Ontario Regional Convention Of Narcotics Anonymous

Transcription

1 Ontario Regional Convention Of Narcotics Anonymous Policies and Procedures Revised July 2014 GOD, grant us knowledge that we may write according to Your Divine precepts. Instill in us a sense of Your purpose. Make us servants of Your will and grant us a bond of selflessness, that this may truly be Your work, not ours in order that no addict, any where, need die from the horrors of addiction. Basic Text of Narcotics Anonymous - Page XVI

2 1.0 NAME ORC MEMBERS PURPOSE/FUNCTION PURPOSE OF THE CONVENTION: FUNCTION: ORC REFERENCES TWO OR MORE ORC COMMITTEES PREVIOUS ORC MERCHANDISE SERVICE MEETINGS ADMINISTRATIVE COMMITTEE: CHAIRPERSON ALT. CHAIRPERSON SECRETARY ALT. SECRETARY TREASURER ALT. TREASURER SUBCOMMITTEES GENERAL POLICIES ARTS AND GRAPHICS CONVENTION INFORMATION FUNDRAISING AND ENTERTAINMENT HOTELS AND HOSPITALITY MERCHANDISING PROGRAMMING REGISTRATION REQUIREMENTS FOR ELECTIONS DISMISSAL AND RESIGNATION DISMISSAL RESIGNATION VOTING AND NON-VOTING PARTICIPANTS VOTING PARTICIPANTS NON-VOTING PARTICIPANTS QUORUM/MAJORITY REQUIREMENTS VOTING PROCEDURES SECRET BALLOT TELLERS VOICE ROLL CALL SHOW OF HANDS ELECTION PROCEDURES ELECTION SCHEDULE NOMINATIONS VOLUNTEERS ELECTION VOTING ORC FUNDS GENERAL FINANCIAL AUDITS/REVIEW NEWCOMER DONATION TRAVEL POLICY...Error! Bookmark not defined DISSOLUTION BANK ACCOUNT AND SIGNING AUTHORITY TREASURER OF FUNDS REPORTING PROCEDURES SECRETARY TREASURER CHAIR SUBCOMMITTEE CHAIRS A.S.C.R. (Area Service Convention Representative) LITERATURE Ontario Regional Convention of Narcotics Anonymous Rev. July

3 19.0 ORDER OF BUSINESS AMENDMENTS OF ORC POLICIES ONTARIO CONVENTION RESOURSE COORDINATOR (OCRC) Position: Term: Travel: Intent of position: Appendix A Rules of Order Appendix B ORCNA Newcomer /Financial Hardship Policy Appendix C ORCNA SPEAKER EVALUATION FORM Appendix D OPENING SPEAKER MEETING FORMAT Appendix D BANQUET SPEAKER MEETING FORMAT Appendix D CLOSING SPEAKER MEETING FORMAT Appendix D MARATHON MEETING FORMAT Appendix D TOPIC WORKSHOP MEETING FORMAT Appendix D SATURDAY AFTERNOON SPEAKER MEETING FORMAT Document Acronyms ORC Ontario Regional Convention ORCNA - Ontario Regional Convention of Narcotics Anonymous ORSCNA - Ontario Regional Service Committee of Narcotics Anonymous OCRC Ontario Convention Resource Coordinator ASCR Area Service Convention Representative Ontario Regional Convention of Narcotics Anonymous Rev. July

4 ONTARIO REGIONAL CONVENTION OF NARCOTICS ANONYMOUS Policies and Procedures For the Host Area Convention Committee 1.0 NAME The name of this committee shall be the ORC (Ontario Regional Convention) The ORC is a Subcommittee of the ORSC (Ontario Regional Service Committee) and is responsible to the ORSC. 2.0 ORC MEMBERS The members of this Committee are: 1. Area Service Convention Representatives (ASCR), or alternate ASCR from all ORSC Areas 2. Subcommittee Chairs or Subcommittee Alt. Chairs 3. Chair 4. Alt. Chair 5. Secretary 6. Alt. Secretary 7. Treasurer 8. Alt. Treasurer 9. OCRC or Alt. OCRC 10. Past-Chair (representative from previous ORC) 11. Future Chair (representative from subsequent ORC) This shall be known as the Core Committee." 3.0 PURPOSE/FUNCTION 3.1 PURPOSE OF THE CONVENTION: The purpose is to bring our membership together in the celebration of recovery. Meetings, workshops and other activities are scheduled to encourage unity and fellowship among our members. 3.2 FUNCTION: The basic functions of the ORC in support of this purpose are to organize and carry out a convention, (in its entirety), in accordance with the 12 Traditions of NA, and the 12 Concepts of NA Service. Ontario Regional Convention of Narcotics Anonymous Rev. July

