ByLaws

S.C.A.N.A. BY-LAWS  Approved May, 2014

Article 1  NAME

The name of this committee shall be the State College Area of Narcotics Anonymous. (S.C.A.N.A.)  The term "the committee" employed throughout this document refers to the Area Service Committee (ASC).

 

Article 2 SERVICE AREA

The service area shall include any group who wishes to affiliate itself with the State College Area of Narcotics Anonymous (no geographic boundaries).

 

Article 3 PURPOSE

The purpose of this committee shall be to administer and coordinate the activities common to the welfare of the Narcotics Anonymous groups within this area, to support the needs of these groups, to serve as a link between these groups and Mid-Atlantic 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.

 

Article 4  PARTICIPANTS

Section 1.  This committee shall have two classes of participants only, that of voting, the other non-voting.  Only voting participants shall have voting rights.  No person shall hold more than one membership in a class or combination thereof.  Owing to the size of the service structure at this time, however, a voting member may hold an additional position as an alternate officeholder, but such individuals may execute the duties of only one service position--representing one vote--at any regular meeting.

Section 1.1  Voting participants.

The voting participants of the committee shall be

  a) GSR's (or GSR Alternate in the GSR's absence)

  b) Area Service Conference Officers:  Secretary, Treasurer,

      Vice Chairperson and Area Service Representative (or the alternates

      in their absence)

  c) All subcommittee chairpersons.

  d) The Chairperson may vote only to resolve a tie.

 

Section 1.2  Non-voting participants. 

Any addict who is a member of Narcotics Anonymous is welcome to attend area service conference meetings as a non-voting participant. The non-voting participants of this committee also include the Chairperson (except as provided in Section 1.1) and any other officers of the committee or subcommittee Chairpersons who are not specifically assigned voting rights in Section 1.1)  Any non-voting participant may introduce motions and participate in debate and discussion.

 

Section 1.3  Motions may be made by any addict, but motions must be seconded by a voting member.

 

Article 5  OBSERVERS

Only Narcotics Anonymous members shall have the specific right to request the floor.  The Chairperson has the exclusive right to grant or deny such requests.  The Chair's decision is subject to appeal and may be overturned by a 2/3 majority of voting participants.

 

Article 6  ELECTION OF OFFICERS

Section 1.  The officers of the committee shall be a Chairperson, a Vice Chairperson, a Secretary, a Treasurer, and Area Service Representative, and an Area Service Representative Alternate.  Vice Secretaries and Vice Treasurers may also be elected to serve as an absent officer's alternate.  As such, alternates have voting rights only in the officer's absence.

Section 2.  Officers shall be elected by secret paper ballot to serve for one year or until their successors are elected, and their term of office shall begin at the start of the regular meeting following the meeting at which they are elected.  The person receiving the most votes for a given position will be declared the winner.

Section 3.  Officer elections will follow this calendar:  August--nominations and volunteers are taken;  September--elections are held; October--new officers assume their duties.

Section 4.  No officer shall hold more than one office at a time, except as stipulated in Article 4, Section 1, in the special case of alternates.  No officer shall be eligible to serve more than two terms consecutively in the same office.  Upon election to an area service committee officer position the N.A. member should resign from any other service position as soon as practical.

Section 5.  An election to fill a vacancy in an office shall occur within two regular meetings after the vacancy arises.  Notice of intent to fill a vacancy shall be provided to all groups in the area.  In the case of a vacancy in the office of Chairperson, the Vice Chairperson shall assume the duties of Chairperson until the start of the regular meeting following the election of a Chairperson.  In the case of a vacancy in the office of Area Service Representative, the ASR Alternate shall assume the duties of the ASR until the start of the regular meeting following the election for an Area Service Representative.

Section 6.  Nominations.  Any N.A. member may nominate a fellow addict for a service position, or any addict may volunteer for nomination.  Nominations require no second.

Article 7  Removal of Officers

Section 1.  A service member may be removed from his or her position for non-compliance or a vote of non-confidence.  A two-thirds majority of all voting members is required for removal from office.  Non-compliance includes, but is not limited to:

   a) Loss of abstinence.

   b) Non-fulfillment of the duties of the service position.

   c) Absence at two regular meetings of the area service conference ~ without prior notification to the ASC Chairperson.

