ࡱ> g $abjbjVV 4r<r<XLL8l^|>L.(KKKKKKK$lMPKF'F'F'KKV-V-V-F'KV-F'KV-V-yAiCpCv)(XBKL0>L3B6P@)P,iCiC PuE4X5V-O| {KK-R>LF'F'F'F'PL l: Open Arms Area Service Committee  Meeting Minutes June 2, 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. Vice- chairperson: Marty C. Secretary: Robin V. Treasurer: Daphne C. absent Co-secretary: Bob S. Policy and Procedure: Mike B. Chairperson Comments Welcomed everyone to the meeting. Stated that the ASC is going through some growing pains but feels we are going in the right direction. Stated that he is grateful for all of us getting together and doing service and thankful for the privilege to serve. Asked that all motion makers remain throughout the meeting to be present when their motions are presented. V. Secretary Report Robin V. Previous months minutes were reviewed and accepted by the body. Turned in receipts for the total amount of $33.??. 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 - easier and less time consuming to copy and paste reports into the minutes rather than having to retype. Questions or copies of all documents can be requested verbally or by email. Treasurer report Daphne A. Treasurer was absent no report submitted. B. Secretary counted and verified group donations and paid out all cash receipts turned in from sub-committees and secretary expenses. Co-secretary, Bob S., took notes on discussions. C. All monies and receipts were turned over to the newly elected treasurer at the end of the meeting. Regional Committee Member report Aisha, Alt. RCM Jannette absent Regional weekend May 14-15th, 154 Christopher Street, NYC. My term as RCM is done, I would like to thank you all for the privilege and honor to serve and represent the Open Arms Area. Question from our last Area meeting regarding literature shipping charge, I spoke to BOD and I have copy of GNYRSO Sales Policy, all literature is shipped by UPS only. Member stated that the United States Post Office now has a new service called Click & Ship where they will provide shipping service door to door for a flat fee. Shipping labels can be purchased and printed online. We have to remember the RSO office has one paid worker, BOD members and anyone else working in office are volunteers, so taking literature to the post office is not possible. There are 7 open positions for BOD Directors. Fellowship Development Chair Recording Secretary Policy Chair PI Chair Literature Chair There were no Nominations and no Elections Another concern from GNYRSO BOD regarding insurance certificates, they need 48-72 hr notice if you need copy of insurance certificate, Please do not wait until the last minute and expect them to produce a copy when you call office. 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. BOD, Legal Dept and Website Chair are working on having Insurance Certificates available online if possible. Two motions that need ASC vote were presented. Votes need to be submitted to the RSC at the July meeting. 1. Public Information has been meeting on Skype because there is no P.I. chairperson. They are asking the RSC to pay for the Skype service. 2. RSC is asking that the prudent reserve amount be increased from $5,200.00 to $5,650.00. More information will be available in the near future. New RCMs orientation will be held at next Regional Weekend. Please check Open Arms website for information from the Identity Ad Hoc Committee regarding the Purple and Granite key chains. I also sent secretary a lot of information and articles from NAWS; hopefully GSRs will take this information and pass it on the membership. Regional RSC Treasurers Report: $704.06 Areas Donations-$938.30 other donations, closing balance-$ 2,023.83(operating in prudent reserve) RCM stated concerns pertaining to the Alternate RCM not showing interest in fulfilling the commitment. Stated that she felt the Alternate was not prepared to move into the RCM position. Concerning the decade key tags the RSC has been in contact with the manufacturer in Wisconsin to negotiate costs and shipping.. Member stated that there is now a pink 25 year key tag on the market. Sub-committee reports . Entertainment and Activities Joey , Chairperson absent. Emerto V. reporting. 1. May 21, 2011 Speaker Jam had a weak turn out. Collected for food and raffle $168.00 Hall rental -100.00 Cost of food and supplies -205.00 Net loss -137.00 2. Bank account balance $827.24 Bank statement submitted 3. 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. 