5 4.0 ORC REFERENCES Subcommittees shall comply in all actions with the following: 12 Traditions of NA 12 Concepts of NA Service current ORCNA Policies and Procedures current ORSC Policies and Procedures current editions of all NA Service handbooks future ORSC directives any special rules of order the committee(s) may adopt Robert s Rules of Order Modified (Appendix A attached) NOTE: Each ORC member shall be provided with a copy of: ORCNA Policies and Procedures ORSC Policies and Procedures (available on-line ) Robert s Rules of Order Modified (Appendix A ) 5.0 TWO OR MORE ORC COMMITTEES In the event that two or more ORC committees are in existence at the same time: 1. All fundraising is to be directed to the current ORC. 2. The second ORC will include the Chair or Alt. Chair of the previous ORC as an Administrative Committee member to encourage a smooth transition from one Committee to the next. This member will hold a vote on the Administrative Committee. 3. The Chair or Alt. Chair of the second ORC has a vote on the Administrative Committee of the previous ORC. 6.0 PREVIOUS ORC MERCHANDISE 1. All convention properties, excluding banners, shall be handed to the next Core Committee immediately following the current convention. All merchandise must be inventoried prior to turn over. The convention Chair is responsible for the transportation of all merchandise to the next Core Committee meeting of the subsequent convention. 2. This left over merchandise once inventoried and verified shall be the responsibility of the Fundraising and Entertainment Subcommittee as per Article 9.4 e) 3. A final report with recommendations, including a detailed inventory and Treasurer s reports, shall be presented at the next scheduled ORSC meeting, and a duplicate report shall be forwarded to the next ORC Chair. 4. The present Convention Chair shall be responsible to ensure delivery of convention banners to the storage locker through the OCRC on or before next scheduled ORSC meeting. They shall remain in the locker until at least 1 month prior to current convention. 5. Accountability for all merchandise is imperative to ensure an accurate report of finances to the ORSC. 6. Merchandise for resale shall only be given to an ORC member, or areas hosting ORC fundraisers or events with ASCRs in attendance at the Core Committee meetings, upon approval of two of the following positions of the Fundraising and Entertainment Subcommittee: Chair, Alt. Chair or Treasurer. Any individual signing for merchandise should meet the clean time requirement for handling funds. Ontario Regional Convention of Narcotics Anonymous Rev. July

6 7.0 SERVICE MEETINGS The principle on which all service meetings must be scheduled to maximize the ability of any NA member to attend these meetings, including out of town members. The responsibility for scheduling the time and place of service meetings rests with the ORC and its Subcommittees. Any changes due to bad weather or changes to meeting access shall be made through the Admin Committee and communicated to the ORC members promptly. Service meetings will be held only in public facilities where any NA member can feel welcome to attend and participate. Committee meetings WILL NOT take place in private residences for any reason. It is the duty of each Subcommittee to seek out meeting spaces that will accommodate their members at no cost wherever possible. Taking into consideration the above, the Core Committee meeting schedule is as follows: 1) Once a month up to two months prior to the convention. 2) Two per month up to one month prior to the convention. 3) Weekly during the last month prior to the convention. 4) Minimum of once every morning during the convention. 5) Two post convention meetings as per Article (within one month approx.) 8.0 ADMINISTRATIVE COMMITTEE: This committee is comprised of the following Administrative Officers who serve the ORC by expediting the administrative needs of the ORC: Chair Alt. Chair Secretary Treasurer OCRC or Alt. OCRC Chair or Alt. Chair of the past ORC Chair or Alt. Chair of the next ORC NOTE: The Ontario Convention Resource Coordinator (OCRC) is covered under Article 21.0 of these ORCNA P+Ps. The Administrative Committee s functions are to ensure that the Subcommittees work together; have the necessary resources to fulfill their duties; and to assist Subcommittees when help is needed. The members of the Administrative Committee shall review the performance of Subcommittees, the convention budget, and other matters which affect the convention. A member will be asked to act as a liaison between the Committee and a Subcommittee at the request and discretion of the Administrative Committee. The Chair shall present a report from the Administrative Committee. 8.1 CHAIRPERSON Demonstrates stability in the local NA community and administrative abilities. a. Organizes Subcommittees and arranges for elections of Chair-people, clarifies responsibilities of the Subcommittee and delegates major tasks to specific Subcommittees. Stays informed of the activities of each Subcommittee, and provides help when needed. b. Helps resolve personality conflicts within the committee. c. Keeps activities within the principles of the Twelve Traditions and in accord with the purpose of the convention. Ontario Regional Convention of Narcotics Anonymous Rev. July

7 d. Monitors the fund flow and overall convention costs, and helps organize the Subcommittee budgets. Prepares a budget for Administrative Committee expenses. e. Prevents decisions being made prematurely, in order to foster understanding by the entire committee prior to action. f. Allows the Subcommittees to do their jobs while providing guidance and support. Only major issues need be brought to the Core Committee meeting. Subcommittees should be given trust and encouragement to use their own judgement. g. Prepares the agenda for Core Committee meetings and Administrative Committee meetings. h. Chairs the Core Committee meeting as well as the convention and the main meeting Saturday night as per Article 7.0 i. Co-signs all contracts for the ORC in conjunction with the OCRC. j. Reports to the ORSC on progress of Convention planning. Also submits a final report with recommendations, including detailed inventory and a Treasurers report, in duplicate, at the next ORSC meeting following the convention as per Article 6.3 k. Ensures delivery of banners through the OCRC on or before the next scheduled ORSC meeting. l. Delivers all remaining leftover merchandise, signs, registration content leftovers, office supplies, etc., to the next Core Committee meeting of the next Convention. m. Continues to serving on next ORC as the Chair of the past ORC as per Article 8.1 n. Responsible for selecting personnel to escort the Convention Treasurer in conjunction with the Alt. Chair, Treasurer and OCRC. o. Responsible for possessing the back-up mail box key to serve in the absence of Secretary. 8.2 ALT. CHAIRPERSON a. Acts as Chairperson when the Chairperson is unavailable. b. Co-ordinates Subcommittees and attends Subcommittee meetings, as directed by Chairperson, in order to ensure that they get the necessary support to do a good job. c. Works closely with the Chairperson to help delegate responsibilities to Subcommittee Chairpersons. d. Provides a report to the hosting Area Service Committee on the progress of convention planning. e. Acts as Subcommittee Chair until the election of a Subcommittee Chair has been accomplished. f. May be asked to liaison a Subcommittee at the request of the Admin. Committee. g. Should have good organizational skills. h. Responsible for selecting personnel to escort Convention Treasurer in conjunction with the Chair, Treasurer and OCRC. 8.3 SECRETARY a. Provides a concise format for meetings to follow from the agenda prepared by the Chair. b. To record pertinent information using the meeting minutes template. Pertinent meaning, motion maker, who seconded, and vote results unless otherwise directed. c. Maintains minutes of all committee meetings and Subcommittee reports in PDF format for electronic distribution and archiving. Ontario Regional Convention of Narcotics Anonymous Rev. July

