ࡱ> g 8bjbjVV 4`r<r</LL8L>T@b.(aaaaaaa$nc facccaa###ca#ca##SsX>O6Z!oU,ab0@bUf!fXsXsX fZ,##?#@aa#F@bccccfL l: Open Arms Area Service Committee  Meeting Minutes August 4, 2011 Meeting opened @ 7:33pm 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 Welcomed all to the August ASC meeting Reminded all concerning submission of motions prior to the start of Old Business. Stated concerns about GSRs leaving the meeting prior to the close of business and group reports. Asked that all members remain until the meeting is closed so as not to miss any important information. Secretary Report Robin V. Correction to tabled motion #1 (see Old Business July 2011) motion was rescinded not tabled. Previous months minutes were reviewed and accepted by the body. Turned over invoice (received in the mail) from Byrnes Message Bureau, Washingtonville Post Office for mail box rental for payment, and Bank Statement to the treasurer. Handed in receipts for copies and mailing of minutes totaling $35.87 Secretary now has a new email address secretary@openarmsarea.com A test email will be sent out to be sure everyone is receiving email please respond! 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) Treasurer reported that her spreadsheet balance and the bank statement balance finally match to the penny!! Treasurer reminded the body of a pre-paid credit card which is in the previous treasurers name. She was still not able to determine how much, if any, amount was on the card but found that it was not enough to pay the entire amount of the web site for a full year. Card was turned over to Glenn D. to purchase a canvas pop-up shelter for Public Information to use when attending health fairs and community events, etc. where shelter is needed. Treasurer will use her personal credit card to pay for the web site expenses for a year and will submit an invoice to the ASC for reimbursement. Report was accepted by the body. Regional Committee Member report Dan H. Alt. RCM Jannette absent See Report Attached. Please see motions in report titled Back to groups to be voted on at the group level. Discussed the accounting practices concerning the Boat Ride was not handled properly. Handed out copies of a draft for a new IP concerning Social Media use. (copies available upon request) Question concerning how the RSC E&A will be of support for area events. Policy & Procedure Mike B Sub-committee did not meet in July due to a conflict in schedule of the chairperson. Updated policy was made available to all who were in need of it. Discovered that the questions to be asked of nominees was not added to the policy will need to add them and update policy prior to the next ASC meeting. Updated policy will be posted on the web site. Next meeting will be held on August 20, 2011 Member stated concerns about how others would be alerted when sub-committee meetings are cancelled. Chairperson stated that it was mentioned at the July ASC meeting and was stated in the minutes. He also stated that he would do his best that this does not happen again. Also stated that the web site calendar can be a useful source. Handed in all receipts for copy expenses. Sub-committee reports Entertainment and Activities Chairperson OPEN. 1. No report submitted. Helpline Barry T., Co-Chairperson, Acting Chairperson Sub-committee is seeking a chairperson to fill his position. We are in need of additional support. New meeting list will be emailed to the service for updates. ASC Chairperson stated that he had called the Helpline and was concerned that members are adding their personal telephone numbers to the information. Asked if this was common practice for that committee. 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 no members orientated. We are planning a Learning Day with Mid-Hudson Area H&I We are seeking help with Sullivan County Jail and Monticello Crisis Center. Requesting a check for rental expense for meeting space = $60.00 which will cover our rent for a full year. Literature order = $275.00 Suggestion was made from the floor that the H&I sub-committee develop a detailed list of presentations including whether they are being filled or are vacant. Question from the body concerning policy on ordering literature for H&I use. Member stated that according to policy H&I should be ordering their literature through the ASC Literature sub-committee rather than directly from the RSO. Questions concerning H&I policy on ASC attendance by both the Chairperson and co-chairperson, and whether the chairperson should be covering a presentation during the ASC meeting. Concerns were stated about H&I continuing to fill commitments that are outside of the Open Arms Area geographical area, including whether we are overextending our members with the travel and expenses associated with covering these presentations. ASC chairperson suggested that this issue be discussed at the next H&I meeting if unresolved it can be brought back to the ASC at the next meeting. Literature - James T. 1. Literature sales 7/7/11 $690.45 Literature