ࡱ> g GbjbjVV 4rr<r<?LL8TF\Yj.(iiiiiii$k9ni\\\ij"""\i"\i""jrZ_@r_>.\2i)j0Yj`\Jn\ >nd__na%"7Iii"FYj\\\\nL l: Open Arms Area Service Committee  Meeting Minutes October 7, 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. - absent Chairperson Comments Welcomed all to the October ASC meeting Introduction of new GSRs Reminded all concerning submission of motions prior to the start of Old Business. Reminded all members to remain until the meeting is closed so as not to miss any important information. 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 and Bank Statement to the treasurer. Handed in receipts for copies and mailing of minutes totaling Apologized to the body for not sending out the minutes for September due to problems with the new email address. Stated that the website chairperson will be asked to correct problems so that the minutes can be sent out using the new address. Body was reminded and encouraged to refer to the Open Arms website for current and archived minutes as needed. Secretary email = secretary@openarmsarea.com 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) Summary of report is as follows Previous balance including reserve $3,919.50 + group donations (Sept.) 478.82 + Literature Sales (Sept.) 1,055.00 Total $5,453.32 Due to the Treasurers absence in September there were no checks written estimated debit amount for September = $2,500.00 ASC and E&A bank statements were submitted. Treasurer addressed shipping expenses for Literature orders submitted by the different sub-committees. Suggested that all orders be placed together and shipped together to decrease shipping costs. Stated that the ASC co-chairperson has offered to pick up the literature orders from the RSO to avoid shipping costs to the ASC. Concerns were stated and addressed pertaining to who would ensure delivery to each sub-committee. Decided that literature could be brought to the ASC meeting each month for pick up by each sub-committee. Treasurer gave a verbal motion to allow the co-treasurer to be added to the ASC bank account as an additional signer. Intent: to allow co-treasurer to sign checks in the absence of the treasurer to ensure all invoices and reimbursements are paid at each ASC meeting. To be addressed in New Business. Report was accepted by the body. Regional Committee Member report Dan H. Alt. RCM Jannette Old Business Motion to have the GNYRSC provide for a $100.00 revolving fund for the New York NA History Book Committee, carries (5-1-1). Motion to ratify the revised GNYRSC guidelines, including the motion chronology and portions of Roberts Rules of Order, to be able to be guided with current material and to assist in the decision making process of the GNYRSC, carries (5-0-2). Motion to reflect in GNYRSC policy and guidelines how the prudent reserve is to be used, by specifying spending priorities, carries (5-0-2). New Business Nominations were entertained for various positions on the 2012 GNYR Steering Committee (including Chairperson, Vice-Chairperson & Secretary) and those of the various Subcommittee Chairpersons (including Helpline, H&I, Newsletter & Speaker Exchange/Outreach), so that elections may be conducted at the next Regional Weekend. Nominees are still being sought for the positions of Treasurer, Assistant Treasurer, Assistant Secretary, Policy Chairperson, E&A Chairperson, E&A Treasurer, Literature Review Chair, Meeting List/Website Chair and PI Chair. There are, additionally, seven (7) open positions on the Board of Directors (BoD). Suggestion was made that the RCMs discuss with our ASCs issues related to an entity calling itself the United States Service Conference (USSC). The Regional Delegate provided a lengthy document pertaining to the USSC for review, but he was called away before discussion could take place. Motion was made to table the discussion. Discussions Discussion was held pertaining to use of a financial reporting template provided by the Brooklyn RCM. Subcommittee Chairs are to try out the proposed template, and well again take up discussion at the next session. Discussion was held pertaining to the ways by which we might use technology in our various Committees, and well again take up discussion at the next session. Motions Back to Groups Motion to modify the current Meeting List/Website Subcommittee, replacing it with a stand-alone Meeting List Subcommittee and a stand-alone position of Web-servant. The fundamental duties of the Web-servant (formerly known as the Meeting List-Website Chairperson) would not change at all. They are to include website maintenance and all this entails, assisting Area web-servants and meeting list coordinators, maintaining the online meeting list for those Areas without meeting list coordinators, meeting list formatting and production. Looking Ahead The Conference Agenda Report, or CAR, is to be issued on November 28, 2011. This publication is produced in anticipation of the 31st World Service Conference, the forum wherein addicts come together in fellowship to plan for the future of Narcotics Anonymous. It is suggested that each of the Regions ASCs set up a CAR Workshop. The November Regional Weekend will include a 2-hour Regional Inventory, focusing upon the Areas service provision expectations of the GNYRSC. A Consensus Based Decision-Making (CBDM) Workshop is most tentatively being scheduled for next year, perhaps in May. Policy & Procedure Mike B Discussion concerning the budget for the Open Arms Area Regional Committee Member (RCM) and Alternate RCM. Budget was to include travel expenses and low-cost meals as needed to bring clarity to travel expense budgets now and into the future when any member is doing service that requires travel. Also, to bring clarity to inexperienced members seeking guidance Motion submitted to the ASC.