8 d. Verifies reports received by are identical with the reports submitted at the committee meeting. e. Assists all committees in mailing and correspondence. f. Keeps a record of recommendations to submit to the Convention Chair and OCRC for future ORC committee. This is to provide guidance and assistance as needed to facilitate a smooth transition between ORC Committees. This will also promote the growth and development of the ORC s primary purpose. g. Empties the mailbox just prior to each Core Committee meeting. All mail will be opened and processed at Core Committee meetings by appropriate Subcommittees. 8.4 Alt. SECRETARY a. Acts as Secretary if the Secretary is unavailable. b. Works closely with the Secretary to assist with all aspects of maintaining accurate minutes, reports, archiving and a record of recommendations for future ORC committees. c. May be asked to liaison a Subcommittee at the request of the Administrative committee 8.5 TREASURER Demonstrates stability in the local NA community; holds bookkeeping experience and mathematical aptitude; and holds employment or a visible means of financial support; has previous service experience with conventions or other large scale Fellowship activities; and has accessibility to other committee members, especially the Registration, Merchandise and Fundraising and Entertainment Subcommittees. a. Opens a bank account for the ORC as per section 16.6 in conjunction with the ORSC Treasurer. b. Works with the Chair and Alt. Chair in preparing a budget for the convention which is used for planning fundraising activities. The budget is based on the Subcommittees recommendations as to the funds required to carry out their tasks. A draft budget may be prepared, and then revised as the convention draws nearer. When all of the financial needs of the Subcommittees are listed and totalled, the income should be outlined: one source of income comes from fundraisers, and the second from registrations. Revised budgets are to be submitted to the ORSC with detailed explanations. c. Writes all cheques; collects receipts for all expenses; and ensures all expenditures are in line with the budget or have been submitted for group conscience approval. d. Responsible for all monies, including revenues from registration and banquet tickets; pays all bills; and advises the Chairperson on cash supply, income flow and rate of expenditures. Will not process for deposit any post dated cheques or any cheques one month prior to convention. e. Reviews Subcommittee reports for departures from the financial plan not mentioned in the original budget so that an accurate budget can be maintained. This information is included in the Treasurer s report. f. Ensures that each cheque has two signatures. g. Submits a complete treasurer s report within three months of the completion of the convention should be submitted to the sponsoring service committee along with fund disbursement. Ontario Regional Convention of Narcotics Anonymous Rev. July

9 h. Participates in a periodic review of all financial records made by the Regional Treasurer. The records should be reviewed at the time of the actual funds distribution in accordance with the Treasurer s financial statement requirements. i. May be asked to liaison a Subcommittee at the request of the Administrative committee. j. Is responsible to ensure accurate reporting of previous ORC Merchandise as outlined in Article 6.0 as well as the financial audit/review as outlined in 15.2 k. Responsible for assisting in selecting personnel to escort the Convention Treasurer in conjunction with the Chair, Alt. Chair, and the OCRC. l. Responsible for scheduling training sessions on cash registers prior to any event implementing all necessary safeguard practices for accuracy and accounting purposes. HELPFUL HINTS FOR TREASURER: Have an accountant check your work. Save all receipts. The ORC Treasurer is the only one to write/disburse cheques. Determine budgets for Subcommittees as early as possible. Maintain a separate account or record of monies received for banquet, brunch and registration and merchandise. Utilize the WSC approved financial guidelines whenever possible. 8.6 ALT. TREASURER Demonstrates stability in the local NA community; has bookkeeping experience and mathematical aptitude; and holds employment or a visible means of financial support; has previous service experience with conventions or other large scale Fellowship activities; and has accessibility to other committee members, especially the Registration, Merchandise and Fundraising and Entertainment Subcommittees. d. Acts as Treasurer if the Treasurer is unavailable. e. Works closely with the Treasurer to assist with all aspects of financial accountability. f. May be asked to liaison a Subcommittee at the request of the Administrative committee. 9.0 SUBCOMMITTEES The Subcommittees of the ORC are: Arts and Graphics Convention Information Fundraising and Entertainment Hotels and Hospitality Merchandising Programming Registration 9.1 GENERAL POLICIES a. All Subcommittee Chairs should have a working knowledge and experience with computer skills, or have the willingness to acquire basic skills. b. All Subcommittees should elect an Alt. Chairperson with a clean time requirement of 2 years. Ontario Regional Convention of Narcotics Anonymous Rev. July

