ࡱ> g IbjbjVV 4~r<r<;ALL8dVtMeh(ddddddd$fgidq"q"q"de'''q"*d'q"d''pW[_õ$S#XX,de0MeYi#FiX[[ i^ '[dd9'RMeq"q"q"q"iL l: Open Arms Area Service Committee  Meeting Minutes July 7, 2011 Meeting opened @ 7:30pm with a moment of silence followed by the Serenity prayer. The Twelve Traditions and Twelve Concepts were read. Administrative Body Reports Attendance Chairperson: John M. Vice- chairperson: Marty C. Secretary: Robin V. Treasurer: Gina B. Regional Committee Member: Dan H. Policy and Procedure: Mike B. Chairperson Comments Secretary Report Robin V. Previous months minutes were reviewed and accepted by the body. Turned over invoice (received in the mail) from Byrnes Message Bureau to the treasurer for payment. Secretary now has a new email address secretary@openarmsarea.com which will now be used for any correspondence between the secretary and all NA members concerning ASC business. All are encouraged to submit reports by email prior to or up to five days after the ASC meeting - 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 Gina B. Written report was presented and distributed. (report can be obtained by request) Stated that she will be writing a check to the Grace Community Church for two months of rent due. Previous months rent was not paid but the cash was returned to the Treasurer and will be deposited in the bank. Treasurer discussed the presence of a pre-paid credit card which is in the previous treasurers name. She was not able to determine how much, if any, amount was on the card. Learned that the card was purchased to pay for the web site expenses as the company does not except checks as payment. Discussion concerning paying out cash as reimbursement for expenditures ensued. Decided that there is a need to hold a petty cash fund for payment of expenditures of thirty dollars ($30.00) or less. Petty Cash will hold an amount of one hundred dollars ($100.00). Request any sub-committee ordering literature from the GNYRSO contact her to make her aware of the purchase prior to submitting order. Report was excepted by the body. Regional Committee Member report Dan H. Alt. RCM Jannette absent The Greater New York Region Service Conference (GNYRSC) meets in daylong sessions on both Saturday and Sunday of this weekend, at the Regional Service Office, 154 Christopher Street, New York, NY. Insurance The cost of the insurance to each Area is based on the number of groups listed in the Regional Meeting List. We should resolve any questions about groups that are listed as being within our Area that may not truly be member groups of Open Arms. More Insurance The GNYR NA has granted insurance to Mid Hudson Area on the basis that they continue to purchase literature from our office. They have decided to join the Northern NY Region; however they have been and still remain faithful customers. The Eastern Long Island Regionwill be added to the insurance. Both Areas have paid their share of the insurance premium in full. Question has arisen as to how the Area feels in general about other Areas/Regions obtaining necessary insurance coverage under the GNYRSC liability policy. Price Increase There will be a five percent (5%), across the board price increase on all items in the NAWS inventory, with the exception of the Basic Text, effective 07/01/11. The GNYRSC will be following suit. Details are forthcoming. 5. Motion to increase the prudent reserve amount from $5,200.00 to $5,750.00. Q=15 Voting result: 10/1/4 Approved. 6. Motion to amend policy (under Treasurer, Item [a]): $250. expenses limited to hotel and tax only. Approved Policy & Procedure Mike B Five members were in attendance including the Chairperson and Secretary. There were several discussions Discussed the need to change wording to policy regarding Requirements for ASC Officers line F, to include policy concerning vacant sub-committee chairperson positions. Discussion concerning the convention committee sub-committee. Member suggested that a motion be submitted to have it dissolved as a standing committee. Motion will be submitted Discussion concerning the ASC prudent reserve of $1,650.00 to have it raised to approximately $2,000.00 and raise the maximum bank account balance to $4,000.00, Discussed concerns stated with using the internet and personal/business email addresses to send and receive NA information and online discussions. Discussed the use of the new email addresses that will be/are set up by the web site chairperson for the ASC Administrative body for the purpose of sending NA information and ASC minutes. Body decided to begin to develop policy concerning the use of email and the web site in transmitting and receiving NA information. Discussed the Events & Activities sub-committee bank account balance and their policy concerning the maximum balance they are to hold in that account. Body developed a motion to be submitted to the ASC in July Meeting scheduled for July 16, 2011 will be cancelled. We will meet again on August 