Western North Carolina Area of NA

PREFACE

These guidelines and procedures have been compiled for the Western North Carolina Area of Narcotics Anonymous (WNCANA) as an aid to understanding the proceedings at the monthly Area Service Committee (ASC) meeting to conduct business in a practical and spiritual manner. Other references, from which these guidelines and procedures have been compiled, are A Guide to Local Service, The Twelve Traditions of Narcotics Anonymous and The Twelve Concepts for Narcotics Anonymous Service.

TABLE OF CONTENTS

  1. Purpose of the Western North Carolina Area of Narcotics Anonymous
  2. Function of the Area Service Committee 
  3. Membership
  4. Administrative Officers
  5. Committees and Subcommittees
  6. Conducting Business at Monthly Meetings
  7. Motions
  8. Proposals 
  9. Elections of Trusted Servants 
  10. Removal from Office
  11. Financial Guidelines 
  12. Glossary of NA Acronyms

1. PURPOSE of the WESTERN NORTH CAROLINA AREA of NARCOTICS ANONYMOUS (WNCANA)

The purpose of the Western North Carolina Area of Narcotics Anonymous (WNCANA) is to respond to the needs and collective conscience of its member groups, to support and encourage unity, welfare, and growth of the Western North Carolina Area as a part of the Carolina Region (CRNA) and the Narcotics Anonymous worldwide fellowship (NAWS).  To fulfill that purpose, WNCANA follows the 1st Concept of NA.

2. FUNCTION of the AREA SERVICE COMMITTEE (ASC)

The function of the Area Service Committee (ASC) is to provide services as delegated by the member groups in order for the member groups to stay focused on their primary purpose, carrying a message of recovery to the addict who still suffers. The ASC follows the 2nd and 9th Traditions of NA.

3. MEMBERSHIP

  • The membership of WNCANA shall consist of member groups in the service area.
  • These member groups will send a representative (known as a GSR) to the monthly ASC meetings. 
  • Each participating member group shall be entitled to one vote at the monthly ASC meeting.  Only GSR’s or their alternates, in the absence of their GSR, may cast votes for their member group.  Each GSR may represent only one member group.
  • Newly formed home groups must attend the monthly ASC meeting one time to have their member group meeting information added to the list of meetings on the WNCNA.org website.
  • Newly formed home groups must attend the monthly ASC meeting two times to become an active member group, to vote at the ASC meeting. 

4. ADMINISTRATIVE OFFICERS

The ASC Executive Committee of the WNCANA shall be composed of the following officers: Chairperson, Vice Chairperson, Secretary, Treasurer, and Regional Committee Member.  Additional officers of the ASC Executive Committee are Alternate Secretary, Alternate Treasurer, and Alternate Regional Committee Member.

Executive officers shall have the specified amount of clean time for the position they will serve and their personal maturity shall be the first consideration.  As trusted servants, their experience in the 12 Steps, 12 Traditions, and 12 Concepts of Service  should demonstrate commitment that serves as an example to others.  They should be capable of serving without attempting to govern.  In addition, no ASC officer may hold more than one voting position.

Chairperson 

Qualifications:  A minimum of three years clean time and previous service experience at the Area level.

Duties: 

  • Conducts the monthly ASC meeting and when necessary arranges for the Vice-Chair to substitute.
  • Receives and previews all motions and proposals against the 12 Traditions and 12 Concepts before adding to the monthly ASC agenda.
  • Coordinates with the Secretary to prepare the agenda for the monthly ASC meeting.
  • Votes only in the case of a tie at ASC meetings.
  • Approves the ASC minutes prior to the Secretary sending them out.
  • Mentors the Vice-chair regarding the Chair’s position.
  • Co-signer of the WNCANA bank account.
  • In the absence of the Treasurer and Alternate Treasurer, the Chairperson will take any donated funds and deposit them in the WNCANA bank account as soon as possible.
  • Maintains one of two P.O. Box keys; will make this accessible upon request.
  • Uses the Area Google Drive and Gmail for documents and correspondence. 

Vice Chairperson

Qualifications:  A minimum of two years clean time, a willingness to become Chairperson upon approval, by the ASC (2 year commitment).  Has previous service experience at the Area/Home Group level.

Duties: 

  • Attends the monthly ASC meeting and coordinates the monthly trusted servants meeting.
  • Keeps in regular contact with the chairpersons of each subcommittee to stay informed of their projects and problems.
  • Attends subcommittee meetings whenever possible (at a minimum attends each subcommittee at least once a year). 
  • Ensures that all member groups are visited at least once during the election year by an officer of WNCANA.
  • If disputes arise within the subcommittee or between subcommittees, the Vice Chair helps find solutions to them. 
  • Assists the Chairperson in conducting executive committee meetings and facilitates monthly ASC meetings in the Chair’s absence.
  • Works closely with subcommittee chairs to update their guidelines and develop their annual budget proposals.
  • Fulfills the duties of vacant administrative officers until the position is filled. 
  • Conducts two Learning Days per year.
  • Uses the Area Google Drive and Gmail for documents and correspondence. 

Secretary

Qualifications: A minimum of two years clean time; should be competent in clerical skills.