10 c. Subcommittee Chairs are NOT to negotiate contracts or attempt to make changes to existing contracts. Contract negotiations are the responsibility of the OCRC as outlined in Article 20.3 d. All Subcommittees are required to submit 3 quotes with no exceptions to submit to Core Committee for group conscience approval and decision on disbursement of funds. All transactions must be pre-approved and every attempt should be made to stay within approved budget. e. All Subcommittees need to establish regular scheduled Subcommittee meetings. Subcommittee meetings WILL NOT take place in private residences as per Article 7.0 f. All Subcommittee Chairs or alternates are encouraged to attend each others meetings to ensure adequate help is provided to all Subcommittees equally, provide consistency and collaboration on all aspects of the convention, and maintain transparency to avoid misuse of time while fostering an atmosphere of mentorship throughout the convention planning g. ORCNA does not translate our convention speakers in any language. 9.2 ARTS AND GRAPHICS a. The Arts and Graphics Subcommittee is comprised of members who are artistic and energetic. b. The Subcommittee projects a budget figure for flyers, programs, banner(s), posters, floor plan (if required at main entrance), and other displays and graphics that will be used at the convention. c. The Subcommittee should elect trusted servants elected for the following positions with the suggested clean time: Chair-2 years; Alt-Chair-1 year and Secretary-6 months. d. The Subcommittee prepares a budget, and submits it to the Core Committee for approval. e. The Subcommittee should present a variety of logos and themes to the Core Committee in order to provide a choice of selections, and for approval. f. This subcommittee shall be responsible for the projection of digital imaging of all ORCNA banners displayed via video screen during our conventions. g. All artwork where the logo is used shall go through the Arts and Graphics Committee for approval first. h. When approaching NA fellowship for Logo and Theme song entries. Arts and Graphics Committee shall initiate all communication and notification. All submissions should be made directly to the Arts and Graphics Subcommittee which would then be gathered, processed and forwarded to the entire Core Committee in a properly prepared anonymous presentation. All submissions of themes and logos become the property of the convention. The selected logo and all artwork must be made Camera Ready ASAP. HELPFUL HINTS FOR ARTS & GRAPHICS: There are frequent periods of tremendous guesswork involved when forecasting budgetary proposals. Other than using exact estimates from print shops and supply stores, a good place to start is getting a copy of the floor plan to the facility. From there you just use common sense as to where signage will be needed. Maintain close communication with pertinent Subcommittees. For example, when registration forms are being designed, keep in contact with the Registration Subcommittee. Always stay in close contact with Merchandising. It is helpful to send a representative to the Merchandising meetings on a regular basis. Ontario Regional Convention of Narcotics Anonymous Rev. July

11 Solicit help from as many members as possible. Always adhere to the Group Conscience of the Core Committee, remembering that our Ultimate Authority is a loving God expressed through the Group Conscience. 9.3 CONVENTION INFORMATION The Convention Information Subcommittee is responsible for: a. Create an active Subcommittee which will aid in all areas of the Information committee. b. Responsible for working with the ORSC Web Servant to establish the web page information and establishing contact information links on the ORCNA web site. Shall be responsible for the ORCNA site in the absence of an ORSC Web-servant. c. Is responsible for insuring the Alternate store information and requirements for commercial vendors are posted on the ORCNA website. d. Staffing a Convention Information table. e. Responsible for greeters as well providing and coordinating all volunteers and general helpers as requested by other Subcommittees. f. Is responsible to post the Program in a PDF format on the ORCNA website 2-4 weeks prior to the Convention. g. Will acquire and maintain all communications equipment. Starting by getting three quotes from commercial providers. h. If recording services are not under contract, as per Article 21 c) this Subcommittee is responsible for the soliciting of recording services as well as forwarding all communication and inquires to the OCRC. NOTE: Contracts must be negotiated and signed by the OCRC in conjunction with ORC Chairperson. i. Responsible for the general environment and management of convention participants during the convention. j. Is responsible for the printing of all flyers and registration forms as well as their distribution to all Areas through out the Region as well as neighbouring Areas and Regions. This is to be done both electronically and physically. k. Will maintain communications with local P.I., Phone line and H&I committees to make sure all of their commitments know of the event. l. Develops a press package and protocol for dealing with the press as well as the general public, with the local P.I. committee m. Communicates to the fellowship regularly of all convention events taking place via a quarterly newsletter which should include other Subcommittee information and requests (i.e. carpooling info for ASCRs). This information should be distributed at the ORSC meetings and electronically to Area web sites and Newsletter Subcommittees. n. Responsible for listing events on the NAWS Events page. This is how the information gets into the NA Way. 9.4 FUNDRAISING AND ENTERTAINMENT This Subcommittee elects a Treasurer with a 2 year clean time requirement. a. This committee is responsible for communication and assistance where necessary, with all areas throughout the Ontario region pertaining to any fundraising endeavour. b. This committee is responsible for entertainment activities, selecting the bands or disc jockeys to be used at all fundraising and convention dances that are established by the ORC. They are also responsible for all other forms of entertainment which are provided in conjunction with the convention. This does not include activities put on by Area members Ontario Regional Convention of Narcotics Anonymous Rev. July