Section 2.  An officer of this committee may resign by providing written notice to the ASC Chairperson at least five weeks in advance of the upcoming regular meeting of the committee.

 

Article 8  Section A  Description of Offices

A brief description of each office follows.  Explicit duties are listed in Section B.

GSR- IS  RESPONSIBLE FOR THE COMMUNICATION BETWEEN THE GROUP THEY REPRESENT AND THE AREA. THEY ARE ONE OF THE MOST IMPORTANT PARTS OF OUR SERVICE STRUCTURE, WITH OUT THEM  WE DO NOT KNOW THE NEEDS OF THE GROUPS AND HOW BEST WE CAN SERVE THEM.

VOTING RIGHTS:  YES, ONE VOTE / GROUP

AREA CHAIRPERSON- IS RESPONSIBLE FOR CONDUCTING THE AREA MEETING, PREPARING THE AGENDA AND VARIOUS ADMINISTRATIVE DUTIES. PRIMARY TOOLS ARE PREVIOUS SERVICE EXPERIENCE, KNOWLEDGE OF ROBERT'S RULES OF ORDER, A FIRM HAND, A CALM SPIRIT,  A CLEAR MIND, AND A GOOD UNDERSTANDING OF HOW TO CONDUCT A WELL- ORDERED, PRODUCTIVE BUSINESS MEETING.

SUGGESTED CLEAN TIME:  1 YEAR

SUGGESTED LENGTH OF POSITION: 1 YEAR

VOTING RIGHTS:  ONLY AS TIE BREAKER.

AREA VICE CHAIRPERSON- IS RESPONSIBLE FOR WORKING CLOSELY WITH GSR'S AND CONTACTING THEIR RESPECTIVE GROUPS IN THEIR ABSENCE, ALSO COORDINATING SUBCOMMITTEES  EFFORTS WITHIN THE AREA. PRIMARY TOOLS ARE PROBLEM SOLVING AND COMMUNICATION SKILLS. THE VICE CHAIRPERSON IS ALSO RESPONSIBLE TO CONDUCT THE AREA MEETING IN THE CHAIRPERSON'S ABSENCE.  SUGGESTED CLEAN TIME:  1 YEAR

SUGGESTED LENGTH OF POSITION: 1 YEAR

VOTING RIGHTS: YES (when in capacity as vice chair;  however, when acting as chair, may only vote to resolve a tie.)

SECRETARY- IS RESPONSIBLE TO TAKE CLEAR ACCURATE MINUTES OF THE AREA MEETING, AND TO DISTRIBUTE THOSE MINUTES TO ALL VOTING MEMBERS OF THE ASC WITHIN TWO WEEKS AFTER EACH AREA MEETING. THE SECRETARY IS ALSO RESPONSIBLE FOR PRODUCING AND REGULARLY UPDATING A LOG OF ALL AREA POLICY ACTIONS. THIS LOG CONSISTS OF MOTIONS THE COMMITTEE HAS PASSED REGARDING THE GENERAL OFFICERS AND SUBCOMMITTEES. THESE MOTIONS SHOULD BE LISTED CHRONOLOGICALLY UNDER A HEADING FOR THE OFFICER OR SUBCOMMITTEE THEY AFFECT. THE SECRETARY SHOULD PERIODICALLY DISTRIBUTE AN UPDATED LOG OF THESE POLICY ACTIONS TO ALL AREA SERVICE PARTICIPANTS. THE SECRETARY SHOULD ALSO KEEP AN UPDATED LIST OF ALL THE PARTICIPANTS ADDRESSES AND PHONE NUMBERS, A COPY OF THIS LIST SHOULD ALSO BE SENT ONCE OR TWICE A YEAR TO THE WORLD SERVICE OFFICE. THIS WILL MAKE IT POSSIBLE FOR WORLD SERVICES TO PROVIDE THE GROUPS, SUBCOMMITTEES, AND COMMITTEE OFFICERS WITH THE CURRENT INFORMATION PERTINENT TO THEIR AREAS OF SERVICE.

