for ORCNA in the Toronto Area, but is not required to do so by TASC. Page 8 of 35

20 ARTICLE 9 - TASC MEETINGS Section 1 - Meeting Location TASC meets at designated meeting facilities located within our service boundaries. The TASC Website and The Clean Times Newsletter announce TASC meeting locations and the Toronto NA Helpline can also direct anyone to the location of the next TASC meeting. Also refer to Appendix 8 Services Provided to TASC by Outside Organizations, for more details about TASC meeting locations. Section 2 - Scheduled Meetings Unless otherwise notified, TASC meets on the second Sunday of every month throughout the year. On occasions when the second Sunday falls on a long weekend, or Mother s Day, TASC will meet on the first Sunday of these months TASC Meeting Start & Finish Times The TASC meeting starts 10am, it ends at 4pm Extending Scheduled Meeting A simple majority is required to extend the TASC meeting beyond the regular closing time. Section 3 - Nomination Meetings The regular meeting in the months of April, August and December shall be known as the Nomination Meeting, and shall be for the purpose of nominating officers and trusted servants of this committee as provided in Article 6. Section 4 - Election Meetings The regular meeting in the months of January, May and September shall be known as the Election Meeting, and shall be for the purpose of electing officers and trusted servants of this committee as provided in Article 6. The Annual Reports will be presented at these meetings, and only urgent TASC business will be included on the agenda. Section 5 - Conference Agenda Report (CAR) Meeting The regular TASC meeting in the month of February prior to the World Service Conference (WSC) shall be known as the CAR Workshop meeting, and the CAR is the only business to be conducted at this meeting with the exception of any urgent business. This meeting is held to facilitate the ability for TASC trusted servants, and GSRs to be present and participate in the fellowship s decision-making process. The RCM and Alternate RCM will be responsible to organize and host the CAR workshop. The TASC Chairperson will conduct the meeting. Section 6 - Special Meetings The Chairperson of TASC may call special meetings, and shall notify the members of TASC. The purpose of the meeting must be clearly stated. No business other than that, which is stated, may be conducted. At least seven days notice shall be required. Page 9 of 35

21 ARTICLE 10 - SUBCOMMITTEES Section 1 - Formation The Toronto Area Service Committee (TASC) may establish subcommittees as necessary to perform certain duties. Subcommittees are formed with the approval of the voting members of TASC, via group conscience. Prior to formation, a specific mandate and a budget, where applicable, must be approved by TASC. These subcommittees are formed upon the election of a Chairperson. Accountability, participation and honest, open communication are the central features of the Narcotics Anonymous service structure. Our common welfare depends on NA unity. Section 2 - Subcommittee Guidelines (Policies & Procedures) All standing subcommittees of the TASC shall create and adopt guidelines that are consistent with A Guide to Local Services in Narcotics Anonymous, The Twelve Steps, The Twelve Concepts and The Twelve Traditions of Narcotics Anonymous. They may also refer to information available from the World Service Conference in the form of WSC approved handbooks and guidelines. Section 3 - Annual Guideline Reviews & Financial Audits a) TASC will annually review and approve the guidelines of each subcommittee as a whole. The TASC Chairperson may refer the guidelines of any subcommittee, for review by an appropriate body. b) For all Subcommittees (except TACC, see their Mandate in Section 5.3 below) that hold their own bank accounts and/or prudent reserves: Before the transfer of any stock and/or funds to any new Subcommittee Chairperson, The TASC Treasurer, The Outgoing Subcommittee Chairperson and the Incoming Subcommittee Chairperson will do a complete audit of finances and stock and the TASC Treasurer will report the findings to TASC at the next regular TASC meeting. Section 4 - Monthly Reports Each and every subcommittee or any other committee of TASC will submit a report including a financial statement that includes an income and expense report, to the TASC Treasurer and Secretary every month. These reports are required in order for TASC to release funds. Section 5 - Subcommittee Mandates (Subcommittees Defined) This is a brief account of the responsibilities of currently standing TASC subcommittees Activities a) This subcommittee arranges activities and various other social events. b) The purpose of these activities is to encourage a greater sense of unity among the members of the area. c) Fundraising is not a specific objective of these events. d) Income over and above the Activities prudent reserve will be turned over to TASC; except as indicated in Section 5.1 i), income over and above the Activities prudent reserve will be turned over to TACC by cheque at the next TASC meeting. e) Final accountability for merchandise from Toronto Area Conventions or other Toronto Area sponsored events falls to the Activities Subcommittee upon the completion of that event. f) The Activities Subcommittee holds a bank account and a prudent reserve. The committee is generally self-supporting but may request extra funds from TASC as a float to finance special events. g) When scheduling events and activities all other subcommittees will coordinate with the Activities Subcommittee. h) Revenue generating/fundraising is a secondary function of the Activities Subcommittee. i) Activities is responsible for TACC fundraising events once the TACC meetings have commenced; see Section 5.1 g). The TACC F&E Subcommittee will utilize these events to fulfil their function Clean Times a) The Toronto Area newsletter reports information concerning the Areas groups, services, and events. b) The Clean Times will print the names and numbers of all elected trusted servants, as well as committee meeting times and places and literature order bank account information. c) Groups and subcommittees have until two weeks prior to the regular TASC meeting to submit their announcements. d) Clean Times is not required to hold a bank account, and is provided a float and a monthly budget by TASC Toronto Area Convention Committee (TACC) a) TACC is charged with hosting a biannual convention. b) The primary purpose of this convention is to celebrate recovery. c) TACC is a self-supporting subcommittee of the TASC with a bank account and prudent reserve. d) This committee will apply the most current Toronto Area approved TACC Policy & Procedures document as outlined in Article 10 Section 3 a) above. Page 10 of 35