12 c. This committee s function is to raise funds for the convention, interest and support from the local NA community, while at the same time welcoming activities which motivate attendance by increasing awareness of how conventions like meetings help us as members in our personal recovery. d. Meeting one week prior to any activity for disbursement of funds and conducting an inventory check. e. This Subcommittee is responsible for all merchandise storage left over from previous convention and obtaining merchandise for auction at the convention as well as confirming an auctioneer. All auction merchandise MUST be numbered and inventoried prior to Auction and tracked financially during the auction. All items must be NA approved merchandise f. This Subcommittee is responsible for organizing one large fundraising day as the ORCNA Kick-Off approximately ninety (90) days prior to the Convention. All seven (7) Subcommittees are required to contribute in their respective areas as follows: Arts & Graphics: flyers Convention Information: greeters Fundraising & Entertainment: manages overall operation Hotels &Hospitality: food and facility Merchandising: merchandise Programming: flyers Registration: ticket sales g. In the event that the Hotel sound system is used for the Convention it is this Subcommittee s responsibility to insure a physical test of the sound equipment is performed. This test should be done when the decision to use the system is made and then again one week ahead of the Convention. 9.5 HOTELS AND HOSPITALITY a. The H+H Chairperson is present and assists in all ongoing negotiations with the facility in conjunction with the ORC Chair and or the OCRC. Including meeting space for the scheduled Core Committee meetings as per 7.0 b. Is responsible for all interaction with the facility Management and its staff, and maintaining a good working relationship between the facility and ORC. NOTE: Any problems that arise which may require a change in or negotiation of the contract is to be done as outlined above. c. Is responsible for the creation of a facility plan including booking meeting and banquet rooms and arrangements for the banquet. d. Responsible for arranging and/or organising a hospitality suite that will maximize fellowship access. NOTE Food or beverage will only be allowed if the venue permits it to be brought in and shall never be provided by the ORC or the H+H Subcommittee. e. Adopts a hospitality plan and ensures all logistical and technical support is provided. f. Approves the usage of the facility making the necessary arrangements to accommodate the needs of all Subcommittees. g. Performs an onsite assessment and co-ordinates an orientation and facility tour for all Subcommittees. Ontario Regional Convention of Narcotics Anonymous Rev. July

13 9.6 MERCHANDISING This Subcommittee shall have a Treasurer with a minimum of 2 years clean time. The merchandising subcommittee shall provide color samples with the convention logo printed on the sample, along with the quotes as per Article 9.1 d) to the core committee for final approval of any merchandise order. The samples may be fabric or paper. Merchandising as Fundraising: a. The merchandising effort on any convention should be based strictly on the need to generate funds to ensure the financial success of the event. Too often the merchandising efforts of the ORC detract from the primary focus. The focus of any convention is the celebration of recovery. Our efforts to generate funds from our members should be based solely on what is necessary to ensure that the convention is successful. Every convention committee wants to be able to provide commemorative items for the convention attendees, the efforts to do this should be done in such a way that a department store atmosphere is not created. b. Prior to any event, an opening inventory shall be performed, and immediately upon completion, a closing inventory shall be performed. A copy of the inventory report shall accompany the merchandise committee report and be forwarded to the convention treasurer. c. Any funds generated from a NA convention should be used to further enhance our fellowship either locally or worldwide. Careful consideration should be made in negotiating the purchase price of items selected for sale d. All items selected by the merchandising Subcommittee should be purchased outright by the ORC. Three different quotes are submitted for consideration. e. In cases where funds are not available to purchase the items, then the possibility of a consignment agreement should be investigated. This will ensure that all merchandising done at a convention is done by the merchandising Subcommittee. NOTE: Final negotiations and ALL contracts are to be signed by the OCRC in conjunction with Convention Chair. f. The merchandising Subcommittee Chairperson prepares a budget consisting of the items to be sold and expenses incurred. A general guideline for pricing is twice the amount of purchasing costs. This budget will be a complete summary of information regarding the ordering, marketing, and shipping of the items selected for sale at the convention (i.e. individual item prices, Service charges, consignment agreement terms if applicable, and the time frames for obtaining the items). The merchandising Subcommittee is responsible for the sale of all convention merchandise. ORC clean time requirements must be maintained in handling of merchandise and funds. Pre-convention merchandise: Pre-convention merchandise will be distributed to areas hosting ORC fundraisers or events with ASCRs in attendance at the Core Committee meetings, or any other ORC member. Any individual signing for merchandise should meet the clean time requirement for handling funds. All merchandise shall be inventoried regularly as outlined above, and will be distributed with receipt books which must be returned along with all monies collected and all unsold merchandise at the agreed upon time. It is not the Merchandise Chair s responsibility to attend events for sales. The Subcommittee must adhere to the proposed budget with respect to number of pre-convention items for sale. Merchandise will be distributed on a first come first serve basis to the ASCRs. This is for the simplification of bookkeeping as well as for the ease of distribution and accountability. Ontario Regional Convention of Narcotics Anonymous Rev. July