(see new motions) Question posed by the PI chairperson concerning the previous ASC minutes and the P&P report specifically item III F 4. ASC secretary responded by stating that report includes any discussions the sub-committee has during its meeting. Sub-committee reports Entertainment and Activities Chairperson Tom W Upcoming event Bowling, Saturday, October 15, 2011 fliers distributed. Sponsor/Sponcee Speaker Jam and Spaghetti dinner, followed by a dance. November 19, 2011 Fliers distributed and tickets available for purchase. Will have 2 local speakers 1 male and 1 female plus a guest speaker from Region. We are currently working on a calendar of events for the next year. Treasurer report Previous balance $500.00 Less printing costs Bowling fliers 11.89 Less printing for Sponsor/Sponcee Dinner fliers and tickets 10.00 Balance $478.11 Regional E&A meeting Three E&A Area chairpersons were in attendance Motion to begin using Skype for monthly meetings Submitted receipts for travel expenses = $49.26 Helpline Barry T., Co-Chairperson, Acting Chairperson Sub-committee is seeking a chairperson to fill his position. We have several members involved. A rubber stamp was made for our NA business cards that will have the Helpline telephone number on it. Helpline is updated regularly and is current. Hospitals and Institutions Mark M., chairperson We had 13 members in attendance. We submitted a list of commitments as requested copies were made available at the ASC and by request. Chairperson and Vice-chairperson attended the RSC meeting in September. Learned that most of the other area H&I sub-committees are struggling to fill commitments, some are not even covering 50% of their presentations overall we are doing pretty well with only 3 open presentations. Submitted receipts for reimbursement - $20.00 for gas and tolls + 9.50 for copies = $29.50. Literature - James T. 1. Literature sales 9/1/11 $1,085.00 Literature order for Sept. $950.37 Received $30.00 from the ASC Treasury for supply costs in September. Turned in receipts totaling $18.77 plus the remainder in cash of $11.23 All specialty items (Bi-plate & Tri-plate medallions, etc) must be ordered in advance as it would not be prudent to carry them. There are blank spaces on the forms to be used to write in any items the RSO carries that is not a part of our inventory. Please keep the tab with your order number on it to make it easier to find your order. Specialty Items in inventory Spanish literature all Large Print Basic Text and It Works: How and Why ASC chairperson addressed policy concerning the sale of literature prior to 9:30 pm or the end of the ASC meeting as per the ASC policy. Asked the Literature chairperson if he is willing to abide by the policy Literature chairperson stated he in not willing to abide by the policy because he doesnt want to be the last person to leave getting home late. Meeting List -Glenn D. - absent Copies of the meeting list were made available to the body this month Invoice for printing costs was submitted. No written report was submitted. Public Information Laura V., Chairperson We meet on the 3rd Monday of each month. All are welcome. We attended a presentation at Ecclesia House, Washington St, Newburg Thank you Renee H. (H&I Member) for attending the presentation with me. Future presentations Daytop, Swan Lake and Orange County Community College, Middletown, NY We connected with the YMCA/Glenn Hines Center and Pop Warner Little League for future presentations. We are continuing to reach out to the Spanish speaking community, I thank Gil and Janet for going with me to the Community Center @ Lake St. and the Armory to sit down and brainstorm how to accomplish conducting a presentation. We are still considering a service workshop. We would like to make a request to the E$A sub-committee to allow us to give a presentation at the October 15th Bowling event to get more members involved with PI. Financial report Beginning balance $200.00 Less 167.33 Less meeting space rent 3 mths 15.00 Less money order cost 1.10 Less printing costs 19.22 Ending balance -7.55 Submitted copies of the PI policy to the Policy and Procedure sub-committee and to the ASC secretary. Chairperson stated concerns pertaining to the purchase of a tent that was made for the sub-committee. She stated that the tent