Duties: 

  • Attends the monthly ASC meeting and the monthly trusted servants meeting.
  • Takes clear, accurate minutes of ASC meetings.  
  • Distributes the minutes no later than two weeks after the meeting, following their approval by the Chairperson. Minutes shall be emailed to IT, all member groups and ASC meeting participants.  
  • Receives all new motions and proposals prior to the ASC meetings and includes them to the agenda as directed by the Chairperson.
  • Works with the Chairperson to prepare the agenda for the ASC meeting. 
  • Maintains a backup of all ASC relevant information in the Cloud with assistance of the Area IT Chair. 
  • An updated mailing list (phone numbers, and e-mail addresses) of all participants for inclusion in ASC minute’s distribution. 
  • A file, in chronological order, of all motions and proposals made at the ASC.
  • An archive for all changes to ASC Policy and subcommittee guidelines.
  • An archive of all minutes for the preceding three years. 
  • Mentors the Alternate Secretary regarding the Secretary’s position.
  • Reminds the Subcommittee Chairs in February that budgets are due in March.
  • Reminds the Subcommittee Chairs in March that updated guidelines are due in April.
  • In April notifies the Area two months prior to elections in June of all open positions.
  • Includes in minutes that Nominations are received in May; elections are held in June
  • In conjunction with the Area IT Chair safeguards the passwords for both the Area and the convention websites.
  • In conjunction with the Treasurer files the necessary 501c3 annual reports to the North Carolina Secretary of State of North Carolina.  
  • Updates the registration annually with the current Chairperson or Secretary’s home address, or alternatively a professional registered agent’s address to fulfill this requirement (the NC secretary of state requires a physical address for the corporation). The final duty of the outgoing secretary will be to assist the incoming secretary with filing the required documents.
  • Uses the Area Google Drive and Gmail for documents and correspondence. 

Alternate Secretary

Qualifications: A minimum of one year clean time, a willingness to become Secretary upon approval, by the ASC (2 year commitment).

Duties: 

  • Attends the monthly ASC meeting and the monthly trusted servants meeting.
  • Performs the duties of the Secretary in the Secretary’s absence.
  • Assists the Secretary in the performance of the Secretary’s duties.

Treasurer

Qualifications: A minimum of three years clean time and previous experience in business, accounting or bookkeeping.

Duties: 

  • Attends the monthly ASC meeting.
  • Receives and records contributions from the groups.
  • Administers the ASC’s checking account and Debit Card.
  • Co-signer of the ASC checking account.
  • Pays all ASC bills in a timely fashion.
  • Reimburses officers and subcommittee chairs in accordance with financial guidelines.
  • Keeps careful records of all transactions.
  • Provides a written report on the financial status to the area committee at each of its meetings.
  • Provide a reconciled account report at the monthly ASC meeting.
  • Is prepared at any time to advise the ASC on specific and or general financial matters related to operations of the ASC.
  • Submits a motion quarterly for donation to the Carolina Region of NA based on prudent reserve.
  • Assists the Subcommittee Chairs to develop their yearly budget.
  • Submits an annual preliminary budget for the upcoming year in the month of April.
  • Submits the year-end financial report of the previous year in July.
  • Files the 501c3 papers in a timely manner in conjunction with the Area Secretary.
  • Uses the Area Google Drive and Gmail for documents and correspondence.
  • Maintains one of two P.O. Box keys, checks the PO Box at least once a month, and brings relevant mail to the ASC meeting.
  • Mentors the Alternate Treasurer to become the next Treasurer.

Alternate Treasurer

Qualifications: A minimum of two years clean time, a willingness to become Treasurer upon approval, by the ASC (2 year commitment).  Has previous experience in business, accounting or bookkeeping.

Duties: 

  • Attends the monthly ASC meeting.
  • Performs the duties of Treasurer in Treasurer’s absence.
  • Assists Treasurer in performance of Treasurer’s duties.

Regional Committee Member

Qualifications: A minimum of three years clean time and previous service experience at the Area level (suggested, Alternate RCM for one year).

Duties:

  • Attends the Carolina Regional Service Committee of NA (CRNA) quarterly meetings.
  • Attends the monthly ASC meeting, when it is not a conflict with the Regional meeting.
  • Attends the monthly trusted servants meeting, minimum of  once a quarter.
  • Reports the quarterly RSC meeting and Regional subcommittees to the ASC.
  • Keeps ASC in touch with the larger world of NA. 
  • Provides information on activities in neighboring areas and functions being sponsored by the CRNA.
  • Reports relevant information from CRNA to appropriate subcommittees.
  • Participates at the Regional Conference as a voice of the Area.
  • Votes the Group conscience of the Area. 
  • Presents the bi-annual Conference Agenda Report to the Area.
  • Organizes a CAR workshop.
  • Provides a yearly budget at the March meeting of ASC.
  • Works with the Treasurer to recommend a quarterly donation to the CRNA.
  • Submits the Area’s votes where requested on matters contained in the Conference Agenda Report from NAWS.
  • Mentors the Alternate Regional Committee member to become the next RCM.
  • Uses the Area Google Drive and Gmail for documents and correspondence. 

Alternate Regional Committee Member

Qualifications: A minimum of two years clean time and a willingness to become RCM upon approval, by the ASC (2 year commitment).  Has previous service experience at the Area/Home Group level.