14 Pre ordering and On-site merchandise store: a. The Merchandising Subcommittee shall incorporate a pre-order option for available merchandise. This can be incorporated into the Registration form and separately. Standard points that must be adhered to and communicated are as follows - No post dated cheques. - Cut off for all cheques and orders are to be post marked 6 weeks prior to convention. NOTE: this pre-order option eliminates ALL presales of ALL merchandise on site before Merchandise room opens on Friday. NO EXCEPTIONS. b. The merchandising Subcommittee is responsible for communicating with the hotels and hospitality Subcommittee for the provision of space for a store at the convention site. Store hours should be co-coordinated with the programming and the hotels and hospitality Subcommittee to assure proper scheduling with the facility management. c. Recommended on-site merchandise store hours are as follows: - Friday 5:00 pm 7:00 pm, and after opening speaker for two hours. -Saturday 10:00am 12:00 noon, 1:00 pm 4:00 pm, and two hours after main speaker. -Sunday 9:00 am 11:00 am. d. The merchandising Subcommittee is responsible for the storage of all items, in a secure place, and the delivery of all receipts promptly to the ORC Treasurer. Immediately following the convention, a final statement of remaining inventory is submitted to the Treasurer at the onsite convention wrap up meeting. This information should be included in the Treasurer s final convention report. In addition to the statement of remaining inventory a complete set of records detailing all Subcommittee orders for merchandise, expenditures, and sales should be given to the treasurer with in one week of the convention to assure accountability for all merchandise expenditures. On-site literature sales: The merchandising Subcommittee shall set aside space within the store for the sale of NA approved literature and related items selected for sale at conventions. The convention Chair will inquire if the Ontario Regional literature Chair will be attending the convention to sell literature on the region's behalf. Should the regional literature committee decline, the literature committee of the hosting area may be approached for the same said purpose after discussion at Core Committee meeting for group conscience. Alternate store: On occasion there will be committee representatives from other NA conventions or similar activities (i.e. Area, Regional, World convention committees) at a convention. Many times these committees would like to sell items from a previous or upcoming NA event. This should be allowed, as long as it does not conflict with the merchandising effort of the sponsoring ORC. The Merchandising Subcommittee shall co-ordinate arrangements to provide space for this type of sale to take place with the Hotels and Hospitality and the Programming Subcommittees. This space is to be provided prior to the closing speaker. The ORC must receive a letter from the vendor s sponsoring Area, Region or convention on letterhead with the Chairperson s signature and one other Administrative member with a phone number for verification. A verification call should be made by the Convention Chairperson or the OCRC. This allows the host committee ample time to plan for the provision of space and the scheduling of the sale so as not to interfere with the convention Ontario Regional Convention of Narcotics Anonymous Rev. July

15 program. It is important that the host committee be reasonably sure that such sales will benefit the fellowship. This alternate store requirement shall be placed on the convention website. Commercial vendors: There shall be no outside commercial vendors permitted except for the contracted recording Services. Registration packages: a. Merchandise that is to be supplied for the registration packages will become the responsibility of the Merchandising Subcommittee; the selection of the merchandise for these packages will be left to the Registration Subcommittee. b. Although these steps may seem a bit excessive, they are necessary to ensure that proper accountability is always maintained. Additionally, using a set of established Policies makes merchandising much easier to handle. Finally, we all have a responsibility to ensure that our Fellowship, and not individuals, is the beneficiary of funds generated at NA Conventions. 9.7 PROGRAMMING a. Secures all speakers and Chairpersons for meetings. b. Create the Schedule or (program/pamphlet) including topics, times, speakers, rooms and all events, to be printed for registration packages. All printing ought to be done through the Convention Information Subcommittee or vendor. This Schedule must include a statement for handling the press, and to direct press to Convention Information table. NOTE: final negotiations and ALL contracts are to be signed by the OCRC in conjunction with Convention Chair c. The Schedule shall include 2 Regional Workshops on Saturday, shall have no more than 3 workshops scheduled at one time, shall limit workshops after main meetings on Friday and Saturday night to 1, shall also incorporate a meal break from 5:00-7:00 pm on Saturday evening. Policies: 1. Prepare a budget and submit to Core Committee which includes funds for three main speaker s accommodations, registrations, banquet tickets and travel expenses. Using three quotes as per Article 9.0 General Policies. 2. Shall use the approved meeting formats (Appendix D) received from the OCRC. Schedule a thirty (30) minute break between meetings, as well as 30 minutes between clean time countdown and Main Speaker. 3. Will also use standard Evaluation Form (Appendix C) for grading all speakers. This form will be supplied by the OCRC. Must choose and approve all speakers by the Subcommittee, except if time does not permit then at least two (2) officers of that Subcommittee may approve speaker. 4. Shall adhere to following clean time requirements; Main Speakers 10 years and Workshop Speakers 5 years with the exception of Newcomer Panels which will have a 2 year clean time requirement. Ontario Regional Convention of Narcotics Anonymous Rev. July

