ࡱ> g ObjbjVV 4~r<r<FLL8TFlϟ.(NPPPPPP$t"""t'''"6N'"N''L 3P#X0Z:0ϟ&9#99i'W7ttZ'Rϟ""""9L l: Open Arms Area Service Committee  Meeting Minutes May 5, 2011 Meeting opened @ 7:30pm with a moment of silence followed by the Serenity prayer. The Twelve Traditions and Twelve Concepts were read. Officers in attendance Chairperson: Ralph L. Co- chairperson: Marty C. Secretary: Robin V. Treasurer: Daphne C. late 8:10 pm Co-secretary: Bob S. Policy and Procedure: Mike B. Chairperson Comments Welcomed everyone to the meeting. Stated guidelines of cooperation to the body Welcomed new GSRs to the body. Due to the treasurers tardiness, at 7:55 pm a member was asked to volunteer to count donations from groups and issue receipts until the treasurers arrival. Gina B. volunteered and stated her qualifications, the body excepted. V. Secretary Report Robin V. Previous months minutes were reviewed and accepted by the body. Turned in receipts for the total amount of $32.49. Turned over invoice (received in the mail) from Byrnes Message Bureau to the treasurer for payment. All are encouraged to submit reports by email prior to or up to five days after the ASC meeting to DeliaDoxie@aol.com. Questions or copies of all documents can be requested verbally or by email. Treasurer report Daphne A. Report for the month of April was submitted. Copies of report were available for all GSRs and sub- committees in attendance. Copies can be supplied upon request. B. As per the report our balance at the close of Aprils meeting was $12,682.93 C. Further discussion and clarification on prudent reserve. Policy concerning prudent reserve was again stated to reflect a prudent reserve of $1,650.00 with a balance of no more than $3,000.00 D. Questions concerning the amount needed for operating expenses were stated. Treasurer was unable to give an estimated amount of operating expenses needed each month. Member stated that the policy needs to be clarified to reflect an estimate of total operating expenses. Policy and Procedure sub-committee will address this issue and return to the ASC with a motion in place. E. Discussion concerning the amount of money in the banking account. Concerns about whether we can continue to maintain the bank balance without tax liability. F. Questions concerning bank statements were presented. Members requested that bank statements be available for review by any member requesting them at ASC meetings. Stated that policy should reflect the need to have bank statements available. G. Parliamentary motion was presented by John M. to suspend order of business to address motion to not donate monies or use monies in the account other than regular ASC expenditures until the bank account is reconciled and the balance is verified. Motion was seconded by Marsha. A quorum was taken = 28 voting members. Voting results: 21/1/6 Motion passed. It was agreed by the body to have Mike B. Policy chairperson meet with the treasurer outside of the ASC meeting to go over bank statements and reconcile. They will bring back a report at the June ASC meeting. H. Question concerning who was actually on the account signature card was stated. Daphne stated that she and Ralph L. ASC chairperson were the only names currently on the account. I. Member stated there were mathematical errors on the report gave example to the body. J. Policy chairperson stated that the treasurer had not been provided with a Treasurer Handbook due to lack of leadership. He assured the body that he will provide the Treasurer and all sub-committee chairpersons with copies of handbooks pertaining to their position and sub-committees as soon as possible. K. Motion to accept report was made and seconded. Regional Committee Member report Aisha, Alt. RCM Jannette absent Regional weekend is scheduled for May 14-15th, 154 Christopher Street, NYC. GNYR will present a Service System Proposal Workshop, Sat. May 7, 2011 at the Regional Office. 12N to 5PM. Location- 154 Christopher St. NYC. All are Welcomed to attend. C. All GSRs are reminded to pass on information regarding our insurance coverage, it covers NA meetings and Subcommittee meetings as listed on Open Arms Area Meeting list, any event, such as eating meetings, Anniversaries (Group or Individuals) that are held before or after listed meeting time, need Insurance Rider from Regional Office. All Area Subcommittees Chairs are aware that Speaker Jams, Workshops, Dances etc. need Insurance Riders. This is for our protection. D. Discussion concerning the amount of shipping attached to the literature invoice. Gina B. stated that the group should make the decisions concerning the shipping costs. She volunteered to call the RSO to learn more about their shipping cost policy. E. Question concerning insurance coverage for sub-committee meeting was stated. RCM answered that they are listed on the meeting list therefore are covered under the insurance policy. Sub-committee reports . Entertainment and Activities Joey , Chairperson absent. Ron T. website chairperson reporting. 1. May 21, 2011 Speaker Jam fliers available 2. Annual Delaware River Canoe/Rafting and Camping Trip with Mid Hudson Area on June 25 - 26, 2011 fliers available Encouraged members to sign up and pay early. Stated flier with registration attached is available on the ASC website. 