Duties:

  • Attends the monthly ASC meeting and the monthly trusted servants meeting, minimum of once a quarter.
  • In the absence of the RCM the Alternate RCM shall perform the duties of the RCM.
  • Works closely with the RCM in performing the RCM’s duties.
  • Attends the RSC meeting with the RCM.

5. SUBCOMMITTEES

The standing subcommittees are Activities, Campout, Convention Planning, Hospitals & Institutions, Information Technology, Policy, Public Relations, and Unity Day.  Each subcommittee shall present an annual budget in March except where noted and revised guidelines in April for approval by the ASC in May.  

Qualifications of subcommittee chairpersons

Qualifications: All Subcommittee Chairs shall have a minimum of three years clean time.  For all subcommittees that are served by a Vice Chair they shall have a minimum of two years clean time. GSR’s can also be subcommittee chairpersons, however, they cannot vote on motions or proposals pertaining to the subcommittee they chair and his/her presence will be excluded from the quorum.  If that exclusion prevents a quorum, the Area may not vote on the issue at that monthly meeting.

Specific duties of subcommittees

  • Establishes plans and procedures to maximize subcommittee effectiveness.
  • Conducts regularly scheduled meetings.
  • Informs the IT Chair of the monthly subcommittee meeting so the meeting information can be added to the Area calendar and if anything changes (time, date, location, etc) notifies the IT Chair immediately.

Activities

  • Attends the monthly ASC meeting and the monthly trusted servants meeting.
  • Provides a written report of current and planned activity with financial requests and or expenditures prior to the monthly ASC meeting through the WNCNA.org website reporting form.
  • Facilitates monthly activities.
  • Coordinates Area Anniversary. 
  • Serves in an advisory capacity to member group activities.
  • Provides a yearly budget at the March meeting of ASC.
  • Provides revised guidelines at the April meeting of ASC.

Campout (Looking Glass Bash)

  • Attends the monthly ASC meeting and trusted servants meetings during active months.
  • Provides a written report of current and planned activity prior to the monthly ASC meeting through the WNCNA.org website reporting form during active months.
  • Provides a written financial report at the ASC meeting within 2 months following the campout.
  • Responsible for putting on the annual Looking Glass Bash Campout.
  • Responsibilities include:
  • Maintains communication with the ASC regarding the Campout dates and location as soon as they are determined.
  • Maintains and updates the www.lookingglassbash.com website, and keeps it updated.
  • Nominates a new Chairperson for the next campout and nominee is affirmed at the ASC meeting.
  • Provides revised guidelines at the April meeting of ASC.

Convention (Spiritually High In The Land Of The Sky)

  • Attends the monthly ASC meeting and maintains monthly communications. 
  • Responsible for putting on the annual Spiritually High in the Land of the Sky Convention.   
  • Provides the financial report for the immediately past convention at the ASC meeting within two months following the convention (although the convention operates through a corporate entity, it is still a subcommittee of WNCANA, and is accountable to the member groups it serves). 
  • Provides a written report of current and planned activity prior to the monthly ASC meeting through the WNCNA.org website reporting form during active months.
  • Responsibilities include:
  • Maintains communication with the Area Service Committee, regarding the convention dates and location as soon as they are determined.
  • Maintains and updates the www.spirituallyhigh.org website.
  • Nominates a new Chairperson for the next convention and nominee is affirmed at the next ASC meeting.
  • Provides revised guidelines at the April meeting of ASC.

Hospitals & Institutions 

  • Attends the monthly ASC meeting and the monthly trusted servants meeting.
  • Provides a written report of current and planned activity with financial requests and or expenditures prior to the monthly ASC meeting through the WNCNA.org website reporting form.
  • Maintains a database of addicts who have successfully completed orientation.
  • Provides a communications link between the Regional H&I and WNCANA.
  • Maintains a list of all appropriate hospitals and institutions in the Area.
  • Maintains a list of facilities serviced by assigned Panel Coordinator Leader
  • Maintains a list of facilities currently not serviced by H&I
  • Provides a yearly budget at the March meeting of ASC.
  • Provides revised guidelines at the April meeting of ASC.
  • Uses the Area Google Drive and Gmail for documents and correspondence. 

Information Technology 

  • Attends the monthly ASC meeting and the monthly trusted servants meeting.
  • Provides a written report of current and planned activity with financial requests and or expenditures prior to the monthly ASC meeting through the WNCNA.org website reporting form.
  • Maintains and updates the Area website www.wncna.org.
  • Works closely with all GSR’s to update the Area meeting lists.
  • Works with all the subcommittees to have accurate information for the addicts interested in getting involved.
  • It is the responsibility of the IT Chair, Area Chair and Area Secretary to safeguard the passwords for the WNCANA.org, the convention and campout websites.
  • Provides a yearly budget at the March meeting of ASC.
  • Provides revised guidelines at the April meeting of ASC.
  • Uses the Area Google Drive and Gmail for documents and correspondence. 