16 5. The Chairpersons of the three main meetings are as follows: Friday Opening (past ORC Chair or OCRC); Saturday main (Convention Chair); Sunday closing (future ORC Chair) 6. Main Speakers shall be reimbursed for expenses once they have arrived at the Convention as per Article ORCNA does not translate our convention speakers in any language. Procedures: 1. Secure a room for Subcommittee meetings. Work with Hotel s and Hospitality to secure meeting space at the convention for speakers, workshops and Core Committee meetings. 2. Plan main agenda ; firstly by choosing topics and times and, secondly by choosing speakers and Chairpersons. 3. Start a library to keep track of and assign all tapes/cds in an Anonymous format (i.e. numeric value). Create a system for ALL members of Programming to sign out a minimum of two tapes/cds, per month to be reviewed to by each member (more if necessary). Start listening to speaker recordings individually and collectively and grade using the approved Evaluation Form ; and then bring forward the possible candidates. 4. Host a speaker jam approximately 9 months prior to Convention as to provide a trial run as to the way you will record, coordinate, and select speakers and topics. Ensure you go through all the proper channels, i.e. other Subcommittees as you would a real convention. 5. Have the three (3) main speakers that have a minimum of 10 years clean time approved and booked at least six (6) months before the convention. 6. Draft a flyer, to send with registration forms and newsletter, requesting speakers. Use the Arts and Graphics resources and have all printing done by Convention Information. 7. Have a programming table at registration (or near the entrance of facility) to greet speakers and chairpersons as they arrive and confirm attendance. 8. Design a written system to keep track of all speakers and chairperson as they arrive and request ALL speakers and chairpersons to sign in upon arrival, as well as 20 minutes before they speak or chair. Also have back-up chairpersons and speakers for all meetings. 9. Each position of chairperson and speaker is filled by different individuals to allow maximum participation by the fellowship. 10. All of the above responsibilities/duties will be increased proportionally to time remaining until the Convention. 9.8 REGISTRATION a. Computer skills are vital to facilitate this Subcommittee in creating an organized filing system, a master list with duplicates, and ing confirmations. The Chairperson is the single point of accountability to create and update the master list with 2 or 3 backup lists. b. Is responsible to prepare a Budget and inputs dialog towards registration fee. Ontario Regional Convention of Narcotics Anonymous Rev. July

17 c. Is responsible to give input on all attendance projections, lost registration Packages, badges and lost paid event tickets to be approved by the Core Committee. d. This Subcommittee develops a registration form in conjunction with the Hotels and Hospitality and the Arts and Graphics Subcommittees. Then forwards to Convention Information for printing and distribution to fellowship as well as posting on the convention site. e. The registration form MUST include the following points Clarification of Make cheques payable to.. No post dated cheques and all cheques are to be post marked 6 weeks prior to Convention Pre-registration cut off date. Registrations must be post marked 6 weeks prior to Convention. Onsite registration available limited seating for banquet Pre-order of merchandise f. ALL registrations are to be opened and/or processed during the Core Committee meetings and therefore it is suggested to have Registration Subcommittee assistant at Core Committee meetings. g. Sends out confirmation, by if possible, to all registrants and keeps a back up record of all registrations for tracking purposes. The back up records shall be maintained separately in both numerical and alphabetical order. h. Approves all items to be included in the registration package. i. Responsible for the preparation of Newcomer/Hardship packages, and to work with Convention Information in setting up for all registrations and banquet/brunch ticket sales. NOTE: Refer to the Appendix B - ORCNA Newcomer/Financial Hardship Policy. j. Shall keep track of paid and Hardship packages during the Convention by issuing paid packages from number 0 up and Hardship Packages from last number down. Pre-assigning numbered registration packages IS NOT recommended. k. Shall communicate with all other subcommittees to ensure that a banquet menu and all banquet, comedy tickets ect are pre-printed and at the Registration desk prior to opening REQUIREMENTS FOR ELECTIONS 1. The suggested clean time requirements for elected ORC officers are as follows: Chairperson 5 years Alt. Chairperson 4 years Treasurer 4 years Alt. Treasurer 4 years Secretary 2 years Alt. Secretary 2 years Subcommittee Chairs 2 years Individuals handling money 2 years 2. Shall have willingness and commitment to service, time and resources necessary to do the job, previously fulfilled service experience and a good working knowledge of the 12 Steps and 12 Traditions and 12 Concepts of Service in Narcotics Anonymous. 3. Shall hold no other ORC position. Ontario Regional Convention of Narcotics Anonymous Rev. July

18 4. The single point of accountability lies within the Chair-people and those handling money should be under the scrutiny of the Chair-people. Two (2) years clean is required for those handling money. 5. Should a person seeking nomination without suggested clean time, a ninety percent (90%) approval rating must be achieved as in line with ORSC policies to waive clean time requirements DISMISSAL AND RESIGNATION 11.1 DISMISSAL a. Officers may be dismissed from their positions at any time for relapse, gross negligence of responsibilities, violence or threat of violence, continuous absenteeism (2 consecutive ORC meetings, except for humanitarian/compassionate reasons), inability to perform responsibilities, or refusal to comply with the documents listed in Section 4.0 of the ORC policies. b. A written motion for dismissal, with due cause stated, must be entered, seconded and filed with the Core Committee. The officer must be duly notified, in writing and shall be afforded the opportunity to speak on their own behalf before any vote is taken. c. Two-thirds majority will be required for dismissal. Voting for dismissal shall be conducted by secret ballot. The ORC Chair will verify the final tally RESIGNATION a. Voluntary resignation should be submitted in writing to the ORC Chair VOTING AND NON-VOTING PARTICIPANTS 12.1 VOTING PARTICIPANTS The voting participants of the ORC shall be Area Service Convention Representatives or alternate ASCR, Alt. Chair, Treasurer, Alt. Treasurer, Secretary, Alt. Secretary and Subcommittee Chairs, or their alternate. In the event of a tie vote, the ORC Chair shall declare the motion defeated NON-VOTING PARTICIPANTS A non-voting participant, having registered with the ORC Secretary and being recognized by the Chair is then permitted to debate question, enter or second motions and nominations, present reports, present personal points of privilege, call for points of order and/or query the Chair. 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 Chair. Subsequent ORC Chairpersons are non-voting participants. NOTE: Any member of the Fellowship, being recognized by the Chair may address the committee; however, these members are encouraged to ask questions or make comments through a Subcommittee Chair or ASCR to facilitate time management and provide continuity to Core Committee meeting members QUORUM/MAJORITY REQUIREMENTS QUORUM: One half, plus one of all eligible ORC voting participants. SIMPLE MAJORITY: One half plus one of all ORC voting participants in attendance. TWO-THIRDS MAJORITY: Two-thirds of all ORC voting participants in attendance. NOTE: Quorum must be reached by 30 minutes after scheduled start time or meeting is adjourned. Ontario Regional Convention of Narcotics Anonymous Rev. July