4. Question concerning amount in the E&A operating fund and whether there would be a donation to the ASC. Ron was unable to give accounting and did not possess that information. Helpline Barry T., Chairperson 1 Chairperson, Barry T. stepped down into the co-chairperson position. 2. Sub-committee is seeking a chairperson to fill his position. 3. All is well Continued support is needed. 4. Discussion concerning whether the Helpline invoice had been paid. ASC secretary stated that invoices were submitted to the ASC treasurer in April and again at this current meeting. Current invoice stated the need for overdue payment to be paid prior to 5/15/11 to avoid disruption of service. ASC treasurer stated that a check would be written during this meeting. Hospitals and Institutions Mark M., chairperson absent, Barry T. - reporting 1. Ordered $242.57 in literature 2. We need support to fill positions opened by the Public Information sub- committee. 3.. Question concerning open commitments that need to be filled was stated. Barry stated he did not have that information available. Member stated that a list of open commitments needs to be added to the ASC minutes each month. Literature - Renee H. 1. Literature sales 4/7/11 1,606.12 Literature order for May 1,785.52 includes delivery charge of 7% + $116.84 Copy & fax not reported 2. Back order 12 Step Posters IP By Young Addicts for Young Addicts Start up kits 3. Specialty Items Book covers in leather Spanish literature all Basic text and How and Why large print Medallion holder with key chain in leather Greeting cards Tri-plate medallions pre order only All literature in gift additions Audio CDs and Miniature books 4. Discussion on literature shipping costs see Regional Committee Member report for clarity. 5. Submitted flier concerning GNYRSO Literature Sales Office hours of operation: Tues., Wed., and Thurs. 12 noon 6:00 pm, Fri., 1:00 pm 7:00 pm, Sat., 10:00 am 5:00 pm. Meeting List Mark.- Chairperson Had 1250 copies of the meeting list printed Total cost = $86.50 Set aside 125 copies for H&I and 125 copies for P.I. as per their request. Changes to meeting list a. Spiritually Connected, Friday, Newburgh is changing their meeting time from 7:30 pm to 6:00 pm as of 5/6/11 b. Living Miracles held on Tuesdays have decided to remain at their current location at the Ambulance Corp, 24 Jefferson St, Monticello. Please make this change to the meeting lists. Policy & Procedure Mike B 1. We met on April 16, 2011 at 6:00 pm at St. Annes Church, Rte 94, Washingtonville 2. There were five members in attendance. 3. There were continued discussions on concerns of whether the Convention Committee is actually a standing committee (listed in the ASC Policy as such) or an ad hoc sub-committee. Questions were stated on how we could change the policy to reflect actual status of the CC. Decided that further discussion is needed. 4. Discussion on developing our own policy and what our primary purpose should be. Member stated that our primary purpose as the policy and procedure sub-committee is to ensure that our policy is in line with the 12 traditions and 12 concepts of NA and to serve the groups. 5. Discussion on the motions developed at our last meeting. Decided to change to wording in Motion A to state that nominees have completed the 12 steps and have a working knowledge of the 12 traditions and 12 concepts. Also agreed to present the motions again at the next ASC meeting in May and not present any new motions until the current motions have been presented. 6. Discussed the clean time requirements for all Administrative Body members. Intent is to have experienced members in service and to have a rotation of service. Suggested that we submit a motion to change clean time requirements as follows: Chairperson 5 years clean and have served as co-chairperson prior to being elected or have one year prior service on the Administrative body. Co-chairperson 4 yrs clean - will be a two year commitment: one year as co-chair - the second year as chairperson. Also discussed the possibility of adding a term limit of service to all administrative body members and sub-committee chairpersons. Mike will review/research clean time requirements for Administrative body members and present his recommendations at the next Policy meeting. 7. Discussed clean time requirements for sub-committee chairpersons especially those who handle NA funds. Will continue discussion at the next Policy meeting. Public Information Laura V., Chairperson 1. Held two presentations this past month both went well Monticello Crisis Center Veritas Villa in Barryville, NY 2. We sent in our Public Service Announcement to Channel 6. We will be contacted as to what date it will start. 3. Regional report there is currently no Regional PI chairperson. We are meeting online with PI chairpersons from five areas. 4. Turned in receipts to the treasurer in the amount of $37.40 for mailing expenses.. 5. Receipts turned in at the April meeting in the amount of $200.00 is not reflected on the treasurer report this month. 6. Upcoming presentation Wallkill High School was contacted by school nurse.. 7. Upcoming fairs in Beacon, Newburgh and Dutchess County. 