Policy

  • Attends the monthly ASC meeting and the monthly trusted servants meeting.
  • Provides a written report of current and planned activity with financial requests and or expenditures prior to the monthly ASC meeting through the WNCNA.org website reporting form.
  • Receives and previews new business proposals prior to the ASC meetings regarding WNCANA policy for violations of the 12 Traditions and 12 Concepts when requested by the Area Chair.
  • Recommends policy changes, updates and submits proposals to the monthly ASC meeting by member groups without GSR’s.
  • Works with the Area Secretary to ensure that all passed motions and proposals motions are updated into policy and archived into the proper file, and with the IT subcommittee to get policy on the WNCNA.org website updated.
  • Works closely with subcommittee chairs to update their guidelines and procedures.
  • Provides constant updates as passed by the Area to the policy within 30 days to the website.
  • Provides a yearly budget at the March meeting of ASC.
  • Provides revised guidelines at the April meeting of ASC.
  • Uses the Area Google Drive and Gmail for documents and correspondence. 

Public Relations

  • Attends the monthly ASC meeting and the monthly trusted servants meeting.
  • Provides a written report of current and planned activity with financial request and or expenditures prior to the monthly ASC meeting through the WNCNA.org website reporting form. 
  • Maintains an ongoing 24/7 telephone helpline for the WNCANA Area.
  • Conducts training for helpline volunteers 
  • Maintains and updates a Twelve Step list 
  • Provides education to the local professional community to enhance their awareness and understanding of Narcotics Anonymous.
  • Distributes meeting contact cards.
  • Provides a yearly budget at the March meeting of ASC.
  • Provides revised guidelines at the April meeting of ASC.
  • Uses the Area Google Drive and Gmail for documents and correspondence. 

Unity Day   

  • Attends the monthly ASC meeting and the monthly trusted servants meeting during active months.
  • Provides a written report of current and planned activity with financial requests and or expenditures prior to the monthly ASC meeting through the WNCNA.org website reporting form.
  • Conducts Unity Day cookouts. 
  • Nominates a new Chairperson in October and nominee is affirmed at the next ASC meeting.
  • Provides a yearly budget at the March meeting of ASC.
  • Provides revised guidelines at the April meeting of ASC.

Ad Hoc Committee(s)

  • These committees are formed as necessary to accomplish tasks not covered by the standing Subcommittees.
  • Ad Hoc Committees are established by a proposal or appointed by the ASC with an assigned Chair and committee members.
  • Provides a written monthly and financial report at the ASC meeting for work in progress.
  • Are disbanded when the task assigned is completed and report is presented to the ASC.

6. CONDUCTING BUSINESS at AREA SERVICE COMMITTEE MEETINGS   

This section has been adopted to allow everyone to be able to understand how our business is conducted. This meeting shall be the forum for the exchange of information, experience, strength, and hope to serve as a resource to the member groups. It is designed to give everyone equal access to the use of the rules that govern our meetings and follows the 1st Tradition of NA.  This section has been adapted specifically for the WNCANA in order to:

  • Complete business in a timely and orderly manner; explain certain rules, procedures, and guidelines to determine how things will be run at ASC business meetings.  NOTE: the ASC meetings are not member group meetings and operate differently.  

Attendance policy

  • Member groups must be represented monthly by their GSR’s or their alternates to keep their member group active.  Upon absence at two consecutive ASC monthly meetings, the member group becomes an inactive member and is removed from calculating the quorum.
  • All Administrative Officers and Subcommittee Chairs are required to attend all ASC monthly  meetings (when their subcommittees are active).  In the event that any administrative officer or subcommittee chair cannot attend, they shall notify the Chairperson in advance. If two consecutive meetings are missed the Chairperson shall bring the matter of noncompliance before the ASC for review. 

Time, date, quorum, reports and format

  • The ASC shall meet every month on the third Saturday from 9:45 am until all agenda business is accounted for.
  • The ASC shall meet in an online virtual format or in a centralized location either in person or hybrid virtual format.
  • The Chairperson works with the Area Secretary to develop the ASC agenda prior to each meeting.
  • A quorum must be reached within thirty minutes of the scheduled meeting time. The quorum is the minimum number of active member groups present before it can proceed to transact business. The quorum is set at 50% of the active participating member groups. 
  • Inactive member groups (who have missed the previous two regularly scheduled ASC meetings) may attend but are not part of the quorum or any voting process.  
  • Should a quorum not be present at an ASC meeting, business may be conducted, provided that such business must be approved at the next ASC meeting at which quorum is met by vote of the active member groups.
  • All ASC meeting reports by ASC administrative officers, Subcommittees and Member Groups are to be submitted via the WNCNA.org website https://www.wncna.org/forms-2-2/  24 hours before the ASC meeting.  
  • New motions and new proposals are to be submitted via the WNCNA.org website https://www.wncna.org/forms-2-2/ 24 hours before the ASC meeting. All other motions and proposals not on the agenda may be presented under New Business and may or may not be discussed until the next monthly ASC meeting.

Reporting and discussion

All WNCANA members have a voice on the floor at the monthly ASC business meeting.  The following ASC members have priority recognition on all discussions: 

  • Chairperson
  • Vice-Chairperson
  • Secretary or Alternate Secretary
  • Treasurer or Alternate Treasurer
  • RCM or Alternate RCM
  • GSR’s or their Alternate 
  • Subcommittee Chairpersons or their designated Vice Chairpersons 
  • All others in attendance may have a voice on the floor at the discretion of the Chairperson

Monthly Meeting Agenda

At 9:45am new GSR’s receive orientation – Vice Chair or designee takes new GSR’s aside in a breakout room to cover Area procedures to include: Welcome GSR Packet, format of the monthly meeting agenda, attendance, Area officers, subcommittees, member group conscience, the submittal of motions and voting by Robert’s Rules of Order and the submittal of proposals and Consensus Based Decision Making.