20, 2011. Sub-committee reports . Entertainment and Activities Chairperson OPEN. Emerto V. reporting. Rafting Trip in conjunction with the Mid-Hudson Area E&A. Collected $1,335.00 Paid out for food -220.79 Paid out for Pavilion -25.00 Paid out for 16 rafters -501.12 Paid out for 21 campers -272.16 Net profit 315.93 Deposit return for facility use 150.00 Total profit 465.93 Bank account balance $1,293.24 Bank statement submitted Submitted check to the treasurer in the amount of $793.24 as a donation to the ASC brings account balance to $500.00 Sub-committee is down to two members we need support!! Request that GSRs announce this at meetings. Sub-committee has relocated their meeting to Goshen First Presbyterian Church, 33 Park Place, Goshen. Will meet on the 2nd and 4th Wednesday @ 7 :00 pm 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, Roy H. co-chairperson reporting Chairperson is covering a presentation in Monticello and was unable to attend this ASC meeting. We had 14 members in attendance with 1 member orientated. Several members have completed their training. We continue to seek members willing to join us in the Port Jervis, Ellenville and Monticello to take on commitments in their areas. 4. Orange County Jail now has full coverage. 5. Policy and Procedure chairperson requested a copy of their most recent policy to be added to archives. Literature - James T. 1. Literature sales 5/5/11 $1,174.86 Literature order for June $1,844.47 Prior to the transfer of inventory to the new Chairperson there was an inventory taken which had a dollar amount of $5,155.68 There were two discrepancies in the order this past month that resulted in a higher order amount than expected: IP#24 is now Money Matters & Self-Support in NA cost of $0.51 replaced Hey Whats the Basket For? cost of $0.24 The Medallion Key holder was listed at $4.00 each but has an actual cost of $6.00. An amount of $12.10 plus $0.85 for S&H was added to the original order. Back order items received By Young Addicts for Young Addicts IP Literature Committee handbook New Group Start-up Kit 22 years Medallion 12, 12 & 12 Posters White Books received 30 ordered 150 White Key Tags Tri-plate Medallion preordered H&I Handbook Basic Text Large Print Specialty Items Spanish literature all Large Print Basic Text and It Works: How and Why All specialty items must be order in advance as it would not be prudent to carry them. We have developed new order forms which include all items in inventory plus blank space to add items if needed. The forms are a work in progress and all suggestions are welcome in writing. We have three members currently serving this committee: James T. Chairperson, Felix and Tony. We would like to thank the previous chairperson, Renee, for her help and continued support during this transition. Meeting List -OPEN Copies of the meeting list were made available to the body this month courtesy of the Administrative Body. Changes to meetings were reported to the ASC Secretary. The following groups will be relocating back to the Club House, 17 Hamilton Ave, Monticello Keep Coming Back Living Miracles Woman to Woman Time for a Change Saturday Night Live Public Information Laura V., Chairperson 1. We meet on the 3rd Monday of each month. Attendance is good but all are welcome. 2. We will be attending the New Windsor Community Day event scheduled for August 27, 2011. 3. We will also be attending the Newburgh Night Out and other community events workshops and fairs which we did last year. 4. Regional PI meeting is now being held online. 5. Currently we are working on finding a new meeting space for Saturday Morning Awakenings held at 167 Grand St., Newburgh due to unhealthy facilities i.e. no working bathrooms and no heat. We have 4 or 5 leads that we are following up 6. Handing in receipts for mailing expenses totaling $41.80 and three invoices for literature purchased this year. 7 . We did not receive a check last month and am requesting one for this month. 8. We need support to hold a Service Learning Day Website Ron T., chairperson absent, Robin V. ASC Secretary reporting 1. We pulled some literature postings that were deemed not to be on the website due to NAWS policy on literature sales. 