22 e) Income over and above the TACC prudent reserve will be turned over to TASC after a convention. The prudent reserve will provide start up funds for the next convention. The future convention will be seeded with 10% of the budgeted costs from the current convention. f) TACC will report all revenues and expenditures each month at TASC this shall include the bank ledger the cash flow budget, and the actual bank balance. g) TACC will coordinate the schedules of any activities with the Activities subcommittee h) Revenue generating/fundraising is a secondary function of the TACC committee. i) Regarding The Audit noted in Article 10, Section 3, b) above the audit will be completed by the TASC Treasurer, the TACC Treasurer and TACC Chairperson and will be completed within 60 days of the close of the convention Helpline a) The Toronto Area Helpline maintains a telephone information service that helps addicts and others in the community. b) Helpline is not required to hold a bank account, and is provided a float and a monthly budget by TASC Hospitals and Institutions (H&I) a) The Hospitals and Institutions Subcommittee conducts meetings that carry the NA message to addicts who often have no other way of hearing our message. These meeting are held in addiction treatment and detoxification centres, mental hospitals, jails, and prisons, introducing residents to NA. b) The H&I Subcommittee is not required to hold a bank account, and is provided a float and a monthly budget by TASC. c) H&I will coordinate the schedules of any activities with the Activities Subcommittee Toronto Area Literature Committee (TALC) a) The Literature Committee maintains a stock of NA approved books, pamphlets, key tags, TASC GSR Information packages (see Appendix 11 - GSR Guide) and other items for purchase. b) The TALC has a bank account, prudent reserve, and holds a reserve of stock (for prudent reserve info see Article 13). c) Revenue generating/fundraising is a secondary function of the Literature committee. d) TALC will return sales profits to TASC on a monthly basis at the TASC meeting when the total reserve of literature stock and cash are above the maximum amounts set by TASC. e) TALC will absorb into stock any orders that have not been picked up after two consecutive TASC meetings have elapsed, as long as the order was available for pick up at both meetings Policies and Procedures (P&P) a) It is the purpose of Policies and Procedures to review draft and offer guidance to TASC and all subcommittees in the development and application of procedural guidelines. b) P&P is not required to hold a bank account and is provided a monthly budget by TASC. c) P&P will maintain the Policy Log; see Article 12 g) and h) Public Relations (PR) a) The general mission of the Public Relations Subcommittee is to inform addicts and others in the community about Narcotics Anonymous. b) PR responds to media inquiries and conducts public meetings within the community. c) Public Relations is not required to hold a bank account, and is provided a float and a monthly budget by TASC. d) PR coordinates the schedules of any activities with the Activities Subcommittee. e) PR administers and maintains the TASC website. f) PR administers and is responsible to maintain, update and print, as needed, the Toronto Area NA Meeting Lists. Page 11 of 35