4. Sub-committee is down to three members we need support!! Request that GSRs announce this at meetings. 5. Question concerning amount in the E&A operating fund and the ASC policy pertaining to the E&A operating fund. Policy was read stated that the ASC is to hold $500.00 in its account as a prudent reserve for this sub-committee. Policy chairperson stated that the E&A sub-committee is to hold $500.00 in their own account for operating expenses, remaining balance should be donated to the ASC. Sub-committee will need to request additional funds from the ASC if there is an event held that requires more than $500.00 to start up. Helpline Barry T., Co-Chairperson, Acting Chairperson 1. Sub-committee is seeking a chairperson to fill his position. 2. All is well Continued support is needed. Hospitals and Institutions Mark M., chairperson absent, Barry T. - reporting 1. We had 21 members in attendance with 6 members orientated. We currently have 11 members in training. 2. Ordered $237.00 in literature 3. We have four open commitments: Middletown Crisis Center Monticello Crisis Center Fishkill Correctional Ottisville Correctional 4. We would really appreciate some more support especially from the Port Jervis, Monticello and Middletown areas as most of our commitments are in those areas. 5. Submitted $40.00 in receipts for travel expenses for the RSC H&I meeting. 6. Working on a learning day in conjunction with another sub-committee. Member asked if this sub-committee would be willing to work with the Mid- Hudson H&I to hold a learning day chairperson was in agreement. 7. Member asked about whether the Middletown Crisis Center had been filled. Chair stated that training had to be completed before they could bring a presentation into that facility. Literature - Renee H. 1. Literature sales 5/5/11 $921.00 Literature order for June $457.59 Copy & fax - $23.78 Pre-paid order amount $197.00 2. Back order Spoke with RSO was told that the freight company used by NAWS is finding it difficult to deliver to the RSO which causes back orders. RSO is to contact NAWS on this issue. 12 Step Posters NA White Book Basic Text Large Print Tri-Color Medalions 3. Specialty Items Spanish literature all Service Pamphlets 4. Decade Key tag RSC Identity sub-committee is still seeking bids Their next meeting will be held on 6/11/11 . 5. Sold Literature Rack to Saturday Morning Awakenings, replacement is on order. 6. Inventory of all available merchandise was completed. A total re-sale value was placed at @ $5,155.68. Meeting List Mark.- Chairperson 1. Had 1250 copies of meeting list printed up at a cost of $100.00; 125 copies are for H&I and 125 copies are for PI. There are 1000 copies just for the Groups 2. The following meeting changes have been made to the NEW meeting list AND to the GNYR and NAWS web-sites Relationships which meets at 7:00 PM on Tuesday in Middletown Has moved to a NEW location: Temple Sanai, 75 Highland Ave. (Room 4) Still in Middletown, NY and the time and format are still the same Reflections which has been meeting at Noon on Saturday in Middletown Had to move out of their old location The meeting list states: NEW place and address unknown at this time When they find a NEW place we will have to handwrite it in on the meeting list 3. I e-mailed Ron Web Site Chairperson, last night with the meeting list changes for our web-site 4. This is my last report for the meeting list sub-committee, I am willing to help whoever is elected to the position if they need any help 5. Iam willing to keepmy status as web-contact for NAWS and GNYRuntil someone takes the position - That way I still have the passwords to edit those sites until someone else is elected to Chair the Meeting List Sub-Committee 6. If there are changes to the meeting list and they are e-mailed to me I will update the GNYR and NAWS web-sites AND the "file" for the Area meeting list and e-mail the updated file to the web site chairperson for our Area web- site 7. I am doing this so that the sick and suffering addict will still be able to find a meeting ANDI think it will allow for a more "seamless" transition to the next person. HOWEVER, I will NOT make paper copies of the Area meeting list and bring them to the ASC meeting, I believe that doing that will only encourage NO-ONE to take the commitment 8. It has been a pleasure to serve Policy & Procedure Mike B 1. We met on May 21, 2011 at 6:00 pm at St. Annes Church, Rte 94, Washingtonville 2. There were three members in attendance we are in need of support!!. 