7. We can always use more support all are welcome. 8. Discussion concerning billboard regarding their placement restrictions. H. Website Ron T., chairperson 1. We had a small problem with the website and had to call Homestead to correct it (We lost some stuff on the web and now its back, there was a glitch on the server). 2. We updated the meeting list with the help of Mark. 3. We added the area minutes and we corrected the grammatical error that we were informed about by a NA member within the fellowship. 4. We are starting up a committee meeting for the website and we will be meeting next month hour before area until we find a place to meet with and according to the traditions - please announce 5. We are also asking the area service body for permission to do a short presentation of the website to show any one that is not computer savvy and to see our web statistics. 6. We are looking into getting a direct link to NAWS and into the search engines (yahoo, gmail, etc)without having to advertise. I. Hospitality Hassina 1. No written report Old Business A. Open commitments Co-treasurer Gina B. was nominated but declined. Speaker Exchange/Homebound/Outreach Chairperson B Tabled Motions - none New Business A. Motions 1. All sub-committee chairperson nominees must have completed the twelve steps, and have a working knowledge of the 12 traditions, and 12 concepts prior to their election Intent: to be in relationship with the 4th Concept. Author: Mike B. Policy chairperson, second: Kelly R. Result: tabled for group vote. 2. Qualifications must be stated by each nominee for any position of service at the ASC level. The ASC Administrative body will be responsible for obtaining satisfactory answers to the following questions: 1. Does the nominee possess a working knowledge of the twelve steps, traditions, and concepts? 2. Does the nominee have and use a sponsor? Does he/she have his/her sponsors endorsement to serve in this capacity? 3. Does the nominee have his/her group conscience to serve in this capacity? 4. Has the nominee ever been asked to step down from a position, or has abandoned a position of service? 5. Ask the nominee to state prior service history. 6. Has the nominee ever misappropriated or been accused of misappropriating funds? 7. (For positions where the nominee will be handling NA funds) Does the nominee have a legal means of support? Intent: to be in relationship with the 4th concept Author: Mike B. Policy Chairperson, Second: Robin V. Result: tabled for group vote. Group Reports Twenty - eight GSRs in attendance with thirty-one reports submitted. 3-7-11 in Montgomery GSR: Glenn D. Celebrations: none Donation: $25.96 Group is running well have 12-20 addicts attending Back from the Grave GSR: Joh M. Alt. Celebrations: none Donation: $20.00 Change or Die GSR: Ralph P. Celebrations: Ralph L. 5 yrs, Theresa B. 14 yrs, Donation: $0.00 Clean & Crazy GSR: Sandra C. Celebrations: Michelle B. 1 yr Donation: $18.45 Gratitude in Motion GSR: Robert R. Celebrations: Russ 2 yrs Donation: $15.00 Hope without Dope GSR: Larry H. Celebrations: none Donation: $15.20 Illness in Recovery GSR: Kevin B. Celebrations: none Donation: $0.00 Group needs support and service members Innervisions GSR: Laura S. Celebrations: Kathleen L. 15 yrs, Rob H. 21 yrs, Heather 23 yrs Donation: $38.00 Its in the Steps GSR: Boston H. Celebrations: none Donation: $10.00 It Works: How and Why GSR: Jasmine J. Celebrations: Kenny R 11 yrs, Corey W. 2 yrs Donation: $0.00 Keys to Success GSR: Sal D. Celebrations: none Donation: $0.00 Kick It GSR: Kenny F. Celebrations: none Donation: $0.00 We had $46.00 stolen from the group storage box this past month Life After Death GSR: Ryan K. Celebrations: none Donation: $15.00 Living Miracles GSR: Marsha K. Celebrations: Dawn 2 yrs Donation: $5.00 group will remain at the Ambulance Corp Man Up GSR: Rob A. Celebrations: Rob A. 20 yrs May 16 Donation: $10.35 Men on Point GSR: Bob W. Celebrations: none Donation: $35.00 Midday Break GSR: Flavio L. Celebrations: Elaina 16 yrs, Venesa 22 yrs Donation: $5.00 Recovery by the River GSR: James T. Celebrations: none Donation: $25.00 Recovery in the Afternoon GSR: Joel B. Celebrations: none Donation: $0.00 Need trusted servants. Reflections GSR: Cory M. Celebrations: Edwin M. 17 yrs Donation: $6.00 Relapse and Recovery GSR: Suzanne P. Celebrations: none Donation: $10.00 Relationships GSR: Tim W. Celebrations: none Donation: $20.00 Saturday Morning Awakenings GSR: Adrian B. Celebrations: Felix 25 yrs, Donation: $16.14 Need trusted servants X. Saturday Night Fever GSR: Allison Celebrations: Mike 5 yrs Donation: $12.70 Y. Some Are Sicker Than Others GSR: Barry T. Celebrations: Pete 1 yr Donations: $15.00 Z Steps on Sunday GSR: Ann Celebrations none Donation: $0.00 AA. Steps to Life GSR: Alexis B. Celebrations: none Donation: $0.00 BB. TGIF GSR: Ron J. Celebrations: Jose 10 yrs, Michael 2 yrs Donation: $10.00 CC. Time for a Change GSR: Hassina B. Celebrations: none Donation: $0.00 DD . Turn It Over GSR: Fred J. Celebrations: none Donation $6.00 Needs support low attendance. EE. Wednesday Night Newcomers GSR: Howard R. Celebrations: Tanya 14 yrs Donation: $16.00 Closing 9:23 In loving service, Robin V.     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