order for July $588.77 All back ordered merchandise was received. We have received the new price list any increases will be adjusted next month. All specialty items (Bi-plate & Tri-plate medallions, etc) must be ordered in advance as it would not be prudent to carry them. New order forms are a work in progress all suggestions are welcomed but please submit suggestions in writing on an order form There are blank spaces on the forms to be used to write in any items the RSO carries that is not a part of our inventory. Please keep the yellow tab with your order number on it to make it easier to find your order. Specialty Items in inventory Spanish literature all Large Print Basic Text and It Works: How and Why Meeting List -OPEN Copies of the meeting list were made available to the body this month courtesy of Glenn D.. 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 Family Health Center Health Fair on Saturday, August 6, and the New Windsor Community Day event scheduled for August 27, 2011. 3. Upcoming presentations August 8, 2011, Ecclesia House, Washington St, Newburgh 4. Will be meeting with a representative from H&I 5. Purchased literature totaling $191.92. Have not yet received receipt. 6. We need support to hold a Service Learning Day Website Ron T. We still have four remaining email addresses to disperse to selected Officers or committee chairs. Email designed for the secretary is up and running All events and suggestions for the web site can be emailed to me email is posted on the site. Old Business A. Open commitments Co-Secretary Co-Treasurer Helpline Chairperson Meeting List Chairperson nomination Glenn D. needs to attend two consecutive meetings prior to election. Speaker Exchange/Homebound/Outreach Chairperson B Elections Q = 15 Entertainment and Activities Chairperson Tom W. 10/0/5 passed. Tabled Motions Q = 14 Policy Change To dissolve the Convention Committee as a standing sub-committee. However, future convention committees may 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: 11/0/3 passed 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: 14/0/0 passed 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: 14/0/0 passed X. New Business A. Motions 1. Verbal motion was made to reimburse Aisha H. former RCM, for expenses accrued while attending the most recent RSC meeting to train and be of support for the incoming RCM. Result: passed Group Reports. ]3-7-11 in Montgomery GSR: Pam M. Celebrations: Dan 1 yr Donation: $6.79 Held elections have new trusted servants NEW!! Addicts R Us GSR: Chris M & Mark B. Celebrations: none Donation: $0.00 Two new meetings held on Sunday @ 4:30 and on Thursday @ 8:00 St. James Episcopal Church, Rt 17B, Calicoon, NY Please support. A New Way of Life GSR: Eileen C. Celebrations: Monica 4 yrs, Denise 3 yrs Donation: $12.90 A Spiritual Journey GSR: Brenda K. Celebrations: Katrina 9 yrs Donation: $16.00 Change or Die GSR: Ralph P. Celebrations: Mike B 8 yrs, Billy K 26 yrs Donation: $26.40 Clean & Crazy GSR: Sandra C. Celebrations: none Donation: $0.00 26th group anniversary picnic to be held on August 6, 2011 @ Silver Mines in Harriman State Park. Freedom from Bondage GSR: open Ann C. reporting Celebrations: none Donation: $3.00 Group needs a GSR and support. Keys to Success GSR: Sal D absent, Ann C. - reporting Celebrations: none Donation: $20.00 Kick It GSR: Kenny F.- absent, Raina D. - reporting Celebrations: none Donation: $0.00 Last Chance GSR: Kelly R. Celebrations: none Donation: $0.00 Group is in dire need of support and trusted servants in danger of closing Life After Death GSR: Ryan K. Celebrations: none Donation: $30.00 Miracle of Change GSR: Roy H. Celebrations: Mark O 12 yrs Donation: $0.00 Needs support Recovery by the River GSR: James B. Celebrations: Leo 20 yrs, Christian 6 yrs, Stanley G. 4 yrs, Barry D. 1 yr Donation: $0.00 Recovery in the Afternoon GSR: Maoja O. Celebrations: none Donation: $40.00 Saturday Night Beginners GSR: Fred C. Celebrations: none Donation: $0.00 Needs support Saturday Night Fever GSR: Allison absent, Raina D. - reporting Celebrations: Raina D. 3 yrs Donation: $0.00 Some Are Sicker Than Others GSR: Barry T. Celebrations: Aaron 2 yrs Donations: $0.00 Spiritual Workshop GSR: Kevin B. Celebrations: none Donation: $7.00 Rotating format Group is dying - needs support and service members! Steps on Sunday GSR: Ann Celebrations none Donation: $5.00 Need speakers with time and steps. Lots of newcomers attend. Steps to Life GSR: Alexis B. Celebrations: Robin V. 2 yrs Donation: $11.25 Group is planning an anniversary celebration in October. Turn it Over GSR: Fred J. Celebrations: none Donation: $0.00 Attendance is poor; needs support. Wednesday Night Newcomers GSR: Howard R. Celebrations: Howard R 4 yrs Donation: $4.45 Group Anniversary celebration August 17, 2011, food will be served after the meeting. W. Youth in Recovery GSR: Ryne M. Celebrations: none Donation: $28.00 Closing 9:35 In loving service, Robin V.     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