SUGGESTED CLEAN TIME:  6 MONTHS

SUGGESTED LENGTH OF POSITION: 1 YEAR

VOTING RIGHTS: YES

TREASURER-   THE TREASURER RECEIVES CONTRIBUTIONS FROM GROUPS, REIMBURSES OFFICERS AND SUBCOMMITTEE CHAIRS FOR THEIR BUDGETED EXPENSES, KEEPS CAREFUL RECORDS OF ALL TRANSACTIONS, AND REPORTS ON THE FINANCIAL CONDITION OF THE AREA SERVICE AT EACH OF ITS MEETINGS. OTHER RESPONSIBILITIES INCLUDE MAINTAINING THE AREA'S POST OFFICE BOX, AND SUBMITTING A WRITTEN REPORT TO THE SECRETARY AT THE AREA MEETING.

SUGGESTED CLEAN TIME:  1 YEAR

SUGGESTED LENGTH OF POSITION: 1 YEAR

VOTING RIGHTS: YES

AREA SERVICE REPRESENTATIVE- IS THE COMMUNICATION LINK BETWEEN THE AREA AND THE REGION. THE ASR IS RESPONSIBLE FOR ATTENDING BOTH AREA AND REGIONAL MEETINGS. THEY SHOULD PRESENT THE AREA AND THE REGION WITH A WRITTEN REPORT OF THE PERTINENT ACTIONS AND ACTIVITIES OF BOTH SERVICE BODIES.

SUGGESTED CLEAN TIME:  3 1/2 YEARS

SUGGESTED LENGTH OF POSITION: 1 YEAR

VOTING RIGHTS: YES

ALTERNATES AND CO-CHAIRS- ARE RESPONSIBLE FOR TAKING THE RESPONSIBILITIES OF THERE RESPECTIVE POSITIONS WHEN  NECESSARY. THEY SHOULD WORK CLOSELY WITH HOLDERS OF THOSE OFFICERS SO THAT ALTERNATES CAN PICK UP WHERE THE LAST PERSON LEFT OFF.

SUGGESTED CLEAN TIME:  2 YEARS (ASRA); 6 MONTHS FOR VICE SECRETARY AND VICE TREASURER

SUGGESTED LENGTH OF POSITION:  1 YEAR

VOTING RIGHTS: ONLY IN THEIR RESPECTIVE POSITION'S ABSENCE.

WebChair - Maintains and updates SCANA web presence and meeting lists, monitors SCANA email account and responds appropriately

SUGGESTED CLEAN TIME:  Meh

SUGGESTED LENGTH OF POSITION:  Forever or until someone else can be roped in.

VOTING RIGHTS: Votes and rolls 12-sided die

 

Article 8 Section B:  Duties of Officers

 Section 1.  It is the duty of the Chairperson of this committee:

a.  To open the meeting at the appointed time by taking the chair and calling the meeting to order, having ascertained that a quorum is present.

b.  To announce in proper sequence the business that comes before the assembly or becomes in order in accordance with the prescribed order of business, agenda, or program, and with existing orders of the day.

c.  To recognize members or observers who are entitled to the floor.

d.  To state and put to vote all questions that legitimately come before the assembly as motions or that otherwise arise in the course of proceedings except questions that relate to the Chairperson, and to announce the result of each vote; or, if a motion is not in order is made, to rule it out of order.

e.  To protect the assembly from obviously frivolous or dilatory motions by refusing to recognize them.

f.  To enforce the rules relating to debate and to order and decorum within the assembly when appropriate.

g.  To expedite business in every way compatible with the rights of members and observers.

h.  To decide all questions of order, subject to appeal--unless, when in doubt, the Chairperson prefers to submit such a question to the assembly for decision.

i.  To respond to inquiries of members relating to parliamentary procedure or factual information bearing on the business of the assembly.

j.  To authenticate by the Chairperson's signature, when necessary, all acts, orders, and proceedings of the assembly.

k.  To declare the meeting adjourned when the assembly so votes or, where applicable, at the time prescribed in the program, or at any time in the event of a sudden emergency affecting the safety of those present.

l.  To arrange the agenda for each meeting.

m.  To conduct the general correspondence of the committee.

n.  To be a co-signer of any committee bank account.

o.  To sign all certified copies of acts of the committee.

p.  To make a report of the year's work at the annual meeting.

q.  To conduct the meetings with impartiality and fairness.

r.  To appoint all ad-hoc committees.