3. There were continued discussions on concerns of whether the Convention Committee is actually a standing committee or an ad hoc sub- committee. Decided to table this discussion until more members are present. 4. Discussion concerning the ASC prudent reserve amount. Suggested that this amount be raised to $3,300.00 to allow for two months of operating expenses, raising the total amount to be held in the ASC by $300.00. Decided to submit a motion to the ASC in a future meeting. 5. Chairperson presented suggested changes to the policy which were gone over and discussed among the body. Further changes were made and a motion was written to be presented to the ASC (see motions section). 6. Discussed the need to correct policy to reflect where donations from the ASC to the Region should go. Policy stated donations are to go to the RSO needs to be corrected to state donations are to go to the RSC. 7. Questions and comments were made by the body and addressed by the P&P Chairperson and other members concerning the motions on the floor to be voted on in Old Business (see old business motions) Stated that the questions posed in the motion are also used at the Regional level which allows the body to get to know the nominee and do not necessarily reflect whether they should be voted into a position. 8 . Reminded body that new GSRs are offered an orientation of the ASC hour prior to the ASC meeting each month. Public Information Laura V., Chairperson 1. Held three presentations this past month both went well Monticello Crisis Center Veritas Villa in Barryville, NY Temple Sinai - Middletown 2. Temple Sinai presentation was requested by the Relationships group to secure a new meeting space. 3. We did not meet in May due to inclement weather 4. Regional PI meeting was held on May 22, 2011 @ 6:00 pm on Skype 5. Sullivan County School District letters went out. 6. Public Service Announcement in now on Channel 26 with Time Warner Cable. We will be contacting Cablevision to have it added to one of their channels. 7. We will continue to get an advertisement together for local newspapers. 8. We have been contacted and invited to the New Windsor Community Day again this year to be held on August 27, 2011 at Mt. Airy Sports Complex. 9. Corrections are needed to Mays ASC report I did not turn in a receipt for mailing expenses in May due to the lack of having two signatures for the checking account. I did turn in a receipt for literature from World in April which was not included on the Treasurers report for April for approximately $183.00 and incorrectly reported in the ASC minutes as $200.00 Will be providing receipts at the July ASC meeting. H. Website Ron T., chairperson 1. Was contacted by the web site provider and was informed that our credit card was invalid and was unable to charge us. Treasurer was contacted concerning this situation. We contacted the provider and learned the card was in fact valid. They were unsure as to why the email was sent. 2. We updated the website to make it more savvy and presentable. 3. We came up with an idea to post a link to Nara-non and we contacted several people in the fellowship from our area to region to world services about this since they have a relationship with us. We referred to the traditions, the public relations guide and the guide to local services. To no avail the 6 tradition prevents us from any affiliation to any other organization. Its up to the GSRs and groups to decide if they want the link to Nara-non. 4. Meeting List Chairperson sent me some updates for the meeting list which were updated promptly. 5. We contacted Pastor Matt and he loaned us projector to do a small presentation for the area chairs and GSRs on where we came from, how we are now and how we are growing with the web site. 6. We also made sure that the NAWS web site has our contact information and Web address. 7. A presentation followed this report. I. Hospitality Hassina 1. No written report Old Business A. Open commitments Co-Secretary Co-Treasurer Convention Committee Chairperson Entertainment and Activities Chairperson Helpline Chairperson Meeting List Chairperson Speaker Exchange/Homebound/Outreach Chairperson B Tabled Motions Q = 29 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: 19/7/3 motion passes. . 