SAN FERNANDO VALLEY AREA SERVICE COMMITTEE OF NARCOTICS ANONYMOUS - GUIDELINES Dated May 1999 I. DECORUM STATEMENT San Fernando Valley Area Service Committee meetings should be conducted according to these rules of order. By following them we are striving to be sure that we are making decisions on the basis of principle rather than personality. All GSRs should be familiar with them. Once the meeting is underway, only one matter will be before the committee at any one time, and no other discussion is in order. Please respect the chair s right to be in control of the process of this meeting so that we may get the maximum results from its content. II. NAME A. This body shall be know as the San Fernando Valley Area Service Committee of Narcotics Anonymous hereafter referred to as the SFVASC. The area serviced by the SFVASC shall be bound on the West by Reseda Blvd, on the South by Mulholland Highway and on the east by the Glendale Freeway, (Highway 2). Until additional areas are devised, the SFVASC shall have the option to include neighboring meetings when applicable. III. PURPOSE A. The purpose of the SFVASC shall be the administration and coordination of Narcotics Anonymous activities common to the various groups comprising its membership and facilitating communication between the SFVASC and the rest of Narcotics Anonymous. These activities include furthering the N A program in accordance with the Twelve Traditions of Narcotics Anonymous.
**NOTE Specifically excluded from the objectives of the SFVASC area are the operation of any clubs, clubhouses, detox centers, or any such related facilities and the endorsement of any public or private projects on addiction or drug abuse as outlined in Tradition Six. The Twelve Traditions of Narcotics Anonymous shall provide the governing rules of this SFVASC IV. MEMBERS, Their Functions & Qualifications A. THE SFVASC SHALL BE COMPRISED OF: 1. Duly elected ASC officers 2. General Service Representatives and their alternates who have been elected to represent their meetings. 3. Sub-committee chairpersons as elected by the SFVASC B. CHAIRPERSON 1. The Chairperson arranges an agenda for and resides over the monthly business meeting. He/she must be capable of running a meeting with a firm, yet understanding hand. 2. Chairperson is also responsible for correspondence. At committee meetings he/she can vote only in the case of a tie. The Chair shall be one of the co-signers on the committee's bank account. For these reasons, it is suggested that he/she have a minimum five years clean. C. VICE CHAIRPERSON 1. The Vice-Chairperson shall perform the duties of the Chairperson in the absence of the same. He/she shall also be one of the co-signers on the committee's bank account. 2. They shall serve as the ASC's parliamentarian; answering questions about our rules of order, maintain regular contact with all ASC subcommittees and coordinating their efforts, conduct orientation for new GSRs and facilitate ad-hoc committees. Page 2
3. The Vice-Chairperson is responsible for maintaining the area guidelines, keeping a list of all motions made concerning area policy or sub-committees on file and updating it each month. For these reasons, it is suggested that he/she have a minimum of five years clean. D. REGIONAL COMMITTEE MEMBER (RCM) 1. The Regional Committee Member (RCM) is to the ASC what the GSR is to the group. As the representative of the Area, he/she represents the group conscience of the ASC at the Regional level. The ASC attends all SCRSC meetings, takes part in any decisions that affect the region as a whole, and submits a written report at each ASC meeting on RSC activities. For these reasons, it is suggested that he/she have a minimum of three years clean and at least one year prior regional experience. E. ALTERNATE REGIONAL COMMITTEE MEMBER (ALT RCM) 1. The Alternate Regional Committee Member shall attend the SCRSC business meeting and vote in the event of the RCM s absence. There is a oneyear apprenticeship as the alternate RCM before assuming full RCM s responsibilities. The Alternate RCM automatically moves into the RCM s position. The Alternate RCM is to attend all SFVASC business meetings and all RSC meetings as part of his/her apprenticeship. For these reasons, it is suggested that he/she have a minimum of two years clean. F. TREASURER 1. The Treasurer shall make an accurate written report using general accounting methods, disclosing contributions and expenditures at every regular SFVASC business meeting as well as an annual report at the end of each calendar year. He/she is the main signer on the Committee's Bank account. In addition the Treasurer shall also coordinate all area sub-committee activities (in a financial sense). For these reasons, it is suggested that he/she have a minimum of three years clean. Page 3