 Section 2.  It is the duty of the Vice Chairperson of this committee:

a.  In the absence of the Chairperson to serve as Chairperson.

b.  To coordinate the functions of the subcommittees.

c.  To be a co-signer of any committee bank accounts.

d.  To make a report of the year's work at the annual meeting.

e.  To manage the registration of members.

f.  To be ex officio a non-voting member of all subcommittees except the nominating committee.

g.  To act as parliamentarian for the ASC meetings, unless this task is specifically assigned to another individual.

Section 3.  It is the duty of the Secretary of the committee:

a.  In the absence of the Chairperson, the Vice Chairperson, and the Area Service Representative, to call the meeting to order and preside until the immediate election of a Chairperson Pro-Tem.

b.  To keep a record of all the proceedings of the committee.

c.  To keep on file all committee reports.

d.  To maintain the committee's files and archives.

e.  To keep and update the committee's official membership list, and to call the roll where it is required.

f.  To make the minutes and records available to NA members upon request, and in the manner prescribed by the committee.

g.  To notify officers, committee members and delegates of their election or appointment and, to furnish committees with whatever documents are required for the performance of their duties.

h.  To sign all certified copies of acts of the committee.

i.  To maintain record book(s) in which the guidelines, by-laws, special rules of order, standing rules and minutes are entered, with any amendments to these documents properly recorded, and to have the current record book(s) on hand at every meeting.

j. To notify the participants of each special meeting, utilizing such method of notification as is agreed upon by the committee.

k.  To type and mail the correspondence of the committee which is not a function proper to other officers, or to subcommittees.

l.  To prepare, prior to each meeting and in conjunction with the Chairperson, an order of business for the use of the presiding officer, showing in their exact order, under each heading, all matters known in advance that are due to come up and, if applicable, the times for which they are set.

m.  To distribute copies of the minutes to each officer and voting member no later than two weeks following each meeting.

 Section 4.  It is the duty of the Treasurer of this committee:

a.  To be the custodian of the committee's funds.

b.  To be a co-signer of any committee bank account.

c.  To make a report of the receipts and disbursements at each regular meeting.

d.  To make a full financial report at the annual meeting to be audited by an appointed committee.

e.  To disburse funds as necessary in accordance with committee decisions when the funds are available.

Section 5.  It is the duty of the Area Service Representative of this committee:

a.  In the absence of the Chairperson and Vice Chairperson to serve as Chairperson.

b.  To represent the committee at each Mid-Atlantic Regional Service Committee meeting.

c.  To provide the Chairperson with additional agenda items, if appropriate, for the next regular meeting of the Mid-Atlantic RSC 14 days prior to that meeting.

d.  To make a report to the assembly at each regular meeting covering the business of the previous Mid-Atlantic RSC meeting.

Section 6.  It is the duty of the Area Service Representative Alternate of this committee:

a.  In the absence of the Area Service Representative, to serve as Area Service Representative.

b.  To attend each Mid-Atlantic Regional Service Committee meeting.

c.  To attend all ASC meetings.

Section 6.  It is the duty of the WebChair of this committee:

a.  Maintains & updates website

b.  Maintains & updates meeting list

c.  Dicks out for Harambe

 Article 9  Meetings

 Section 1.  The regular meetings of the area service conference shall be held at 12:30 pm on the last Sunday of each month unless otherwise ordered by the committee.

Section 2.  Special meetings may be called by the Chairperson of the committee and shall be called upon the written request of members of the committee.  The purpose of the meeting shall be stated.  No business other than that which is stated will be conducted.  At least 10 days’ notice will be given to each voting participant, and an effort will be made to notify non-voting participants.  All ASC by-laws apply to special meetings.

Section 3.  Quorum:  In order for this body to conduct business, a quorum is defined as the number:  one-half the number of voting members present at the meeting plus one.  In other words, if nine voting members are present, six would be needed to be present for a quorum. (9/2 = 4.5 = 5; + 1 = 6.)     In absence of a quorum, the area cannot conduct business.