19 14.0 VOTING PROCEDURES 14.1 SECRET BALLOT Secret ballot voting shall be used for election and dismissal of ORC officers 14.2 TELLERS Two non-voting members appointed by the Chair. a. Teller initialled ballots will be distributed to and collected from all voting participants by the tellers. b. Ballots, indicating vote only, shall be tallied by tellers. c. Results of secret ballot votes shall not be published by number. d. The ORC Chair shall announce the results of the vote. e. Ballots shall be initialled by 2 tellers prior to distribution VOICE ROLL CALL a. All voting participants will be called in order and asked to verbally cast their vote. b. These votes will be recorded and published. c. Voice roll call voting shall be used for amendment of ORC Policies and Procedures, and issues where Area group conscience and Subcommittee conscience has been sought SHOW OF HANDS Voting shall be conducted in this manner for routine business. The vote count will be recorded (for, against, abstain) and the motion declared carried or defeated ELECTION PROCEDURES 15.1 ELECTION SCHEDULE Election for ORC office positions shall be held as follows prior to convention: Chair 1 ½ years prior to ORC at ORSC Alt. Chair 1 ½ years prior to ORC Treasurer 1 ½ years prior to ORC Alt. Treasurer 1 ½ years prior to ORC Secretary 1 ½ years prior to ORC Subcommittee Chairs 1 ½ years prior to ORC 15.2 NOMINATIONS VOLUNTEERS a. Announcements of available positions must be made one month prior to elections. b. Nominations or volunteers must be present or have submitted a service resume, when they are nominated or volunteer, at which time they will be given an opportunity to share with the committee their qualifications, and to respond to any questions. c. In the event a nominee cannot be present due to humanitarian reasons, a letter of intent may be submitted to the Core Committee, at which time election for the position may be held open until the next Core Committee meeting. NOTE: In some cases where there is only one nominee, proper voting procedures must still be followed (no acclamations). Ontario Regional Convention of Narcotics Anonymous Rev. July

20 15.3 ELECTION VOTING a. Voting for election of ORC officers shall be conducted by secret ballot. b. A simple majority shall be required to elect ORC officer. The balloting should be repeated for each position as many times as necessary to obtain a simple majority for a single candidate. In cases where there are more than two nominees, the nominee with the least amount of votes is removed from the next ballot. This clause may not however, be used if the result would be to eliminate all but one of the nominees. c. The election of Chairperson and the ratification of the Alt. Chairperson and Treasurer of the Convention will occur at the next ORSC. d. Candidates shall not be absent from the room during discussion but will leave during the voting tally procedure. e. In a case where there is only one (1) nominee, the result of the first vote will be binding ORC FUNDS 16.1 GENERAL a. The ORC shall be funded through contributions from its member areas or individual members of NA, and ORC Subcommittees. b. All revenue accumulated from these sources will be maintained in a general fund bank account, with separate bookkeeping of individual Subcommittee funds. c. All funds are subject to disbursement by the ORC Treasurer for paying obligations. d. The ORC Treasurer shall deposit all revenues upon receipt. e. Post dated cheques will not be accepted or cashed by any member of the ORC. f. All non-budgeted expenditures must be approved by a majority vote of the ORC or the Administrative Committee. g. In the event that a cheque is made payable to one of the co-signers, the payee shall not be authorized to sign said cheque. Therefore, the other two authorized signatures will be required. h. Normally, all expenditures shall be paid by cheque. Cash disbursement will only be issued after receipts are obtained. i. All proceeds from the sale of merchandise, convention profits, or funds otherwise raised through the efforts of Subcommittees shall be turned over to the ORC Treasurer. j. American money is to be taken at par. k. Upon completion of any ORC fundraising event three (3) members holding Administrative Subcommittee positions shall count the revenue, sign upon agreement of total funds raised and disburse the revenue to the Treasurer for a tally sheet and revenue bank deposit slip. l. Any member handling money shall have a minimum of two (2) years clean time. m. Cash disbursement shall be made only upon receiving of receipt FINANCIAL AUDITS/REVIEW An ORC audit shall be conducted within thirty (30) days of the ORC by the ORSC Treasurer. Periodic financial reviews can be called and conducted at any time by the Administrative officers of the ORC. This review will exclude the ORC Treasurer and will be conducted as outlined in the Treasurer s Handbook and its successors. The ORC Treasurer may be audited by the ORSC. Ontario Regional Convention of Narcotics Anonymous Rev. July