At 10:00 AM open the meeting

  • Read  the Twelve Traditions and the Twelve Concepts of Narcotics Anonymous
  • Read the Concept of the Month and the Area Service Committee purpose and function
  • Roll call conducted by the Secretary (or in their absence, by the Vice Chair or Chair) to determine if a quorum exists
  • Approval of previous Minutes
  • Chairperson’s Report
  • Vice Chairperson’s Report
  • Secretary’s Report
  • Treasurer’s Report
  • RCM’s Report
  • Member Group Reports
  • Subcommittee Reports
    • Activities
    • Campout
    • Convention
    • Hospitals & Institutions
    • Information Technology
    • Policy
    • Public Relations
    • Unity Day
  • Old Business
    • Vote on previous motions or proposals that were sent back to member groups for group conscience. 
    • Ad Hoc Report (if applicable)
    • Elections of vacated trusted servant positions (midterm) per general housekeeping procedures.
  • New Business
    • Items or issues from the pre-approved agenda.   
    • New motions or proposals submitted 48 hours in advance.
    • New motions or proposals submitted to the Secretary less than 48 hours prior to the meeting may be discussed or deferred to the following monthly meeting.
  • Open forum for any NA member.
  • Announcements
  • Discuss plans for the next meeting
  • Closing reading

Schedule for monthly meetings

Regular monthly meetings follow the scheduled agenda above.  The following ASC meetings include  content specific in addition to the regular meeting as time permits:

  • March:
    • World Service Conference Agenda review/votes; if applicable.
    • Area officers and Subcommittees present their budgets for the following year.
  • April: 
    • The Treasurer presents a motion for the proposed budget for the upcoming year.  The budget motion is then sent back to member groups for group conscience.
    • Subcommittees present their revised guidelines. 
  • May:
    • Present nominations for Area administrative officers and subcommittee chairpersons. 
    • Budget is submitted via a motion for approval.
  • June:
    • Elections of Area officers and Subcommittee chairpersons who take office following the meeting and transition with the outgoing officers.

7. MOTIONS 

Motions are made on all items to do with budget and financial matters.  Voting on motions follows Robert’s Rules of Order.  In keeping with the 9th Tradition, any member of a member home group in the WNCANA can make a motion.  

To submit a motion, complete the online form on the WNCNA.org website and upload it following the instructions 24 hours in advance of the monthly meeting. 

  • Once the motion is submitted; it is forwarded to the ASC Chairperson, Policy Subcommittee Chair and ASC Secretary.  
  • Next; all motions undergo review for compliance with Area Policy, the 12 Traditions and the 12 Concepts before being added to the ASC meeting agenda. 
  • To vote on motions the member group must be active and have reviewed it prior to the ASC monthly  meeting.  If the member group is not active nor has not come to a group conscience the GSR or their Alternate may not vote on the motion. Once a member group has informed its’ GSR how to vote on a motion, a discussion should not, within our Traditions, change the member group conscience.

How the Motion is brought before the ASC

  • The Chairperson recognizes the member who submitted the motion
  • The maker reads the motion’s purpose and intent; stating “I move that….
  • A GSR or their alternate seconds the motion stating “I second the motion”.
  • The chair states the motion: “It is moved and seconded that … Are we ready for questions and discussion?”
  • Anyone wishing to be recognized must raise their hand and be recognized by the Chairperson and the maker of the motion has first right to the floor.
  • The process follows 2 pro and 2 con discussions for new, amended or a reconsidered motion.
  • Members can review and discuss the motion.
  • Discussion will be closed by the Chairperson once no one seeks further discussion unless there is an amendment to the motion, a move to refer to a committee or to postpone.

The Chairperson puts the motion to a vote re-stating “The question is on the adoption of the motion that

  • A quorum must be present at time of vote. 
  • As many as are in favor, raise your hand (pause to count); please lower your hand.
  • Those opposed, raise your hand (pause to count); please lower your hand.
  • Those abstained please raise your hand (pause to count).
  • At least one more than 50% of ASC members and active member groups’ GSR’s present must vote yes, in order for a motion to pass.  Both “no” and “abstain” votes count as no votes.
  • The Chairperson announces the result of the vote.
  • The ayes have it, the motion carries. 
  • The nays have it, the motion fails.

Amending a Motion:  When your member group wants to change some of the wording to the motion:

  • I move that the motion be amended by adding the following words ________.”
  • I move that the motion be amended by striking out the following words ________.”
  • I move that the motion be amended by striking out the following words, _________, and adding in their place the following words ________.”

Refer a Motion to a subcommittee: When your member group feels that the motion needs more study and investigation:

  • I move that the question be referred to a committee made up of members …….

Postpone a Motion: When your home group wants the membership to have more time to consider the question under discussion and you want to postpone it to a definite time or day, and have it come up for further consideration.

  • I move to postpone the question until….
  • I move to have the table the motion until …….