Section 4.  Motions can be made by anyone attending ASC, but they should be seconded by a voting member.  All motions must be written out and submitted to the Chairperson.  Included after the motion and second should be a brief written statement regarding the intent of the motion.

Section 4b.  All main motions and amendments will be carried by a simple majority of voting members present.

Article 10  Standing Subcommittees

 Section 1.  The ASC may establish subcommittees as necessary to perform certain duties.  These standing subcommittees shall be formed upon approval by the voting members of the area service conference.  Standing subcommittees may include, but not be limited to administrative, public information, hospitals and institutions, literature, activities and other standing subcommittees which shall be deemed necessary to carry on the work of the area service conference.  At the inception of these standing subcommittees, a chairperson will be elected by the voting members of the ASC.  Subsidiary officers within the standing subcommittee will be elected by the subcommittee membership.

Section 2.  All standing subcommittees of this ASC shall create and adopt guidelines which are consistent with the Temporary Working Guide to the Service Structure, the Twelve Traditions of Narcotics Anonymous, and the best information available from the World Service Conference in the form of WSC approved handbooks and guidelines.

Section 3.  The guidelines of each standing subcommittee shall be subject to approval and review by the ASC as a whole.

Section 4.  Description of some subcommittees (Some subcommittees, such as PI/H&I, may be combined so that one person can serve as chair of combined committees):

HOSPITALS & INSTITUTIONS- CARRIES THE MESSAGE OF N.A. DIRECTLY TO ADDICTS HOUSED IN MEDICAL, PSYCHIATRIC, OR CORRECTIONAL FACILITIES. THE GENERAL MISSION OF THE HOSPITAL AND INSTITUTION COMMITTEE IS TO COORDINATE H&I  ACTIVITIES. THE CHAIRPERSON IS RESPONSIBLE FOR KEEPING AN UP TO DATE LOG OF ALL H&I  MEETINGS BEING HELD BY THE AREA GROUPS,THIS LIST SHOULD BE UPDATED REGULARLY AND DISTRIBUTED TO GSR'S AT THE AREA MEETING, SO THAT THEY CAN INFORM THEIR GROUPS AND HELP SPREAD THE WORD OF NARCOTICS ANONYMOUS TO THE INDIVIDUALS IN THE HOSPITALS AND INSTITUTIONS. IS ALSO RESPONSIBLE FOR SUPPLYING LITERATURE TO EACH H&I EFFORT. THE CHAIRPERSON SHOULD ALSO ACT AS THE COMMUNICATION LINK TO THE  H&I FACILITIES AND THEIR ADMINISTRATORS. SUBCOMMITTEE MEMBERS CAN ALSO BE THE COMMUNICATION LINK AS LONG AS THEIR COMMUNICATIONS HAVE PRIOR APPROVAL BY THE H & I SUBCOMMITTEE, AND THEY KEEP THE CHAIRPERSON UPDATED ON ANY AND ALL CHANGES THAT OCCUR IN THE RELATIONSHIP BETWEEN THE FACILITY AND THE AREA. IT IS VERY IMPORTANT TO DO SO, SO THAT WE MAINTAIN A GOOD REPUTATION WITH THE FACILITY AND ITS ADMINISTRATORS. THE CHAIRPERSON SHOULD ALSO SUBMIT A WRITTEN REPORT TO THE SECRETARY AT THE AREA MEETING.

SUGGESTED CLEAN TIME:  2 YEARS

SUGGESTED LENGTH OF POSITION: 1 YEAR

VOTING RIGHTS: CHAIRPERSON ONLY.