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: 15/3/10 ? motion passes X. New Business A. Nominations/Elections Q = 30 ASC Chairperson John M. - passed ASC Vice-Chairperson Marty C passed ASC Secretary Robin V. passed ASC Co-Secretary Bob S. failed ASC Treasurer Gina B. - passed Regional Committee Member Dan H. passed Regional Committee Member Alternate Janet passed. Policy and Procedure Chairperson Mike B. passed Public Information Chairperson Laura V. passed Literature Chairperson James T. passed Web Site Chairperson Ron T. passed Convention Committee Chairperson Frank A. failed Hospitality Howard R. passed. Speaker Exchange Allison was nominated asked to table nomination to give opportunity to secure her sponsors and groups conscience. B. Motions To create an ad hoc committee for the Convention Committee under policy committee. Intent: to see if the ASC wants to have another convention and if there is one to have policy. Author: Kevin B. GSR Second: Roy H. GSR Result: tabled needs clarity To withhold all funds until the bank account is reconciled including all sub-committee accounts as well. Intent: financial accountability. Author: KevinB & Gina B Second: Roy H. Result: withdrawn was voted on and passed at the previous ASC meeting. Policy Change to accept proposed changes to the policy concerning Requirements for ASC Officers sections A I, pages 5 8 Intent: to be in relationship with the NA Service Guidelines, 12 Traditions and 12 Concepts. To strengthen the quality of leadership. Author: Mike B Policy & Procedure Chairperson, Second: Fred J. sub-committee member Result: tabled for group vote. Group Reports Group reports were suspended due to time constraint. Following reports were submitted in writing. Thirty reports submitted. 3-7-11 in Montgomery GSR: Glenn D. Celebrations: Larry 3 yrs, Gerard 10 yrs Donation: $0.00 Attendance is consistent 12-20 addicts attending good atmosphere. Work steps 3, 6, 11 out of It Works: How and Why. Back from the Grave GSR: Joe M. Celebrations: none Donation: $7.00 Change or Die GSR: Ralph P. Celebrations: Fred C. 10 yrs Donation: $0.00 Step meeting working out of the It Works: How and Why Clean & Crazy GSR: Sandra C. Celebrations: Michelle 1 yr Donation: $0.00 Freedom from Bondage GSR: open Ann C. reporting Celebrations: none Donation: $0.00 Group needs a GSR and support. Illness in Recovery GSR: Kevin B. Celebrations: none Donation: $0.00 Group is dying - needs support and service members! Innervisions GSR: Laura S. Celebrations: none Donation: $87.42 Its in the Steps GSR: Ron J. Celebrations: none Donation: $9.00 Keep Coming Back: Charlene Celebrations: Brian 23 yrs Donation: $0.00 Keys to Success GSR: Sal D. Celebrations: Denise 1 yr 3rd Monday in June Donation: $10.00 Group anniversary June 27, 2011 food will be served. Kickin It Live (Gut Level) GSR: Jennifer J. Celebrations: Jennifer 5 yrs, Malcom 8 yrs Donation: $30.00 Kick It GSR: John S. Celebrations: Israel 1 yr Donation: $29.00 Last Chance GSR: Kelly R. Celebrations: none Donation: $0.00 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 Midday Break GSR: Flavio L. Celebrations: none Donation: $5.00 Needs support Miracle of Change GSR: Roy H. Celebrations: none Donation: $0.00 Needs support Monday Meditation GSR: Ron J. Celebrations: none Donation: $9.00 Recovery by the River GSR: James B.(NEW) Celebrations: Tamika 5 yrs Donation: $25.00 Group Anniversary 8 yrs Group annual picnic July 9, 2011 @ Algonquin Park, Newburgh Reflections GSR: Edwin M. Celebrations: none Donation: $10.00 Group still has not secured a new meeting space. Relapse and Recovery GSR: Suzanne P. Celebrations: none Donation: $9.00 Saturday Night Beginners GSR: Pam M. Celebrations: Gil 23 yrs, Ronnie 20 yrs Donation: $7.40 New trusted servants have been elected into positions. X. Saturday Night Fever GSR: Allison Celebrations: none Donation: $7.50 Y. Some Are Sicker Than Others GSR: Barry T. Celebrations: Rick 3 yrs Donations: $5.00 Z Steps on Sunday GSR: Ann Celebrations none Donation: $0.00 Group is growing AA. Steps to Life GSR: Alexis B. Celebrations: none Donation: $30.55 BB. TGIF GSR: Ron J. Celebrations: none Donation: $9.00 CC. Time for a Change GSR: Hassina B. Celebrations: none Donation: $0.00 Need support. DD . Twice on Tuesday GSR: none Celebrations: none Donation $9.00 Needs support low attendance. EE. Up Front GSR: Ray L. Celebrations: none Donation: $9.50 ? FF. Wednesday Night Newcomers GSR: Howard R. Celebrations: none Donation: $15.45 Closing 10:25 In loving service, Robin V.     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