8. PROPOSALS 

Proposals are made on all non-financial matters and follow Consensus Based Decision Making.  In keeping with the 9th Tradition, any member of a home group in the WNCANA can make a proposal.  CBDM is a cooperative process in which everyone in the group consents to the decision of the group.

To submit a proposal, complete the online form on the WNCNA.org website and upload it following the instructions at least 24 hours in advance of the monthly meeting.   

  • Once the proposal is submitted, it is forwarded to the ASC Chairperson, Policy Subcommittee Chair and ASC Secretary. 
  • Next; all proposals undergo review for compliance with Area Policy, the 12 Traditions and the 12 Concepts before being added to the ASC meeting agenda.   
  • To vote on proposals that affect policy, the member group needs to be an active member for their GSR or their Alternate to vote.

 How the Proposal is brought before the ASC

  • The Chair introduces the proposal and calls on the Maker to speak of the rationale and the spiritual impact.
  • The Chair speaks to the proposal stating whether it affects Area policy, the 12 Traditions or 12 Concepts.   If the proposal affects policy it requires member group conscience and the proposal is recorded in the minutes and tabled until the next monthly meeting for discussion in old business. 
  • The Chair opens up the floor and asks for any concerns, questions or proposed  modifications to the proposal.
  • After all concerns and questions have been discussed and no further reservations are raised or the proposal has been modified a vote is taken that requires an 80% consensus vote by the active member groups’ GSR’s to pass as follows:
  • Assent: the GSR confirms support of the proposal.
  • Assent with Reservations: the GSR confirms they can support the proposal despite reservations.
  • Stand Aside: the GSR confirms they believe that no Policy, Traditions nor Concepts have been compromised; does not wish to stop the group from moving forward; and stands aside in order for their vote to be precluded from the 80% consensus.  
  • Oppose: a no vote.
  • Block: the GSR confirms they have a serious issue with the proposal concerning Area Policy, the 12 Traditions or the 12 Concepts and will not give their consent, a no vote.
  • If the consensus is 80%, the proposal passes, it is recorded in the minutes and a copy of the proposal will be given to the policy chair for adoption if necessary into the Area policy.
  • If there is no 80%  consensus, the Chair asks opposing GSR’s to express their concerns and what they seek to reach a compromise. 
  • The Chair asks if the proposal with compromise is acceptable to the entire group with 80% consensus. If the proposal passes, it is recorded in the minutes and a copy of the proposal will be given to the policy chair for adoption if necessary into the Area policy. 
  •  If not, the proposal is too weak to adopt. 

9. ELECTIONS of TRUSTED SERVANTS 

All ASC executive administrative officers and the following subcommittee chairs are open to election
each year in April: Chair, Vice Chair, Secretary, Alternate Secretary, Treasurer, Alternate Treasurer, RCM, Alternate RCM, Activities, H&I, IT, Policy, and Public Relations. 

The positions will be announced at the April ASC meeting.  GSR’s are to solicit nominations from their member group with a slate of new officers developed for the May ASC meeting.  Elections will be held at the June ASC meeting and the newly elected administrative officers and subcommittee chairs begin an immediate transition to report on activities at the July ASC meeting.

  • Nominations should be solicited by group conscience of each member group and then submitted at the May ASC meeting.
    • Nominees should be present at the May meeting to answer questions from member groups GSR’s  
  • All elected servants are elected at the June ASC meeting; only GSR’s or their alternate vote in elections. 
  • A quorum must be established for an election to be valid.
  • The Area Secretary announces the positions and reads the position qualifications and duties.
  • Nominations are taken, each nominee must be present; nominations need not be seconded. 
  • After accepting nominations from member group conscience, the Chairperson will ask the floor if there are any further nominations. If no further nominations are set forth, nominations are closed.  
  • Before the vote is taken, nominees state their qualifications for serving the fellowship as a whole in the Area:
    • State clean time date.
    • Past service experience.
    • State they have read the qualifications and duties of the position.
    • Affirm why they can serve and want to serve the fellowship.
  • In the case of more than one nomination a vote is taken; only GSR’s or their alternates from active home groups can vote.  The nominee receiving the most votes is elected.
  • In the case of only one nomination, a vote of acclamation is taken, that is 80% majority vote by the active member home group GSR’s is necessary. 
  • In the event of a tie for positions with more than one nominee the Area Chair will cast the deciding vote. In the case where a 80% vote fails for a single nominee then the position remains open and the issue goes back to the member groups’ conscience or for further nominations.  Elections will be conducted in the following monthly meeting in Old Business.

In the event that there is not a candidate that meets the required qualifications, the position can be filled on a pro tem basis as a housekeeping issue (meaning that the matter does not require a return to member groups for group conscience before affirmation) until the next ASC meeting to seek out and bring forth nominees who meet the qualifications.  The following guidelines apply: 

  • A one year waiver exemption to the qualifications is the maximum allowed.
  • The pro tem candidate will state their qualifications for serving the fellowship as a whole:
    • State clean time date.
    • Past service experience.
    • State they have read the qualifications and duties of the position.
    • Affirm why they can serve and want to serve the fellowship.
  • Only GSR’s or their alternate may vote for the pro tem candidate; a vote of acclamation is taken, that is a 80% majority vote by the active member group GSR’s is necessary to affirm the candidate as a housekeeping issue (meaning that the matter does not require a return to member groups for group conscience before affirmation).
  • If there are no nominees brought forth at the next ASC meeting and the pro tem candidate desires to serve the remainder of the service year, the position is now filled.