 

PUBLIC INFORMATION & HELPLINE- IS N.A.'S FRIEND IN GOVERNMENT, MEDICINE, THE CLERGY, COMMUNITY ORGANIZATIONS, THE PUBLIC MEDIA, AND OTHER TWELVE STEP FELLOWSHIPS CAN CARRY THE MESSAGE THAT N.A. EXISTS. THE GENERAL MISSION OF PUBLIC INFORMATION COMMITTEE IS TO INFORM ADDICTS IN THE COMMUNITY, AND OTHERS WHO MIGHT REFER ADDICTS OF THE AVAILABILITY OF RECOVERY IN NARCOTICS ANONYMOUS.  THIS INCLUDES THE ESTABLISHMENT AND MAINTENANCE OF A HELPLINE NUMBER AND LISTS OF 24-HOUR 12-STEP VOLUNTEERS TO FIELD INQUIRIES REFERRED TO THEM BY THE ANSWERING SERVICE.  THE CHAIRPERSON IS RESPONSIBLE  FOR KEEPING THE AREA MEETING LISTS UPDATED, AND SHOULD HAVE COPIES OF THE LIST AVAILABLE AT EVERY AREA MEETING FOR DISTRIBUTION TO GSR'S AND AREA PARTICIPANTS. THE CHAIRPERSON IS ALSO RESPONSIBLE FOR MAKING SURE THAT THE GROUPS WITHIN OUR AREA ARE REGISTERED WITH THE REGION AND THE WORLD SERVICE OFFICE, SO THAT REGIONAL AND WORLD MEETING LISTS ARE UPDATED ALSO. THE CHAIRPERSON WILL ALSO BE CALLED UPON TO SUPPORT PUBLIC INFORMATION EVENTS SUCH AS BOOTHS AT C.D. SEMINARS, OR RECOVERY RELATED EVENTS. THE CHAIRPERSON SHOULD ALSO SUBMIT A WRITTEN REPORT TO THE SECRETARY AT THE AREA MEETING.

SUGGESTED CLEAN TIME:  2 YEARS

SUGGESTED LENGTH OF POSITION: 1 YEAR

VOTING RIGHTS: CHAIRPERSON ONLY.

 

ACTIVITIES- THE GENERAL MISSION OF THE ACTIVITIES COMMITTEE IS TO COORDINATE N.A. EVENTS THAT ARE HELD ON AN AREA LEVEL.  THE CHAIRPERSON WILL BE RESPONSIBLE FOR PROVIDING AND UPDATING A CALENDAR OF N.A. EVENTS THROUGHOUT THE REGION (SUCH AS CONVENTIONS, CONFERENCES, LEARNING DAYS, WORKSHOPS, DANCES, PICNICS, CAMPOUTS, PIG ROASTS, HAY RIDES, PARTIES, ETC.) IT IS THE CHAIRPERSON'S RESPONSIBILITY TO COORDINATE THE COMMITTEE THAT WILL KICK OFF THE EVENT. ACTIVITIES LIKE THE ABOVE CAN PROVIDE A GREATER SENSE OF COMMUNITY FOR THE LOCAL N.A. FELLOWSHIP, AND PRODUCE ADDITIONAL AREA INCOME. IT SHOULD ALWAYS BE KEPT IN MIND, THAT THESE FUNCTIONS ARE DESIGNED TO ENHANCE N.A.'S PRIMARY PURPOSE, NOT TO REPLACE GROUP CONTRIBUTIONS IN FUNDING AREA SERVICES.  ALL ADDICTS AND THEIR GUESTS ARE WELCOME AT FUNCTIONS, PROVIDED THEY ARE NOT USING AT THE TIME.

SUGGESTED CLEAN TIME:  1 YEAR

SUGGESTED LENGTH OF POSITION: 1 YEAR

VOTING RIGHTS: CHAIRPERSON ONLY.

 

Article 11 Ad-Hoc Committees

Section 1.  The Chairperson of the ASC shall have the authority to appoint Ad-Hoc Committees for such special purposes as may, from time to time, be deemed necessary to fulfill specific functions.  The purpose, membership, and duration of existence of any such Ad-Hoc Committee shall be specifically designated by the Chairperson at the time of appointment.

Article 12  Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order, newly revised, shall be utilized to expedite the business of the ASC in cases to which they are applicable and in which they are not inconsistent with the Twelve Traditions, these guidelines and any special rules the ASC may adopt.

Article 13  Amendment of By-Laws.

These by-laws may be amended at a subsequent regular area meeting by a 2/3 majority of all voting members.  The exact wording of the amendment must be submitted in writing and announced at a previous regular meeting.  Any proposed by-law changes are automatically placed in New Business for the following regular meeting.