G. SECRETARY: 1. The Secretary takes roll and keeps accurate minutes of each SFVASC business meeting 2. He/she types and distributes copies of the minutes to the SCRSC, each active GSR of the SFVASC, each ASC officer and subcommittee chairperson. 3. The Secretary will maintain the SFVASC PO Box, renewing the lease yearly, and keeping a key to check the box at least monthly for all area correspondence. 4. He/she maintains a file of area correspondence up to one year and relates information as appropriate. For these reasons, it is suggested that he/she have a minimum of one year clean. H. ALTERNATE SECRETARY 1. The Alternate Secretary shall help the secretary in performing all of his/her duties as described above. The alternate shall perform the duties of the secretary in the absence of the same. 2. He/she shall notify SFV area group secretaries if their duly elected representatives have not been present at two consecutive SFVASC business meeting and are now on the inactive list. For these reasons, it is suggested that he/she have a minimum of one year clean. I. GROUP SERVICE REPRESENTATIVE (GSR) 1. The GSR is responsible to keep the group informed and to EXPRESS THE GROUP S CONSCIENCE IN ALL MATTERS, brought before the ASC business committee. 2. One GSR can represent each active SFV area group. In the event a regular GSR is absent with no alternate present, another group member may be sent in proxy for attendance purpose and meeting reports only, so long as this same member is not presently a regular GSR at another area meeting or officer of the SFVASC. 3. It is suggested that all GSRs and or GSR alternates become involved in one of the subcommittees. For these reasons, it is suggested that he/she have a minimum of one year clean. Page 4
J. ALTERNATE GROUP SERVICE REPRESENTATIVE **NOTE: have: V. Meetings 1. The Alternate GSR shall have the power to vote if the GSR is absent at one of the regularly scheduled SFVASC business meetings. It is suggested that each SFV area group duly elect one Alternate. It is further suggested that the Alternate GSR serve a one year apprenticeship to move directly into the GSR position after that year whenever possible to insure active participation in the area service structure. For these reasons, it is suggested that he/she have a minimum of six months clean. It is further suggested that all above-mentioned trusted servants The willingness or desire to serve. A history of continuous total abstinence for the various lengths of clean time determined by positions. A good working knowledge of the Twelve Steps, Traditions and Concepts of Service. An understanding of the service structure of Narcotics Anonymous and the responsibilities of their positions A. Executive Committee consists of SFVASC Officers, to wit: Chairperson, Vice- Chairperson, Secretary and Treasurer. B. The SFVASC shall hold regular monthly meetings. Special meetings may be called by: 1. A majority of representatives (or): a) The Committee Chairperson or Vice-chairperson on being advised of a matter of special and major determination such as major policy changes or large and unusual expenditures. b) Reasonable notice of such special meetings must be given to all committee members by the Secretary, who shall be notified directly by the ASC Chairperson or Vice-chairperson. Page 5
C. All SFVASC meetings shall be open to any members of Narcotics Anonymous who wish to attend as non-participant observers, but shall be closed to the general public. Committee Officers and members are the only participants unless the Chairperson asks someone for specific input of information or for clarification. D. It is suggested that every SFV group meeting hold steering committee meetings before or after their regular weekly meetings for purposes of elections, donations, literature purchases, etc. VI. SUB-COMMITTEE A. General Information About Subcommittees 1. Sub-Committees shall be formed as needed to implement and perform those services and/or special functions deemed necessary by the SFVASC 2. Chairpersons of Sub-committees shall be elected by the active members of the SFVASC 3. Sub-committee members are selected by their willingness to serve. 4. Upon election to chair a sub-committee, that same chairperson shall attend all SFVASC business meetings. In the event that sub-committee chairperson is absent at two consecutive ASC meetings this same chairperson will be deemed inactive and the chair will be filled by the ASC as necessary. 5. All Sub-committee chairpersons shall attend the ASC monthly business meetings and submit written reports. 6. Sub-committees that hold any type of monies shall be held financially and legally responsible for their committee s payables and receivables on a month to month basis. Further that all sub-committee treasurers and or chairpersons, in the event they do not elect to have a treasurer, be responsible to submit a written financial report using generally accepted accounting principles each month to the SFVASC B. ACTIVITIES SUBCOMMITTEE 1. Chairperson arranges events for Area Fellowship: Dances, Picnics, and learning days etc. 2. He/she arranges and holds monthly business meetings and is responsible to attend and provide both written and finance reports to the ASC at monthly meetings. Page 6