If a subcommittee chairperson position becomes vacant midterm, it is a housekeeping issue 

  • It may be voted on immediately at a monthly ASC meeting in order to fill the position in New Business.
  • Only GSR’s or their alternate may vote in these elections; a vote of acclamation is taken, that is a 80% majority vote of all member group GSR’s is necessary.
  • The Area Secretary announces the positions and reads the position qualifications and duties.
  • Nominations are taken, each nominee must be present; nominations need not be seconded. 
  • The Chairperson will ask the floor if there are any further nominations. If no further nominations are set forth, nominations are closed.  
  • Before the vote is taken, nominees state their qualifications for serving the fellowship as a whole in the Area:
    • State clean time date and member home group.
    • Past service experience.
    • State they have read the qualifications and duties of the position.
    • Affirm why they can serve and want to serve the fellowship.

10. REMOVAL FROM OFFICE 

Voluntary resignation 

A WNCANA officer or subcommittee chairperson should submit a resignation in writing to the Chairperson prior to the next monthly meeting. 

Involuntary resignation 

Removal of a trusted servant is a serious step that should only be undertaken in extreme situations.  The primary responsibility is to strive to protect the interests of WNCANA.  It is also the responsibility of our body to protect the individual rights of all trusted servants.  Therefore, the goal throughout the entire process should be to correct any problem that exists without having to resort to a full removal procedure.  Only after all attempts to correct the problem have failed should we act to remove the trusted servant. 

These grounds represent prerequisites for removal. They are not meant to imply that removal is necessary in order for every case that these grounds exist. They are simply intended as a guide to the “ASC or member group conscience” when removal proceedings are instigated.

  • A misuse of the terms and conditions of office, and or generally unethical conduct inconsistent with the role of trusted servants.
  • Failure to carry out the duties and responsibilities of the office. 
  • The loss of abstinence from drugs constitutes resignation from office and grounds for immediate removal. 

Removal procedures

  • The ASC Chair or another administrative officer (Vice Chair, Secretary, Treasurer or RCM) will notify the trusted servant being removed within 10 days prior to the monthly ASC meeting.
  • As the first order of business after roll call confirms a quorum exists a proposal for removal is presented with due cause by an Area administrative officer.
  • The trusted servant is given an opportunity to present a rebuttal if so desired, not to exceed ten minutes. 
  • The trusted servant is placed in a breakout room to allow for further discussion and a call to vote.
  • Only GSR’s or their alternate vote in removals by show of hand taken. 
  • A 80% majority vote by the active member group GSR’s is necessary to involuntarily remove the trusted servant.

11. FINANCIAL GUIDELINES 

  • The WNCANA shall be funded solely with 7th tradition funds and supplemental fundraisers.
    • All WNCANA funding of budgetary needs are accomplished through financial examination/evaluation of the previous year’s funding and expenditures (both quarterly and annual) by assigning prescribed percentages of expenditure to each budgetary item for the upcoming year. 
    • Note: A budget is defined as an estimate, often itemized, of expected income and expense, or operating results, for a given period of time. 
  • Subcommittees shall present their budgets to the Treasurer in March, to allow ample time for the compilation of the preliminary area budget.
  • The Treasurer is responsible for the compilation of the area budget, which shall be distributed in April for member groups to review and comment at the May monthly meeting.
  • The annual budget shall be presented via motion at the May monthly ASC meeting for approval.
  • Unspent budgeted funds may be re-allocated between subcommittees or other allocated budgets at the direction of the Area officers or subcommittee chairpersons, in a combined total amount not to exceed $300 between regular monthly ASC meetings.  Any reallocation exceeding $300 must be brought to the floor of the monthly business meeting in the form of a motion.
  • Maximum expenditure of a budgeted item may be exceeded pending available and/or re-allocated funds, at the discretion of the WNCANA.
  • All monies accumulated from member group contributions and other NA sources shall be maintained in a bank account general fund.
  • All expenditures will be stipulated in the ASC meeting minutes.
  • All expenditures made by the ASC shall be paid by check (whenever possible).
  • All checks shall be required to have two of the following signatures: Treasurer and Chairperson preferable or optionally, the Treasurer or Chairperson with the Alternate Chairperson or the Secretary.
  • On a check made payable to one of the authorized signers on any of the bank accounts, the payee shall not be authorized to sign the check; other signatures are required.
  • Approved budgeted expenditures may be disbursed in advance from the Treasurer; all expenditures must later be verified with receipt or proof of purchase.
  • Unbudgeted prudent expenditures shall be made from the Treasurer with receipt or proof of payment. Any expenditure the Treasurer questions reasonable and prudent shall be brought before the ASC for approval.
  • Each quarter, prior to each RSC, the treasurer shall submit a proposed regional donation, based on prudent financial management and in adherence to area policy, to be approved by the WNCANA. A check for the approved sum will be given to the RCM to be presented at the RSC.
  • The Treasurer shall maintain a prudent reserve (fund balance) of financial resources equivalent to two months operating expenses (based on budgeted needs) for the WNCANA and all of its sub-committees, excluding the area convention.
  • The ASC shall reimburse the RCM and Alternate RCM their travel expenses for gas and two (2) night’s lodging expenses, not to exceed the rate at a reasonably priced motel, for attendance at the Regional meetings of the RSC.
  • The ASC shall reimburse subcommittee chairs travel expenses for gas and, if the meeting is more than 150 miles away, one (1) night’s lodging, not to exceed the rate at a reasonably priced motel, for attendance at the regional subcommittee meeting of their service subcommittee. 