Article 14  Standing Rules/Conventions

1.  All expenditures exceeding $50.00 that are not elsewhere addressed in subcommittee budgets must be taken back to the groups for approval.

 THE SHARING SESSIONS:  OPEN FORUM-  Open Forum provides any member of N.A. attending the ASC to bring forward issues for discussion.  These can be topics of general interest to the N.A. Community or brief discussion of items to be discussed during New Business.  As ASC is a service meeting, rather than a recovery meeting, topics should be limited to business or policy discussions, rather than PERSONAL recovery topics.  Open Forum should be limited to one hour, or to a period of time deemed appropriate by the chairperson.  There is no need to use all the time allotted for Open Forum.  It is designed to deal with issues expediently, so that the business meeting is not bogged down with unnecessary discussion.

GROUP PROBLEMS- GROUPS ARE ENCOURAGED TO SEEK THEIR OWN SOLUTIONS TO THE CHALLENGES THEY FACE, BUT SOMETIMES GROUPS FACE PROBLEMS BEYOND ANY OF its MEMBERS EXPERIENCE. WHEN THAT OCCURS THE GROUP CAN SEND ITS GSR TO THE AREA SERVICE SHARING SESSION WITH A REQUEST FOR HELP. HELP USUALLY COMES IN THE FORM OF SHARED EXPERIENCE FROM OTHER GROUPS WHO ARE OR WHO HAVE ALREADY DEALT WITH A SIMILAR ISSUE.

ELECTIONS AND ROTATIONS- GENERAL OFFICERS AND SUBCOMMITTEE CHAIRPERSONS USUALLY SERVE ONE YEAR TERMS, AND GENERALLY SERVE NO MORE THAN TWO TERMS CONSECUTIVELY IN THE SAME POSITION. THIS ALLOWS FOR THE ROTATION OF A VARIETY OF INDIVIDUALS THROUGH AN AREAS TRUSTED SERVANT POSITIONS, PROVIDING A DIVERSITY OF VIEWPOINTS AND A FRESHNESS OF PERSPECTIVE THAT WOULD BE LACKING WERE THESE POSITIONS HELD YEAR AFTER YEAR BY THE SAME INDIVIDUALS.

AREA POLICY AND GUIDELINES- WE MUST APPROACH THE AREA OF POLICY AND GUIDELINES WITH EXTREME CAUTION. UP UNTIL NOW EVERYTHING HAS BEEN FAIRLY STRAIGHT FORWARD.

WE NEED TO KEEP A FEW THINGS IN MIND WHILE WE ENTER INTO POLICY DISCUSSIONS, THESE POINTS SHOULD KEEP THE CONFUSION TO A MINIMUM AND THE DISCUSSIONS ON TRACK.  N.A.'S TWELVE CONCEPTS FOR SERVICE WILL BE OF GREAT VALUE IN INTERPRETING POLICY QUESTIONS. THIS COMMITTEE SHOULD TAKE THE TIME TO LEARN THE CONCEPTS OR LOOK TO THE ADVICE OF THOSE THAT KNOW AND UNDERSTAND THEM. ANOTHER TOOL IN THIS AREA IS TO SIMPLY REFLECT ON N.A.'S PRIMARY PURPOSE. THIS AREA'S PRIMARY PURPOSE IS TO ATTRACT ADDICTS TO MEETINGS, PROVIDE MATERIALS FOR USE IN MEETINGS, CONDUCT ACTIVITIES DESIGNED TO STRENGTHEN MEETINGS, OR PERFORM THE ADMINISTRATIVE FUNCTIONS NEEDED TO DO THESE THINGS. IF THESE TOOLS DON'T WORK SIMPLY ASK ONESELF, WHAT DOES THIS DISCUSSION HAVE TO DO WITH CARRYING THE MESSAGE? WE MUST HAVE A REGULARLY UPDATED LOG OF AREA POLICY ACTIONS. THE LOG WILL MAKE IT UNNECESSARY TO REHASH ANY DISCUSSIONS OVER AGAIN.THIS DEVELOPMENT OF AREA POLICY SHOULD BE SOMETHING WE GROW INTO. WE SHOULD NOT TRY TO SIT DOWN AND WRITE IT ALL AT ONCE. FOR NOW THIS DOCUMENT WILL ACT AS OUR POLICY GUIDELINES UNTIL SUCH A TIME A POLICY COMMITTEE IS FORMED.