2. Homestead was contacted concerning the ability to pay for their service on a yearly basis. If we pay yearly we will only have to pay for ten out of twelve months of service. We will need to pay for the service with a credit card. 3. We now have five email addresses to disperse to selected Officers or committee chairs. One has been designed for the secretary so far. The remaining four addresses will have to be decided as a whole as to who will utilize them. If we need more addresses we will have to pay for them at a cost of $1.00 per month per address. Old Business A. Open commitments Co-Secretary Co-Treasurer Convention Committee Chairperson Member requested that order be suspended in nominating a member for the position to allow for address of a motion that was submitted concerning this position. (See New Business motions) Entertainment and Activities Chairperson Two nominations were made for this position, Dione M. and Tom W. Both were stated their qualifications and answered questions required for nomination. Both will need to fulfill the requirement of attending the ASC two months prior to election. Helpline Chairperson Meeting List Chairperson Speaker Exchange/Homebound/Outreach Chairperson B Tabled Motions Q = 16 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 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: 15/0/1 Passed X. New Business A. Motions Policy Change To dissolve the Convention Committee as a standing sub-committee. However, future convention committees my be formed as an ad hoc committee. Intent: to be in accordance with Concept 5. Author: Mike B. P&P Chairperson Second: Aisha H. Result: tabled to go back to groups. Policy Change Section titled Requirements for ASC Officers Line F to include Any vacant sub-committee chairperson positions will be filled by the vice or co chairperson of the sub-committee until a chairperson is voted into that position. Intent: to be in accordance with the 2nd Concept Author: Mike B. P&P Chairperson Second: Marty C. Result: tabled to go back to groups. Policy Change To require the Entertainment and Activities sub-committee to donate to the ASC any amount held in their bank account over five hundred dollars ($500.00). Intent: to be in accordance with Concept 11. Author: Mike B. P&P Chairperson Second: Marty C. Result: tabled to go back to groups. That the Policy and Procedure Chairperson be considered a position on the Executive Body. Intent: to stay in line with the 7th Tradition. Author: Marty C. co-chairperson Second: Mke B. P&P Chairperson. Voting Result: Q= 14 10/0/4 Passed Group Reports. A New Way of Life GSR: Ileen Celebrations: None Donation: $21.00 Bridge to Recovery GSR: Roberto R.. Celebrations: Ernesto 32 yrs Donation: $20.00 Change or Die GSR: Ralph P. Celebrations: None Donation: $163.00 Step meeting working out of the It Works: How and Why Clean & Crazy GSR: Sandra C. Celebrations: Dave 3 yrs, Daniel 5 yrs Donation: $0.00 26th group anniversary picnic to be held on the last Sunday in August (?) @ Lake Welsh in Harriman State Park. Freedom from Bondage GSR: open Ann C. reporting Celebrations: none Donation: $1.00 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! Name change to Spiritual Connection. Format change. Innervisions GSR: Laura S. Celebrations: Amy H 15 yrs, Fran 22 yrs, Rob S. 24 yrs Donation: $41.00 Keys to Success GSR: Sal D. Celebrations: none Donation: $20.00 Kickin It Live (Gut Level) GSR: Jennifer J. Celebrations: Leanna 23 yrs, Sara 1 yr, Melissa 1 yr Donation: $8.00 Kick It GSR: Kenny F. Celebrations: Johnl 1 yr Donation: $24.00 Living Miracles GSR: Marsha K. Celebrations: None Donation: $5.00 group is moving back to the Club House. Man Up GSR: Rob A Celebrations: Knowledge 22 yrs Donation: $0.00 Midday Break GSR: Flavio L. Celebrations: none Donation: $50.00 Needs support 10th Annual group picnic in conjunction with the Keep Coming Back group, August 6, 2011 10:00 am 6:00 pm Dehoyas Park, Monticello Miracle of Change GSR: Roy H. Celebrations: none Donation: $0.00 Needs support Reach Out GSR: Jaclyn E. Celebrations: none Donation: $52.00 All group commitments are up at the end of this month need support for all positions Recovery by the River GSR: James B. Celebrations: Donation: $4.50 Group Anniversary 8 yrs Group annual picnic July 9, 2011 @ Algonquin Park, Newburgh Saturday Morning Awakenings GSR: Jesus M. alt. Celebrations: none Donation: $0.00 Seeking new meeting space. Saturday Night Fever GSR: Allison Celebrations: none Donation: $15.00 Group could use more support Some Are Sicker Than Others GSR: Barry T. Celebrations: none Donations: $15.00 Spiritual Journey GSR: Brenda K. Celebrations: Maoja 1 yr Donation: $20.00 Steps on Sunday GSR: Ann Celebrations none Donation: $16.00 Steps to Life GSR: Alexis B. Celebrations: none Donation: $0.00 Time for a Change GSR: Hassina B. Celebrations: none Donation: $5.00 Moved back to the Clubhouse Twice on Tuesday GSR: none Celebrations: none Donation $39.00 Needs trusted servants Up Front GSR: Ray L. Celebrations: none Donation: $26.00 Need trusted servants Wednesday Night Newcomers GSR: Howard R. Celebrations: Terrence 2 yrs Donation: $10.70 Woman to Woman GSR: Hassina B. Celebrations: none Donation: $0.00 New group needs support Closing 9:40 In loving service, Robin V.     OAASC minutes July 7, 2011 page  PAGE 1 of  NUMPAGES 7   !"#+239?OUVXY  ! [ d { } {wwsokgkhxyhthEhB3yh]1ch@h>" h`h`hK0h`h]hShhq\huQh04ch-LhL8CJ$aJ$hqhuQCJ$aJ$hqhqCJ$aJ$hqjh[h!CJ$UaJ$hD]h aCJ,aJ,hD]hSCJ,aJ,hD]huQCJ,aJ,'!#3@A% R v ] { 88^8gdxy & F 8`gd>h^hgd` ^`gd` & Fgd> & FgdK0 & FgduQ$a$gduQ  A C a g h p y } ! " + G K T V m o u v w x = ? 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