3. He/she is responsible contact and contracts with outside venues for these events. 4. He/she is also responsible to maintain a bank account for the committee. Because money handling is part of this commitment it is suggest that he/she have a minimum of five years clean and two years SFV area service experience. C. CONVENTION SUBCOMMITTEE 1. Chairperson arranges for the Annual Convention. He/she arranges and holds monthly business meetings and is responsible to attend and provide both written and financial reports to ASC monthly meetings. 2. He/she is responsible to maintain contact as primary liaison between committee and venue. 3. He/she is responsible for all contracts and commitments made by the committee. 4. He/she is also responsible for maintaining the subcommittees bank account. Because of the responsibilities and the large sums of associated in the operation of this committee, it is suggested that he/she have a minimum of seven years clean, three years of active area service and three years of Convention Subcommittee experience. D. HOSPITAL AND INSTIUTUTIONS SUBCOMMITTEE CHAIRPERSON 1. Chairperson keeps and maintains the list of area s panel commitments. 2. He/she arranges and holds monthly business meetings and is responsible to attend and provide a written report to the ASC at monthly meetings. 3. He/she is responsible for the pickup and distribution of allotted literature to Panel Chairs for panel meetings within our area. 4. He/she is not responsible for maintaining a bank account and is not to accept or deal with money. This committee does not handle money and is not responsible for a financial report. This committee is provided a budget from the area and it is the chairperson's responsibility to stay within that budget. 5 He/she is our primary liaison between the hospitals and institutions in the area requesting or having NA panels. Because of these requirements, it is suggested that he/she have a minimum of three years clean, one-year area service and one years service with H & I. Page 7
E. LITERATURE SUBCOMMITTEE 1. Chairperson arranges the pickup of NA literature from the RSO. He/she sells and/or distributes NA literature at the monthly ASC meeting along with distributing ASC sub-committee and Regional event flyers. 2. He/she arranges and holds monthly business meetings. 3. He/she shall maintain a committee checking account and is responsible for attending and providing written and financial reports to the ASC at the monthly ASC meeting. 4. Because of the responsibilities of this commitment along with the handling of area money it is suggested he or she have a minimum of five years clean and two years service experience. F. PHONELINES SUBCOMMITTEE 1 Chairperson maintains area helpline 2 He/she arranges and holds monthly business meetings 3 He or she is the primary liaison between ASC and telecommunications provider. 4 He/she shall attend regional Phonelines Committee meetings monthly and include results of those committees meetings to the ASC in report. 5 This committee does not handle money and is not responsible for a financial report. This committee is provided a budget from the area and it is the chairperson s responsibility to stay within that budget. 6 Because of the contact with the public and the training of phoneline service workers it is suggested that he or she have a good working knowledge of the 12 Steps and 12 Traditions and have a minimum of 3 years clean and 1 years experience in area service. G. PUBLIC INFORMATION 1 Chairperson is responsible for providing information about Narcotics Anonymous both inside (internally and outside (externally). Information about Narcotics Anonymous does not include personal stories rather it is meant as general information as to the availability of meetings, how meetings may be Page 8