12. GLOSSARY of NA ACRONYMS

Area Service Committee (ASC): A committee created to provide common services for NA groups in a specific locale. Composed of GSRs, ASC officers, and subcommittee chairpersons. Usually part of a region, to which it sends RCMs.

Conference Agenda Report (CAR): A publication that consists of business and issues that will be considered during the WSC.

Conference Approval Track (CAT): A collection of additional material for discussion and decision at the WSC.

Consensus Based Decision Making (CBDM): In Narcotics Anonymous, we make decisions by seeking direction from a loving Higher Power as it expresses itself in our group conscience. The principle of anonymity in NA means we serve as equals, and consensus-based decision making (CBDM) is one method for a service body, as a team of equals, to hear that group conscience. The heart of consensus is a cooperative intent, where members are willing to work together to find or create the solution that meets the needs of the group.

Fellowship Development (FD): NA service devoted to starting and nurturing new NA communities and helping existing communities to continue growing.

Fellowship Intellectual Property Trust (FIPT): A legal trust that serves as custodian for NA’s literature and logos.

A Guide to Local Services in NA (GLS): A service handbook intended to serve as a resource for NA groups, areas, and regions.

Group Support Forum (GSF): A discussion‐oriented body focused on the needs of the groups.

Group Service Representative (GSR): Elected by an NA group to participate on the group’s behalf in the ASC and the regional assembly.

Hospitals and institutions (H&I): NA service devoted to carrying the NA message primarily to correctional inmates and treatment facility patients.

Issue Discussion Topic (IDT): Specific topics selected for discussion that concern the Fellowship as a whole. 

Informational Pamphlet (IP): Short piece of recovery literature.

Local Service Board (LSB): Administrative body of the LSC.

Local Service Conference (LSC): A strategic, planning‐oriented local service body.

Member Group: A NA group created to provide meetings and services to the addicts who still suffer in order to receive the message of hope and the promise of freedom to no longer use.

Narcotics Anonymous World Services (NAWS): Refers to Narcotics Anonymous World Services, Inc., the legal name for the World Board.

Public information 9PI): NA service devoted to sharing information about NA to government and private agencies, the public media, community leaders, those in the helping professions, and the community‐at‐large. (In many communities, this work is now done by a PR workgroup or committee.)

Public Relations (PR): NA service devoted to creating and maintaining relationships with members, potential members, and the general public.

Regional Committee Member (RCM): Elected by an ASC to participate on the area’s behalf on the regional service committee.

Regional Service Committee: Regional committees generally do not perform direct services—that is, they don’t run phonelines, organize H&I panels, or carry out a public information program. Regions are formed simply to pool and develop local service resources that can be used both by groups and areas in better fulfilling their responsibilities.

Regional Delegate (RD): Trusted servant elected by an NA region as a voting participant at the WSC.

Regional Service Committee (RSC): Service body consisting of ASCs and/or other types of local service bodies.

Regional Service Office (RSO): Local NA service center or literature distribution point.

Service Pamphlet (SP): intended for use as a resource for groups and service bodies.

Robert’s Rule of Order: The standard manual of codes and rules of ethics that govern discussions and decision-making in non-legislative organizations with boards of directors and committees through parliamentary procedures. 

Trusted Servant: An NA euphemism for “leader,” “official,” or “officer.” Derived from NA’s Second Tradition, in which NA leaders are characterized as “trusted servants” as opposed to governors.

Twelve Concepts for NA Service: One of three bodies of basic NA principle, the concepts apply specifically to the development, coordination, and maintenance of NA services on behalf of the groups.

Twelve Steps: One of three bodies of basic NA principle, the steps describe NA’s regimen leading to personal recovery and a spiritual awakening.

Twelve Traditions: One of three bodies of basic NA principle, the traditions provide guidance for the behavior of NA groups, helping the groups maintain their independence while nurturing their unity.

World Board: The World Board is the service board of the World Service Conference. It provides support to the Fellowship of Narcotics Anonymous in their efforts to provide the opportunity to recover from addiction; and oversees the activities of NA World Services, including our primary service center, the World Service Office. The board also holds in trust for the NA Fellowship the rights for all their physical and intellectual properties (which includes literature, logos, trademarks and copyrights) in accordance with the will of the WSC.

The World Convention of NA (WCNA): Celebration of recovery and unity held every three years in a different part of the world.

World Service Conference (WSC): Service meeting that brings all elements of NA World Services together.

World Service Office (WSO): The main service center for the NA Fellowship.

Zonal Delegate (ZD): Trusted servant elected by a zonal forum that is eligible for seating at the WSC as a voting particiant. (Note: A zonal forum is a service body consisting of multiple regions.)

Submitted 12/12/23
Approved 1/20/2024
Updated 1/24/2024