is too large, heavy and bulky for female members to carry and set up at outdoor events. Requests permission to return the tent and purchase a lighter, easier canvas canopy (easy-up) for this purpose. Website Ron T. This month of October we fixed the meeting list and uploaded the new meeting list from Glenn, We see that the list for the web site continually needs changing so we are keeping tabs on it and making necessary corrections thanks to the feedback of our members. We had the site paid for one year on a yearly account. This is $212.96 for one year. That includes: Cost: $212.96/year Website Gold plus Package, Unlimited Websites, Unlimited Pages, Blog, PayPal Commerce, 100 GB bandwidth, 1 Domain, 10 Subdomains, 5 Email boxes. We pay $10.00 for the domain name that is included in the package if anyone wants to know. We would like to thank Gina for all her help on this issue. We posted the flyer for the sponsor/sponcee spaghetti dinner/ speaker jam on the calendar. You can find all events on the calendar by going to the month and click on link and anyone can print it. all events for the Greater New York Region are being posted on the calendar for all the areas within our region.. We gave an email address to E&A for their mailing list. We are working on the email for the secretary (Having problems with email). We are currently looking for a vice chair for the web site so if anyone wants to learn or is experienced and wants to help with the site please contact us. Its very easy to operate. Old Business A. Open commitments Co-Secretary Helpline Chairperson Speaker Exchange/Homebound/Outreach Chairperson B Elections Q = None Tabled Motions Q = 20 Policy change to raise the current ASC prudent reserve of $1,650.00 to $2,000.00. Intent: to insure that there are sufficient funds available for operating expenses due to lack of group donations and literature sales. Author: P&P sub-committee, Second: Brenda K GSR Result: 8/1/11 Passed Policy change to raise the current bank account maximum from $3,000.00 to $4,000.00 (2X the prudent reserve). Amount above the maximum shall be donated to the GNYRSC. Intent: to insure that there are sufficient funds available for operating expenses due to lack of group donations and literature sales. Author: P&P sub-committee, Second: Brenda K GSR Result: 6/0/14 Passed. X. New Business A. Motions Verbal motion was submitted from the floor to accept the policy as read to allow co-treasurer to be added to the ASC Bank Account as a signer as per discussion in the treasurers report. Result of voting: Passed. Motion to request that Entertainment and Activities sub-committee secure the remainder of the merchandise from the Convention Committee and sell it at upcoming events. Intent: to recoup some funds for the Area. Author: Tom W. E&A chairperson. Second: was seconded by a GSR Result: passed Policy change The RCM is allotted up to $150.00 reimbursement and the Alternate RCM is allotted up to $50.00 per Regional weekend, as needed with the submission of receipts. Intent: To provide adequate funding in order to send our representatives to Region and keep us informed. Author: Policy and Procedure sub-committee Second: ? Result: failed due to a lack of a second Group Reports. motion to suspend groups reports due to time constraints was accepted by the body. The following are developed from written reports submitted. ]3-7-11 in Montgomery GSR: Pam M. Celebrations: none Donation: $17.25 Back from the Grave GSR: Nancy M. Celebrations: Tom W. 19 yrs Donation: $25.00 Bridge to Recovery GSR: Roberto R. Celebrations: none Donation: $20.00 Change or Die GSR: Ralph P. absent, Billy K. reporting Celebrations: none Donation: $74.00 Clean & Crazy GSR: Sandra C. Celebrations: Sandy C. 24 yrs Donation: $20.00 Gratitude in Motion GSR: Suzanne P. Celebrations: none Donation: $15.00 Keep Coming Back GSR: Charlene N. Celebrations: Phil 6 yrs Donation: $5.00 Keys to Success GSR: Sal D absent, Barry T. - reporting Celebrations: Sal D. 4 yrs, Jake 2 yrs Donation: $3.00 Kick It GSR: Kenny F Celebrations: none Donation: $6.00 Life After Death GSR: Ryan K. Celebrations: none Donation: $20.00 Living Miracles GSR: Marsha K. Celebrations: Rodney 3 yrs, Faye 3 Donation: $5.00 Mid-day Break GSR: Flavio L. Celebrations: Dana 22 yrs Donation: $5.00 Needs support trusted servants Recovery by the River GSR: James B. Celebrations: Candi C. 7 yrs Donation: $5.00 Some Are Sicker Than Others GSR: Barry T. Celebrations: none Donation: $4.50 Spiritual Workshop GSR: Kevin B. Meeting is now closed. Steps to Life GSR: Alexis B. Celebrations: Kevin B. 22 yrs, Ron T. 12 yrs Donation: $21.00 Time for a Change GSR: Hassina Celebrations: none Donation: $0.00 Turn it Over GSR: Fred J. Celebrations: one celebrant 22 yrs Donation: $5.00 Youth in Recovery GSR: Ryne M. absent, Allison W. reporting Celebrations: none Donation: $52.00 Wednesday Night Newcomers GSR: Howard R. Celebrations: Evelyn 5 yrs Donation: $31.26 Closing 9:35pm In loving service, Robin V.     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