attended, the history of Narcotics Anonymous, literature of Narcotics Anonymous and how it works. 2 He/she arranges and holds monthly business meetings and shall attend monthly ASC business meetings and furnish written reports. 3 This committee does not handle money and is not responsible for a financial report. This committee is provided a budget from the area and it is the chairperson s responsibility to stay within that budget. 4 He/she is the primary liaison between the ASC and outside sources requesting information about Narcotics Anonymous. He/she is the primary liaison between World, Region and other areas within the region requesting information or disseminating information about Narcotics Anonymous. 5 He/she shall attend regional Public Information Committee meetings monthly and include results of that committee s meetings within their ASC report. 6 Because of the contact with the public and the training of Public Information service workers it is suggested that He or She have a good working knowledge of the 12 Steps and 12 Traditions, a minimum of 3 years clean and 1 year of experience in area service. H. Newsletter Subcommittee 1 The Chairperson is responsible for the acquisition of information, personal stories, and area/regional and world events for publication in our area bimonthly newsletter. 2 This committee does not handle money and is not responsible for a financial report. This committee is provided a budget from the area and it is the chairperson s responsibility to stay within that budget. 3 The Chairperson arranges and holds monthly business meetings and shall attend the monthly ASC business meeting and furnishes a written report. 4 Because of the responsibilities of this commitment it is suggested that He or She have a good working knowledge of the 12 Steps and 12 Traditions and have a minimum of 2 years clean and 1 year of experience in area service. VII. VOTING PROCEDURES A. Only GSRs or GSR Alternates (in their absence) may vote at area meetings. The only exception to this is in the event of a tie. When a tie occurs, the area Page 9
chairperson cast a vote to break the tie. Any ASC member may introduce a motion to the committee. A GSR must second a motion made by a non-voting ASC member (officer or sub-committee chairperson). B. A quorum at all SFVASC business meeting shall consist of one-half of all active SFV meetings. A quorum being present, the matters before the committee shall be decided by a simple majority vote, except in electing officers and withdrawal of funds, which shall both require two-thirds vote. Abstentions are not considered in the calculation of a majority. For example, if the quorum is ten and two abstain, the majority is any amount greater than four. C. If any SFVASC GSR or Alternate misses two consecutive ASC business meetings they will as of that second meeting, be considered inactive as far as voting and will be dropped from the total roll that would make up a quorum. The same meeting can only regain it s vote by attending two consecutive meetings, and at the third, active participation can resume and will again be counted in the quorum. VIII. NOMINATIONS A. Nominations for officers and sub-committee chairpersons will be accepted from SFVASC members only, and all nominees must be present to accept or decline at the time of nomination. Nominations will be accepted at the regular scheduled meeting in May of each year. The exception is nominations for Convention Subcommittee Chair shall be opened the second month following the convention. B. Clean time, area service and committee experience guidelines are in fact suggestions. However, it is a serious issue when the ASC body waives any of these guidelines. For assistance in promoting the adherence to these suggested guidelines, at no time should clean time, area service or committee experience is waived if a willing qualified member were present. VIII. ELECTIONS A. Elections for officers shall be held at the next regularly scheduled business meeting in June of each year. There is an exception for the election of the Convention Subcommittee Chairperson, which shall be conducted at the ASC meeting three months after the convention. This will allow time for the final financial report to be received by the ASC. All nominees must be present. B. In the event of a vacated office, nominations shall be accepted immediately. Elections shall then be held the following month. Page 10
C. If any duly elected ASC Officer is a GSR at the time of election to office, he/she shall resign as GSR, enabling his/her group to elect a new representative, thus ensuring all groups equality of representation. Page 11
IX. RECALL A. Any SFVASC Officer or Subcommittee Chairperson may be removed during his/her term in office for loss of clean time or due cause by a quorum vote consisting of twothirds of all GSRs present. X. AMENDMENTS A. These guidelines may be amended at any time by a two-thirds majority of a quorum at any meeting of the SFVASC XI. CONFERENCE AGENDA REPORT A. An open conference is hosted by Regional Activities to review the annual World Service Conference Agenda Report. Members are encouraged to attend this Southern California Regional Activities Workshop (SCRAW). The Conference Agenda report is furnished at cost to any Officer or GSR that desires it. Page 12