 

AREA INVENTORY- AS ADDICTS WE LEARN TO STOP EVERY ONCE AND A WHILE AND TAKE OUR INVENTORY “WHY DO WE DO THIS?" ONE MIGHT ASK. WELL WE FIND WE MUST STOP, CONSIDER OUR ACTIONS AND ATTITUDES AND REDEDICATE OURSELVES TO OUR IDEALS.

AS AN AREA WE SHOULD TAKE THE TIME TO DO THE SAME. OUR INVENTORY SHOULD COVER THREE GENERAL TOPICS,

1.) HOW WELL HAS THE AREA DONE THIS YEAR AT SERVING THE GROUPS? HOW CAN WE DO IT BETTER NEXT YEAR?

2.) HOW WELL HAS THE AREA SERVED THE COMMUNITY? HOW CAN WE SERVE IT BETTER?       

3.) HOW WELL HAS THE AREA SERVED THE REGION? HOW CAN WE SERVE THE REGION BETTER?

         OUR AREA INVENTORY WILL HELP US GROW. IT SHOULD GIVE OFFICERS AND CHAIRPERSONS A BETTER PERSPECTIVE OF WHAT WE SHOULD BE FOCUSING ON NOW AND IN THE FUTURE. IT IS SUGGESTED THAT THE AREA CHAIRPERSON COMPLETE THIS INVENTORY PRIOR TO COMPLETING HIS OR HER TERM.

PARTICIPATION- AREAS LACKING IN SUPPORT PROBABLY HAVE ONE OR MORE OF THE FOLLOWING PROBLEMS:

1.) THE AREA IS NEW OR SPARSELY POPULATED.

2.) GROUP MEMBERS IN THE AREA ARE NOT SUFFICIENTLY INFORMED CONCERNING THE ROLE OF AREA SERVICE, AND THE KIND OF WORK BEING DONE BY THE SUBCOMMITTEES.

3.) THE AREA IS NOT PROVIDING SERVICES THAT ATTRACT MEMBER'S SUPPORT.

4.) MEMBERS ARE SIMPLY NOT INTERESTED IN SUPPORTING AREA SERVICES.

THERE IS NOT  MUCH ONE CAN DO ABOUT PROBLEM NUMBER ONE, HOWEVER TWO, THREE, AND FOUR CAN BE TURNED AROUND, WITH THE HELP OF A SUBCOMMITTEE.

 

Sample ASC Meeting Format

I.  Welcome to the State College Area Service Committee meeting

II. Open with “We” version of the Serenity Prayer

III. Ask a volunteer to read The Twelve Traditions

IV. Roll Call of groups (using Area meeting list as a guide)

V.  At this time we ask that all donations be submitted to the treasurer

VI.  Officers' Reports (After each report, open the floor to members for questions pertaining to only that officer and his or her report)

•          Treasurer

•          RCM (Regional Committee Member)

•          Web Chair

•          Public Information/Hospitals & Institutions

•          GSR Reports (Group Service Representatives)

•          Secretary: Reads through old business from the last month’s area meeting

VII. Old Business: Read first piece of old unfinished business (last month’s unfinished new business) from last area meeting.  Proceed until all old business has been discussed and settled.  Any topics that were tabled until this meeting are brought up for discussion or vote.

VIII. New Business:  Motions can be made regarding business that is new to this committee.  Motions need a second to be discussed and voted on; any motion that is not seconded dies due to lack of interest.

IX. Open Discussion/Group Concerns:  Meeting is open to all in attendance for questions, concerns and comments.

X. Announce Time and Place of next meeting.

XI. Motion to Adjourn:  Must be seconded and voted on.

XII. Close meeting with “We” version of the Serenity Prayer.

 

By-laws updated 2014  from State Centre Area Service Conference of NA, drafted January 1993.